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Service Purchase File Types/Required Data

Files transferred via ECS should follow the OPERS file format. To transfer an electronic form to OPERS, you'll have to take some steps to ensure you're submitting your data in the correct format.

RECORD FORMATS
Record Sequence
For each form included 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 form and consists of all data accumulated for individual employees. Multiple forms may be placed in a single file.

Record Formats
Each entry is identified as being either optional or required. Required data must contain the data indicated in the prescribed format, or it is considered an error. Optional data will be used only if it passes the editing requirements indicated (for example, the Suffix must be one of the allowable values). All numeric data is in the display format, unsigned, with no embedded slashes or hyphens.

Service Purchase

EMPLOYEE RECORD FORMAT

FROM	TO	TYPE	COUNT	REQUIRED/ OPTIONAL	DESCRIPTION
01	09	Num	9	R	Employee Social Security Number (No embedded dashes)
10	44	Alpha	35	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
45	50	Num	6	R	OPERS Employer Code Format = XXXXYY, where: XXXX = Four digit OPERS employer code YY = Two digit OPERS suffix code
51	56	Alpha	6	R	Fill with all zeros Reserved for future expansion
57	63	Num	7	R	Deductions for period: Dollars and cents, seven characters with leading zeros and no decimals. EX: Deductions 106.39 would appear as 0010639
64	64	Alpha	1	R	Deduction End code: Values are: K Terminate Deduction, Employee Request Z Final Deduction G Insufficient Net Pay for Withholding
65	100		36		Unused Reserved for future expansion

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	15	Num	8	R	Reporting Period End Date Format = MMDDCCYY, where: MM = 2 position month DD = 2 position day CCYY = 4 position year
16	100		85		Unused Reserved for future expansion