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pdfOCSE O&M and Continuous Improvements
National Directory of New Hires
New Hire Input Record Specifications
Version 13.4
November 1, 2021
Administration for Children and Families
Office of Child Support Enforcement
330 C Street SW, 5th Floor
Washington, DC 20201
This document was prepared for the U.S. Department of Health and Human Services, Office of Child Support
Enforcement under Contract Number HHSN316201200034W by Leidos Innovations Corporation. The work was
authorized in compliance with this specific prime task order:
Delivery Order Number:
C-34668-O
Delivery Order Title:
National Directory of New Hires
Document Date:
November 1, 2021
Document Number:
C2-2002.82.03
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
E
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Input Transaction Layouts
This appendix has the layouts for records accepted by the NDNH system. Each record layout in
this appendix includes
•
•
•
•
•
Field Name – The name of the field as it appears on the input transaction layout
Location – The position of the field on the record
Length – The number of characters allowed in the field
A/N – The type of field:
− Alphabetic (A)
− Numeric (N)
− Alphanumeric (A/N)
Comments – Shows if the field is required for the transaction and includes an explanation of
the field and the field’s relationship to other fields or records
When sending input records, the NDNH Transmission Header record must be the first record in
the transmission. If the Header record is not the first record in the transmission, the system
rejects all records until a Header record is located.
The data sent to the NDNH must comply with these requirements:
•
•
•
•
•
•
•
•
•
•
All alphabetic data must be in uppercase.
All alphabetic and alphanumeric data must be left-justified.
All numeric data must be right justified with leading zeros.
All dates must be in CCYYMMDD format:
− CC represents the century.
− YY represents the year.
− MM represents the month and must be a number greater than 00 but less than 13.
− DD represents the day of the month and must be a valid number for the month.
Name fields cannot include suffixes, such as ‘Jr.’, ‘Sr.’, or ‘III’.
All Filler fields must be spaces, not low values.
The hyphen is the only special character allowed in the Employee Name, Employer Name,
and City fields.
All state and territory abbreviations in addresses must be valid USPS abbreviations.
All foreign country codes in addresses must be the two-letter FIPS codes assigned to foreign
countries.
If an address is less than 40 characters per line, do not concatenate it into one line.
Appendix E: Input Transaction Layouts
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
PAPERWORK REDUCTION ACT OF 1995 (Pub. L. 104-13) STATEMENT OF PUBLIC BURDEN: The purpose of this statutorily required (42 U.S.C. §
653(i)(1)) information collection is to help state and Tribal child support agencies to locate a parent living or working in another state, or to take appropriate
interstate actions to establish, modify, or enforce a child support order; to assist state and federal agencies in administering various eligibility benefit programs; to
help researchers and data matching partners with evaluating the impact of various federal programs. Public reporting estimated burden for this collection of
information is estimated to average .025 hours per response for employers that submit new hires manually, .17 hours for employers that submit new hires
electronically, and .00028 hours to submit QW and UI, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing
the collection of information. As provided by 42 U.S.C. 653(m)(2), confidential information collected for this program is accessed only by authorized users. A
federal agency may not conduct or sponsor an information collection without a valid OMB Control Number. No individual or entity is required to respond to, nor
shall an individual or entity be subject to a penalty for failure to comply with a collection of information subject to the requirements of the Paperwork Reduction
Act of 1995, without a current valid OMB Control Number. If you have any comments on this collection of information, please contact
[email protected].
Appendix E: Input Transaction Layouts
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-4: Quarterly Wage Transmitter Header Record
Field Name
Location
Length
A/N
Record Identifier
1–2
2
A/N
Required
This field must have ‘HQ’.
Transmitter State Code
3–4
2
A/N
Required for states and territories only
This field must have the two-digit numeric FIPS code of the state or
territory sending data to the NDNH. FIPS codes are at FIPS State and
Territory Codes.
Federal agencies leave this field blank.
Transmitter Agency Code
5–13
9
A/N
Required for federal agencies
This field must have the nine-character FEIN or the letter ‘A’ followed
by the FIPS code of the federal agency.
SWAs leave this field blank.
Transmission Type
14–15
2
A/N
Required
This field must have ‘QW’.
16
1
A
Version Control Number
17–18
2
A/N
Date Stamp
19–26
8
N
Department of Defense
Code
Appendix E: Input Transaction Layouts
Comments
Required for DoD only
This field must have one of these characters:
A – Active duty employees
C – Civilian employees
P – Pension or retired employees
R – Reserve employees
SWAs and federal agencies other than the DoD leave this field blank.
Required
This field must have ‘01’. OCSE will tell you when this changes.
Required
This field must have the transmission date of the QW data to the NDNH
in CCYYMMDD format.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-4: Quarterly Wage Transmitter Header Record
Field Name
Location
Length
A/N
Batch Number
27–32
6
N
Filler
33–601
569
A/N
Appendix E: Input Transaction Layouts
Comments
Required
This field must have a six-digit number to track the batch. Each batch
number must be unique and cannot be repeated.
Required
This field must have all spaces. Do not use the Filler field. This Filler
field is strictly reserved for OCSE. NDNH does not return anything sent
in the field and overlays it with spaces.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-5: Quarterly Wage Data Record
Field Name
Location
Length
A/N
Record Identifier
1–2
2
A/N
Employee SSN
3–11
9
N
Employee Name:
First Name
Middle Name
Last Name
Employee Wage Amount
12–27
28–43
44–73
16
16
30
A
A
A
74–84
11
N
Appendix E: Input Transaction Layouts
Comments
Required
This field must have ‘QW’.
Required
This is the nine-digit number SSA assigns to an individual.
This field must have a nine-digit SSN.
If this field is all zeros, blank, or has any alphabetic characters, NDNH
rejects the record.
Required
This is the employee’s first name, middle name or initial, and last name.
There must be at least one character in the First and Last Name fields. If
the Employee Middle Name field is non-blank, it must have at least one
character.
No special characters are allowed except hyphens.
The first and last name cannot begin with a space or hyphen.
If a state collects any name information or only collects a partial name,
NDNH does not reject the record. These states must send as much
information for employee names as exists in their QW records.
Required
This is the aggregate wages paid to an employee during the reporting
period.
This field is the gross amount of wages an employer reports as paid to an
employee during the reporting quarter. If an employer reports the QW
data late, send the data with your next quarterly transmission.
The last two positions are decimal places. Do not include a decimal point
as part of this field.
Negative values are not allowed.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-5: Quarterly Wage Data Record
Field Name
Location
Length
A/N
Reporting Period
85–89
5
N
Required
This is the calendar quarter and year when the employee’s wages were
paid in QCCYY format.
Q – Reporting quarter:
1 – January 1 through March 31
2 – April 1 through June 30
3 – July 1 through September 30
4 – October 1 through December 31
CC– Century
YY– Year
Federal EIN
90–98
9
N
Required
This is the nine-digit number IRS assigns to an employer.
This field is the FEIN IRS assigns to an employer.
State EIN
99–110
12
A/N
Optional
This field is a number a state can assign to an employer.
Employer Name
111–155
45
A/N
Required
This is the name of the entity that employs the individual.
This field must be at least two characters.
No special characters are allowed except hyphens.
Appendix E: Input Transaction Layouts
Comments
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-5: Quarterly Wage Data Record
Field Name
Location
Length
A/N
Comments
Required: Line (1)
This is the number, street name, rural route or PO box, city, state, and
ZIP code of the entity that employs the individual. This should be the
address the employer reports to the IRS. This can be a foreign address.
This field must be at least two characters.
If an address is less than 40 characters per line, do not concatenate into
one line.
Use Line 3 for a military designation, Canadian province code, or
Canadian province.
Employer Street Address:
Line 1
Line 2
Line 3
156–195
196–235
236–275
40
40
40
A/N
A/N
A/N
Employer City
276–300
25
A
Required
This field must be at least two characters.
No special characters are allowed except hyphens.
Employer State
301–302
2
A
Required
This field must be a valid two-letter USPS abbreviation of a state or
territory. The list of state and territory FIPS codes is at FIPS State and
Territory Codes.
This field must be spaces if employer’s address is a foreign address.
Appendix E: Input Transaction Layouts
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-5: Quarterly Wage Data Record
Field Name
Employer ZIP Code:
ZIP Code (1)
ZIP Code (2)
Employer Foreign
Address:
Foreign Country Code
Foreign Country Name
Foreign ZIP Code
Location
303–307
308–311
312–313
314–338
339–353
Length
5
4
2
25
15
A/N
A/N
A/N
A/N
A/N
A/N
Employer Optional Street
Address:
Line 1
Line 2
Line 3
354–393
394–433
434–473
40
40
40
A/N
A/N
A/N
Employer Optional City
474–498
25
A
Appendix E: Input Transaction Layouts
Comments
Required: If a U.S. address, first five digits of ZIP code
This field is the five-digit USPS ZIP code associated with the employer’s
address.
The ZIP Code (2) field must be either all spaces or the four-digit extra
numeric code, but not all zeros.
These fields must be spaces if employer’s address is a foreign address.
Required, if foreign address
FIPS codes are at Foreign Country Codes.
The foreign country name, if present, must be at least two characters.
Include military designation or Canadian province code.
These fields must be spaces if employer’s address is a U.S. address.
Optional
This is the address where an employer receives child support incomewithholding orders. This is a number, street name, rural route or PO box,
city, state, and ZIP code of the entity that employs an individual.
If an address is less than 40 characters per line, do not concatenate into
one line.
Use Line 3 for a military designation, Canadian province code, or
Canadian province.
Optional
This field must be at least two characters if present.
No special characters are allowed except hyphens.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-5: Quarterly Wage Data Record
Field Name
Employer Optional State
Employer Optional ZIP
Code:
ZIP Code (1)
ZIP Code (2)
Location
Length
A/N
499–500
2
A
501–505
506–509
5
4
A/N
A/N
Employer Optional
Foreign Address:
Foreign Country Code
Foreign Country Name
Foreign ZIP Code
510–511
512–536
537–551
2
25
15
A/N
A/N
A/N
Filler
552–601
50
A/N
Appendix E: Input Transaction Layouts
Comments
Optional
This field must be a valid two-letter USPS abbreviation of a state or
territory, if present. A list of state and territory FIPS codes is at FIPS
State and Territory Codes.
This field must be spaces if employer’s optional address is a foreign
address.
Optional
Each ZIP code must be either all spaces or all numeric, but not all zeros.
These fields must be spaces if employer’s optional address is a foreign
address.
Optional
FIPS codes are at Foreign Country Codes.
The foreign country name must be at least two characters, if present.
Include military designation or Canadian province code.
These fields must be spaces if employer’s optional address is a U.S.
address or no optional address is present.
This field is all spaces. Do not use the Filler field. This Filler field is
strictly reserved for OCSE. NDNH does not return anything sent in the
field and overlays it with spaces.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-6: Quarterly Wage Total Record
Field Name
Location
Length
A/N
Record Identifier
1–2
2
A/N
Data Record Count
3–13
11
N
Required
This field must be the number of records in the transmission, including
the Header and Total records.
14–601
588
A/N
Required
This field is all spaces. Do not use the Filler field. This Filler field is
strictly reserved for OCSE. NDNH does not return anything sent in the
field and overlays it with spaces.
Filler
Appendix E: Input Transaction Layouts
Comments
Required
This field must have ‘TQ’.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-7: Unemployment Insurance Transmitter Header Record
Field Name
Location
Length
A/N
Record Identifier
1–2
2
A/N
Required
This field must have ‘HU’.
Transmitter State Code
3–4
2
A/N
Required
This field must have the two-digit FIPS code of the state or territory
sending data to the NDNH. FIPS codes are at FIPS State and Territory
Codes.
Filler
5–13
9
A/N
Required
This field is for future versions. For the current version, this is all spaces.
Transmission Type
14–15
2
A/N
Required
This field must have ‘UI’.
16
1
A/N
Required
This field is for future versions. For the current version, this is all spaces.
Version Control Number
17–18
2
A/N
Required
This field must have ‘01’. OCSE will tell you when this changes.
Date Stamp
19–26
8
N
Required
This field must have the transmission date of the UI data to the NDNH in
CCYYMMDD format.
Batch Number
27–32
6
N
Required
This field must have a six-digit number to track the batch. Each batch
number must be unique and cannot be repeated.
Filler
33–295
263
A/N
Filler
Appendix E: Input Transaction Layouts
Comments
Required
This field must have all spaces. Do not use the Filler field. This Filler
field is strictly reserved for OCSE. NDNH does not return anything sent
and overlays it with spaces.
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November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-8: Unemployment Insurance Data Record
Field Name
Location
Length
A/N
Record Identifier
1–2
2
A/N
Claimant SSN
3–11
9
N
Claimant Name:
First Name
Middle Name
Last Name
Claimant Street Address:
Line 1
Line 2
Line 3
12–27
28–43
44–73
74–113
114–153
154–193
Appendix E: Input Transaction Layouts
16
16
30
40
40
40
A
A
A
A/N
A/N
A/N
Comments
Required
This field must have ‘UI’.
Required
This is the nine-digit number SSA assigns to an individual.
This field must have a nine-digit SSN.
If this field is all zeros, blank, or has any alphabetic characters, NDNH
rejects the record.
Required
This is the claimant’s first name, middle name or initial, and last name.
This field must have least one character in the first name and one
character in the last name.
If both the first and last names are blank, NDNH rejects the record.
If the claimant middle name is non-blank, it must have at least one
character.
The first and last names cannot begin with a space or hyphen.
No special characters are allowed except hyphens.
Required: Line (1)
This is the number, street name, PO box or rural route, city, state, and
ZIP code where an individual resides.
This field must be at least two characters.
If an address is less than 40 characters per line, do not concatenate into
one line.
Use Line 3 for a military designation or the Canadian province code.
E-18
November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-8: Unemployment Insurance Data Record
Field Name
Location
Length
A/N
Claimant City
194–218
25
A
Required
This field must be at least two characters.
No special characters are allowed except hyphens.
Claimant State
219–220
2
A
Required
This field must be a valid two-letter USPS abbreviation of a state or
territory. FIPS codes are at FIPS State and Territory Codes.
Claimant ZIP Code:
ZIP Code (1)
ZIP Code (2)
221–225
226–229
5
4
A/N
A/N
Benefit Amount
230–240
11
N
Appendix E: Input Transaction Layouts
Comments
Required: First five digits
This field must be the five-digit USPS ZIP code associated with the
claimant’s address.
ZIP Code (2) must be either all spaces or the four-digit extra numeric
code, but not all zeros.
Required
This is the gross amount, before any deductions, of benefits paid to a
claimant during a reporting quarter. This can be zero if an individual has
filed for UI benefits, but no amount was paid during the reporting
quarter, such as when a claim is pending or denied.
The last two positions are decimal places. All zeros are allowed. Do not
include a decimal point as part of this field.
Negative values are not allowed.
E-19
November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-8: Unemployment Insurance Data Record
Field Name
Location
Length
A/N
Reporting Period
241–245
5
N
Filler
246–295
50
A/N
Appendix E: Input Transaction Layouts
Comments
Required
This is the calendar quarter and year when the UI benefits were paid or
activity was done, in QCCYY format:
Q– Reporting quarter:
1 – January 1 through March 31
2 – April 1 through June 30
3 – July 1 through September 30
4 – October 1 through December 31
CC – Century
YY – Year
This field is all spaces. Do not use the Filler field. This Filler field is
strictly reserved for OCSE. NDNH does not return anything sent and
overlays it with spaces.
E-20
November 1, 2021
OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166
New Hire Input Record Specifications
Version 13.4
Expiration Date: xx/xx/xxxx
Chart E-9: Unemployment Insurance Total Record
Field Name
Location
Length
A/N
Record Identifier
1–2
2
A/N
Data Record Count
3–13
11
N
Required
This field must be the number of records in the transmission, including
the Header and Total records.
14–295
282
A/N
Required
This field must have all spaces. Do not use the Filler field. This Filler
field is strictly reserved for OCSE. NDNH does not return anything sent
in the field and overlays it with spaces.
Filler
Appendix E: Input Transaction Layouts
Comments
Required
This field must have ‘TU’.
E-21
November 1, 2021
| File Type | application/pdf |
| File Title | NDNH Guide for Data Submission - PRA |
| Author | Thompson, Lynnetta (ACF) |
| File Modified | 2021-12-13 |
| File Created | 2021-12-13 |