Employer Reporting Interface: A Guide to File Layout

Introduction

This guide is divided into four sections:

General Instructions provides some overall instructions for the monthly file, including format requirements for the various types of data fields.
Control Header Record provides the totals for the numeric fields on the file. This will be used to confirm that the file is complete and ready for processing. This section consists of a table that includes Data Description, Start and End Position, Data Type, and Format/Comments.
Employee Layout provides the format for the detailed payroll data. This data will be edited and validated before it is posted to the NYSTRS system. This section consists of a table that includes Data Description, Start and End Position, Data Type, Format/Values, and Comments.
Edits provide the detail of the edit requirements for the data. To ensure that your data can be accepted by NYSTRS’ system, those edits should be performed on the data before the file is sent to NYSTRS.

NYSTRS will work directly with the school districts on mapping their codes to the NYSTRS codes. The school districts should provide a listing of their codes to NYSTRS early in the interface development process so that the mapping can be completed in a timely manner.

General Instructions

Number	Comments
1	Provide file in Text format.
2	If possible, Header (Totals) record should be last record on file.
3	Character fields (Type = Char) should be initialized to blanks and left justified.
4	Numeric fields (Type = Nbr) should be initialized to zeroes and right justified. No decimals or commas.
5	Signed numeric fields (Type = Sign) should be initialized to first position with blanks and remaining positions with zeroes. If a field has a negative value, replace the blank in the first position with a negative sign (-) and right justify data. No decimals or commas.
6	Date fields (Type = Date) should be initialized to zero date (0000-00-00) or date should be in CCYY-MM-DD format where CC = century, YY = year, MM = month, DD = day. For birth date and hire date, allow valid year, day, month only. No zeroes, spaces, blanks or asterisks. Format must be CCYY-MM-DD. CCYY > 1900 for birth date and CCYY > 2000 for hire date. MM 1-12, DD 1-31. Districts should use "CCYY-01-01", where CCYY is 1901 if date of birth is unknown and CCYY is current year for date of hire if unknown.
7	All pay, deductions and contributions reported in MTD fields must also include all adjustments made that month for prior payrolls.
8	All pay reported in MTD Gross must also be reported in one of the detailed earnings provided.
9	Members with no earnings for the month should not appear on the report.
10	A file missing a first and last name will be rejected.

Control Header Record

Each entry below begins with the Data Description, followed by Start and End Position, Data Type, and Format/Comments.

Location Code

Start and End Position: 1-5
Data Type: Char
Format/Comments: Code assigned by NYSTRS.

Record Identifier

Start and End Position: 6-6
Data Type: Char
Format/Comments: Always 1.

Reporting Period Start Date

Start and End Position: 7-16
Data Type: Date
Format/Comments: CCYY-MM-DD (month-begin date)

Reporting Period End Date

Start and End Position: 17-26
Data Type: Date
Format/Comments: CCYY-MM-DD (month-end date)

File Create Date

Start and End Position: 27-36
Data Type: Date
Format/Comments: CCYY-MM-DD

Total Count of Employees

Start and End Position: 37-44
Data Type: Nbr
Format/Comments: 99999999

Total Service Days Worked

Start and End Position: 45-55
Data Type: Sign
Format/Comments: -9999999999

Total Service Days from Hours

Start and End Position: 56-66
Data Type: Sign
Format/Comments: -9999999999

Total Service Days from Fee

Start and End Position: 67-77
Data Type: Sign
Format/Comments: -9999999999

Total MTD Gross Pay

Start and End Position: 78-91
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Base Salary Pay

Start and End Position: 92-105
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Instructional Pay

Start and End Position: 106-119
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Summer School Pay

Start and End Position: 120-133
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Holdover Pay

Start and End Position: 134-147
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Partial Leave Pay

Start and End Position: 148-161
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Retro Earliest Prior Yr Pay

Start and End Position: 162-175
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Retro Next Prior Yr Pay

Start and End Position: 176-189
Data Type: Sign
Format/Comments: -9999999999999
This field is no longer being used to report retroactive pay. This field may be repurposed in the future. No value should be included in this field on your monthly file.

Total MTD Retro Latest Prior Yr Pay

Start and End Position: 190-203
Data Type: Sign
Format/Comments: -9999999999999
This field is no longer being used to report retroactive pay. This field may be repurposed in the future. No value should be included in this field on your monthly file.

Total MTD Awards Pay

Start and End Position: 204-217
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Termination Pay

Start and End Position: 218-231
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Non-Regular Comp Pay

Start and End Position: 232-245
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Non-NYSTRS Pay

Start and End Position: 246-259
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Post-Retirement Pay

Start and End Position: 260-273
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Undefined Pay

Start and End Position: 274-287
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Loan Deduction

Start and End Position: 288-301
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Plan Contributions

Start and End Position: 302-315
Data Type: Sign
Format/Comments: -9999999999999

Total MTD Voluntary Contributions

Start and End Position: 316-329
Data Type: Sign
Format/Comments: -9999999999999

Filler

Start and End Position: 330-576
Data Type: Char
Format/Comments:

Employee Layout

Each entry below begins with the Data Description, followed by Start and End Position, Data Type, Format/Valid Values, and Comments.

Location Code

Start and End Position: 1-5
Data Type: Char
Format/Valid Values: Code assigned by NYSTRS
Comments: Required. If current value is 4 positions – leave 5th position blank.

Record Identifier

Start and End Position: 6-6
Data Type: Char
Format/Valid Values: Always 2
Comments: Required.

Reporting Month Start Date

Start and End Position: 7-16
Data Type: Date
Format/Valid Values: CCYY-MM-DD (month-begin date)
Comments: Required.

Reporting Month End Date

Start and End Position: 17-26
Data Type: Date
Format/Valid Values: CCYY-MM-DD (month-end date)
Comments: Required.

Status

Start and End Position: 27-27
Data Type: Char
Format/Valid Values: Always L
Comments: Required.

Current Social Security Number

Start and End Position: 28-36
Data Type: Nbr
Format/Valid Values: Nine digits (123456789) or a letter of the alphabet followed by seven digits (A1234567).
Comments: The National ID must contain nine digits if it is a Social Security number for a U.S. citizen. If the National ID is a Visa number for a non-U.S. national, it must have a length of eight characters with the first being a letter followed by seven digits. Blank or masked entries will not be accepted.

Prior Social Security Number

Start and End Position: 37-45
Data Type: Nbr
Format/Valid Values: 999999999 (Numerals or blanks. No asterisks or other non-numbers. All zeroes are allowed.)
Comments: Required if Current Social Security Number is different from what was reported in the previous month and the Current Payroll ID is the Social Security number.

Current Payroll ID

Start and End Position: 46-60
Data Type: Char
Format/Valid Values:
Comments: Required.

Filler1

Start and End Position: 61-63
Data Type: Char
Format/Valid Values:
Comments:

Payroll Frequency

Start and End Position: 64-64
Data Type: Char
Format/Valid Values: W – Weekly; B – Bi-Weekly; S – Semi-Monthly; M – Monthly
Comments: Required.

Number of Pay Cycles in Period

Start and End Position: 65-66
Data Type: Nbr
Format/Valid Values: If Pay Freq = W, then 4 or 5; If Pay Freq = B, then 2 or 3; If Pay Freq = S, then 2; If Pay Freq = M, then 1
Comments: Based on number of check dates in month reported.

NYSTRS EmplID

Start and End Position: 67-75
Data Type: Char
Format/Valid Values: If available
Comments: Do not use RETD, FULL, PART. Only report EmplID if known.

First Name

Start and End Position: 76-95
Data Type: Char
Format/Valid Values: No Prefix
Comments: Required. No periods or commas.

Middle Name

Start and End Position: 96-115
Data Type: Char
Format/Valid Values: Name or Initial
Comments: No periods or commas.

Last Name

Start and End Position: 116-145
Data Type: Char
Format/Valid Values: With Suffix such as Jr, Sr, III
Comments: Required. No periods or commas.

Address Line 1

Start and End Position: 146-180
Data Type: Char
Format/Valid Values: First Address Line
Comments: Required. No periods or commas.

Address Line 2

Start and End Position: 181-215
Data Type: Char
Format/Valid Values: Second Address Line
Comments: No periods or commas.

Address Line 3

Start and End Position: 216-250
Data Type: Char
Format/Valid Values: Third Address Line
Comments: No periods or commas.

City

Start and End Position: 251-270
Data Type: Char
Format/Valid Values: City
Comments: Required. No periods.

State/Province

Start and End Position: 271-272
Data Type: Char
Format/Valid Values: State/Province such as NY, ON
Comments: Required. No periods.

Zip/Postal Code

Start and End Position: 273-284
Data Type: Char
Format/Valid Values: Zip or Postal Code
Comments: Required.

Country

Start and End Position: 285-287
Data Type: Char
Format/Valid Values: USA or CAN (Canada)
Comments: Required. No periods.

Gender

Start and End Position: 288-288
Data Type: Char
Format/Valid Values: M – Male; F – Female; U – Non-binary/Other
Comments: Required. If not available, default to U.

Birth Date

Start and End Position: 289-298
Data Type: Date
Format/Valid Values: CCYY-MM-DD
Comments: Required. If not available, use 1901-01-01 and update when available.

Hire Date

Start and End Position: 299-308
Data Type: Date
Format/Valid Values: CCYY-MM-DD
Comments: Required. If not available, default to Membership date.

Leave Type Code

Start and End Position: 309-311
Data Type: Char
Format/Valid Values: MIL – Military; MAT – Maternity, Paternity, Child Care; SAB – Sabbatical; SCK – Sick; PER – Personal; XXX – Up to the first 3 characters of Leave Type Code; Blanks – Not on Leave
Comments: Only provide code if member is on an approved paid leave of absence. If you cannot map your Leave Type Code to the ones listed, provide up to the first three characters of your code. Provide the code for all months the member is on the leave including the starting and ending months.

Percent of Pay for Leave

Start and End Position: 312-314
Data Type: Nbr
Format/Valid Values: 999
Comments: If member is on a fully paid leave, indicate 100. If member is paid less than 100%, indicate the percentage of pay received by member.

Separation Reason Code

Start and End Position: 315-317
Data Type: Char
Format/Valid Values: RET – Retired; TER – Terminated/Excessed; RES – Resigned; DEA – Death; XXX – Up to the first 3 characters of Separation Reason Code; Blanks – Not Separated
Comments: If you cannot map your Separation Reason Code to the ones listed, provide up to the first three characters of your code.

Ceased Teaching Date

Start and End Position: 318-327
Data Type: Date
Format/Valid Values: CCYY-MM-DD
Comments: Required when Separation Reason Code is not blank. This should be the last day worked.

Full/Part Time Indicator

Start and End Position: 328-328
Data Type: Char
Format/Valid Values: F – Full-time; P – Part-time; R – Retired
Comments: Required.

Employment Base

Start and End Position: 329-331
Data Type: Char
Format/Valid Values: 200 – 10-Month Employee; 220 – 10.5/11-Month Empl; 240 – 12-Month Employee
Comments: Required.

Plan Elected

Start and End Position: 332-334
Data Type: Char
Format/Valid Values: TRS – TRS Plan; ORP – ORP Plan; Blanks – Not-Participating
Comments: Required if School District is a SUNY or Community College.

ORP Employment Date

Start and End Position: 335-344
Data Type: Date
Format/Valid Values: CCYY-MM-DD
Comments: Required if School District is a SUNY or Community College and the plan is ORP.

Service Days Worked

Start and End Position: 345-350
Data Type: Sign
Format/Valid Values: -99999

Pay frequency limits:

Payroll Frequency	Number of Periods	Maximum Days
W	4	20
W	5	25
B	2	20
B	3	30
S	2	20
M	1	20

Comments: Required if member is not an hourly employee. Should be the actual full days for which the employee has been paid with the limit applied. Depending on how your payroll system pays a salaried employee, you may derive the value from days worked, days scheduled to work and actual days paid, or from the base salary paid and the annualized pay rate. Zero may be a valid value.

Service Days from Hours

Start and End Position: 351-356
Data Type: Sign
Format/Valid Values: -99999

Pay frequency limits:

Payroll Frequency	Number of Periods	Maximum Days
W	4	20
W	5	25
B	2	20
B	3	30
S	2	20
M	1	20

Comments: Required if member is paid for hours worked with the limit applied. Compute Hours Worked/Hours in Standard Full-Time Work Day for the School District. If more than one Standard Full-Time Work Day is defined (i.e., if primary and secondary schools have different rates, use the lowest number of hours in a full-time day for the School District, but never less than six hours). Some members may have days for both Service Days Worked and Service Days from Hours.

Service Days from Fee

Start and End Position: 357-362
Data Type: Sign
Format/Valid Values: -99999
Comments: Required if member is paid for fee-based assignment where no hours are available such as coaching. Compute Fee Payment/Entry Level Annual Base Salary rate. If more than one Rate is available, use the lowest rate for the School District.

Annual Base Salary Pay Rate

Start and End Position: 363-371
Data Type: Nbr
Format/Valid Values: 999999999
Comments: Required. This is the full-time equivalent (FTE) pay rate including monies for administrative duties, team leaders, etc. Daily and hourly rates must be annualized reflecting the Employment Base for the member. If the rate changes during the reporting period, report the rate in effect at the end of the month.

A: MTD Gross Pay

Start and End Position: 372-381
Data Type: Sign
Format/Valid Values: -999999999
Comments: Total compensation for reporting period. Must equal the sum of the detail. A = B + C + D + E + F + G + H + I + J + K + L + M + N + O.

B: MTD Base Salary Pay

Start and End Position: 382-391
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as base contract salary including pay for team leader, department chair, coordinator, substitute teaching, etc.

C: MTD Instructional Pay

Start and End Position: 392-401
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid for instructional after-school activities and extra-curriculum activities such as tutoring, chaperoning, coaching, etc.

D: MTD Summer School Pay

Start and End Position: 402-411
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid for teaching summer school.

E: MTD Holdover Pay

Start and End Position: 412-421
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid over the summer to a 10-month employee for service rendered during the prior school year.

F: MTD Partial Leave Pay

Start and End Position: 422-431
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid while on leave and not reported as Base Salary Pay. This is usually a partial percentage of the base salary such as 50% for a sabbatical.

G: MTD Retro Earliest Prior Yr Pay

Start and End Position: 432-441
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as a retro contract adjustment(s) for one or more years. See retro payment samples on page 14.

H: MTD Retro Next Prior Yr Pay

Start and End Position: 442-451
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as a retro contract adjustment to the next or the second year reported.
Note: This field is no longer in use. All Retro should be reported using G: MTD Retro Earliest Prior Yr Pay.

I: MTD Retro Latest Prior Yr Pay

Start and End Position: 452-461
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as a retro contract adjustment to the last or the third year reported.
Note: This field is no longer in use. All Retro should be reported using G: MTD Retro Earliest Prior Yr Pay.

J: MTD Awards Pay

Start and End Position: 462-471
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid to an individual for settlement, grievances, or litigation. All paperwork must be forwarded to NYSTRS.

K: MTD Termination Pay

Start and End Position: 472-481
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as a result of cessation of employment because of retirement, severance, etc. This is usually retirement incentives, unused sick, personal, and annual leave payments.

L: MTD Non-Regular Comp Pay

Start and End Position: 482-491
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as bonuses or one-time payments that are not included in a member’s base pay. It includes taxable fringe benefits, payment in lieu of health insurance, cash value of automobiles that are reportable to the IRS, employer provided tax-sheltered annuities, etc.

M: MTD Non-NYSTRS Pay

Start and End Position: 492-501
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid that is non-reportable pay such as clerk of the board, reimbursement for expenses, non-instructional summer recreation pay, print shop monies, etc.

N: MTD Post-Retirement Pay

Start and End Position: 502-511
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid as Base Salary Pay or Instructional Pay to a member who has previously retired from the plan.

O: MTD Undefined Pay

Start and End Position: 512-521
Data Type: Sign
Format/Valid Values: -999999999
Comments: Money paid that is included in Gross Pay but not mapped to any B through N category. This should always be zero. If a new pay category is established and you cannot map it to any B through N category, default it to Undefined Pay. NYSTRS will remove the earnings until a resolution is reached.

Retro Contract Multiple Year Flag

Start and End Position: 522-522
Data Type: Char
Format/Valid Values: Y – Yes, Blank – No
Comments: If retro contract earnings cannot be separated by year, report total in earliest year and set this flag to Y.
Note: This field is no longer in use. All Retro should be reported using G: MTD Retro Earliest Prior Yr Pay.

Retro Contract Start Year

Start and End Position: 523-526
Data Type: Nbr
Format/Valid Values: CCYY
Comments: Plan year of the earliest contract earnings reported (i.e., 6/30/CCYY).
Note: This field is no longer in use. All Retro should be reported using G: MTD Retro Earliest Prior Yr Pay.

MTD Loan Deduction

Start and End Position: 527-536
Data Type: Sign
Format/Valid Values: -999999999
Comments:

MTD Plan Contributions

Start and End Position: 537-546
Data Type: Sign
Format/Valid Values: -999999999
Comments: Tier 4-6 Plan Contributions.

MTD Voluntary Contributions

Start and End Position: 547-556
Data Type: Sign
Format/Valid Values: -999999999
Comments: Tier 1 Voluntary Contributions.

Filler2

Start and End Position: 557-576
Data Type: Char
Format/Valid Values:
Comments:

Edits

Each entry below begins with the Data Description, followed by Req, E/W/N, and Edits.

Location Code

Req: Y
E/W/N: E
Edits: Must be valid code.

Record Identifier

Req: Y
E/W/N: E
Edits: Must be 1 or 2.

Reporting Period Start Date

Req: Y
E/W/N: E; E
Edits: Must be CCYY-MM-DD format. DD must be 01.

Reporting Period End Date

Req: Y
E/W/N: E; E
Edits: Must be CCYY-MM-DD format. Must be month-end of Period Start Date.

Status

Req: Y
E/W/N: E
Edits: Must be L.

Current Social Security Number

Req: Y
E/W/N: E; E; E
Edits: Must be 9 positions. Must be numeric. Not all zeroes, not all nines.

Prior Social Security Number

Req: N
E/W/N: E; E; E
Edits: Must be 9 positions. Must be numeric. Must be different from Current Social Security Number or all zeroes.

Current Payroll ID

Req: Y
E/W/N: E
Edits: Must not be blanks.

Payroll Frequency

Req: Y
E/W/N: E
Edits: Must be W, B, S, or M.

Number of Pay Cycles in Period

Req: Y
E/W/N: E
Edits:
If Pay Freq = W, then 4 or 5
If Pay Freq = B, then 2 or 3
If Pay Freq = S, then 2
If Pay Freq = M, then 1

NYSTRS EmplID

Req: N
E/W/N: W; W
Edits: Should be left-justified or blank. If RETD, PART, FULL.

First Name

Req: Y
E/W/N: E
Edits: Must not be blank.

Middle Name

Req: N
E/W/N: N
Edits: Not edited.

Last Name

Req: Y
E/W/N: E
Edits: Must not be blank.

Address Line 1

Req: Y
E/W/N: E
Edits: Must not be blank.

Address Line 2

Req: N
E/W/N: N
Edits: Not edited.

Address Line 3

Req: N
E/W/N: N
Edits: Not edited.

City

Req: Y
E/W/N: E
Edits: Must not be blank.

State/Province

Req: Y
E/W/N: E
Edits: Must not be blank.

ZIP/Postal Code

Req: Y
E/W/N: E
Edits: Must not be blank.

Country

Req: Y
E/W/N: E
Edits: Must be USA or CAN.

Sex

Req: Y
E/W/N: E
Edits: Must be M or F.

Birth Date

Req: Y
E/W/N: E; W
Edits: Must be CCYY-MM-DD format. Must not be zero date.

Hire Date

Req: Y
E/W/N: E; W
Edits: Must be CCYY-MM-DD format. Must not be zero date.

Leave Type

Req: N
E/W/N: N
Edits: Not edited.

Percent of Part Pay for Leave

Req: N
E/W/N: N
Edits: Not edited.

Separation Reason Code

Req: N
E/W/N: N
Edits: Not edited.

Ceased Teaching Date

Req: N
E/W/N: W
Edits: Must be CCYY-MM-DD format.

Full-/Part-Time Indicator

Req: Y
E/W/N: E
Edits: Must be F, P, or R.

Employment Base

Req: Y
E/W/N: E
Edits: Must be 200, 220, or 240.

Plan Elected

Req: N
E/W/N: W
Edits: Must be TRS, ORP, or blank.

ORP Employment Date

Req: N
E/W/N: W; W
Edits: Must be CCYY-MM-DD format. If Plan Elected = ORP, must not be zero date.

Service Days Worked

Req: Y
E/W/N: E; E
Edits: If service exceeds value when

Pay Frequency and number of periods:

Pay Frequency	Number of Periods	Days
W	4	20
W	5	25
B	2	20
B	3	30
S	2	20
M	1	20

Service Days from Hours

Req: Y
E/W/N: E; E
Edits: If service exceeds allowed values when

Pay Frequency and number of periods:

Pay Frequency	Number of Periods	Days
W	4	20
W	5	25
B	2	20
B	3	30
S	2	20
M	1	20

Service Days from Fee

Req: Y
E/W/N: E
Edits: Must be numeric.

Annual Base Salary Pay Rate

Req: Y
E/W/N: E
Edits: Must be numeric.

MTD Gross Pay

Req: Y
E/W/N: E
Edits: Must be numeric.