Electronic Reporting

Employers may use any of three different methods to electronically report new hire records.

Online Reporting - Register on this website, login and select Report New Hires. You will complete the Process New Hire screens to submit new hire records individually.
File Upload - Register on this website, login and select New Hire File Upload. This method allows you to securely upload a report of multiple new hire records. You will receive confirmation of a successful upload. Use a file that meets the file layout specifications.
File Transfer Protocol - This option utilizes your connection to the Internet to securely transmit files. Contact Us to implement the transmission of new hire records via FTP.

Requirements for Uploading a file or Transmitting new hire records via FTP

Create a file in the File Submission Layout format. The file format to be created is a fixed–width ASCII text file.

Reference the file layout at the end of this document. The "File Submission Layout" is the format in which New Hire Reporting is able to process electronic new hire reports. We are unable to accept files that are not in this format.

Employers may also utilize the Excel File Template on the New Hire File Upload page.
Name your file

File Naming Guidelines:

When you are ready to save your file, please name the file with the first four characters of your company name, plus month and day you are creating it. For example:

Acme Incorporated, file created on April 1st – acme0401.txt
Microsoft Corporation, file created February 14th - micr0214.txt

If you are unable to use this naming convention, please name your file as uniquely as possible. Using 4-8 letters that are an acronym of your company name, or actually spelling your company name is acceptable. If you are sending multiple files, please provide a unique name for each file. Multiple files with the same name cannot be processed.

Please do not use "newhire" or any variation of "newhire" for your file name.
Send a test file to the New Hire Reporting

After you have created a file that matches the official File Submission Layout for reporting, please contact New Hire Reporting to arrange a "test" read of the data. We will assist you in determining the most appropriate way to send your file.

MISSOURI’S NEW HIRE REPORTING

FILE SUBMISSION LAYOUT

Media Type: Secure File Transfer			Logical Record Length: 536
Record Format: Fixed Block			Format: Text File – Create file using FIXED–WIDTH ASCII TEXT FORMAT

OPERATION NUMBER	FIELD NAME	FIELD LENGTH	OUTPUT RECORD POSITION FROM TO	JUSTI–FICA–TION	TYPE	REQUIRED/ OPTIONAL	REMARKS
ITEM 1	EMPLOYEE FIRST NAME	30	1 30	L	A	R
ITEM 2	EMPLOYEE MIDDLE NAME	15	31 45	L	A	O
ITEM 3	EMPLOYEE LAST NAME	30	46 75	L	A	R
ITEM 4	EMPLOYEE SSN	9	76 84	L	N	R
ITEM 5	EMPLOYEE ADDRESS LINE 1	35	85 119	L	X	R
ITEM 6	EMPLOYEE ADDRESS LINE 2	35	120 154	L	X	O
ITEM 7	EMPLOYEE ADDRESS LINE 3	35	155 189	L	X	O
ITEM 8	EMPLOYEE CITY	20	190 209	L	A	R
ITEM 9	EMPLOYEE STATE	2	210 211	L	A	CR	REQUIRED IF FIELD 11 IS US. NOT REQUIRED IF FIELD 11 IS ANYTHING OTHER THAN US.
ITEM 10	EMPLOYEE ZIP	9	212 220	L	N	CR	REQUIRED IF FIELD 11 IS US. NOT REQUIRED IF FIELD 11 IS ANYTHING OTHER THAN US.
ITEM 11	EMPLOYEE COUNTRY CODE	3	221 223	L	A	R
ITEM 12	FILLER	1	224 224	L	X		LEAVE BLANK
ITEM 13	DATE SIGNED OR DATE OF HIRE	8	225 232	L	N	R	MMDDCCYY
ITEM 14	EMPLOYMENT TYPE	4	233 236	L	X	O	ACCEPTABLE VALUES ARE FULL, PART, TEMP.
ITEM 15	EMPLOYER NAME	30	237 266	L	A	R
ITEM 16	EMPLOYER ADDRESS LINE 1	25	267 291	L	X	R	IF EMPLOYER IS USING A DBA, THEN THE FIRST FOUR POSITIONS MUST BE DBA AND A SPACE.
ITEM 17	EMPLOYER ADDRESS LINE 2	25	292 316	L	X	O
ITEM 18	EMPLOYER ADDRESS LINE 3	25	317 341	L	X	O
ITEM 19	EMPLOYER CITY	20	342 361	L	A	R
ITEM 20	EMPLOYER STATE	2	362 363	L	A	CR	REQUIRED IF FIELD 22 IS US. NOT REQUIRED IF FIELD 22 IS ANYTHING OTHER THAN US.
ITEM 21	EMPLOYER ZIP	9	364 372	L	N	CR	REQUIRED IF FIELD 22 IS US. NOT REQUIRED IF FIELD 22 IS ANYTHING OTHER THAN US.
ITEM 22	EMPLOYER COUNTRY CODE	3	373 375	L	A	R
ITEM 23	FEDERAL EMPLOYER ID NUMBER (FEIN)	9	376 384	L	N	R
ITEM 24	FILLER	1	385 385	L	X		LEAVE BLANK
ITEM 25	FILLER	8	386 393	L	X		LEAVE BLANK
ITEM 26	FILLER	3	394 396	L	X		LEAVE BLANK
ITEM 27	EMPLOYER PAYROLL ADDRESS LINE 1 (IWO)	25	397 421	L	X	O
ITEM 28	EMPLOYER PAYROLL ADDRESS LINE 2 (IWO)	25	422 446	L	X	O
ITEM 29	EMPLOYER PAYROLL ADDRESS LINE 3 (IWO)	25	447 471	L	X	O
ITEM 30	EMPLOYER PAYROLL CITY	20	472 491	L	A	O
ITEM 31	EMPLOYER PAYROLL STATE	2	492 493	L	A	O
ITEM 32	EMPLOYER PAYROLL ZIP CODE	9	494 502	L	N	O
ITEM 33	EMPLOYER PAYROLL COUNTRY CODE	3	503 505	L	A	O
ITEM 34	EMPLOYEE DATE OF BIRTH	8	506 513	L	N	O	MMDDCCYY
ITEM 35	EMPLOYEE WORK STATE	2	514 515	L	A	O
ITEM 36	EMPLOYEE ELIGIBLE FOR HEALTH INSURANCE	1	516 516	L	A	O	Y OR N
ITEM 37	FILLER	20	517 536	L	X		LEAVE BLANK

JUSTIFICATION:	R = Right	TYPE:	A = Alpha	REQUIRED / OPTIONAL:	R = Required
	L = Left		N = Numeric		O = Optional
	RL = Right Justify/Left Zero Fill		X = Alphanumeric		CR = Required Conditional

Electronic Reporting - Frequently Asked Questions

Does my Payroll or Human Resources software already support your File Submission Layout?

To verify whether your software includes the option for creating an electronic new hire reporting file in our file layout, please contact the software manufacturer.

Many leading software companies now offer electronic new hire reporting as an option to their software packages. Our office also works with software developers who wish to add the electronic new hire reporting feature to their products.

If your software does not currently offer an option to automatically create an electronic new hire report, you may be able to create your own file by exporting the information listed earlier in the “File Submission Layout” into the correct format. Contact Us to learn more.
What if I am unable to create a file in this format?

Our office wants to make electronic new hire reporting as simple as possible for employers. Please Contact Us for possible alternatives.
What if I am trying to report new hires for more than one company or Federal Employer Identification Number (FEIN)?

The file layout requires company information to be provided for each employee reported. This allows the layout to contain an unlimited number of different companies or FEINs.
My company has more than one FEIN and/or subsidiary, which FEIN do I list each new hire report under?

New Hires must be reported using the same FEIN as the FEIN under which state quarterly wage reports are filed.

Please click here for more information about Multistate new hire reporting.

For technical support, or for more information on how to report new hires electronically to New Hire Reporting, please Contact Us.