RIC Census Report - File Layout and Data Mapping

A

EMPLOYEE SSN

The employee's social security number.

11

Alphanumeric

Not applicable

Required

B

EMPLOYEE NUMBER

The employee number.

9

Alphanumeric

Not applicable

Optional

C

FIRST NAME

The employee's first name.

20

Alphanumeric

Not applicable

Required

D

MIDDLE NAME

The employee's middle name.

20

Alphanumeric

Not applicable

Optional

E

LAST NAME

The employee's last name.

20

Alphanumeric

Not applicable

Required

F

ADDRESS 1

The first line of the employee’s address.

30

Alphanumeric

Not applicable

Required

G

ADDRESS 2

The second line of the employee’s address.

30

Alphanumeric

Not applicable

Optional

H

CITY

The employee’s city.

30

Alphanumeric

Not applicable

Required

I

STATE

The employee’s state.

2

Alphanumeric

Not applicable

Required

J

ZIP CODE

The employee’s five-digit zip code.

9

Numeric

Not applicable

Required

K

FOREIGN STATE/PROV

The employee’s country or province of origin.

30

Alphanumeric

Not applicable

Optional

L

COUNTRY

The employee’s country.

30

Alphanumeric

Not applicable

Optional

M

GENDER

The employee's gender. 

1

Code

• M - Male

• F - Female

Required

N

BIRTH DATE

The employee's date of birth. 

10

Date

Not applicable

Required

O

HOME PHONE

The employee’s home phone number.

10

Numeric

Not applicable

Optional

P

OFFICE PHONE

The employee’s office phone number.

10

Numeric

Not applicable

Optional

Q

OFFICE PHONE EXTN

The employee’s office phone number extension.

10

Numeric

Not applicable

Optional

R

OTHER PHONE

The employee’s other phone number.

10

Numeric

Not applicable

Optional

S

PLAN STATUS

The employee’s status within the plan.

Plan status A should be used for all employees who contribute to the 403b plan. Plan status X should be used for all eligible employees who are not currently contributing to the 403b plan.

Retired and terminated employees, as well as any other employees who previously contributed to the 403b plan but no longer contribute, should be assigned plan status X.

1

Code

• A = Eligible Participating

• X = Not Participating

Required

T

PLAN STATUS SUB TYPE

The employee’s status subtype within the plan.

Enter a value in this field only if the employee has an outstanding Qualified Domestic Relations Order (QDRO), a court order issued under state domestic relations law related to the payment of child support, alimony, or marital property rights.

Otherwise, this field should be left blank.

1

Code

If the Plan Status field value is X, leave this field blank.

If the Plan Status field value is A, the valid values are:

• Blank

• C = QDRO Court action pending

Optional

U

PLAN STATUS DATE

The effective date of the Plan Status and Plan Status Sub Type field values.

The plan status date would be the same as the hire date for all current employees, provided the employee was eligible to participate in the plan immediately upon hire.

For retired and terminated employees, this should be their retirement or termination date.

This date should be updated whenever an employee's Plan Status changes.

10

Date

Not applicable

Required

V

EMPLOYMENT STATUS

The employee’s employment status.

If your system does not differentiate between retired and terminated employees, you can use T.

1

Code

• H = Hired

• D = Deceased

• P = Disabled

• R = Retired

• T = Terminated

• L = Leave of Absence

Required

W

EMPLOYMENT STATUS SUB TYPE

The employee’s employment status subtype.

1

Code

If the EMPLOYMENT STATUS field value is H, the valid values are:

• O = Original

• R = Rehired

If the EMPLOYMENT STATUS field value is R, the valid values are:

• N = Normal

• E = Early

• P = Postponed

If the EMPLOYMENT STATUS field value is L, the valid values are:

• A = Approved – Paid

• U = Approved – Unpaid

• F = Family Medical leave Act

• M = Military

Required

X

EMPLOYMENT STATUS DATE

The effective date of the Employment Status field value.

This field value depends on each employee’s employment status and the date that status became effective. For example, it could be their hire date, or the date they retired, were terminated, became disabled, etc.

This date should be updated whenever an employee's employment status changes.

10

Date

Not applicable

Required

Y

HIRE DATE

The employee’s date of hire.

10

Date

Not applicable

Required

Z

PLAN ENTRY DATE

The date the employee is eligible to participate in the plan.

This field value should be the employee’s hire date, provided the employee is eligible to contribute to the 403b plan immediately upon hire.

10

Date

Not applicable

Required

AA

CURRENTLY OR PREVIOUSLY CONTRIBUTING

Indicates whether the employee is currently contributing to or has previously contributed to the plan.

1

Code

• Y = Currently or Previously Contributing

• N = Has Never Contributed

Required

AB

CURRENT SALARY

The employee’s annual salary, to be used for the 415 portion of the Contribution Limit Monitoring.

The annual salary should reflect the employee’s salary from January to December of the current calendar year.

11 digits, including two decimal places

Numeric

Not applicable

Required

AC

VESTED

Indicates whether the employee is vested in the plan.

1

Code

The valid value is Y.

Required

AD

YEARS OF SERVICE

The number of years of service a participant has worked. This field value is used for the 15 years of service catch-up contribution calculation for Contribution Limit Monitoring. It should only include completed years, not partial years of service.

For employees who have not yet completed one year of service or if the 15-year service catch-up provision is not allowed under the plan, the valid value is 0.

This field should be calculated only for an employee’s years of service under your employment. Years of service under an unrelated employer do not count toward this calculation.

For full-time employees, the most recent one-year service period will generally be the current taxable year.

For part-time and retiring employees, the most recent one-year service period consists of the service in the current year and the service for as many previous years as necessary to total one full year of service. The most recent periods of service are added to determine the most recent one–year period of service. This is done by first considering the service during the year for which the determination is being made and then adding the service from the preceding years until the total service reaches one year.

Remember that the most recent one-year service period for teachers may not translate to a 12-month year if the school considers a teacher's "period of service" to be a shorter amount (for example, 9 or 10 months, to align with the academic year).

2

Numeric

Not applicable

Required