PDF document

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

Start End
Field Type Length Opt'l/Req'd Comments
Position Position
The following text: "MD Newhire Record:.
Record Identifier Char 17 1 17 Required
Case does not matter.
Format Version
Char 4 18 21 Required The following text" "2.00"
Number

Employee Information

Start End
Field Type Length Opt'l/Req'd Comments
Position Position
At least one character, no special
Employee First Name Char 16 22 37 Required
characters.
If non-blank must be at least one
Employee Middle Name Char 16 38 53 Optional
character, no special characters.
At least one character, no special
Employee Last Name Char 30 54 83 Required
characters except hyphen.
Employee SSN# Numeric 9 84 92 Required As reported by employee.
Employee Address Line 1 Char 40 93 132 Required At least two characters, left justify
Employee Address Line 2 Char 40 133 172 Optional Left justify. Spaces if unused.
Employee Address Line 3 Char 40 173 212 Optional Left justify. Spaces if unused.
At least two characters, no special
Employee City Char 25 213 237 Required
characters except hyphen.
Valid state or territory abbreviation. Not
Employee State Char 2 238 239 Required
required for foreign address.
If a non-foreign address then only U.S.
Employee Postal Code Char 20 240 259 Required 5 digit zip code, left justified. If foreign
address then left justify.
If present, must be 4-digits. Spaces if
Employee Zip+4 Numeric 4 260 263 Optional
unknown or international address
For foreign addresses only. Refer to
U.S. Department of Commerce FIPS
Employee Country Code Char 2 264 265 Optional code manual, National Institute of
Standards and Technology, FIPS PUB
10-4 (April 1995).
If present, numeric. Format -
Employee Date of Birth Numeric 8 266 273 Optional
MMDDYYYY
If present, numeric. Format -
Employee Date of Hire Numeric 8 274 281 Required
MMDDYYYY
Valid state or territory abbreviation.
Field is required for registered
Employee State of Hire Char 2 282 283 Optional
Multistate employers that report all new
hires directly to this state.
"Y" if medical insurance is available to
Is Medical Insurance
Char 1 284 284 Required employee, otherwise "N". If unknown,
Available to Employee?
please leave blank.
Filler Char 1 285 285 Optional Blank fill. Reserved for future use.

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Employer Information

Start End
Field Type Length Opt'l/Req'd Comments
Position Position
Federal Employer Identification Number (no
Employer hyphens). Use the same FEIN for which listed
Numeric 9 286 294 Required
FEIN employee(s) quarterly wages will be reported under.
If you have questions, please contact our Registry.
State Unemployment Insurance Number, all numeric,
Employer has leading zeros which are required. Special note:
Numeric 10 295 304 Required
SUIN Use "EXEMPT" if exempt, or "APPLIEDFOR" if
company has applied for a SUIN.
Filler Char 2 305 306 Optional Blank fill. Reserved for future use.
Employer
Char 45 307 351 Required At least two characters, left justify.
Name
Employer
Char 40 352 391 Required At least two characters, left justify
Address Line 1
Employer
Char 40 392 431 Optional Left justify if present. Spaces if unused
Address Line 2
Employer
Char 40 432 471 Optional Left justify if present. Spaces if unused
Address Line 3
Employer City Char 25 472 496 Required At least two characters, left justify
Employer Valid state or territory abbreviation. Not required for
Char 2 497 498 Required
State foreign address.
Employer If a non-foreign address then only U.S. 5 digit zip
Char 20 499 518 Required
Postal Code code, left justified. If foreign address then left justify
Employer If present, must be 4-digits. Spaces if unknown or
Char 4 519 522 Optional
Zip+4 international address
Employer
Char 2 523 524 Optional For foreign addresses only
Country Code
Employer
Employer contact ten-digit phone number including
Phone Numeric 10 525 534 Optional
area code (no hyphens or parentheses).
Number
Employer
Phone Numeric 6 535 540 Optional Employer contact extension (numeric only).
Extension
Employer
Char 20 541 560 Optional Name of contact for employer.
Contact
Filler Char 211 561 771 Optional Blank fill. Reserved for future use.
Employee Indicate Gender of Employee (M for Male, F for
Char 1 772 772 Optional
Gender Female)
Filler Char 5 773 777 Optional Blank fill. Reserved for future use.
Employer Fax Employer Fax - ten digit fax number including area
Numeric 10 778 787 Optional
Number code. No parentheses or dashes (hyphens).
Employer
Char 50 788 837 Optional Employer contact's email address
Contact Email
Employee
Numeric 10 838 847 Required $$$$$$$.cc (Use decimal point if including cents)
Salary
Please indicate the frequency that the Employee
Employee
Salary (previous field) is paid to employee.
Salary Char 1 848 848 Required
H=Hourly; B=Bi-Weekly; W=Weekly; S=Semi-
Frequency
Monthly; M=Monthly; Y=Yearly
Filler Char 12 849 860 Optional Blank fill. Reserved for future use.

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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.

PDF file checksum: 3385156273

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