SERS New Hire Report Options

This option allows the user to create a new employee enrollment file to upload to the SERS website. SERS New Hire will create a report and can create a submission file for new employees, rehired employees and employees who have had a lapse in service.

Enter the SERS New Hire Report Options if you choose to change the Report Title.
Generate the Report by clicking
Generate the submission file by clicking and then go to the SERS website to upload and submit to SERS.

Criteria needed for an employee to be on the SERS New Hire report- An employee has to have a SERS =400 payroll item with the new employee box checked and hold a position that has SERS as the retirement code and a Position Start Date (both found on the Position screen) must be within 180 days of the current date for the employee to be eligible for the report.

SERS New Hire report does NOT look at future Position Start dates. Has to be a today's date or prior Position Start date in order for the employee to be pulled into the report.

The Other Email Address is required for SERS New Hire Report.

SERS New Hire looks at all positions for the employee that are SERS and uses the earliest position start date within 6 months.

If the employee is missing from the SERS New Hire grid, make sure the Employee's SSN is entered on the Employee screen. This will cause the employee to be missing on the grid but when you create the report and generate the file, the employee will show.

Example of School Employees Retirement System New Hires Report

Example of SERSHIRE Submission File

SERS New Hire File Layout

Header Record Layout
Detail Record Layout

Header Record Layout

Field Nbr	Start Position	Field Description	Field Length	Comments
1	1	Record Identifier	2	Identifies file header record The value must be "EH" Mandatory
2	3	Employer ID	5	A unique five digit number assigned to each employer by SERS.
3	8	Field 3	8	For future use Must contain eight zeroes
4	16	Field 4	8	For future use Must contain eight zeroes
5	24	Record Count	6	Indicates the number of detail (Enrollment) records present under the header Must be numeric Mandatory (This field has a unique identifier, i.e. Datetime stamp of the file in yyymmddhhmmss format. It is used to reject the file if another file with the same unique identifier is submitters to SERS.)
6	30	Unique ID	14	Hours is 24 hours layout. (The ID should be generated based on the following information: Current date with hours, minutes, seconds and is left justified. e.g. 20120614010434).
7	44	Field 7	328	For future use Must contain spaces

Record size = 371

Enrollment Detail Record Layout

Field Nbr	Start Position	Field Description	Field Length	Comments
1	1	Record Identifier	2	Identifies Enrollment Detail record. The value must be "ED" Mandatory
2	3	SSN	9	The Social Security Number of the employee. It must be numeric It cannot be blank
3	12	Last Name	25	Employee's last name It cannot be blank
4	37	First Name	25	Employee's first name It cannot be blank
5	62	Middle Name	25	Employee's middle name It can be blank
6	87	Name Prefix	14	Employee's prefix name It can be blank Valid values include: Ms. Mr. Mrs. Dr. Miss Sister Honorable Council Person
7	101	Name Suffix	4	Employee's suffix name It can be blank Valid values include: Jr. Sr. I II III IV V MD CPA ESQ
8	105	Employer ID	5	A unique five-digit number assigned to each employer by SERS. It cannot be blank
9	110	Address1	50	Address 1 line of the employee's address. It can be alphanumeric It cannot be blank
10	160	Address2	50	Address 2 line of the employee's address. It can be alphanumeric It can be blank
11	210	Suite	10	The suite, apartment, unit or building of the employee's address. It can be blank.
12	220	City	50	The city where the employee resides. It can be alphabetic It cannot be blank
13	270	State	2	The two letter state code of the employee's address. It must be two character alphabetic. It must follow the standard two character code, e. g. OH or Mo. It cannot be blank.
14	272	Zip	5	Zip code of the employee's address It must be numeric It cannot be blank
15	277	Zip4	4	Zip +4 of the employee's address It must be numeric It can be blank
16	281	Date of Birth	8	Date of Birth of the employee. It must be numeric It cannot be blank Format is CCYYMMDD Example: 19750101 (The first four digits should represent the year, followed by a two-digit month and a two-digit day. For single digit months like January, the month value should be preceded by a 0, as in January = 01. The same applies to the day.
17	289	Gender	1	Gender of the employee M for Male or F for Female It cannot be blank
18	290	First Date of Service	8	Employee's first date of service It must be numeric It cannot be blank Format is CCYYMMDD Example: 19750101 (The first four digits should represent the year, followed by a two-digit month and a two-digit day. For single digit months like January, the month value should be preceded by a 0, as in January = 01. The same applies to the day.
19	298	Job Classification	2	Job classification of the employment Allows two-digit numbers It cannot be blank Valid values include: 01 Administrative 02 Clerical/Secretarial 03 Custodial/Maintenance 04 Educational Aide 05 Food Service 06 Transportation 07 School Board Member 08 Supplemental 09 Other
20	300	Field 20	1	For future use It must contain the letter N. It cannot be blank.
21	301	Marital Status	3	Marital Status of the employee. *It can be blank Valid values include: SIN - Single MAR - Married SEP - Separated DIV - Divorced WID - Widowed
22	304	Field 22	8	For future use Must contain eight zeroes
23	312	Phone number	10	Phone number of the employee (Uses Home Phone on Employee screen, if blank, will contain 0's) It can be blank Only numbers are allowed Must be 10 numeric digits
24	322	Email	50	Required fieldEmail address of the employee (Uses Other Email Address on Employee screen) It cannot be blank Must be alphanumeric and dot (.) and at symbol (@) are required

Record size = 371

Error Messages

Error Date of Birth is required for Employee
Error Gender is required for Employee
Error Address - Street 1 is required for Employee
Error Address - City is required for Employee
Error Address - State is required for Employee
Error Address - Postal Code is required for Employee

To correct these errors, go to Employee Grid and put in information needed.

Submission file will not generate until all errors are corrected

SERS New Hire Report Video

Click here