MO OASIS Retirement Report

Overview

The Missouri OASIS Report is the Retirement Salary and Contribution report for the State of Missouri. It contains PSRS/PEERS Member, Demographic, and Payroll information.

Report Frequency

The MO OASIS eport is submitted at least once per month.

Selection Criteria

Gross Wages Pay Base, Retire Pay Base, Employer Contribution CDHs, Employee Contribution CDHs, Oasis Contribution CDH, Hour CDHs Not Reported, Employee Primary Phone Code, Leave CDHs, Employee Status.

BusinessPLUS Setup

When running the report, payroll history data must exist for month and fiscal year within the reporting period. Stipend/coaching and other hour codes that need to be converted from 1 (hour) to multiple hours need to be flagged and populated with the hours they will be converted to.

Setup

Before a report can be generated, the reporting interface must be accessed and necessary data setup completed. This configuration information is used by the Load and Submission processes.

Click Setup to define additional entity details. This information is used by the Load and Submission processes.

Site Profile

Click Site Profile to define entities and their details. At least one Site Profile record is required. All of the Missouri regulatory reports utilize this same table so data will rarely need to be changed once it has been entered.

To add details about a site, enter data in the fields as described below.

Field	Description
Entity*	ID of the entity/employer. The entity should be a valid entry as defined in BusinessPLUS. Once saved, the value cannot be changed.
Employer Name*	Name of the employer for whom the entity is defined.
Employer Address*	First line of the employer’s address.
Employer Address (2)	Second line of the employer’s address.
Employer City*	City in which the employer is located.
Employer State*	State in which the employer is located. Click for the list of states.
Employer Zip Code*	Numeric zip code of the employer’s location. This field accepts only five numeric characters and does not allow all five characters to be zeroes.
Employer Zip Code Extension	Numeric zip code extension of the employer’s location. This field accepts only numeric characters of 4 digits or less.
Employer ID	DESE assigned 6-digit county district code for the reporting district.

Crosswalk

The Crosswalk tab provides the ability to map/validate code values between the finance system and the regulatory report requirements. The predefined code items appear as a list when the Crosswalk screen is loaded.

MOPARTIME

The MOPARTIME Crosswalk identifies the state-approved employee part-time codes. The crosswalked value is supplied in the state enrollment and payroll reports. If the BusinessPLUS type is not found in the crosswalk, the part-time code is set to blank and an error is reported on the maintenance screen for the employee.

Field	Description
Source Value	BusinessPLUS value located in hr_empmstr table.employeeType. (HREEEM Type)
Source Description	Optional description of BusinessPLUS source value
Reporting Value	The associated approved state code for the reporting value
Reporting Description	Optional description of reporting value

MOLEAVECODE

The MOLEAVECODE Crosswalk identifies the state-approved leave code for an employee. The crosswalked value will be supplied in the state enrollment and payroll reports. If the BPlus leave code is not found in the crosswalk the employee status is set to blank and an error is reported on the maintenance screen for the employee.

Field	Description
Source Value	BusinessPLUS value located in hr_leavinfo.
Source Description	Optional description of BusinessPLUS source value
Reporting Value	The associated approved state code for the reporting value
Reporting Description	Optional description of reporting value

MOPAYFREQThe MOPAYFREQ Crosswalk identifies the state-approved pay frequency. The employee calc period is retrieved from HR_EMPPAY table in BusinessPLUS and crosswalked to the reporting value to be supplied in the state enrollment and payroll reports. If the BusinessPLUS source value (calc_period) is not found in the crosswalk, the PayFreq code is set to blank and an error is reported on the maintenance screen for the employee.

Field	Description
Source Value	BusinessPLUS value located in hr_emppay.calc_period.
Source Description	Optional description of BusinessPLUS source value
Reporting Value	The associated approved state code for the reporting value
Reporting Description	Optional description of reporting value

MOPOSCODE

The MOPOSCODE Crosswalk identifies the state-approved employee position code. The employee position code is retrieved from CBeds data field located in the HR_PCNTble table in BusinessPLUS (HRTBPC) and crosswalked to the reporting value to be supplied for the enrollment, and payroll reports to the state. If the BusinessPLUS type is not found in the crosswalk, the position code is set to blank and an error is reported on the maintenance screen for the employee.

Field	Description
Source Value	BusinessPLUS value located in hr_leavinfo.
Source Description	Optional description of BusinessPLUS source value
Reporting Value	The associated approved state code for the reporting value
Reporting Description	Optional description of reporting value

MOPOSTERMTYPE

The MOPOSTERMTYPE Crosswalk identifies the state-approved employee term of position code. The crosswalked value is supplied for the enrollment, and payroll reports to the state. If the BusinessPLUS term of position term code is not found in the crosswalk, the term of position code is set to blank and an error is reported on the maintenance screen for the employee.

Field	Description
Source Value	BusinessPLUS value located in HR_EMPMST (HREEM/Periods Worked).
Source Description	Optional description of BusinessPLUS source value
Reporting Value	The associated approved state code for the reporting value
Reporting Description	Optional description of reporting value

Code Value

The Code Value screens represent value lists used by other parts of the application (i.e., Crosswalks, Additional Setup). The values will show up as pull-down selection lists when adding an item to a Crosswalk or selecting a value for Additional Setup.

MOEMPSTAT

The MOEMPSTAT code values show the various employee statuses that are available when adding records to the MOEMPSTAT Crosswalk.

Field	Description
Reporting Value	The state accepted employee status
Reporting Description	Optional description of employee status

MOPAYFREQ

The MOPAYFREQ Code value list represents the state-accepted pay frequencies. These values are used when adding records to the MOPAYFREQ crosswalk.

Field	Description
Reporting Value	The state accepted payroll frequencies.
Reporting Description	Optional description of employee status

MOLEAVECODE

The MOLEAVECODE code values are the state accepted leave codes. These values are used when adding records to the MOLEAVECODE crosswalk.

Field	Description
Reporting Value	The state accepted leave codes.
Reporting Description	Optional description of employee status

MOLEAVESETUP

The MOLEAVESETUP code values are data flags used by the load process logic to determine how to calculate the employee leave. These values are used when setting the OASIS Leave item in the Additional Setup screen.

Field	Description
Reporting Value	The OASIS leave flag
Reporting Description	Optional description of the OASIS Leave flag

MOPOSTERM

The MOPOSTERM code value are the state acceptable terms for the OASIS position codes. These values are used when adding records to the MOPOSTERM crosswalk.

Field	Description
Reporting Value	The state accepted position terms.
Reporting Description	Optional description of the position terms.

MOWAGETYPE

The MOWAGETYPE is the state acceptable wage type code. These values are used when adding a record to the MOWAGETYPE crosswalk.

Field	Description
Reporting Value	The state accepted wage type
Reporting Description	Optional description of wage type

MOPARTIME

The MOPARTIME code values are the state acceptable value representing the employee part time status. These values are used when adding records to the MOPARTIME crosswalk.

Field	Description
Reporting Value	The state accepted employee part time status.
Reporting Description	Optional description of employee part time status.

Wage Types

The wage types are the stated accepted wage types. These values are used in the load processing logic.

Field	Description
Priority	Oder of Wage Types
Barg Unit	Associated Barg Unit for this record
Bene Plan	Associated Benefit Plan for this record
Type	BPlus Wage Type
Wage Type	Description of wage type

Additional Setup

Field	Description
OASIS Gross Wages Pay base	Pay base for wages (Typical pay base 6002)
Oasis Gross Retire Salary Pay base	Pay base for retire wages
OASIS Employer Contribution CDH’s	CDH numbers for Employer contributions
OASIS Employee Contribution CDH’s	CDH numbers for Employee contributions
OASIS Insurance CDH	CDH for Insurance payments
CDH hours that shouldn’t be reported	Hour codes to be omitted from calculations
Primary Phone Code	Primary Phone Code (I.E. HR)
OASIS Hours CDH	OASIS hour code CDH’s
OASIS Benefit Plans	OASIS benefit plans
OASIS Primary Pay Assignment Code	Primary Pay Assignment Code (Typically ‘PM’)
OASIS Position Term	Selection for the Term length of OASIS position
OASIS Leave	Either Leave Info or Pay History. Determines how PositionTerm or Position Type is reported.
OASIS Leave CDH’s	Leave CDH’s
Exclude Payclasses from Annual Base Salary	Wages by Payclass to omit from Annual Base Calculations

Instance

Click Instance to configure the report instances for each report to be created. Report instances need to be configured for the Load Process. Think of the Report Instance as an identification of the time period for each report/file to be created. If desired, report instances can be created in advance for each month of the current year.

Enter data in the fields as described below.

Field	Description
Name*	Name of the report instance as defined by the user.
Month	Month of OASIS report.
Fiscal Year*	Fiscal Year for which submission will occur. Once the instance is created and saved, the “Fiscal Year” value cannot be changed.

Load

Click Load to select the Report Instance for which to extract and load the eligible records into the maintenance table. See the Submission File Layout for the source of the reported data.

To launch the Load Process, select the appropriate data and, if necessary, refer to the Overview of Regulatory Reporting guide for additional information.

To load data for an instance of a report, enter data in the fields as described below.

Field / Button	Description
Report Instance	Name of this Load instance
Notes	Any notes associated with this load instance (optional)
Entity	BusinessPLUS entity from which to derive report data
Employee ID(s)	One or more comma separated employee ids to filter report (optional)
Purge Existing Data	Flag to indicate whether or not processing logic will delete any prior existing data for this load instance
Pay Period(s)	One or more BusinessPLUS pay periods to filter report (optional)

Maintenance

Click Maintenance to view Load Process results. The load will include any generated errors and will display those in the bottom half of the screen. Data manipulation is allowed on the extracted employee data.

Long-term data correction must be done in the other report screens or in BusinessPLUS itself. Data entered or updated in a report instance is good only for that instance.

Enrollment Maintenance Screen

For Column/Data descriptions, see the Submission File Layout section in this document.

Demographic Maintenance Screen

For Column/Data descriptions, see the Submission File Layout section in this document.

Payroll Maintenance Screen

For Column/Data descriptions, see the Submission File Layout section in this document.

Possible Error & Warning Messages

The grid at the bottom of the Maintenance page displays error messages logged during the load extract/submission package execution. The errors include invalid/missing mandatory field values. These values can be corrected by selecting the record from the error log grid and clicking on the “Filter Selected Record” checkbox. However, the long-term data fix would need to occur in BusinessPLUS or the report setup type screens. On clicking this option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved. On clicking the checkbox again (clearing the field), all the maintenance records are again displayed on the maintenance grid.

The potential Error/Warning Messages are described in the table below. How to resolve the errors is provided as well. In some cases, the message may be informational only and should not significantly affect the Submission Process. See the Submission File Layout section regarding the fields in question to verify if they are required.

To generate a separate error report that can be printed or used for reference for either the Load or Submission type errors, make the appropriate selection in the “Error Log By Last” drop-down and click on the generate report icon to the far right of the “Error Log By Last” field.

Type	Error / Warning Message	Resolution
Warning	Bargunit, Beneplan and type are empty for Employee Id <EmpId>. Setting Wage Type to X - Non Member	Verify BusinessPLUS data for employee
Warning	<empid>: has part time code <parttime> not found in crosswalk. Setting to blank.	Verify BusinessPLUS data for employee, as well validate MOPARTIME crosswalk values.
Warning	<empid>: has position code (<positioncode>) not found in crosswalk. Setting to blank.	Verify BusinessPLUS data for employee, as well validate MOPOSCODE crosswalk values.
Warning	<empid>: has term of position code <termofpositiontype> not found in crosswalk. Setting to blank.	Validate BusinessPLUS data for employee as well as validate MOPOSTERM crosswalk values
Warning	<empid>: has reporting type <reportingtype> not found in crosswalk. Setting to blank.	Validate BusinessPLUS data for employee as well as validate MOPOSCODE crosswalk values.
Warning	<empid>: has employee status <hrstatus> not found in crosswalk. Setting employment status to blank.	Validate BusinessPLUS data for employee as well as validate MOEMPSTAT crosswalk values.
Warning	<empid>: has leave code <leavecode> not found in crosswalk.Setting employment status to blank.	Validate BusinessPLUS data for employee as well as validate MOLEAVECODE crosswalk values.

· “Load” indicates the message appears during the Load Process, on the bottom of the Maintenance screen

· “Sub” indicates the message appears on the Submission report

Submission

After verifying the maintenance data, click Submission to create the file to be submitted to the reporting agency.

To create a report file for submission, data is entered in the fields as described below as well as in the Overview of Regulatory Reporting guide.

Field / Button	Description
Report Instance	The selected instance data used to create submission file.
Notes	Any notes associated with submission instance. (Optional)
File Name	Name used by submission processing logic to name the created file.
Entity Id	The associated entity used to pull data for this submission file.
Generate Report	Starts the submission file process.

Submission File Layout

The submission file consists of a File Header section, Enrollment Header section, Enrollment Detail section, Demographic Header section, Demographic Detail section, Payroll Header section, and a Payroll Detail Section. The following tables describe the field numbers, field names, and associated data sources within BusinessPLUS for the submission file.

File Header

Position	Field	Req.	Type	Size	Source Table	Source Column	Description/Business Logic
1	File Header Id	Y	A/N	3	N/A	Submission Process	Fixed Value = “000”
2	School Year	Y	A/N	9	rr_site_profile	fiscal_year	Valid Format YYYY-YYYY i.e. “2017-2018”
3	Weekly	Y	A/N	1	N/A	Load Process calculation	Indicates if the file contains transactions for employees paid on a weekly basis. Valid Values are Y or N. E.G. Y-Weekly payroll information is included in the file or N- Weekly payroll information is not included in the file.
4	Bi-Weekly	Y	A	1	N/A	Load Process calculation	Indicates if the file contains transactions for employees paid on a bi-weekly basis. Valid Values are Y or N. E.G. Y-Bi-Weekly payroll information is included in the file or N- Bi-Weekly payroll information is not included in the file.
5	Semi-Monthly	Y	A	1	N/A	Load Process calculation	Indicates if the file contains transactions for employees paid on Semi-Monthly basis. Valid Values are Y or N. E.G. Y- Semi-Monthly payroll information is included in the file or N- Semi-Monthly payroll information is not included in the file.
6	Monthly	Y	A	1	N/A	Load Process calculation	Indicates if the file contains transactions for employees paid on Monthly basis. Valid Values are Y or N. E.G. Y- Monthly payroll information is included in the file or N- Monthly payroll information is not included in the file.
7	Other	Y	A	1	N/A	Load Process calculation	Indicates if the file contains transactions for employees paid on a basis other than weekly, bi-weekly, semi-monthly, or monthly. Valid values are Y or N E.g. Y – Other payroll type is included in the file. or N- Other payroll is not included in the fil.
8	Unique Id	Y	A/N	30	N/A	Load Process calculation	Unique Identifier i.e. datetimestamp of the file in yyymmddhhmmss format. Will be used to reject the file if another file with same unique identified is submitted to OASIS. The id must be generated based on the following information i.e. Current Date with Hours, Minutes and Seconds and is left justified. E.g. 20110226090434.
9	Employer ID	Y	A/N	4	rr_site Profile	emplr_code	Unique identifier given by PSRS/PEERS to identify the employer. Currently identified as District Number in EMERS.
10	Final Pay Employer	Y	A/N	1	N/A	Load Process calculation	Indicates if the payroll details reported in the Payroll Detail Section represent the Final Payroll to be reported by the employer for the school year. Valid values are Y or N.

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: Variable length

Enrollment Header

Position

Field

Req.

Type

Size

Source Table

Source Column

Description/Business Logic

1

Enrollment Header Id

Y

A/N

3

N/A

Submission Process

Fixed Value = “001”

2

Count

Y

N

6

Calculated

Indicates total number of detail enrollment records in the Enrollment Detail Section.

Must be numeric only.

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: Variable length

Enrollment Details

Position	Field	Req.	Type	Size	Source Table	Source Column	Description/Business Logic
1	Enrollment Detail Id	Y	A/N	3	N/A	Submission Process	Fixed Value = “111”
2	SSN	Y	A/N	9	hr_empmstr	ssn	Social Security Number of the employee Must be numeric, 9 characters, no spaces No alphabetic or special characters allowed Must be unique in the enrollment detail section
3	Last Name	Y	A	25	hr_empmstr	lname	Last Name of Employee. Cannot be Null.
4	First Name	Y	A	25	hr_empmstr	fname	First Name of Employee. Cannot be Null
5	Middle Name	Y	A	1	Hr_empmstr	mname	Middle Name of Employee. Cannot be Null. E.G. Y- Semi-Monthly payroll information is included in the file or N- Semi-Monthly payroll information is not included in the file.
6	Name Suffix	N	A	4	hr_empmstr	suffix	Employee Name suffix. Valid Values Null Jr. Sr. II III IV V
7	Address 1	N	A/N	50	hr_empmstr	st_1	Address 1 line of the employee address Alphanumeric Can contain special characters Cannot be null
8	Address 2	N	A/N	50	hr_empmstr	st_2	Address 2 line of the employee address Alphanumeric Can contain special characters null
9	Suite	N	A/N	10	hr_empmstr	st_2	The suite number associated with the employee address. Can be Null.
10	City	Y	A/N	50	hr_empmstr	city	City where employee is residing Alphanumeric Cannot be null
11	State	Y	A	2	hr_empmstr	state	A two-character State code, identifies State where employee is residing Must contain valid 2 characters, standard USPS State code table E.g. KS or MO
12	Zip	Y	N	5	hr_empmstr	zip	Zip Code of the employee address. Must contain 5-character numeric value.
13	Zip4	N	N	4	hr_empmstr	zipext	Zip plus 4 of the employee address Must be 4-character numeric value if submitted Can be null
14	Date of Birth	Y	N	8	hr_empmstr	bdt	Date of Birth of the employee Cannot be null Cannot contain special or alphabetic characters Must contain 8 numeric characters. Must be a valid date in YYYYMMDD format E.g. 19750101 – First 4 digits must represent year, followed by 2-digit Month, and by 2-digit day Note: For single digit months (i.e. January through September), the month value must be preceded by a 0, (January = 01, February – 02, etc.)
15	Gender	Y	A	1	hr_empmstr	gender	Indicates Gender of the employee Valid Values M= Male F= Female U= Unknown Cannot be null
16	Marital Status	Y	A	1	hr_empmstr	mrt	Marital Status of the employee Valid Values M=Married S=Single U=Unknown Cannot be null
17	Hire Date	Y	N	8	hr_empmstr	hdt	Hire Date of the employee Cannot be null Cannot contain special or alphabetic characters Must contain 8 numeric characters Must be valid date in YYYYMMDD format E.g. 20090101 – First 4 digits must represent year, followed by 2-digit Month, and 2-digit day
18	Phone	Y	N	10	hr_empmstr	phone_no	Phone number of an employee Must be 10-character numeric value or null value Cannot contain special or alphabetic characters E.g. 7857857856
19	Part Time	Y	A	1	hr_empmstr	Type (Value is crosswalked with MOPARTIME crosswalk)	Indicates the employee is enrolled as a part-time employee. For Wage Type = P or S Valid values are Y or N For Wage Type = C, N, W, R or X Valid value is N.
20	Weekly	Y	A	1	hr_emppay	calc_per W=weekly B=bi-weekly S=Semi-monthly M=monthly Otherwise =other HRPYPA/Position/ Per Typ	Indicate if the Employee is paid weekly Valid values are Y or N Cannot be Null At least one of the indicators from Weekly, Bi-Weekly, Semi-Monthly, Monthly, Other indicators must be set to Y
21	Bi-Weekly	Y	A	1	hr_emppay	calc_per W=weekly B=bi-weekly S=Semi-monthly M=monthly Otherwise =other HRPYPA/Position/ Per Typ	Indicate if the Employee is paid bi-weekly Valid values are Y or N Cannot be Null At least one of the indicators from Weekly, Bi-Weekly, Semi-Monthly, Monthly, Other indicators must be set to Y
22	Semi-Monthly	Y	A	1	hr_emppay	calc_per W=weekly B=bi-weekly S=Semi-monthly M=monthly Otherwise =other HRPYPA/Position/ Per Typ	Indicate if the Employee is paid semi-monthly Valid values are Y or N Cannot be Null At least one of the indicators from Weekly, Bi-Weekly, Semi-Monthly, Monthly, Other indicators must be set to Y
23	Monthly	Y	A	1	hr_emppay	calc_per W=weekly B=bi-weekly S=Semi-monthly HRPYPA/Position/ Per Typ M=monthly Otherwise =other	Indicate if the Employee is paid monthly Valid values are Y or N Cannot be Null At least one of the indicators from Weekly, Bi-Weekly, Semi-Monthly, Monthly, Other indicators must be set to Y
24	Other				hr_emppay	calc_per W=weekly B=bi-weekly S=Semi-monthly M=monthly Otherwise =other HRPYPA/Position/ Per Typ	Indicates if the employee is paid via a different payroll type than one of the following; Weekly, Bi-Weekly, Semi-Monthly, Monthly Valid Values are Y or N Cannot be null At least one of the indicators from Weekly, Bi-Weekly, Semi-Monthly, Monthly, Other indicators must be set to Y
25	Annual Base Salary	Y	N	9	pyx_xtd_dtl	Pyx_mtd_01	Annual base salary for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric characters and special character (.) period Cannot be null Required value when Wage Type = X 0.00 E.g. 123525.25, 0.00 Note: Annual base for an employee for the new school year must be received by September 30th or an error will occur. 0.00 will be interpreted prior to September 30th as Annual Base Not Yet Identified. 0.00 will be interpreted after the Annual Base has been received as No Change Required. All other values will be re-evaluated.
26	Position Code	Y	N	3	hr_pcntble	cbeds	Position Code for the employee Valid values are: 000 Non-Member 001 Superintendent/CEO 005 Asst. Superintendent/VP 010 Principals/Asst Principal 020 Office Administration 030 Teachers 040 Instructional Aides 050 Nurses/Health Services 060 Transportation 070 Food Services 080 Maintenance 090 Other Cannot be null
27	Wage Type	Y	A	1	hr_pcnbargunit hr_beneinfo hr_empmstr	bargunit if empty then bene_plan if empty then type crosswalked with MOPartime crosswalk	Indicates the Retirement System and the Wage Type the employer is reporting the payroll contributions for. Cannot be null Valid values are: P - PSRS Regular S - PSRS Social Security C - PSRS Critical Shortage N - PEERS Regular W - PEERS Critical Shortage R - Non-Member Retiree X - Non-Member
28	Term of Position	N	N	2	hr_emppay	calc_per crosswalked by MOPOSPER crosswalk	Indicates the number of months the employee is hired to work in the current school year Valid Values when Wage Type = P, S, C, N, or W: 09 10 11 12 Valid Values when Wage Type = R or X Null

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: Variable length

Demographic Header

Position

Field

Req.

Type

Size

Source Table

Source Column

Description/Business Logic

1

Demographic Header Id

Y

A/N

3

N/A

Submission Process

Fixed Value = “002”

2

Count

Y

N

6

Calculated

Indicates total number of detail demographic records in the Demographic Detail Section.

Must be numeric only.

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: Variable length

Demographic Detail

Position	Field	Req.	Type	Size	Source Table	Source Column	Description/Business Logic
1	Enrollment Detail Id	Y	A/N	3	N/A	Submission Process	Fixed Value = “111”
2	SSN	Y	A/N	9	hr_empmstr	ssn	Social Security Number of the employee Must be numeric, 9 characters, no spaces No alphabetic or special characters allowed Must be unique in the enrollment detail section
3	Last Name	Y	A	25	hr_empmstr	lname	Last Name of Employee. Cannot be Null.
4	First Name	Y	A	25	hr_empmstr	fname	First Name of Employee. Cannot be Null
5	Middle Name	Y	A	25	Hr_empmstr	mname	Middle Name of Employee. Cannot be Null. E.g., Y- Semi-Monthly payroll information is included in the file or N- Semi-Monthly payroll information is not included in the file.
6	Name Suffix	N	A	4			Employee Name suffix. Valid Values Null Jr. Sr. II III IV V
7	Address 1	N	A/N	50			Address 1 line of the employee address Alphanumeric Can contain special characters Cannot be null
8	Address 2	N	A/N	50			Address 2 line of the employee address Alphanumeric Can contain special characters null
9	Suite	N	A/N	10			The suite number associated with the employee address. Can be Null.
10	City	Y	A/N	50			City where employee is residing Alphanumeric Cannot be null
11	State	Y	A	2			A two-character State code, identifies State where employee is residing Must contain valid 2 characters, standard USPS State code table E.g. KS or MO
12	Zip	Y	N	5			Zip Code of the employee address. Must contain 5-character numeric value.
13	Zip4	N	N	4			Zip plus 4 of the employee address Must be 4-character numeric value if submitted Can be null
14	Date of Birth	Y	N	8			Date of Birth of the employee Cannot be null Cannot contain special or alphabetic characters Must contain 8 numeric characters. Must be a valid date in YYYYMMDD format E.g., 19750101 – First 4 digits must represent year, followed by 2-digit Month, and by 2-digit day Note: For single digit months (i.e. January through September), the month value must be preceded by a 0, (January = 01, February – 02, etc.)

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: Variable length

Payroll Header

Position

Field

Req.

Type

Size

Source Table

Source Column

Description/Business Logic

1

Payroll Header Id

Y

A/N

3

N/A

Submission Process

Fixed Value = “003”

2

Count

Y

N

6

Calculated

Indicates total number of detail payroll records in the Payroll Detail Section.

Must be numeric only.

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: xxxx bytes/characters plus one character for carriage return and one character for line feed.

Payroll Detail

Position	Field	Req.	Type	Size	Source Table	Source Column	Description/Business Logic
1	Payroll Detail Id	Y	A/N	3	N/A	Submission Process	Fixed Value = “111”
2	SSN	Y	A/N	9	hr_empmstr	ssn	Social Security Number of the employee Must be numeric, 9 characters, no spaces No alphabetic or special characters allowed Must be unique in the enrollment detail section
3	Last Name	Y	A	25	hr_empmstr	lname	Last Name of Employee. Cannot be Null.
4	First Name	Y	A	25	hr_empmstr	fname	First Name of Employee. Cannot be Null
5	Middle Name	Y	A	25	Hr_empmstr	mname	Middle Name of Employee. Cannot be Null. E.G. Y- Semi-Monthly payroll information is included in the file or N- Semi-Monthly payroll information is not included in the file.
6	Name Suffix	N	A	4			Employee Name suffix. Valid Values Null Jr. Sr. II III IV V
7	Wage Type	N	A	1			Indicates the Retirement System and the Wage Type the employer is reporting the payroll contributions for. Cannot be null Valid values are: P - PSRS Regular S - PSRS Social Security C - PSRS Critical Shortage N - PEERS Regular W - PEERS Critical Shortage R - Non-Member Retiree X - Non-Member
8	Gross Salary	Y	N	9			Gross salary for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric and special characters (.) period and (-) negative value Cannot be null E.g. 12547.50, 0.00, -1234.56
9	Retirement Salary	Y	N	9			Retirement salary for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric and special characters (.) period and (-) negative value Cannot be null E.g. 12547.50, 0.00, -1234.56
10	Employer Contribution	Y	N	9			Employer Contribution for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric and special characters (.) period and (-) negative value Cannot be null E.g. 1547.50, 0.00, -234.56
11	Employee Contribution	Y	N	9			Employee Contribution for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric and special characters (.) period and (-) negative value Cannot be null E.g. 1547.50, 0.00, -234.56
12	Insurance Amount	Y	N	9			Employer paid Insurance Amount for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric and special characters (.) period and (-) negative value Cannot be null E.g. 475.50, 0.00, -475.00 Must contain valid 2 characters, standard USPS State code table E.g. KS or MO
13	Annual Base Salary	Y	N	5			Annual base salary for the employee Allowed up to 6 decimal values with 2 precision Must be right justified Allowed only numeric and special character (.) period Cannot be null Required value when Wage Type = X 0.00 E.g. 123525.25, 0.00 Note: Annual base for a member for the new school year must be received by September 30th or an error will occur. 0.00 will be interpreted prior to September 30th as Annual Base Not Yet Identified. 0.00 will be interpreted after the Annual Base has been received as No Change Required. All other values will be re-evaluated.
14	Pay Start Date	Y	N	8			Beginning date representing the period the employee payroll detail record applies to Cannot contain special or alphabetic characters Must contain 8 numeric characters when employment status is null Can be null only when Gross Salary, Retirement Salary and Insurance Amount are all = 0.00 The date must always be less than or equal to Pay End Date Must be a valid date in YYYYMMDD format E.g. 20110301 – First 4 digits must represent year, followed by 2-digit Month, and by 2-digit day Note: For single digit months (i.e. January through September), the month value must be preceded by a 0, (January = 01, February – 02, etc.)
15	Pay End Date	Y	n	8			Ending date representing the period the employee payroll detail record applies to Cannot contain special or alphabetic characters Must contain 8 numeric characters when employment status is null Can be null only when Gross Salary, Retirement Salary and Insurance Amount are all = 0.00 The date must always be greater than or equal to Pay Start Date Must be a valid date in YYYYMMDD format E.g. 20110331 – First 4 digits must represent year, followed by 2-digit Month, and by 2-digit day Note: For single digit months (i.e. January through September), the month value must be preceded by a 0, (January = 01, February – 02, etc.)
16	Position Code	Y	N	3			Position Code for the employee Valid values are: 000 Non-Member 001 Superintendent/CEO 005 Asst. Superintendent/VP 010 Principals/Asst Principal 020 Office Administration 030 Teachers 040 Instructional Aides 050 Nurses/Health Services 060 Transportation 070 Food Services 080 Maintenance 090 Other Cannot be null
17	Reporting Type	Y/N	A	1			Payroll Reporting Type for the employee Can be null only when Pay Start Date and Pay End Date are null Valid values are: W - Weekly B - Bi Weekly S - Semi Monthly M - Monthly O – Other
18	Employee Status	N	A	1			Indicates an Employment Status change for the employee  Can be null  Must be a Valid value when Employment Date is reported Valid Values: T - Terminated L - Leave of Absence M - Military Leave S - Sick Leave A – Active Note: Only submitted when an employment status is Updated.
19	Employment Status Date	Y	N	8			Indicates the date that the Employment Status change occurs Cannot contain special or alphabetic characters Must contain 8 numeric characters when employment status is not null Must be Valid date in YYYYMMDD format when employment status is not null Must be null when employment status is null Specifies last employment date when Employment Status = T Specifies date Leave begins when Employment Status = L, M, or S Specifies employment return date when Employment Status = A E.g. 20091012 First 4 digits must represent year, followed by 2-digit Month, and by 2-digit day Note: For single digit months (i.e. January through September), the month value must be preceded by a 0, (January = 01, February – 02, etc.)
20	Hours	Y	N	6			Number of Hours worked during the Pay Start and End Date period Required when Wage Type = R or X Numeric characters Allowed only one special character, period (.) Allowed 2 precision to represent Minutes Must be null when Wage Type = P, S, C, N, or W E.g. 160.20 first 3 digits represent Hours worked last 2 digits after precision represent minutes. Value represents 160 hours and 20 minutes
21	Term of Position	Y	N	2			Indicates the number of months the employee is hired to work in the current school year Valid Values when Wage Type = P, S, C, N, or W: 09 10 11 12 Valid Values when Wage Type = R or X Null
22	Career Ladder	Y	A	1			Indicates if the value in the Retirement Salary field (field position 9) is DESE Career Ladder earnings for the employee Valid values are Y or N Cannot be null Note: Career Ladder amount must be reported separately from regular wages. If Career Ladder indicator = Y, the entire Retirement Salary field will be considered DESE Career Ladder.
23	Final Pay Employee	Y	A	1			Indicates if this transaction is the final payroll detail record the employer will report for this employee. Valid values are Y or N Cannot be null
24	Part Time	Y	A	1			Indicates the employee is enrolled as a part-time employee. For Wage Type = P or S Valid values are Y or N For Wage Type = C, N, W, R or X Valid value is N. At least one of the indicators from Weekly, Bi-Weekly, Semi-Monthly, Monthly, Other indicators must be set to Y

Data Types

A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

Record Length: xxxx bytes/characters plus one character for carriage return and one character for line feed.

Submission Report

The submission file report can be obtained by clicking Generate Report or View Report buttons on the “Submission” window.

About

The About screen displays system level information about the report such as the version, report name and database details.