Delimited File Format Instructions

Files can be submitted in either Tab or Comma Delimited format. Tab or Comma Delimited files must include all of the following fields, in the order listed.

Each field may be enclosed by double-quotes. Each record line of the file should represent one record.

You can download our CSV Template or Tab-Delimited Template to assist you in creating your files.

Field	Type	Status	Comments
Record Identifier	Char	Required	The following text: "RI Newhire Record:. Case does not matter.
Format Version Number	Char	Required	The following text: "CSV1"
Employee First Name	Char	Required	At least one character, no special characters.
Employee Middle Name	Char	Optional	If non-blank must be at least one character, no special characters.
Employee Last Name	Char	Required	At least one character, no special characters except hyphen.
Employee Name Suffix	Char	Optional	The suffix of employee name such as Jr, SR, and III
Employee SSN#	Numeric	Required	As reported by employee.
Employee Address Line 1	Char	Required	At least two characters, left justify
Employee Address Line 2	Char	Optional	Left justify. Spaces if unused.
Employee Address Line 3	Char	Optional	Left justify. Spaces if unused.
Employee City	Char	Required	At least two characters, no special characters except hyphen.
Employee State	Char	Required	Valid state or territory abbreviation. Not required for foreign address.
Employee Postal Code	Char	Required	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify.
Employee Zip+4	Numeric	Optional	If present, must be 4-digits. Spaces if unknown or international address
Employee Country Code	Char	Optional	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 Date of Birth	Numeric	Optional	If present, numeric. Format - MMDDYYYY
Employee Date of Hire	Numeric	Required	If present, numeric. Format - MMDDYYYY
Employee State of Hire	Char	Optional	Valid state or territory abbreviation. Field is required for registered Multistate employers that report all new hires directly to this state.
Is Medical Insurance Available to Employee?	Char	Optional	"Y" if medical insurance is available to employee, otherwise "N". If unknown, please leave blank.
Employer benefits include medical	Char	Optional	Y/N if company offers Medical Insurance.
Employer FEIN	Numeric	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 Registry.
Employer Name	Char	Required	At least two characters, left justify.
Employer DBA	Char	Optional	Employer DBA, if different than Employer Name
Employer Address Line 1	Char	Required	At least two characters, left justify
Employer Address Line 2	Char	Optional	Left justify if present. Spaces if unused
Employer Address Line 3	Char	Optional	Left justify if present. Spaces if unused
Employer City	Char	Required	At least two characters, left justify
Employer State	Char	Required	Valid state or territory abbreviation. Not required for foreign address.
Employer Postal Code	Char	Required	If a non-foreign address then only U.S. 5 digit zip code, left justified. If foreign address then left justify
Employer Zip+4	Char	Optional	If present, must be 4-digits. Spaces if unknown or international address
Employer Country Code	Char	Optional	For foreign addresses only
Employer Phone Number	Numeric	Optional	Employer contact ten-digit phone number including area code (no hyphens or parentheses).
Employer Phone Extension	Numeric	Optional	Employer contact extension (numeric only).
Employer Contact Name	Char	Optional	Name of contact for employer.
Employer Multistate Indicator	Char	Optional	"Y" for Yes, reporting as a multi-state employer to IN or "N" for No