New Hire Data Elements

➲ 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 Middle Name Last Name	12-27 28-43 44-73	16 16 30	A A 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) Line (2) Line (3)	74-113 114-153 154-193	40 40 40	A/N A/N 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) +4 Zip Code (2)	221-225 226-229	5 4	N 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 Country Name Zip Code	230-231 232-256 257-271	2 25 15	A/N A/N 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) Line (2) Line (3)	356-395 396-435 436-475	40 40 40	A/N A/N 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) +4 Zip Code (2)	503-507 508-511	5 4	N 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 Country Name Zip Code	512-513 514-538 539-553	2 25 15	A/N A/N 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) Line (2) Line (3)	554-593 594-633 634-673	40 40 40	A/N A/N 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) +4 Zip Code (2)	701-705 706-709	5 4	A/N 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 Country Name Zip Code	710-711 712-736 737-751	2 25 15	A/N A/N 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.

Alaska Department of Revenue CHILD SUPPORT SERVICES DIVISION

➲ New Hire / Rehire Data Elements

for electronic file Submission

W-4 Data Record (continued)

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