Purpose

This Bulletin provides updated and new information to agencies with automated payroll or HRMS systems for producing test files for data capture input and miscellaneous payment transactions and for receiving processed transaction files from PaySR. It also provides the test file requirements and schedule.

1) Test File Submission, Requirements and Schedule

The initial test files must be submitted on tape.

The tape may be submitted in:

1.  ASCII or EBCDIC character type form.
2. 3490E or 3480 cartridges or if on tape, a 3420 reel.
3. Tape may be IBM Standard Label or Unlabeled.
4. The record length and block size for the specific files are:
   1. Payroll Data Transaction File - Record Length 1500, Block Size 15,000
   2.  Miscellaneous Payment Transaction File - Record Length 75, Block Size 15,000.
5. The data set name on the tapes should be:
   1. PAYSR.--------.DATAFILE for the Payroll Data Transaction File
   2. PAYSR.--------.MISCFILE for the Miscellaneous Transaction File
      After PAYSR., you have up to 8 characters in which to identify the agency submitting the file. Example, for the Division of the Budget it would be PAYR.DOB.DATAFILE
6. The external label on the tape must indicate the following:
   1. "PAYSR TEST FILE"
   2.  Data Set Name
   3.  Identify whether the tape is Labeled or Unlabeled
   4.  Identify whether the tape is ASCII or EBCDIC

The tape should be sent to:

Office of the State Comptroller
Rensselaer Technology Park
365 Jordan Road
Troy, New York 12180
Attn: Mike Cummings, Production Control

Input Files to OSC

Step 1 - Format/Technical Validation

Due Date from Agencies: February 17, 1998

Purpose: PaySR will validate the format of test files sent from agencies

Requirements:

Payroll Data Transaction File - File should include one record for each Record Code

HIR (New Hire)
FED (Federal Tax)
PER (Personal Data)
STA (State Tax)
JOB (Job)
LOC (Local Tax)
JRQ (Job Request)
WRK (Workers Comp)
ADL (Additional Pay)
CON (Contract Data) - for applicable agencies only
EMP (Employment)

Miscellaneous Payments File - File should include one record for each Payment Type that is used by your agency (select applicable Earnings Codes from list - Attachment F, page 3).

Step 2 - Content Validation

Due Date from Agencies: March 31, 1998

Purpose: PaySR will test files sent by agencies containing specific test data

Requirements:

Payroll Data Transaction File

- Requirements will be communicated to agencies by March 16, 1998

- Position data, employees, and types of transactions will be provided by OSC

Miscellaneous Payments File

- Requirements will be communicated to agencies by March 16, 1998

Output Files From OSC

Step 1 - Format/Technical Validation

Due Date to Agencies: March 2, 1998

Purpose: Agencies will test the format of PaySR test files sent to agencies

Requirements:

Processed Transaction File

Agency Master File

Step 2 - Content Validation

Due Date to Agencies: April 10, 1998

Purpose: Agencies will validate the test files sent from PaySR by reconciling to the original transactions from the agency

Requirements:

Processed Transaction File

Agency Master File

2) Updated Interface File Information

Input Files to OSC

Agencies that elect to provide payroll transactions electronically to OSC must create records as described below and in the format shown in the attached file layouts.

Payroll Data Transaction File (Attachment A and Attachment G)

This file format will be used by Agencies to transmit data for Data Capture by OSC. (These are Group 1 and 2 type Transactions in the current Payroll System.) In addition, Pay Rate Change transactions, (COR SAL, COR FY SAL, PERF ADV, SAL INCR, SAL DECR, INCR HR, CHG RATE, LONG PAY, LONGEVITY INCR, PROM RECAL, UNSAT PERF) which are Group 3 transactions in the current system, are included in this file format, and will not be included with the Miscellaneous Payment Transactions described below.

Attachment A shows the format required for each record code (transaction type), and Attachment G shows the full file format.

Note: Additions/changes to the layout from the 9/30 version are highlighted in shaded areas.

• OSC will print the file from the agency and provide data capture into PaySR by OSC staff.

Attachment H shows the layout by record code for the report that OSC will print from the agency file and use for data input.

• A definition of the individual fields included in this file format are shown in the attached Data Dictionary (Attachment B). An updated list of Action/Reason codes (known as transaction codes in the current system) (Attachment C), and a listing of Benefit Flags (Attachment D) is also provided. Included for the first time is a description of the use of Action Codes in PaySR (Attachment L), a list of Benefit Programs and their descriptions (Attachment M), and a list of Pay Basis, FICA Status and Appointment Codes (Attachment N).

• Miscellaneous Payment Transaction File (Attachment E)

This file format will be used to transmit data for miscellaneous payment transactions such as overtime, holiday pay, etc. A complete list and description of these transaction types is shown in the list of Earnings Codes (Attachment F).

Agencies will submit Miscellaneous Payment transaction files to OSC daily, or as needed, and OSC will process the files through an interface program directly into PaySR.

Transactions for Salary changes, (i.e. Salary Increases and Salary Decreases currently reported as Group 3 transactions) will not be accepted in this file, but must be submitted either online or in the format shown above for Payroll Data Transactions.

Output Files From OSC

• Processed Transaction File (Attachment A and Attachment G)

Nightly, OSC will run a job to select transactions processed for that day and create a file for return to the Agency. This file will include data entered by OSC and data entered directly online by the Agency. This file will not reflect employee payment information.

• Agency Master File

This file includes data shown on the current Payroll System Agency Master File as well as additional information which is new in PaySR. The file format is provided as Attachment I and the data dictionary for the Master File is provided as Attachment J.

ASSUMPTIONS and REQUIREMENTS

• Agencies may submit transaction files daily or less frequently as needed.

• Separate files must be created for Payroll Data Transactions and Miscellaneous Payment Transactions.

• Options for transmitting the files were outlined in Bulletin No. 4, 11/26/97.

Please contact your PaySR Representative with any questions you may have.  

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Attachments:

1. Payroll Data Transaction File Input/Output by Record Code
2. Data Dictionary
3. Action/Reason Codes
4. Benefit Flags
5. Miscellaneous Payment Transaction File
6. Earnings Codes
7. Payroll Data Transaction File Input/Output - Full File Format
8. Agency Data Capture Report Layout
9. Master File Layout
10. Master File
11. Data Dictionary
12. Action Codes
13. Benefit Programs
14. Pay Basis, FICA Status and Appointment Codes