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 Submission Frequently Asked Questions page, please Contact the Michigan New Hires Operation Center.

Please see the end of this document for a listing of the methods you can choose from for sending your company’s new hire data in the format shown below.

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

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MI Employer File Submission Layout - Create file using FIXED-WIDTH ASCII TEXT FORMAT.  (Printable PDF Version)

Field	Type	Length	Start Position	End Position	Status	Comments
Employee SSN#	Numeric	9	1	9	Required	All zeros will be rejected
Employee First Name	Char	16	10	25	Required	Left justify
Employee Middle Initial	Char	1	26	26	Optional	Space if unknown
Employee Last Name	Char	20	27	46	Required	Left justify
Employer Name	Char	40	47	86	Required	Left justify
Employer FEIN	Numeric	9	87	95	Required	All zeroes will be rejected
Employer Address Line 1	Char	35	96	130	Required	Left justify
Employer Address Line 2	Char	35	131	165	Optional	Left justify
Employer City	Char	25	166	190	Required	Left justify
Employer State	Char	2	191	192	Required	Valid 2 Letter State Code
Employer Zip Code	Numeric	5	193	197	Required	All zeroes will be rejected
Employer Zip+4	Numeric	4	198	201	Optional	All zeroes will be rejected
Employee Address Line 1	Char	35	202	236	Required	Left justify
Employee Address Line 2	Char	35	237	271	Optional	Left justify
Employee City	Char	25	272	296	Required	Left justify
Employee State	Char	2	297	298	Required	Valid 2 Letter State Code
Employee Zip Code	Numeric	5	299	303	Required	All zeroes will be rejected, Space if unknown
Employee Zip+4	Numeric	4	304	307	Optional	All zeroes will be rejected, Space if unknown
Filler	Char	2	308	309	Required	Spaces
Employee's Date of Birth	Numeric	8	310	317	Optional	Mmddyyyy
Employee's Date of Hire	Numeric	8	318	325	Optional	Mmddyyyy
Employee's Driver License Number	Char	16	326	341	Optional

 

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 the day and month you are creating it. For example:

Acme Incorporated, file created on December 1st - acme1201.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.

How to Send a File to Our Center

After you have created a file that matches our official file submission layout, please contact our center to arrange a "test" read of the data. We can then assist you in determining the most appropriate way to send our Center your file. Listed below are the variety of ways a file can be sent to our Center:

Electronic Transmission Methods

• Web-Transfer - Register on our web site (www.mi-newhire.com) and then sign on to securely transfer a file to us. You will also receive a confirmation of receipt with this method.
  
  
• SSL File Transfer Protocol - This option utilizes your connection to the Internet to transmit files. Click here for instructions.

Magnetic Media Types Accepted when Sending Files to Our Center

All magnetic media must be clearly labeled with the submitter's name, return address, Federal Employer Identification Number (FEIN), and contact name with phone number.

• 3.5" Diskette - The diskette must be in IBM format and be mailed in a protective envelope to prevent damage during transit. Diskettes are not returned.
  
  
• 9-Track Reel or 3480/3490 Cartridge Tapes - Our Center accepts files on this media type. Because of postage and handling costs you may incur, we encourage you to consider the previously listed methods before sending files using this media type.

Specifications for 9-Track Reel or 3480/3490 Cartridges

Tape: 1/2 magnetic tape in the unpacked mode on 9-track tape.	Recording density: must be 1600 or 6250 bits per inch.
Label: IBM OS/VS format or ANSI OS/VS format. Unlabeled tapes are a last resort.	Format: ASCII or EBCDIC
File Type: fixed length	Record size: 341
10 records per block	Blocking size of 3410

This document was created to assist employers, software developers, and other persons with the creation of a file that meets our Center's file submission layout guidelines for electronic reporting of required new hire information.