Section 6: Magnetic Tape Reporting Format 

Introduction  | Instructions  | Control Record Format
Employee Record Format  | Table of Contents

Introduction

Reporting by MAGNETIC TAPE is one of three acceptable methods used by employers to report salary data to NYSTRS. The other methods are diskette and hard copy document.

NYSTRS is attempting to minimize and eventually eliminate hard copy reporting since processing is more complex and time consuming than with diskette or tape reporting.

When you create your tape, we suggest you also produce a hard copy listing containing the same information. If the information on the tape needs to be corrected, please make changes in RED on the listing and submit it with your tape. Be sure to update your data base so future reports will contain the corrected information.

Each report MUST BE CERTIFIED by an appropriate school official. In addition, a printed listing must accompany your Period 2 report. Please refer to Section 2 or Section 3 for more detailed information on this topic.

If you have any questions on this matter, please call our Employer Reporting Unit at (800) 356-3128, Ext. 6220 (447-2900 if calling from the Albany area).

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Instructions

If you will be submitting your Employer Reports on a magnetic tape reel or cartridge, please follow the instructions and format described below:

1. One Employer Report only is to be submitted on one reel or cartridge of magnetic tape. If you are late for Period 1 and are submitting both report periods at the same time, submit each period's report on a separate magnetic tape reel or cartridge.
2. On the EXTERNAL label affixed to the magnetic tape reel, state the density (1600 or 6250) at which the tape was written as well as whether it is recorded in 9-track or 7-track mode. Also, identify your computer make and model. Our preferred method is EBCDIC mode, 1600 or 6250 BPI density and 9 tracks.
3. On the EXTERNAL label affixed to the cartridge, state the density (standard or IDRC) at which the cartridge was written. Also, identify your computer make and model. All IBM 3480/90 and compatible cartridges will be acceptable.
4. This external label should also clearly state the location name and code being reported. In the case of a BOCES submitting more than one district, include a list of the school district names and codes being reported. In addition, please attach your address to facilitate return mailing.
5. Blocking factor = 10 logical records or 1600 characters. Logical Record Size = 160 characters.
6. Your file should have an internal header label written in whatever format is standard for your computer.
7. For each location reported, there should be one control record (identified by "1" in position one of the record). For each employee being reported, there should be only one employee record (identified by a "2" in position one of each record).
8. The file may be in any sequence you desire. We will be sorting all files submitted to us.
9. All fields on your file must be in character mode. Do not pack numeric data. All numeric data must be unsigned and right-justified. Please strip all zone bits from the low order position. All alphanumeric data must be left-justified and space filled.

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Control Record Format

There should be one control record for each school being reported.

Field	Positions	Size	Remarks
Record Type	1	1	"1" identified control record
Location Code	2 - 5	4	Code number by which a participating employer is identified by NYNYSTRS.
Period	6	1	1 = Period ending December 31 2 = Period ending June 30
Period Ending Date	7 - 10	4	Period 1 = 12YY Period 2 = 06YY YY - Appropriate Year e.g., 94, 95, 96, etc.
Total Employees Reported this Period	11 - 16	6	9(6) Right justify - lead zero
Total of all Contract Salaries Reported	17 - 26	10	9(10) Right justify - lead zero
Total of Members' Contributions Year-to-date	27 - 36	10	9(8)V99 Dollars and Cents - right justify - lead zero
Total of Salaries Received Year-to-date	37 - 48	12	9(10)V99 Dollars and Cents - right justify - lead zero
Total of Salaries Earned (2nd Period Only)	49 - 60	12	9(10)V99 Dollars and Cents - right justify - lead zero
Filler	61 - 160	100	Unused

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Employee Record Format

There should be ONE record for each employee being reported.

Field	Positions	Size	Remarks
Record Type	1	1	"2" identifies employee record
Location Code	2 - 5	4	Code number by which a participating employer is identified by NYNYSTRS.
Period	6	1	1 = Period ending December 31 2 = Period ending June 30
NYNYSTRS Member Number	7 - 12	6	Enter RETD if retired from a NYS public retirement system. Enter PART for part-time or substitute, or full-time other than per annum. Enter FULL for full-time per annum teacher.
Social Security Number	13 - 21	9	Use Social Security Number or Taxpayer Identification Number.
Name	22 - 52	31	Member's Name - Last Name, First Name, Middle Initial
Street Address	53 - 80	28	Apartment number (if applicable) and Street Address. If college employee is a member of ORP omit address and provide first day of ORP employment at your location as mmddyy.
City - State	81 - 100	20
Zip Code	101- 105	5
Contract Salary	106 - 111	6	9(6) Right justify - lead zero - dollars only
Employment Base	112 - 114	3	Must be filled. One implied decimal 99V9 10 Month Employee = 100 10.5 Month Employee = 105 11 Month Employee = 110 12 Month Employee = 120
Year-to-date Contributions	115 - 121	7	Dollars and Cents 99999V99 Right justify - lead zero. Use blanks or zero if no contributions.
Salary Received Year-to-date	122 - 129	8	Dollars and Cents 999999V99 Right justify - lead zero
Salary Earned (2nd Period only)	130 - 137	8	If salary received equals salary earned, leave blank.
Salary Difference (2nd Period only)	138	1	If salary received does not equal salary earned, use the following codes to identify the reason: U-Unused sick, vacation or personal leave T-Retirement incentive H-Holdover (10-month teacher paid over 12 months) R-Retroactive payment (provide school year affected on your listing) S-Salary earned in the current year but to be paid in the next school year M-Multiple reasons (provide detail on your listing)
Filler	139 - 160	22	Not used by System. May be used by reporting location.

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