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VRS Modernization Report - File Layout and Data Mapping

The default file name for the VRS Modernization report is vrs<MMYYYYEmpOrgCode>.txt.  
where:

The file format is tilde-delimited.

The following table shows the fields, length, enrollment record details, maintenance record details, and valid values for the VRS Modernization report.

Field

Length

Enrollment Record

Maintenance Record

Valid values

SSN

9(9)

Ensure all nine digits appear in your file, including leading zeros.

It must be blank.

Not applicable

VRS Customer ID

X(10)

It must be blank.

Required unless using your employee identification numbers in the Employee ID field.

Not applicable

Employee ID

X(20)

You have the option to use your internal identification numbers.

  • If you are using your numbers, this field is required.

  • If you are not using your numbers, this field must be blank.

You must change the Employee ID online. You cannot change it via batch.

You have the option to use your internal identification numbers.

  • If you are using your numbers, this field is required.

  • If you are not using your numbers, this field must be blank.

You must change the Employee ID online. You cannot change it via batch.

Not applicable

Organization Code

9(5)

Required for all records to identify the submitting employer’s organization code.

Required for all records to identify the submitting employer’s organization code.

Not applicable

Name Prefix

X(4)

Optional

 Do not include a period after the value.

Optional unless changing.

 Do not include a period after the value.

Not applicable

First Name

X(50)

Required

Optional unless changing.

Not applicable

Middle Name

X(50)

Optional

Optional unless changing.

Not applicable

Last Name

X(50)

Required

Optional unless changing.

Not applicable

Name Suffix

X(4)

Optional

Do not include a period after “Jr” or “Sr.”

Optional unless changing.

Do not include a period after “Jr” or “Sr.”

Not applicable

Gender

X(1)

Required

Optional unless changing.

  • M = Male

  • F = Female

Citizenship

X(4)

Optional

Optional unless changing.

  • USCT = US Citizen

  • USRA = Resident Alien

  • USNA = Nonresident Alien

Date of Birth

X(8)

Required

The format is YYYYMMDD.

You must change the date of birth online. You cannot change it via batch.

Required

The format is YYYYMMDD.

You must change the date of birth online. You cannot change it via batch.

Not applicable

Marital Status

X(4)

Optional

Optional unless changing.

  • NEVM = Never Married

  • MARR = Married

  • MASE = Separated

  • DIVR = Divorced

  • WIDW = Widowed

Email Address

X(70)

Optional

Optional unless changing.

Not applicable

Email Effective Date

X(8)

It must be blank.

If an email address is included, this value defaults to the current system date.

Optional

The value defaults to the current system date if not reported. If reported, the value must exceed the effective email date in the MyVRS Navigator.

Not applicable

Address Line 1

X(60)

Required

Use only for US addresses. You must submit foreign addresses online. The MyVRS Navigator compares addresses to the US Postal Service for accuracy.

Optional unless changing.

Use only for US addresses. You must submit foreign addresses online. The MyVRS Navigator compares addresses to the US Postal Service for accuracy.

Not applicable

Address Line 2

X(60)

Optional

Optional unless changing.

Not applicable

City

X(50)

Required

Optional unless changing.

Not applicable

State

X(2)

Required

Use USPS-approved state abbreviation.

Optional unless changing.

Use USPS-approved state abbreviation.

Not applicable

Zip Code

9(5)

Required

Optional unless changing.

Not applicable

Zip End

9(4)

Optional

Optional unless changing.

Not applicable

Address Effective Date

X(8)

It must be blank

This value defaults to the current system date.

Optional

This value defaults to the current system date if not reported. If reported, the value must exceed the address effective date in the MyVRS Navigator.

Not applicable

Employment Status

X(4)

It must be blank.

The value is set to active (ACTV).

Optional unless changing.

Not applicable

Employment Status Start Date

X(8)

Required

This is the first date of employment. Do not include a status start date and an end date for the same employee in one file.  If reporting an employment status change for an employee, include either a status start date or an end date per file uploaded.

The format is YYYYMMDD.

Optional unless changing.

Do not include a status start date and an end date for the same employee in one file. If reporting an employment status change for an employee, include either a status start date or an end date per file uploaded.

The format is YYYYMMDD.

Not applicable

Employment  Status End Date

X(8)

It must be blank.

Optional unless changing.

Do not include a status start date and an end date for the same employee in one file.  If reporting an employment status change for an employee, include either a status start date or an end date per file uploaded.

The format is YYYYMMDD.

Not applicable

Job Name

X(50)

Required

Only provide this value when reporting changes to the VRS job name and VRS employment type. Otherwise, leave it blank.

Not applicable

Employment Type

X(4)

Required

Only provide this value when reporting changes to the VRS job name and VRS employment type. Otherwise, leave it blank.

  • FULL = Full-time  

  • LEFU = Less than full-time

Contract Start Date

X(8)

For School Divisions:

Required. The contract start date must equal or precede the employment status start date. This is the start date of the employer’s contract year.

The format is YYYYMMDD.

All other employer types:

It must be left blank.

For School Divisions:

Optional unless changing. The contract start date must equal or precede the employment status start date. This is the start date of the employer’s contract year.

The format is YYYYMMDD.

All other employer types:

It must be left blank.

Not applicable

Contract Period

9(2)

For School Divisions:

Required

All other employer types:

It must be left blank.

For School Divisions:

Optional unless changing.

All other employer types:

It must be left blank.

Not applicable

Number of Months Paid

X(3)

For School Divisions:

Required

All other employer types:

It must be left blank.

For School Divisions:

Optional unless changing.

All other employer types:

It must be left blank.

  • CON = The employee is paid for the number of months of the Contract Period.

  • 012 = The employee is paid over the entire year.

Annual Salary

9(9)v99

Required

Use a period to separate dollar values from cents. Do not use commas.

Optional unless changing.

Use a period to separate dollar values from cents. Do not use commas.

Not applicable

Salary Start Date

X(8)

It must be left blank.

The value defaults to the employment start date.

Optional unless changing the annual salary.

The format is YYYYMMDD.

Not applicable

Coverage Start Date

X(8)

Required if the position is eligible for the VRS plan. It must be left blank in all other cases.

The format is YYYYMMDD.

It must be left blank.

You must change the coverage start date online. You cannot change it via batch.

Not applicable

Transaction Code

X(4)

Required

Required

  • MNTN = maintenance record

  • ENRL = enrollment record

Retrieved from the VA VRS Modernization page.

Optional Data 1

X(20)

Optional

Optional

Optional data field available for use as determined by each employer.

Optional Data 2

X(20)

Optional

Optional

Optional data field available for use as determined by each employer.

Optional Data 3

X(20)

Optional

Optional

Optional data field available for use as determined by each employer.

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