Employer Resources

NHRS provides a variety of instructional and informational material for employers. This page serves as a jumping off point for a variety of employer-related information, organized by topic.

Additional employer resource material is in development, so employers are encouraged to check this page regularly. If there are topics not covered on this page you would find useful, please let us know.


NHRS Data Reporting System (DRS)

  • DRS Overview
    • 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: 

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

  • Monthly Employer Reporting
    • 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.

      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: 

      Additional instructions

      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:

      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.

      Additional Materials

      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. 

      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 should call (603) 410-3652 for ACH setup instructions.

  • Annual Retiree Reporting
    • 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.  

      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.

Other Employer Information

Termination Forms

When a member terminates employment to retire and begin collecting a pension benefit, NHRS sends his or her employer a termination form to document recent wage information and payments made after the termination date, if any. 

NHRS cannot finalize the benefit payment until this information is received. An extended delay in finalizing the retirement benefit may have an adverse impact on your former employee.

The forms and instructional graphics on how to fill them out are available here.

In addition to the termination forms, employers should also add the termination date in the monthly reporting file. See, How to Terminate a Member.


NHRS has approximately 460 active participating employers – the State of New Hampshire, individual communities, school districts, counties, and others. Not every political subdivision in New Hampshire participates in the retirement system for its Employee members, although most do. Participation is mandatory for employers of Police, Fire, and Teacher members.

Employers who would like to participate in NHRS for their Group I employees should contact the Employer Audit Team at (603) 410-3681.