DRS will accept three different formats from automated systems. The chart below describes the typical system requirements used to produce transmittal reports in each format.
Creating an ASCII Format Transmittal Report Using a Spreadsheet
Employers can use spreadsheet software and a personal computer to create a file containing their detailed transmittal report transactions, and summary record. The file must be saved as ASCII text, in tab delimited format. This type of file can be submitted via Secure File Transfer (SFT).
The samples in Figures 8-21 and 8-22 reflect how a regular transmittal report created with a spreadsheet may appear.
Points for Creating a Spreadsheet
By using the record type identifier "L," you can create headings to help you use your spreadsheet. The DRS system will not process information in any row with an L in the Record Type Indicator field. (See the description of the Record Type Identifier field.)
Many spreadsheets will delete leading zeroes from numbers you enter. (For instance, the zero will be removed from 07.) As long as you are reporting in ASCII text, tab delimited format, DRS can read these fields, even if the leading zeroes do not appear. You may encounter this with fields such as Report Version Number, Expected Monthly Reports, Social Security Number or Type Code, among others.
If you would like to have leading zeroes show on your spreadsheet, review the features of your spreadsheet application to determine how to reformat the way numbers are displayed in the cells.
Because there are more fields in the detailed records than in the summary record, the columns do not need to line up. (See Figures 8-21 and 8-22.)
When the monthly transmittal report is complete, save your file as ASCII text, with tab delimiters. Follow the instructions provided with your software to save the file in this format.
Note: Refer to the Transmittal Field Descriptions for complete field names. Field headings in Figures 8-21 and 8-22 are abbreviated.
Note: There should be no transactions in the Defined Benefit Record or the Transfer Record if reporting deferrals for participants of the Deferred Compensation Program. These records should not be included in the file.
