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Office of the New York State Comptroller’s Seal

NYS Comptroller

Thomas P. DiNapoli

Retirement Adjustment Reporting (RAR)

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Overview

You may access the Retirement Adjustment Reporting (RAR) program via Retirement Internet Reporting (RIR). By using RAR, you will be able to submit online adjustments to your employees’ previously reported days worked, salary and contributions.

When Using RAR

  • In most cases, you will no longer have to submit the paper adjustment report form to us.
  • You will report to us how the net days and salary for a particular report period should read.
  • Additional contribution payments can be made the same way you currently make your monthly report payments — electronic debit, wire or check.
  • Remember, negative contribution amounts cannot be accepted through RAR.
  • You can access RAR with the same usernames and passwords for RIR.

How to Use RAR

To use RAR, you must have a specifically formatted file. Use this sample Microsoft Excel Retirement Adjustment Reporting (RAR) file Microsoft Excel as a template when creating your own adjustment file. Do not change the formatting or column widths, just enter your information right over the sample information already in the file. This file may be as long as you need it, and each individual may be entered for as many different months as need adjustment.

Please note: if the file you are sending makes adjustments to the last monthly report you submitted, upon validation, the file will be put “on hold” until we verify that the original monthly report has been posted to your employees’ accounts. Once this posting has been verified, the adjustment file will be released from hold and processed.

RAR File Format Specifications

Column Information to Enter in Column Explanation of Information
A ADJ This signifies that this is an adjustment report as opposed to a monthly report. Each transaction on the file must begin with ADJ.
B Your 5 digit location (employer) code  
C Your report code (010, 013, 020 etc)
D Employee’s registration number  
E Employee’s Social Security Number Only the last 4 digits are needed, but please fill in all 9 spaces, for example: XXXXX2345. Do not use dashes or spaces.
F Control initial This is always the same letter as the first letter of the employee’s last name, not the middle initial.
G Employee’s last name  
H Employee’s first name  
I Report period being adjusted Enter year and month only, for example May, 2008 should read 200805.
J Days should be Enter the total days you want the employee to have for the month being adjusted, even if the days are correct on the original report.
K Salary should be Enter the total salary you want the employee to have for the month being adjusted, even if the salary is correct on the original report.
L Total change in contributions. Do not enter a negative number. If you require a refund of contributions you must send a written request on your letterhead stating the reason for the refund along with any pertinent information. A dollar amount between 0.00 and 9999999.99 must be filled in, non-negative amounts only

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Saving your File

Once you have entered your information, you will need to save it in Excel so you have a readable file for your own use. Then, you must also save the file as a formatted text (Space delimited)( *.prn) file:

  • Go to the top left hand corner of your tool bar. Click “File,” “Save As.” A box will pop up.
  • At the top of the box, choose the location on your computer where you wish to save the file.
  • At the bottom of the box next to “File name,” rename the file, if you wish.
  • Click the drop down arrow in the “Save as type” box. Scroll down. You will pass types DBF 4, DBF 3 and DBF 2. Right after DBF 2 you should see Formatted Text (space delimited) (*.prn). Click on this name to put it in the “Save as type” box.
  • You may receive a pop up box asking the following: “The file may contain features that are not compatible with Formatted Text (space delimited)(*.prn). Do you want to keep the workbook in this format?” Answer YES.
  • When you close out of your Excel file you may get a second question: “Do you want to save the changes you made to the prn file?” Answer NO.

You will now have 2 files on your computer, one you saved as an Excel file (*.xls) and the second one you saved as a Formatted Text (space delimited) file (*.prn). The Excel file is for you to keep as a readable file, the Formatted Text (space delimited)(*.prn) file is the one you will submit over the internet.

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Submitting Your Adjustment Report

  • Log-on to the same page where you submit your monthly report.
  • Under the heading “Submit an Adjustment Report,” click “File Attachment.” This will bring up an adjustment report summary with today’s date automatically entered.
  • Enter your location code, your report code, total days from the report, total salary from the report, total change in contributions (0.00 if no change) and total record count (total transactions).
  • Click the Browse button and attach your file in the same manner that you attach your monthly report.
  • Click the “Save Summary” button at the bottom. You should see the message “Summary Successfully Submitted.”

Within 45 minutes, you will receive an email indicating that your report has either passed or failed validation.

Please note: if the file you are sending makes adjustments to the last monthly report you submitted, upon validation, the file will be put “on hold” until we verify that the original monthly report has been posted to your employees’ accounts. Once this posting has been verified, the adjustment file will be released from hold and processed.

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