The Transaction Type field identifies the pay type of each individual record.
• Normal Record: Record reporting regular payroll data
• Adjustment Record: Record used to correct an error or omission that occurred in a prior reporting period
• Retroactive Record: Record generated to report retroactive pensionable pay for an employee who would not have a normal record for that period (such as terminated employee or a retiree); this is the sole function of this transaction type

Also known as the Pay Date or Check Date, the Transaction Date identifies the date of the pay transaction that pertains to this specific record. In a normal payroll record the transaction date(s) are always the same month as the Period. When the report contains aggregate records, this date should reflect either the last check or the last calendar date of the month being reported.

The school district’s four-digit agency code assigned by the MTRS. This field is left justified and should be space-filled.

Formerly the school building location code; no longer used. Please insert three spaces. This field can remain populated if being populated today.

The member’s Social Security number is the primary key in the MTRS database. No hyphens.

Full name of the member whose data is being reported. Format is last name first, separated by a comma from the first name and middle initial. Modifiers (Sr., Jr., II, III, etc.) are part of the last name, separated from the last name by a space then followed by a comma. Hyphenated last names are valid. There should only be one comma in the name field because there is no comma between the first name and middle initial (e.g., “HIDALGO-SMITH III, JANET R”).

Identifies the contribution rate in the record being reported.

The term (length of time expressed in months) associated with the contract covering the member whose deductions are being reported; the length of time the member is contracted to work. Contract terms of “01”, “02” and “03” should only be used for an athletic coach who is a teacher in another school district.

Duration of the pay schedule for the member being reported, expressed in months. The “LS” value is entered for members on a 12-month pay cycle who collect their summer pay as a lump sum in month 10. Pay durations of “01”, “02” and “03” should only be used for a coach who teaches in another school district.

The portion of contractual base earnings actually paid to the member during the reporting period; equals the contracted annual salary divided by the annual pay frequency, multiplied by the number of pay periods being reported in the record.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Earnings paid for athletic coaching at such times as they occur.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Earnings being reported in a current period that are retroactive to a prior period.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Earnings paid for a contractual longevity bonus that is not incorporated into the base salary.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Additional eligible earnings paid as contractual stipends and reported when they occur; e.g., pay received for Choral Director, Department Head, Lead Teacher, etc.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Premiums paid by the employer for individual life or disability insurance or annuity contracts. Frequently found in administrator’s contracts.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Nonpensionable (ineligible) earnings paid to the members in the reporting period; no deductions are taken from these earnings and they are not added to the total. Please default all undefined codes to this field.

$1234.64 = 00123464 and $-1234.64 = 0012346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

The annual pay date schedule expressed as a two-digit number. For a member who receives pay weekly over all 12 months in the year, the pay frequency would be reported as 52. Teachers who receive pay on a bi-weekly schedule, 12 months a year would have a pay frequency of 26. Pay frequency of “01”, “02” and “03” should only be used for a coach who teaches in another school district.

The retirement contribution actually deducted for the member reported in this record. This is calculated as a percentage of the sum of all eligible earnings reported in the previous earnings fields.

$234.64 = 023464 and $-234.64 = 02346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

The “30-plus” contribution deducted for the member reported in this record. The “30-plus” deduction should be calculated on a pay period basis on all earnings over that which would equal the earnings of someone being paid $30,000/year.

$234.64 = 023464 and $-234.64 = 02346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Reserved for reporting pre-tax installment payments. Use of this field is currently suspended but eventually it will be used to report installment payments to the MTRS through payroll deduction (for refund buy-backs, service purchases, etc.). Installment payments must be authorized by the MTRS before being submitted. This field should not be used for error correction.

$234.64 = 023464 and $-234.64 = 02346N

All earnings and deductions fields can have alpha-numeric last characters based on COBOL standards.

Also known as the reporting period or payroll period. The payroll year/month to which the transaction reported in the record applies; format is a 4-digit year followed by a 2-digit month (01 through 12): yyyymm. The month and year of the period date must match the month and year of the transaction date on all normal records.

Full-time/part-time status. The percentage of full-time the member being reported is working; field is 3-digit numeric; full-time is entered as “100”; eligible part-time entries are “001” through “099”. While employees who are working less than half-time (“050”) are ineligible for MTRS membership, it is sometimes necessary to report less than half-time values in this field when a member is working in more than one school district and the combination of the multiple district employment is equal to or greater than 50% full-time.

Please insert one space. This data is now collected through the enrollment application. If currently being populated, no change is required.

Please insert 19500101 or eight spaces. This data is now collected through the enrollment application. If currently being populated, no change is required.

This field is used for additional address mailing information such as an apartment or suite number, “c/o”, etc. Please avoid commas or other punctuation marks.

This field is used for the member’s primary street address or PO Box number. Please avoid commas or other punctuation marks.

The city or town portion of the member’s mailing address.

The two-character state abbreviation. Letters are all caps

The postal ZIP code that pertains to the member’s address. This field is sized to accommodate ZIP+4 and should be fully populated whenever this data is available. The format is base ZIP followed by four digits and may be input without a hyphen.

The current annual contractual salary for the member being reported. This field should be updated whenever a member’s salary changes. This should be the full-time equivalent and stated in whole dollars.

$54,127 = 054127

The salary field does not allow alpha-numeric coding.

SUPT = Superintendent
TEACH = Teacher
COACH = Coach (as primary title)
ADMIN = Administrator
PRIN = Principal
NURSE = School Nurse
OTHER = Other
LTS = Long-term sub
PSYCH = Psychologist or psychiatrist
LIBRA = Librarian
ASPRIN = Assistant Principal
ASUPT = Assistant Superintendent
GUIDE = Guidance Counselor
OT = Occupational Therapist
PT = Physical Therapist

The member’s generic position code derived from an MTRS-defined table. Please use upper case letters.

Please insert one space

Please insert eight zeroes (00000000) or eight spaces

Please insert three zeroes (000) or three spaces

Please insert three zeroes (000) or three spaces

Please insert eight spaces. This data is now collected through the enrollment application. If currently being populated with a valid certification number, no change is required.

Please insert four spaces. This data is now collected through the enrollment application. If currently being populated with a valid certification source, no change is required.

Please insert eight zeroes 00000000 or eight spaces. This data is now collected through the enrollment application. If currently being populated with a valid certification number, no change is required.

Please insert eight spaces

Please insert eight zeroes 00000000 or eight spaces. This data is now collected through the enrollment application.