SERS New Hire Report
- Former user (Deleted)
- Andrea Boehm
- Lori Miller
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 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 | Start | Field | Field |
|
|---|---|---|---|---|
1 | 1 | Record Identifier | 2 | Identifies file header record
|
2 | 3 | Employer ID | 5 | A unique five digit number |
3 | 8 | Field 3 | 8 | For future use
|
4 | 16 | Field 4 | 8 | For future use
|
5 | 24 | Record Count | 6 | Indicates the number of detail (Enrollment)
|
6 | 30 | Unique ID | 14 | Hours is 24 hours layout. |
7 | 44 | Field 7 | 328 | For future use
|
Record size = 371
Enrollment Detail Record Layout
Field | Start | Field | Field |
|
|---|---|---|---|---|
1 | 1 | Record Identifier | 2 | Identifies Enrollment Detail record.
|
2 | 3 | SSN | 9 | The Social Security Number of the
|
3 | 12 | Last Name | 25 | Employee's last name
|
4 | 37 | First Name | 25 | Employee's first name
|
5 | 62 | Middle Name | 25 | Employee's middle name
|
6 | 87 | Name Prefix | 14 | Employee's prefix name
Valid values include:
|
7 | 101 | Name Suffix | 4 | Employee's suffix name
Valid values include:
|
8 | 105 | Employer ID | 5 | A unique five-digit number assigned to
|
9 | 110 | Address1 | 50 | Address 1 line of the employee's address.
|
10 | 160 | Address2 | 50 | Address 2 line of the employee's address.
|
11 | 210 | Suite | 10 | The suite, apartment, unit or building of
|
12 | 220 | City | 50 | The city where the employee resides.
|
13 | 270 | State | 2 | The two letter state code of the employee's
|
14 | 272 | Zip | 5 | Zip code of the employee's address
|
15 | 277 | Zip4 | 4 | Zip +4 of the employee's address
|
16 | 281 | Date of Birth | 8 | Date of Birth of the employee.
Example: 19750101 (The first four digits For single digit months like January, the |
17 | 289 | Gender | 1 | Gender of the employee
|
18 | 290 | First Date of Service | 8 | Employee's first date of service
Example: 19750101 (The first four digits For single digit months like January, the |
19 | 298 | Job Classification | 2 | Job classification of the employment
Valid values include:
|
20 | 300 | Field 20 | 1 | For future use
|
21 | 301 | Marital Status | 3 | Marital Status of the employee. Valid values include:
|
22 | 304 | Field 22 | 8 | For future use
|
23 | 312 | Phone number | 10 | Phone number of the employee (Uses Home Phone on Employee screen, if blank, will contain 0's)
|
24 | 322 | 50 | **Required field**Email address of the employee (Uses Other Email Address on Employee screen)
|
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