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 Maine New Hire Reporting Center.

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

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

Employer Record Layout

Field Name	Start Position	Length	Comments	Required
Record Type	1	1	Must be '1'.	Y
Employer DOL Number	2	10	Employer's Maine Department of Labor Identification Number	Y
Federal ID Number	12	9	Do NOT suppress leading zeros. No Dash.	Y
Employer Name	21	35	Left justified.	Y
Employer Address Line1	56	25	Left justified.	Y
Employer Address Line2	81	25	Left justified.
Employer Address Line3	106	25	Left justified.
Employer City	131	20	Left justified.	Y
Employer State	151	2	Postal Abbreviation.	Y
Employer Zip Code	153	5	Postal Zip Code. Do NOT suppress leading zeroes.	Y
Employer Zip Code +4	158	4	If the Zip+4 is not known, leave blank.
Employer Phone Number	162	10	Area code + prefix + suffix. Digits only - no special characters
Country Code	172	2	Country code if not United States.
Foreign Postal Code	174	15	Field should be left blank if the Country code field is blank. Left justified.
Filler	189	74	Fill with spaces.

Employee Record Layout

Field Name	Start Position	Length	Comments	Required
Record Type	1	1	Must be '2'.	Y
Employer ID	2	10	Maine DOL number or Federal Identification Number.	Y
Employee SSN	12	9	Do NOT suppress leading zeros.	Y
Employee Last Name	21	20	Left justified.	Y
Employee First Name	41	15	Left justified.	Y
Employee Middle Initial	56	1
Employee Address Type	57	1	M - Mailing or R - Residence If unknown default to 'M'.	Y
Employee Address Line1	58	25	Left justified.	Y
Employee Address Line2	83	25	Left justified.
Employee Address Line3	108	25	Left justified.
Employee City	133	20	Left justified.	Y
Employee State	153	2	Postal Abbreviation.	Y
Employee Zip Code	155	5	Postal Zip Code. Do NOT suppress leading zeros.	Y
Employee Zip Code +4	160	4	If the Zip+4 is not known, leave blank.
Employee Home Phone	164	10	Area code + prefix + suffix. Digits only - no special characters
Employee Work Phone	174	10	Area code + prefix + suffix. Digits only - no special characters
Employee Birth Date	184	8	MMDDYYYY format.	Y
Employee Insurance	192	1	Insurance Available for Employee? 'Y', 'N' or space.
Employee Insurance Amt	193	8	Cost for Employee Insurance. Numeric field last 2 digits being cents. Include leading zeroes, no decimal point.
Employee Ins Avail Dep	201	1	Insurance Available for Dependents? 'Y', 'N' or space.
Employee Ins Dep Cov	202	1	Dependents Covered by Insurance? 'Y', 'N', or space.
Employee Action Type	203	1	'N' - New Hire, 'R' - Rehire, or 'T' - Termination.	Y
Employee Action Date	204	8	MMDDYYYY format.	Y
Employee Occupation	212	20	Left justified.
Employee Wage Type	232	1	'H' - Hourly, 'S' - Salaried.
Employee Wage Amt	233	12	'H': use Hourly Wage 'S': use Gross Wage, last 2 digits being cents. . Include leading zeroes, no decimal point.
Employee Wage Freq	245	1	'W'- Weekly, 'B' - BiWeekly, 'T'-Twice Monthly, 'M' - Monthly.
Country Code	246	2	Country code if not United States.
Foreign Postal Code	248	15	Field should be left blank if the Country code field is blank. Left justified.

Notes on file submission:

There should be at least one employer entry and at least one employee entry included in the file.
There can be multiple employers (1 or more employers per file).
There can be multiple employees for each employer.
The employer record should be first and then all employees for that same employer should come after that employer entry.