The employment change file is a special type of report employers use to notify URS of changes in an employee's employment status or eligibility that aren't tied directly to wages and contributions in the regular payroll (transmittal) file. It ensures employee records are always accurate, even if there are no payroll dollars to report at the same time. 

 

What it includes

• New Hires/Rehires. Employees who become URS-eligible. 

• Terminations/Separations. Employees leaving covered employment. 

• Leaves of Absence. For example, unpaid leave, long-term disability. 

• Status Changes. Such as moving from part-time to full-time, or vice versa. 

• Plan Eligibility Changes. If an employee switches from one URS plan to another (for example, Tier 2 Hybrid to Tier 2 Defined Contribution Only). 

 

When it's filed

• Alongside regular payroll files if you have hires, terminations, or status changes in the same cycle. 

• Separately if there are no wages in that pay cycle but you still need to record a change (for example, an employee goes on unpaid leave). 

 

Why it matters

• Ensures employees are properly enrolled in the correct retirement plan. 

• Prevents service credit errors (for example, someone not getting credited for eligible time, or being credited when they shouldn't). 

• Required for compliance under Utah Code Title 49 and URS employer rules. 

 

 

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Setting up employment change file

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

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

3. Verify the File Transmission is set to Employment - Change. 

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 fields to report employment change.

Include pay codes for 

• New hires or rehires

• Terminations or separations

• Leaves of absence (start or end)

• Membership eligibility updates, including post-retirement classifications

 

To set up reporting fields: 

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

• Click Add/Remove Pay Codes . 

• Select the pay codes that need to be included in the file. 

• For each pay code, enter the Benefit program and Comments. 

 

7. Set up the export file settings for the employment change 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\UTRetirementEmploymentChangeMMYY.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) Employment Change File 2025)

 

 

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Generating employment change file

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

2. Select the report definition for State Retirement Report (UT) - Employment Change 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 pay codes: 

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

• Click Add/Remove Pay Codes . 

• Select the pay codes that need to be included in the file. 

• For each pay code, enter the Benefit program and Comments. 

 

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 employment change file. 

 

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Filing employment change file

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

2. From the portal menu, select Employment Change File Upload.

3. Upload the employment change file. 

4. Review and submit. 

• Review the validated records. 

• Certify and submit the file. 

• The status will update in the Employer Portal once URS processes the changes. 

 

 

 

 

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