540 - Notice of Employment Status

FUNCTIONAL GROUP=ES

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.

SCHEMA

ST

Segment	Name	Position
ST	Transaction Set Header	0100
BGN	Beginning Segment	0200

N1

Segment	Name	Position
N1	Party Identification	0300
N2	Additional Name Information	0400
N3	Party Location	0500
N4	Geographic Location	0600
PER	Administrative Communications Contact	0700
REF	Reference Information	0800

NM1

Segment	Name	Position
NM1	Individual or Organizational Name	0100
N2	Additional Name Information	0200
N3	Party Location	0300
N4	Geographic Location	0400
PER	Administrative Communications Contact	0500
REF	Reference Information	0600

ENT

Segment	Name	Position
ENT	Entity	0700
IN2	Individual Name Structure Components	0800
N3	Party Location	0900
N4	Geographic Location	1000
REF	Reference Information	1100
YNQ	Yes/No Question	1200
DTM	Date/Time Reference	1300
HD	Health Coverage	1400
EMS	Employment Position	1500
PAM	Period Amount	1600
SE	Transaction Set Trailer	1700

COMMENTS

Notes
1/0300	This N1 loop can be used to identify the sender and receiver, such as an agent or transmitter or government agency.
2/0100	This NM1 loop must identify the employer.
2/0600	This REF segment contains the employer identification. Either the Federal Employer Identification Number (FEIN) or a state identification number is required.
2/0700	This ENT loop identifies the employee.
2/1000	The second and subsequent iterations of the N4 segment identify state(s) in which the employee works.
2/1200	This YNQ segment contains an agency response to name, Social Security Number, or other information reported if necessary, e.g., error indications.
2/1300	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.
2/1400	The HD segment conveys whether health insurance coverage is available for dependents.
2/1500	The EMS segment gives the status of employment.

rev 04/12/2024