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, comma-delimited, or fixed-length files. For employers not using web entry and instead submitting a file, XML is the preferred method among the three choices.
Employer reporting files layouts
The following file layouts for reporting member wage and contribution data are available for download by employers and/or their payroll vendors:
Note: NHRS makes available to participating employers an XML Schema Verification Application to test whether their file is valid before uploading it. (Read more)
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:
In 2011, the Legislature made a number of changes to the retirement system statute, including changes to the definition of Earnable Compensation that impact employer reporting. Most of these changes involve members who were not vested prior to January 1, 2012. For reporting purposes, employers are able to check a member's vested status as of December 31, 2011:
Written instructions: How to Lookup Vested Members
In the event that an employer compliance audit finds that wage information was reported incorrectly, employers must submit corrected data to NHRS via a file upload to the DRS. For instructions on how to submit corrected data, see:
Written instructions: Reporting Corrected Wages
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. NHRS has developed step-by-step instructions for clearing common exceptions:
Note: There are a handful of exceptions that must be cleared by NHRS:
- Salary Variance Exceeded
- Save to PensionGold failed
- Pay Period is after termination date
- Pay Period prior to employment date (Employers may clear this In some instances, see instructions above)
Glossary of DRS terms
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.
Written instructions: How to Enter a Payment Voucher
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.
Employers who use their own ACH module may contact Kelly McGarr at (603) 410-3652 for ACH setup instructions.
Employers may receive email notification if a payment discrepancy exists between their monthly contributions payment and what NHRS expects the payment to be based on reported wages from the posted batch. Please note that discrepancies of up to $10 (either above or below the expected payment amount) will be accepted by the DRS.
If you see a payment discrepancy in your submitted contributions, there are reports available in the DRS that can help to locate the error. NHRS has prepared a guide to help employers navigate these reports.
Written instructions: Reconciliation Reports