Employer Resources

The NHRS Data Reporting System (DRS) is an online portal for participating employers that consists of two modules:

• The Employer Reporting module is used to report monthly wage and contribution data for active, full-time employees and is used to report annual hours worked and compensation paid to NHRS retirees who are on the payroll.
• Employers and third-party administrators (TPAs) use the Insurance Reporting module to update insurance premiums and to submit insurance authorizations for their retirees.

The DRS is accessed through a link (Employer DRS) on the main NHRS website.

To request a new user account for the NHRS Data Reporting System (DRS), participating employers must fill out and submit a DRS User Access Form.

During the first login, employers will be required to create a new password for future logins.  DRS passwords will need to be a minimum of 12 characters in length and contain upper- and lower-case letters, numbers, and a special character: ~!@#$^()_,.'?+-=

If employers attempt to log into the DRS unsuccessfully three times, a lockout will occur.  Passwords will be automatically reset after 10 minutes.  In the event an immediate sign on is necessary, please contact a NHRS DRS Support representative at (603) 410-3508 for assistance. 

Logging into the DRS

Written instructions: 

• Logging into the DRS
• Creating a DRS account-new user
• Navigating the DRS Dashboard

DRS User Access Form (Employers must submit this form to add, terminate, or modify DRS access for authorized users)

Employers are required to submit data reports to the New Hampshire Retirement System by the 15th of each month, and send member and employer contributions to the retirement system by the 25th of each month, in order to avoid the imposition of penalties for late payment or incorrect data. 

Employers may submit member payroll reporting files via web entry or XML file upload.

Employer reporting file layout

The following file layout, or "schema," is used for reporting monthly member wage and contribution data is available for download by employers and/or their payroll vendors.

XML Schema
Note: This is an ".xsd" file that will automatically download. Right click on the link and click on Save Target As (on some browsers, the option is titled “Save Link As”) to download the file into a folder on your computer.

Employers may download and use an XML Schema Verification Tool to test whether their file is valid before uploading it.

• XML Schema Verification Tool
  Note: This is an ".exe" file that will automatically download. Right click on the link and click on Save Target As (on some browsers, the option is titled “Save Link As”) to download the file into a folder on your computer.
• Instructions for using XML Schema Verification Tool

Submitting reporting files

NHRS has created step-by-step instructions for employers on how to submit their reporting files via file upload and web entry: 

• Reporting by File Upload
• Reporting by Web Entry
• Submitting a Batch

Additional instructions

• How to Enroll a Member
• How to Terminate a Member
• Generating DRS Reports
• Uploading a Document to the DRS
• Add and Maintain Teacher Job Share Positions

Tier Lookup

As a result of legislative changes to NHRS statutes in 2011, benefit eligibility, pension calculations, and whether certain types of pay are reportable to NHRS vary based on a member’s vested date or hire date.

Different benefit provisions are applicable to:

• Tier A: Members vested prior to 1/1/2012
• Tier B: Members in service prior to 7/1/2011 but not vested prior to 1/1/2012
• Tier C: Members hired on/after 7/1/2011

For reporting purposes, employers are able to check a member's tier:

• Tier Lookup

File exceptions

When a reporting file has been submitted after passing the balancing process, it may fail the editing process due to Reporting Exceptions, or errors, in the batch file.

• Clearing Exception overview
• Salary Variance Exceeded
• Non-Reporter
• Multiple payments in the same pay period 
• List of Common Exceptions

Additional Materials

• Active Member Reporting Glossary
• Employer Reporting Notifications Glossary
• DRS User Access Form

Submission of Payments

Employers must send their contributions to NHRS via payment voucher in the DRS. Please assure that payment is actually received by NHRS no later than the 25th of each month. 

• Vouchers

Pay by ACH

NHRS accepts payments by ACH (Automated Clearing House) and encourages all employers to make their contribution payments using this method, which is the most secure and timely payment option available. 

NHRS has partnered with Citizens Bank to create "NHRS QuickPay," an online bill pay service to facilitate the submission of employer contributions via ACH at no cost to employers.

• NHRS QuickPay instructions 
• Link to NHRS QuickPay

Employers who use their own ACH module should call (603) 410-3652 for ACH setup instructions.

Legislation effective January 1, 2019, modified the laws governing NHRS retirees who work part time for retirement system-participating employers. These changes also impact how employers report retiree data to NHRS. Annual reporting of retiree hours worked and compensation paid in the prior calendar year is due to NHRS no later than February 15.  

• Reporting by Web Entry
• Reporting by File Upload
• Reporting 'No Retirees'
• Retiree Reporting File Layout
• FAQ: Part-time Employment of NHRS Retirees - For Employers 

Grandfathering provision

The law also contains a “grandfathering” provision that allows retirees already working part-time for an NHRS-participating employer(s) as of January 1, 2019, to work a maximum of 1,664 hours per calendar year for as long as they remain in the position they held on the effective date of the bill. This is a greater annual hourly limit than allowed for non-grandfathered retirees, who may work up to 1,352 hours per calendar year.

In order for NHRS to effectively administer the grandfathering provision, employers were required by law to provide the names and position titles of retirees in their employment to NHRS no later than February 15, 2019. The names and positions provided in 2019 are being used annually to verify that these retirees remain in the same position as of January 1 each calendar year, beginning in 2020.

Employers are required to annually check the list of Grandfathered retirees and verify that these retirees remain in the same position(s) they held on January 1, 2019. This review should be completed no later than February 15 each year. For instructions on how to annually verify the status of Grandfathered retirees.

• Checking Grandfathered Status

Employers and third-party administrators (TPAs) use this module to update insurance premiums and to submit insurance authorizations for their retirees.

Updating insurance premiums

Employers and TPAs use this tool to update insurance premium information when rates change.

Insurance Reporting Overview Slides

Recorded presentation: Insurance Reporting Overview
This recording will open on the NHRS YouTube page.

Getting Started

• Creating a DRS Insurance Account
• Logging into the DRS-Insurance
• Generating Insurance Reports

Other Materials

• Insurance Reporting Glossary
• DRS User Access Form