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FAN Mail Master File Formats Reference Guide PDF
FAN Mail Master File Formats Reference Guide PDF
FAN Mail
MASTER FILE FORMATS
Reference Guide
November 1, 2018
DST Systems, Inc. (DST) has provided the information in this Reference Guide for general informational purposes only, has a right to alter it at any time, and does not
guarantee its timeliness, accuracy or completeness. All obligations of DST with respect to its systems and services are described solely in written agreements
between DST and its customers. This document does not constitute any express or implied representation or warranty by DST, or any amendment, interpretation or
other modification of any agreement between DST and any party. DST hereby disclaims all warranties, either express or implied, including the warranties of
merchantability and fitness for a particular purpose. In no event shall DST or its suppliers be liable for any damages whatsoever including direct, indirect, incidental,
consequential, loss of business profits or special damages, even if DST or its suppliers have been advised of the possibility of such damages."
©2019 DST Systems, Inc. All rights reserved. The trademarks and service marks of DST and its affiliates, and those of third parties, used herein are the property of
their respective owners.
DST Systems, Inc.
333 W. 11th
Kansas City, MO 64105
www.dstsystems.com
Contents
About This Guide ........................................................................................................................................ 6
What is FAN Mail? ........................................................................................................................................................................ 6
Locating More Information ......................................................................................................................................................... 6
Submitting Documentation Comments ................................................................................................................................... 7
FAN Mail Administration ............................................................................................................................................................. 7
Selection Criteria ........................................................................................................................................................................... 7
File Retrieval .................................................................................................................................................................................. 8
Downloading FAN Mail Files ....................................................................................................................................................... 8
File Naming Conventions ............................................................................................................................................................ 9
Client Account Information ...................................................................................................................................................... 10
CUSIP Information ..................................................................................................................................................................... 13
Customer Account Information .............................................................................................................................................. 13
Interpreting Record Layouts .................................................................................................................................................... 14
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Glossary .......................................................................................................................................... 75
Index .......................................................................................................................................... 84
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FAN Mail is an automated source for complete customer account information across mutual fund, variable annuity, variable
universal life, program managers and alternative investment companies including confirmation of purchases, redemptions,
exchanges, and distributions, as well as access to information on positions and daily prices. DST FAN Mail transmits daily
transactions directly from the fund company’s recordkeeping system to the financial intermediary’s portfolio-management or
asset tracking software. Intermediaries download the data from a directory accessed through the DST FAN Mail website,
which is HTTPS/SSL secured.
FAN Mail streamlines daily back-office administration tasks and allows advisors to automate the manual data entry of their
customers’ information and transactions. As an essential component in thousands of financial advisors’ and broker/dealers’
back-offices, FAN Mail is a vital link to the largest single source of mutual fund, variable annuity, variable universal life,
program managers and alternative investment customer account information available.
Financial advisors can enroll at www.dstfanmail.com or call (800) 435-4112, for more information.
Bold—Keyboard keys, selected/typed/displayed values, and interface elements, such as buttons, labels, boxes,
tables/columns, menus, and options.
Code—Code words, phrases, and syntax you must type exactly as shown.
Tip: Information to increase your speed and efficiency while using the application.
Warning: Your actions could cause a loss of data or fatal system error.
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In addition to providing user access, the FAN Mail department can help software vendors and proprietary users with the
development of their interfaces by defining the various file types and interpreting specific fields.
Selection Criteria
FAN Mail can transmit files based on various selection criteria found on the accounts located on the recordkeeping system of
the management company.
• Dealer Level—Extraction and transmission of all accounts associated with a broker/dealer firm. Therefore, extraction of
all account data associated with every representative takes place.
• Dealer/Branch Level—Extraction and transmission of all accounts associated with a specific office of advisors.
• Dealer/Branch/Representative Level—Extraction and transmission of all accounts associated with a specific financial
advisor.
In addition to dealer/branch/representative number, FAN Mail also supports Tax ID, Trust, and Third-Party Administrator as
account selection criteria. These additional selections are not available through the website, so the enrollee must call to enroll
for these types of account selection criteria.
Note: It is important to note this is the Tax ID of the organization such as a trust company, not the individual Social
Security number of a contract owner.
All requests for access require approval by your firm through the DSS website.
No-load funds can assign an individual financial advisor an entire dealer number instead of using the branch or representative
fields to link customer accounts. If the advisor does not have a unique dealer or advisor number at the time of making the
initial request, the fund assigns one, and then codes the accounts accordingly.
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External Interfaces can use any single field or combination of fields (dealer/branch/representative) to identify the data
recipient. The Dealer, Branch, and Representative fields are required, but can fill with zeros for unused details.
FAN Mail File formats include specific information needed by a financial advisor or broker/dealer for automation and
compliance needs. Therefore, DST does not allow individual interfaces to select which files they offer.
File Retrieval
This manual contains file formats used by the DST FAN Mail product. FAN Mail data is available through the FAN Mail
website. To access files, DST FAN Mail requires that the user’s browser support SSL (Secure Socket Layer).
File Description
Type
03 Account Position
07 Non-Financial Activity
17 Price File
For more information on downloading files manually from the FAN Mail website, see the FAN Mail HTTPs Download Guide.
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For more information on how to use the DSTHTTPDL ActiveX control, see the FAN Mail HTTPs Download Guide.
Position Description
1-5 System and management code of data provider. Each data provider has a unique system and management code
combination.
Note: A complete listing of the approved system and management codes is available upon site log-in.
9-12 xxxx is a unique number within a user’s directory intended to avoid overwriting existing files in that directory.
In addition to the file name, a timestamp is provided showing the date that FAN Mail processed the data. A count of total
number of files found on the website helps insure that all files are successfully downloaded.
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Resend Files
Resend files are handled the same way as production files, but the letter R is used to differentiate it from the production files.
Product Description
1-5 System and management code of data provider. Each data provider has a unique system and management code
combination.
Note: A complete listing of the approved system and management codes is available upon site log-in.
9-12 xxxx is a unique sequential number within a user’s directory intended to avoid overwriting existing files in that
directory.
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Each fund posts a stated Record Date on which they must identify all shareowners at the close of business and calculate a
proportionate ownership of income for each account holder. In order to meet this requirement, the exact number of
outstanding fund shares and the exact share count for every shareholder within the fund on the date of record must be
known.
The fund accounting area takes the accumulated income earned from each of the fund’s investments and divides the total by
the number of outstanding fund shares, in order to deliver a distributable rate per share. Once this rate is determined, the
recordkeeper calculates the dollar amount to reinvest into the customer accounts. This is a significant process to complete,
and the figures are estimated. These numbers are then provided to the fund accounting area to be subsequently adjusted,
and then the funding is delivered for the purchase of reinvested shares and cash payout.
On the following business day, referred to as Loadback Day, the recordkeeper posts the calculated estimates to the customer
accounts. Any additions or subtractions of units held that carries over this process causes an adjustment to the actual units
loaded back to the account. Once the loadback completes, it triggers the generation of the distribution data file that is sent
through FAN Mail. Within this file is a data element called Share Balance After Reinvestment, which is the true
end-of-month share position for the CUSIP/Account combination when the reinvestment date in the Distribution Header is
equal to the last business day of the month.
Security File
The Security file provides information on the securities held by the financial intermediaries’ customers. It eliminates the
manual entry of the CUSIP, Ticker/Quotron symbol, and security information into the financial intermediaries’ portfolio
management software. The Security file generates each time that a registration file (New Account Activity, Non-Financial
Activity and/or Account Master Position) is produced for an account or subaccount, or upon request.
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CUSIP Information
Mutual fund companies’ Committee on Uniform Securities Identification Procedures (CUSIP) and fund codes are not
established by FAN Mail. The CUSIPs and fund codes used by the mutual fund companies are assigned by Standard & Poor’s.
Fund/Product Code
The Fund/Product Code field (seven alphanumeric characters maximum) identifies the different products or investments
offered by the management company. Program Managers and Life and Annuity data providers base this information on the
company’s unique system code and an alphanumeric combination determined by the management company.
A unique fund/product code is established for every product and plan type in order to establish a combination of
product/plan and subaccount CUSIP.
CUSIPs
The CUSIP field (nine alphanumeric characters maximum) identifies the funds and subaccounts within a product.
Note: DST FAN Mail establishes the system and management code to ensure uniqueness across management
companies. It is feasible to receive the same CUSIP from multiple system and management companies.
Variable Annuity, Variable Universal Life and Program Managers CUSIP Rules
Funds or subaccounts across different products with common pricing always have the same CUSIP. If the fund or
subaccount is priced differently because of the way it is invested within a product, a new CUSIP must be established. In other
words, each CUSIP is to be uniquely priced.
Fixed funds of differing duration lengths are unique by adding the maturity date and interest rate to the CUSIPs.
Note: The combination of the CUSIP and Product Code comprises the identification of the policy subaccount.
Identification of a policy subaccount cannot be made based on recognition of a Product Code or CUSIP alone.
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Name of Record
AAAAAAAAAAAAAAA
BBBB Record C of D
E F G HHHHH I JJJJJJJJJJJJJJJJJJJJJJ
KKKKKKKKKKKK
A Any special information or comments regarding the sequence or fields within the sequence.
J The contents or description of the field. Many fields in this manual have specific values for Mutual Funds, Program Manager,
Variable Annuities, Variable Universal Life, and Alternative Investments.
K If a field description has various options available, each option is identified and defined.
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1. Header Record
Header Record (RHR)
The Header Record (RHR) applies to all product types.
Each file type begins with a Header Record, which identifies the type of file, and references internal information for the file,
such as the date, time, and DST job name. The header information enables the client to identify the type of record.
Header Records separate each request number. All Header Records are assigned a sequence number of 001 (fields 4-6),
regardless of the number of Header Records within a file.
All files begin with a Header Record and end with a Trailer Record for audit purposes. For more information, see Trailer
Record.
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64 64 1 Alphabetic Yes *
70 70 1 Alphabetic Yes *
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2. Trailer Record
Trailer Record (RTR)
The Trailer Record (RTR) applies to all product types.
Each file type ends with a Trailer Record, which identifies the file type and the number of records contained in the file for the
previous Header and Details. Every Header Record has a corresponding Trailer Record. All Trailer Records have a sequence
number of 001 (fields 4-6) regardless of the number of Trailer Records in a file. The record count shown in the Trailer file
includes all detail records and the Header and Trailer.
All files start with a Header Record and end with a Trailer Record for audit purposes. For more information, see Header
Record.
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3. Account Position
Account Position File (APR)
The Account Position file (APR) is generated upon initial authorization, at month-end and upon request. It reports the current
share/unit balance of every selected account, regardless of whether the account had financial activity. All accounts
associated with the authorized selection criteria on the recordkeeping platform (open, closed, or any specified subset) are
provided in the APR file.
The APR file is used periodically to reconcile all accounts maintained by an external source with those found on the data
provider’s system.
APR files begin with a Header record and end with a Trailer record for audit purposes. For more information, see Header
Record or Trailer Record.
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151 151 1 Alpha/Num No PPA Controlled Account Flag (Mutual Fund Only)
Y = PPA controlled account
N = not PPA controlled account
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No Alternative Investments
Dealer Control Level Code
0 = non-networked broker account
1 = broker-controlled IRA/margin account
2 = customer name brokerage account
3 = broker-controlled brokerage account
4 = fund-controlled brokerage account
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133 133 1 Alpha/Num No Mutual Fund – Net Asset Value (NAV) Code
0 = not a NAV account
1 = NAV account
Alternative Investments
Net Asset Value (NAV) Code
0 = not a NAV account
1 = NAV account
Program Managers – Unused
Variable Annuity – Unused
Variable Universal Life – Multiple Owners
M = multiple owners
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98 112 15 Numeric No Collected Shares Net Change Count (four decimal places)
116 130 15 Numeric No Total Shares Net Change Count (four decimal places)
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All DFA files begin with a Header record and end with a Trailer record for audit purposes. For more information, see Header
Record and Trailer Record.
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85 93 9 Numeric Yes Mutual Fund – Share Price Amount (four decimal places)
Alternative Investments – Unit Price Amount (four decimal
places);
Non-Publicly traded products should be all zeroes.
Product Manager – Unit Price Amount (six decimal places)
Variable Annuity and Variable Universal Life – Unit Price
Amount (six decimal places)
94 108 15 Numeric Yes Mutual Fund – Gross Transaction Amount (two decimal
places)
Alternative Investments – Gross Transaction Amount (two
decimal places)
Program Managers – Gross Transaction Amount (two
decimal places)
Variable Annuity and Variable Universal Life – Gross
Transaction Amount (two decimal places)
109 123 15 Numeric Yes Mutual Fund – Shares Transaction Count (four decimal
places)
Alternative Investments – Unit Transaction Count (four
decimal places)
Product Manager — Unit Transaction Count (six decimal
places)
Variable Annuity and Variable Universal Life – Unit
Transaction Count (six decimal places)
124 131 8 Alpha/Num Yes Trade Date (CCYYMMDD) – Date associated with Price of
Transaction
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153 153 1 Alpha/Num Yes Mutual Fund, Alternative Investments and Program
Managers – Payment Method
A = Automated Clearing House(ACH)
C = check
D = draft
Z = not applicable
Variable Annuity – Payment Method
1 = clearing agent
S = special ACH
V = variable annuity
W = wire
Variable Universal Life – Payment Method
E = variable universal life
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143 143 1 Alpha/Num No Mutual Fund – Net Asset Value (NAV) Account
0 = not an NAV account
1-9, A-Z = NAV account
Alternative Investments – Net Asset Value (NAV) Account
0 = not an NAV account
1-9, A-Z = NAV account
Program Managers – Unused
Variable Annuity – Unused
Variable Universal Life – Multiple Owners
M = multiple owners
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All NAA, AMP, and NFA files begin with a Header record and end with a Trailer record for audit purposes. For more
information, see Header Record or Trailer Record.
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76 87 12 Numeric Yes Current Face Amount Including Sum of Riders (two decimal
places)
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116 124 9 Numeric Yes ZIP Code (justify left and end with spaces or +4 code)
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156 156 1 Alpha/Num No Mutual Fund – Net Asset Value (NAV) Account
0 = not a NAV account
1 = NAV account
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159 159 1 Alpha/Num No Mutual Fund – Share Account Phone Check Redemption
Code
Y = share account phone check redemption
N = no share account phone check redemption
Alternative Investments – Share Account Phone Check
Redemption Code
Y = share account phone check redemption
N = no share account phone check redemption
Program Managers – Unused
Variable Annuity – Unused
Variable Universal Life – Unused
160 160 1 Alpha/Num No Mutual Fund – Share Account House Account Code
Y = share account house account
N = no share account house account
Alternative Investments – Share Account House Account
Code
Y = share account house account
N = no share account house account
Program Managers – Unused
Variable Annuity – Unused
Variable Universal Life – Unused
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6. Distribution Activity
Distribution Activity File
The Distribution Activity file generates to confirm all activity resulting from calculation and subsequent distribution of
dividend, long-term capital gain, or short-term capital gain to all customers within a CUSIP.
Note: This file type is for mutual funds and alternative investments only.
The Distribution Activity file generates after the distribution activity posts to all accounts holding a position within a CUSIP on
the record date. It also includes the share balance after the distribution activity from that night’s nightly cycle.
All Distribution Activity files begin with a Header record and end with a Trailer record for auditing purposes. For more
information, see Header Record, or Trailer Record.
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Alternative Investments
0 = priced CUSIP
5 = non-priced CUSIP
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118 132 15 Numeric No YTD 28% Long-Term Capital Gains (two decimal places)
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7. Security File
Security File
The Security File generates each time that a registration file (New Account Activity, Non-Financial Activity and/or Account
Master Position) processes for an account or subaccount. These records will be appended to your registration file types, if
your software vendor is compatible. This file provides information on the securities held by the financial intermediaries’
customers. The Security File eliminates the manual entry of the CUSIP, Ticker/Quotron Symbol and security information into
the financial intermediary’s portfolio management software. DST FAN Mail associates can generate this file upon request
based on information contained in the most recent Account Position File.
The Security File begins with a unique header record and ends with a standard Trailer record for auditing purposes. For more
information, see Trailer Record.
64 64 1 Alphabetic Yes *
70 70 1 Alphabetic Yes *
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8. Fund Price
Fund Price File
The Fund Price file indicates the Net Asset Value (NAV) and Offering Price as reported by the fund or the Unit Value as
reported by the variable annuity company. Transmissions of the Price File may not be available for all data providers.
The Fund Price file contains all possible products offered by that data provider, and it is sent daily.
38 38 1 Alpha/Num Yes *
44 44 1 Alpha/Num Yes *
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Note: The Price Date must be equal to the super sheet date
in the Fund Price Header record.
31 39 9 Numeric Yes Mutual Fund – Net Asset Value (NAV) per share (four
decimal places)
Alternative Investments – Unit Price Amount (four decimal
places)
Program Managers – Unit Price
(six decimal places)
Variable Annuity – Unit Price
(six decimal places)
Variable Universal Life – Unit Price (six decimal places)
40 48 9 Numeric Yes Mutual Fund – Public Offering Price (four decimal places)
Alternative Investments – Public Offering Price (four
decimal places)
Program Managers – Public Offering Price (six decimal
places)
Variable Annuity – Public Offering Price (six decimal
places)
Variable Universal Life – Public Offering Price (six decimal
places)
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Note: The data in this field can be masked based on the settings
for the Transmitter ID in the Refresher Facility
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112 126 15 Numeric Non-Covered Average Cost Per Share – The average cost per share for non-
covered tax lots. This is only populated if a good average cost exists for all
non-covered tax lots and the shareholder elected to continue average cost on
their non-covered shares. This value will only be populated on the account
position file.
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Note: Social code of the account, refer to the TA2000 Social Codes Quick
Reference Guide for more information.
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Note: The data in this field can be masked based on the settings for the
Transmitter ID in the Refresher facility.
73 73 1 Numeric Tax identification Number Status Code = This field describes the status of
the tax identification number on the account.
0 = SSN Missing
1 = SSN Not certified
2 = SSN Certified
3 = TIN Not certified
4 = TIN Certified
5 = SSN Applied
6 = SSN IRS offender
7 = TIN IRS offender
8 = SSN Exempt account
9 = TIN Exempt account
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Note: Social code of the account, refer to the TA2000 Social Codes Quick
Reference Guide for more information.
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Note: The data in this field can be masked based on the settings for the
Transmitter ID in the Refresher Facility.
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Note: This rate is evaluated at the time of sale, to establish the cost of the
gifted shares.
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Note: Social code of the account, refer to the TA2000 Social Codes Quick
Reference Guide for more information.
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Note: The data in this field can be masked based on the settings for the
Transmitter ID in the Refresher Facility.
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103 117 15 Numeric Cost per Share Fair Market Value Rate
An independent cost per share based on the FMV for shares gifted.
This rate is evaluated at the time of sale, to establish the cost of the gifted
shares.
Note: The Cost Basis Tax Lot Activity File will be generated when purchase and/or redemption activity occurs in the
account. The tax lot activity file will not be generated when a cancellation, adjustment, Adtrans, or modifications are
performed to the tax lots through the tax lot maintenance facility. If this type of activity does occur on an account a full
Cost Basis Tax Lot Position File will need to be requested.
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Record Codes
For more information on specific record codes, contact your FAN Mail Client Services representative or see the FAN Mail
Record Codes Quick Reference Guide.
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Glossary
Account Number Code A code used to identify whether the Account Number field on the file represents the external
account number or the fund account number.
Account Management Company Employee Code (Mutual Funds and Alternative Investments) A code used to indicate
whether a person is an employee of the account management company.
Account Number A value assigned by individual product companies to customer investments. An Account Number
becomes unique when combined with investment CUSIPs.
Account Price Scheduling Code (Mutual Funds and Alternative Investments) A code used to indicate whether the mutual
fund/alternative investment receives reduced or regular pricing.
Account Type Code A code used to indicate whether an account is new or already exists.
Accrued Dividend Amount (Mutual Funds) Indicates the dollar amount of interest earned but not received in cash.
Alpha Code A code developed from the shareholder registration enabling the user to locate the account without the account
number.
As-Of Reason Code A code explaining the reason for processing a trade into an account on a date prior to its entry into the
recordkeeping system.
Automated Clearing House (ACH) Account An account in which the shareholder elected to make fund purchases or
redemption activity electronically from a pre-approved bank or financial institution.
Bank Account Number A number assigned to the specific owner’s account with the bank.
Bank Card Issued A code used to determine whether a debit card was issued to the shareholder.
Bank MICR ID Magnetic Ink Character Recognition is the automation concept used by the banking industry to identify
account numbers on the bottom of checks.
Batch Date The date that a group of transactions were entered into the recordkeeping system.
Batch Number A number assigned to a set of similar transactions that a clerk enters into the system. This field is used
primarily for research purposes only. This field can be used by the client to track a transaction through the system.
Blue Sky Exemption Flag A flag indicating whether a transaction is counted toward the maximum number of shares sold
within a given state.
Capital Gains Distribution Options Indicates whether capital gains for a given customer are reinvested or paid in cash.
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Cash Distribution A code indicating whether the distribution amount is received in cash. This code is used for reinvesting
into another account.
Certificate Issuance Code A code indicating whether a certificate should be issued. A certificate is the document that
indicates ownership in a corporation.
Check Writing Account A code used to indicate if the shareholder was issued check writing drafts. Check writing is a
shareholder privilege offered by some money market and fixed income funds that provides the shareholder with special
checks that can be written against the mutual fund account.
Collateral Value The amount of the policy that is held to secure a loan.
Collected Balance Amount Indicates the dollar amount within an account that the recordkeeping system allows the
shareholder to redeem, prior to a fund controlled waiting period.
Collected Shares (Mutual Funds) The total number of shares in an account available to the shareholder for redemptions,
exchanges, or transfers.
Confirmation Date The date a transaction was processed into the system.
Cumulative Discount Number A value used to associate or link together accounts for the purpose of securing reduced
sales prices on purchases.
Dealer Commission Amount The amount of money paid to a dealer and representative for their compensation for
investments that they solicited.
Dealer Commission Code A code indicating whether the dealer received his commission up front or will be paid in standard
cycle (N = net or G = gross).
Dealer Level Control Code A code used to indicate the type of account. Valid codes include:
• 5 = non-priced CUSIP
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Discount Category A code that identifies the discount received by an investor in a fund family on a transaction. Lowered
fees derived by totaling transactions in several funds from the same fund family to obtain a reduced fee. Generally, fees for
investing in a mutual fund decrease as the amount that a person invests increases; therefore, if there is a required minimum
investment that allows an investor to receive the fee discount, the investor can receive the discount without having to invest
that entire minimum in the same fund.
Distribution Amount The proportionate distribution amount of dividends, capital gains, or foreign tax credit payments
realized by the fund and passed along to the shareholder account.
Distribution Record Date A stated date on which a shareholder must own shares within the fund in order to receive a
portion of the distributable income or capital gain earned by a fund.
Distribution Reinvestment Date The date on which the net asset value (NAV) is used to determine the price per share at
which distributions are reinvested.
Dividend Distribution Option Indicates whether dividends for a given customer are reinvested or paid in cash.
Dividend Mail Account A code indicating if the shareholder has elected to mail distribution checks to an address other than
the address on record.
Escrow Shares Count Shares held in custody by the recordkeeping system pending successful completion of a Letter of
Intent (LOI).
Expedited Exchange Account Determines if the shareholder has the privilege to exchange funds using the telephone or
telegraph.
Expedited Redemption Account A code used to determine if the shareholder has the privilege to redeem shares by
telephone and have funds wire-transferred to a previously established bank.
Extended Unit Value This field is used if the value is greater than $999.999999.
External Plan A unique identifier of a plan that does not use a DST recordkeeping system.
Fiduciary Account A code that indicates whether the shareholder is utilizing the fiduciary subaccounting system.
File Format Code The three-position code found in the header record that identifies the numeric value assigned to the type
of file.
File Type (Description) A field used in the Header and Trailer records that describes the type of records sent.
Foreign Tax Withholding Amount The non-resident alien (NRA) tax withheld for an account after it has been calculated
using the Foreign Tax Rate.
Foreign Tax Withholding Rate The rate at which the non-resident alien (NRA) withholding tax is calculated for foreign
shareholders.
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Fractional Check (Mutual Funds) A code used to indicate whether a check should be issued for fractional shares.
Fractional Shares (Mutual Funds) Share amounts that are less than one full share.
Fund Expense Allocation Code Indicates how the fund expenses are allocated. Fund expenses are not calculated at this
time.
Fund Expense Amount The amount calculated for the fund expenses using the Fund Expense Rate. Fund expenses are not
calculated at this time.
Fund Expense Rate The rate at which the fund expense is calculated. Fund expenses are not calculated at this time.
Fund Order Number A number used to identify a specific order on the recordkeeping system’s Order Processing tables.
Gross Transaction Amount The net dollar figure associated with a shareholder’s transactions.
Guideline Annual Premium The maximum annual premium that may be paid while still qualifying as life insurance under the
Federal Internal Revenue Code.
Guideline Single Premium The maximum single premium that may be paid while still qualifying as life insurance under the
Federal Internal Revenue Code.
Interested Party Code A code used to indicate whether a shareholder is an interested party.
Interest Rate Indicates the rate of interest for a variable annuities’ fixed sub-account.
Issued Date The date in which the policy / contract was issued.
Last Maintenance Date The date changes were last made to the shareholder’s account.
Letter of Intent Number A numeric value used to identify the Letter of Intent (LOI) number for an account.
Line Code A numeric value indicating on which line of the shareholder registration the address starts.
Liquidation Code A number that represents the type of liquidation that has occurred.
GPURCH Account Indicates whether the shareholder has established the privilege of making periodic purchases using the
GPURCH facility (GPURCH replaced the LISTBILL facility).
Load/No-Load Code Indicates whether a fund is a load or no-load fund. On a load fund, the commission amount is added to
the net asset value (NAV) price of a fund. On a no-load fund, the commission amount is not added to the NAV price.
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Loan Value The sum value of all loan activity for an individual policy
Mailing Flag Indicates whether the address referenced is an interested party address or a dividend mailing address.
Maturity Date (Variable Annuity) The date on which a variable annuity sub-account matures.
Monitored VIP Account Indicates whether an account is set up for monitoring. This flag is used to indicate fund executives
or shareholders with large investments.
Multiple Owners This is used to indicate if there are multiple owners on the policy.
Mutual Fund Transaction ID A series of numbers which uniquely identifies a transaction on the system.
NAV Code A code used to indicate whether an account is a net asset value (NAV) account.
Net Asset Value (NAV) The value of one share of a fund as determined by this formula: (total fund assets – total fund
liabilities)/total fund shares outstanding.
NSCC The National Securities Clearing Corporation, established in 1976, is currently the nation’s leading provider of
centralized clearance, settlement, and information services to brokers, dealers, banks, and mutual funds. Owned jointly by the
New York and American Stock exchanges and the National Association of Securities Dealers, the NSCC is a registered
clearing agency with the Securities and Exchange Commission. The NSCC offers four products: Networking, Fund/SERV,
Commission Settlement, and Automated Customer Account Transfer Service.
Order Number A number used to identify a specific order on the DST Order Processing System.
Other Fees Additional fees taken out from the dividend-distribution cycle such as a service charge or dealer fee.
Payment Date Allows the optional entry of the payment (effective) date of the trades in the batch.
Payment Method A code used to indicate the payment method for variable life insurance products. Valid Codes include:
Penalty Withholding Account Indicates whether a shareholder is subject to a 20 percent distribution withholding to be paid
to the Internal Revenue Service. Penalty Withholding results from failure to provide the fund with a certified Tax Identification
Number (Social Security number or employee ID number).
Percentage Sales Charge The percentage amount deducted from shareholder purchases or redemptions paid to the dealer.
Plan Status Code A code used to indicate whether an account within the plan is open or closed.
Policy/Contract Number A value assigned by individual product companies to customer investments. A Policy/Contract
Number becomes unique when combined with investment CUSIPs.
Policy Value The collective balance of all sub-accounts associated with one individual policy.
Position Close-Out Indicator An identifier from the product company stating that the position no longer belongs to the FAN
Mail data file recipient.
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Master File Formats Reference Guide
Pre-Authorized Checking Account A code used to indicate whether the shareholder has the privilege of allowing the
transfer agent to make fund deposits from the shareholder’s checking account.
Premium Paid Issue to Date The total amount of premium paid as of that current date.
Primary Beneficiary The person who inherits the investment if the benefactor dies.
Public Offering Price The price at which a new issue of securities is offered to the public by underwriters.
Rate Per Share The distribution amount paid per share for each share held as of the record date.
Record Code A value used to describe a set of transaction codes and suffixes that categories a type of transaction.
Record Date Shares held in the account on this date are eligible for the distribution payout.
Record Type A value used to identify the type of information contained in the file record.
Reinvest Capital Gains Option A shareholder option that controls whether the capital gain distribution is reinvested.
Reinvest Dividend Option A shareholder option that controls whether the capital gain distribution is to be reinvested.
Reinvest to Another Account A flag used to determine whether the shareholder has elected to reinvest distributions in
another fund account. The account generating the distribution must be coded for cash distributions.
Reinvestment Price The price at which all shares are reinvested into an account.
Representative Name The name of the registered representative assigned to the account.
Request Number A sequentially-assigned number used to identify a particular set of selection criteria in a file.
Resident State / Country Code Number associated with the state or country of the account owner.
Share Account House Account Code (Mutual Funds) A code used to indicate whether an account is a share account
house account.
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Master File Formats Reference Guide
Share Account Phone Check Redemption Code (Mutual Funds) A code used to indicate whether an account is a share
account phone check redemption.
Share Balance Effect Code Determines how a particular transaction affects the total number of shares within an account.
Share Balance The total number of shares in an account as of a specific date and time. This includes all issued and un-
issued shares.
Share Price Amount The price at which shares are purchased or redeemed.
Shares Reinvested The total number of shares that the shareholder elected to purchase into the fund after being paid a
distribution.
Shares Transaction Count The total number of shares involved with a transaction.
Social Code A code established and maintained that characterizes the owner of the account (such as male, female, joint
tenant, trustee, charitable organization). Social codes can be specifically assigned by a management company.
Social Security Number (SSN) A number assigned by the Internal Revenue Service that uniquely identifies an individual.
SSN Status Code Indicates the status of the certification of the Tax Identification Number (Social Security number or
employee ID number).
State/Country Code Identifies the state or country in which a shareholder resides. Refer to the TA2000 State and Country
Codes Quick Reference Guide for a complete listing.
Stop Mail Account Determines if suppression of shareholder mailings can be legally done for a particular account. Stop
mails are generally used when shareholder mail has been returned due to insufficient address and when the fund is unable to
obtain a better address.
Stop Purchase Account Determines whether suppression of shareholder purchases can be legally restricted for a particular
account.
Stop Transfer Flag Determines whether suppression of account transfer can be legally restricted for a specific account.
Stop transfers are generally issued when adverse claims are pending against an account and there is not to be any further
debits, transfers or redemptions.
Sub-Account An account linked by cumulative discount number to other accounts for the purpose of combined reporting.
Sub-Account Type Identifies whether or not the sub-account is of a fixed or variable nature.
Suffix Number Links a specific interested party address with a shareholder’s account that already contains multiple
interested party addresses.
Super Sheet Date The date the nightly processing uses to process a transaction.
Surrender Charge A charge assessed to the policyholder if the policy is surrendered prior to its maturity date.
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Master File Formats Reference Guide
SWP Account A code used to indicate whether an account is established as a systematic withdrawal plan account.
Target Premium The premium amount the policy owner must pay to keep the policy in force. Target Premium is also known
as No Loss Guarantee.
Term Life Insurance Life insurance payable to a beneficiary only when an insured dies within a specified period.
Third-Party Administrator Number (TPA) A unique identifier for a financial institution responsible for the placement of
trades through the National Securities Clearing Corporation (NSCC) and for recordkeeping and administrative functions as
designated by a trust company. Third-party administrators are members of the NSCC with an assigned TPA number.
Timer Flag A code indicating whether an account is associated with a Timer (Dealer) Group.
Total Shares The amount of shares purchased by the shareholder in certificate form.
Total Units Total amount of units purchased by the contract / policy owner within a sub-account of a life policy.
Trade Date The date the trade was affected. Also, the date the system uses to determine share price of the transaction.
Trailer Record Count The total number of records contained within a request. This count includes all detail records, plus the
header and trailer.
Transaction Code Identifies the type of activity processed against the account on the system.
Transaction Suffix Further defines the type of activity processed against the account within a specific Transaction Code on
the system.
Transaction Type Indicates whether a new record is being added or if an existing record is being changed or deleted.
Trust Company Number A unique identifier for a financial institution that holds legal title to a legal ownership registration in
order to administer the account for a beneficiary. The trust can be custodian of the assets of the account and is a member of
the National Securities Clearing Corporation (NSCC) with an NSCC assigned Trust Member Number.
Underwriter Commission Amount The fees paid to an underwriter who markets a new fund offering.
Underwriter Commission Code A code used to indicate whether an underwriter commission is credited or debited to the
total commission paid.
Unissued Shares The shares held on deposit by the transfer agent for which certificates are not issued.
Unit Price Amount The price at which units are purchased or redeemed.
Unit Transaction Count The total number of units involved with a transaction.
Universal Life A flexible premium life insurance policy under which the policy may change the death benefit from time to
time (with satisfactory evidence of insurability for increases) and vary the amount of timing of premium payments. Premiums
(minus expense charges) are credited to a policy account from which mortality charges are deducted and to which interest is
credited at rates that can change from time to time.
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Master File Formats Reference Guide
Variable Life Life insurance under which benefits relate to the value of assets behind the contract at the time the benefit is
paid. The amount of death benefit payable would, under variable life policies that have been proposed, never be less than the
initial death benefit payable under the policy.
Variable-Universal Life A life insurance policy that combines the premium flexibility feature of universal life insurance with
the equity-based benefit feature of variable life insurance.
Whole Life Insurance Life insurance payable to a beneficiary at the death of the insured whenever it occurs. Premiums may
be payable for a specified number of years (limited payment life) or for life (straight life).
Wire Transaction Group Number A unique identifier for a group of wire transactions.
ZIP Code A code used by the U.S. Postal Service to indicate the street, city, and state for delivery of mail.
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Master File Formats Reference Guide
Index
A
D
Account Management Company Employee Code 23, 31
Daily Dividend Rate 56
Account Number Code 26, 36, 48
Dealer Commissions
Account Price Schedule Code 23, 31, 43
amount 30
Accounts
code 29
automated clearing house (ACH) 38
Dealer Control Level Code 22, 50
check writing 39
Dealer Number 19, 26, 36, 48
dividend mail 42
Dealer/Branch Number 19, 26, 36, 48
expedited exchange 40
Direct Financial Activity
expedited redemptions 39
detail record 3 31, 33
fiduciary 41
Discount Category 27
ListBill 39
Distribution Amount 49
monitored VIP 39
Distribution Code 49
net asset value 30, 41
Distribution Payable Date 47
penalty withholding 40
Distribution Record Date 47
pre-authorized checking (PAC) 38
Distribution Reinvestment Date 47
stop mail 43
Distribution Type Code 47
stop purchase 42
Distributions
systematic withdrawal plan (SWP) 37
amount 49
Accrued Dividend Amount 22
codes 49
ActiveX 9
payable date 47
Alpha Code 22
record date 47
As-Of Reason Code 30
reinvestment date 47
share balance after 49
B type code 47
Bank Card Issued 41 DSTHTTPDL control 9
Batch Date 26
Batch Number 26 E
Billing
Established Date 36
amount 35
External Fund ID 50
frequency 35
External Plan ID 23
type 35
Blue Sky Exemption Flag 40
F
C FAN Mail
administration 7
Certificate Issuance Code 30, 40
automatic downloads 9
Check Number 30
manual downloads 8
Collateral Value 18
production files 9
Collected Balance Amount 22
resend files 10
Confirmation Date 27
selection criteria 7
Cost Basis Account Activity File 63
uncompressed files 10
Cost Basis Account Position File 58
Fees
Cost Basis Tax Lot Activity File 69
other 49
Cost Basis Tax Lot Position File 66
File Format Code 16
Cumulative Discount Number 22, 29, 39, 50
File Type 8, 15, 17, 55
CUSIP 13, 19, 26, 36, 47, 56
Foreign Tax
Customer Account number 26
rate 39
Customer Account Number 36, 48
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Master File Formats Reference Guide
withholding amount 50 O
withholding rate 49
Foreign Tax Rate 39 Other Fees Amount 49
Foreign Tax Withholding Amount 50
Foreign Tax Withholding Rate 49 P
Fractional Check 43
Payment Date 27
FTP transmissions Payment Method 28
file naming convention Penalty Withholding 40, 48
production files 9
Penalty Withholding Rate 48
resend files 10 Percent Sales Charge 29
uncompressed files 10 Plan Status Code 41
Fund Code 26, 36, 47, 56
Policy
Fund Expense Allocation Code 48 value 18
Fund Expense Amount 48 Policy Value 18
Fund Expense Rate 47
Policy/Contract Number 18
Fund From/To 50 Premium
Fund Name 56 Guideline annual 35
Fund Price File 55
Guideline single 35
no lapse guarantee 35
G seven pay 36
Gross Transaction Amount 27 target 35
premiums
paid issue to date 18
H
Price Date 56
Header Records 15 Processed Date 15, 55
Processed Time 15
I Product Code 18, 56
Public Offering Price 56
Interest Rate 22
Interested Party Code 41 R
interpreting record layouts 14
Issue Date 36 record layout field descriptions 14
record layouts 14
J Reinvest to Another Account 38
Reinvestment Share Price 47
Job Name 15 Representative Name 22, 29, 44, 50
Representative Number 22, 29, 44, 50
L Request Number 16
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