In 1996, the MTRS standardized earnings and retirement contribution reporting. The original file specifications have since been modified to simplify payroll deduction reporting for employers and remove most of the originally required data that is otherwise non-existent in payroll systems. While updating the report validations and file field definitions, the MTRS has retained the fundamental structure of the original 309 character per record layout in order to avoid requiring software revisions by employers.

Field definitions


Field name

Record Type

Status

Required

Length

1 character

Valid entries are

Payroll records are identified by “C” (letters are all caps)

Description

This is the first field in the report. It identifies the type of record being read by the system. Record types A, B and D have been eliminated.


Field name

Trans-Type

Status

Required

Length

1 character

Valid entries are

N – Normal, R – Retroactive, A – Adjustment (letters are all caps)

Description

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


Field name

Trans-Date

Status

Required

Length

8 characters

Valid entries are

yyyymmdd

Description

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. Please report each pay date with a separate record. Adjustments should also be a separate record from the normal record.


Field nameAgency
StatusRequired
Length6 characters
Valid entries are#### (space) (space) - # = 0-9
DescriptionThe school district’s four-digit agency code assigned by the MTRS. This field is left justified and should be space-filled.

Field name

School Code

Status

Eliminated

Length

3 characters

Valid entries are

(space) (space) (space)

Description

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


Field name

SSN

Status

Required

Length

9 characters

Valid entries are

######### - # = 0-9

Description

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


Field name

Name

Status

Required

Length

30 characters

Valid entries are

Alpha-numeric (letters are all caps), left justified + space filled

Description

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”).


Field name

Rate-Code

Status

Required

Length

2 characters

Valid entries are

05, 07, 08, 09, 11

Description

Identifies the contribution rate in the record being reported.


Field name

Contract-Term

Status

Required

Length

2 characters

Valid entries are

01, 02, 03, 09, 10, 11, 12, HR

Description

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. New: The MTRS now offers a contract term of ‘HR’ for MTRS eligible hourly employees who have fluctuating base earnings because they are not eligible for vacation or sick leave benefits.


Field name

Pay-Duration

Status

Required

Length

2 characters

Valid entries are

01, 02, 03, 09, 10, 11, 12, LS

Description

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.


Field name

Base-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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 = 0012346M

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


Field name

Coaching-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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

$1234.64 = 00123464 and $-1234.64 = 0012346M

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


Field name

Retroactive-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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

$1234.64 = 00123464 and $-1234.64 = 0012346M

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


Field name

Longevity-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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

$1234.64 = 00123464 and $-1234.64 = 0012346M

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


Field name

Stipend-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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 = 0012346M

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


Field name

Premium-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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 = 0012346M

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


Field name

Ineligible-Earnings

Status

Required

Length

8 characters

Valid entries are

########, # = 0-9, zero filled

Description

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 = 0012346M

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


Field name

Pay-Frequency

Status

Required

Length

2 characters

Valid entries are

01, 02, 03, 06, 10, 12, 20, 21, 22, 23, 24, 25, 26, 27, 37, 38, 40, 41, 42, 43, 44, 52, 53

Description

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”, “03” and “06” should only be used for a coach who teaches in another school district.


Field name

Retirement-Deduction

Status

Required

Length

6 characters

Valid entries are

######, # = 0-9, zero filled, right justified

Description

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 = 02346M

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


Field name

2% Retirement-Deduction

Status

Required

Length

6 characters

Valid entries are

######, # = 0-9, zero filled, right justified

Description

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. A 30-plus deduction should be taken on all of the earnings for coaches who teach in another district, for any payment to an employee outside of his or her normal pay schedule or any retroactive payment.

$234.64 = 023464 and $-234.64 = 02346M

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


Field name

Repay

Status

Required

Length

6 characters

Valid entries are

######, # = 0-9, zero filled, right justified

Description

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 = 02346M

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


Field name

Period Date

Status

Required

Length

6 characters

Valid entries are

yyyymm

Description

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.


Field name

Full-time Status

Status

Required

Length

3 characters

Valid entries are

###, zero filled, no decimals!

Description

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.


Field name

Gender Code

Status

Eliminated

Length

1 character

Valid entries are

(space)

Description

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


Field name

Birth-Date

Status

Eliminated

Length

8 characters

Valid entries are

(space) X 8 or 19500101

Description

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


Field name

Street1 – Attn: Line

Status

Required

Length

30 characters

Valid entries are

Alpha-numeric (letters are all caps), left justified + space filled

Description

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.


Field name

Street2 – Street Address Line

Status

Required

Length

30 characters

Valid entries are

Alpha-numeric (letters are all caps), left justified + space filled

Description

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


Field name

City

Status

Required

Length

16 characters

Valid entries are

Alpha-numeric (letters are all caps), left justified + space filled

Description

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


Field name

State

Status

Required

Length

2 characters

Valid entries are

Any standard two-character abbreviation for a US state or PR for Puerto Rico

Description

The two-character state abbreviation. Letters are all caps


Field name

Zip Code

Status

Required

Length

10 characters

Valid entries are

#####, #####-#### or #####(space)#### - (# = 0-9)

Description

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.


Field name

Salary

Status

Required

Length

6 characters

Valid entries are

###### # = 0-9

Description

The current annual contractual salary for the member being reported. The annual contractual salary should be the full-time equivalent for part-time members not the pro-rated actual salary being paid. This field should be stated in whole dollars and updated whenever a member’s salary changes.

$54,124 = 054124 and $54,124 = 05412D

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


Field name

Position

Status

Required

Length

6 characters

Valid entries are

SUPT = Superintendent
LEADER = Charter School Leader
COLDIR = Collaborative School Director
TEACH = Teacher
KINDER = Kindergarten Teacher
COACH = Coach (as primary title)
ADMIN = Administrator
PRIN = Principal
NURSE = School Nurse
OTHER = Other
PSYCH = Psychologist or psychiatrist
LIBRA = Librarian
ASPRIN = Assistant Principal
ASUPT = Assistant Superintendent
GUIDE = Guidance Counselor
SOCIAL = School Social Worker
ADJUST = School Adjustment Counselor
SPEECH = Speech and Language Therapist
OT = Occupational Therapist
PT = Physical Therapist

Description

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


Field name

Employer Paid Code

Status

Eliminated

Length

1 character

Valid entries are

(space)

Description

Please insert one space


Field name

Employer Paid Amount

Status

Eliminated

Length

8 characters

Valid entries are

00000000 or (space) x 8

Description

Please insert eight zeroes (00000000) or eight spaces


Field name

Grant Percentage

Status

Eliminated

Length

3 characters

Valid entries are

000 or (space) x 3

Description

Please insert three zeroes (000) or three spaces


Field name

Time

Status

Eliminated

Length

3 characters

Valid entries are

000 or (space) x 3

Description

Please insert three zeroes (000) or three spaces


Field name

Certification Number

Status

Eliminated

Length

8 characters

Valid entries are

eight spaces

Description

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.


Field name

Certification Issuer

Status

Eliminated

Length

4 characters

Valid entries are

four spaces

Description

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.


Field name

Certification Date

Status

Eliminated

Length

8 characters

Valid entries are

00000000 or (space) x 8

Description

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.


Field name

Filler

Status

Eliminated

Length

8 characters

Valid entries are

8 spaces

Description

Please insert eight spaces


Field name

Deduction Start Date

Status

Eliminated

Length

8 characters

Valid entries are

00000000 or (space) x 8

Description

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


End of record

Please end each record with a carriage return