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Office of the New York State Comptroller’s Seal

NYS Comptroller

Thomas P. DiNapoli

Retirement Internet Reporting (RIR) System

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Overview

Enter the Retirement Internet Reporting (RIR) system — For employers currently participating in RIR (Note: This is a secure site. You must have a User Name and Password to enter.)

The RIR system allows participating employers to report monthly employee service, salary and contribution information for their members to the New York State (NYS) & Local Employees’ and Police & Fire Retirement Systems via the Internet.

All data is secure. Participants will be assigned a User Identification (ID) and Password after they have contacted the Retirement System and committed to participating in the system.

Participating employers using RIR will:

  • Stop mailing hard copies or diskettes
  • Make corrections online, thereby reducing the need for Adjustment Reports
  • Receive detailed explanations of any problems encountered, boosting timeliness and accuracy of data posted
  • Have the opportunity to take advantage of Electronic Debits (Payments)
  • Be required to make corrections for any errors in their reports (see reporting format edits the Retirement Systems will use to validate your report). If an employer chooses to include these edits as part of their internal preparation process, they could virtually eliminate the need to correct errors online.
  • Be able to submit adjustments online via Retirement Adjustment Reporting (RAR).

How to sign up for the program

  • After contacting the Retirement System to participate in the system, the first step for local government employers will be to change to the new Expanded Record Format and Reporting Label Format.
  • After converting to the new format, you will be asked to send a test file to the Retirement System.
  • This file will be reviewed and once approved, the Retirement System will process the Employer Certification form Adobe pdf. The form is used to certify that the report information is correct and designate a security coordinator.
  • Once this form is returned, you will be provided with a “User Name” and “Password” which will enable the employer access to the web address and a test plan to use in testing your report over the Internet.
  • Once testing is complete, you will be given a new web address to start submitting monthly reports using the assigned User Name and Password.

Please see below for more information on the RIR system.

If you have questions about the RIR program, or would like to participate, email us.

Electronic Debits (Payments) — Automated Clearing House

Rather than sending us a check, you can wire us the funds electronically by using an Automated Clearing House (ACH) via the Internet.

Wiring funds using ACH is:

  • Fast — Eliminates unnecessary handling by mailrooms, post offices, staff, etc.
  • Easy — Payment comes directly to us
  • Secure — The same system used by banks
  • Convenient — Saves time, money and paper work without sacrificing accuracy, reliability or security
  • Voluntary — but you must participate in the Retirement Internet Reporting (RIR) program

Check out the Electronic Debits — Questions & Answers section for more information.

You will need to:

  • Participate in the RIR program
  • Complete an Electronic Debit Authorization Form Adobe pdf with your name, bank, account number and the name of the person to be notified when the account will be debited.
  • Mail us the completed application
  • Make sure to have the funds in your account within two days of debit notification
  • It will take two to three weeks to set up the account for you. Once we’ve processed your application, you will be notified (by phone or e-mail) that we will start debiting your account the following month.

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Electronic Debits (Automated Clearing House) Questions and Answers

  1. What are the benefits of participating in Electronic Payments?

    • It’s Easy! — Sending your monthly retirement payments electronically (Automated Clearing House) gives you more control over the timeliness of your payments. The money is directly credited to your Retirement Monthly Report, thereby eliminating the additional steps for handling (like the mail rooms, the post offices, etc.) where checks can be misdirected or lost.
    • It’s Fast! — With electronic payments, your monthly retirement payment is debited directly from your bank account (after an e-mail notification to you).
    • It’s Secure! — Electronic Payment uses the Automated Clearing House (ACH) network, the same system your bank uses to handle transactions with other banks.
  2. What notification will I receive that an electronic payment will be taken?

    You will receive an e-mail notification from the Retirement System. This e-mail notification will give you a two-day advance notice of an electronic debit from your account. This feature can assist you in your cash management process.

  3. Can I be notified at more than one e-mail address?

    The Retirement System can send e-mail notification to whatever e-mail addresses you have provided. In addition, you can of course forward the notification to other staff members in your office.

  4. What if I need to have payments debited from another bank account?

    The Retirement System is only able to debit from the account you designate on your electronic fund application.

  5. Can any employer elect to participate in this program?

    At this time, you can elect to participate only if you currently send your monthly retirement report via the Internet.

  6. If I elect to participate in this program, will I be able to pay all of my retirement payments electronically?

    Currently, the only electronic debits that can be made to New York State and Local Retirement System (NYSLRS) are the payments for your monthly report from the bank account you designate.

  7. What if I decide to change my bank account and/or e-mail address:

    You must submit another Electronic Debit Authorization Form Adobe pdf as soon as possible to NYSLRS.

  8. Am I required to participate in this program?

    No. Electronic Debits is a voluntary program. NYSLRS believes that the advantages of electronic debits (elimination of check handling and delays, plus strengthening of internal controls) are enough to make the program successful. If you do not participate in Electronic Debits, you will have to print out your check and mail it monthly with your monthly report, as you do now.

  9. How long does it take to set up a new user of Electronic Debits?

    It usually takes two to three weeks from the time we receive the completed and signed authorization form to establish your account.

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Reporting Format Edits Formatted Record to be Transferred

Name E/W* Edits
Location Code E Must be numeric
E Must be 01128, 01129, 01116, 01130, 01132, 01133, 01171, 01172, 01173, 01174, 01175, 02899 or greater than 10000 and less than 80000
Report Code E Must be numeric
E Must be greater than 009 and less than 100
Century, Year, Month and Day Reported E CCYYMMDD must be numeric
E CC must be greater than 19
E YY must be equal or greater than 00
E MM must be 01-12
E DD must be last day of MM
E Month of report must not be more than two months prior to the month file is transferred
E Month of report must not be greater than the month in which file is transferred.
Registration Number E Must be 8 positions long
E Must not be all zeros
E Positions 1 and 3 through 8 must be numeric
E Position 2 must be numeric or ‘A’ or 'B'
E Must be less than ‘60000000’
E If Report Code equals 010, 013, 014, or 015, position 2 must be numeric
E If Report Code equals 020, 023, 024, or 025, position 1 must be ‘0’ (zero) and position 2 must be ‘A’ or ‘B’
E Must contain a valid check digitOne transaction per registration number
Social Security Number W Must be 9 positions long
W Must be numeric
W Not all zeros, not all nines
Control Initial W Must be A through Z
Member’s Last Name E First position must equal Control Initial
W A through Z, space, commas, apostrophes, and hyphens are allowed for rest of field
Member’s First Name W A through Z, space, commas, apostrophes, and hyphens are allowed
Days of Service E Must be numeric and non-negative
E Not over 260 days
W Not over 130 days unless report code 015, 025
W Not over 70 days unless report code 014, 015, 024, 025
W Not over 33 days unless report code 013, 014, 015, 023, 024, 025
Gross Salary E Must be numeric and non-negative
E If Days of Service greater than zero, must be greater than zero
W Minimum wage edit: For tier 2 and above, Gross Salary must be greater than Days of Service. Tier 2 and above is defined as Registration Number 0A450000 thru 0B199999, 14000000 thru 19999999, 30000000 and above
Contributions E Must be numeric and non-negative
Loan Payment E Must be numeric and non-negative
Arrears Payment E Must be numeric and non-negative
Department or Item Number   No edits
Field Comparisons E Gross Salary must not be less than sum of the following:
  • Contributions
  • Loan Payment
  • Arrears Payment
E Location Code and Report Code authorized for email username
E

Location Code, Report Code, and Date Reported must match summary form

Sums of the following fields must match corresponding summary fields on summary form:

  • Days of Service
  • Gross Salary
  • Contributions
  • Loan Payment
  • Arrears Payment
E Total number of transactions must match summary form record count
* E=Errors, W=Warnings

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Expanded Reporting Format Formatted Record to be Transferred

Note: Please remember to add a carriage return/line feed after each record.

Name Width Remarks
Location Code 5 Code assigned by the Retirement System
Report Code 3 Report code assigned by the Retirement System
Century, Year, Month and Day Reported 8 (CCYYMMDD) — for example, December 31, 2000 would appear as 20001231
Registration Number 8 Does not include the hyphen. All PFRS members’ registration numbers must begin with 0A (zero A) or 0B (zero B)
Social Security Number 9 Does not include the hyphens
Control Initial 1 First letter of the member’s last name
Member’s Last Name 20 Suffixes such as JR., SR., III may be included, however, they are not required
Member’s First Name 20 Prefixes such as DR., HON., COMR may be included, however, they are not required
Days of Service* 10 A number between 0.00 and 9999999.99
Gross Salary* 10 A dollar amount between 0.00 and 9999999.99
Contributions* 10 A dollar amount between 0.00 and 9999999.99
Loan Payment* 10 A dollar amount between 0.00 and 9999999.99
Arrears Payment* 10 A dollar amount between 0.00 and 9999999.99
Department or Item Number 5 Any 5-Character/number that would aid in identifying a member
Total Characters 129  
*Fields include explicit decimal point

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Reporting Label Format Summary Form

Name Width Remarks
Location Code 5 Code assigned by the Retirement System
Report Code 3 Report code assigned by the Retirement System
Century, Year, Month and Day Reported 8 (CCYYMMDD) — for example, December 31 2000 would appear as 20001231
Total Days of Service 16 A number between 0.00 and 99999999999.99
Total Gross Salaries 16 A dollar amount between 0.00 and 99999999999.99
Total Contributions 16 A dollar amount between 0.00 and 99999999999.99
Total Loan Payments 16 A dollar amount between 0.00 and 99999999999.99
Total Arrears Payments 16 A dollar amount between 0.00 and 99999999999.99
Total Record Count 6 A number between 1 and 999999
Total Characters 102  

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Technical Requirements

Requirements:

  • Internet Access: Browser Software: Microsoft Internet Explorer release 5.0 or above
  • Ability to create an American Standard Code for Information Interchange (ASCII) file and/or modify current ASCII file format
  • Access to a Personal Computer (PC) (Note: At this time, Macintosh PCs are not supported)
  • Security: Security of report file transmissions over the Web will be accomplished by utilizing 128 bit SSL (Secure Sockets Layer) encryption. Lotus Notes will be used to authenticate employers and/or service providers accessing this application (Additional Security information).
  • You will be given a site to test your communication when you contact us to participate.

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Security Requirements

Things to Remember regarding Security:

  • You must not save your password when Explorer 5.0 asks if you want it saved. This is a violation of internal controls and at such time that Municipal Affairs audits you, they will want to see that this password had not been saved.
  • Please remember to shut down the Browser/Uniform Resource Locator (URL) for Retirement Internet Reporting after you have submitted or edited your report because anyone can get into the application (i.e., anyone can sit down at your desk and change what you have sent).

You will be required to complete an Employer Certification Form Adobe pdf (used to certify that your report information is correct and designate a security coordinator). Once this form is returned, you will be provided with a “User Name” and “Password” which will enable you access to the web address and a test plan to use in testing your report over the Internet. Once testing is complete, you will be given a new web address to start submitting your monthly reports using your assigned User Name and Password.

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Internet Reporting File Instructions

Below is a link to an Excel file you can use to create a text file to submit reports via the Internet. You will need to replace the information in the file with your employee records.

Sample Microsoft Excel Monthly Reporting (RIR) file Microsoft Excel

Row Descriptions
Row 3 Municipality Name and Location Code
Row 5 Month being reported
Row 7 Column heading
Row 8 Required width of column
Row 10-16 Actual data
Row 19 Total amounts
Column Descriptions
Column A Your five digit Employer Location Code
Column B Your three digit Report Code (010, 020, 013)
Column C Month being reported (20111031 for October 31, 2011 report)
Column D Employees’ Retirement Registration Number (do not use any hyphens)
Column E Employees’ Social Security Number (do not use any hyphens)
Column F Control Initial (First letter of Members’ last name)
Column G Employees’ last name
Column H Employees’ first name
Column I Days of Service (must have 2 decimals)
Column J Gross Salary (must have 2 decimals)
Column K Contributions (must have 2 decimals)
Column L Loan Payment (must have 2 decimals)
Column M Arrears Payment (must have 2 decimals)
Column N Item Number (Must be 5 characters...xxxx, 00000)

Once you’ve completed the Excel file, save it as an Excel file and as a ‘formatted text (space delimited)*.prn’ text file. You will attach the text file to your “Employer Report Summary” when you begin using RIR.

To do this, open your Excel file:

  1. Click on “file,” then “Save As”.
  2. In the “Save As” box, designate where you want your file to be saved by clicking the arrow in the ‘Save in’ box. This will give you a menu to choose where the file is to be saved (e.g., your desktop).
  3. Again in the “Save As” box, change the name of the file by typing in the “name box.” We suggest you name the file according to the month you’re reporting. For example: a May 31, 2011 report would be called “May11Ret”.
  4. And lastly in the “Save As” box, change the “Save as type” from “Microsoft Excel...” to “formatted text space delimited...” and then click Save. You will get a pop-up box that asks about “compatibility,” answer Yes.
  5. When you try to close your Excel file, you will get another pop-up box asking about saving your “.prn” file, answer No.

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