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 Tennessee New Hire Reporting Program.

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

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

Employee Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employee First Name	Char	16	1	16	Required	At least one character, no special characters.
Employee Middle Initial	Char	1	17	17	Optional
Employee Last Name	Char	25	18	42	Required	At least one character, no special characters except hyphen.
Employee Address Line 1	Char	35	43	77	Required	At least two characters, left justify.
Employee Address Line 2	Char	35	78	112	Optional
Employee City	Char	20	113	132	Required	At least two characters, no special characters except hyphen.
Employee State	Char	2	133	134	Required	Valid 2 letter FIPS abbr. (e.g. TN)
Employee Zip	Numeric	5	135	139	Required	All zeros will be rejected
Employee Zip+4	Numeric	4	140	143	Optional
Employee Social Security Number or ITIN	Numeric	9	144	152	Required	No hyphens

Employer Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employer Name	Char	40	153	192	Required	At least two characters, left justify.
Employer Address Line 1	Char	35	193	227	Required	At least two characters, left justify.
Employer Address Line 2	Char	35	228	262	Optional
Employer City	Char	20	263	282	Required	At least two characters, left justify.
Employer State	Char	2	283	284	Required	Valid 2 letter FIPS abbr. (e.g. TN)
Employer Zip	Numeric	5	285	289	Required	All zeros will be rejected
Employer Zip+4	Char	4	290	293	Optional
Employer FEIN	Numeric	9	294	302	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 Payroll Address Line 1	Char	35	303	337	Optional	Address where employee’s check is processed
Employer Payroll Address Line 2	Char	35	338	372	Optional
Employer Payroll City	Char	20	373	392	Optional
Employer Payroll State	Char	2	393	394	Optional
Employer Payroll Zip	Numeric	5	395	399	Optional

Additional Employee Information

Field	Type	Length	Start Position	End Position	Status	Comments
Employee Date of Hire	Numeric	8	400	407	Required	Format - CCYYMMDD
Left Your Employment During Period	Char	1	408	408	Optional	Y=Yes, N=No
Employee Date of Birth	Numeric	8	409	416	Optional	Format - CCYYMMDD
Employee Gender	Char	1	417	417	Optional
Employee Work State	Char	2	418	419	Optional	Valid 2 letter FIPS abbr. (e.g. TN)
Earned Income Tax Credit Indicator	Char	1	420	420	Optional	Y=Yes, N=No
Is Medical Insurance Available to Employee?	Char	1	421	421	Optional	Y=Yes, N=No
Outlet or Store Number	Char	29	422	450	Optional