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                       NEW HIRE

                       MAGNETIC

                       MEDIA

                   REPORTING

                   INSTRUCTIONS

 Submitting New Hire Reports to NH Employment Security on 
 Magnetic Media

\

 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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