1) Invalid number of columns in CSV file. Found <nn> columns; expecting 57. File rejected.
This is unique to CSV (Comma Separated Values) file format reporting. Columns are determined by number of commas in the line. The <nn> is the number of columns detected. The number of columns detected (in a row) DID NOT contain the required 57 columns.

2) Not a valid data line – record type invalid.
This is unique to CSV (Comma Separated Values) file format reporting. The record Identifier (column 2) MUST contain the number 2. No other value is acceptable.

3) is not a valid data line – record type must be 1 or 2.
The record Identifier (column 2) MUST contain the number 1 or 2. No other value is acceptable. The 1 record type contains Control information that summarizes the values of many of the record type 2 format. The record type 2 format is the details per employee being reported.

1) Sum <nnnnnnnn.nn> is not Equal Control Record value of (<nnnnnnnn.nn>).

2) <nnnnnnnn> is not numeric.

3) <nnnnnnnn> does not = sum of other money fields <nnnnnnnn>.
In the Control Record each Total data field must be numeric and equal to the sum of the respective column from the Detail records in the file. Additionally the Total Gross in the Control Record must equal the sum of its parts. The formula is as follows: (A) MTD (Month To Date) Gross Pay = (B) MTD Base Salary Pay

+ (C) MTD Instructional Pay
+ (D) MTD Summer School Pay
+ (E) MTD Holdover Pay
+ (F) MTD Partial Leave Pay
+ (G) MTD Retro Earliest Prior Yr Pay
+ (H) MTD Retro Next Prior Yr Pay
+ (I) MTD Retro Latest Prior Yr Pay
+ (J) MTD Awards Pay
+ (K) MTD Termination Pay
+ (L) MTD Non-Reg Comp Pay
+ (M) MTD Non-STRS Pay
+ (N) MTD Post-Retirement Pay
+ (O) MTD Undefined Pay

1) No valid header found; File rejected for District = <xxxx>.
The Data MUST have a Control Header Record as a Record Identifier = 1. None was found AFTER processing the Data File.

2) Multiple Control headers found.
The Data has more than 1 Control Header Record. Control Header records are identified by a 1 in the Record Identifier field. Each District can only have one control record.

1) <xxxx> Non-numeric district number found.
The reported Location Code (District Number) is the first 4 digits in a 5-digit column was not Numeric. All NYSTRS Location Codes are numeric values.

2) <xxxx> District number is NOT an Active District.
The reported Location Code (District Number) was valid in the past but is now marked as inactive.

3) <xxxx> District number IS NOT VALID.
The reported Location Code (District Number) is unknown to NYSTRS.

4) <xxxx> District number is not the same as the District-In Folder [<xxxx>].
The reported Location Code (District Number) found in the data did not match to the proper FTP folder. The first <xxxx> reference is the District Number found in the data and the second [<xxxx>] reference is the FTP folder that the data was processed from. Each District has a unique FTP data storage folder and this message occurs when the data from one District has been placed in the wrong folder. Generally this only happens to service vendors that provide NYSTRS reporting for multiple school districts.

1) <xxxxxxxxxx> contains non-numeric characters, or is formatted incorrectly.

2) <xxxxxxxxxx> is not CCYY-MM-DD format.

3) <xxxxxxxxxx> Year is not numeric CCYY format.

4) <xxxxxxxxxx> is not CCYY-MM-DD format.

5) <xxxxxxxxxx> is not a reasonable date.

6) <xxxxxxxxxx> Month is not numeric MM format.

7) <xxxxxxxxxx> has an invalid month (<MM>).

8) <xxxxxxxxxx> has an invalid day (<DD>).

9) <xxxxxxxxxx> has an invalid day of month (<MM>).

10) <xxxxxxxxxx> begins on other than the 1st of the month.

11) <xxxxxxxxxx> ends on other than the last day of the month.
The date format is rigid, but not all dates are required. For instance, Hire Date is not required, but Birth Date is. When a non-required date is reported, it MUST follow the same rules as required dates. The date format is 10 characters with the Century and Year (CCYY), followed by a "-" (dash), followed by the 2-digit Month (MM), followed by a second "-" (dash) and finally followed by the 2-digit Day of the Month. This is represented by CCYY-MM-DD or for example 2007-02-01 for the first day of Febuary for the year 2007. Note that both the Month and Day contain the leading zero. All digits must be numeric and represent real dates. Some dates are range tested on the CCYY portion of the date. Ranges are set based on the Current Date with plus or minus +(-) number of years. Months and Days must represent legal calendar dates. A variety of exception messages above are produced by Date errors. Special date range tests are related to # 5 above under reference #10 Date Format errors. The special ranges for dates are described in the following.

Birth dates are required but not always available for a new employee. It has a special permitted value of 1901-01-01. This is outside the normal range, but it is used to signify that the Birth Date is unknown.

Beginning and Ending CCYY reporting dates must be between (minus 2 years) or 2005 and the Current CCYY of 2007 assuming the Current Date was 2007-02-01.

Ceased Teaching Date (when reported) has no range limit on the CCYY. Only edited if Separation Reason has also been reported.

Hire Date is not edited.

ORP Employment Date is not edited.

1) <CCYY-MM-DD> not consistent with first begin date <CCYY-MM-DD>.

2) <CCYY-MM-DD> not the same year/month as Begin Date <CCYY-MM-DD>.
Begin and End reporting dates have additional requirements. They are required to occur in the same reporting cycle. For example, using the 2007-02-01 sample above as the Begin Date the appropriate Ending Date would be 2007-02-28. Each month's reporting must have the 1st of the month, and Ending Date is the last calendar day of the same month and year.

<xxxxxxxx> contains invalid characters. ONLY (A-Z a-z), (Blank), ('), or (-) are valid.
These edits only occur when the EmplID is missing or invalid format. The First Name field becomes required because this case will become a New Employee if it also has a valid Social Security number, is indicated as a Full Time employee or has been reported with contributions. First name cannot contain any numbers. The (Blank) above refers to embedded blanks not the entire data field being blank.

1) <xxxxxxxxx> contains non-numeric characters.

2) <xxxxxxxxx> cannot be zeros.

3) <xxxxxxxxx> must be 9 digits.
The Social Security Numbers must be all numeric characters from 0-9, no blanks and not all zero characters. Certain exceptions apply. If the NYSTRS EmplID, Last Name, and Birth Date are present and they satisfy the individual edits, the Current NID column is accepted as is. SUNY Location Code (Districts) are allowed to report using Blanks and Zeroes. Prior NID's are accepted with blanks and zeroes, but if reported they must be numeric characters. Masked (such as xxxxx1234 or *****1234) can be a valid format. The first 5 characters will be treated as a "mask" if they are all the same non-numeric character).

is invalid. Must be W,B,S, or M. Found '<x>'.
Payroll Frequency is how often the employee is paid. Acceptable codes are only "W," "B," "S," "M," "w," "b," "s" or "m." The <x> is the character that was found. Below is the translation of the acceptable codes:
B = Bi-weekly
M = Monthly
S = Semi-Annual
W = Weekly

B = Payroll Frequency. Pay Cycles must be 2 or 3. Found '<x>'.

M = Payroll Frequency. Pay Cycles must be 1. Found '<x>'.

S = Payroll Frequency. Pay Cycles must be 2. Found '<x>'.

W = Payroll Frequency. Pay Cycles must be 4 or 5. Found '<x>'.
Pay Cycles is how many times the employee was paid during this reporting period. The edit is based on what the frequencey of payment is. See Payroll Frequency (above) for Code definitions. With the Bi-Weekly and Weekly there are times during the year that have more pay cycles in a month than others.

<x> is an invalid value. Use only F, P or R.
The Full time, Part time or Retired data field (column) indicates how the employee is employed.
F = Full Time
P = Part Time
R = Retired

<nnn> is an invalid value. 200, 220 or 240 should be used.
The employment base is set based on how many days the employee is contracted to work.

bbb = (Blanks) Defaults to 200 as a 10-Month Empoyee

000 = (Zeroes) Defaults to 200 as a 10-Month Empoyee

200 = 10-Month Employee

220 = 11-Month Employee

240 = 12-Month Empoyee

(A) MTD (Month To Date) Gross Pay = (B) MTD Base Salary Pay

+ (C) MTD Instructional Pay
+ (D) MTD Summer School Pay
+ (E) MTD Holdover Pay
+ (F) MTD Partial Leave Pay
+ (G) MTD Retro Earliest Prior Yr Pay
+ (H) MTD Retro Next Prior Yr Pay
+ (I) MTD Retro Latest Prior Yr Pay
+ (J) MTD Awards Pay
+ (K) MTD Termination Pay
+ (L) MTD Non-Reg Comp Pay
+ (M) MTD Non-STRS Pay
+ (N) MTD Post-Retirement Pay
+ (O) MTD Undefined Pay

Max # of LINE ERRORS (<nn>) has been detected. Total errors in line are <nn>.
During the initial data editing process the information reported is reviewed for consistency and validity. Most data fields (columns) are examined for reasonability and are reported, usually by email, when they fail these tests. However, to limit the size of any email and attempt to process as far into the data as possible, the number of errors that are reported on a single row of data has been limited. The first <nn> reported is the error limit that has been encountered and the second <nn> is the total detected on that row of data. Be sure to review the remaining contents of the row of data to see if similar errors to those listed have been made in subsequent data fields.

Tot Salary Earned Semi-Annual Salary Earned must be numeric.
The Old Format record layout is being phased out. The control record contains the total of the Salary Earned in the detail records in the file. This value must be numeric and equal to the actual sum of Salary Earned that are in the Detail (Type 2) records that are present in the file.

Tot Contributions Semi-Annual Contributions must be numeric.
The Old Format record layout is being phased out. The control record contains the total of the Contributions in the detail records in the file. This value must be numeric and equal to the actual sum of Contributions that are in the Detail (Type 2) records that are present in the file.