Reporting Instruction Manual
Detail 1

Understanding Detail 1 (DTL1) records

What Is a DTL1 record?

A DTL1 record tells the Michigan Office of Retirement Services (ORS) who an employee is. It links a Social Security number to a specific name, address, and birth date. Submit a DTL1 record for any of these reasons:

• Reporting a new employee for the first time.
• An employee has a new name or a new address.
• An employee’s personal details or demographic information changed.
• To fix errors when a DTL1 record doesn't match a DTL2 record.

Why accuracy matters

Every time ORS receives a DTL1 record, the system checks the Social Security number. It compares the name on your report to the name in the system. If the names don't match, the record will flag as an error on both the DTL1 and DTL2 records.

Review these errors immediately. If you use the wrong Social Security number, it might overwrite data for the wrong person. This mistake could cause a worker to lose their years of service (YOS). It could also add wages to the wrong account.

Managing name changes

If the Social Security number is right but the name is different, you must add a DTL1 record manually. This action updates the name in the ORS database. If you don't update the system, every future report will have an error.

Some employees work for more than one reporting unit. Errors happen if different employers use different versions of a name. This causes the database to change every time a new report arrives. Ask your employees to use the exact same name for every employer.