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.
MI Employer File Submission Layout - Create file
using FIXED-WIDTH ASCII TEXT FORMAT. (Printable PDF Version)
|Field||Type||Length||Start Position||End Position||Opt'l/Req'd||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
|Employee's Date of Birth||Numeric||8||310||317||Optional||Mmddyyyy
|Employee's Date of Hire||Numeric||8||318||325||Required||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
|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.