DTL1 (Demographic) Record Layout
The DTL1 (Demographic) record reports employment status, such as new hires, leaves, or terminations. You can also use DTL1 records to update demographic information such as names, addresses, or incorrect Social Security numbers.
The following table shows the position, field names, description, data source or valid values, and whether the field is required for the OR PERS report’s DTL1 records.
Position | Field Name | Description | Data Source or Valid Values | Required or Optional |
|---|---|---|---|---|
1-4 | Record Type Identifier | Identifies the record type. | The valid value is DTL1. | Required |
5-9 | PERS Employer Number | The employer's four-digit PERS number preceded by a zero. | Retrieved from the Employer PERS Number field on the Human Resources Profile – State page. | Required |
10-18 | Social Security Number | The employee's social security number (SSN). If a correction to a social security number is being reported, use this field for the new social security number. | Retrieved from the Social Security field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
19-27 | Old Social Security | The employee’s old social security number, if changed. In cases where an SSN change is being reported, this will be the old, incorrect SSN. | Retrieved from the Old Social Security field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional |
19-48 | Last Name | The employee’s last name. | Retrieved from the Last Name field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
49-68 | First Name | The employee’s first name.
| Retrieved from the First Name field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
69-88 | Middle Name | The employee’s middle name. | Retrieved from the Middle Name field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional |
98-98 | Name Change Indicator | Indicates whether the employee’s name changed. | Retrieved from the Name Change field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. Valid values:
| Optional |
99-106 | Date of Birth | The employee’s date of birth. | Retrieved from the Birth Date field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
107 | Gender | The employee’s gender. | Retrieved from the Gender field on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page. Valid values:
| Required |
108-137 | Address 1 | The first line of the employee's address.
| Retrieved from the Address 1 field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
138-167 | Address 2 | The second line of the employee's address.
| Retrieved from the Address 2 field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional |
168-197 | Address 3 | The third line of the employee's address. | Retrieved from the Address 3 field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional |
198-225 | City | The employee's city of residence. | Retrieved from the City field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
226-227 | State | The employee's state of residence. | Retrieved from the State field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
228-232 | Zip – 1 | The employee's zip code. | Retrieved from the Zip Code field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
233-236 | Zip – 2 | The employee's zip code extension. | Retrieved from the Zip Extension field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional |
237-256 | Province | The employee's province of residence. | Retrieved from the Province field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional Required if Country is not USA. |
257-259 | Country | The employee's country of residence. | Retrieved from the Country field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Required |
260-266 | Postal Code | The employee's postal code. | Retrieved from the Postal Code field on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional Required if Country is not USA. |
267-268 | Status Code | The employee's new PERS Status code. For more information about status codes, refer to EDX Status Codes on the Oregon PERS website. | Retrieved from the PERS Status field on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Use code 00 when updating only personal information (name, address, SSN, etc.). |
269-276 | Status Date | The date the employee's PERS Status changed. | Retrieved from the PERS Status Date field on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | |
286-286 | PERS Job Class Code | The PERS code for the employee’s job class. For more information about job class codes, refer to EDX Job Class Codes on the Oregon PERS website. | Retrieved from the PERS Job Class field on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional Required if you use Status Codes 01, 11, 12, 13, or 15. |
290-291 | Average Overtime Hours Code | The employee’s average overtime hours code. | Retrieved from the Average Overtime Hours Code field on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional |
292-297 | Unused Sick Leave Hours | The employee's unused sick leave. | Retrieved from the Unused Sick Leave field on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional Required for PERS Status 02 and 10. |
298-299 | Contract Number of Months | The employee’s contract length. | Retrieved from the Contract Number of Months field on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page. | Optional Required if you use PERS Job Class 09 - School Employee. |
260-267 | Work Period End Date | The ending work date of the pay period. The Work Period End Date field is used to allocate wages to the periods in which they were earned. The hours and salary must be allocated to pay periods and along month boundaries. | Retrieved from the Work Period End Date field on the Service tab of the Employee Information form accessed from the OR PERS Report page. | Required |
268-276 | Lump Sum Vacation Payoff | The lump sum vacation payoff total summed from payments with the selected lump sum vacation codes. Lump-sum vacation payoff payments are made to the employee for accrued vacation only. | Retrieved from the Lump Sum Vacation Payoff field on the Wages tab of the Employee Information form accessed from the OR PERS Report page. | Required |