The new enrollment file is the file employers use to tell URS about employees who are newly eligible for retirement benefits and must be enrolled in a URS retirement plan. It's the first step before you can start submitting wages and contributions for that employee in the payroll (transmittal) file. 

 

What is the new enrollment file for?

• To notify URS of a new or rehired employee who is eligible for retirement coverage. 

• To capture the information URS needs to set up (or reactivate) the employee's retirement account. 

• To ensure contributions you report in payroll files are applied to the correct person and plan. 

 

When to submit it

• At the start of employment or reemployment, once you determine the employee is URS-eligible. 

• Before sending payroll contributions for that person in the payroll (transmittal) file. 

• Some employers submit enrollment files in every pay cycle alongside their payroll file, while others submit only as needed. 

 

Whit it matters

• Without the enrollment record, URS cannot accept contributions for the employee. The payroll file would reject them. 

• Ensures the employee is placed in the correct retirement plan (especially important for Tier 2 employees who may have a choice between Hybrid and DC Only). 

• Keeps employer reporting compliant with Utah Code Title 49 and URS rules. 

 

 

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Setting up employment new enrollment file

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

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

3. Verify the File Transmission is set to Employment - New Enrollment. 

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 defineds 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 

• Employee identifiers (SSN or URS-assigned ID, name, DOB)

• Employment details (Hire date or rehire date; Employment type (full-timne, part-time, seasonal, and so on; Eligibility status (for example, Tier 1 or Tier 2, Hybrid vs. DC Only). 

• Plan enrollment information. Retirement system and plan code (for example, Public Employees Tier 2 Hybrid)

• Contribution group, if applicable

 

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 new enrollment 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\UTRetirementNewEnrollmentMMYY.csv

 

8. Save the new enrollment 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 New Enrollment File 2025)

 

 

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Generating employment new enrollment file

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

2. Select the report definition for State Retirement Report (UT) - Employment New Enrollment File.  

3. Set up the state reporting fields. 

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, benefit program, comments, employee number, UT Social Security exemption, and so on.)

• 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 new enrollment file

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

2. From the portal menu, select New Enrollment File Upload.

3. Upload the employment change file. 

4. Upload and validate. 

The system runs validation checks:  

• Is the employee already enrolled?

• Do the SSN and namme match URS records (if rehire)?

• Is the plan/eligibility code valid?

 

If errors are found, you'll need to correct them and re-upload the file. 

 

5. Review and submit. 

• Review the validated records. 

• Click Submit/Certify to finalize enrollment. 

• At this point, URS creates or reactivates the employee's account. 

 

6. On your next payroll, include the employee in the payroll (transmittal) file. 

 

 

 

 

 

 

 

 

 

 

 

 

 

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