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Employer Submittal File Format

Zenith American Solutions Standard Fixed Length File Format for Electronic Transmission of Employer Reports

Field Name Position Field Size Field Type Comments
Employer Number 1-9 9 Text Right Align with leading space(s)
Employer Suffix 10-12 3 Text Left Align with trailing space(s)
Record Number 13-16 4 Number Start at 1 and incremented by 1
Employee SSN 17-25 9 Text No dashes
Work Month 26-31 6 Date Format: CCYYMM
Employee Last Name 32-48 17 Text Required for New Hires
Employee First Name 49-58 10 Text Required for New Hires
Employee Middle Initial 59-59 1 Text  
Negative Indicator 60-61 1 Text "Y" or "N", See below
Wages 62-69 9 Signed Number See below
Fund Code 1 70-71 2 Text  
Fund Hours 1 72-78 7 Signed Number See below
Fund Amount 1 79-87 9 Signed Number See below
Fund Code 2 88-89 2 Text  
Fund Hours 2 90-95 7 Signed Number See below
Fund Amount 2 96-105 9 Signed Number See below
Fund Code 3 106-107 2 Text  
Fund Hours 3 108-114 7 Signed Number See below
Fund Amount 3 115-123 9 Signed Number See below
Fund Code 4 124-125 2 Text  
Fund Hours 4 126-132 7 Signed Number See below
Fund Amount 4 133-141 9 Signed Number See below
Fund Code 5 142-143 2 Text  
Fund Hours 5 144-150 7 Signed Number See below
Fund Amount 5 151-159 9 Signed Number See below
Fund Code 6 160-161 2 Text  
Fund Hours 6 162-166 7 Signed Number See below
Fund Amount 6 167-177 9 Signed Number See below
Fund Code 7 178-179 2 Text  
Fund Hours 7 180-186 7 Signed Number See below
Fund Amount 7 187-195 9 Signed Number See below
Fund Code 8 196-197 2 Text  
Fund Hours 8 198-204 7 Signed Number See below
Fund Amount 8 205-213 9 Signed Number See below
Fund Code 9 214-215 2 Text  
Fund Hours 9 216-222 7 Signed Number See below
Fund Amount 9 223-231 9 Signed Number See below
Fund Code 10 232-233 2 Text  
Fund Hours 10 234-240 7 Signed Number See below
Fund Amount 10 241-249 9 Signed Number See below
Vacation Wk Mo 250-255 6 Date Format: CCYYMM
Vacation Fund Code 256-257 2 Text  
Vacation Hours 258-264 7 Signed Number See below
Vacation Amount 265-273 9 Signed Number See below
Other Wk Mo 274-279 6 Date Format: CCYYMM
Other Fund Code 280-281 2 Text  
Other Hours 282-288 7 Signed Number See below
Other Amount 289-297 9 Signed Number See below
Employee Gender* 298-298 1 Text See below
Marital Status* 299-299 1 Text See below
Date of Hire* 300-307 8 Date Format: CCYYMMDD
Local Number* 308-311 4 Text Right Align with leading zero(s)
Date of Birth* 312-319 8 Date Format: CCYYMMDD
Home Phone Number* 320-329 10 Text With area code, no formatting
Term Date* 330-337 8 Date Format: CCYYMMDD
Address line 1* 338-362 25 Text  
Address line 2* 363-387 25 Text  
City* 388-404 17 Text  
State* 405-406 2 Text  
Zip+4* 407-415 9 Text No dash
Future Expansion 416-512     Currently Empty

Notes for Table:

  1. These fields are for new hires only.
  2. Unsigned number fields must be positive numbers with no commas and an implied two decimal places. If there is a "Y" in the Negative Indicator field, then all unsigned number fields will be converted to negative numbers for that record.
  3. Employee Gender: Required for New Hires. Use "M" or "F".
  4. Marital Status: Use "M", "S", "D", or "W" for married, single, divorced or widowed.
  5. Preferred file format is ASCII text in the above record layout.
  6. Optional file format is EBCDIC text in the above record layout.
  7. Preferred media are compact discs (CDs or DVDs), files electronically transferred by secure FTP, ABPA's Employer Momentum service, or as encrypted e-mail attachments. Optional media are tape cartridges.
  8. Employer Report Forms (ERF) may also be submitted as MS Excel format (*.XLS) or coma delimited format (*.CSV) files with all fields as defined above, with the following differences:
    • Exclude the Negative indicator field
    • Change the unsigned number fields to signed number fields in the format of -1234567.89


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