ASCII TEXT FILE SPECIFICATIONS TABLE OF CONTENTS ----------------- 1) General Instructions 2) Transfer Media 3) Transfer Files 4) Record Specifications - Form 44-15-27E (Annual Report for Pesticide Sales to Certified Private Applicators) 5) Record Specifications - Form 44-15-25 (Annual Report for Restricted Pesticides Sales) 6) Record Specifications - Form 44-15-26AE (List of Commercial Applicators and Technicians) 7) Record Specifications - Form 44-15-26 (Applicator/Technician Pesticide Annual Report) 8) Appendix A: Key to Record Specifications 9) Appendix B: County Codes ----------------------- 1) GENERAL INSTRUCTIONS: ----------------------- Thank you for choosing to submit your Pesticide Reporting Law (PRL) data in an electronic format. This document defines the ASCII data specifications that must be used by the following Reporting Entities: Commercial Certified Applicator/ Technicians, Registered Pesticide Businesses and Commercial Permit Holders to transfer PRL data files to NYSDEC. These specifications describe the record layouts and field formats for the data that must be transferred. Note that in addition to pesticide report fields, there are additional fields that must be generated by the user of these specifications. The file format and naming conventions that the Reporting Entity must implement are also given. Finally, the media types the Reporting Entity must use to transfer the reported data are specified. Contact toll-free, the Electronic Reporting Help Desk if there are any questions: 1-800-281-7538 - (toll-free in New York State) 1-607-257-5707 - (a toll call) outside of New York State prlsupport@nysprl.com - email address ----------------- 2: TRANSFER MEDIA: ----------------- After the PRL data has been collected and formatted in accordance with these specifications, it can be transferred to DEC by e-mail, diskette, CD-ROM, FTP protocol or using the "Email Report To Nysdec Via Internet" feature of the software (see the USER GUIDE). The email address for filing reports is prlfiles@nysprl.com. If you desire to submit data via FTP, please contact the Help Desk for instructions and connection information: 1-800-281-7538 toll free within New York State 1-607-257-5706 toll call outside New York State. Please mail any physical media to NYSDEC at: NYSDEC Pesticide Reporting Section P.O. Box 10699 12201-5699 Each diskette or CD-ROM sent out should include a label with the full name of the certified applicator and/or business of origin and a contact phone number. PLEASE NOTE: All submissions must also contain the identity text file (IDENTITY.TXT) that was created for you from the registration screen within the software. This file is located in the "C:\PRLYYYY\IDENTITY.TXT" (where yyyy is the reporting year, 2006 for example) directory. ----------------- 3) TRANSFER FILES: ----------------- The transfer file should contain ASCII data and use the pipe ("|") character as the delimiter. Individual records should occupy one line in the file (each record ends with the line feed character). The widths specified in the Record Specifications are the maximum allowable widths for the fields. Fixed width records will not be accepted. Each record must always contain all the "pipe" delimiters for all fields in the record type. Each file should contain a maximum of 15,000 records. Before submitting ASCII text files, each reporting entity must verify their format using the PRL text file validation program (go to http://www.nysprl.com/optionC.htm on the web or request a copy of the CD from NYSDEC). This will increase the chances of having your submitted files accepted. When submitted, the Electronic Service Bureau will verify whether each file sent by the Reporting Entity is readable and otherwise conforms to these specifications. If a file does not conform to these specifications, the files will be rejected and the Reporting Entity contacted. At that time the reporting entity may either re-submit corrected information electronically or on paper. ---------------------------------------------------------------------------- 4) RECORD SPECIFICATIONS FORM 44-15-27 (Annual Report for Pesticide Sales to Certified Private Applicators) ---------------------------------------------------------------------------- The following section describes the record type to be transmitted to NYSDEC by the Reporting Entity. FIELD NUMBER: 1 -Record Field: No Sales Indicator -Max. Width: 1 -Data Type: N -Field Description/Formatting Instructions: Transmit a "0" in this field if sales were made this year OR Transmit a "3" in this field if the no sales were made FIELD NUMBER: 2 -Record Field: Commercial Permit # -Max. Width: 6 -Data Type: C -Field Description/Formatting Instructions: The ID number issued to the Commercial Permit Holder by the DEC. The field must contain the letter "R" followed by 5 numeric digits. FIELD NUMBER: 3 -Record Field: EPA Reg. # -Max. Width: 24 -Data Type: C -Field Description/Formatting Instructions: The EPA Registration Number can be found on the pesticide product label. The EPA Registration Number on the label is separated by dashes. THESE DASHES (OR SPACES OR FORWARD SLASHES) MUST BE INCLUDED WHEN TRANSMITTING THIS FIELD. FIELD NUMBER: 4 -Record Field: Product Name -Max. Width: 65 -Data Type: C -Field Description/Formatting Instructions: Product name from product label for the pesticide sold. FIELD NUMBER: 5 -Record Field: Quantity -Max. Width: 13 -Data Type: F -Field Description/Formatting Instructions: Report the quantity of pesticide product sold. FIELD NUMBER: 6 -Record Field: Units -Max. Width: 2 -Data Type: C -Field Description/Formatting Instructions: The unit of measure applicable to the reported Quantity. Field may only contain one of the following abbreviations: C (Cup) FL (Fluid Ounces) GL (Gallons) GM (Grams) KG (Kilograms) L (Liters) LB (Pounds) MG (Milligrams) ML (Milliliters) OZ (Dry Ounces) PT (Pint) QT (Quart) TA (Tablespoon) TE (Teaspoon) TN (Ton) The abbreviations may use either lower or uppercase format. FIELD NUMBER: 7 -Record Field: Date of Sale -Max. Width: 10 -Data Type: D -Field Description/Formatting Instructions: The date the pesticide was sold. The field must be transmitted as either mm/dd/yyyy or mm-dd-yyyy format. FIELD NUMBER: 8 -Record Filed: County -Max. Width: 2 -Data Type: N -Field Description/Formatting Instructions: The county the product purchaser reported as their location of intended application. PLEASE SEE THE COUNTY CODES TABLE CONTAINED IN THIS DOCUMENT. FIELD NUMBER: 9 -Record Field: Address -Max. Width: 50 -Data Type: C -Field Description/Formatting Instructions: The street (or equivalent address component) that the product purchaser reported as their location of intended application. P.O. Boxes are not permitted. FIELD NUMBER: 10 -Record Field: Municipality -Max. Width: 30 -Data Type: C -Field Description/Formatting Instructions: The municipality that the product purchaser reported as their location of intended application. FIELD NUMBER: 11 -Record Field: Zip Code -Max. Width: 5 -Data Type: N -Field Description/Formatting Instructions: The five-digit zip code that the product purchaser reported as their location of intended application. -------------------------------------------------------------------------------- 5) RECORD SPECIFICATIONS FORM 25E (Annual Report for Restricted Pesticides Sales) --------------------------------------------------------------------------------- The following section describes the record type to be transmitted to NYSDEC by the Reporting Entity. FIELD NUMBER: 1 -Record Field: No Sales Indicator -Max. Width: 6 -Data Type: N -Field Description/Formatting Instructions: Transmit a "0" in this field if sales were made this year OR Transmit a "3" in this field if the no sales were made FIELD NUMBER: 2 -Record Field: Commercial Permit Number -Max. Width: 1 -Data Type: N -Field Description/Formatting Instructions: The ID number issued to the Commercial Permit Holder by the DEC. The field must contain the letter "R" followed by 5 numeric digits. This field must be validated in accordance with the specifications described in the "Validations" section. FIELD NUMBER: 3 -Record Field: EPA Reg. Number -Max. Width: 24 -Data Type: C -Field Description/Formatting Instructions: The EPA Registration Number can be found on the pesticide product label. The EPA Registration Number on the label is separated by dashes. THESE DASHES (OR SPACES OR FORWARD SLASHES) MUST BE INCLUDED WHEN TRANSMITTING THIS FIELD. FIELD NUMBER: 4 -Record Field: Product Name: -Max. Width: 65 -Data Type: C -Field Description/Formatting Instructions: Product name from the product label for the pesticide that was applied. FIELD NUMBER: 5 -Record Field: Container Size Quantity -Max. Width: 6 -Data Type: N -Field Description/Formatting Instructions: The container size quantity from the pesticide label. For example, for Container Size of "5 GL" transmit "5" in Container Size Quantity. FIELD NUMBER: 6 -Record Field: Container size units -Max. Width: 2 -Data Type: C -Field Description/Formatting Instructions: The unit of measure component of the container size for the containers that were sold. For example, for a Container Size of "5 GL" transmit "GL" in Container Size Units. Field may only contain one of the following abbreviations: C (Cup) FL (Fluid Ounces) GL (Gallons) GM (Grams) KG (Kilograms) L (Liters) LB (Pounds) MG (Milligrams) ML (Milliliters) OZ (Dry Ounces) PT (Pint) QT (Quart) TA (Tablespoon) TE (Teaspoon) TN (Ton) FIELD NUMBER: 7 -Record Field: Containers Sold -Max. Width: 8 -Data Type: N -Field Description/Formatting Instructions: The number of containers of the product that were sold. Do not report the number of cases sold. Do not include decimals in Number of Containers. FIELD NUMBER: 8 -Record Field: Resale -Max. Width: 1 -Data Type: C -Field Description/Formatting Instructions: Transmit an "X" if the sale was to a Commercial Permit holder for Resale. FIELD NUMBER: 9 -Record Field: End Use -Max. Width: 1 -Data Type: C -Field Description/Formatting Instructions: Transmit an "X" if the sale was to a Commercial Applicator for end use. PLEASE NOTE: AN "X" MUST BE TRANSMITTED IN EITHER THE RESALE OR END-USE FIELDS BUT NOT BOTH. ---------------------------------------------------------------------------------- 6) RECORD SPECIFICATIONS FORM26AE (List of Commercial Applicators and Technicians) ---------------------------------------------------------------------------------- The following section describes the format to be transmitted to NYSDEC by the Reporting Entity. Transmit all fields reported as blanks as null fields. FIELD NUMBER: 1 -Record Field: No Applications Indicator -Max. Width: 1 -Data Type: N -Field Description/Formatting Instructions: Transmit a "0" in this field if Applications/Sales were made this year OR Transmit a "3" in this field if the no applications were made FIELD NUMBER: 2 -Record Field: Certification ID Number -Max. Width: 9 -Data Type: C -Field Description/Formatting Instructions: The ID number from the Certification Certificate or ID card of the certified applicator/ technician filing the report. The field must start with the letter "C", followed by 7 numeric digits. (ex: C4188107). FIELD NUMBER: 3 -Record Field: Business Registration Number -Max. Width: 5 -Data Type: N -Field Description/Formatting Instructions: The ID number issued to pesticide application businesses by the DEC. This field is required for this record type. The field must contain 5 numeric digits (ex: 52197). FIELD NUMBER: 4 -Record Field: Applicator First Name -Max. Width: 15 -Data Type: C -Field Description/Formatting Instructions: First name and middle name (if reported) of the applicator/technician employed by the registered business. FIELD NUMBER: 5 -Record Field: Applicator Last Name -Max. Width: 25 -Data Type: C -Field Description/Formatting Instructions: Last name of the applicator/ technician employed by the registered business. --------------------------------------------------------------------------------- 7) RECORD SPECIFICATIONS FORM 26E (Applicator/Technician Pesticide Annual Report) --------------------------------------------------------------------------------- The following section describes the record types to be transmitted to NYSDEC by the Reporting Entity. FIELD NUMBER: 1 -Record Field: No Applications Indicator -Max. Width: 1 -Data Type: N -Field Description/Formatting Instructions: Transmit a "0" in this field if Applications/Sales were made this year OR Transmit a "3" in this field if the no applications were made FIELD NUMBER: 2 -Record Field: Certification ID Number -Max. Width: 9 -Data Type: C -Field Description/Formatting Instructions: The ID number from the Certification Certificate or ID card of the certified applicator/ technician filing the report. The field must start with the letter "C", followed by 7 numeric digits. (ex: C4188107). FIELD NUMBER: 3 -Record Field: Business Registration Number -Max. Width: 5 -Data Type: N -Field Description/Formatting Instructions: The ID number issued to pesticide application businesses by the DEC. This field is required for reports from registered pesticide businesses. The field must contain 5 numeric digits (ex: 52197). FIELD NUMBER: 4 -Record Field: EPA Registration Number -Max. Width: 24 -Data Type: C -Field Description/Formatting Instructions: The EPA Registration Number can be found on the pesticide product label. The EPA Registration Number on the label is separated by dashes. THESE DASHES (OR SPACES OR FORWARD SLASHES) MUST BE INCLUDED WHEN TRANSMITTING THIS FIELD. FIELD NUMBER: 5 -Record Field: Product Name -Max. Width: 65 -Data Type: C -Field Description/Formatting Instructions: Product name from the product label for the pesticide that was applied. FIELD NUMBER: 6 -Record Field: Quantity -Max. Width: 13 -Data Type: C -Field Description/Formatting Instructions: Only report the undiluted quantity applied. That is the amount of pesticide used from the labeled container. DO NOT REPORT DILUTED QUANTITIES. FIELD NUMBER: 7 -Record Field: Units -Max. Width: 2 -Data Type: C -Field Description/Formatting Instructions: The unit of measure applicable to the reported UNDILUTED Quantity. Field may only contain one of the following abbreviations: C (Cup) FL (Fluid Ounces) GL (Gallons) GM (Grams) KG (Kilograms) L (Liters) LB (Pounds) MG (Milligrams) ML (Milliliters) OZ (Dry Ounces) PT (Pint) QT (Quart) TA (Tablespoon) TE (Teaspoon) TN (Ton) FIELD NUMBER: 8 -Record Field: Date of Application -Max. Width: 10 -Data Type: D -Field Description/Formatting Instructions: The date the pesticide was applied. The field may be transmitted in mm/dd/yyyy or mm-dd-yyyy format. FIELD NUMBER: 9 -Record Field: End Date -Max. Width: 10 -Data Type: D -Field Description/Formatting Instructions: The last date the pesticide was applied if a range of dates is reported. PLEASE NOTE: ONLY USE THIS FIELD IF YOU CONDUCTED AUTOMATED APPLICATIONS (COOLING TOWERS, WATER TREATMENT FACILITIES, WOOD TREATMENT FACILITIES ETC). For date ranges transfer the beginning date of the range in the Date of Application transmission field and the ending date in the End Date transmission field. The field may be transmitted in mm/dd/yyyy or mm-dd-yyyy format. FIELD NUMBER: 10 -Record Field: County -Max. Width: 2 -Data Type: N -Field Description/Formatting Instructions: The county where the application was made. Please see the County Codes table contained in this document. FIELD NUMBER: 11 -Record Field: Address -Max. Width: 50 -Data Type: C -Field Description/Formatting Instructions: The street (or equivalent address component) where the application was made. P.O. Boxes are not permitted. FIELD NUMBER: 12 -Record Field: Municipality -Max. Width: 30 -Data Type: C -Field Description/Formatting Instructions: The municipality where the application was made. FIELD NUMBER: 13 -Record Field: Zip Code -Max. Width: 5 -Data Type: N -Field Description/Formatting Instructions: The five-digit zip code where the application was made. ------------------------------- 8) KEY TO RECORD SPECIFICATIONS ------------------------------- Field Number: The sequence number of the field within the record. Record Field: The field(s) the Reporting Entity must use to transmit the reported data to PSUR . Maximum Width: Maximum allowable number of characters for the record field. Most fields may be shorter than the maximum width. Fixed width records will not be accepted. Data Type: C = Character - Any printable ASCII character. D = Date- mm/dd/yyyy or mm-dd-yyyy (where m = month, d = day, y = year) N = Numeric- '0' - '9' F = Decimal- '0' - '9' and '.'. (For numeric fields that may include decimals, a decimal point and up to 2 decimal positions are accepted.) Field Description/Formatting Instructions: Describes the use of the field. Describes how the Reporting Entity must fill and format the record field. --------------- 9) COUNTY CODES --------------- CODE COUNTY 99 Out of State 01 Albany 02 Allegany 03 Broome 04 Cattaraugus 05 Cayuga 06 Chautauqua 07 Chemung 08 Chenango 09 Clinton 10 Columbia 11 Cortland 12 Delaware 13 Dutchess 14 Erie 15 Essex 16 Franklin 17 Fulton 18 Genesee 19 Greene 20 Hamilton 21 Herkimer 22 Jefferson 23 Lewis 24 Livingston 25 Madison 26 Monroe 27 Montgomery 28 Nassau 29 Niagara 30 Oneida 31 Onondaga 32 Ontario 33 Orange 34 Orleans 35 Oswego 36 Otsego 37 Putnam 38 Rensselaer 39 Rockland 40 St. Lawrence 41 Saratoga 42 Schenectady 43 Schoharie 44 Schuyler 45 Seneca 46 Steuben 47 Suffolk 48 Sullivan 49 Tioga 50 Tompkins 51 Ulster 52 Warren 53 Washington 54 Wayne 55 Westchester 56 Wyoming 57 Yates 58 Bronx 59 Kings 60 New York 61 Queens 62 Richmond Created by Hewlett Packard, revised by Pesticide Sales and Use Reporting (PSUR) Database Group at Cornell University.