New Hire / Rehire Data Elements
➲ For electronic file Submission
LABEL TYPE - IBM STANDARD LABEL OR UNLABELED RECORD LENGTH - FIXED LENGTH 801 BYTES BLOCK SIZE - BLOCK SIZE OF 28035
System processing requires the completion of the Record Identifier field of the W-4 Data Record.
| Field Name | Location/ Position | Length | Alpha/ Numeric | Comments |
|---|---|---|---|---|
| Record Identifier | 1-2 | 2 | A/N | This must contain the characters 'W4' |
| Employee SSN | 3-11 | 9 | N |
This must contain a nine-digit SSN. If this field is blank or contains any alphabetic characters, the system rejects the record. |
|
Employee Name
First Name |
12-27
|
16 |
A |
At least one character in the First Name and one character
in the Last Name.
If both the first and last names are blank, the system rejects the record. If the Employee Middle Name is non-blank, it must contain at least one character. No special characters, except hyphens, are allowed. |
|
Employee Street Address
Line (1) |
74-113 |
40 |
A/N |
Line (1) If an address is less than 40 characters per line, do not concatenate into one line. Use Line (3) for a military designation or Canadian Province Code. |
| Employee City | 194-218 | 25 | A |
This must have at least two characters. No special characters, except hyphens, are allowed. |
| Employee State | 219-220 | 2 | A |
This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory. |
|
Employee Zip Code
Zip Code (1) |
221-225 |
5 |
N |
First five-digits. This must be a five-digit U.S. Postal Service Zip Code. The Zip Code (2) must be either all spaces or all numeric. |
|
Employee Foreign Address Country Code |
230-231 |
2 |
A/N |
If employee's address is a foreign country. Refer to the U.S. Department of Commerce FIPS Code Manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995) to derive this code. In addition, FIPS codes may be found on the Internet at http://www.itl.nist.gov. The Foreign Country Name and Zip Code are optional. The foreign Country Name, if present, must be at least two characters. Include military designation or Canadian Province Code. |
| Employee Date of Birth | 272-279 | 8 | A/N | This must be in the Year-2000 formatting CCYYMMDD, if present. This must be either all spaces or all numeric. |
| Employee Date of Hire | 280-287 | 8 | A/N | This must be the most recent hire / rehire date. Provide in the Year-2000 formatting CCYYMMDD. This must be all numeric. |
| Employee State of Hire | 288-289 | 2 | A | This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory, if present. |
W-4 Data Record (continued) |
||||
| Field Name | Location/ Position | Length | Alpha/ Numeric | Comments |
| Employer Federal EIN | 290-298 | 9 | N | This is the Federal Employer Identification Number (FEIN) the IRS assigns to an employer. |
| Employer State EIN | 299-310 | 12 | A/N | This is a number a State may assign an employer. |
| Employer Name | 311-355 | 45 | A/N | This must be at least two characters. |
|
Employer Street Address (Payroll department)
Line (1) |
356-395 |
40 |
A/N |
Line (1) If an address is less than 40 characters do not concatenate into one line. Use line (3) for a military designation or Canadian Province Code. |
| Employer City | 476-500 | 25 | A | This must be at least two characters. No special characters, except hyphens, are allowed. |
| Employer State | 501-502 | 2 | A | This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory. |
|
Employer Zip Code
Zip Code (1) |
503-507 508-511 |
5 |
N |
This is the five-digit U.S. Postal Service Zip Code associated with the employer's address. The Zip Code (2) must be either all spaces or all numeric. |
|
Employer Foreign Address Country Code |
512-513 |
2 |
A/N |
If the employer's address is a foreign country, the Foreign Country Code is required. Refer to the U.S. Department of Commerce FIPS Code Manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995) to derive this code. In addition, FIPS codes may be found on the Internet at hhtp://www.itl.nist.gov. The Foreign Country Name and Zip Code are optional. The Foreign Country Name, if present, must be at least two characters. Include military designation or Canadian Province Code. |
|
Employer Optional Street Address
Line (1) |
554-593 |
40 |
A/N |
This is the employer's street address where a child support wage withholding order should be sent , do not concatenate into one line. Use Line (3) for a military designation or Canadian Province Code. |
| Employer Optional City | 674-698 | 25 | A | No special characters, except hyphens, are allowed. |
| Employer Optional State | 699-700 | 2 | A | This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory, if present. |
|
Employer Optional Zip Code
Zip Code (1) |
701-705 |
5 |
A/N |
This must be a five-digit U.S. Postal Service Zip Code. The Zip Code (2) must be either all spaces or all numeric. |
|
Employer Optional Foreign Address Country Code |
710-711 |
2 |
A/N |
Foreign Country Code: Refer to the U.S. Department of Commerce FIPS Code Manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995) to derive this code. In addition, FIPS codes may be found on the Internet at http://www.itl.nist.gov . The Foreign Country Name must be at least two characters, if present. Include military designation or Canadian Province Code. |
| Filler | 752-801 | 50 | A/N | This will be used in future versions. For the current version, this should be all spaces. |