Demographic and Job Data | PowerSchool ERP Compliance

The default file name for the Demographic and Job Data report is NY ERS_Demo_Job_<monthyear>.txt.

The file format is pipe-delimited.

The Demographic and Job Data report contains the following records:

Demographic Records

The following table shows the fields, lengths, demographic record details, data source or valid values, and whether the field is required for the Demographic records in the report.

Field	Length	Description	Data Source or Valid Values	Required or Optional
Transaction Type	1	Indicates the type of transaction.	The valid value is 1.	Required
NYSLRS ID	9	The unique identification number assigned to the employee by the New York State and Local Retirement Systems (NYSLRS) after submitting the Demographic and Job Data report for new employees.	Retrieved from the NYSLRS ID field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page. To report an employee for the first time, the valid value is New.	Required
Employment Instance	3	A number of up to three digits that determines the job to include in the report. The employment instance is assigned to the employee by the NYSLRS after the Demographic and Job Data report for new employees is submitted.	Retrieved from the Employment Instance field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page. To report an employee for the first time, the valid value is New.	Required
Social Security Number (Last Four Digits)	4	The last four digits of the employee's Social Security number.	Retrieved from the Social Security Number field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
First Three Characters of First Name	3	The first three characters of the employee's first name.	Retrieved from the First Name field on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Social Security Number (Complete)	9	The employee's Social Security number. The full SSN is required only when a new employee is initially reported to NYSLRS.	Retrieved from the Social Security Number field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Name Prefix	4	The prefix for the employee's name.	Valid values: Ald = Alderman Bisp = Bishop Bro = Brother Comd = Commander Comr = Commissioner Dr = Doctor Fr = Father/Friar Gov = Governor Hon = Honorable Lt = Lieutenant Prof = Professor Rev = Reverend Sen = Senator Sr = Sister Retrieved from the Name Prefix field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Optional
First Name	30	The employee’s first name.	Retrieved from the First Name field on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Middle Name	30	The employee's middle name.	Retrieved from the Middle Name field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Optional
Last Name	30	The employee's last name.	Retrieved from the Last Name field on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Name Suffix	15	The suffix for the employee's name.	Valid values: Exec = Executor I = First II = Second III = Third IV = Fourth V = Fifth VI = Sixth VII = Seventh VIII = Eighth IX = Ninth X = Tenth Eng = Engineer Esq = Esquire Jr = Junior LPN = Licensed Practical Nurse MD = Medical Doctor PhD = Doctor of Philosophy Sr = Senior DVM = Doctor of Veterinary Medicine DDS = Doctor of Dental Surgery RN = Registered Nurse Retrieved from the Name Suffix field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Optional
Date of Birth	10	The employee's date of birth.	Retrieved from the Date of Birth field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Gender	1	The employee's gender.	Valid values: F - Female M - Male X - Non-binary or gender non-conforming U - Unknown Retrieved from the Gender field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Country	3	The employee's country of residence.	For Canadian mailing addresses, the valid value is CAN. Retrieved from the Country field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Address	55	The first line of the employee's address.	Retrieved from the Address 1 field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Address 2	55	The second line of the employee's address.	Retrieved from the Address 2 field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Optional
Address 3	55	The third line of the employee's address.	Retrieved from the Address 3 field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Optional
City	30	The employee's city of residence.	Retrieved from the City field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
State	6	The employee's state of residence. You can use up to six letters for states in other countries.	Retrieved from the State field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
ZIP Code	10	The employee's zip code.	Valid values: The five-digit ZIP Code for US residences The US ZIP Code with the additional four-digit detail The six-digit ZIP Code for Canadian residences Retrieved from the Zip Code and Zip Extension fields on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required

Job Data Records

The following table shows the fields, lengths, job data record details, data source or valid values, and whether the field is required for the Job Data records in the report.

Field	Length	Description	Data Source or Valid Values	Required or Optional
Transaction Type	1	Indicates the type of transaction.	2	Required
NYSLRS ID	9	The unique identification number assigned to the employee by the New York State and Local Retirement Systems (NYSLRS) after submitting the Demographic and Job Data report for new employees.	Retrieved from the NYSLRS ID field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page. To report an employee for the first time, the valid value is New.	Required
Employment Instance	3	Determines the job to include in the report. The employment instance is assigned to the employee by the NYSLRS after the Demographic and Job Data report for new employees is submitted.	Retrieved from the Employment Instance field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page. To report an employee for the first time, the valid value is New.	Required
Social Security Number (Last Four Digits)	4	The last four digits of the employee's Social Security number.	Retrieved from the Social Security Number field on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
First Three Characters of First Name	3	The first three characters of the employee's first name.	Retrieved from the First Name field on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Transaction Date	10	The effective date of the Human Resources transaction.	Retrieved from the Transaction Date field on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
HR Transaction Type	3	The type of Human Resources transaction.	Valid values: HIR = Hire REH = Rehire DTA = Data Change LOA = Leave of Absence MED = Leave of Absence (Medical) MIL = Military Leave RFL = Return from Leave (Any) TER = Termination Retrieved from the HR Transaction Type field on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Job Code	6	The corresponding job code for ERS.	Retrieved from the Job Code field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Pay Frequency	5	Indicates how often the employee is paid.	Valid values: A = Annual B = Biweekly M = Monthly Q = Quarterly S = Semimonthly T = Semi-Annual W = Weekly Retrieved from the Pay Frequency field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Annual Compensation Rate	12.2	The actual compensation rate the employee is expected to make annually. This value is used to determine overtime limitations.	For a full-time employee, this value would be equal to the Annualized Rate of Pay. For a part-time employee, this value is calculated based on the number of hours the employee is expected to work in a calendar year multiplied by the employee’s hourly rate. Retrieved from the Annual Compensation Rate field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Standard Work Day	4.2	The standard number of hours worked each day for the ERS job code.	The valid value is between six and eight hours for all jobs. Retrieved from the Standard Workday Hours field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Annualized Rate of Pay	15.2	The compensation rate the employee would be expected to make if they were full-time. For details regarding calculating the Annualized Rate of Pay, determine the appropriate membership system and refer to the corresponding Annual Wage calculation section in the Employees’ Retirement System Membership Application.	Retrieved from the Annualized Rate of Pay field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Regular/Temporary Employee	1	Indicates whether the employee is regular or temporary. Regular employees have no end date, regardless of their probationary status. Temporary employees are any other type of employees, including seasonal, provisional, substitute, on-call, or per diem. This value is used along with the Job Code to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using the reported data.	Valid values: R = Regular T = Temporary Retrieved from the Regular / Temporary field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Full-Time/Part-Time Employee	1	Indicates whether the employee is full-time or part-time. This value is used along with the Job Code to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using reported data.	Valid values: F = Full-Time P = Part-Time Retrieved from the Full-Time / Part-Time field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Employee Class	3	The employee’s class.	Valid values: 12 = 12 Month 12P = 12 Month Provisional 10 = 10 Month S = Seasonal OC = On Call SB = Substitute PD = Per Diem Retrieved from the Employee Class field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Retirement Indicator	1	Indicates whether the employee is a retiree from any of the public retirement systems in New York State or New York City.	Retrieved from the Retirement Indicator field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required
Retired in Retirement System	7	The public retirement system under which the employee comes.	Valid values: NYSTRS NYSERS NYSPFRS NYCPPF NYCFPF NYCBDED NYCTRS NYCERS Retrieved from the Retirement System field on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.	Required if the Retirement Indicator value is Y.