Department of Health and Human Services
State Directory of New Hires

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:

  1. Header Record - This record contains file or group information including the FEIN Number
  2. Employer Record - This record contains employer information
  3. 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 Required 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.
Nebraska State Directory of New Hires
PO Box 483
Norwell, MA 02061
Phone (888) 256-0293
Fax (866) 808-2007
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