An adjustment file is used when an employer needs to correct or update data previously submitted in a transmittal file. Since the transmittal file is the regular payroll report (reporting wages, contributions, and service credit), the adjustment file exists to fix errors or omissions so that the employees' retirement accounts and service records stay accurate. 

 

What is the adjustment file used for?

• Incorrect wages or contribution amounts

• Incorrect reported hours (which affect service credit)

• Missing pay periods or skipped records

• Misclassified employees (for example, wrong class code)

• Retroactive pay or back pay adjustments

 

 

Why it's important

• Ensures accurate benefit calculations.

• Prevents issues with employee retirement eligibility or service credit. 

• Allows URS to reconcile employer accounts and apply corrections properly. 

 

 

When to use an adjustment file

• You discover an error in a previous payroll (for example, underreported wages or contributions). 

• You need to report retroactive pay. 

• You made a reporting error in class/status and need to align data. 

 

 

Important

• Adjustment files must be submitted in the URS-approved format. 

• Include only the corrections, not full payroll data. 

• Submit after any related enrollment or class/status change files (if applicable). 

 

 

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Setting up adjustment file

1. Open Connect Payroll > State Reports > State Retirement Report. 

2. Use the Definition menu to select State Retirement Report (UT) - Adjustment File [Caselle Master]. 

3. Verify the File Transmission is set to Adjustment. 

4. Set up the state reporting options. 

• Click to select the State Reporting tab > Options tab, and then enter the following information. 

• Employer code: This is the same as the 2024 State Retirement Report (UT). The employer code is a unique numeric identifier assigned by URS to each participating employer (such as a school district, city, county, state agency, or special district). 

• Organization code: A URS-assigned number that identifies a specific division, department, or reporting group within a large employer. 

• Adjusted pay period start date: Required. It tells URS which original pay period the correction applies to. It is the first day of the pay period being corrected. This date links your adjustment record back to the exact transmittal file and pay cycle where the error occurred. 

• Adjusted pay period end date: It is the last day of the pay period being corrected. Used with the adjusted pay period start date, it defines the exact pay cycle the correction applies to. 

• Adjusted pay period pay date: It identifies the actual pay date for the payroll cycle you're correcting. When reporting an adjustment, you must include this field so URS can precisely link the correction not only to the pay period dates (start and end), but also to the paycheck date. This is especially important because multiple pay cycles may overlap in a month, and the pay date is URS's anchor for aligning contributions with deposits. 

 

5.  Skip the state reporting setup. 

The state reporting setup has been selected for the URS adjustment file. 

 

6. Set up the retirement pay codes. 

When you submit an adjustment file, you're essentially correcting or supplementing a payroll/contribution report that was already submitted. The pay codes in the adjustment file tell URS what type of wages or contributions you are adjusting. 

 

Include pay codes for 

• Base or contract salary (for all plans)

• Earnings above base salary (for public employees, but not for public safety, firefighter). 

• Cost-of-living adjustments

• Performance bonuses

 

 

To set up retirement pay codes: 

• Click to select the State Reporting tab > Fields tab. 

• Click Add/Remove Pay Codes . 

• Select the retirement pay codes that are tied to the employee that need to be included in the file. 

• For each retirement pay code, enter the Benefit program, Tier, Sub-tier, Transaction type, Retirement salary, Employee pretax contributions, Employee post-tax contributions, Employer pretax contributions, Employer additional contributions, Employer pickup contributions, and Comments. (The columns to the right of the retirement pay code.)

 

7. Set up the export file settings for the adjustment file. 

• Click to select the State Reporting tab > Export Settings tab, and then fill in the following information. 

• File name: Include the path and file name. Example: d:\myfiles\UTRetirementAdjustmentMMYY.csv

 

 

8. Save the adjustment report as a new report definition. 

• Click Save  (CTRL+S).

• In the Save as new report box, enter the report definition name. (For example, State Retirement Report (UT) Adjustment File 2025)

 

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Generating adjustment file

1. Open Connect Payroll > State Reports > State Retirement Report. 

2. Select the report definition for State Retirement Report (UT) - Adjustment File.  

3. Set up the state reporting fields. 

When you submit an adjustment file, you're essentially correcting or supplementing a payroll/contribution report that was already submitted. The pay codes in the adjustment file tell URS what type of wages or contributions you are adjusting. 

 

To set up retirement pay codes: 

• Click to select the State Reporting tab > Fields tab. 

• Click Add/Remove Pay Codes . 

• Select the retirement pay codes that are tied to the employee that need to be included in the file. 

• For each retirement pay code, enter the Benefit program, Tier, Sub-tier, Transaction type, Retirement salary, Employee pretax contributions, Employee post-tax contributions, Employer pretax contributions, Employer additional contributions, Employer pickup contributions, and Comments. (The columns to the right of the retirement pay code.)

 

4. Review the converted report data. 

• Click to select the Review tab. 

• Review the employees in the report data. (Check for missing employees, remove employees that do not need to be included, and verify pay code amounts.)

• When the report data is accurate, continue to step 5. 

 

5. Click Preview (CTRL+Q) to generate the adjustment file. 

 

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Filing adjustment file

1. Login to the URS Employer Portal. (https://www.urs.org/employers)

2. Submit the adjustment file. 

3. Reconcile adjustments. 

• If the correction changes contributions owed (extra money due or refunds), URS will reconcile this with the employer. 

• Update employee records and service credit accordingly. 

 

 

 

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