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 Numeric 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.