TRS Retirement Report - File Layout and Data Mapping

The default file name for the TRS Retirement report is NY TRS_Report_<Reporting Month Reporting Year>.txt.

The report consists of the following records:

Header Record

The header record must be the last in the report file.

The following table shows the fields, position, data type, description, and data source or valid values for the report's header record.

Field	Position	Data Type	Description	Data Source or Valid Values
Location Code	1-5	Char	The four-digit code assigned by the New York State Teachers' Retirement System (NYSTRS).	Not applicable
Record Identifier	6-6	Char	Indicates the type of record.	The valid value is 1.
Reporting Period Start Date	7-16	Date	The date of the first day of the period being reported. The format is CCYY-MM-DD.	The value is retrieved from the Check Start Date field on the NY TRS Retirement Report - Report page. The valid value is the first day of the reporting month.
Reporting Period End Date	17-26	Date	The date of the last day of the period being reported. The format is CCYY-MM-DD.	The value is retrieved from the Check End Date field on the NY TRS Retirement Report - Report page. The valid value is the last day of the reporting month.
File Create Date	27-36	Date	The creation date of the report file. The format is CCYY-MM-DD.	Not applicable.
Total Count of Employees	37-44	Numeric	The number of employee records in the report file.	Not applicable.
Total Service Days Worked	45-55	Integer	The cumulative equivalent of the full days for which employees have been paid.	The sum of the values in all employees' Days Worked fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total Service Days from Hours	56-66	Integer	The cumulative total hours worked divided by hours in Standard Full-Time Workday for the school district.	The sum of the values in all employees' Days From Hours fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total Service Days from Fee	67-77	Integer	The cumulative number of hours for the fee-based assignment to be converted to Days From Fees.	The sum of the values in all employees' Days From Fees fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Gross Pay	78-91	Integer	The cumulative total monthly compensation reported.	The sum of the values in all employees' Gross Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Base Salary Pay	92-105	Integer	The cumulative monthly portion of the Annual Base Pay Rate (ABPR), as found in the collective bargaining agreement, exclusive of any additional monies paid as a stipend or hourly wage.	The sum of the values in all employees' Base Salary Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Instructional Pay	106-119	Integer	The cumulative monies for reportable duties paid in addition to the base salary as a stipend or hourly rate.	The sum of the values in all employees' Instructional Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Summer School Pay	120-133	Integer	The cumulative monies paid for teaching traditional summer school.	The sum of the values in all employees' Summer Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Holdover Pay	134-147	Integer	The cumulative payments to 10-month teachers electing to be paid over the summer (July, August, and September) or for earnings in the prior school year.	The sum of the values in all employees' Holdover Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Partial Leave Pay	148-161	Integer	The cumulative monies paid while on a paid leave of absence.	The sum of the values in all employees' Partial Leave Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Retro Earliest Prior Yr Pay	162-175	Integer	The total monies paid to a member during a current school year for salary payable in one or more prior school years.	The total retroactive payment.
Total MTD Retro Next Prior Yr Pay	176-189	Integer	Leave blank	spaces
Total MTD Retro Latest Prior Yr Pay	190-203	Integer	Leave blank	spaces
Total MTD Awards Pay	204-217	Integer	The cumulative monies paid to individuals due to a settlement, grievance, or other litigation.	The sum of the values in all employees' Awards Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Termination Pay	218-231	Integer	The cumulative monies paid for unused sick leave, annual vacation, personal leave, etc., which may occur at any point in a member's career.	The sum of the values in all employees' Termination Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Non-Regular Comp Pay	232-245	Integer	The cumulative non-regular compensation pay.	The sum of the values in all employees' Non-Regular Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Non-NYSTRS Pay	246-259	Integer	The cumulative monies paid for items that are not reportable to NYSTRS.	The sum of the values in all employees' Non-STRS Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Post-Retirement Pay	260-273	Integer	The cumulative monies paid to members for services rendered after they retired from NYS service.	The sum of the values in all employees' Post-Retirement Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Undefined Pay	274-287	Integer	The cumulative monies paid that are included in MTD Gross Pay but are not yet mapped to any Pay Category.	The sum of the values in all employees' Undefined Pay fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Loan Deduction	288-301	Integer	The cumulative monthly loan payments to NYSTRS.	The sum of the values in all employees' Loan Deduction fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Plan Contributions	302-315	Integer	The cumulative Tier 5 and Tier 6 contributions from the member’s annual wages.	The sum of the values in all employees' Plan Contributions fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Total MTD Voluntary Contributions	316-329	Integer	The cumulative voluntary contributions deducted for the month.	The sum of the values in all employees' Voluntary Contributions fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Filler	330-576	Not applicable	Leave blank	spaces

Employee Records

The following table shows the fields, length, record details, data source or valid values, and whether the field is required for the report's employee records.

Field	Length	Description	Data Source or Valid Values	Required or Optional
Location Code	1-5	The four-digit code assigned by the New York State Teachers' Retirement System (NYSTRS).	Not applicable	Required
Record Identifier	6-6	Indicates the type of record.	The valid value is 2.	Required
Reporting Month Start Date	7-16	The date of the first day of the month being reported. The format is CCYY-MM-DD.	Retrieved from the Check Start Date field on the NY TRS Retirement Report - Report page. The valid value is the first day of the reporting month.	Required
Reporting Month End Date	17-26	The date of the last day of the month being reported. The format is CCYY-MM-DD.	Retrieved from the Check End Date field on the NY TRS Retirement Report - Report page page. The valid value is the last day of the reporting month.	Required
Status	27-27	Used for NYSTRS’ internal purposes only.	The valid value is L.	Required
Current Social Security Number	28-36	The employee's social security number.	Retrieved from the Social Security Number field on the General tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Prior Social Security Number	37-45	The employee's previous social security number.	Retrieved from the Prior Social Security Number field on the General tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
Current Payroll ID	46-60	The employee number.	Retrieved from the Employee Number field on the General tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Filler	61-63	Leave blank	spaces	Not applicable
Payroll Frequency	64-64	Indicates how often the employee is paid.	Retrieved from the Pay Frequency field on the General tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: W – Weekly B – Bi-Weekly S – Semi-Monthly M – Monthly	Required
Number of Pay Cycles in Period	65-66	The number of payroll cycles covered.	Retrieved from the Pay Cycles field on the General tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: If the Payroll Frequency is W – Weekly, this field value is 4 or 5 If the Payroll Frequency is B – Bi-Weekly, this field value is 2 or 3 If the Payroll Frequency is S – Semi-Monthly, this field value is 2 If the Payroll Frequency is M – Monthly, this field value is 1	Required
NYSTRS EmplID	67-75	The seven-digit number assigned by the Teachers' Retirement System (TRS).	Retrieved from the TRS Number field on the General tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
First Name	76-95	The employee’s first name.	Retrieved from the First Name field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Middle Name	96-115	The employee's middle name.	Retrieved from the Middle Name field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
Last Name	116-145	The employee's last name.	Retrieved from the Last Name field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Address Line 1	146-180	The first line of the employee's address.	Retrieved from the Address 1 field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Address Line 2	181-215	The second line of the employee's address.	Retrieved from the Address 2 field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
Address Line 3	216-250	The third line of the employee's address.	Retrieved from the Address 3 field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
City	251-270	The employee's city of residence.	Retrieved from the City field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
State / Province	271-272	The employee's state of residence.	Retrieved from the State field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Zip / Postal Code	273-284	The employee's zip code.	Retrieved from the Zip Code and Zip Extension fields on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Country	285-287	The employee's country of residence.	Retrieved from the Country field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Gender	288-288	The employee's gender.	Retrieved from the Gender field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: M - Male F - Female U - Non-binary/other	Required
Birth Date	289-298	The employee's date of birth.	Retrieved from the Birth Date field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Hire Date	299-308	The employee's date of hire.	Retrieved from the Hire Date field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Leave Type Code	309-311	The leave code corresponding to the employment status.	Retrieved from the Leave Code field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: MIL – Military MAT – Maternity, Paternity, Child Care SAB – Sabbatical SCK – Sick PER – Personal Other Leave Code field value on the NY TRS Retirement Report - Setup - Leave Codes page	Optional
Percent of Pay for Leave	312-314	The employee’s percent of pay during leave.	Retrieved from the Percent Part Pay For Leave field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. The valid value range is 0 to 100.	Optional
Separation Reason Code	315-317	The employee’s separation reason code.	Retrieved from the Separation Code field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: RET – Retired TER – Terminated/Excessed RES – Resigned DEA – Death Other Separation Code field value on the TRS Information form of the NY Retirement Information page	Optional
Ceased Teaching Date	318-327	The employee’s last date worked.	Retrieved from the Ceased Teaching Date field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
Full / Part Time Indicator	328-328	Indicates whether the employee is full-time or part-time.	Retrieved from the Full/Part-Time field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: F - Full-Time P - Part-Time R - Retired	Required
Employment Base	329-331	The number of days in a school year employees are contracted for their primary assignment, including paid vacations.	Retrieved from the Employment Base field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: 200 Days = 10-Month 220 Days = 10.5/11-Month 240 Days = 12-Month	Required
Plan Elected	332-334	The type of TRS plan chosen by the employee. This field is required for SUNY or community college employers.	Retrieved from the TRS Plan Type field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page. Valid values: TRS - TRS Plan ORP - ORP Plan	Optional
ORP Employment Date	335-344	The date the employee chose the ORP plan.	Retrieved from the ORP Plan Date field on the Demographic/Personnel tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
Service Days Worked	345-350	The equivalent of the full days for which the employee has been paid with the maximum days limit applied based on the Maximum Days Calculation. This field is required if the employee is not hourly or paid by fee.	Retrieved from the Days Worked field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Service Days from Hours	351-356	The total hours worked divided by hours in Standard Full-Time Workday for the school district. If more than one Standard Full-Time Workday is defined (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. Employees may have days reported for both Service Days Worked and Service Days from Hours. This field is required if the employee is paid hourly for time worked.	Retrieved from the Days From Hours field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Service Days from Fee	357-362	The approximate number of hours for the fee-based assignment to be converted to Days From Fees. Service days should be reported when paid. This field is required if the employee is paid for a fee-based assignment, such as coaching.	Retrieved from the Days From Fees field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Annual Base Salary Pay Rate	363-371	The annual compensation rate for the employee’s primary assignment. The Annual Base Pay Rate (ABPR) should not include additional pay for coaching or extracurricular activities. ABPR is typically found in the salary schedule of the applicable collective bargaining agreement for the member. Daily and hourly rates must be annualized, reflecting the employment base for the member and the number of hours in a full school day. If the rate changes during the reporting month, the rate in effect at the end of the month should be reported. Reporting the ABPR for employees other than full-time is required. The ABPR to be reported is the annual compensation paid to teachers if they perform the same duties full-time. A lump-sum payment cannot be used as a full-time Annual Base Pay Rate. If a member is rendering service only as a coach, tutor, or basic adult education teacher, you must report a full-time ABPR. Calculation of that contract should be done using the most appropriate method.	Retrieved from the Annual Base Salary field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
A: MTD Gross Pay	372-381	The total monthly compensation reported. MTD Gross Pay is the total MTD Base Salary Pay (B) through Undefined Pay (O). It represents the sum of all NYSTRS Pay Categories.	Retrieved from the Gross Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
B: MTD Base Salary Pay	382-391	Monthly Portion of the ABPR as found in the collective bargaining agreement, exclusive of any additional monies paid as a stipend or hourly wage. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Retrieved from the Base Salary Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
C: MTD Instructional Pay	392-401	Monies for reportable duties paid in addition to the base salary as a stipend or hourly rate. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Retrieved from the Instructional Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
D: MTD Summer School Pay	402-411	Monies paid for teaching traditional summer school. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Retrieved from the Summer Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
E: MTD Holdover Pay	412-421	Payments to 10-month teachers electing to be paid over the summer (July, August, and September) or for earnings in the prior school year. If any part-time service was rendered but not paid until after June 30, you should report the money as Holdover Pay/Prior Year Earnings (E). Once the file is submitted via ESA, the number of days the pay represents should be entered on the Holdover Pay/Prior Year Earnings page provided, if requested. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Retrieved from the Holdover Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
F: MTD Partial Leave Pay	422-431	Monies paid while on a paid leave of absence. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Retrieved from the Partial Leave Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
G: MTD Retro Earliest Prior Yr Pay	432-441	Must be used to report each employee's total retroactive salary adjustments. Retroactive Payments are the total monies paid to a member during a current school year for salary payable in one or more prior school years. These payments are usually the result of contract settlements, litigation, or arbitration agreement adjustments.	Retrieved from the Retro Prior Year Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
H: MTD Retro Next Prior Yr Pay	442-451	With the updated retroactive payment reporting, the retro contract multiple-year flag, retro contract start year, and MTD retro next prior year pay are no longer required.	Not applicable	Optional
I: MTD Retro Latest Prior Yr Pay	452-461	With the updated retroactive payment reporting, the retro contract multiple-year flag, retro contract start year, and MTD retro latest prior year pay are no longer required.	Not applicable	Optional
J: MTD Awards Pay	462-471	Monies paid to an individual due to a settlement, grievance, or other litigation. In all awards payments (for the previous or current year), we require copies of all legal documents and an explanation of how the payment was calculated. A report should be sent to ensure proper crediting if payment is made outside the regular payroll. The mandatory deductions for Tier 5 and 6 members should be withheld from such payments. Service days should not be calculated for this pay category.	Retrieved from the Awards Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
K: MTD Termination Pay	472-481	Monies paid for unused sick leave, annual vacation, personal leave, etc., which may occur at any point in a member's career. Retirement incentives or monies paid to a member in exchange for termination of employment as negotiated in the collective bargaining agreement (CBA), regardless of whether received in a lump sum or periodic payments, should be reported as K: MTD Termination Pay. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will only be billed on these payments for any Tier 1 member with a date of membership before June 17, 1971. Service days should not be calculated for this pay category.	Retrieved from the Termination Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
L: MTD Non-Regular Comp Pay	482-491	Non-Regular Compensation Pay includes: Bonuses and one-time-only payments are not part of a member’s salary base. Taxable fringe benefits (see Section 4: Reportable Salaries). Payments instead of health insurance. Attendance bonuses. The annual lease value of employer-provided automobiles included on the employee’s W-2 form. Employer-provided tax-sheltered annuities. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will only be billed for any Tier 1 members receiving this payment. Service days should not be calculated for this pay category.	Retrieved from the Non-Regular Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
M: MTD Non-NYSTRS Pay	492-501	Monies paid for items not reportable to NYSTRS include the Clerk of the ’s workday if the teacher assistant’s workday is at least six hours. If the teacher assistant’s workday is less than six hours, use the lesser of the regular teacher’s workday or six hours to calculate the Annual Base Pay Rate.	Retrieved from the Non-STRS Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
N: MTD Post-Retirement Pay	502-511	Monies paid to a member for services rendered after they retire from NYS service. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will not be billed for these payments. Service days should not be calculated for this pay category.	Retrieved from the Post-Retirement Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
O: MTD Undefined Pay	512-521	Monies paid that are included in MTD Gross Pay but not yet mapped to any Pay Category. If a new Pay Category is established and NYSTRS has not decided, default it to Undefined Pay. Please explain the payment. Copies of all documents relating to the monies (job description and posting, contract article, employment agreement, etc.) must be submitted to NYSTRS. The mandatory deductions for Tier 5 and 6 members should be withheld from such payments. Service days should not be calculated for this pay category.	Retrieved from the Undefined Pay field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Retro Contract Multiple Year Flag	522-522	This field is no longer used to report retro pay.	Not applicable	Optional
Retro Contract Start Year	523-526	This field is no longer used to report retro pay.	Not applicable	Optional
MTD Loan Deduction	527-536	Monthly loan payments to NYSTRS.	Retrieved from the Loan Deduction field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Optional
MTD Plan Contributions	537-546	Tier 5 requires 3.5% contributions, and Tier 6 requires contributions between 3-6% of the member’s annual wages. You should report the amount of contributions deducted for the month. Contributions should not be withheld for non-NYSTRS, Termination, Non-Regular Compensation, or post-retirement pay.	Retrieved from the Plan Contributions field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
MTD Voluntary Contributions	547-556	Tier 1 Voluntary Contributions Tier 1 members joining this System before July 1, 1970, and filing an election to contribute before December 31, 1970, may have elected that a percentage of their salary be deducted and deposited in this System as voluntary Annuity Savings Fund contributions. You should report the amount of voluntary contributions deducted for the month. A member who stops voluntary contributions for more than one year may not resume making contributions. If a member wishes to discontinue voluntary deductions, please cease taking the deductions. Tier 1 members joining after July 1, 1970, and Tier 2 members are not permitted to have contributions deducted from their salary.	Retrieved from the Voluntary Contributions field on the MTD Financial tab on the Employee Information form of the NY TRS Retirement Report page.	Required
Filler	557-576	Leave blank	spaces	Not applicable