New Hire Reporting Record Layout

If you are reporting more than 25 New Hires, you must use one our electronic options.  Please contact us at MaineITCSEMETeam@maine.gov to set up electronic reporting. We have two file format options for submitting new hire records electronically. Record definitions for Fixed Length Text (.txt) file and Comma Separated Values (.csv) file are listed below.

Skip to Record Definitions - csv file (below)

New Hire Reporting Record Layout
Fixed Length Text (.txt)

Employer Record Layout
Field Name Start Position Length Comments Required
Record Type 1 1 Must be '1'. Y
Employer DOL Number 2 10 Employer's Maine Department of Labor Identification Number Y
Federal ID Number 12 9 Do NOT suppress leading zeros. No Dash. Y
Employer Name 21 35 Left justified. Y
Employer Address Line1 56 25 Left justified. Y
Employer Address Line2 81 25 Left justified.  
Employer Address Line3 106 25 Left justified.  
Employer City 131 20 Left justified.  
Employer State 151 2 Postal Abbreviation. Y
Employer Zip Code 153 5 Postal Zip Code. Do NOT suppress leading zeroes. Y
Employer Zip Code +4 158 4 If the Zip+4 is not known, leave blank.  
Employer Phone Number 162 10 Area code + prefix + suffix. Digits only – no special characters  
Country Code 172 2 Country code if not United States.  
Foreign Postal Code 174 15 Field should be left blank if the Country code field is blank. Left justified.  
Filler 189 74 Fill with spaces.  
Employee Record Layout
Field Name Start Position Length Comments Required
Record Type 1 1 Must be '2'. Y
Employer ID 2 10 Maine DOL number or Federal Identification Number. Y
Employee SSN 12 9 Do NOT suppress leading zeros. Y
Employee Last Name 21 20 Left justified. Y
Employee First Name 41 15 Left justified. Y
Employee Middle Initial 56 1    
Employee Address Type 57 1 M – Mailing or R – Residence If unknown default to 'M'. Y
Employee Address Line1 58 25 Left justified. Y
Employee Address Line2 83 25 Left justified.  
Employee Address Line3 108 25 Left justified.  
Employee City 133 20 Left justified. Y
Employee State 153 2 Postal Abbreviation. Y
Employee Zip Code 155 5 Postal Zip Code. Do NOT suppress leading zeros. Y
Employee Zip Code +4 160 4 If the Zip+4 is not known, leave blank.  
Employee Home Phone 164 10 Area code + prefix + suffix. Digits only – no special characters  
Employee Work Phone 174 10 Area code + prefix + suffix. Digits only – no special characters  
Employee Birth Date 184 8 MMDDYYYY format. Y
Employee Insurance 192 1 Insurance Available for Employee? 'Y', 'N' or space.  
Employee Insurance Amt 193 8 Cost for Employee Insurance. Numeric field last 2 digits being cents. Include leading zeroes, no decimal point.  
Employee Ins Avail Dep 201 1 Insurance Available for Dependents? 'Y', 'N' or space.  
Employee Ins Dep Cov 202 1 Dependents Covered by Insurance? 'Y', 'N', or space.  
Employee Action Type 203 1 'N' – New Hire, 'R' – Rehire, or 'T' – Termination. Y
Employee Action Date 204 8 MMDDYYYY format. Y
Employee Occupation 212 20 Left justified.  
Employee Wage Type 232 1 'H' – Hourly, 'S' – Salaried.  
Employee Wage Amt 233 12 'H': use Hourly Wage 'S': use Gross Wage, last 2 digits being cents. . Include leading zeroes, no decimal point.  
Employee Wage Freq 245 1 'W'- Weekly, 'B' – BiWeekly, 'T'-Twice Monthly, 'M' – Monthly.  
Country Code 246 2 Country code if not United States.   
Foreign Postal Code 248 15 Field should be left blank if the Country code field is blank. Left justified.  
Notes on file submission:
  1. There should be at least one employer entry and at least one employee entry included in the file.
  2. There can be multiple employers (1 or more employers per file).
  3. There can be multiple employees for each employer.
  4. The employer record should be first and then all employees for that same employer should come after that employer entry.

New Hire Reporting Record Layout
Comma Separated Values (.CSV)

Employer Record Layout
Field Name Length Comments Required
Record Type 1 Must be '1'. Y
Employer DOL Number 10 Employer's Maine Department of Labor Identification Number  
Federal ID Number 9 Do NOT suppress leading zeros. No Dash. Y
Employer Name Up to 35   Y
Employer Address Line1 Up to 25   Y
Employer Address Line2 Up to 25    
Employer Address Line3 Up to 25    
Employer City Up to 20   Y
Employer State 2 Postal Abbreviation. Y
Employer Zip Code 5 Postal Zip Code. Do NOT suppress leading zeroes. Y
Employer Zip Code +4 4 If the Zip+4 is not known, leave blank.  
Employer Phone Number 10 Area code + prefix + suffix. Digits only – no special characters  
Filler 1    
Example
1,0004188004,012345678,EMPLOYER NAME,PO BOX 1936,,,LEWISTON,ME,04240,,,

Employee Record Layout
Field Name Length Comments Required
Record Type 1 Must be '2'. Y
Employer ID 10 Maine DOL number or Federal Identification Number. Y
Employee SSN 9 Do NOT suppress leading zeros. Y
Employee Last Name Up to 20   Y
Employee First Name Up to 15   Y
Employee Middle Initial 1    
Employee Address Type 1 M – Mailing or R – Residence If unknown default to 'M'. Y
Employee Address Line1 Up to 25   Y
Employee Address Line2 Up to 25    
Employee Address Line3 Up to 25    
Employee City Up to 20   Y
Employee State 2 Postal Abbreviation. Y
Employee Zip Code 5 Postal Zip Code. Do NOT suppress leading zeros. Y
Employee Zip Code +4 4 If the Zip+4 is not known, leave blank.  
Employee Home Phone 10 Area code + prefix + suffix. Digits only – no special characters  
Employee Work Phone 10 Area code + prefix + suffix. Digits only – no special characters  
Employee Birth Date 8 MMDDYYYY format. Y
Employee Insurance 1 Insurance Available for Employee? 'Y', 'N' or space.  
Employee Insurance Amt 8 Cost for Employee Insurance. Numeric field last 2 digits being cents. Include leading zeroes, no decimal point.  
Employee Ins Avail Dep 1 Insurance Available for Dependents? 'Y', 'N' or space.  
Employee Ins Dep Cov 1 Dependents Covered by Insurance? 'Y', 'N', or space.  
Employee Action Type 1 'N' – New Hire, 'R' – Rehire, or 'T' – Termination. Y
Employee Action Date 8 MMDDYYYY format. Y
Employee Occupation Up to 20    
Employee Wage Type 1 'H' – Hourly, 'S' – Salaried.  
Employee Wage Amt 12 'H': use Hourly Wage 'S': use Gross Wage, last 2 digits being cents. . Include leading zeroes, no decimal point.  
Employee Wage Freq 1 'W'- Weekly, 'B' – BiWeekly, 'T'-Twice Monthly, 'M' – Monthly.  
Country Code 2 Country code if not United States.   
Foreign Postal Code 15 Field should be left blank if the Country code field is blank.  
Example
2,0004188004,xxxxxxxxx,NAME_LAST,NAME_FIRST,,,11 WHITNEY ST,,,LISBON,ME,04250,,,,02211993,,,,,,04292013,,,,,,
File Sample
1,0123456789,012345678,MAINE NORTHWOODS INC,PO BOX 1000,,,UPNORTH,ME,04900,1000,,
2,0123456789,001010001,MOOSE,MICKEY,,,11 ALLAGASH TRL,,,UPNORTH,ME,04900,,,,02211993,,,,,,01292018,,,,,,
2,0123456789,002020002,BLACKBEAR,BARNEY,,,50 MOOSE RD,,,MOORES MILLS,NB,,,,,05151995,,,,,,01312018,,,,,CA,E5A1Z6
1,9876543210,876543210,MAINE COAST COMPANY,PO BOX 2000,,,DOWNEAST,ME,04200,2000,,
2,9876543210,003030003,LOBSTER,LORETTA,,,100 MUDFLAT AVE,,,DOWNEAST,ME,04200,,,,10201964,,,,,,01302018,,,,,,

Notes on file submission:

  1. There should be at least one employer entry and at least one employee entry included in the file.
  2. There can be multiple employers (1 or more employers per file).
  3. There can be multiple employees for each employer.
  4. The employer record should be first and then all employees for that same employer should come after that employer entry.
  5. There should be no hyphens (-) or slashes (/) in numbers or dates
  6. Do not suppress leading zeros