Alaska Child Support Services Division

New Hire / Rehire Data Elements
for electronic file Submission

LABEL TYPE - IBM STANDARD LABEL OR UNLABELED RECORD LENGTH - FIXED LENGTH 801 BYTES BLOCK SIZE - BLOCK SIZE OF 28035

System processing requires the completion of the Record Identifier field of the W-4 Data Record.

Field Name Location/ Position Length Alpha/ Numeric Comments
Record Identifier 1-2 2 A/N This must contain the characters 'W4'
Employee SSN 3-11 9 N This must contain a nine-digit SSN.
If this field is blank or contains any alphabetic characters, the system rejects the record.
Employee Name

First Name
Middle Name
Last Name

12-27
28-43
44-73

16
16
30

A
A
A

At least one character in the First Name and one character in the Last Name.
If both the first and last names are blank, the system rejects the record.
If the Employee Middle Name is non-blank, it must contain at least one character.
No special characters, except hyphens, are allowed.
Employee Street Address

Line (1)
Line (2)
Line (3)

74-113
114-153
154-193

40
40
40

A/N
A/N
A/N

Line (1)
If an address is less than 40 characters per line, do not concatenate into one line.
Use Line (3) for a military designation or Canadian
Province Code.
Employee City 194-218 25 A This must have at least two characters.
No special characters, except hyphens, are allowed.
Employee State 219-220 2 A This must be a valid two-letter U.S. Postal
Service abbreviation of a State or territory.
Employee Zip Code

Zip Code (1)
+4 Zip Code (2)

221-225
226-229

5
4

N
N

First five-digits.
This must be a five-digit U.S. Postal Service Zip Code.
The Zip Code (2) must be either all spaces or all numeric.
Employee Foreign
Address

Foreign Country Code
Foreign Country Name
Foreign Zip Code

230-231
232-256
257-271

2
25
15

A/N
A/N
A/N

If employee's address is a foreign country.
Refer to the U.S. Department of Commerce FIPS Code Manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995) to derive this code. In addition, FIPS codes may be found on the Internet at http://www.itl.nist.gov. The Foreign Country Name and Zip Code are optional. The foreign Country Name, if present, must be at least two characters. Include military designation or Canadian Province Code.
Employee Date of Birth 272-279 8 A/N This must be in the Year-2000 formatting CCYYMMDD, if present. This must be either all spaces or all numeric.
Employee Date of Hire 280-287 8 A/N This must be the most recent hire / rehire date. Provide in the Year-2000 formatting CCYYMMDD. This must be all numeric.
Employee State of Hire 288-289 2 A This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory, if present.

W-4 Data Record (continued)

Field Name Location/ Position Length Alpha/ Numeric Comments
Employer Federal EIN 290-298 9 N This is the Federal Employer Identification Number (FEIN) the IRS assigns to an employer.
Employer State EIN 299-310 12 A/N This is a number a State may assign an employer.
Employer Name 311-355 45 A/N This must be at least two characters.
Employer Street Address (Payroll department)

Line (1)
Line (2)
Line (3)

356-395
396-435
436-475

40
40
40

A/N
A/N
A/N

Line (1)
If an address is less than 40 characters do not concatenate into one line. Use line (3) for a military designation or Canadian Province Code.
Employer City 476-500 25 A This must be at least two characters. No special characters, except hyphens, are allowed.
Employer State 501-502 2 A This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory.
Employer Zip Code

Zip Code (1)
+4 Zip Code (2)

503-507 508-511

5
4

N
N

This is the five-digit U.S. Postal Service Zip Code associated with the employer's address. The Zip Code (2) must be either all spaces or all numeric.
Employer Foreign Address

Foreign Country Code
Foreign Country Name
Foreign Zip Code

512-513
514-538
539-553

2
25
15

A/N
A/N
A/N

If the employer's address is a foreign country, the Foreign Country Code is required. Refer to the U.S. Department of Commerce FIPS Code Manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995) to derive this code. In addition, FIPS codes may be found on the Internet at hhtp://www.itl.nist.gov. The Foreign Country Name and Zip Code are optional. The Foreign Country Name, if present, must be at least two characters. Include military designation or Canadian Province Code.
Employer Optional
Street Address

Line (1)
Line (2)
Line (3)

554-593
594-633
634-673

40
40
40

A/N
A/N
A/N

This is the employer's street address where a child support wage withholding order should be sent , do not concatenate into one line. Use Line (3) for a military designation or Canadian Province Code.
Employer Optional City 674-698 25 A No special characters, except hyphens, are allowed.
Employer Optional State 699-700 2 A This must be a valid two-letter U.S. Postal Service abbreviation of a State or territory, if present.
Employer Optional Zip Code

Zip Code (1)
+4 Zip Code (2)

701-705
706-709

5
4

A/N
A/N

This must be a five-digit U.S. Postal Service Zip Code.
The Zip Code (2) must be either all spaces or all numeric.
Employer Optional Foreign Address

Foreign Country Code
Foreign Country Name
Foreign Zip Code

710-711
712-736
737-751

2
25
15

A/N
A/N
A/N

Foreign Country Code: Refer to the U.S. Department of Commerce FIPS Code Manual, National Institute of Standards and Technology, FIPS PUB 10-4 (April 1995) to derive this code. In addition, FIPS codes may be found on the Internet at http://www.itl.nist.gov . The Foreign Country Name must be at least two characters, if present. Include military designation or Canadian Province Code.
Filler 752-801 50 A/N This will be used in future versions. For the current version, this should be all spaces.