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File Submission Layout

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 North Carolina New Hire Directory.

Regardless of transmission method or media type, the following file submission layout must be used.

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

Employee Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employee Social Security Number	Number	9	1	9	Required	All zeros will be rejected
Employee Last Name	Character	20	10	29	Required
Employee First Name	Character	15	30	44	Required
Employee Middle Initial	Character	1	45	45	Optional
Employee Address Line 1	Character	30	46	75	Required
Employee Address Line 2	Character	30	76	105	Optional
Employee City	Character	20	106	125	Required
Employee State	Character	2	126	127	Required	Valid state or territory abbreviation
Employee Zip Code	Numeric	5	128	132	Required	All zeros will be rejected
Employee Zip+4	Numeric	4	133	136	Optional	Leave blank

Employer Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employer Name	Character	30	137	166	Required
Employer Address Line 1	Character	30	167	196	Required
Employer Address Line 2	Character	30	197	226	Optional
Employer City	Character	20	227	246	Required
Employer State	Character	2	247	248	Required	Valid state or territory abbreviation
Employer Zip Code	Character	5	249	253	Required	All zeros will be rejected
Employer Zip+4	Character	4	254	257	Optional	Leave blank
Employer FEIN	Numeric	9	258	266	Required	Federal Employer Identification Number (no hyphens). Use the same FEIN for which listed employee(s) quarterly wages will be reported under. If you have questions, please contact our center.
Employer’s State EIN	Numeric	7	267	273	Optional	If present must be numeric

Additional Employee Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employee Date of Hire	Numeric	8	274	281	Required	CCYYMMDD, Default = Date File Created
Employee Date of Birth	Numeric	8	282	289	Optional	CCYYMMDD if Unknown, 00000000
Filler	Character	31	290	320	Required	Blank Fill, Reserved for future use.