NY Retirement Information - ERS Data Import - File Layout and Data Mapping

A

Employee Number

The employee’s identification (ID) number.

Not applicable

B

NYSLRS ID

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.

Not applicable

C

Employment Instance

Determines the job to include in the report. NYSLRS assigns the employment instance to the employee after the employee submits the Demographic and Job Data report for new employees.

Not applicable

D

HR Transaction Type

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

E

Transaction Date

The effective date of the Human Resources transaction.

Not applicable

F

Job Code

The corresponding job code for ERS.

For valid job codes, refer to the NY ERS Retirement Report - Setup - ERS Job Codes page.

G

Standard Workday Hours

The standard number of hours worked each day for the ERS job code.

Valid values range from 6 to 8 hours for all jobs.

H

Regular / Temporary Employee

Indicates whether the employee is regular or temporary.

Regular employees have no end date, regardless of their probationary status. Temporary employees are any employees other than permanent employees, including seasonal, provisional, substitute, on-call, or per diem.

Valid values:

• R = Regular

• T = Temporary

I

Full-Time / Part-Time Employee

Indicates whether the employee is full-time or part-time.

Valid values:

• F = Full-Time

• P = Part-Time

J

Employee Class

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

K

Pay Frequency

Indicates how often the employee is paid.

Valid values:

• A = Annual

• B = Biweekly

• M = Monthly

• Q = Quarterly

• S = Semimonthly

• T = Semi-Annual

• W = Weekly

L

Annual Compensation Rate

The actual compensation rate the employee is expected to make annually. This field is used to determine overtime limitations.

• For a full-time employee, this value would equal the Annualized Rate of Pay.

• For a part-time employee, this field is calculated by multiplying the number of hours the employee is expected to work in a calendar year by the docking rate.

• For a daily employee, this field is calculated by dividing the docking rate by the number of hours the employee is expected to work in a calendar year.

M

Annualized Rate of Pay

The compensation rate the employee would be expected to make if the employee 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.

N

Retirement Indicator

Indicates whether the employee is a retiree from any public retirement systems in New York State or New York City.

If this column is populated, you must also populate the Retirement System column.

Valid values:

• Y

• N

O

Retirement System

The public retirement system under which the employee comes.

If the Retirement Indicator column is populated, you must also populate this column.

The valid value is NYSERS.

P

Tier

Indicates the employee's New York State Employees' Retirement System (ERS) membership tier classification.

Valid values:

• 1 = Tier 1 (Members who joined before July 1, 1973)

• 2 = Tier 2 (Members who joined between July 1, 1973, and July 26, 1976)

• 3 = Tier 3 (Members who joined between July 27, 1976, and August 31, 1983)

• 4 = Tier 4 (Members who joined between September 1, 1983, and December 31, 2009)

• 5 = Tier 5 (Members who joined between January 1, 2010, and March 31, 2012)

• 6 = Tier 6 (Members who joined on or after April 1, 2012)

Q

Retired Date

The date the employee retired from the New York State Employees' Retirement System.

If the Retirement Indicator column is populated, you must also populate this column.

Not applicable

R

Retirement Number

The employee's unique eight-character New York State ERS registration number assigned by the retirement system.

If the Retirement Indicator column is populated, you must also populate this column.

Not applicable