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SERS New Hire Report

SERS New Hire Report

 

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. 

 

  1. Enter the SERS New Hire Report Options if you choose to change the Report Title.

  2. Generate the Report by clicking

  3. Generate the submission file by clicking

     and then go to the SERS website to upload and submit to SERS.

Criteria for SERS New Hire Report

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

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

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 field**Email 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

 

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