Reporting Instruction Manual
File building basics

When reporting units upload reporting files, they must follow ORS rules. The ORS system checks these files and looks for errors. It flags or holds records with mistakes. These records must be fixed before the system can post them. The file should only include data that has been added or changed since the last report.

File structure

A complete payroll report file must contain three main sections in this specific order:

• Header: The first line that identifies the file.
• DTL records: The middle section containing employee data. This includes DTL1, DTL2, DTL3, and DTL4 records. (See the specific Record types pages for details on each).
• Footer: The final line that summarizes the entire file.

Each section has filler at the end. Filler is just extra space to reach the required length. You don’t have to use it unless your software requires a set length for every record.

Entering data

You must put all values in the correct spot. Use these rules:

• Use zeros for empty number fields.
• Use spaces for empty letter fields or zip codes.
• If a number is too short, add zeros at the beginning to fill the space.
• If a word is too short, add spaces at the end to fill the space.
• End every record by using the enter key to create a new line.
• Don't use the enter key after the footer. The footer should be the last line in the file.
• Don't type decimal points in the file. For example, enter $38.00 as 3800. Enter $745.38 as 74538.

How to name files

All payroll files you send to ORS must follow a specific naming pattern. Use your reporting unit number. Follow it with the date the pay period ends. End the name with .dat.

For example, if your reporting unit number is 12345 and the period ended on Jan.14, 2026, name the file: 12345.01142026.dat

Technical requirements

To upload files successfully, your computer must meet these basic needs:

• System: Use any Windows version that Microsoft still supports.
• Speed: Use a processor that is 1 GHz or faster.
• Memory: Use at least 1 GB of RAM. It is better to use 2 GB.
• Browser: Use the Microsoft Edge browser.
• Internet: Use a standard connection through an internet provider.

If you have trouble uploading files, it might be due to a proxy server. A proxy server is a middle tool that handles internet traffic for a private network. Ask a computer technician to check your internet settings if the file won't send.