Attachment C.pdf

This is a technical specification document for a Human Resources System payroll check file to be produced by a servicing bank in South Carolina for reconciliation of physical payroll checks. The file establishes standardized record formats and data specifications for banking services related to payroll processing. The document outlines three record types—header, detail, and trailer lines—each with fixed record lengths of 80 characters in ASCII format. The header record includes the payroll bank account number and statement cutoff date in YYYYMMDD format. Detail records contain specific information for each paid check, including the bank account number, check amount with implied decimals, paid date, transaction indicator, check number, and a detail record indicator. The trailer record summarizes the total paid amount and total number of checks paid for the statement period, allowing for complete reconciliation of all payroll disbursements.

The specification mandates right-justified, zero-filled numeric fields and specific position allocations for all data elements to ensure consistency and accuracy in payroll reconciliation processes. Header records must be identified with "HR" in positions 1-2, detail records with "D" in position 76, and trailer records with "TR" in positions 1-2, with transaction indicators marked as "R" for paid or reconciled checks. This standardized format enables the servicing bank to reliably transmit payroll check information for verification against the agency's internal records, supporting financial controls and audit requirements for the state's banking services operations.