P54 Employee Data Record

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

Field Name

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

Format

BUS
Key Req?

P54

1

AIP Code

Character

2

P54
P54

2
3

Reinsurance Year
Record Type Code

Numeric
Character

4
6

P54

4

AIP Employee Key

Character

15

P54

5

Employee SSN

Character

9

Y

P54

6

Employee Type Code

Character

1

Y

P54

7

Last Name

Character

25

P54

8

First Name

Character

20

P54

9

Middle Name

Character

20

"*" = Output Only
2/16/2012

Page 1 of 8

CCYY

Rules

Y

AIP Code must be valid; edit with the AIP ICE,
"D00100".
Reinsurance Year must equal "2012".
Record Type Code must equal "P54".
AIP Employee Key must be unique within the
submitted P54 records.
Employee SSN must be valid; edit with the SSN
table.
Employee SSN must be exactly 9 characters in
length.
Employee SSN must contain only numeric
characters.
Employee Type Code must be valid; edit with the
Employee Type ICE, "D00103".

Y

Last Name must include at least two characters.

Y

Last Name must contain alpha characters and can
include the following special characters: (-), (.), (
), ('), (,).
First Name must contain alpha characters and can
include the following special characters: (-), (.), (
), ('), (,).
Middle Name must contain alpha characters and
can include the following special characters: (-),
(.), ( ), ('), (,).

Y

Y

Y

Y
Y
Y

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

Field Name

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

P54

10

Suffix

Character

10

P54

11

Title

Character

15

P54

P54

12

13

"*" = Output Only
2/16/2012

Street 1 Address

Street 2 Address

Character

Character

Format

BUS
Key Req?

Rules
Suffix must contain alpha characters and can
include the following special characters: (-), (.), ( ),
('), (,).
Title must contain alpha characters and can
include the following special characters: (-), (.), ( ),
('), (,).

65

Street 1 Address must contain alpha numeric
characters and can include the following special
characters: ( ), (-), (,), (.), ('), (&), (%), (#), (/).

35

Street 1 Address must be empty when
International Country Code is populated.
Street 1 Address must be populated when
International Country Code is empty.
Street 2 Address must contain alpha numeric
characters and can include the following special
characters:
( ), (-), (,), (.), ('), (&), (%), (#), (/).
Street 2 Address must be empty when
International Country Code is populated.
Street 2 Address must be populated when
International Country Code is empty.

Page 2 of 8

Record
Number

P54

P54

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

14

15

Field Name

City Name

State Abbreviation

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Character

Character

Max
Length

35

2

Format

BUS
Key Req?

Y

Rules
City Name must be valid for the Zip Code and
State Abbreviation when the International
Country Code is empty, edit with the Zip Code
table.
State Abbreviation must be valid for the Zip Code
submitted when the International Country Code is
empty; edit with the Zip Code table.
State Abbreviation must be populated when
International Country Code is empty.
State Abbreviation must be empty when
International Country Code is populated.

P54

P54

16

17

"*" = Output Only
2/16/2012

Zip Code

Zip Extension Code

Character

Character

5

4

Page 3 of 8

Zip Code must be valid for the State Abbreviation
submitted; edit with the Zip Code table.
Zip Code is required when International Country
Code is not empty.
Zip Extension Code must be valid for the Zip Code
submitted; edit with the Zip Code table, otherwise
empty.
Zip Extension Code must be empty or exactly 4
characters in length.
Zip Extension Code must be empty or exactly 4
characters in length.

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

Field Name

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

P54

18

International Address

Character

65

P54

19

International Country Code

Character

2

P54

20

International Phone Country Code

Character

Format

International Country Code must be valid; edit
with International Phone County ICE, "D00108".
International Country Code must be empty when
State Abbreviation is populated.
International Phone Country Code must be valid;
edit with the International Phone Country Code
ICE, "D00108".

3

21

COI Questionnaire Completion Date

Date

8

CCYYMMDD

P54

22

COI Questionnaire Amended Date

Date

8

CCYYMMDD

23

"*" = Output Only
2/16/2012

COI Response Carryover Flag

Character

1

Page 4 of 8

Rules
International Address is required when
International Country Code is populated.
International Address must be empty when
International Country Code is empty.

P54

P54

BUS
Key Req?

Y

COI Questionnaire Completion Date must be
greater than or equal to 04/01 of the Reinsurance
Year minus one and must be less than or equal to
the Batch Received Date.
COI Questionnaire Amended Date must equal the
date the COI Questionnaire was amended.
COI Questionnaire Amended Date can not be
greater than the Batch Received Date.
COI Response Carryover Flag must equal Yes, "Y"
when the response is carried forward from the
previous year, otherwise No, "N".

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

Field Name

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

Format

BUS
Key Req?

P54

24

COI Question 1 Response Flag

Character

1

Y

P54

25

COI Question 2 Response Flag

Character

1

Y

P54

26

COI Question 3 Response Flag

Character

1

Y

P54

27

COI Question 4 Response Flag

Character

1

Y

P54

28

COI Question 5 Response Flag

Character

1

Y

P54

29

COI Question 6 Response Flag

Character

1

Y

P54

30

COI Question 7 Response Flag

Character

1

Y

P54

31

COI Question 8 Response Flag

Character

1

Y

P54

32

COI Question 9 Response Flag

Character

1

Y

P54

33

COI Question 10 Response Flag

Character

1

Y

P54

34

COI Question 11 Response Flag

Character

1

Y

35

Initial Accepted Batch Number

Numeric

4

P54

*

"*" = Output Only
2/16/2012

Page 5 of 8

9999

Rules
COI Question "1" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "2" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "3" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "4" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "5" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "6" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "7" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "8" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "9" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "10" Response Flag must equal Yes,
"Y" or No, "N".
COI Question "11" Response Flag must equal Yes,
"Y" or No, "N".
Initial Accepted Batch Number is the original
sequence number assigned when this record was
first received at RMA.

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

P54

*

36

P54

*

P54

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

Initial Accepted Date

Date/Time

21

CCYYMMDD
hh:mm:ss.fff

Initial Accepted Date is the original date assigned
when this record was first received at RMA.

37

Batch Received Date

Date/Time

21

CCYYMMDD
hh:mm:ss.fff

*

38

Batch Number

Numeric

4

9999

P54

*

39

Batch Record ID

Numeric

15

P54

*

40

Process Result Code

Character

1

Batch Received Date is the date that the AIP file is
received by RMA.
Batch Number is a sequential number assigned
when an AIP file is received.
Batch Record ID is a sequential number assigned
to each record in the AIP file by RMA during
processing. Batch Record ID is unique within the
record type for the batch.
Process Result Code equals the final result code as
determined by PASS processing, refer to the
Process Result ICE , "D00002".

"*" = Output Only
2/16/2012

Field Name

Page 6 of 8

Format

BUS
Key Req?

Rules

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

Field Name

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

Format

BUS
Key Req?

Rules

Record Level Rules
An Employee "P54" record, must be reported to
RMA when the Employee's COI Question 1
Response Flag = 'Y' or COI Question 2 Response
Flag = 'Y'.
When the Employee's COI Response Carryover
Flag = 'Y', COI Question Response Flag 1 - 11 must
contain the previous year's response.
An Employee "P54" data, will not appear in the
Policyholder Tracking System.
The submission of an Employee "P54" record, to
the RMA for an existing Employee, will result in a
complete replacement of current Employee "P54"
data.
An Employee "P54" record, must be accepted
before a Conflict of Interest "P51" record, will be
accepted.
The P54 record must be submitted between
07/01/2011and 02/12/2016.
The P54 record will not be processed when
processing has been supspended for this record
type per RMA directive.

"*" = Output Only
2/16/2012

Page 7 of 8

Record
Number

Output

Application Source:
File Group:
Record Name:
Record Code:

Field
Number

Field Name

File Type: Delimited
Reinsurance Year: 2012
Version: Approved
Release Date: 3/1/2012

Employee
P54

Data Type

Max
Length

Format

BUS
Key Req?

Rules
The P54 record must be unique in the batch for
the following business key: AIP Code,
Reinsurance Year, Employee SSN, Employee Type
Code.
The business key AIP Code, Reinsurance Year,
Employee SSN, Employee Type Code, must not
have been previously accepted for a different
record key (AIP Code, Reinsurance Year, AIP
Employee Key).

"*" = Output Only
2/16/2012

Page 8 of 8