File Submission Layout

(Only for File Upload or FTP submissions)

The following information is the required layout of how information needs to be transmitted to the Nebraska State Directory of New Hires for fixed length ASCII file formats. This file layout has been created for employers who have the ability to export new hire data from their existing payroll or human resources software. If you have any questions, or need further assistance with reporting electronically after reviewing the File Transfer page, please Contact Nebraska State Directory of New Hires.

Each transmission must contain these three types of records, in the following order:

Header Record - This record contains file or group information including the FEIN Number
Employer Record - This record contains employer information
New Hire Record - This record contains employee information that is required for all new or re-hired employees on or after October 1, 1997

A file must be submitted in a fixed length ASCII file format with LF/CR at the end of each record. This record layout may be submitted via the internet. Click on the following link to register to use our website for reporting, Register Now!

All required fields must contain a combination of data and spaces to the maximum length specified. All optional fields must contain data, data and spaces, or all spaces to the maximum length specified.

NE Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT.

Header Record

Field	Type	Length	Start Position	End Position	Status	Comments
Record Identifier	Alphabetic	2	1	2	Required	This must contain the characters 'HR'.
Number of New Hires	Numeric	5	3	7	Required	This must contain the number of hires or rehires that are being submitted.
Date Stamp	Numeric	8	8	15	Required	This date must be submitted in the format of: MMDDYYYY.
Employer Federal Identification Number	Numeric	9	16	24	Required	No dash or space.
Filler	Alphanumeric	236	25	260	Required	Blank fill. Reserved for future use.

Employer Record

Field	Type	Length	Start Position	End Position	Status	Comments
Record Identifier	Alphanumeric	2	1	2	Required	This must contain the characters 'RR'.
Employer Name	Alphanumeric	45	3	47	Required
Employer Address Line 1	Alphanumeric	40	48	87	Required
Employer Address Line 2	Alphanumeric	40	88	127	Optional
Employer Address Line 3	Alphanumeric	40	128	167	Optional	Blank Fill, Employer address line 3.
Employer City	Alphanumeric	25	168	192	Required
Employer State	Alphanumeric	2	193	194	Required	Valid state or territory abbreviation. Not required for foreign address.
Employer Postal Zip Code	Numeric	9	195	203	Required	This must contain a 5-digit or 9-digit number. No dashes.
Employer Contact Name	Alphanumeric	40	204	243	Optional
Phone Number of Contact Person	Numeric	10	244	253	Optional	Must be in a format with area code first then number. This field must have numbers only.
Filler	Alphanumeric	7	254	260	Required	Blank fill. Reserved for future use.

New Hire Record
(This record should be repeated for all employees associated with the previous Employer record)

Field	Type	Length	Start Position	End Position	Status	Comments
Record Identifier	Alphanumeric	2	1	2	Required	This must contain the characters 'NH'.
Employee SSN	Numeric	9	3	11	Required	This must contain a nine-digit SSN, no dashes.
Employee First Name	Alphanumeric	16	12	27	Required
Employee Middle Name	Alphanumeric	16	28	43	Optional
Employee Last Name	Alphanumeric	30	44	73	Required
Employee Address Line 1	Alphanumeric	40	74	113	Required
Employee Address Line 2	Alphanumeric	40	114	153	Optional
Employee Address Line 3	Alphanumeric	40	154	193	Optional
Employee City	Alphanumeric	25	194	218	Required
Employee State	Alphanumeric	2	219	220	Required	Valid state or territory abbreviation. Not required for foreign address.
Employee Postal Zip Code	Numeric	9	221	229	Required	This must contain a 5-digit or 9-digit number. No dashes.
Employee State of Hire	Alphanumeric	2	230	231	Optional
Employee Date of Hire	Numeric	8	232	239	Required	This date must be submitted in the format of: MMDDYYYY.
Employee Date of Birth	Numeric	8	240	247	Optional	This date must be submitted in the format of: MMDDYYYY.
Employee Independent Contractor (IC)	Alphanumeric	1	248	248	Optional	"Y" if independent contractor. "N" if not a contractor.
Dependent Health Insurance Available	Alphanumeric	1	249	249	Optional	"Y" if dependent health insurance available, "N" if not available
Date Employee Qualifies for Family Health Insurance	Numeric	8	250	257	Optional	This date must be submitted in the format of: MMDDYYYY.
Filler	Alphanumeric	3	258	260	Required	Blank Fill, Reserved for future use.

File Submission Layout

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