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MessagePossible Action RequiredNote: As SSA changes its rules, PSERS updates the system validations;however PSERS is not always able to have the validations updatedbefore you need to report an individual with the new designation. Ifthat happens, contact ESC and PSERS will work with you to create theMember Demographic Record.Invalid SSN [Member SSN]numeric formatPopulate the SSN field. The SSN is a required value.The SSN on the file does not match a SSN / Employer combination.Check to see:No contract record on file forthis member.-If a Contract Record is required.-If a typographical error was made in the inputting of the SSN.-If a typographical error was made in the Header Recordregarding the placement of the Employer ID.The SSN / Contract Record (i.e., Wage Type and Fiscal Year)combination already exists.Duplicate records submittedfor SSN, Wage type, and FiscalYear combination.Combination must be uniqueor combined into one record.-If you confirm the existing record supports the reporting ofwages, contribution (if applicable), and service units, deletethe Contract Record from the file-If you determine the existing record does not support thereporting of wages, contributions (if applicable), and serviceunits, correct the Contract Record being submittedOnce a member retires, PSERS restricts the reporting of MemberDemographic and Contract Record information.Retired member. Pleasecontact ESC for instructions.6-If you need to enroll a retired member who returned to workoutside the emergency, work shortage, or extracurricularsituation, you need to complete the PSRS‐1299.-If the situation is other than a return to work of a retiree,contact ESC.Invalid birth date. Must be inMMDDYYYY format.Make sure the birth date field is not blank (null), doesn’t contain allzeros, doesn’t contain an invalid date format, or has less than 8 digits.Invalid birth date. Age must begreater than 10.Confirm the school employee’s birth year doesn’t contain atypographical error.Invalid birth date. Age must beConfirm the school employee’s birth year doesn’t contain aEmployers’ Reference Manual – Chapter 17Revised: 9/29/2014

MessagePossible Action Requiredless than 111typographical error.Age calculated is greater than69. Confirm Date of BirthIt is unusual, but not impossible, for a school employee to be olderthan age 69 at time of enrollment. Confirm the school employee’sbirth year doesn’t contain a typographical error.Date of Birth does not matchexisting record.When your file is compared to the records in the pensionadministration system (V3), the existing SSN / Date of Birthcombination does not match the incoming SSN / Date of Birthcombination. Confirm the record doesn’t contain any typographicalerrors. If you need to correct either the SSN or the Date of Birth, youmust complete the Demographic Information Change Request (PSRS‐1870). Continue to report the record as originally submitted until youare contacted that the record has been updated.Gender must be M or FMake sure the gender field is not blank (null) or doesn’t contain acharacter other than ‘M’ or ‘F’.Gender does not matchexisting recordWhen your file is compared to the records in the pensionadministration system (V3), the existing SSN / Gender combinationdoes not match the incoming SSN / Gender combination. Confirm therecord doesn’t contain any typographical errors. If not changed, therecord will be updated.First name cannot be blankPopulate the First Name field. The First Name is a required value.First Name does not matchexisting record.When your file is compared to the records in the pensionadministration system (V3), the existing SSN / First Name combinationdoes not match the incoming SSN / First Name combination. Confirmthe record doesn’t contain any typographical errors. If not changed,the record will be updated.Middle name does not matchexisting recordWhen your file is compared to the records in the pensionadministration system (V3), the existing SSN / Middle Namecombination does not match the incoming SSN / Middle Namecombination. Confirm the record doesn’t contain any typographicalerrors. If not changed, the record will be updated.Last name cannot be blankPopulate the Last Name field. The Last Name is a required value.Last name does not matchexisting fileWhen your file is compared to the records in the pensionadministration system (V3), the existing SSN / Last Name combinationdoes not match the incoming SSN / Last Name combination. ConfirmEmployers’ Reference Manual – Chapter 17Revised: 9/29/20147

MessagePossible Action Requiredthe record doesn’t contain any typographical errors. If not changed,the record will be updated.PSERS will contact the school employee if the Last Name change is on aMale Record. The school employee will be required to provide proofto support the change.8Invalid SuffixPopulate the Suffix field from the valid values list.Suffix does not match existingrecordWhen your file is compared to the records in the pensionadministration system (V3), the existing SSN / Suffix combination doesnot match the incoming SSN / Suffix combination. Confirm the recorddoesn’t contain any typographical errors. If not changed, the recordwill be updated.Street Address cannot beblankValidate the school employees’ address and input the information.City cannot be blankValidate the school employees’ address and input the information.Invalid City, State, Zip CodeCombinationThe City/Zip Code or the City/State/Zip Code or the State/Zip Code isnot valid according to USPS. Confirm the school employee’s addressdoesn’t contain a typographical error.State cannot be blankValidate the school employees’ address and input the information.Zip cannot be blankValidate the school employees’ address and input the information.Invalid AddressChange the word “and” to an ampersand sign “&”. The system doesn’trecognize “and” as valid record in Address 1, Address 2 and/ orAddress 3.The member’s addressmatches an undeliverableaddress already on file.The address in this record matches an invalid address PSERS alreadyhas on file for this school employee. Validate the school employees’address and input the information.Day Phone must be 10 digitsThe phone number must contain the area code and the standard 7digits; without the dash.Day Phone Extension must benumericThe Extension must be 5 digits or less; if the extension you areinputting is greater than 5 digits, make the extension 00000.Evening Phone must be 10digitsThe phone number must contain the area code and the standard 7digits; without the dash.Employers’ Reference Manual – Chapter 17Revised: 9/29/2014

MessagePossible Action RequiredEvening Phone Extension mustbe numericThe Extension must be 5 digits or less; if the extension you areinputting is greater than 5 digits, make the extension 00000.Other # must be 10 digitsThe phone number must contain the area code and the standard 7digits, without the dash.Fax must be 10 digitsThe fax number must contain the area code and the standard 7 digits,without the dash.Invalid E‐mail. Email Addressmust contain @ symbolThe email address is missing the @ symbol. Validate the email addressand correct the record.Job Title cannot be blankInput the Job Title. The file indicates this member is Active orrequesting to waive PSERS Membership. You must have a Job Title.Invalid Employment Type.Must equal “PT” or “FT”Make sure the Employment Type field is not blank (null) or is equal tothe valid value of “PT” or “FT”. The Employment Type value must beset based on PSERS definition of part time and full time. For moreinformation, see Chapters 2, 3, or 4.Invalid Wage Type. Mustequal “SA”, “HR”, or “PD”Make sure the Wage Type field is not blank (null) or is equal to thevalid value of “SA”, “PD”, or “HR”. The Wage Type value must be setbased on the school employee’s contract. For more information, seeChapters 2, 3, or 4.Invalid Work Status.Make sure the Work Status field is not blank (null) or is equal to thevalid value ACTIVE, ACTIVW, SABTLC, ACTMLC, SSLWCC, SSLSSC,STUDYC, EXCHGC, UNIONC, ACTMLN, SSLWCN, SSLSSN, STUDYN,EXCHGN, WKCMPN, LEAVEN, TRMNTN, or DECESD. The Wage Statusvalue must be set based on the school employee’s contract. For moreinformation, see Chapter 4.Invalid Work Status Start Date.Must be in MMDDYYYYformat.Make sure the Work Status Start Date field is not blank (null), doesn’tcontain all zeros, doesn’t contain an invalid date format, or has lessthan 8 digits.Work Status Start Date shouldnot be earlier than July, 2004Start Date cannot be earlierthan 07/01/2004. PleaseConfirm the school employee’s Work Status Start Date doesn’t containa typographical error.If you are correcting a Contract Period prior to 07/01/2004, thencontact ESC for assistance.Confirm the school employee’s Work Status Start Date doesn’t containEmployers’ Reference Manual – Chapter 17Revised: 9/29/20149

MessagePossible Action Requiredcontact ESC for instructions ifyou need to enroll a memberwith a Start Date prior to07/01/2004.a typographical error.Invalid Work Status Start Date.Member must be greater than10 years of age.If you are correcting a Contract Period prior to 07/01/2004, thencontact ESC for assistance.Confirm the school employee’s Work Status Start Date or Birth Datedoesn’t contain a typographical error.If the Start Date and Birth Date are correct, the school employee is tooyoung to be enrolled.Confirm the school employee’s Work Status Start Date doesn’t containa typographical error.Start Date cannot be morethan 6 months in the future.10If the Start Date is correct, hold the Contract Record. PSERS will notaccept a contract record Start Date that is greater than 6 months inthe future.Invalid Work Status End Date.Must be in MMDDYYYYformat.Make sure the Work Status End Date field is not blank (null), doesn’tcontain all zeros, doesn’t contain an invalid date format, or has lessthan 8 digits.The Work Status End Datemust be greater than or equalto the Work Status Start Date.Confirm the school employee’s Work Status Start Date or End Datedoesn’t contain a typographical error.Expected Months must be“9 ‐ 12”.Make sure the Expected Months field is not blank (null) or is equal tothe valid value of “9”, “10”, “11”, or “12”. The Expected Months fieldshould be populated based on the position’s full time equivalent. Formore information, see Chapter 4.Expected Units must be“180‐275”.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the days theschool employee is working in the school year. For more information,see Chapter 4.Expected Units must be “900”or greater.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the hours theschool employee is working in the school year. For more information,see Chapter 4.Expected Units must be “180”or greater.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the days theEmployers’ Reference Manual – Chapter 17Revised: 9/29/2014

MessagePossible Action Requiredschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be”900‐2,600”.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the hours theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“180‐217”.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the days theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“200‐230”.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the days theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“231‐275”.Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the days theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“900 – 1440”Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the hours theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“1000 – 1600”Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the hours theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“1100 – 1760”Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the hours theschool employee is working in the school year. For more information,see Chapter 4.Expected Units should be“1200 – 2100”Make sure the Expected Units field is not blank (null) or is equal to theExpected Units for position’s full time equivalent, not the hours theschool employee is working in the school year. For more information,see Chapter 4.Employers’ Reference Manual – Chapter 17Revised: 9/29/201411

MessagePossible Action RequiredMake sure the Voting Status field is not blank (null) or is equal to thevalid value of “Y” or “N”.Invalid Voting Status. Must be“Y” (Certified) or “N” (Non‐Certified). “Y” should be used when the position is ‘Certified’ by theDepartment of Education (do not use ‘C’). “N” should be used when the position is ‘NOT Certified’ by theDepartment of Education.For more information, see Chapter 4.Invalid BOC Flag. BOC Flagmust equal “Y” or “N”Make sure the BOC Flag field is not blank (null) or is equal to the validvalue of “Y” or “N”. PSERS needs to know whether or not you need toreport additional salary for this school employee after the terminationmonth or month of death. For more information, see Chapter 4.Invalid BOC Flag. BOC Flagand Outstanding Service Flagmismatch.Make sure the BOC Flag field is not blank (null) or is equal to the validvalue of “Y” or “N”. PSERS needs to know whether or not you need toreport additional salary for this school employee after the terminationmonth or month of death. For more information, see Chapter 4.Make sure the BOC/Svc End Date field is not blank (null), doesn’tcontain all zeros, doesn’t contain an invalid date format, or has lessthan 6 digits.Invalid BOC/Svc End Date.Must be in MMYYYY format.BOC End Date cannot be morethan 3 months in the future.PSERS needs to know when this school employee’s salary,contributions (if applicable), and service reporting will be completed.This date should represent the last Work Report in which this schoolemployee will be present. For more information, see Chapter 4.It is understood by PSERS that some payroll systems collect and reportservice units (days and/or hours) at the end of the fiscal year in Junefor Salaried employees; however, PSERS needs the information tofinalize retirement benefits for our members.The Balance of Contract (BOC) for both service and salary must bereported to PSERS within 3 months of the school employee’stermination month.Invalid Outstanding ServiceFlag. Must equal “Y” or “N”12Make sure the BOC Flag field is not blank (null) or is equal to the validvalue of “Y” or “N”. PSERS needs to know whether or not you need toreport additional service units for this school employee after thetermination month or month of death. For more information, seeChapter 4.Employers’ Reference Manual – Chapter 17Revised: 9/29/2014

MessagePossible Action RequiredMake sure the Fiscal Year Ending (Year) field is not blank (null), doesn’tcontain all zeros, and contains 4 digits. The Fiscal Year must be greaterthan 1919 and less than or equal to the current Fiscal Year.Invalid fiscal year. Must be inYYYY format.PSERS needs to know to which fiscal (school) year the detail recordbeing submitted for the school employee apples. The Year shouldrepresent the year the service was rendered, not the year the moneywas paid.Make sure the Fiscal Year Ending (Year) field is not blank (null), doesn’tcontain all zeros, and contains 4 digits. The Fiscal Year must be greaterthan 1919 and less than or equal to the current Fiscal Year.A July Work History Adjustment when a July Work Report record hasnot been submitted would be an exception to the rule. If no WorkReport has been submitted for the current fiscal year, then noadjustments can be made to the current fiscal year detail record.Error ‐ Invalid fiscal year. Fiscalyear must be between 1919and current fiscal yearExample 1: If the Header Record is November 2013, then the WorkHistory Adjustment Fiscal Year Detail Record can contain any fiscalyear from 1920 to 2013.Example 2: If the Header Record is July 2013 and no July 2013 WorkReport has been approved, then the Work History Adjustment FiscalYear Detail Record can contain any Fiscal Year from 1920 to 2012.Example 3: If the Header Record is July 2013 and the July 2013 WorkReport has been approved, then the Work History Adjustment FiscalYear Detail Record can contain any Fiscal Year from 1920 to 2013.Invalid wage type. Must be in(SA, PD, HR).Make sure the Work Type field is not blank (null) or is equal to thevalid value Salaried (SA), Per Diem (PD), or Hourly (HR). The WageType value must be set based on the school employee’s contract. Formore information, see Chapter 4.Wage Type does not matchContract RecordMake sure the Work Type field is not blank (null) or is equal to thevalid value Salaried (SA), Per Diem (PD), or Hourly (HR). The WageType value must be set based on the school employee’s contract. Formore information, see Chapter 4.Invalid work statusMake sure the Work Status field is not blank (null) or is equal to thevalid value ACTIVE, ACTIVW, SABTLC, ACTMLC, SSLWCC, SSLSSC,STUDYC, EXCHGC, UNIONC, ACTMLN, SSLWCN, SSLSSN, STUDYN,Employers’ Reference Manual – Chapter 17Revised: 9/29/201413

MessagePossible Action RequiredEXCHGN, WKCMPN, LEAVEN, TRMNTN, or DECESD. The Wage Statusvalue must be set based on the school employee’s contract. For moreinformation, see Chapter 4.NOWORK is no longer a valid Work Status. If the school employee didnot work during the Month/Year of the Work Report being submitted,delete the school employee from the record.NOWORK is not a valid workstatusWork Status does not matchContract RecordWork Status does not matchthe Contract Record in effectfor the Adjustment Period.Make sure the Work Status field is not blank (null) or is equal to thevalid value ACTIVE, ACTIVW, SABTLC, ACTMLC, SSLWCC, SSLSSC,STUDYC, EXCHGC, UNIONC, ACTMLN, SSLWCN, SSLSSN, STUDYN,EXCHGN, WKCMPN, LEAVEN, TRMNTN, or DECESD. The Wage Statusvalue must be set based on the school employee’s contract. For moreinformation, see Chapter 4.The Work Status on the Work Report must match the Contract Recordthat you submitted for the time period being reported. There are fourfields on the Work Report that must match the Contract Record on fileto ens

Employers' Reference Manual - Chapter 17 Revised: 9/29/2014 i Employers'Reference Manual - Chapter 17 Public School Employees' Retirement System 5 N. 5th Street Harrisburg PA 17101‐1905 Phone 1.866.353.1844 Fax 717.772.3860 Email ContactESC@state.pa.us www.psers.state.pa.us