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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 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 File Layout 

  • Header Record Layout
  • Detail Record Layout


Header Record Layout 

Field
Nbr 
Start
Position 
Field
Description 
Field
Length 

Comments
11Record Identifier2Identifies file header record
  • The value must be "EH"
  • Mandatory 
23Employer ID5A unique five digit number
assigned to each employer by SERS.
38Field 38

For future use

  • Must contain eight zeroes 

 

416Field 48For future use
  • Must contain eight zeroes 
524Record Count6

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.)
630Unique ID14Hours 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). 
744Field 7328For future use
  • Must contain spaces 

Record size = 371

Enrollment Detail Record Layout

Field
Nbr 
Start
Position 
Field
Description 
Field
Length 

Comments
11Record Identifier2Identifies Enrollment Detail record.
  • The value must be "ED"
  • Mandatory
23SSN9

The Social Security Number of the
employee. 

  • It must be numeric
  • It cannot be blank 
312Last Name25

Employee's last name

  • It cannot be blank 
437First Name25Employee's first name
  • It cannot be blank 
562Middle Name25Employee's middle name
  • It can be blank 
687Name Prefix14

Employee's prefix name

  • It can be blank

Valid values include:

  • Ms.
  • Mr.
  • Mrs.
  • Dr.
  • Miss
  • Sister
  • Honorable
  • Council Person 
7101Name Suffix4

Employee's suffix name

  • It can be blank

Valid values include:

  • Jr.
  • Sr.
  • I
  • II
  • III
  • IV
  • V
  • MD
  • CPA
  • ESQ 
8105Employer ID5A unique five-digit number assigned to
each employer by SERS.
  • It cannot be blank 
9110Address150Address 1 line of the employee's address.
  • It can be alphanumeric
  • It cannot be blank 
10160Address250Address 2 line of the employee's address.
  • It can be alphanumeric
  • It can be blank
11210Suite10The suite, apartment, unit or building of
the employee's address.
  • It can be blank. 
12220City50The city where the employee resides.
  • It can be alphabetic
  • It cannot be blank 
13270State2The 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. 
14272Zip5Zip code of the employee's address
  • It must be numeric
  • It cannot be blank 
15277Zip44Zip +4 of the employee's address
  • It must be numeric
  • It can be blank 
16281Date of Birth8Date 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. 

17289Gender1Gender of the employee
  • M for Male or F for Female
  • It cannot be blank 
18290First Date of Service8Employee'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. 

19298Job Classification2Job 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 
20300Field 201 For future use
  • It must contain the letter N.
  • It cannot be blank. 
21301Marital Status3

 Marital Status of the employee.
*It can be blank

Valid values include:

  • SIN - Single
  • MAR - Married
  • SEP - Separated
  • DIV - Divorced
  • WID - Widowed 
22304Field 228 For future use
  • Must contain eight zeroes 
23312Phone number10 Phone number of the employee
  • It can be blank
  • Only numbers are allowed
  • Must be 10 numeric digits 
24322Email50 Email address of the employee
  • It can be blank
  • If not blank, it must be alphanumeric
    and dot (.) and at symbol (@) are required 

Record size = 371


SERS New Hire Report Video


 
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