Electronic Reporting

Transcription

1 Page 1 of 10 Date 08/13 Introduction Employers with more than 25 employees are required to report member information to TRSL by File Transfer Protocol (FTP) via the Internet, which is available to employers who have registered with TRSL for computer access. TRSL no longer accepts hard copy reports. Reporting agencies with 25 or fewer employees may use TRSL s secure online inquiry system to report earnings and contributions. In order to meet industry security standards, TRSL is sending and receiving only encrypted files via FTP. See the next page for details. Electronic reporting benefits both TRSL and employing agencies by allowing TRSL to process monthly reports more quickly and efficiently. Employers who report electronically spend less time resolving errors and exceptions than those agencies whose data must be manually keyed. Employers who report to TRSL electronically by FTP are not required to furnish hardcopy reports. If the file is submitted via other acceptable secure electronic media, the external label should clearly indicate the file name, date created, agency number and name, number of records, and contact information. It must be mailed in protective packaging to TRSL, PO Box 94123, Baton Rouge, LA The files must contain ASCII fixed-length records. ASCII is an acronym for the American Standard Code for Information Interchange. ASCII files are plain text, with no formatting. This is the raw format that any computer can understand and makes it possible to transfer data from one computer to another. These transaction files must conform to certain specifications and naming conventions. This section contains the following specifications for transaction layouts and file-naming conventions of files sent to TRSL electronically: Insurance Deduction (INS) or Vendor (VNDR) Input File Optional Retirement Plan (ORP) Input File (RET) Annual Salary File Salary Contribution (SAL) Input Files Sick Leave Data (SL) Input File Full Time Correction by Fiscal Year (FTCOR) Input File These transaction layouts and naming conventions can also be found in the employers section of the TRSL website at File specifications ASCII fixed-length records Carriage return (CR) and line feed (LF) record delimiters included Encrypted file name must conform to naming convention given in the transaction layout

2 Page 2 of 10 File encryption specifications Employer uses TRSL public key for PGP encryption of files sent to TRSL TRSL uses employer public key for PGP encryption of files sent to employer Applies to all electronic files sent to or from TRSL by FTP or diskette File name must conform to naming convention given in the transaction layout Encrypted file name must conform to naming convention given in the transaction layout FTP specifications Encrypted file name must conform to naming convention given in the transaction layout Questions about preparing information for electronic transmittal should be directed to the employer s own data processing staff or to TRSL s Technical Support HelpDesk, which may be reached by phone at or by at support@trsl.org. File encryption In order for TRSL to meet industry security standards, we are modifying our procedures to send or receive encrypted files. If an employer does not already have encryption software, our IT Technical Support staff recommends one of the PGP products available on the website. The application should contain straightforward instructions for setting up a public key or using a TRSL public key. Products from other vendors must be compatible with the PGP encryption. After July 1, 2006, all new employers must use file encryption on all files sent to or received from TRSL. The deadline for current employers to modify their procedures to send and receive encrypted files is December 31, After the deadline, no files will be sent or received by TRSL that are not encrypted. Employers may begin sending encrypted files immediately, after completing TRSL setup and testing for the employer s encrypted files. These procedures apply to all files transferred to TRSL regardless of media such as FTP or diskette. Each encrypted file s name must end in.pgp. File and encrypted file-naming conventions are documented later in each file type s transaction layout. The following example shows the naming conventions that are required on all encrypted files. Example: File name must be: SALnnnn_mmyyyy (file not encrypted) where nnnn is agency/employer # and mmyyyy is the processing period PGP encrypted file name must be: SALnnnn_mmyyyy.pgp where.pgp identifies that the file is PGP encrypted For an employer to send an encrypted file to TRSL, our public key will be required by the employer for encryption and will be provided upon request. Once the employer sends an encrypted file to TRSL, we will test decrypting it. The employer will be notified when the test is successful, and after that we will only accept encrypted files from that employer. For TRSL to encrypt a file to go to an employer, we will need the employer s public key, which should be e- mailed to support@trsl.org. We will encrypt a test file for the employer to decrypt. Once we are successful, the employer will start receiving encrypted files on a permanent basis.

3 Page 3 of 10 The employer must contact the TRSL Technical Support HelpDesk for file encryption setup and testing and any questions, issues, or problems. IT Technical Support HelpDesk Phone: Fax: PO Box support@trsl.org Baton Rouge LA For FTP file transfer via the Internet The employer must make sure that the Electronic Reporting Registration (Form 18A) has been completed and submitted to: Technical Support HelpDesk PO Box Baton Rouge LA Phone: Fax: support@trsl.org The employer must provide TRSL with a static IP address for each user s workstation that is to have access to TRSL via the Internet. An IP address is a unique network address used on the Internet. We use this information to provide security to our firewall and internal membership server. We allow only those IP addresses registered in our database to pass through to our local systems and FTP server. Users addresses are used for technical support purposes. Many employers call TRSL requesting instant access to our systems. Under emergency situations, we can arrange to get data to and from TRSL electronically. However, we do wish to limit alternative electronic data transfers to emergencies only. The employer must be using Microsoft Internet Explorer 5.0 or higher for FTP. The employer must send a TEST encrypted file for each type of transaction, before submitting encrypted files for processing. Follow TEST encrypted file-naming conventions for each file type defined in the input file transaction layouts that follow in this section. This applies to all electronic encrypted files sent to TRSL by FTP or diskette.

4 Page 4 of 10 Insurance Deduction (INS) or Vendor (VNDR) Input File Transaction Layout 1 Employer/Vendor ID Numeric 4 5 System Code: Numeric 1 2 School Lunch Plan A 3 School Lunch Plan B 4 Teachers Regular Plan 6 Social Security Number Numeric 9 15 Benefit Sequence Numeric 1 16 Operation (A, C, or D) Alpha 1 17 Deduction Type-1 Numeric 4 21 Deduction Amount-1 Numeric (4.2) 6 * ** 27 Deduction Type-2 Numeric 4 31 Deduction Amount-2 Numeric (4.2) 6 * ** 37 Total Deduction Amount Numeric (6.2) 8 * TOTAL 44 bytes (characters) * The decimal point in amounts is implied, e.g must be coded as as a deduction and as total deduction. ** Deduction Type-2 and Deduction Amount-2 do not apply to private vendors. Note: This file is for employers/vendors on retirees/beneficiaries. File record size: 80 bytes (characters) Encrypted file name: INSnnnn_mmyyyy.pgp where INS identifies the file type where mmyyyy is the month and year of the processing period of the file where.pgp indentifies the file as PGP encrypted TEST encrypted file name: INSnnnn_TEST.pgp Encrypted file name: VNDRnnnn_mmyyyy.pgp where VNDR identifies the file type where mmyyyy is the month and year of the processing period of the file where.pgp indentifies the file as PGP encrypted TEST encrypted file name: VNDRnnnn_TEST.pgp

5 Page 5 of 10 Optional Retirement Plan (ORP) Input File Transaction Layout 1 System Code (6) Numeric 1 2 Social Security Number Numeric 9 11 Employer ID Numeric 4 15 End-of-Month Date (mmddyyyy) Numeric 8 23 Carrier Code 01 ING Numeric 2 02 TIAA-CREF 03 VALIC 25 Salary Numeric (6.2) 8* 33 Employer Contributions Numeric (6.2) 8* 41 Employee Contributions Numeric (6.2) 8* 49 Name (Optional) Alpha Filler (Blanks) Alpha 6 TOTAL 80 bytes (characters) * The decimal point in the money field is implied, e.g must be reported as File record size: 80 bytes (characters) Encrypted file name: ORPnnnn_mmyyyy.pgp where ORP identifies the file type where mmyyyy is the month and year of the processing period of the file where.pgp identifies the file as PGP encrypted TEST encrypted file name: ORPnnnn_TEST.pgp

6 Page 8 of 10 (RET) Annual Salary File Transaction Layout NOTE: This file must be in a fixed length format and encrypted using PGP. This file must include all payees paid by the employer, including payroll, accounts payable and 1099 payments. 1 Fiscal Year Numeric 4 5 Employer ID Numeric 4 9 Social Security or Tax ID Number Numeric 9 18 Earnings Numeric 9 27 Position Description Alpha Employment Type Alpha 2 TOTAL Record Length = 128 character *Definition of Field Descriptions All fields must contain the appropriate data (no blank fields). Fiscal Year 4 numeric characters for the fiscal year the file identifies Employer ID 4 numeric characters for the Employer identification number provided by TRSL. Should be padded with zeroes from the left, e.g. 97 should be reported as 0097 Social Security or Tax ID Number 9 numeric characters for each payee, no spaces or dashes Earnings (total for each position held during the fiscal year) 9 numeric characters. Should be padded with zeroes from the left and the decimal point is implied, e.g. 32, must be reported as Position Description (include a separate line for each position held during the fiscal year) 100 alpha characters. Should be padded with spaces on the right to maintain field length of 100 characters. xx Pre K 12 employers/agencies: -- We suggest using the object and function descriptions used for Profile of Educational Personnel (PEP) reporting, e.g. Teacher Elementary Program. Refer to Department of Education website for the latest PEP Classification Codes with Schedule Requirements: -- Use of your agency s official job titles/descriptions is acceptable. xx NOTE: For accounts payable or contract payments, a generic description such as contract is acceptable. Higher education and other employers/agencies: -- Use official job titles/descriptions Employment Type 2 alpha characters. Only use FT = full-time or PT = part-time Encrypted File Name: RETnnnn_yyyy.pgp Where RET identifies the file type Where nnnn is the employer/agency ID number Where yyyy is the fiscal year of the processing period of the file Where.pgp identifies the file as PGP encrypted Test encrypted file name: RETnnnn_TEST.pgp

7 Page 7 of 10 Salary Contribution (SAL) Input File Transaction Layout 1 System Code: Numeric 1 2 School Lunch Plan A 3 School Lunch Plan B 4 Teachers Regular Plan 2 Social Security Number Numeric 9 11 Filler (Blank) Alpha 1 12 Employer ID Numeric 4 16 Contribution Type: Numeric 2 10 Regular Unsheltered 30 Regular Sheltered 18 Reporting Month-Year Numeric 6 (mmyyyy format) 24 Filler (Zeros) Numeric 4 28 Actual Earnings Numeric (7.2) 9* 37 Contributions Numeric (7.2) 9* 46 Full-Time Earnings Numeric (7.2) 9* 55 Filler (Blanks or Member Name) Alpha 26 TOTAL 80 bytes (characters) * The decimal point in the money field is implied, e.g. 5, must be reported as File record size: 80 bytes (characters) Encrypted file name: SALnnnn_mmyyyy.pgp where SAL identifies the file type where mmyyyy is the month and year of the processing period of the file where.pgp identifies the file as PGP encrypted TEST encrypted file name: SALnnnn_TEST.pgp

8 Page 8 of 10 Salary Contribution (SAL) Input File Transmittal Record Layout This is a summary total record for the contribution data being submitted and is sent as a trailing record with the contribution file. One transmittal record per system must be submitted. 1 System Code: Numeric 1 2 School Lunch Plan A 3 School Lunch Plan B 4 Teachers Regular Plan 2 Employer ID Numeric 4 6 Filler (Blank) Alpha 1 7 Reporting Month-Year (mmyyyy format) Numeric 6 13 Total Earnings Numeric (8.2) 10* 23 Total Sheltered Contributions Numeric (7.2) 9* 32 Total Unsheltered Contributions Numeric (7.2) 9* 41 Total Full-Time Earnings Numeric (8.2) 10* 51 Filler (Blanks) Alpha 30 TOTAL 80 bytes (characters) * The decimal point in the money field is implied, e.g. 1,355, must be reported as File record size: 80 bytes (characters) Encrypted file name: SALnnnn_mmyyyy.pdp where SAL identifies the file type where mmyyyy is the month and year of the processing period of the file where.pgp identifies the file as PGP encrypted TEST encrypted file name: SALnnnn_TEST.pgp

9 Page 9 of 10 Sick Leave Data (SL) Input File Transaction Layout 1 Employer ID Alpha 4 5 Social Security Number Numeric 9 14 Fiscal Year Numeric 4 18 Contract Months Numeric 2 20 Sick Leave Days Used Numeric 5* 25 Summer Percent Effort (e.g., 050 for 50%) Numeric 3 28 Summer Days Worked Numeric 5* TOTAL 32 BYTES *The field is actually 3.2 with implied decimal point. (e.g., 10.5 days worked or sick leave days used must be coded as 01050) NOTE: This file can be submitted annually at the end of each fiscal year for prior fiscal year sick leave data and at any time for any back years sick leave data. Field Description Explanation Employer ID TRSL assigned 4-digit code with leading zeros Social Security Number Member s 9-digit social security number without dashes Fiscal Year Fiscal year ending 6/30/nnnn Contract Months Enter 09, 10, 11 or 12. Round the months of contract to the nearest whole number. For example, if member s months of contract is 9.25, round to 9. If member s contract is months, round to 11. When certifying sick leave days used for a fiscal year, if there are multiple months of contracts throughout the fiscal year, enter the months of contract with the higher percent of service credit. If the percent of service credit is the same (ex: 50/50) for each month of contract, then enter the largest number as the months of contract. For example, if the member worked three months as a 12-month employee then switched to a 10-month employee for the remaining 9 months, then enter 10 as the months of contract for the fiscal year since the member worked more as a 10-month employee than a 12-month employee. Sick Days Used Enter the number of sick leave days used by the member for the fiscal year (July 1 June 30). Summer Percent Effort Enter the percent effort the member worked during the summer. If the member worked 2 hours out of a possible 4 hours, enter 050 for 50%. Here s another example: Member worked at more than one percent of effort during summer school for a fiscal year. For example, in fiscal year , the member worked 45 days in July and August 2005 at 75% effort and 20 days in June 2006 at 50% effort. Convert the percents of effort and enter the total amount of summer school days worked as 100% effort = days = 10 days total days at 100% effort (report this information) NOTE: If no summer school days worked, then report summer percent effort as 0 (000 format) to avoid a sick leave error report. Summer Days Worked Enter the number of summer days worked for the fiscal year (July 1 June 30). Generally, summer school covers the period from June through August. This period covers two fiscal years. The summer days worked in June would be reported on one fiscal year and the days worked in July and August would be reported in the next fiscal year. Encrypted file name: SLnnnn_mmddyyyy.pgp Where SL identifies data type (Sick Leave) nnnn is the employer/agency ID number mmddyyyy identifies the date file is created.pgp identifies the file as PGP encrypted

10 Page 10 of 10 Full Time Correction by Fiscal Year (FTCOR) Input File Transaction Layout Mass Update to Full-time Earnings - When submitting a data file to correct full-time earnings, the layout below should be used: 1 System Code: Numeric School Lunch Plan A 3 - School Lunch Plan B 4 - Teachers Regular Plan 2 Social Security Number Numeric 9 11 Employer ID Numeric 4 15 Fiscal Year Numeric 4 19 Full Time Earnings Amount Numeric(7.2) 9* 28 Reason for correction Alpha 72 TOTAL 99 bytes (characters) * The decimal point in amount is implied, e.g must be coded as as full time earnings. NOTE: Full Time corrections must be submitted for Active and Inactive members only. File record size: 99 bytes (characters) Encrypted file name: FTCORnnnn_mmyyyy.pgp where FTCOR identifies the file type where mmyyyy is the month and year the file is submitted where.pgp identifies the file as PGP encrypted TEST encrypted file name: FTCORnnnn_TEST.pgp