TRS Extract (New York) (Human Resources)

Last Modified on 10/22/2022 9:56 am CDT

PATH: Human Resources > Reports > TRS Extract

The TRS Extract is the method by which participating employers submit salary and contribution data to NYSTRS for each school year. The report only includes employees who have TRS as part of their retirement organization code: Human Resources > Personnel > Personnel Master > HR General Information > Retirement Organization.

NY TRS Extract Editor

Report Logic

  • Only employees who have TRS as part of their retirement organization code report. (Human Resources > Personnel > Personnel Master > HR General Information > Retirement Organization)

  •  Only records that are active during the pay periods selected on the report editor are included.

Report Editor

Field Description
Start Pay Period The first Pay Period for the reporting range.
End Pay Period The last Pay Period for the reporting range.
Pay Type

The Pay Type on which you want to report.

Pay Types are set up in Human Resources > Payroll > Process > Pay Cycle > Tables > Payroll Types.
Format
  • Fixed Width (State Format)
  • XML
  • CSV
Show Errors and Warnings When this checkbox is marked, errors and warnings are included in the report.

Header Layout

Element Logic Format and Length Campus Database Campus Location
LC    Location Code assigned by NYSTRS. Alphanumeric, 5 characters

HRDistrictRetirementInfo.
organization

 Human Resources > Administration > District Master > Employer Retirement Number for TRS
RI  This element always reports 1. Numeric, 1 digit N/A N/A
Start Date The Start Pay Date from the report editor.

Date field, 10 characters

YYYY-MM-DD

 N/A Human Resources > Reports > TRS Extract
End Date The End Pay Date from the report editor. Date field, 10 characters

YYYY-MM-DD		 N/A Human Resources > Reports > TRS Extract
Created Date The date on which the extract was generated. Date field, 10 characters

YYYY-MM-DD		 N/A N/A
Total Emp Count The number of records in the Employee Layout. Numeric N/A N/A
Total Service Days Worked

The total number from the Service Days Worked field in the Employee Layout.

 Numeric N/A N/A
Total Service Days Hours The total number from the Service Days from Hours field in the Employee Layout. Numeric N/A N/A
Total Service Days Fee The total number of Service Days from Fee field in the Employee Layout. Numeric N/A N/A
Total MTD Gross Pay The total number from the MTD Gross Pay in the Employee Layout. Numeric N/A N/A
Total MTD Base Sal Pay The total number from the MTD Base Salary Pay in the Employee Layout. Numeric N/A N/A
Total MTD Instr Pay The total number from the MTD Instructional Pay in the Employee Layout. Numeric N/A N/A
Total MTD Summer School Pay The total number from the MTD Summer School Pay in the Employee Layout. Numeric N/A N/A
Total MTD Holdover Pay The total number from the MTD Holdover Pay in the Employee Layout. Numeric N/A N/A
Total MTD Partial Leave Pay The total number from the MTD Partial Leave Pay in the Employee Layout. Numeric N/A N/A
Total MTD Retro Earliest Year Pay The total number from the MTD Retro Earliest Prior Yr Pay in the Employee Layout. Numeric N/A N/A
Total MTD Retro Next Year Pay Reports 0000000000000. Numeric N/A N/A
Total MTD Retro Latest Year Pay Reports 0000000000000. Numeric N/A N/A
Total MTD Awards Pay The total number from the MTD Awards Pay in the Employee Layout. Numeric N/A N/A
Total MTD Termination Pay The total number from the MTD Termination Pay in the Employee Layout. Numeric N/A N/A
Total MTD Non Reg Comp Pay The total number from the MTD Non-Regular Comp Pay in the Employee Layout. Numeric N/A N/A
Total MTD Non NYSTRS Pay The total number from the MTD Non-NYSTRS Pay in the Employee Layout. Numeric N/A N/A
Total MTD Post Retire Pay The total number from the MTD Post-Retirement Pay in the Employee Layout. Numeric N/A N/A
Total MTD Undefined Pay The total number from the MTD Undefined Pay in the Employee Layout. Numeric N/A N/A
Total MTD Loan Deduct Pay The total number from the MTD Loan Deduction in the Employee Layout. Numeric N/A N/A
Total MTD Plan Contrib The total number from the MTD Plan Contributions in the Employee Layout. Numeric N/A N/A
Total MTD Volun Contr The total number from the MTD Voluntary Contributions in the Employee Layout. Numeric N/A N/A

Employee Layout

Element Logic Format and Length Campus Database Campus Location
Location Code Location Code assigned by NYSTRS. Alphanumeric, 5 characters

HRDistrictRetirementInfo.
organization

 Human Resources > Administration > District Master > Employer Retirement Number for TRS
Record Identifier This element always reports 1. Numeric, 1 digit N/A N/A
Reporting Month Start Date  The Start Pay Date selected on the report editor.

Date field, 10 characters

YYYY-MM-DD

 N/A Human Resources > Reports > TRS Extract
Reporting Month End Date The End Pay Date selected on the report editor.

Date field, 10 characters

YYYY-MM-DD

 N/A Human Resources > Reports > TRS Extract
Status This field always reports L. Alphanumeric, 1 character N/A  N/A
Current Social Security Number The employee's Social Security Number. Numeric, 9 digits Identity.ssn Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number
Prior Social Security Number The staff member's previous Social Security number if reported differently in the previous month. Otherwise, this element reports 000000000. Numeric, 9 digits Identity.ssn  Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number
Current Payroll ID Reports the employee's Social Security Number as a Payroll ID. Numeric, 9 digits Identity.ssn Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number
Filler1 N/A N/A N/A N/A
Payroll Frequency

The frequency with which the employee is paid. The Pay Type selected on the report editor reports.

 Alphanumeric, 1 character N/A

Human Resources > Reports > TRS Extract
Number of Pay Cycles in Period The number of pay cycles in the month being reported. Numeric, 1 digit N/A N/A
NYSTRS EmpID The seven digit membership number assigned to the teacher. Numeric, 7 digits HRRetirement.
accountNumber		 Human Resources > Personnel > Personnel Master > HR General Information > Retirement Account Number
First Name The employee's first name. Alphanumeric, 20 characters Identity.firstName Human Resources > Personnel > Personnel Master > HR General Information > First Name
Middle Name The employee's middle name. Alphanumeric, 20 characters Identity.middleName Human Resources > Personnel > Personnel Master > HR General Information > Middle Name
Last Name

The employee's last name and suffix.

 Alphanumeric, 20 characters Identity.lastName Human Resources > Personnel > Personnel Master > HR General Information > Last Name and Suffix
Address Line 1 The first address line of the employee's Payroll residence address. Alphanumeric, 34 characters N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
Address Line 2 The second address line of the employee's Payroll residence address. Alphanumeric, 34 characters N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
Address Line 3 The third address line of the employee's Payroll residence address. Alphanumeric, 34 characters N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
City The city from the employee's Payroll residence address. Alphanumeric, 17 characters N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
State/Province The state from the employee's Payroll residence address. Alphanumeric, 2 characters N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
Zip/Postal Code The zip code from the employee's Payroll residence address. Numeric, 12 digits N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
Country The country from the employee's Payroll residence address. Alphanumeric, 3 characters N/A Human Resources > Personnel > Personnel Master > Contact Information > Households > Addresses > Payroll Residence
Sex The employee's gender: M or F. Alphanumeric, 1 character Identity.gender Human Resources > Personnel > Personnel Master > HR General Information > Gender
Birth Date The employee's date of birth.

Date field, 10 characters

YYYY-MM-DD

 HrDemographics.birthdate Human Resources > Personnel > Personnel Master > HR General Information > Birth Date

 Hire Date 

 
 

 
 

 The date the teacher was first employed at the district or date of membership with NYSTRS.

Date field, 10 characters

YYYY-MM-DD

 Employment.startDate Human Resources > Personnel > Personnel Master > HR General Information > Hire Date
Leave Type Code

Identifies the type of leave a staff member has taken during the reporting dates if they were on partial pay at less than 100% or more than 0%.

Codes report for all months the member is on leave including the starting and ending months.

If leave was not taken, this element reports blank.

Code Description
MIL Military
MAT Maternity, Paternity, Child Care
SAB Sabbatical
SCK Sick
PER Personal
XXX Up to the first 3 characters of Leave Code
Blanks Not on Leave
Alphanumeric, 3 characters Personnel.
stateLeaveCode		 Human Resources > Personnel > Personnel Master > Leave Entry > State Leave Code; Leave Pay
Percent of Part Pay for Leave

The percent of full pay the staff member is receiving.

000 reports if the Leave Type Code is blank, OR the Unpaid Percentage is not populated.

 Numeric, 3 digits HRLeaveEvent.leavePayPercentage Human Resources > Personnel > Personnel Master > HR General Information > Leave Entry >   Percentage
Separation Reason Code

The reason why the staff member left the district.

Code Description
RET Retired
TER Terminated
RES Resigned
DEA Death
XXX Up to the first 3 characters of Separation Code
Blanks Not Separated
Alphanumeric, 3 digits Employment.exitReason Human Resources > Personnel > Personnel Master > HR General Information > Exit Reason
Ceased Teaching Date The last day the staff member worked if a Separation Code is reported.

Date field, 10 characters

YYYY-MM-DD

Employment.endDate

OR

Employment.lastDateWorked
(if endDate is NULL)

 Human Resources > Personnel > Personnel Master > HR General Information > Termination Date
Full/ Part Time Indicator

The status of the staff member's employment.

Code Description
F Full-Time
P Part-Time
R Retired
Alphanumeric, 1 character HRPersonnelStatusCode.
stateReportingIdentifier

Human Resources > Personnel > Personnel Master > HR General Information > Status Code

and

Human Resources > Administration > Status Codes > State Reporting Identifier
Employment Base

The number of days in a school year for which the teacher is contracted for their primary assignment, including paid vacations.

Code Description
200 10 Month Employee
220 10.5/11 Month Employee
240 12 Month Employee
Numeric, 3 digits EmploymentAssignment.
daysPerYear		 Human Resources > Personnel > Personnel Master > Work Assignment > Payroll Information > Days Per Year
Plan Elected This element always reports TRS. Alphanumeric, 3 characters Personnel.
retirementCode		 Human Resources > Personnel > Personnel Master > HR General Information > Retirement Organization
ORP Employment Date

If a district is a SUNY or Community College and the Plan Elected is ORP, the ORP Employment date reports.

Date field, 10 characters

YYYY-MM-DD

 N/A N/A
Service Days Worked The number of full days for which the employee has been paid. Numeric, 5 digits Calculated Human Resources > Personnel > Personnel Master > Work Assignment
Service Days from Hours

The number of full days for which the employee has been paid based on the Hours Per Days on their Work Assignment.

 Numeric, 6 characters Calculated

Human Resources > Personnel > Personnel Master > Work Assignment > Payroll Information > Hours Per Day

and 

Human Resources > Personnel > Personnel Master > Work Assignment > Wage Detail Records > Hours Per Day
Service Days from Fee

The number of full days for which the employee has been paid based on the Daily rate of their wage record and timed submitted during the month.

 Numeric, 6 characters

PayrollPayHistory.baseRate

PayrollPayHistory.payRate

  Human Resources > Personnel > Personnel Master > Work Assignment > Payroll Information > Hours Per Day 
Annual Base Salary Pay Rate

The annual compensation rate for the member's primary assignment.

For teachers with an annual salary, Campus totals the  Base Pay amount for each work assignment that has a NULL End Date or an End Date => last day of the month selected in the report parameters.  Campus also only totals the base amounts from Work Assignments where the Position Code has the State Reported Salary checkbox marked.

 Numeric, 9 digits

HRWorkAssignmentSalarySummary.
baseSalary

(HRPositionCode.stateReportedSalary must be set to true, and sum of all baseSalary)

 Human Resources > Personnel > Personnel Master > Work Assignment > Wage Detail Records > Calculated Base 

 and 

 Human Resources > Administration > Position Codes > State Reported Salary
 
A: MTD Gross Pay The sum of gross pay for all employees that have a TRS deduction and where the Pension Payment Type is B-O. Numeric, 9 digits

N/A


 N/A
B: MTD Base Salary Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is B. Numeric, 9 digits N/A N/A
C: MTD Instructional Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is C. Numeric, 9 digits N/A N/A
D: MTD Summer School Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is D. Numeric, 9 digits N/A N/A
E: MTD Holdover Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is E. Numeric, 9 digits N/A N/A
F: MTD Partial Leave Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is F. Numeric, 9 digits N/A N/A
G: MTD Retro Earliest Prior Yr Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is G. Numeric, 9 digits N/A N/A
H: MTD Retro Next Prior Yr Pay This element always reports 00000000. N/A N/A N/A
I: MTD Retro Latest Prior Yr Pay This element always reports 00000000. N/A N/A N/A
J: MTD Awards Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is J. Numeric, 9 digits N/A N/A
K: MTD Termination Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is K. Numeric, 9 digits N/A N/A
L: MTD Non-Regular Comp Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is L. Numeric, 9 digits N/A N/A
M: MTD Non-NYSTRS Pay The sum of gross pay when the employee has a TRS deduction and the Pension Payment Type is M. Numeric, 9 digits N/A N/A
N: MTD Post-Retirement Pay

The pay made to a staff member for services rendered after they retired from NYS service.

If the staff member has a deduction of TRS and has a benefit level of TRPR, their gross wages report.

If they don't have the benefit level of TRPR, only the total amount paid during the date parameters for pay codes where the Pension Payment Type is N reports.

 Numeric, 9 digits N/A N/A
O: MTD Undefined Pay The pay included in the MTD Gross pay but not mapped to any Pay Category. Only the total amount paid during the date parameters for pay codes where the Pension Payment Type is O reports. Numeric, 9 digits N/A N/A
Retro Contract Multiple Year Flag Reports blank. N/A N/A N/A
Retro Contract Start Year Reports 0000. Numeric, 4 digits N/A N/A
MTD Loan Deduction Monthly loan payments made to NYSTRS. This is the SUM of all deductions for the dates selected in the report parameters where the Benefit Code is TRSL. Numeric, 10 digits Calculated

Human Resources > Payroll > Benefits > Benefit Codes

Human Resources > Employee > Benefits

Human Resources > Payroll > Process > Pay Cycle > Processes > Pay to Net
MTD Plan Contributions The amount of retirement contributions deducted for the month. This is the SUM of all deductions for the dates selected in the report parameters where the Benefit Code is TRS. Numeric, 10 digits Calculated

Human Resources > Payroll > Benefits > Benefit Codes

Human Resources > Employee > Benefits

Human Resources > Payroll > Process > Pay Cycle > Processes > Pay to Net
MTD Voluntary Contributions

This is the SUM of all deductions for the dates selected in the report parameters where the Benefit Code is TRSV.

 Numeric, 10 digits Calculated

Human Resources > Payroll > Benefits > Benefit Codes

Human Resources > Employee > Benefits

Human Resources > Payroll > Process > Pay Cycle > Processes > Pay to Net
Filler2 N/A N/A N/A N/A

 

 

 

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