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      Frequently Asked Questions October 21, 2018   
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Using the Online System:
How do I obtain access to the Online New Hire Reporting features?
  When trying to access the Login Page, I get a message that "Certificate Authority is Expired". What does this mean?
  I don't know if I submitted a new hire, or I think I may have made an error in reporting a new hire. Can I view the new hires I previously submitted?
  I already submitted a new hire and I now discover that an error was made in the information I submitted. How do I correct this error?
  If I report a new hire via the Internet, do I need to follow up with a paper copy?
  Why can't I report a New Hire that is more than 180 days old? I was reviewing our records and discovered I forgot to report a New Hire.
  Why can't I have an additional UserID and Password assigned for my company for reporting New Hires?
  Why must I register for Unemployment Insurance (UI) purposes before I can report New Hires?
  What are the requirements and file format for submitting files via FTP?
     
If you are submitting a file that contains employees for more than one FEIN and/or State UI number, be sure that each record contains the appropriate employer data for each employee.
  Additional instructions for multi-state employers:
    FTP all New Hire information in accordance with Connecticut's requirements. You do not need to report the required elements from every State in which you have employees - only report what is required by Connecticut.
    If you are reporting as a multi-state employer for the first time:
      1. Notify the Secretary of Health and Human Services that you have designated Connecticut as recipient of all your New Hire information for your entire business by visiting the Department of Health and Human Services' Office of Child Support Enforcement website at:
           https://ocsp.acf.hhs.gov/OCSE/
      2. If you need to update your multistate employer information (including mergers and acquisitions), you may do so online or by downloading the forms, printing them out, filling them in, and then faxing or mailing them to:
        Department of Health and Human Services
        Administration for Children and Families
        Office of Child Support Enforcement
        Multistate Employer Notification
        P. O. Box 509
        Randallstown, MD 21133
        Fax:  (410) 277-9325
      3. FTP all New Hire information in accordance with Connecticut's requirements. You do not need to report the required elements from every State in which you have employees — only report what is required in Connecticut.
    For more information on multi-state reporting: http://www.acf.hhs.gov/programs/css/employers

FTP File Layout
Star All files must be in ASCII, fixed width format and contain no headers. The width of each line MUST total 507 characters (see breakout in table below). If non-required fields are left blank, they must contain the appropriate number of blank spaces.
CHARACTER
POSITION
FIELD LENGTH REQUIREMENTS DESCRIPTION
1-7 CT UI Number 7 Associated with the FEIN Connecticut Unemployment Insurance Account Number that the employee is reported under.
If Employee works for Non-CT Employer then leave blank (fill with spaces).
8-16 FEIN 9 Not blank
Must be 9 digits, numeric
Federal Employer Identification Number that the employee is reported under.
17-51 Employer Name 1 35 Not blank Employer Trade Name (DBA) of the company where a child support withholding order filed against the employee would be sent
52-86 Employer Name 2 35 May be blank Employer Legal Name of the company where a child support withholding order filed against the employee would be sent
87-121 Employer Street 1 35 Not blank Employer address that a child support withholding order filed against the employee would be sent
122-156 Employer Street 2 35 May be blank Employer address that a child support withholding order filed against the employee would be sent
157-184 Employer City 28 Not blank Employer city that a child support withholding order filed against the employee would be sent
185-186 Employer State 2 Not blank
Valid State abbreviation
Employer state that a child support withholding order filed against the employee would be sent
187-191 Employer Zip Code 5 Not blank Employer zip code that a child support withholding order filed against the employee would be sent
192-195 Employer Zip 4 4 May be blank Employer zip code extension that a child support withholding order filed against the employee would be sent
196-215 Employee First Name 20 Not blank Employee's first name
216 Employee Middle Initial 1 May be blank Employee's middle initial
217-241 Employee Last Name 25 Not blank Employee's last name
242-250 Employee SSN 9 Not blank
Numeric
Not all 0, Not all 9
Employee's Social Security Number
251-285 Employee Job Title 35 Not blank Employee's job title
286-320 Employee Home Street 1 35 Not blank First line of Employee's Home street address
321-355 Employee Home Street 2 35 May be blank Second line of Employee's home street address
356-383 Employee Home City 28 Not blank Employee's home city
384-385 Employee Home State 2 Not blank
Valid state abbreviation
Employee's home state
386-390 Employee Home Zip 5 Not blank Employee's home zip code
391-394 Employee Home Zip 4 4 May be blank Employee's home zip extension
395-402 Employee Hire Date 8 Not blank
mmddyyyy
Can't be more than 180 days prior to the submittal date
The first day compensated services are performed by an employee.
The first day any services are performed for which the employee will be paid wages, commissions, tips, or other compensation.
For services based soley on commissions, this is the first day an employee working for commissions is eligible to earn commissions.
Employers are required to report new hire within 20 days.
403-437 Employee Work Street 1 35 Not blank
Not a PO Box
The first line address of the physical location where the employee works
438-472 Employee Work street 2 35 May be blank
Not a PO Box
The second line address of the physical location where the employee works
473-500 Employee Work city 28 Not blank The city where the employee works
501-502 Employee Work state 2 Not blank
Valid state abbreviation
The state where the employee works
503-507 Employee Work zip 5 Not blank The zip code where the employee works
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