Kansas New Hires
Electronic File Layout
File Layout
Pursuant to Federal guidelines for providing information for the Kansas New Hires directory, please supply the following information:
Note the following guidelines that apply to all data elements and record formats:
- All alphanumeric data are to be in upper case.
- All alphanumeric data are to be left justified.
- All numeric data are to be right justified and zero filled.
- All dates are to be in the Year 2000-compliant format MMDDYYYY.
- Name and city data are to be stripped of special characters except for the hyphen.
- State and territory abbreviations in addresses should be the US Postal Service abbreviations.
- Name fields should not include suffixes such as "Jr.", "Sr." and "III".
- The employer address will be where child support orders should be sent.
- Include a carriage return in position 828.
- File name will be the first eight digits of the FEIN of the first record.
- File extension will be DAT.
New Hires File Description
| Field Name |
Location or Position |
Length |
Description and Remarks |
| Record Type |
1-1 |
1 |
1=New hires; 2=Separations (optional); 3=Job refusals (optional) |
| Filler |
2-2 |
1 |
Space |
| Employee SSN |
3-11 |
9 |
As reported by employee |
| Employee Name |
| First Name |
12-27 |
16 |
At least one character; No special characters |
| Middle Name |
28-43 |
16 |
If non-blank; at least one character |
| Last name |
44-73 |
30 |
At least one character; No special characters, except for hyphen |
| Employee Address |
| Street Address (1) |
74-113 |
40 |
Non-blank |
| Street Address (2) |
114-153 |
40 |
Optional |
| Filler |
154-193 |
40 |
Spaces |
| City |
194-218 |
25 |
At least two characters. No special characters, except for hyphen |
| State |
219-220 |
2 |
Valid state or territory abbreviation. Canadian province abbreviations should be entered here. |
| Zip Code (1) |
221-225 |
5 |
US ZIP Codes must be numeric. For international postal codes, please enter the first five characters. |
| Zip Code (2) |
226-229 |
4 |
The +4 extension of US ZIP Codes. For international postal codes, please enter up to four additional characters, if available. |
Employee Foreign
Address |
| Foreign Country Code |
230-231 |
2 |
If present, use FIPS code |
| Filler |
232-279 |
48 |
Spaces |
| Employee Date of Hire |
280-287 |
8 |
Format MMDDYYYY |
| Employee Return Date |
288-295 |
8 |
Optional-Format MMDDYYYY |
| Reason Code |
296-296 |
1 |
Optional; 1=Quit; 2=Fired; 3=Leave of Absence; 4=Lack of work; 5 = Labor-Dispute; 6=Other |
| State Hired In |
297-298 |
2 |
Valid state or territory abbreviation. Canadian province abbreviations should be entered here. |
| Comments |
299-553 |
255 |
Optional |
| Federal EIN |
554-562 |
9 |
Federal Employer Identification Number |
| Filler |
563-574 |
12 |
Spaces |
| Employer Name |
575-619 |
45 |
At least two characters |
| Employer Address |
| Street Address (1) |
620-659 |
40 |
At least two characters |
| Street Address (2) |
660-699 |
40 |
Optional |
| Filler |
700-739 |
40 |
Spaces |
| City |
740-764 |
25 |
At least two characters |
| State |
765-766 |
2 |
Valid state or territory abbreviation. Canadian province abbreviations should be entered here. |
| Zip Code (1) |
767-771 |
5 |
US ZIP Codes must be numeric. For international postal codes, please enter the first five characters. |
| Zip Code (2) |
772-775 |
4 |
The +4 extension of US ZIP Codes. For international postal codes, please enter up to four additional characters, if available. |
Employer Foreign
Address |
| Foreign Country Code |
776-777 |
2 |
If present, use FIPS code |
| Filler |
778-827 |
50 |
Spaces. All data submitted beyond position 827 will be ignored. |