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Transaction Set
in
X12 Release 004030

540 Notice of Employment Status

Functional Group ES

This Draft Standard for Trial Use 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

Sequence
Segment
Name
Max use
0100
Transaction Set HeaderMandatory
Max 1
To indicate the start of a transaction set and to assign a control number
0200
Beginning SegmentMandatory
Max 1
To indicate the beginning of a transaction set
N1 Loop
Repeat >1
0300
Name
Max 1
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.
0400
Additional Name Information
Max 2
To specify additional names
0500
Address Information
Max 2
To specify the location of the named party
0600
Geographic Location
Max 1
To specify the geographic place of the named party
0700
Administrative Communications Contact
Max >1
To identify a person or office to whom administrative communications should be directed
0800
Reference Identification
Max >1
To specify identifying information

Detail

Sequence
Segment
Name
Max use
NM1 Loop
Repeat >1
0100
Individual or Organizational NameMandatory
Max 1
To supply the full name of an individual or organizational entity
This NM1 loop must identify the employer.
0200
Additional Name Information
Max 2
To specify additional names
0300
Address Information
Max 2
To specify the location of the named party
0400
Geographic Location
Max 1
To specify the geographic place of the named party
0500
Administrative Communications Contact
Max >1
To identify a person or office to whom administrative communications should be directed
0600
Reference Identification
Max >1
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.
ENT Loop
Repeat >1
0700
EntityMandatory
Max 1
To designate the entities which are parties to a transaction and specify a reference meaningful to those entities
This ENT loop identifies the employee.
0800
Individual Name Structure Components
Max >1
To sequence individual name components for maximum specificity
0900
Address Information
Max 2
To specify the location of the named party
1000
Geographic Location
Max >1
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.
1100
Reference Identification
Max >1
To specify identifying information
1200
Yes/No Question
Max 10
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.
1300
Date/Time Reference
Max >1
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.
1400
Health Coverage
Max 1
To provide information on health coverage
The HD segment conveys whether health insurance coverage is available for dependents.
1500
Employment Position
Max 1
To describe employment position
The EMS segment gives the status of employment.
1600
Period Amount
Max >1
To indicate a quantity, and/or amount for an identified period
1700
Transaction Set TrailerMandatory
Max 1
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.