NHRS Employer Notification: Validating XML Files

Apr 21, 2017
  • Employer Notices

For Immediate Release: April 21, 2017
Contact:  Heather Fritzky, NHRS Controller, (603) 410-3540; [email protected]

NOTE: This notice is for employers who submit wage and contribution data for active members via XML file upload; employers who report via web entry or upload comma-delimited or fixed-length files can disregard this notice.

CONCORD, NH – The New Hampshire Retirement System (NHRS, the retirement system) makes available to participating employers an XML Schema Verification Application that allows employers who submit monthly wage and contribution data for active members via an XML file to test whether their file is valid before uploading it.

The integrity of the data NHRS receives from its employers is crucial to our ability to effectively administer retirement benefits.  The XML file verification process is only the first stage of a multi-level review of employer-submitted files. The application identifies formatting issues with an XML file, but does not examine the data for exceptions, which will be identified after a valid XML file is submitted. 

Beginning April 28, 2017, the processing of XML files will be automated and employer-submitted XML files that do not match the schema will be rejected by the Data Reporting System (DRS).  Previously, NHRS staff validated the files manually before moving them into the DRS, and would notify an employer if their file had issues. 

The XML Schema Verification Application is an effective means to quickly review the format of payroll system-generated XML files designed for employer reporting. NHRS has prepared step-by-step instructions on how to download and use this application. The instructions are available at: 
https://www.nhrs.org/docs/default-source/employer-education/xml-schema-validation-instructions.pdf 

Under the automated process, the DRS will review employer-submitted XML files every three hours between 9 a.m. and 6 p.m. daily and the employer will receive an auto-generated email message regarding the status of the file.* If a file is not valid, the employer will have to correct the file and resubmit it. By using the XML Schema Verification Application to verify a file before uploading it to the DRS, employers can address issues with the file proactively, saving themselves time by eliminating the need for multiple phone calls and emails to resolve any issues.

If you have any questions about this process or the instructions provided, please contact Heather Fritzky, NHRS Controller, at (603) 410-3540 or [email protected].

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* Emails from the DRS are tied to a designated primary contact at each employer. Please contact NHRS at (603) 410-3674 if the contact email needs to be updated. Employers that have multiple staff involved in the reporting process can designate a group email address as the contact.

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