If you are reporting more than 25 New Hires, you must use one our electronic options. Please contact us at MaineITCSEMETeam@maine.gov to set up electronic reporting. We have two file format options for submitting new hire records electronically. Record definitions for Fixed Length Text (.txt) file and Comma Separated Values (.csv) file are listed below.
Skip to Record Definitions - csv file (below)
New Hire Reporting Record Layout
Fixed Length Text (.txt)
Employer Record Layout | ||||
Field Name | Start Position | Length | Comments | Required |
Record Type | 1 | 1 | Must be '1'. | Y |
Employer DOL Number | 2 | 10 | Employer's Maine Department of Labor Identification Number | Y |
Federal ID Number | 12 | 9 | Do NOT suppress leading zeros. No Dash. | Y |
Employer Name | 21 | 35 | Left justified. | Y |
Employer Address Line1 | 56 | 25 | Left justified. | Y |
Employer Address Line2 | 81 | 25 | Left justified. | |
Employer Address Line3 | 106 | 25 | Left justified. | |
Employer City | 131 | 20 | Left justified. | |
Employer State | 151 | 2 | Postal Abbreviation. | Y |
Employer Zip Code | 153 | 5 | Postal Zip Code. Do NOT suppress leading zeroes. | Y |
Employer Zip Code +4 | 158 | 4 | If the Zip+4 is not known, leave blank. | |
Employer Phone Number | 162 | 10 | Area code + prefix + suffix. Digits only – no special characters | |
Country Code | 172 | 2 | Country code if not United States. | |
Foreign Postal Code | 174 | 15 | Field should be left blank if the Country code field is blank. Left justified. | |
Filler | 189 | 74 | Fill with spaces. |
Employee Record Layout | ||||
Field Name | Start Position | Length | Comments | Required |
Record Type | 1 | 1 | Must be '2'. | Y |
Employer ID | 2 | 10 | Maine DOL number or Federal Identification Number. | Y |
Employee SSN | 12 | 9 | Do NOT suppress leading zeros. | Y |
Employee Last Name | 21 | 20 | Left justified. | Y |
Employee First Name | 41 | 15 | Left justified. | Y |
Employee Middle Initial | 56 | 1 | ||
Employee Address Type | 57 | 1 | M – Mailing or R – Residence If unknown default to 'M'. | Y |
Employee Address Line1 | 58 | 25 | Left justified. | Y |
Employee Address Line2 | 83 | 25 | Left justified. | |
Employee Address Line3 | 108 | 25 | Left justified. | |
Employee City | 133 | 20 | Left justified. | Y |
Employee State | 153 | 2 | Postal Abbreviation. | Y |
Employee Zip Code | 155 | 5 | Postal Zip Code. Do NOT suppress leading zeros. | Y |
Employee Zip Code +4 | 160 | 4 | If the Zip+4 is not known, leave blank. | |
Employee Home Phone | 164 | 10 | Area code + prefix + suffix. Digits only – no special characters | |
Employee Work Phone | 174 | 10 | Area code + prefix + suffix. Digits only – no special characters | |
Employee Birth Date | 184 | 8 | MMDDYYYY format. | Y |
Employee Insurance | 192 | 1 | Insurance Available for Employee? 'Y', 'N' or space. | |
Employee Insurance Amt | 193 | 8 | Cost for Employee Insurance. Numeric field last 2 digits being cents. Include leading zeroes, no decimal point. | |
Employee Ins Avail Dep | 201 | 1 | Insurance Available for Dependents? 'Y', 'N' or space. | |
Employee Ins Dep Cov | 202 | 1 | Dependents Covered by Insurance? 'Y', 'N', or space. | |
Employee Action Type | 203 | 1 | 'N' – New Hire, 'R' – Rehire, or 'T' – Termination. | Y |
Employee Action Date | 204 | 8 | MMDDYYYY format. | Y |
Employee Occupation | 212 | 20 | Left justified. | |
Employee Wage Type | 232 | 1 | 'H' – Hourly, 'S' – Salaried. | |
Employee Wage Amt | 233 | 12 | 'H': use Hourly Wage 'S': use Gross Wage, last 2 digits being cents. . Include leading zeroes, no decimal point. | |
Employee Wage Freq | 245 | 1 | 'W'- Weekly, 'B' – BiWeekly, 'T'-Twice Monthly, 'M' – Monthly. | |
Country Code | 246 | 2 | Country code if not United States. | |
Foreign Postal Code | 248 | 15 | Field should be left blank if the Country code field is blank. Left justified. |
Notes on file submission:
- There should be at least one employer entry and at least one employee entry included in the file.
- There can be multiple employers (1 or more employers per file).
- There can be multiple employees for each employer.
- The employer record should be first and then all employees for that same employer should come after that employer entry.
New Hire Reporting Record Layout
Comma Separated Values (.CSV)
Employer Record Layout |
|||
Field Name | Length | Comments | Required |
Record Type | 1 | Must be '1'. | Y |
Employer DOL Number | 10 | Employer's Maine Department of Labor Identification Number | |
Federal ID Number | 9 | Do NOT suppress leading zeros. No Dash. | Y |
Employer Name | Up to 35 | Y | |
Employer Address Line1 | Up to 25 | Y | |
Employer Address Line2 | Up to 25 | ||
Employer Address Line3 | Up to 25 | ||
Employer City | Up to 20 | Y | |
Employer State | 2 | Postal Abbreviation. | Y |
Employer Zip Code | 5 | Postal Zip Code. Do NOT suppress leading zeroes. | Y |
Employer Zip Code +4 | 4 | If the Zip+4 is not known, leave blank. | |
Employer Phone Number | 10 | Area code + prefix + suffix. Digits only – no special characters | |
Filler | 1 | ||
Example | |||
1,0004188004,012345678,EMPLOYER NAME,PO BOX 1936,,,LEWISTON,ME,04240,,, |
Employee Record Layout |
|||
Field Name | Length | Comments | Required |
Record Type | 1 | Must be '2'. | Y |
Employer ID | 10 | Maine DOL number or Federal Identification Number. | Y |
Employee SSN | 9 | Do NOT suppress leading zeros. | Y |
Employee Last Name | Up to 20 | Y | |
Employee First Name | Up to 15 | Y | |
Employee Middle Initial | 1 | ||
Employee Address Type | 1 | M – Mailing or R – Residence If unknown default to 'M'. | Y |
Employee Address Line1 | Up to 25 | Y | |
Employee Address Line2 | Up to 25 | ||
Employee Address Line3 | Up to 25 | ||
Employee City | Up to 20 | Y | |
Employee State | 2 | Postal Abbreviation. | Y |
Employee Zip Code | 5 | Postal Zip Code. Do NOT suppress leading zeros. | Y |
Employee Zip Code +4 | 4 | If the Zip+4 is not known, leave blank. | |
Employee Home Phone | 10 | Area code + prefix + suffix. Digits only – no special characters | |
Employee Work Phone | 10 | Area code + prefix + suffix. Digits only – no special characters | |
Employee Birth Date | 8 | MMDDYYYY format. | Y |
Employee Insurance | 1 | Insurance Available for Employee? 'Y', 'N' or space. | |
Employee Insurance Amt | 8 | Cost for Employee Insurance. Numeric field last 2 digits being cents. Include leading zeroes, no decimal point. | |
Employee Ins Avail Dep | 1 | Insurance Available for Dependents? 'Y', 'N' or space. | |
Employee Ins Dep Cov | 1 | Dependents Covered by Insurance? 'Y', 'N', or space. | |
Employee Action Type | 1 | 'N' – New Hire, 'R' – Rehire, or 'T' – Termination. | Y |
Employee Action Date | 8 | MMDDYYYY format. | Y |
Employee Occupation | Up to 20 | ||
Employee Wage Type | 1 | 'H' – Hourly, 'S' – Salaried. | |
Employee Wage Amt | 12 | 'H': use Hourly Wage 'S': use Gross Wage, last 2 digits being cents. . Include leading zeroes, no decimal point. | |
Employee Wage Freq | 1 | 'W'- Weekly, 'B' – BiWeekly, 'T'-Twice Monthly, 'M' – Monthly. | |
Country Code | 2 | Country code if not United States. | |
Foreign Postal Code | 15 | Field should be left blank if the Country code field is blank. | |
Example | |||
2,0004188004,xxxxxxxxx,NAME_LAST,NAME_FIRST,,,11 WHITNEY ST,,,LISBON,ME,04250,,,,02211993,,,,,,04292013,,,,,, |
File Sample |
1,0123456789,012345678,MAINE NORTHWOODS INC,PO BOX 1000,,,UPNORTH,ME,04900,1000,, |
2,0123456789,001010001,MOOSE,MICKEY,,,11 ALLAGASH TRL,,,UPNORTH,ME,04900,,,,02211993,,,,,,01292018,,,,,, |
2,0123456789,002020002,BLACKBEAR,BARNEY,,,50 MOOSE RD,,,MOORES MILLS,NB,,,,,05151995,,,,,,01312018,,,,,CA,E5A1Z6 |
1,9876543210,876543210,MAINE COAST COMPANY,PO BOX 2000,,,DOWNEAST,ME,04200,2000,, |
2,9876543210,003030003,LOBSTER,LORETTA,,,100 MUDFLAT AVE,,,DOWNEAST,ME,04200,,,,10201964,,,,,,01302018,,,,,, |
Notes on file submission:
- There should be at least one employer entry and at least one employee entry included in the file.
- There can be multiple employers (1 or more employers per file).
- There can be multiple employees for each employer.
- The employer record should be first and then all employees for that same employer should come after that employer entry.
- There should be no hyphens (-) or slashes (/) in numbers or dates
- Do not suppress leading zeros