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Files transferred via ECS should follow
the OPERS file format. If you previously reported in a non-electronic
method, you'll have to take some steps to ensure you are submitting
your data in the correct format.
RECORD FORMATS
Record Sequence
For each employer (unique OPERS employer code) appearing in
a file, a set of records consisting of one or more employee records,
followed by an employer summary record is required.
This group of records is known as a payroll and consists
of all transactions accumulated for individual employees since
the period ending date of the last electronic transfer submitted
to OPERS. Multiple employer payrolls may be placed on a single
transfer, but all records for a given employer must be together.
Employee
contributions are the required percentage of earnable salary
for the regular payroll period. A record should include an individuals
gross salary and retirement contribution data for the period
of time indicated. Salaries earned in a prior
period (retroactive pay increases) which are paid in the
current period must be on supplemental reports. Supplemental
reports may be on the same physical magnetic media; however, each
month must be followed with a separate trailer record indicated
as supplemental. (See Summary Record positions 97 through 100.)
Record Formats
Each item of data is identified as being either optional or required.
Required data must be in the prescribed format, or it is
considered an error. Optional data will either: a) not be used
by OPERS (for example, the User Area in the Detail
Record) or b) used only if it passes the editing requirements
indicated (for example, the Employees Payroll Cycle code
in the Detail Record). All numeric data is in the display (unpacked)
format, unsigned, with no embedded decimal points or commas.
EMPLOYEE RECORD FORMAT
| FROM |
TO |
TYPE |
COUNT |
REQUIRED/
OPTIONAL |
DESCRIPTION |
| 01 |
01 |
Alpha |
1 |
R |
Record Type = "E" |
| 02 |
07 |
Num |
6 |
R |
OPERS Employer Code Format = XXXXYY, where:
XXXX = Four
digit OPERS employer code
YY = Two digit OPERS suffix code |
| 08 |
08 |
Alpha |
1 |
R |
Payroll Type Values are:
"R" Regular Payroll
"A" ARP Payroll - universities only |
| 09 |
17 |
Num |
9 |
R |
Employee Social Security Number
(No embedded dashes) |
| 18 |
43 |
Alpha |
26 |
R |
Employee Name
Omit space and apostrophe in last name.
Example: McNeal would appear as MCNEAL. O'Neal would
appear as ONEAL. Sequence of name will be: last name,
first name, middle name or initial. A comma may be inserted
between last name and first name. For example, the
name John J. McNeal Jr. can appear as: MCNEAL JOHN J JR
or MCNEAL, JOHN J JR or MCNEAL, JOHN J, JR
|
| 44 |
52 |
Num |
9 |
R |
Gross earnings subject to OPERS deductions for period:
Dollars and cents, nine characters with leading zeros and
no decimals. EX: Earnings 1,251.63 would appear as 000125163
|
| 53 |
59 |
Num |
7 |
R |
OPERS contributions for period:
Dollars and cents, seven
characters with leading zeros and no decimals. EX: Contributions
106.39 would appear as 0010639 |
| 60 |
60 |
Num |
1 |
R |
**Employees Payroll Cycle Values are:
5 28-day period
6 Semi-monthly
7 14-day period
4 Monthly
8 7-day period (weekly)
|
| 61 |
66 |
Num |
6 |
R |
**Payroll Begin Date (or First day of work for OPERS
contributions if new employee)
Format = MMDDYY, where:
MM = 2 position
month
DD = 2 position day
YY = 2 position year |
| 67 |
72 |
Num |
6 |
R |
**Period End Date (or Last Day of Work if no longer employed)
Format = MMDDYY, where:
MM = 2 position month
DD = 2 position
day
YY = 2 position year |
| 73 |
73 |
Alpha |
1 |
R |
Pay period begin (PPB) code:
Values are:
E Reemployed retiree
H Pay schedule/frequency change
N New employee
R Returned from non-military leave
S New or Returning to seasonal
employment
T Returned from military leave
X Exemption/Excluded
|
| 74 |
74 |
Alpha |
1 |
R |
Pay period end (PPE) code:
Values are:
D Employee is deceased
F Employee is laid off
H Pay schedule/frequency change
L Leave of absence
M Going on military leave
P Employee has retired
Q Employee has quit
S Leaving seasonal employment
W Left on workers compensation
X Exemption/Excluded
|
| 75 |
75 |
|
1 |
|
Blank -
OPERS use only |
| 76 |
76 |
|
1 |
|
Blank -
OPERS use only |
| 77 |
80 |
|
4 |
|
Unused -
Reserved for future expansion |
| 81 |
100 |
|
20 |
O |
User Area
Unused for OPERS processing |
** See OPERS Employer Manual for additional instructions.
EMPLOYER
SUMMARY RECORD FORMAT
| FROM |
TO |
TYPE |
COUNT |
REQUIRED/
OPTIONAL |
DESCRIPTION |
| 01 |
01 |
Alpha |
1 |
R |
Record Type = "T" |
| 02 |
07 |
Num |
6 |
R |
OPERS Employer Code
Format = XXXXYY, where:
XXXX = Four digit OPERS employer code
YY = Two digit OPERS suffix code
|
| 08 |
13 |
Num |
6 |
R |
Period End Date for this disk report
Format = MMDDYY where:
MM = 2 position month
DD = 2 position day
YY = 2 position
year |
| 14 |
37 |
Alpha |
24 |
R |
Employer Name
Abbreviated employer name, left justified |
| 38 |
43 |
Num |
6 |
R |
Record count:
Number of employee records on this payroll with leading zeros. EX: 127 employees
would appear as 000127 |
| 44 |
52 |
Num |
9 |
R |
Total OPERS contributions:
Total of the employee contributions for this payroll,
dollars and cents, nine characters with leading zeros
and no decimals.
EX: Contributions total 35,622.30 would appear as 003562230
|
| 53 |
53 |
Alpha |
1 |
R |
Blank -
OPERS use only |
| 54 |
54 |
Num |
1 |
R |
Employer reporting frequency code:
Values are:
4 One report per month
6 Two (semi-monthly) reports per
month
7 Biweekly reports (26 per year)
|
| 55 |
96 |
|
42 |
|
Unused
Reserved for future expansion |
| 97 |
100 |
|
4 |
|
SUPP:
For supplemental report only, regular reports leave
blank
ARP:
For ARP regular reports, spaces 97-99, universities
only
ARPS:
For ARP supplemental reports, universities
only
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