AttE.Interface-Files-Layouts-and-Enrollment-Schedule.pdf
PDF 5 MB Posted
- Attached to
- DMS-2425-232 (Group Term Life Insurance)
- Solicitation number
- ITN-11871
- Issued by
- Leon County, Florida
About this file
The document titled "Interface Files Layouts Life Enrollment Specifications" is an attachment to Invitation to Negotiate (ITN) No. DMS-24/25-232 for the State of Florida's Department of Management Services, Division of State Group Insurance. The file provides detailed technical specifications for life insurance enrollment data file layouts, including header and detail record formats for monthly and weekly vendor file transmissions throughout 2025 and early 2026. The specifications outline precise field definitions, lengths, types, positions, and valid value ranges for subscriber information such as personal details, employment status, life insurance coverage levels, policy values, and effective/termination dates. The document includes comprehensive instructions for populating each data field, with specific guidance for different employee categories like career service employees, legislators, retirees, and university employees.
The file schedule indicates monthly and weekly file transmission dates, with files to be provided to carriers on specific dates corresponding to each coverage month from January 2025 through January 2026. The technical specifications are designed to support the state's People First system, enabling seamless data exchange for group term life insurance enrollment. While the document does not contain pricing information, it represents a critical technical component of the state's procurement process for group life insurance services, ensuring standardized and accurate data reporting across different employee classifications and insurance coverage types.
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Interface Files Layouts Life Enrollment Specifications
1.Layout and Specifications
1.1 File Format
Header Record
Field Name Field Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
RECORD TYPE 1 X 1 Indicates record type Hardcoded value of “H” COMPANY 4 X 2 Indicates who the file is for Blank - not used
FILLER 1 X 6
COUNT 8 N 7 Count of the # records on the enrollment file
FILLER 1 X 15
RUN DATE 8 N 16 Date the file was created Formatted YYYYMMDD
FILLER 1 X 24
COVERAGE PERIOD 4 N 25 Coverage year that the file is for Formatted YYYY
Detail Record
Field Name Field Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
SUBSCRIBER SSN 9 N 1 SSN of the subscriber Formatted last name, a “,”, first name, a space, middle initial Field should be forced to upper case.
ADDRESS 60 X 38 Address of the subscriber Field should be forced to upper case.
CITY 30 X 98 City of the subscriber’s address Field should be forced to upper case.
STATE 2 X 128 State of the subscriber’s address Field should be forced to upper case.
ZIP CODE 9 X 130 Zip code of the subscriber’s address BIRTHDATE 8 N 139 Date of birth of the subscriber Formatted YYYYMMDD SEX 1 X 147 Sex of the subscriber M for male, F for female
NAME 28 X 10 Name of the subscriber
Formatted YYYYMMDDSTATE HIRE DATE 8 N 148 Date subscriber was hire with the state
Attachment E - Interface Files Layouts Life Enrollment Specifications
ITN No.: DMS-24/25-232 Group Term Life Insurance
Field Name Field Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
If employee status is “Retired” and employee is not a teacher, populate field with “99999999”
Else if employee status is Layoff, populate field with “33333333”
Else if employee is a University employee, field should be populated with the agency/subagency combination followed by zeros (i.e. UWF employee would have “49700000” in this field)
Else if employee is in a PSA of 002, 0003, 0004, 0005, 0006, 0010, 0022, populate field with Legacy Agency code (on ZBC_BTRTL table) and zero fill the remaining fields
Else if PSA value is 0009, convert to 0010 prior to referencing ZBC_BTRTL table
Else select first eight characters of FLAIR Organization Code on infotype 9124 (NOT FLAIR ACCOUNT CODE).
If subscriber record:
0 for Unknown 1 for Career Service employee
2 for SES/SMS and other special case employee
3 for being a Legislator 4 for being a Retiree 10K 5 for being a Retiree 2.5K 6 for Vested Leg. Life only 7 for OPS employee
A for Career Service w/Vested Leg. Life B for SES/SMS w/ Vested Leg. Life C for Legislator w/ Vested Leg. Life D for Retiree 10K w/ Vested Leg. Life E for Retiree 2.5K w/ Vested Leg. Life
SAP Notes:
use function module HR_BEN_GET_FROM_FEATURE_COVGR to determine class code, then check coverage returned overriding values as follows –
BPLAN - 1001COVERAGE CLASS 1 X 167 Type of coverage subscriber has with the state life program
SAMAS ORG CODE 11 N 156 Samas org code of the subscriber
Attachment E - Interface Files Layouts Life Enrollment Specifications
0001 = 1 0002 = 2 0005 = 3 0004 = 4 0003 = 4
BPLAN - 1051
0001 = 5 0002 = 4
BPLAN - 1200 & 1001
0001 = A 0002 = B 0003 = C
BPLAN - 1200 & 1051
0001 = D 0002 = E
BPLAN - 1200
Only = 6
ANNUAL SALARY 8 N 2 168 Annual salary of the subscriber Available salary information will be provided. If salary information is unavailable, field will contain all zeros.
Formatted YYYYMMDD
If life insurance is terminating at the end of the month for the Coverage Date in the header record include the last date of the month.
If life insurance is terminating in a month after the coverage date in the header record or not terminating this field is zeroes.
If life insurance was terminated for a prior month but was sent on the last monthly file with no term date then put that term date on this file.
If life insurance was terminated for a prior month and the term date has been send on a prior file then do not include subscriber record on the file.
LIFE TERM DATE 8 N 185 Termination date of the subscriber’s life insurance
N for no, Y for yes
LIFE EFF DATE 8 N 177 Effective date of the subscriber’s life insurance Formatted YYYYMMDD
LIFE IND 1 X 176 Indicates if the subscriber has life insurance for the coverage date in the header record
Attachment E - Interface Files Layouts Life Enrollment Specifications
Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
Y for Yes /N for No
SAP Notes:
PA0168-PLTYP = 1100
If PA0168-COVOV <> 0 then Y Else N
Zero for not having it 1 - 7 for the level that they do have it
A – F if they do have it but are capped at 500,000 pending underwriting.
Coverage Level - 0 = No Coverage 1 = 1 x Base Pay 2 = 2 x Base Pay 3 = 3 x Base Pay 4 = 4 x Base Pay 5 = 5 x Base Pay 6 = 6 x Base Pay 7 = 7 x Base Pay
A = 1 x Base Pay + 500K cap B = 2 x Base Pay + 500K cap C = 3 x Base Pay + 500K cap D = 4 x Base Pay + 500K cap E = 5 x Base Pay + 500K cap F = 6 x Base Pay + 500K cap G = 7 x Base Pay + 500K cap
SAP Notes:
PA0168-PLTYP = 1100
PA0168-BCOVR+3(1) will give the coverage level
Formatted YYYMMDD
If term date for plan 1100 in SAP is 12/31/9999, zero fill this field.
OPT LIFE COVG LEVEL 1 X 194 Indicates the level that the subscriber has for optional life insurance
OPT LIFE CAP 1 X 193 Indicates the optional life insurance level that the subscriber has which is capped at 500,000
Formatted YYYYMMDD, zeroes means that they never had optional life insurance
OPT LIFE TERM DATE 8 N 203 Termination date of the subscriber’s optional life insurance
OPT LIFE EFF DATE 8 N 195 Effective date of the subscriber’s optional life insurance
Attachment E - Interface Files Layouts Life Enrollment Specifications
Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
SPOUSE LIFE IND 1 X 211 Indicates if the subscriber has spouse life insurance for the coverage date in the header record N for no, Y for yes
SPOUSE LIFE EFF DATE 8 N 212 Effective date of the subscriber’s spouse life insurance Formatted YYYYMMDD
Formatted YYYYMMDD
If spouse life insurance is terminating at the end of the month for the Coverage Date in the header record include the last date of the month.
If spouse life insurance is terminating in a month after the coverage date in the header record or not terminating this field is zeroes.
If spouse life insurance was terminated for a prior month but was sent on the last monthly file with no term date then put that term date on this file.
If spouse life insurance was terminated for a prior month and the term date has been send on a prior file then do not include spouse life information on the file
CHILD LIFE IND 1 X 228 Indicates if the subscriber has child life insurance for the coverage date in the header record N for no, Y for yes
CHILD LIFE EFF DATE 8 N 229 Effective date of the subscriber’s child life insurance Formatted YYYYMMDD
Formatted YYYYMMDD
If child life insurance is terminating at the end of the month for the Coverage Date in the header record include the last date of the month.
If child life insurance is terminating in a month after the coverage date in the header record or not terminating this field is zeroes.
If child life insurance was terminated for a prior month but was sent on the last monthly file with no term date then put that term date on this file.
If child life insurance was terminated for a prior month and the term date has been send on a prior file then do not include child life informiaton on the file
SPOUSE LIFE TERM DATE 8 N 220 Termination date of the subscriber’s spouse life insurance
CHILD LIFE TERM DATE 8 N 237 Termination date of the subscriber’s child life insurance
Attachment E - Interface Files Layouts Life Enrollment Specifications
Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
FIRST NAME 40 X 245 Subscriber’s First Name Field will be all UPPER CASE.
MIDDLE INITIAL 1 X 285 Subscriber’s Middle Initial Field will be UPPER CASE.
LAST NAME 40 X 286 Subscriber’s Last Name Field will be all UPPER CASE.
Subscriber’s People First Central Pernr Left filled with zeroes
SUB PREVIOUS SSN 9 N 334 Previous SSN of subscriber if it had been corrected If the subscriber has an SSN correction performed, populate in the former (incorrect SSN) for the subscriber in this field.
PRIMARY PHONE NUMBER 10 N 343 Primary phone number for subscriber Primary phone number from home address for subscriber if known otherwise blank
WORK PHONE NUMBER 10 N 363 Work phone number for subscriber Work phone number for subscriber if known otherwise blank (or for retirees no work phone since retirees would not have a work phone)
NOTIFICATION EMAIL 100 X 373 Notification email for subscriber Notification email for subscriber if known otherwise blank
WORK EMAIL 100 X 473 Work email for subscriber Work email for subscriber if known otherwise blank (or for retirees no work email since retirees would not have a work email)
COUNTRY CODE 2 X 573 Country Code for the subscriber Country code from home address for subscriber if known otherwise blank
PREMIUM COVERAGE MONTH 6 N 575 Coverage month for the premium payment/refund Zero fill – not used
EMPLOYEE PREMIUM
AMOUNT PAID FOR SPOUSE
LIFE
7 N 2 589 Total premium amount paid/refunded by employee for spouse life for the premium coverage month Zero fill - not used
PAYMENT/REFUND INDICATOR
FOR EMPLOYEE SPOUSE LIFE 1 N 596
Indicates if the total premium amount paid/refunded by employee for spouse life for the premium coverage month is positive or negative
Zero fill - not used
EMPLOYEE PREMIUM
AMOUNT PAID FOR CHILD LIFE 7 N 2 597 Total premium amount paid/refunded by employee for child life for the premium coverage month Zero fill - not used
PEOPLE FIRST USER ID 8 N 326 Subscriber’s People First Central Pernr
Zero fill - not used
PAYMENT/REFUND INDICATOR
FOR EMPLOYEE BASIC LIFE 1 N 588
Indicates if the total premium amount paid/refunded by employer for basic life life for the premium coverage month is positive or negative
Zero fill - not used
EMPLOYEE PREMIUM
AMOUNT PAID FOR BASIC LIFE 7 N 2 581 Total premium amount paid/refunded by employee for basic life for the premium coverage month
Attachment E - Interface Files Layouts Life Enrollment Specifications
Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
PAYMENT/REFUND INDICATOR
FOR EMPLOYEE CHILD LIFE 1 N 604
Indicates if the total premium amount paid/refunded by employee for child life for the premium coverage month is positive or negative
Zero fill - not used
BASIC LIFE POLICY VALUE 8 N 2 629 Represents the policy basic life insurance value for the member
For employees and retirees enrolled in basic life it would be the value for their plan based on their coverage class. If not enrolled in basic life the value is zero. The decimal point is assumed before the last two digits in the number. This field contains the coverage amount.
SPOUSE LIFE POLICY VALUE 8 N 2 637 Represents the policy spouse life insurance value for the member
For employees enrolled in spouse life it would be the value for their plan they are enrolled in. If not enrolled in spouse life the value is zero. The decimal point is assumed before the last two digits in the number.
Zero fill - not used
PAYMENT/REFUND INDICATOR
FOR EMPLOYEE OPTIONAL
LIFE
1 N 612 Indicates if the total premium amount paid/refunded by employer for optional life for the premium coverage month is positive or negative
Zero fill - not used
EMPLOYEE PREMIUM
AMOUNT PAID FOR OPTIONAL
LIFE
7 N 2 605 Total premium amount paid/refunded by employee for optional life for the premium coverage month
Zero fill - not used
PAYMENT/REFUND INDICATOR
FOR EMPLOYEE VESTED
LEGISLATOR LIFE
1 N 620 Indicates if the total premium amount paid/refunded by employer for Vested Legislator life for the premium coverage month is positive or negative
Zero fill - not used
EMPLOYEE PREMIUM
AMOUNT PAID FOR VESTED
LEGISLATOR LIFE
7 N 2 613 Total premium amount paid/refunded by employee for Vested Legislator life for the premium coverage month
Zero fill - not used
PAYMENT/REFUND INDICATOR
FOR EMPLOYER BASIC LIFE 1 N 628
Indicates if the total premium amount paid/refunded by employer for basic life life for the premium coverage month is positive or negative
Zero fill - not used
EMPLOYER PREMIUM
AMOUNT PAID FOR BASIC LIFE 7 N 2 621 Total premium amount paid/refunded by employer for basic life for the premium coverage month
Attachment E - Interface Files Layouts Life Enrollment Specifications
Length
Field Type
Decimal Offset
Position (if fixed) Field Description Valid Values
CHILD LIFE POLICY VALUE 8 N 2 645 Represents the policy child life insurance value for the member
For employees enrolled in child life it would be the value for their plan they are enrolled in. If not enrolled in child life the value is zero. The decimal point is assumed before the last two digits in the number.
OPTIONAL LIFE POLICY VALUE 9 N 2 653 Represents the policy optional life insurance value for the member
For employees enrolled in optional life it would be the value for their plan which is the level they are enrolled in times their salary with some cases having the limit as 500,000.00 and some cases having the limit as 1 million. If not enrolled the value is zero The decimal point is assumed before the last two digits in the number.
VESTED LEGISLATOR LIFE
POLICY VALUE 8 N 2 662 Represents the policy Vested Legislator life insurance value for the member
For vested legislator enrolled in vested legislator life it would be the value for their plan as a vested legislator. If not enrolled in vested legislator life the value is zero. The decimal point is assumed before the last two digits in the number.
Attachment E - Interface Files Layouts Life Enrollment Specifications
2021 Vendor File Schedule (Date the files are PROVIDED to the Carrier, files are ran the night before)
Month End Monthly Carrier Files File # 1 File # 2 File # 3 File # 4
Coverage
Month
Date file sent to the vendors from PF
Date file sent to the vendors from
PF *
Date file sent to the vendors from
PF *
Date file sent to the vendors from
PF *
Date file sent to the vendors from
PF *
Jan-25 12/27/2024 1/4/2025 1/11/2025 1/18/2025 1/25/2025
Feb-25 1/30/2025 2/8/2025 2/15/2025 2/22/2025
Mar-25 2/27/2025 3/8/2025 3/15/2025 3/22/2025
Apr-25 3/28/2025 4/5/2025 4/12/2025 4/19/2025
May-25 4/28/2025 5/3/2025 5/10/2025 5/17/2025 5/24/2025
Jun-25 5/28/2025 6/7/2025 6/14/2025 6/21/2025
Jul-25 6/27/2025 7/5/2025 7/12/2025 7/19/2025
Aug-25 7/29/2025 8/2/2025 8/9/2025 8/16/2025 8/23/2025
Sep-25 8/27/2025 9/6/2025 9/13/2025 9/20/2025
Oct-25 9/26/2025 10/4/2025 10/11/2025 10/18/2025 10/25/2025
Nov-25 10/30/2025 11/8/2025 11/15/2025 11/22/2025
Dec-25 11/26/2025 12/6/2025 12/13/2025 12/20/2025
Jan-26 12/29/2025 1/3/2026 1/10/2026 1/17/2026 1/24/2026
2025 Weekly Vendor Files
Attachment E - Interface Files Layouts Life Enrollment Specifications
| AttF.Interface-Files-Layouts-and-Enrollment-Schedule |
| Att.5 Interface Files Layouts Enrollment |
| Enrollment File Layout |
2025 Carrier File Dates
File details come from the government source that posted it. Updated .