Chapter 8: Transmittal Reporting
The Reporting Process
Completing the First Transmittal for a New Employee
The following information must be included on your transmittal report the first time you report an employee to DRS. The member's/participant's enrollment will not be completed until DRS has received this data. The transmittal system will reject any transactions for members whose information is incomplete on the transmittal report.
The four fields in each record which follow the record type identifier are common (Key) fields and are part of each record type. They are:
- Reporting Group Number;
- Reporting Period;
- Report Type; and
- Report Version Number.
In addition, when reporting a new employee, you must report the employee's name, Social Security Number, begin date, gender code, birth date, address, and if applicable, rate option and investment program. Create the following record types the first time you report an employee:
Note: Do not report the member profile record if you are reporting a retiree.
Member Profile Record
- Record Type Identifier (Key)
- Social Security Number
- Member/Participant Name Change Flag = Y
- Member/Participant Last Name
- Member/Participant First Name
- Member/Participant Middle Name*
- Member/Participant Name Extension*
- Member/Participant Name Title*
- Member/Participant Name Suffix*
- Address Change Flag = Y
- Address 1
- Address 2*
- Address 3*
- City
- State
- Zip Code
- Zip Code Extension*
- Gender
- Birth Date
* Optional
Employment Information Record
- Record Type Identifier (Key)
- Social Security Number
- System Code
- Plan Code
- Type Code
- Eligibility Start Date
Defined Benefit Record (not applicable for DCP)
- Record Type Identifier (Key)
- Social Security Number
- System Code
- Plan Code
- Type Code
- Earning Period
- Status Code
- Hours
- Days
- Compensation
- Employer Contributions
- Defined Benefit Member Contributions
Defined Contribution Record (For Plan 3 and DCP only)
- Record Type Identifier (Key)
- Social Security Number
- System Code
- Defined Contributions/Deferrals
- Tax Status
- Investment Program
- Rate Option
Note: Use the Defined Contribution Record only if a rate has been selected by the member or by default for Plan 3 or to report deferrals for a DCP participant. Employers should set up a DCP deferral/payroll deduction only after receiving authorization from DRS. For additional information on reporting Plan 3, see Special Reporting for Plan 3.