The employment termination file is the report employers use to notify URS that an employee has ended URS-covered employment. It ensures URS updates the member's retirement record so: Service credit ends on the correct date; Contributions stop after the final payroll; and the member becomes eligible to retire, refund, or defer benefits if they meet requirements. 

 

When it's filed

• As soon as the termination is effective. Don't wait for the next payroll cycle, if possible. 

• Must be filed before or along with the employee's final payroll report (so contributions and service credit line correctly). 

 

Why it matters

• Prevents incorrect posting of contributions after the employee leaves. 

• Ensures the employee's eligibility for retirement benefits or refunds is processed promptly. 

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

 

 

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Setting employment termination file

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

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

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

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 employee termination.

Include pay codes for 

• Terminations or separations

 

 

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 termination 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\UTRetirementTerminationMMYY.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 Termination 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 Termination 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 employee name, pay code, benefit program, comments, 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 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 termination file. 

4. Upload and validate. 

The system will run validation checks for things like: 

• Proper file structure and field lengths. 

• Valid employee identifiers.

• Acceptable change codes and dates (no overlaps). 

 

5. 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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