Upload Instructions for New Hire Reporting via the Internet
(The information on this page does not relate to sFTP reporting, and the file layouts listed below are not to be used for sFTP. Please call (888)-245-1938 to request login credentials and to receive the specified file layout for this method of submission.)
To create an electronic file, please refer to the TXT file layout or the Excel spreadsheet template. Each new hire record should be represented by one line in the file containing all required data for both employee and employer. Typically, payroll software is able to create this file type using the file formatting specifications as the template for the file output.
To upload files you must first register for online reporting. After registering, do the following steps:
Upload Steps
- Log into the web site
- Click on the File Upload link on the New Hire Reporting Home page
- Click on the Browse button to select an already created file from your hard drive or other location on your company's network
- Click on the Upload button on the File Upload
- View the Uploaded New Hires list to verify the correct file was selected
- Click on the Submit New Hires button on the Submit File Upload page
After the file transfer is complete the system will present the Successful Upload of New Hires page. The file results are available immediately. You can view the new hires by clicking on the Reported Employees link on the New Hire Reporting Home page.
If the file contains any errors the system will present the errors to you and the entire file will be rejected.
Please note that upload files can contain no more than 500 records and cannot be over 500 KB. All records in one file must be for the same FEIN. We will not accept files with new hire records for more than one FEIN in the same file.
Contact us at (888) 245-1938 or (312) 803-7253 with any questions about file uploads.