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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
 

Contact Information

Tennessee New Hire Reporting Program
P.O. Box 438
Norwell, MA 02061
Phone: (888) 715-2280
Fax: (877) 505-4761