Department of Health and Human Services
State Directory of New Hires
State Directory of New Hires
Excel File Layout Instructions
You can download our Excel template to assist you in creating your files.
Note: The first row showing the field names are optional. Each row in the excel file contains all required information for a single newhire.
| Field | Employee First Name | Employee Middle Name | Employee Last Name | Employee SSN# | Employee Address Line 1 | Employee Address Line 2 | Employee Address Line 3 | Employee City | Employee State | Employee Zip Code | Employee Date of Birth | Employee Date of Hire | Employee State of Hire | Employee Independent Contractor (IC) | Dependent Health Insurance Available | Date Employee Qualifies for Family Health Insurance | Employer FEIN | Employer Name | Employer Address Line 1 | Employer Address Line 2 | Employer Address Line 3 | Employer City | Employer State | Employer Zip Code | Employer Contact Name | Phone Number of Contact Person |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Description | Left justify. | Left justify. Space if unknown. | Left justify. | Must be 9 digits. | Left justify. | Left justify. Spaces if unused. | Left justify. Spaces if unused. | Left justify. | Required if domestic address. Spaces if international address. | Required if domestic address. Spaces if international address. | MMDDYYYY. Must be a valid date. | MMDDYYYY. Must be a valid date. Cannot be a future date. | Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state. | "Y" if independent contractor. "N" if not a contractor. | "Y" if dependent health insurance available, "N" if not available. | This date must be submitted in the format of: MMDDYYYY. | Federal Employer Identification Number. Must be 9 digits; include leading zeroes. | Left justify. | Employer address. Left justify. | Left justify if present. Spaces if unused. | Left justify if present. Spaces if unused. | Left justify. | Required if domestic address. Spaces if international address. | This must contain a 5-digit or 9-digit number. No dashes. | Must be in a format with area code first then number. This field must have numbers only (no hyphens or parentheses). | |
| Type | Alpha | Alpha | Alpha | Numeric | Alphanumeric | Alphanumeric | Alphanumeric | Alpha | Alpha | Numeric | Numeric | Numeric | Alpha | Alpha | Alpha | Alpha | Alphanumeric | Alphanumeric | Alphanumeric | Alphanumeric | Alphanumeric | Alpha | Alpha | Numeric | Alpha | Numeric |
| Status | Required | Optional | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Required | Optional | Optional | Optional | Optional | Required | Required | Required | Optional | Optional | Required | Required | Required | Optional | Optional |
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