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NEW HIRE
MAGNETIC
MEDIA
REPORTING
INSTRUCTIONS
Submitting New Hire Reports to NH Employment Security on
Magnetic Media
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NH EMPLOYMENT SECURITY
NEW HIRE PROGRAM
PO BOX 2092
CONCORD, NH 03302-2092
(603) 228-4033
(603) 229-4324 FAX
AUGUST 1997
DES 607 R 8/97
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NHES NEW HIRE REPORTING INSTRUCTIONS
I. GENERAL INFORMATION
The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA)
requires employers to report certain information on their newly-hired employees to a designated
State agency. NH RSA 282-A was amended by adding section 117-A establishing the New
Hampshire Department of Employment Security as the reporting agency in New Hampshire. This
document contains a description of the procedures and specifications for the submittal of new
hires information on magnetic tape or diskette. This document is also available on our web site at
HTTP://WWW.NHES.STATE.NH.US.
II. REPORTING REQUIREMENT - GENERAL
RSA 282-A states that each employing unit will report (1) the hiring of any individual, (2) the
rehiring of any individual, or (3) the contracting of services with an individual where the
reimbursement for such services will exceed $2500 - within 20 days of action or if by magnetic
media or electronic reporting by two monthly transmissions not less than 12 days or more than 16
days apart. The report must contain the following information :
(1) the individual’s complete name, address, and social security number
(2) the employing unit’s name, address, federal and state identification number
The report may also contain the employee state of hire, date of hire, date of birth, and whether or
not the individual was an employee or an independent contractor. The date of hire is defined as
the first day services are performed for wages or contract.
III. PROCEDURES
Questions:
Any employer having questions concerning this pamphlet or magnetic reporting of new hires in
general should call (603) 224-3311 and ask for the Supervisor of Data Preparation.
Test Submission:
The submission of a test tape or diskette is NOT required. The department will test your tape or
diskette if you would like them to. The test tape or diskette should be addressed to:
NH Employment Security
ATTN: Supervisor of Data Preparation
32 South Main Street
Concord, NH 03301-4857
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NHES NEW HIRE REPORTING INSTRUCTIONS
External Label
Each tape or diskette must have an external label which will contain:
(1) Name of the Employer and the address to which the tape will be returned.
(2) Employer’s New Hampshire Employer Account Number
(3) The period covered by this submission
(4) Total number of records (Employees)
Media without proper, complete, and legible external labels will be rejected before processing.
Due Dates
Employers reporting by magnetic media are required to make two monthly transmissions not less
than 12 or more than 16 days apart.
Tape or Diskette Transmittal
The magnetic media should be mailed or delivered to:
NH EMPLOYMENT SECURITY
ATTN: NEW HIRE PROGRAM
PO BOX 2092
CONCORD NH 03302-2092
NOTE: DISKETTES WILL NOT BE RETURNED
Unprocessable Tapes or Diskettes
A tape or diskette will be returned to the employers for correction and resubmittal if it is
unprocessable due to formatting or coding errors. The report must be corrected and resubmitted
to the Department within ten days of the date it was returned to the employer.
Damaged Magnetic Media
Magnetic media received in a physically damaged condition will not be processed and will be
returned to the sender. A replacement must be submitted within ten days.
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NHES NEW HIRE REPORTING INSTRUCTIONS
Penalties
Civil penalties for noncompliance are imposed on the employer. Employers who fail to report may
face fines up to $25 for each newly hired employee they fail to report. Employers who conspire
with employees not to report, may face fines of up to $500 for each newly hired employee they
fail to report.
Agent or Service Center
An Agent or Payroll Service may submit a tape or diskette directly to the Department. All
technical matters, such as formatting and coding, will be directed by the Department to the Agent.
Other matters, such as incomplete reports or late reports, will be directed to the Employer.
IV. SPECIFICATIONS
Code
The code character set used to produce the tape or diskette must be either EBCDIC (Extended
Binary Coded Decimal Interchange Code) or ASCII (American Standard Code for Information
Interchange).
Acceptable Media
Tape
- IBM 3480 ( cartridge tapes, with or without IDRC ) but NOT 3490 (high density)
- Nine track ½ inch width reel-to-reel recorded at 6250 pr 1600 bpi. Reel size up to 10.5
inches in diameter.
Diskette
- 3.5 inch high density ( 1.44 meg ); 3.5 inch double density (720k). IBM PC-DOS,
MS-DOS.
- Records should be written to disk as a straight ASCII file with individual records
delimited by a carriage return/line feed (Hex 0D 0A). Records written in a word
processor format or spreadsheet format are NOT acceptable.
Record Formats
There are two records types required for the submission of new hires data: (1) Employer Record
and (2) New Hire record. The Employer record provides the required information concerning the
employing unit while the New Hire record provides the required information concerning the
individual(s) hired. The record layouts for each of these records are attached to this document.
There should be one Employer record per employer and the Employer record should be the first
record on the file.
If you are submitting a tape you should use a blocking factor of 50.
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NHES NEW HIRE REPORTING INSTRUCTIONS
NHES NEW HIRE RECORD LAYOUT
EMPLOYER RECORD
FIELD NAME LOCATION ALPHA/ DESCRIPTION/ MANDATORY/
NUMERIC REMARKS OPTIONAL
Record
Identifier 1-2 A/N ‘E1' Mandatory
Employer
Name 3-47 A/N Fein address from w4 Mandatory
Employer
Street Address 1 48-87 A/N Non-blank Mandatory
Employer
Street Address 2 88-127 A/N Optional
Employer
Street Address 3 128-167 A/N Optional
City 168-192 A At least two characters
No special characters
Except for hyphen Mandatory
State 193-194 A Valid State or
Territory Abbreviation Mandatory
Zip code 1 195-199 N Must be numeric Mandatory
Zip code 2 200-203 N If present must be numeric Optional
Foreign Country 204-205 A/N Refer to U.S. Department Mandatory if present
Code Of Commerce FIPS code
Manual , National Institute
of Standards and Technology,
FIPS PUB 10-4 (April 1995)
Foreign Country 206-230 A/N If present, at least two Mandatory, if Foreign
Country
Name Characters code is present
Foreign Country 231-245 A/N Optional
Zip
State Employer 246-257 A/N Left justify Mandatory, if assigned
Account Number
Federal 258-266 N Mandatory
Identification
Number
Filler 267-350 A/N Spaces Mandatory
AUGUST 1997
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\ NHES NEW HIRE RECORD LAYOUT
NEW HIRE RECORD
FIELD NAME LOCATION ALPHA/ DESCRIPTION/ MANDATORY/
NUMERIC REMARKS OPTIONAL
Record
Identifier 1-2 A/N ‘W4' Mandatory
Social Security 3-11 N As reported by Mandatory
Number Employee
First Name 12-27 A At least one character Mandatory
Middle Name 28-43 A If non blank, at least Mandatory
one character
Last Name 44-73 A At least one character, Mandatory
no special characters
Except hyphen
Name field should not
Include suffixes such as
“Jr”, “Sr”, and “III”
Employee
Street Address 1 74-113 A/N Non-blank Mandatory
Employee
Street Address 2 114-153 A/N Optional
Employee
Street Address 3 154-193 A/N Optional
City 194-218 A At least two characters Mandatory
No special characters
Except for hyphen
State 219-220 A Valid State or Mandatory
Territory Abbreviation
Zip code 1 221-225 N Must be numeric Mandatory
Zip code 2 226-229 N If present must be numeric Optional
Foreign Country 230-231 A/N Refer to U.S. Department Mandatory if present
Code Of Commerce FIPS code
Manual , National Institute
of Standards and Technology,
FIPS PUB 10-4 (April 1995)
Foreign Country 232-256 A/N If present, at least two Mandatory, if Foreign Country
Name Characters code is present
Foreign Country 257-271 A/N Optional
Zip
Employee Date 272-279 N If present, must be numeric Optional
of Birth YYYYMMDD Format
Employee Date 280-287 N if present, must be numeric Optional
of Hire YYYYMMDD Format
Employee State 288-289 N Alphabetic state or Optional
of Hire Territory abbreviation
State Employer 290-301 A/N Left justify Mandatory, if assigned
Account Number
AUGUST 1997
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NHES NEW HIRE RECORD LAYOUT
NEW HIRE RECORD (CONTINUED)
FIELD NAME LOCATION ALPHA/ DESCRIPTION/ MANDATORY/
NUMERIC REMARKS OPTIONAL
Independent 302 -302 A/N Enter ‘y ‘ if independent Mandatory
Contractor Contractor, ‘n’ if employee Contractor
Federal 303-311 N Employer Federal Mandatory
Identification Identification Number
Number
Filler 312-350 A/N Spaces Mandatory
AUGUST 1997
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