Form Nys-209 - Magnetic Media Transmittal For New Hire Reporting (Page 2 of 4) in pdf

Page 2 of 4 NYS-209 (3/06)

Labels cannot contain security encoded bytes.

All data must have a fixed length of 128 bytes. Print files and

•

record delimiters are not acceptable. Data must be recorded in

• IBM OS/VS standard header and trailer labels are

uppercase letters only.

preferred.

A properly composed file contains the following records in

•

If IBM OS/VS cannot be produced:

sequence:

a. Each segment (record) of a set’s labels (that is,

VOL1 + HDR1 + HDR2 = a set of header labels)

Record 1A Transmitter record

must contain 99 or fewer characters.

Record 1E Employer record

b. Header and trailer labels must be written in the

Record 1H New employee record

same density as data records.

Record 1T Total record

c. Header labels must precede data and be

Record 1F Final record

separated from the data by one tape mark.

Repeat Records 1E, 1H, and 1T for each employer in the file.

d. Trailer labels must follow the data and must be

All fields must be left-justified and filled with blanks.

separated from the data by one tapemark.

Hire date is an optional field. If included, it must be reported as

•

Two tapemarks must follow the trailer labels.

MMDDYY; otherwise, it must be filled with blanks.

Tapemarks — A tapemark is a one-character physical record.

Connect last name suffixes to the last name with a hyphen

As used on magnetic tape, it separates data from internal labels,

(example: Doe-Jr). Numbers are not permitted in the name. Use

one data file from another data file, and indicates the end-of-file.

a comma with no spaces to delimit last name from first name,

and a space to delimit middle initial from first name.

Never begin a magnetic tape with a tapemark, which would

signal end-of-file and cause processing to terminate.

4. Technical requirements for

Separate data from internal labels with one tapemark.

diskettes and CD-ROMs

Indicate end-of-file with two tapemarks, as follows:

The department can accept most CD-ROMs and 3½” diskettes

•

If using trailer labels, write end-of-file tapemarks

formatted in conventional operating systems. Diskettes and

directly after the trailer labels.

CD-ROMs must be formatted at their specified density. The

external labels on each diskette or CD-ROM must specify:

•

If using non-labeled tape, write end-of-file tapemarks

directly after the last block of data.

•

transmitter identification number and name

•

last day of period being reported

Character sets — The department will not accept any tapes

with a combination of EBCDIC and ASCII. EBCDIC is

•

operating system used to create the file

preferred, but ASCII is acceptable. A space-mark character has

•

formatted density

a hexadecimal value of 40 in EBCDIC and a hexadecimal value

of 20 in ACSII.

Each CD-ROM and 3½” diskette must contain the 11-character

entry NEWHIRE.RPT as the file name. Only one such file per

Logical record length — Each logical record must be a

diskette or CD-ROM is acceptable.

uniform length of 128 characters.

5. Technical requirements for magnetic

Blocking factor — The blocking factor must not exceed

tape

50. The department prefers 50 logical records per block, but

blocking of 1 to 50 logical records is acceptable.

Acceptable media include 3480 and 3490 cartridges.

For magnetic tape cartridge submissions, write data in unpacked

Physical records — Each physical record (which equals a block

mode on single cartridge files.

of logical records) must be a uniform length, except for the last

record, which may be shorter. The length must be a multiple of

Tape density — The only acceptable recording densities are

the logical record length. Physical records must not be prefixed

1,600 cpi (characters per inch) and 6,250 cpi.

by block descriptor words. The largest acceptable physical

record is 6,400 characters (128 x 50).

IBM’s Improved Data Recording Capability (IDRC) is not

acceptable.

The department will reject any tape containing physical records

larger than 6,400 characters in length.

Internal labels — Nonlabeled tapes are preferred.

6. Report format

If you cannot produce nonlabeled tapes, labeled magnetic tapes

must be in accordance with the following guidelines:

File format for diskette, CD-ROM, and tape media submissions

are detailed below.

Form Nys-209 - Magnetic Media Transmittal For New Hire Reporting Page 2

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