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• Chapter 8
  • Summary
  • File Format Options
  • Reporting Media Options
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  • MRL Summary Record
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  • Reporting by SFT
  • Transmittal Field Descriptions

Chapter 8: Transmittal Reporting

Transmittal Report Technical Requirements

Reporting by Secure File Transfer (SFT)

Advantages of SFT Reporting

• Some payroll systems can be programmed to download the payroll data directly into this file
• Reduces errors and processing time
• Your Edit Messages Report can be sent electronically via SFT
• Eliminates the time and costs of mailing a manual (paper) report

How to Report via SFT

To submit a transmittal report via SFT, create a single electronic file containing both the detailed transmittal report transactions and the summary record information. See Creating an ASCII Format Transmittal Report. Save the file and transmit to DRS by the due date.

What You Can Report Via SFT

• regular transmittal reports
• correction transmittal reports (does not apply to DCP reporting)
• annual statement sequencing information

What You Will Need to Submit a Report

• computer hardware and software that can prepare an electronic file in the required data format
• an Internet connection to SFT
• a DRS User ID

Getting Started with SFT Reporting

Step 1-Establish a DRS user ID

SFT transmittal reporting requires employers to establish a user ID with DRS and to provide an Internet e-mail address. Call ESS at (360) 664-7200 or 1-800-547-6657 to begin the process of establishing a user ID.

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Step 2-Prepare Your Transmittal Information

The preliminary step of preparing your transmittal reporting information is the same for SFT reporting as for any other method. You will use your payroll information to determine the detailed transmittal reporting transactions you need to submit to DRS.

Step 3-Create a Summary Record

Each transmittal report to DRS includes two parts:

• The detailed transmittal reporting transactions for each member; and
• the summary record totals (such as compensation and contributions) that equal the sum of the detailed transactions.

After you have determined the detailed transactions you need to transmit to DRS, create a summary record to include with your detailed transactions.

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Step 4-Create an Electronic File of Your Transmittal Report

Save both the detailed transactions and the summary record in a single electronic file. You may place the summary record at either the beginning or the end of the file.

Note: File Format Options describes the data format options that DRS will accept. The formats standardize the order of the data in your report so that DRS can read your electronic file and process the transactions. Your choice will be based on the type of hardware and software you have available.

Step 5-Name Your SFT File

See Figure 8-23 below for an example of naming your electronic files using the following convention:

• The first four characters indicate the organization identification number assigned by DRS. If you do not know your organization ID, contact ESS
• the next four characters should reflect the month and version number and/or DCP1 or DCP2 if you are submitting a DCP report
• the three-character extension indicates format of the data
  • TAB for ASCII tab delimited format
  • FIX for ASCII fixed length format

Step 6-Submit a Test SFT file to DRS

If you are changing to SFT reporting from another method, contact ESS so they can work with you to send a test file. ESS will pre-edit the test file to ensure the file can be read and the data is in the correct format. You should continue to submit the transmittal report using your current method until you are notified by ESS of a successful test. Test file names should include the word test after your organization id: 2438TEST.TAB or 2438TEST.FIX.

Step 7-Begin Reporting Via SFT

Once a test is successful, you will be notified that you can begin using SFT to send transmittal reports. DRS will process the file the evening of the day you transmit the file. To confirm receipt of the file, SFT generates an "Upload Successful" message. Contact ESS if you do not get this message.

If you discover the file you sent has an error, contact ESS and request that the file be deleted. (Processing begins at 5 p.m. Pacific Standard Time.) DCP reports must be received by 9 a.m. Pacific Standard Time or they will be processed the following day.

Note: If you are reporting Deferred Compensation deferral dollars or Plan 3 member contributions, both the transmittal and the payment must be received before DRS can invest the member's money.

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