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STF NH37598.1
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
Phone (603) 229-4371
Fax (603) 224-0825
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STF NH37598.1
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 media - CD. This document is also available on our web site
at www.nhes.nh.gov
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, social security number,
and first day of work. The date of hire is defined as the first day
services are performed for wages or contract.
2. The employing unit’s name, address, federal and
state identification number.
The report may also contain the employee state of hire, date of birth,
and whether or not the individual was an employee or an independent
contractor.
III. Procedures
Test Submission:
The submission of a test CD is NOT required. The department will test
your CD if you would like them to. The test CD should be addressed to:
NH Employment Security
ATTN: Supervisor of Data Preparation
45 South Fruit Street
Concord, NH 03301-4857
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STF NH37598.1
Questions:
Any employer having questions concerning this pamphlet or magnetic
reporting of new hires in general should call (603) 228-4011 for the
Supervisor of Data Preparation.
External Label
Each CD must have an external label which will contain:
1. Name of the Employer and the address to which correspondence can
be sent for media corrections.
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.
CD Transmittal
The magnetic media should be mailed or delivered to:
NH Employment Security Attention: New Hire Program
PO Box 2092
Concord NH 03302-2092
NOTE: CD Will Not Be Returned
Unprocessable CD’s
A letter will be sent to the employer for correction and resubmission if
it is unprocessed 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 a letter will be sent to the sender. A replacement must be
submitted within ten days.
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STF NH37598.1
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 CD 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 CD must be either EBCDIC
(Extended Binary Coded Decimal Interchange Code) or ASCII (American
Standard Code for Information Interchange).
Acceptable Media
CD:
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.
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STF NH37598.1
NHES New Hire Record Layout
Employer Record
Field Name Location Alpha/ Description/Remarks Mandatory/
Numeric Optional
Record 1 - 2 A/N ‘E1’ Mandatory
Identifier
Employer 3 - 47 A/N Fein address from w4 Mandatory
Name
Employer 48 - 87 A/N Non-blank Mandatory
Street Address 1
Employer 88 - 127 A/N Optional
Street Address 2
Employer 128 - 167 A/N Optional
Street Address 3
City 168 - 192 A At least two characters, Mandatory
no special characters
except for hyphen
State 193 - 194 A Valid State or Mandatory
Territory abbreviation
Zip Code 1 195 - 199 N Must be numeric Mandatory
Zip Code 2 200 - 203 N If present must be Optional
numeric
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
Name characters Country code is
present
Foreign Country 231 - 245 A/N Optional
Zip
State Employer 246 - 257 A/N Left justify Mandatory, if
Account Number assigned
Federal 258 - 266 N Mandatory
Identification
Number
Filler 267 - 350 A/N Spaces Mandatory
Record Identifier 1 - 2 A/N ‘W4’ Mandatory
Social Security 3 - 11 N As reported by Employee Mandatory
Number
First Name 12 - 27 A At least one character Mandatory
Middle Name 28 - 43 A If non-blank, at least one Mandatory
character
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STF NH37598.1
NHES New Hire Record Layout
Employer Record
Field Name Location Alpha/ Description/Remarks Mandatory/
Numeric Optional
Last Name 44 - 73 A At least one character, no Mandatory
special characters except
hyphen Name field should
not include suffixes such
as “Jr.”, “Sr.” and “III”
Employee 74 - 113 A/N Non-blank Mandatory
Street Address 1
Employee 114 - 153 A/N Optional
Street Address 2
Employee 154 - 193 A/N Optional
Street Address 3
City 194 - 218 A At least two characters, Mandatory
No special characters
except hyphen
State 219 - 220 A Valid State or Territory Mandatory
abbreviation
Zip Code 1 221 - 225 N Must be numeric Mandatory
Zip Code 2 226 - 229 N If present must be Optional
numeric
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
Name characters Country 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 Mandatory
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
Account Number assigned
Independent 302 - 302 A/N Enter ‘y’ if Independent Mandatory
Contractor Contractor, ‘n’ if Employee if Contractor
Federal 303 - 311 N Employer Federal Mandatory
Identification Identification Number
Filler 312 - 350 A/N Spaces Mandatory
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| NHES 0086 R 12/17 |