Retirement Systems - File Layouts and Data Mapping
The following table lists the field number, field name, description, location, and length.
The file name must be PAYROLL.
Field # | Field Name | Description | Location | Length |
|---|---|---|---|---|
1 | Transaction Code | Always 405 (Payroll data transaction). | 1-3 | 3 |
2 | Payroll Period Ending Date | Numeric. The format is Month-Day-Century-Year. For example, 01011999. | 4-11 | 8 |
3 | Space | Not Applicable | 12 | 1 |
4 | System Code | Valid values:
| 13 | 1 |
5 | Employer Location Code | Assigned by the State Retirement Agency. Numeric. | 14-21 | 8 |
6 | Spaces | Not Applicable | 22-26 | 5 |
7 | Plan Code | 8 – Identifies members of the Contributory Pension plan. | 27 | 1 |
8 | Social Security | Numeric. Required. | 28-36 | 9 |
9 | Last Name | Left-justified. Includes spaces from the end of data to the end of the field. | 37-53 | 17 |
10 | First Name | Left-justified. Includes spaces from the end of data to the end of the field. | 54-65 | 12 |
11 | Middle Initial | The employee’s middle initial. | 66 | 1 |
12 | Actual Annual Compensation | Part-time members calculated as members’ annual earnable compensation multiplied by the percentage of time. Numeric. Dollars only. For example, $12,499.88 per year = 0012500. | 67-73 | 7 |
13 | Employee Contribution Amount | Dollars and cents of employee contribution amount withheld for the pay period. Numeric. For example, 000002680 represents $26.80. | 74-82 | 9 |
14 | Hours Worked | The number of actual hours worked during this pay period, exclusive of overtime. Numeric. For example, 0355 represents 35.5 hours (implied decimal point). | 83-86 | 4 |
15 | Standard Hours | The number of regular hours for the full-time equivalent position during this pay period. Numeric. For example, 0710 represents 71.0 hours (implied decimal point). | 87-90 | 4 |
16 | Percentage of Time | If the member is a full-time employee, fill with zeros. If the member is a part-time employee, enter the budgeted part-time percentage in this field. Numeric. For example:
| 91-92 | 2 |
17 | Pay Period Base Salary Paid | Dollars and cents of actual base earnings for the pay period, exclusive of overtime, shift-differential, bonus, summer school wages, etc. Numeric. For example, 000085495 represents $854.95. | 93-101 | 9 |
18 | Annual Earnable Compensation (full-time) | For full-time members, this amount equals the actual annual compensation. For part-time members, it is calculated as the member’s actual annual compensation divided by the percentage of time. Numeric. Dollars only. For example, $12,499.88 per year = 0012500. | 102-108 | 7 |
19 | Spaces | Not Applicable | 109-124 | 16 |
20 | Street Address | Required for each payroll (primary address line). | 125-159 | 35 |
21 | Miscellaneous Address | Report as necessary. Overflow address field for additional miscellaneous home address information. For example, Apt. B. | 160-194 | 35 |
22 | City | Required for each payroll. | 195-227 | 33 |
23 | State | Required for each payroll. | 228-229 | 2 |
24 | Zip Code – First 5 | Numeric. Use zeros if foreign or unknown. | 230-234 | 5 |
25 | Zip Code – Last 4 | Numeric. Use zeros if foreign or unknown. | 235-238 | 4 |
26 | Spaces | Not Applicable | 239-250 | 12 |
Additional Reporting Tips
The record format must be set up as a fixed-length ASCII (DOS TEXT) file with positions defined above.
All characters must be upper case (capitalized).
Numeric fields are right-justified and require leading zeros to fill out the field column.
Non-numeric fields are left-justified, and any unused positions must have spaces.
Do not include carriage returns or line feeds. The data should be continuous, with each successive 250-character record following the preceding record.