The files specified below may be imported into the Annual Report to save data entry time. TRS strongly recommends that employers verify the accuracy of the data prior to completing and submitting the Annual Report.
The required fields are:
Field Name | Field Type | Comments |
---|---|---|
Social Security Number | Number | Up to 9 digits in length |
Name | Text | Maximum 30 characters |
Gender | Text | M or F |
Date of Birth | Text | MMDDYYYY, MM-DD-YYYY, MM/DD/YYYY |
Type of Employment | Text | F, P, S, H, or E |
Number of Days in Employment Agreement | Number | Up to 3 digits in length |
Total Number of Days Paid | Number | Up to 3 digits in length |
Annual Salary Rate | Number | |
Creditable Earnings | Number | |
Member TRS Contributions | Number | |
Federal Funds | Number | |
Full-time Equivalency Percent | Number | From 0 to 100 |
The web ARS import system will accept the following file types:
- Microsoft Excel Spreadsheet (XML format)
- Microsoft Excel Spreadsheet (.xlsx format)
- XML data
- Tab-delimited data
- Comma-delimited data
- Fixed-length data
Microsoft Excel Spreadsheet (XML Format)
- File extension: .xml
- This file is derived from the spreadsheet TRS provides when choosing the “Create Spreadsheet File” on the Import/Recover/Delete screen.
- When opening the file in Microsoft Excel, the data will be formatted as a table.
- The first row of the spreadsheet must contain column headers. The data rows begin on row two.
- Note, when adding a new row, you must start from the last row in the table and tab to the next row or perform a table row insert within the table. If you do not add the new row within the formatted table, it will not be imported to TRS.
- For example:
Excel Spreadsheet (.xlsx format)
- File extension: .xlsx
- When opening the file in Microsoft Excel, the data will be formatted as a table.
- The first row of the spreadsheet must contain column headers. The data rows begin on row two.
- Note, when adding a new row, you must start from the last row in the table and tab to the next row or perform a table row insert within the table. If you do not add the new row within the formatted table, it will not be imported to TRS.
- For example:
XML Data
- File extension: .xml
- This is a standard XML format. Note the names of each of the nodes in the following example (from Notepad++, with Show All Characters enabled):
Tab-Delimited
- File extension: .tab or .txt
- Do not include a row for column headings.
- The quotes around the fields are optional.
- Example(from Notepad++, with Show All Characters enabled):
Comma-Delimited
- File extension: .txt or .csv
- Do not include a row for column headings.
- If commas are part of a column’s data, the field must be enclosed with quotes.
- Examples(from Notepad++,with Show All Characters enabled):
Fixed-length
- Text file: .txt
- Must follow the following length specifications:
Data Name | From | Thru | Size | Comments |
---|---|---|---|---|
Letter Code | 1 | 1 | 1 | Letter "A" |
Social Security Number | 2 | 10 | 9 | |
Name | 11 | 40 | 30 | |
Gender | 41 | 41 | 1 | M or F |
Date of Birth | 42 | 49 | 8 | MMDDYYYY |
Type of Employment | 50 | 50 | 1 | F, P, S, H, or E |
Number of Days in Employment Agreement | 51 | 53 | 3 | |
Total Number of Days Paid | 54 | 56 | 3 | |
Annual Salary Rate | 57 | 66 | 10 | |
Creditable Earnings | 67 | 76 | 10 | |
Member TRS Contributions | 77 | 86 | 10 | |
Federal Funds | 87 | 96 | 10 | Do not include cents and 96th character must be a period |
Full-time Equivalency Percent | 97 | 99 | 3 |
- All characters beyond the 99th character are truncated and not processed as part of the row.
- Example (from Notepad++, with Show All Characters enabled):