Section 6: Magnetic Tape Reporting Format 

Introduction  | Instructions  | Control Record Format  | Employee Record Format  | Table of Contents

INTRODUCTION

Reporting by MAGNETIC TAPE is one of three acceptable methods used by employers to report salary data to TRS. The other methods are:

1. Diskette

2. Hard Copy Document

TRS is attempting to minimize and eventually eliminate hard copy reporting since processing is more complex and time consuming than with diskette or tape reporting.

When you create your tape, we suggest you also produce a hard copy listing containing the same information. If the information on the tape needs to be corrected, please make changes in RED on the listing and submit it with your tape. Be sure to update your data base so future reports will contain the corrected information.

Each report MUST BE CERTIFIED by an appropriate school official. In addition, a printed listing must accompany your Period 2 report. Please refer to Section 2 or Section 3 for more detailed information on this topic.

If you have any questions on this matter, please call our Employer Reporting Unit at 1-800-356-3128, Ext. 6220 (447-2900 if calling from the Albany area).

INSTRUCTIONS

If you will be submitting your Employer Reports on a magnetic tape reel or cartridge, please follow the instructions and format described below:

1. One Employer Report only is to be submitted on one reel or cartridge of magnetic tape. If you are late for Period 1 and are submitting both report periods at the same time, submit each period's report on a separate magnetic tape reel or cartridge.

2. On the EXTERNAL label affixed to the magnetic tape reel, state the density (1600 or 6250) at which the tape was written as well as whether it is recorded in 9-track or 7-track mode. Also, identify your computer make and model. Our preferred method is EBCDIC mode, 1600 or 6250 BPI density and 9 tracks.

On the EXTERNAL label affixed to the cartridge, state the density (standard or IDRC) at which the cartridge was written. Also, identify your computer make and model. All IBM 3480/90 and compatible cartridges will be acceptable.

3. This external label should also clearly state the location name and code being reported. In the case of a BOCES submitting more than one district, include a list of the school district names and codes being reported. In addition, please attach your address to facilitate return mailing.

4. Blocking factor = 10 logical records or 1600 characters. Logical Record Size = 160 characters.

5. Your file should have an internal header label written in whatever format is standard for your computer.

6. For each location reported, there should be one control record (identified by "1" in position one of the record). For each employee being reported, there should be only one employee record (identified by a "2" in position one of each record).

7. The file may be in any sequence you desire. We will be sorting all files submitted to us.

8. All fields on your file must be in character mode. Do not pack numeric data. All numeric data must be unsigned and right-justified. Please strip all zone bits from the low order position. All alphanumeric data must be left-justified and space filled.

CONTROL RECORD FORMAT

There should be one control record for each school being reported.

There should be ONE record for each employee being reported.