File Submission Criteria

FILE SUBMISSION CRITERIA

1. Employers will be required to submit files in HAB standard file format:

This format needs comma-separated fields.

If you are using Excel to create your file and save it in .CSV format, and your file is failing with errors, please open the .CSV file using Notepad, check the file for extraneous commas or quotation marks, and compare your records to the file format and sample valid records below.

USE COMMAS AS FIELD SEPARATORS ONLY. DO NOT USE COMMAS WITHIN A DATA FIELD.

For example, do not have any embedded commas in the Employee Name or Employee Address field. Every comma is interpreted as the end of a field. Extraneous commas will cause your file to be rejected with errors that may not seem to make sense, but that actually do make sense when you take this into account.

DO NOT PLACE ANY QUOTATION MARKS IN YOUR FILE.

Quotation marks shown below are for clarity of documentation only.

EMPLOYEE INFORMATION

COLUMN NUMBER	FIELD
A	Employee Identifier For your reference only – not used by HAB. Example: SSN, or some other Unique ID. *()**
B	Employee Name
C	Employee Address1 (No P.O. boxes permitted)
D	Employee Address2 (No P.O. boxes permitted)
E	Employee City
F	Employee State
G	Employee Zip Code. Must be in one of the following two formats: 1) Five or fewer numeric digits (for example, “8103” or “08103”), or 2) In a valid zip-plus-four format (exactly 10 characters, consisting of five numeric digits followed by a dash and four numeric digits; for example, “08103-0911”).

Files should be submitted in .csv format. Files will be rejected if they are not provided in the required format.

* If you do not currently have an account number with us you will still be able to utilize this service. You will need to contact our Client Services Department using our online Client Services Contact form or by phone 1-866-227-4716)

2. The output file will retain the original filename. The output file format is as follows:

a. Identifier (SSN or E-ID)

b. Name

c. Address[1] (standardized version)

d. Address[2] (standardized version)

e. City (standardized version)

f. State (standardized version)

g. Zip code (standardized version)

h. PSD code (taxjur.psd-juris or zero if unknown)

i. PSD name (taxjur.name or “UNKNOWN”)

j. Current tax jurisdiction rate