Excel File Layout Instructions

You can download our Excel template to assist you in creating your files.

Note: The first row showing the field names are optional. Each row in the excel file contains all required information for a single newhire.

Field	Employer DOL Number	Employer FEIN	Employer Name	Employer Address Line 1	Employer Address Line 2	Employer Address Line 3	Employer City	Employer State	Employer Zip Code	Employer Zip +4	Employer Phone Number	Employee SSN#	Employee Last Name	Employee First Name	Employee Middle Initial	Employee Address Type	Employee Address Line 1	Employee Address Line 2	Employee Address Line 3	Employee City	Employee State	Employee Zip Code	Employee Zip +4	Employee Home Phone	Employee Work Phone	Employee Date of Birth	Employee Insurance	Employee Insurance Amt	Employee Ins Avail Dep	Employee Ins Dep Cov	Employee Action Type	Employee Action Date	Employee Occupation	Employee Wage Type	Employee Wage Amt	Employee Wage Freq	Country Code	Foreign Postal Code
Description	Employer's Maine Department of Labor Identification Number. Must be 10 digits; do NOT suppress leading zeros.	Federal Employer Identification Number. Must be 9 digits; do NOT suppress leading zeros.	At least 2 characters, up to 35 characters.	At least 2 characters, up to 25 characters.	At least 2 characters, up to 25 characters. Blank if unused.	At least 2 characters, up to 25 characters. Blank if unused.	At least 2 characters, up to 20 characters.	Valid state or territory abbreviation.	U.S. 5 digit zip code. Do NOT suppress leading zeros.	If the Zip +4 is not known, leave blank.	Employer contact ten-digit phone number including area code (no hyphens or parentheses).	As reported by employee. Do NOT suppress leading zeros. No dashes.	At least 2 characters, up to 20 characters. No special characters except hyphen.	At least 2 characters, up to 15 characters. No special characters except hyphen.	If non-blank must be at least 1 character, no special characters.	M - Mailing or R - Residence. If unknown default to 'M'.	At least 2 characters, up to 25 characters.	At least 2 characters, up to 25 characters. Blank if unused.	At least 2 characters, up to 25 characters. Blank if unused.	At least 2 characters, up to 20 characters.	Valid state or territory abbreviation.	U.S. 5 digit zip code. Do NOT suppress leading zeroes.	If the Zip+4 is not known, leave blank.	Employee home contact, ten-digit phone number including area code (no hyphens or parentheses).	Employee work contact, ten-digit phone number including area code (no hyphens or parentheses).	Format MMDDYYYY	Insurance Available for Employee? 'Y', 'N' or space.	Cost for Employee Insurance. Last 2 digits being cents. Include leading zeros, no decimal point.	Insurance Available for Dependents? 'Y', 'N' or space.	Dependents Covered by Insurance? 'Y', 'N' or space.	N: New Hire, R: Rehire, T: Termination.	Format - MMDDYYYY	Up to 20 characters.	H: Hourly, S: Salaried.	H: use Hourly, S: use Gross. Last 2 digits being cents. Include leading zeros, no decimal point.	W: Weekly, B: BiWeekly, T: Twice Monly, M: Monthly	Country code if not United States.	Field should be left blank if the Country Code field is blank. For foreign addresses only. Refer to U.S. Department of Commerce FIPS code manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995).
Type	Numeric	Numeric	Char	Char	Char	Char	Char	Char	Numeric	Numeric	Numeric	Numeric	Char	Char	Char	Char	Char	Char	Char	Char	Char	Numeric	Numeric	Numeric	Numeric	Numeric	Char	Numeric	Char	Char	Char	Numeric	Char	Char	Numeric	Char	Char	Char
Status	Optional	Required	Required	Required	Optional	Optional	Required	Required	Required	Optional	Optional	Required	Required	Required	Optional	Required	Required	Optional	Optional	Required	Required	Required	Optional	Optional	Optional	Required	Optional	Optional	Optional	Optional	Required	Required	Optional	Optional	Optional	Optional	Optional	Optional