EDI 540 Notice of Employment Status

Functional Group ES

X12F Finance Subcommittee

This X12 Transaction Set contains the format and establishes the data contents of the Notice of Employment Status Transaction Set (540) for use within the context of an Electronic Data Interchange (EDI) environment. This standard can be used to notify government agencies or authorized parties of the identity of newly hired employees, of the termination of employees, or to confirm employment status. The transaction set may also be used to convey this information between authorized parties, or to convey responses from the agency if necessary.

Heading

1. 0100 · ST · Transaction Set Header · Max 1 · Mandatory

   To indicate the start of a transaction set and to assign a control number

2. 0200 · BGN · Beginning Segment · Max 1 · Mandatory

   To indicate the beginning of a transaction set

3. N1 Loop Optional Repeat >1

   1. 0300 · N1 · Party Identification · Max 1 · Mandatory

      To identify a party by type of organization, name, and code

      This N1 loop can be used to identify the sender and receiver, such as an agent or transmitter or government agency.

   2. 0400 · N2 · Additional Name Information · Max 2 · Optional

      To specify additional names

   3. 0500 · N3 · Party Location · Max 2 · Optional

      To specify the location of the named party

   4. 0600 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 0700 · PER · Administrative Communications Contact · Max >1 · Optional

      To identify a person or office to whom administrative communications should be directed

   6. 0800 · REF · Reference Information · Max >1 · Optional

      To specify identifying information

Detail

1. NM1 Loop Mandatory Repeat >1

   1. 0100 · NM1 · Individual or Organizational Name · Max 1 · Mandatory

      To supply the full name of an individual or organizational entity

      This NM1 loop must identify the employer.

   2. 0200 · N2 · Additional Name Information · Max 2 · Optional

      To specify additional names

   3. 0300 · N3 · Party Location · Max 2 · Optional

      To specify the location of the named party

   4. 0400 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 0500 · PER · Administrative Communications Contact · Max >1 · Optional

      To identify a person or office to whom administrative communications should be directed

   6. 0600 · REF · Reference Information · Max >1 · Optional

      To specify identifying information

      This REF segment contains the employer identification. Either the Federal Employer Identification Number (FEIN) or a state identification number is required.

   7. ENT Loop Mandatory Repeat >1

      1. 0700 · ENT · Entity · Max 1 · Mandatory

         To designate the entities which are parties to a transaction and specify a reference meaningful to those entities

         This ENT loop identifies the employee.

      2. 0800 · IN2 · Individual Name Structure Components · Max >1 · Optional

         To sequence individual name components for maximum specificity

      3. 0900 · N3 · Party Location · Max 2 · Optional

         To specify the location of the named party

      4. 1000 · N4 · Geographic Location · Max >1 · Optional

         To specify the geographic place of the named party

         The second and subsequent iterations of the N4 segment identify state(s) in which the employee works.

      5. 1100 · REF · Reference Information · Max >1 · Optional

         To specify identifying information

      6. 1200 · YNQ · Yes/No Question · Max 10 · Optional

         To identify and answer yes and no questions, including the date, time, and comments further qualifying the condition

         This YNQ segment contains an agency response to name, Social Security Number, or other information reported if necessary, e.g., error indications.

      7. 1300 · DTM · Date/Time Reference · Max >1 · Optional

         To specify pertinent dates and times

         The DTM segment may optionally contain the employee's birthdate, and may contain Date of Hire, Termination Date, First Day Worked, Last Day Worked, First Pay Date, or Last Pay Date.

      8. 1400 · HD · Health Coverage · Max 1 · Optional

         To provide information on health coverage

         The HD segment conveys whether health insurance coverage is available for dependents.

      9. 1500 · EMS · Employment Position · Max 1 · Optional

         To describe employment position

         The EMS segment gives the status of employment.

      10. 1600 · PAM · Period Amount · Max >1 · Optional

          To indicate a quantity, and/or amount for an identified period

2. 1700 · SE · Transaction Set Trailer · Max 1 · Mandatory

   To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)