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TRICARE Systems Manual 7950.4-M, April 2021
General Automated Data Processing (ADP) Requirements
Chapter 1
Addendum B
United States Air Force (USAF) Allotment Record Layouts For Defense Health Agency (DHA) Contracts
Revision:  
1.0  Data Element field DESCRIPTIONS
•  Data Type - Type of data stored in the data element (i.e., Varchar2, Date, Number, etc.).
•  Field Size - Maximum field size for the data element.
•  Multi Row - Identifies if the data element has multiple rows of data (i.e., most USAF members have several rows of enlisted/officer performance report data).
•  Seq of Field - Order of the field on output or incoming transactions if sent via flat file (i.e., Card Column 3-18 (or) Position 3 of 18 fields).
•  Key Field - Identifies if the data element is a key field in the interface partner’s database.
•  Required Field - Identifies whether or not a field is mandatory in the interface partner’s database.
•  Customer Definition and Data Usage - Functional description of the data contained in the data element.
•  Example of Data - Example of the data contained in the data element.
•  Date Format - Format for the data contained in the data element, if applicable (i.e., YY/MM/DD, MMDDYY, DDMMMYYY).
•  Upper/Lower Case Restriction - Identifies if there are any upper or lower case restrictions/rules for the data element (i.e., Yes, must all be uppercase).
•  Field Filler - Field filler required by the interface partner’s database if this data element can’t be null.
•  Remarks - Identifies any remarks pertaining to the data element.
2.0  Data Elements - Premium Deduction Inbound File
requested Data element/name
Data TYPE
FILE SIZE
multi row
SEQ OF FIELD
KEY FIELD
required FIELD
CUSTOMER DEFINITION AND DATE USAGE
EXAMPLE OF DATA
DATE FORMAT
Upper/lower case restriction
field filler
remarks
Filler
VARCHAR2
2
The column will always be blank.
Social Security #
NUMBER
9
Member’s SSN-Numeric
Filler
VARCHAR2
1
The column will always be blank.
Member Status (Service Component)
VARCHAR2
1
A = Active
G = Guard
V = Reserve
Branch of Service (DoD Component)
VARCHAR2
1
A = Army
F = Air Force
N = Navy
Short Name
VARCHAR2
5
First 5 letters of member’s last name.
If member’s last name is 3 or less letters, skip one space, and fill remaining spaces with first letters from the member’s first name. If last name is 4 letters, leave remaining space blank. No embedded special characters are to be used.
Filler
VARCHAR2
1
The column will always be blank.
Last Name
VARCHAR2
15
Member’s last name.
First Name/Middle Initial
VARCHAR2
7
Member’s first name and middle initial.
A space should separate the name and initial. If the first name is more than 5 characters, use only the first name. No punctuation is allowed.
Transaction Code
VARCHAR2
1
For active component:
1 = start
2 = stop
3 = increase monthly deduction
4 = decrease monthly deduction
The column will always be blank for Reserve/Guard.
Filler
VARCHAR2
6
The column will always be blank.
Effective Date
VARCHAR2
8
Month of deduction from member’s pay. Use first day of month in YYYYMMDD format. (Always the first day of the month of receipt from contractor.)
19990501
YYYYMMDD
Effective date is the first deduction date of a new or changed transaction. It is filled if the Transaction Code is 1, 3, or 4 (start, increase, decrease). For Transaction Code 2 (stop), it is zero filled.
Discontinue Date
VARCHAR2
8
Last deduction date for active component.
19990501
YYYYMMDD
The column will always be zero for Reserve/Guard.
For Active the field is filled if Transaction Code is 2, 3, or 4 (stop, increase, or decrease). For Transaction Code 1 (start), it is zeros. For Transaction Code 2 (stop), it must be the month prior to the current work month, e.g., for May 1999 work month, the date is 199990501. For Transaction Code 3 or 4 (increase or decrease), it must be the month prior to the Effective Date.
Amount
VARCHAR2
6
Monthly deduction amount. (Zero fill to the left.)
000100
Show the amount of the deduction to be started or stopped as a numeric with 2 decimal positions implied. For starts or changes, minimum amount is one dollar (000100). For changes, it is the amount of the new deduction.
Original Amount
VARCHAR2
6
The column will always be zero for Reserve/Guard.
For Active must be provided for transaction codes 3 and 4 (increase or decrease). For Transaction Codes 1 and 2 (start and stop) it is zeros. For Transaction Code 3 (increase, Original Amount must be less than the amount starting in position 66. For Transaction Code 4 (decrease), it is the amount starting in position 66.
Filler
VARCHAR2
6
The column will always be blank.
Purpose Code
VARCHAR2
1
The column will always be blank for Reserve/Guard.
Account Number
VARCHAR2
17
The column will always be blank for Reserve/Guard.
For active component, the Account Number equals active member SSN. Applies to Transaction Codes 1, 3, and 4 (start, increase, and decrease). For Transaction Code 2, it is spaces.
3.0  Data Elements - deduct/no deduct outbound file
requested Data element/name
Data TYPE
FILE SIZE
multi row
SEQ OF FIELD
KEY FIELD
required FIELD
CUSTOMER DEFINITION AND DATE USAGE
EXAMPLE OF DATA
DATE FORMAT
Upper/lower case restriction
field filler
remarks
Filler
VARCHAR2
2
The column will always be blank and show spaces.
Social Security #
NUMBER
9
Member’s SSN
Filler
VARCHAR2
1
The column will always be blank and show spaces.
Short Name
VARCHAR2
5
First 5 letters of member’s last name.
If member’s last name is 3 or less letters, skip one space, and fill remaining spaces with first letters from the member’s first name. If last name is 4 letters, leave remaining space blank. No embedded special characters are to be used.
Filler
VARCHAR2
1
The column will always be blank and show spaces.
Effective Date
VARCHAR2
8
Effective date of month of deduction. Use first day of month. Take date from contractor file, fields 50-57. (Note 2)
YYYYMMDD
The date represents the first day of the month for which a deduction has been attempted.
Filler
VARCHAR2
1
The column will always be blank and show spaces.
Reason Code
VARCHAR2
1
Reason Codes for Deduct/No Deduct
Service Level Codes:
A = No match on SSN
B = Non-pay status
C = Separated/Retired (could be recent event or before the next pay month)
D = Deceased
Allotment Status Codes:
F = Invalid effective date
G = Open allotment already on file (applies to Start transactions - Type 1)
H = No open allotment on file (applies to Stop & Change transactions - Types 2, 3, 4)
I = Invalid transaction type code (i.e., not 1, 2, 3, 4)
Other Transaction Edit Codes:
J = No Match on Name (short name)
K = “Original Amount” on transaction does not match current allotment amount (applies to Change transactions - Types 3, 4)
L = SSN Change
M = Name Change
Compute Pay Codes:
“ “= Deduction performed
N = No Pay Available for Deduction
“Something’s Wrong” Code:
Z = Unspecified
Premium Deducted
VARCHAR2
6
Numeric – fill from the right ($$$$CC)
0
Use dollar amount deducted or zeros if there was no deduction. Fill from the right. Leave no spaces.
Branch of Service (DoD Component)
VARCHAR2
1
A = Army
F = Air Force
N = Navy
Member Status (Service Component)
VARCHAR2
1
A = Active
G = Guard
V = Reserve
4.0  Data Elements - No Match Outbound file
requested Data element/name
Data TYPE
FILE SIZE
multi row
SEQ OF FIELD
KEY FIELD
required FIELD
CUSTOMER DEFINITION AND DATE USAGE
EXAMPLE OF DATA
DATE FORMAT
Upper/lower case restriction
field filler
remarks
Filler
VARCHAR2
2
The column will always be blank.
Social Security #
NUMBER
9
Member’s SSN
Filler
VARCHAR2
1
The column will always be blank.
Short Name
VARCHAR2
5
First 5 letters of member’s last name.
If member’s last name is 3 or less letters, skip one space, and fill remaining spaces with first letters from the member’s first name. If last name is 4 letters, leave remaining space blank. No embedded special characters are to be used.
Filler
VARCHAR2
1
The column will always be blank and show spaces.
Effective Date
VARCHAR2
8
Effective date of month of deduction. Use first day of month.
YYYYMMDD
The date represents the first day of the month for which a deduction has been attempted.
Filler
VARCHAR2
1
The column will always be blank and show spaces.
Reason Code
VARCHAR2
1
Reason Codes for Deduct/No Deduct
Service Level Codes:
A = No match on SSN
B = Non-pay status
C = Separated/Retired (could be recent event or before the next pay month)
D = Deceased
Allotment Status Codes:
F = Invalid effective date
G = Open allotment already on file (applies to Start transactions - Type 1)
H = No open allotment on file (applies to Stop & Change transactions - Types 2, 3, 4)
I = Invalid transaction type code (i.e., not 1, 2, 3, 4)
Other Transaction Edit Codes:
J = No Match on Name (short name)
K = “Original Amount” on transaction does not match current allotment amount (applies to Change transactions - Types 3, 4)
L = SSN Change
M = Name Change
Compute Pay Codes:
“ “= Deduction performed
N = No Pay Available for Deduction
“Something’s Wrong” Code:
Z = Unspecified
Premium Deducted
VARCHAR2
6
Numeric – fill from the right ($$$$CC)
Use dollar amount deducted or zeros if there was no deduction. Fill from the right. Leave no spaces.
Branch of Service (DoD Component)
VARCHAR2
1
A = Army
F = Air Force
N = Navy
Member Status (Service Component)
VARCHAR2
1
A = Active
G = Guard
V = Reserve
- END -

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