Form 1 Quarterly Wage Record & Unemployment Insurance Record La

OCSE O&M and Continuous Improvements

National Directory of New Hires

Guide for Data Submission
Version 13.3
February 8, 2019

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:
February 8, 2019
Document Number:
C2-2002.82.02

SM v1.0

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

E.

Guide for Data Submission
Version 13.3
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.

THE PAPERWORK REDUCTION ACT OF 1995
Public reporting burden for this collection of information is approximately 1 minute per response for processing input files,
including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of
information. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information
unless it displays a currently valid OMB control number.

Appendix E: Input Transaction Layouts

E-1

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-4: Quarterly Wage Transmitter Header Record
Location

Length

A/N

Record Identifier

Field Name

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.

E-10

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-4: Quarterly Wage Transmitter Header Record
Location

Length

A/N

Batch Number

Field Name

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.

E-11

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-5: Quarterly Wage Data Record
Location

Length

A/N

Record Identifier

Field Name

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.

E-12

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-5: Quarterly Wage Data Record
Location

Length

A/N

Reporting Period

Field Name

85-89

5

N

Federal EIN

90-98

9

N

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

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
Required
This is the nine-digit number IRS assigns to an employer.
This field is the FEIN IRS assigns to an employer.

E-13

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-5: Quarterly Wage Data Record
Field Name

Location

Length

A/N

Employer Street Address:
Line 1
Line 2
Line 3

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.

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.

Employer ZIP Code:
ZIP Code (1)
ZIP Code (2)

303-307
308-311

Appendix E: Input Transaction Layouts

5
4

A/N
A/N

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.

E-14

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-5: Quarterly Wage Data Record
Field Name

Location

Length

A/N

Employer Foreign
Address:
Foreign Country Code
Foreign Country Name
Foreign ZIP Code

312-313
314-338
339-353

2
25
15

A/N
A/N
A/N

Employer Optional Street
Address:
Line 1
Line 2
Line 3

Comments

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.

354-393
394-433
434-473

40
40
40

A/N
A/N
A/N

Employer Optional City

474-498

25

A

Optional
This field must be at least two characters if present.
No special characters are allowed except hyphens.

Employer Optional State

499-500

2

A

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.

Employer Optional ZIP
Code:
ZIP Code (1)
ZIP Code (2)

501-505
506-509

Appendix E: Input Transaction Layouts

5
4

A/N
A/N

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.

E-15

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-5: Quarterly Wage Data Record
Field Name

Location

Length

A/N

Employer Optional
Foreign Address:
Foreign Country Code
Foreign Country Name
Foreign ZIP Code
Filler

510-511
512-536
537-551

2
25
15

A/N
A/N
A/N

552-601

50

A/N

Appendix E: Input Transaction Layouts

Comments

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.

E-16

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart E-6: Quarterly Wage Total Record
Location

Length

A/N

Record Identifier

Field Name

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’.

E-17

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart F-5: Unemployment Insurance Transmission Control Record
Field Name

Location

Length

A/N

Record Identifier

1-2

2

A/N

This is ‘RU’.

Transmitter State Code

3-4

2

A/N

This is the two-digit code submitted.

Filler

5-13

9

A/N

This is all spaces.

Transmission Type

14-15

2

A/N

This is the value ‘UI’ to show these records as Unemployment Insurance
records.

16

1

A/N

This is all spaces.

Version Control Number

17-18

2

A/N

This is the value supplied in the submission: ‘01’.

Date Stamp

19-26

8

N

This is the date supplied in the submission.

Batch Number

27-32

6

N

This is the value supplied in the submission.

Records Received

33-43

11

N

This is the count of the records received in the submission, including the
Header and Total records.

Records Rejected

44-54

11

N

This is the count of the records rejected in the submission.

Error Records Returned

55-65

11

N

This is the total number of records with errors or warnings returned in the
transmission, not those excluded due to the UI Output Control Matrix
Registration form.

Records Posted to
NDNH

66-76

11

N

This is the total number of records posted to the NDNH UI database.

Records Unverified

77-87

11

N

This is the total number of unverified UI records found in the submission.

Filler

88-98

11

A/N

This is all spaces.

Error Code 1

99-102

4

A/N

This is the transmission error code (if any) generated during processing
of the submission or spaces.

Error Code 2

103-106

4

A/N

This is the transmission error code (if any) generated during processing
of the submission or spaces.

Error Code 3

107-110

4

A/N

This is the transmission error code (if any) generated during processing
of the submission or spaces.

Filler

Appendix F: Output Transaction Layouts

Comments

F-13

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart F-5: Unemployment Insurance Transmission Control Record
Field Name

Location

Length

A/N

Error Code 4

111-114

4

A/N

This is the transmission error code (if any) generated during processing
of the submission or spaces.

Error Code 5

115-118

4

A/N

This is the transmission error code (if any) generated during processing
of the submission or spaces.

Filler

119-168

50

A/N

This is all spaces.

Records Processed

168-179

11

N

Filler

180-325

146

A/N

Appendix F: Output Transaction Layouts

Comments

This is the total number of UI data records accepted for processing in the
transmission, excluding the rejected data records.
This is all spaces.

F-14

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OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart F-6: Unemployment Insurance Response 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

This is ‘UO’.
This is the data supplied in the submission.
This is the data supplied in the submission or the corrected first and last
name.

12-27
28-43
44-73

16
16
30

A
A
A

Claimant Street Address:
Line 1
Line 2
Line 3

Comments

This is the data supplied in the submission or the corrected street.
74-113
114-153
154-193

40
40
40

A/N
A/N
A/N

Claimant City

194-218

25

A

This is the data supplied in the submission or the corrected city.

Claimant State

219-220

2

A

This is the data supplied in the submission or the corrected state.

Claimant ZIP Code:

This is the data supplied in the submission or the corrected ZIP code (five
digits).

ZIP Code (1)
ZIP Code (2)

221-225
226-229

5
4

A/N
A/N

Claimant Benefit
Amount

230-240

11

N

This is the data supplied in the submission.

Reporting Period

241-245

5

N

This is the data supplied in the submission.

Filler

246-295

50

A/N

This is all spaces.

Error Code 1

296-299

4

A/N

This is the generated error or warning code associated with the UI record
or spaces. For an explanation of these Error Codes 1–5, see Chart D-2,
“Data Error and Warning Codes.”

Error Code 2

300-303

4

A/N

This is the generated error or warning code associated with the UI record
or spaces.

Appendix F: Output Transaction Layouts

F-15

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart F-6: Unemployment Insurance Response Data Record
Field Name

Location

Length

A/N

Comments

Error Code 3

304-307

4

A/N

This is the generated error or warning code associated with the UI record
or spaces.

Error Code 4

308-311

4

A/N

This is the generated error or warning code associated with the UI record
or spaces.

Error Code 5

312-315

4

A/N

This is the generated error or warning code associated with the UI record
or spaces.

316

1

A/N

This code describes how the SSN or name was corrected.
The field values are the following:
C – The SSN was corrected.
V – The SSN verified by correcting the name.
Space – This field does not apply.

317-325

9

A/N

This is the corrected SSN.

SSN Correction Indicator

Corrected SSN

Appendix F: Output Transaction Layouts

F-16

February 8, 2019

OCSE O&M and Continuous Improvements
National Directory of New Hires
OMB Control No.: 0970-0166

Guide for Data Submission
Version 13.3
Expiration Date: xx/xx/xxxx

Chart G-1: Version 13.3 Revisions
Part/Section/
Chart/Figure

Description of Change

Chart E-1,
Chart E-4,
and
Chart E-7

Changed comments to clarify fields Batch Number and Filler on Transmitter
Control Records.

Chart E-2

Changed comments to clarify fields Employee SSN, Employee, Employer
and Employer Optional: Street Address, State, ZIP Code, and Foreign
Address.

Chart E-5

Changed comments to clarify fields Employee SSN, Employer and Employer
Optional: Street Address, State, ZIP Code, and Foreign Address.

Chart E-8

Corrected comments on Claimant SSN, and the Benefit Amount is a required,
not optional, field.

Chart E-3

Changed Filler field comments.

Section F

Clarified language in Output Transactions Layouts.

Chart F-1

Corrected documentation for Filler fields in positions 77-87 and 108-831.
Records Unverified (positions 77-87) and Records Processed (positions 158168) fields were defined in those fillers, and Filler fields were adjusted.
Updated Comments for Error Codes 1–5.

Chart F-2

Defined SSN Correction Indicator field values.

Chart F-3

Corrected documentation for Filler fields in positions 77-87 and 108-631.
Records Unverified (positions 77-87) and Records Processed (positions 158168) fields were defined in those fillers, and Filler fields were adjusted.
Updated comments for Error Codes 1–5.

Chart F4

Updated comments for Error Codes 1–5.

Chart F-5

Corrected documentation for Filler fields in positions 77-98 and 119-325.
Records Unverified (positions 77-87) and Records Processed (positions 168179) fields were defined in those fillers, and Filler fields were adjusted.
Comments for Error Codes 1–5.

Chart F-6

Defined SSN Correction Indicator field values. Corrected ZIP Code (1) field
type. Updated comments for Error Codes 1–5.

Appendix G: Summary of Changes

G-2

February 8, 2019