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Rhode Island New Hire Reporting Directory
(888) 870-6461 Ext. 200

Excel File Layout Instructions


You can download our Excel template to assist you in creating your files.

Note: The first row showing the field names are optional. Each row in the excel file contains all required information for a single newhire.

Field Employee SSN# Employee First Name Employee Middle Name Employee Last Name Employee Address Line 1 Employee Address Line 2 Employee Address Line 3 Employee City Employee State Employee Postal Code Employee Zip+4 Employee/Dependent Health Insurance Available Date Employee/Dependent qualifies for health insurance Employee Date of Birth Employee Date of Hire Employee State of Hire Employer FEIN Employer Name Employer Address Line 1 Employer Address Line 2 Employer Address Line 3 Employer City Employer State Employer Postal Code Employer Zip+4 Employer Payroll Address Line 1 Employer Payroll Address Line 2 Employer Payroll Address Line 3 Employer Payroll City Employer Payroll State Employer Payroll Postal Code Employer Payroll Zip+4
Description As reported by employee. At least one character, no special characters. If non-blank must be at least one character, no special characters. At least one character, no special characters except hyphen. At least two characters Blank if unused. Blank if unused. At least two characters, no special characters except hyphen. Valid state or territory abbreviation. Not required for foreign address. If a non-foreign address then only U.S. 5 digit zip code, left justified. If present, must be 4-digits. Blank if unknown or international address "Y" or "N" If present, numeric. Format - MM/DD/YYYY If present, numeric. Format - MM/DD/YYYY Format - MM/DD/YYYY Valid state or territory abbreviation. Field is required for registered Multistate employers. Federal Employer Identification Number (no hyphens). At least two characters. At least two characters. Blank if unused Blank if unused At least two characters Valid state or territory abbreviation. U.S. 5 digit zip code If present, must be 4-digits. Blank if unknown or international address At least two characters. Blank if unused Blank if unused At least two characters Valid state or territory abbreviation. U.S. 5 digit zip code If present, must be 4-digits. Blank if unknown or international address
Type Numeric Char Char Char Char Char Char Char Char Numeric Numeric Char Numeric Numeric Numeric Char Numeric Char Char Char Char Char Char Numeric Numeric Char Char Char Char Char Numeric Numeric
Status Required Required Optional Required Required Optional Optional Required Required Required Optional Optional Optional Optional Required Optional Required Required Required Optional Optional Required Required Required Optional Required if different from employer address Optional Optional Required Required Required Optional

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