ASCII Text Files Reporting Instructions

Below are the instructions for uploading New-Hire data to the Alabama Alabama Department of Labor by an ASCII text file. ONCE YOUR FORMAT HAS BEEN PROGRAMMED, IT MUST BE APPROVED BY THE Alabama Department of Labor INFORMATION SYSTEMS DIVISION PRIOR TO BEING USED TO UPLOAD NEW-HIRE DATA.

ASCII text files should be submitted twice a month, not less than twelve (12) days and not more than sixteen (16) days apart.

Once your ASCII text file has been created, contact Computer Operation Services for testing.

Questions regarding the upload of ASCII text files or testing contacts should be directed to Ramona Jordan at (334) 206-6028.

ASCII TEXT FILE REPORTING FORMAT

FOR ALABAMA NEW HIRE DATA

PUNCTUATION MARKS SHOULD NOT BE USED IN ANY FIELDS, EXCEPT AS NOTED BELOW.

LOCATION

FIELD

LENGTH

DESCRIPTION & REMARKS

1-9

Social Security Number

9

Employee's Social Security Number
(DO NOT INSERT HYPHENS)

10-19

Account Number**

10

Ten-digit UC Tax Account Number
(DO NOT INSERT HYPHENS)

20-25

Activity Date

6

First day of work or date of job refusal (MMDDYY)

NOTE: This date should be the first day the employee did or would have physically reported to worked

26

Indicator

1

Enter "N" - New Hire
Enter "R" - Recall
Enter "W" - Work Refusal

27-53

Employee's Name

27

Last/First/Middle Initial
(Insert slashes as shown)

54-83

Employee's Street Address

30

Employee's Mailing Address

84-103

Employee's City Name

20

City Name of Employee's Address

104-105

Employee's State Name

2

State Name of Employee's Address

106-114

Employee's ZIP + 4 ZIP Code

9

Nine-Digit ZIP Code of Employee's Address (If Last 4 Digits Are Unknown, Enter 0's)
(DO NOT INSERT HYPHEN)

115-123

Employer's FEIN

9

Nine-Digit Federal Identification Number
(DO NOT INSERT HYPHEN)

124-143

Employer Name

20

Employer's Name (Abbreviate when possible)

144-157

Employer Address

14

Employer's Address
(Abbreviate when possible)

158-168

Employer City

11

Employer's City

169-170

Employer State

2

Employer's State

171-175

Employer ZIP

5

Employer's 5 digit Zip Code

176-200

Blanks

25

In-House Use

** Alabama Department of Labor Unemployment Compensation Tax Account Number recorded in the upper right corner of the UCCR4 and UC10R forms. If not applicable, enter 0's.