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Kansas New Hires
Electronic/Floppy Disk 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:

  1. All alphanumeric data are to be in upper case.
  2. All alphanumeric data are to be left justified.
  3. All numeric data are to right justified and zero filled.
  4. All dates are to be in the Year 2000-compliant format MMDDYYYY.
  5. Name and city data are to be stripped of special characters except for the hyphen.
  6. State and territory abbreviations in addresses should be the US Postal Service abbreviations.
  7. Name fields should not include suffixes such as "Jr.", "Sr." and "III".
  8. The employer address will be where child support orders should be sent.
  9. Include a carriage return in position 828.
  10. File name will be the first eight digits of the FEIN of the first record.
  11. 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 hypen
State 219-220 2 Valid state or territory abbreviation
Zip Code (1) 221-225 5 Must be numeric
Zip Code (2) 226-229 4 If present, must be numeric
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
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
Zip Code (1) 767-771 5 Must be numeric
Zip Code (2) 772-775 4 If present, must be numeric
Employer Foreign Address      
Foreign Country Code 776-777 2 If present, use FIPS code
Filler 778-827 50 Spaces

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Page last updated October 27, 2005