Form Nys-209 - Electronic Media Transmittal For New Hire Reporting Page 3
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4NYS-209 (6/11)
Page 3 of 4
New hire electronic media specifications
Record 1A
Transmitter record
Length = 128 bytes
Location
Field
Length Description and remarks
1-2
Record identifier
2
Constant 1A
3-8
Tape creation date
6
MMDDYY
9-19
Transmitter’s identification number
11
Transmitter’s federal EIN or NYS tax identification number;
left-justify and fill with blanks;
no hyphens or spaces in number
20-59
Transmitter’s name
40
Organization transmitting the file;
left-justify and fill with blanks
60-89
Street address
30
Street address of transmitter
90-107
City
18
Left-justify and fill with blanks
108-109
State
2
Use standard FIPS postal abbreviation
110-118
ZIP code
9
Left-justify and fill with blanks
119-128
Blank
10
Enter blanks
Record 1E
Employer record
Length = 128 bytes
Location
Field
Length Description and remarks
Constant 1E
1-2
Record identifier
2
3-6
Blank
4
Enter blanks
7-17
Employer’s identification number
11
Employer’s federal EIN or NYS tax identification number;
left-justify and fill with blanks;
no hyphens or spaces in number
18
Blank
1
Enter blank
19-58
Employer name
40
Left-justify and fill with blanks
59
Blank
1
Enter blank
60-89
Street address
30
Left-justify and fill with blanks
90-107
City
18
Left-justify and fill with blanks
108-109
State
2
Use standard FIPS postal abbreviation
110-118
ZIP code
9
Left-justify and fill with blanks
119-128
Blank
10
Enter blanks
Record 1H
Employee record
Length = 128 bytes
Location
Field
Length Description and remarks
Constant 1H
1-2
Record identifier
2
3-11
Social security number
9
Enter employee social security number without dashes or hyphens
12-39
Employee name
28
Enter employee name as last name (comma), first name (space) middle
initial use comma with no space to delimit last name from first name,
and space to delimit first name from middle initial;
left-justify and fill with blanks
40-69
Street address
30
Left-justify and fill with blanks
70-87
City
18
Left-justify and fill with blanks
88-89
State
2
Use standard FIPS postal abbreviation
90-95
ZIP code
6
Left-justify and fill with blanks
96-101
Hire date
6
MMDDYY
Enter 1 if you offer this employee dependent health care insurance;
102
Eligibility indicator
1
otherwise enter 2
MMDDYYYY. If eligibility indicator = 1 then must be filled in;
103-110
Date employee eligible for coverage
8
otherwise leave blank
111-128
Blank
18
Enter blanks
Record 1T
Total record
Length = 128 bytes
Location
Field
Length Description and remarks
1-2
2
Constant 1T
Record identifier
3-9
7
Enter the total number of 1H records for this 1E record;
Number of 1H records
right-justify and fill with blanks
10-128
Blank
118
Enter blanks
Record 1F
Final record
Length = 128 bytes
Location
Field
Length Description and remarks
Constant 1F
1-2
Record identifier
2
3-9
Number of 1E records
7
Enter the total number of 1E records;
right-justify and fill with blanks
10-128
Blank
118
Enter blanks
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Parent category: Financial