540 Notice of Employment Status

Functional Group ES

X12F Finance Subcommittee

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

Position
Segment
Name
Max use
  1. To indicate the start of a transaction set and to assign a control number

  2. To indicate the beginning of a transaction set

  3. N1 Loop Optional
    Repeat >1
    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.
    2. To specify additional names

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

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

    6. To specify identifying information

Detail

Position
Segment
Name
Max use
  1. NM1 Loop Mandatory
    Repeat >1
    1. To supply the full name of an individual or organizational entity

      This NM1 loop must identify the employer.
    2. To specify additional names

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

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

    6. 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. 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. To sequence individual name components for maximum specificity

      3. To specify the location of the named party

      4. 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. To specify identifying information

      6. 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. 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. To provide information on health coverage

        The HD segment conveys whether health insurance coverage is available for dependents.
      9. To describe employment position

        The EMS segment gives the status of employment.
      10. To indicate a quantity, and/or amount for an identified period

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

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