All payroll files uploaded to ORS must use the following naming standard:
"ReportingUnitNumber.PayPeriodEndDate.dat" For example, a file for a reporting period that started on 1/1/2002 and ended on 1/14/2002 for reporting unit number 12340 would be named: 12340.01142002.dat
File layout examples
The following is an example of a payroll report file for an employer. It contains records for a new member, a foreign address, an existing member with a TDP deduction, and a positive adjustment for an existing member.
| Header Record | |
|
Section Identifier - HEAD |
HEAD |
|
Organization Code |
12345 |
|
Organization Name |
Example Reporting Units (plus 9 spaces) |
|
Reporting Period End Date |
01142002 |
|
Date Created |
01162002 |
|
Service Center Code |
5 spaces |
|
Service Center Name |
30 spaces |
|
Filler |
290 spaces (Not required) |
|
New Member Demographic Record |
|
|
Section Identifier - DTL1 |
DTL1 |
|
SSN |
123456789 |
|
Old SSN |
000000000 |
|
Last Name |
Johnson (plus 23 spaces) |
|
First Name |
Howard (plus 14 spaces) |
|
Middle Name |
T (plus 19 spaces) |
|
Name Change Indicator |
N |
|
Address - 1 |
2496 Main Street (plus 14 spaces) |
|
Address - 2 |
Apt 6A (plus 24 spaces) |
|
Address - 3 |
30 spaces |
|
Not Used |
30 spaces |
|
City |
Lansing (plus 21 spaces) |
|
State |
MI |
|
Zip - 1 |
48909 |
|
Zip - 2 |
7671 |
|
Province |
20 spaces |
|
Country Code |
30 spaces |
|
Postal Code |
7 spaces |
|
Status Code |
11 |
|
Status Date |
01082002 |
|
Date of Birth |
07041977 |
|
Gender |
M |
|
Not Used |
0000000 |
|
Filler |
45 spaces (Not required) |
|
Demographic Record with Foreign Address |
|
|
Section Identifier - DTL1 |
DTL1 |
|
SSN |
123456789 |
|
Old SSN |
000000000 |
|
Last Name |
Johnson (plus 23 spaces) |
|
First Name |
Howard (plus 14 spaces) |
|
Middle Name |
T (plus 19 spaces) |
|
Name Change Indicator |
N |
|
Address - 1 |
2496 Main Street (plus 14 spaces) |
|
Address - 2 |
Apt 6A (plus 24 spaces) |
|
Address - 3 |
30 spaces |
|
Not Used |
30 spaces |
|
City |
Sarnia (Plus 22 spaces) |
|
State |
2 spaces |
|
Zip - 1 |
5 spaces |
|
Zip - 2 |
4 spaces |
|
Province |
Ontario (plus 13 spaces) |
|
Country Code |
94 (plus 28 spaces) |
|
Postal Code |
NON1P0 |
|
Status Code |
11 |
|
Status Date |
01082002 |
|
Date of Birth |
07041977 |
|
Gender |
M |
|
Not Used |
0000000 |
|
Filler |
45 spaces (Not required) |
|
New Member Wage and Service Record |
|
|
Section Identifier - DTL2 |
DTL2 |
|
SSN |
123456789 |
|
Last Name |
Johnson (plus 23 spaces) |
|
First Name |
Howard (plus 14 spaces) |
|
Middle Name |
T (plus 19 spaces) |
|
Begin Date |
01082002 |
|
End Date |
01142002 |
|
Retirement Hours |
004000 |
|
Reported Wage Code |
01 |
|
Employer Reported Wages |
000100000 |
|
Not Used |
000000000 |
|
Exception Wages |
000000000 |
|
Member Contributions |
000003000 |
|
Employer Contributions |
000012170 |
|
Not Used |
000000000 |
|
Pay Rate |
000002500 |
|
Employment Class Code |
1240 |
|
Contract Begin Date |
00000000 |
|
Contract End Date |
00000000 |
|
Not Used |
000000000000 |
|
Frequency of Pay |
21 |
|
Date Indicator |
DELETED |
|
Filler |
176 spaces (Not required) |
|
Existing Member Wage and Service Record |
|
|
Section Identifier - DTL2 |
DTL2 |
|
SSN |
222222222 |
|
Last Name |
Bush (plus 26 spaces) |
|
First Name |
George (plus 14 spaces) |
|
Middle Name |
W (plus 19 spaces) |
|
Begin Date |
01012002 |
|
End Date |
01142002 |
|
Retirement Hours |
008000 |
|
Reported Wage Code |
01 |
|
Employer Reported Wages |
000200000 |
|
Not Used |
000000000 |
|
Exception Wages |
000000000 |
|
Member Contributions |
000006000 |
|
Employer Contributions |
000024340 |
|
Not Used |
000000000 |
|
Pay Rate |
000002500 |
|
Employment Class Code |
1130 |
|
Contract Begin Date |
00000000 |
|
Contract End Date |
00000000 |
|
Not Used |
000000000000 |
|
Frequency of Pay |
26 |
|
Date Indicator |
DELETE |
|
Filler |
176spaces (Not required) |
|
DC/PHF Contribution Record |
|
|
Section Identifier - DTL4 |
DTL4 |
|
SSN |
222222222 |
|
Last Name |
Bush (plus 26 spaces) |
|
First Name |
George (plus 14 spaces) |
|
Middle Name |
W (plus 19 spaces) |
|
Begin Date |
07112010 |
|
End Date |
07242010 |
|
DC Record Type |
01 |
|
Gross Wages |
000005000 |
|
Member DC Contributions |
000000100 |
|
Member DC Percent (%) |
00200 (This represents 2%) |
|
Employer DC Contributions |
000000050 |
|
Employer DC Match Percent (%) |
00100 (This represents 1%) |
|
Status Change Date |
00000000 |
|
Status Change Reason Code |
00 |
|
Filler |
232 spaces (Not required) |
|
Positive Adjustment of Wage and Service for an Existing Member |
|
|
Section Identifier - DTL2 |
DTL2 |
|
SSN |
555123456 |
|
Last Name |
Kent (plus 26 spaces) |
|
First Name |
Clark (plus 15 spaces) |
|
Middle Name |
Superman (plus 12 spaces) |
|
Begin Date |
07042003 |
|
End Date |
07192003 |
|
Retirement Hours |
000000 |
|
Reported Wage Code |
05 |
|
Employer Reported Wages |
000010000 |
|
Not Used |
000000000 |
|
Exception Wages |
000000000 |
|
Member Contributions |
000000430 |
|
Employer Contributions |
000001217 |
|
Not Used |
000000000 |
|
Pay Rate |
000000000 |
|
Employment Class Code |
1610 |
|
Contract Begin Date |
00000000 |
|
Contract End Date |
00000000 |
|
Not Used |
000000000000 |
|
Frequency of Pay |
2 spaces |
|
Date Indicator |
DELETE |
|
Filler |
176 spaces (Not required) |
|
Negative Adjustment of Wage and Service for an Existing Member |
|
|
Section Identifier - DTL2 |
DTL2 |
|
SSN |
555123456 |
|
Last Name |
Kent (plus 26 spaces) |
|
First Name |
Clark (plus 15 spaces) |
|
Middle Name |
Superman (plus 12 spaces) |
|
Begin Date |
01012006 |
|
End Date |
01142006 |
|
Retirement Hours |
000000 |
|
Reported Wage Code |
06 |
|
Employer Reported Wages |
000010000 |
|
Not Used |
000000000 |
|
Exception Wages |
000000000 |
|
Member Contributions |
000000430 |
|
Employer Contributions |
000001217 |
|
Not Used |
000000000 |
|
Pay Rate |
000000000 |
|
Employment Class Code |
1610 |
|
Contract Begin Date |
00000000 |
|
Contract End Date |
00000000 |
|
Not Used |
000000000000 |
|
Frequency of Pay |
2 spaces |
|
Date Indicator |
DELETE |
|
Filler |
176 spaces (Not required) |
|
Positive Adjustment of Wage and Service for an existing member |
|
|
Section Identifier - DTL2 |
DTL2 |
|
SSN |
555123456 |
|
Last Name |
Kent (plus 26 spaces) |
|
First Name |
Clark (plus 15 spaces) |
|
Middle Name |
Superman (plus 12 spaces) |
|
Begin Date |
01012006 |
|
End Date |
01142006 |
|
Retirement Hours |
000000 |
|
Reported Wage Code |
05 |
|
Employer Reported Wages |
000010000 |
|
Not Used |
000000000 |
|
Exception Wages |
000000000 |
|
Member Contributions |
000000430 |
|
Employer Contributions |
000001217 |
|
Not Used |
000000000 |
|
Pay Rate |
000000000 |
|
Employment Class Code |
1610 |
|
Contract Begin Date |
00000000 |
|
Contract End Date |
00000000 |
|
Not Used |
000000000000 |
|
Frequency of Pay |
2 spaces |
|
Date Indicator |
DELETE |
|
Filler |
176spaces (Not required) |
| Footer | |
|
Section Identifier - FOOT |
FOOT |
|
Organization Code |
12345 |
|
Organization Name |
Example Reporting units (plus 8 spaces) |
|
Total Records |
00000006 |
|
Total Retirement Hours |
000000012000 |
|
Total Reported Wages |
000000310000 |
|
Total Exception Wages |
000000000000 |
Last updated: 05/19/2020
