Delimited File Format Instructions

Files can be submitted in either Tab or Comma Delimited format. Tab or Comma Delimited files must include all of the following fields, in the order listed.

Each field may be enclosed by double-quotes. Each record line of the file should represent one record.

You can download our CSV Template or Tab-Delimited (Fixed Length Text) Template to assist you in creating your files.

Employer Record Layout

Field Name	Length	Comments	Required
Record Type	1	Must be '1'.	Y
Employer DOL Number	10	Employer's Maine Department of Labor Identification Number
Federal ID Number	9	Do NOT suppress leading zeros. No Dash.	Y
Employer Name	Up to 35		Y
Employer Address Line1	Up to 25		Y
Employer Address Line2	Up to 25
Employer Address Line3	Up to 25
Employer City	Up to 20		Y
Employer State	2	Postal Abbreviation.	Y
Employer Zip Code	5	Postal Zip Code. Do NOT suppress leading zeroes.	Y
Employer Zip Code +4	4	If the Zip+4 is not known, leave blank.
Employer Phone Number	10	Area code + prefix + suffix. Digits only - no special characters
Filler	1	Fill with spaces.
Example
1,0004188004,012345678,EMPLOYER NAME,PO BOX 1936,,,LEWISTON,ME,04240,,,

Employee Record Layout

Field Name	Length	Comments	Required
Record Type	1	Must be '2'.	Y
Employer ID	10	Maine DOL number or Federal Identification Number.	Y
Employee SSN	9	Do NOT suppress leading zeros.	Y
Employee Last Name	Up to 20		Y
Employee First Name	Up to 15		Y
Employee Middle Initial	1
Employee Address Type	1	M - Mailing or R - Residence If unknown default to 'M'.	Y
Employee Address Line1	Up to 25		Y
Employee Address Line2	Up to 25
Employee Address Line3	Up to 25
Employee City	Up to 20		Y
Employee State	2	Postal Abbreviation.	Y
Employee Zip Code	5	Postal Zip Code. Do NOT suppress leading zeros.	Y
Employee Zip Code +4	4	If the Zip+4 is not known, leave blank.
Employee Home Phone	10	Area code + prefix + suffix. Digits only - no special characters
Employee Work Phone	10	Area code + prefix + suffix. Digits only - no special characters
Employee Birth Date	8	MMDDYYYY format.	Y
Employee Insurance	1	Insurance Available for Employee? 'Y', 'N' or space.
Employee Insurance Amt	8	Cost for Employee Insurance. Numeric field last 2 digits being cents. Include leading zeroes, no decimal point.
Employee Ins Avail Dep	1	Insurance Available for Dependents? 'Y', 'N' or space.
Employee Ins Dep Cov	1	Dependents Covered by Insurance? 'Y', 'N', or space.
Employee Action Type	1	'N' - New Hire, 'R' - Rehire, or 'T' - Termination.	Y
Employee Action Date	8	MMDDYYYY format.	Y
Employee Occupation	Up to 20
Employee Wage Type	1	'H' - Hourly, 'S' - Salaried.
Employee Wage Amt	12	'H': use Hourly Wage 'S': use Gross Wage, last 2 digits being cents. . Include leading zeroes, no decimal point.
Employee Wage Freq	1	'W'- Weekly, 'B' - BiWeekly, 'T'-Twice Monthly, 'M' - Monthly.
Country Code	2	Country code if not United States.
Foreign Postal Code	15	Field should be left blank if the Country code field is blank. Left justified.
Example
2,0004188004,xxxxxxxxx,NAME_LAST,NAME_FIRST,,,11 WHITNEY ST,,,LISBON,ME,04250,,,,02211993,,,,,,04292013,,,,,,

File Sample

1,0123456789,012345678,MAINE NORTHWOODS INC,PO BOX 1000,,,UPNORTH,ME,04900,1000,,

2,0123456789,001010001,MOOSE,MICKEY,,,11 ALLAGASH TRL,,,UPNORTH,ME,04900,,,,02211993,,,,,,01292018,,,,,,

2,0123456789,002020002,BLACKBEAR,BARNEY,,,50 MOOSE RD,,,MOORES MILLS,NB,,,,,05151995,,,,,,01312018,,,,,CA,E5A1Z6

1,9876543210,876543210,MAINE COAST COMPANY,PO BOX 2000,,,DOWNEAST,ME,04200,2000,,

2,9876543210,003030003,LOBSTER,LORETTA,,,100 MUDFLAT AVE,,,DOWNEAST,ME,04200,,,,10201964,,,,,,01302018,,,,,,

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.
There should be no hyphens (-) or slashes (/) in numbers or dates
Do not suppress leading zeros