Electronic File 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, please contact us at 1-888-854-4791.

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

NOTE: File must be created using fixed-width ASCII Text format.

Field	Type	Length	Start Position	End Position	Status	Comments
Record Identifier	Char	17	1	17	Required	The following text: "FL Newhire Record". Case does not matter.
Format Version Number	Char	4	18	21	Required	The following text: "1.00"

Employee Information
Field	Type	Length	Start Position	End Position	Status	Comments
Employee Name//Independent Contractor	Char	16	22	37	Required	At least one character, no special characters
First Name	Char	16	22	37	Required	At least one character, no special characters
Middle Name	Char	16	38	53	Optional	Blank Fill, If non-blank must be at least one character, no special characters.
Last Name	Char	30	54	83	Required	At least one character, no special characters except hyphen
Employee//Independent Contractor SSN/ITIN #	Numeric	9	84	92	Required	As reported by employee
Employee//Independent Contractor Address	Char	40	93	132	Required	At least two characters, left justify
StreetAddress (Line 1)	Char	40	93	132	Required	At least two characters, left justify
StreetAddress (Line 2)	Char	40	133	172	Optional	Blank Fill, Employee address line 2
StreetAddress (Line 3)	Char	40	173	212	Optional	Blank Fill, Employee address line 3
City	Char	25	213	237	Required	At least two characters, no special characters except hyphen
State	Char	2	238	239	Required	Valid state or territory abbreviation. Not required for foreign address
Postal Code	Char	20	240	259	Required	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify US state and territories use only.
Zip Code 4 (US Only)	Numeric	4	260	263	Optional	Blank Fill, US state and territories only
Country Code	Char	2	264	265	Optional	Blank Fill, For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995)
Employee//Independent Contractor Date of Birth	Numeric	8	266	273	Optional	Blank Fill, If present, numeric. Format - MMDDYYYY
Employee//Independent Contractor Date of Hire	Numeric	8	274	281	Required	If present, numeric. Format - MMDDYYYY
Employee//Independent Contractor State of Hire	Char	2	282	283	Optional	Blank Fill,, Valid state or territory abbreviation
Medical Insurance Available	Char	1	284	284	Optional	"Y" if medical insurance is available to employee, otherwise "N"
Independent Contractor Check	Char	1	285	285	Optional	"Y" if reported as Independent Contractor, otherwise leave it as Blank

Employer Information
Field	Type	Length	Start Position	End Position	Status	Comments
Employer FEIN	Numeric	9	286	294	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.
Reemployment Tax Number	Char	12	295	306	Optional	State Unemployment Compensation Identification Number, also known as UI number. Left Justify. Otherwise blank fill.
Employer Name	Char	45	307	351	Required	At least two characters, left justify
Employer Address	Char	40	352	391	Required	At least two characters, left justify
StreetAddress (Line 1)	Char	40	352	391	Required	At least two characters, left justify
StreetAddress (Line 2)	Char	40	392	431	Optional	Employer address line 2
StreetAddress (Line 3)	Char	40	432	471	Optional	Employer address line 3
City	Char	25	472	496	Required	At least two characters, left justify
State	Char	2	497	498	Required	Valid state or territory abbreviation. Not required for foreign address.
Postal Code	Char	20	499	518	Required	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Zip Code 4 (US Only)	Char	4	519	522	Optional	US state and territories use only.
Country Code	Char	2	523	524	Optional	For foreign addresses only.
Employer Phone Number	Numeric	10	525	534	Optional	Employer contact ten-digit phone number including area code (no hyphens or parentheses
Employer Phone Extension	Numeric	6	535	540	Optional	Employer contact extension (numeric only).
Employer Contact	Char	20	541	560	Optional	Name of contact for employer.
Employee//Independent Contractor Optional Address	Char	40	561	600	Optional	The address where child support orders should be sent
Street Address (Line 1)	Char	40	561	600	Optional	Blank Fill, Employer Optional Street Address line 1
Street Address (Line 2)	Char	40	601	640	Optional	Blank Fill, Employer Optional Street Address line 2
Street Address (Line 3)	Char	40	641	680	Optional	Blank Fill, Employer Optional Street Address line 3
City	Char	25	681	705	Optional	Blank Fill, Employer Optional City
State	Char	2	706	707	Optional	Blank Fill, Employer Optional State. Not Required for foreign address
Postal Code	Char	20	708	727	Optional	Blank Fill, If a non-foreign address then only US 5 digit zip code.
Zip Code 4 (US Only)	Char	4	728	731	Optional	Blank Fill, US state and territories use only.
Country Code	Char	2	732	733	Optional	Blank Fill, For foreign addresses only.
Employer Optional Phone Number	Numeric	10	734	743	Optional	Blank Fill, Employer Optional contact ten digit phone number including area code.
Employer Optional Phone Extension	Char	6	744	749	Optional	Blank Fill, Employer Optional contact extension.
Employer Phone Contact	Char	20	750	769	Optional	Blank Fill, Name of Optional employer contact.
Filler	Char	1	770	770	Optional	Blank Fill, Reserved for future use.
MultiState Indicator	Char	1	771	771	Optional	Blank Fill, "Y" for Yes, reporting as a registered Multistate employer to FL, or "N" for No.
Filler	Char	30	772	801	Optional	Blank Fill, Reserved for future use.

​​Electronic File Layout

Electronic File Layout