Attachment K - Remittance File Format.pdf
PDF 122 KB Posted
- Attached to
- DMS-2425-199, (SUSORP and SMSOAP)
- Solicitation number
- ITN-12499
- Issued by
- Alachua County, Graceville City, Florida
About this file
This document is a detailed technical specification for a Remittance File Format (Attachment K) used for tracking employee contributions and financial information for retirement accounts. The file format is designed to capture comprehensive participant data including personal details (Social Security Number, name, address, birth date, gender), employment information (agency number, company details, payroll frequency), and multiple categories of financial contributions such as voluntary employee amounts, employer amounts, and required employee amounts. The file structure is meticulously defined with precise start positions, field lengths, and end positions for each data element.
The remittance file format supports 401a and 403(b) retirement accounts, with specific guidance on how monetary amounts should be represented (using a fixed-width format with leading zeros and decimal representation). The document includes specific instructions for handling various financial scenarios, such as positive and negative monetary values, and provides additional context about data handling. Notably, the file includes provisions for biweekly payroll frequency, specifies that termination dates will be left blank to prevent premature retirement processing, and emphasizes careful treatment of salary and contribution data to prevent vendor confusion or incorrect interpretations.
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Text version
DMS-24/25-199
SUSORP/SMSOAP Page 1 of 4
ATTACHMENT K – REMITTANCE FILE FORMAT
Header Record
Data Field Length Definition
No Header.
Detail Record
Data Field Start Position
Length (File)
End Position Definition
SSN 1 9 9 Social Security Number
First Name 10 35 44 Participant First Name
Middle Name 45 35 79 Participant Middle Name
Last Name 80 35 114 Participant Last Name
Gender 115 1 115 Gender
Birth Date 116 8 123 Birth date of the participant.
Format CCYYMMDD.
Address Line 1 124 35 158 Address Line 1
Address Line 2 159 35 193 Address Line 2 Address Line 3 194 35 228 Address Line 3
City 229 20 248 City
State 249 2 250 State
Zip Code 251 9 259 Zip
Country Code 260 2 261 Country *for international we will leave blank. See notes below.
Transaction Type 262 1 262 Type of Transaction:
Value = “1”
Agency Number 263 5 267 Agency Number of the transaction.
Type of Account 268 3 270 401a/ 403(b) account
Disbursement Date
271 8 278
The ending date of the period related to the submitted contributions. Format
CCYYMMDD.
Check Date 279 8 286 Check Date of the transaction. Format
CCYYMMDD.
Company Number 287 5 291
Company Number of the provider company. This is a total of 5 digits. Please pre-pend a ‘0’ to the 4 digit company number provided to you by the
FRS.
SUSORP/SMSOAP Page 2 of 4
Data Field Start Position
Length (File)
End Position Definition
Company Name 292 25 316 Company Name of the provider company as stored at FRS.
Voluntary Employee Amount
317 11 327
Employee Amount.
Example:
one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Employer Amount 328 11 338
Employer Amount.
Example:
one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Required Employee Amount
339 11 349
Required Employee Amount. Example: one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Accumulated Voluntary Employee Amount
350 11 360
Accumulated Employee Amount. Example: one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Accumulated Employer Amount
361 11 371
Accumulated Employer Amount Example: one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Accumulated Required Employee Amount
372 11 382
Accumulated Required Employee Example: one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Payroll Mode 383 3 385 Months worked in a year
SUSORP/SMSOAP Page 3 of 4
Data Field Start Position
Length (File)
End Position Definition
Annualized Salary 386 11 396
The employee’s annual salary. We will leave BLANK if not available on payroll data and not ZEROES so that the vendors don’t accidentally record a 0 annual salary.
Example: one hundred dollars and twenty cents would be ‘00000100.20’.
And -100.20 would be - 0000100.20
Payroll Frequency 397 3 399
The frequency with which we (FRS) send this data to the vendors. For us this value is always 26 (biweekly)
Termination Date 400 8 407
Termination date of the participant. We will leave this BLANK for now because even though a termination date is reported for a member by their employer, this does not make them eligible to take a distribution from the vendor. The only time they are eligible to do this is if they fill out paperwork with the Optional Section who then sends this to the provider. The presence of a Termination Date on this file might cause confusion in that the vendors may treat this as sufficient information to allow distributions and the member will unwarrantedly be “retired”. We are not excluding this field because we do not want to change the format if we decide to include it later.
Format CCYYMMDD.
Filler Space 408 12 419 filler
SUSORP/SMSOAP Page 4 of 4
Trailer Record
Data Field Logical Length
Definition
No Trailer.
| ATTACHMENT K – REMITTANCE FILE FORMAT |
| Header Record |
| Trailer Record |
File details come from the government source that posted it. Updated .