NHRS provides a variety of instructional and informational material for employers. This page serves as a jumping off point for a variety of employer-related information, organized by topic.
Additional employer resource material is in development, so employers are encouraged to check this page regularly. If there are topics not covered on this page you would find useful, please let us know.
The NHRS Data Reporting System (DRS) is an online portal for participating employers that consists of three separate modules:
- The Employer Reporting module is used to report monthly wage and contribution data for active, full-time employees.
- The Retiree Reporting module is used to report hours worked and compensation paid to NHRS retirees who are on the payroll. This reporting is also done monthly.
- Employers and third-party administrators (TPAs) use the Insurance Reporting module to update insurance premiums and to submit insurance authorizations for their retirees.
The DRS is accessed through a link (DRS Quicklink) on the main NHRS website. Employers must contact an Employer Services representative to obtain an initial NHRS-assigned password.
During the first login, employers will be required to create a new password for future logins. DRS passwords will need to be a minimum of eight characters in length. Passwords must have a mixture of letters, numbers, and special characters. In this mixture you must have at least one letter (A through Z, upper), one number (0 through 9) and at least one special character: ~!@#$^()_,.'?+-=
If employers attempt to log into the DRS unsuccessfully three times, a lockout will occur. Passwords will be automatically reset after 10 minutes. In the event an immediate sign on is necessary, please contact a NHRS DRS Support representative at (603) 410-3508 for assistance.
NHRS remains committed to ensuring the security of our equipment and data. Therefore, passwords must be changed every 120 days. This feature protects confidential employer and NHRS data.
Logging into the DRS
Written instructions: Logging into the DRS
Recorded presentation: Logging into the DRS
DRS User Access Form (Employers must submit this form to add, terminate, or modify DRS access for authorized users)
Employer Reporting Module
Employers are required to send member and employer contribution payments and corresponding data files to the New Hampshire Retirement System by the 15th of each month in order to avoid the imposition of penalties for late payment or incorrect data.
Employers may submit member payroll reporting files via web entry or XML, comma-delimited, or fixed-length files. For employers not using web entry and is instead submitting a file, XML is the preferred method among the three choices.
Employer reporting files layouts
The following file layouts for reporting member wage and contribution data are available for download by employers and/or their payroll vendors:
Note: NHRS makes available to participating employers an XML Schema Verification Application to test whether their file is valid before uploading it. (Read more)
When a reporting file has been submitted after passing the balancing process , it may fail the editing process due to Reporting Exceptions, or errors, in the batch file. NHRS has developed step-by-step instructions for clearing common exceptions:
Glossary of DRS terms
Submission of Payments
Employers must send their contributions to NHRS via payment voucher in the DRS. Please assure that payment is actually received by NHRS no later than the 15th of each month.
Written instructions: How to Enter a Payment Voucher - NEW
NHRS accepts payments by ACH and encourages all employers to make their contribution payments using this method, which is the most secure and timely payment option available. Please contact Kelly McGarr at (603) 410-3652 if you would like ACH setup instructions.
Retiree Reporting Module
Employers are required to report monthly to the retirement system information regarding NHRS retirees on their payroll, including hours worked and compensation paid. This requirement is pursuant to RSA 100-A:16, VII. (House Bill 342, Chapter 251, Laws of 2013). A penalty of $25 per day for late or incorrect reporting of retiree data may be assessed; this also applies to employers who fail to submit a report to indicate that they have no retiree data to report for any given month. The retiree reporting requirement is scheduled to end effective January 1, 2019.
Employers and third-party administrators (TPAs) use this module to update insurance premiums and to submit insurance authorizations for their retirees.
Updating insurance premiums
Employers and TPAs use this tool to update insurance premium information when rates change.
Written Instructions: Employer insurance (Updating group rates) (Full set)
Recorded Presentation: Employer insurance (Updating group rates) (17:10)
Insurance authorizations for retirees and eligible dependents
NHRS is replacing paper forms for retiree insurance authorizations with electronic submission by employers and TPAs.
Insurance Authorization Module
Written instructions: Insurance authorization instructions (Full set)
Recorded presentation: Insurance Authorization Module
Other Employer Information
When a member terminates employment to retire and begin collecting a pension benefit, NHRS sends his or her employer a termination form to document recent wage information and payments made after the termination date, if any.
NHRS cannot finalize the benefit payment until this information is received. An extended delay in finalizing the retirement benefit may have an adverse impact on your former employee.
The forms and instructional graphics on how to fill out them out are available here.