ASRS Arizona Retirement Report
Overview
This Arizona State Retirement System (ASRS) Report process produces the State of Arizona Retirement Report and File. ASRS Report is an annual report that provides a comprehensive overview of the financial health, investment performance, and key accomplishments of the ASRS.
There is one mask involved in this process: PYRERRAZRG. This process extracts applicable data from Payroll History creating a report and a file. The extracted data is used to create a Retirement Report of transactions for the period by department. It is followed by the Retirement Purchased Service Report by department. The process then creates a file named “ASRSFILE”, which is to be sent to the state office. The file is saved in the DATA directory on the APP server.
BusinessPLUS Setup
Before a report can be generated, the reporting interface must be set up to allow BusinessPLUS to extract the data correctly for the report and submission file. The ASRS reporting system has been set up to handle employees that have multiple pay assignments and assignments in more than one category.
Category Setup
The current categories are “Certified” or “Classified” and are tied to an employee through an assigned pay class. All applicable pay classes must be set up in PY Pay Class Definition (PYUPPY) page, with either “CERT” for certified employees or “CLAS” for classified employees per the Miscellaneous Code setup in the PYFG/PY781AZ common code, Numeric Value 2.
The following screen shot shows the PYUPPY page for Pay Class 100, using Miscellaneous Code 2 as the field declaring the type as “CERT” or “CLASS”.
Member Type Setup
All employees need to have their member type defined. There are currently two valid entries for this field: “P” and “S”. Common code PYFG/PY781AZ Associated Description 5 holds which Miscellaneous Code field on the HR Employee Master (HREMEN) page under the “Misc. Info/Character” tab holds the member type value.
By default, if anything but an “S” or “s” is in the designated Miscellaneous Code, the value is set to “P”. By using this logic, only the “S” system-defined contributions need to be maintained on the HREMEN page. All others, whether defined or not, will be set to a “P” plan-defined benefit.
Below is a screen shot of a System-Defined Contribution using Miscellaneous Code 10, as setup in the PYFG/PY781AZ common code, to hold the member type.
Contribution and Deduction Setup
All contribution and deduction CDHs that relate to ASRS reporting must be set up with either an “ASRS” or “LTD” in the Miscellaneous Code field defined in common code PYFG/PY781AZ. If the field on the common code is set to zero, then the default of Miscellaneous Code 1 field is used.
ASRS Transaction Setup
There are three types of transaction codes that can be defined in the CDH for ASRS transactions. They are entered in the Miscellaneous Code defined in common code PYFG/PY781AZ. If the field on the common code is set to zero then the default of miscellaneous code 2 is used.
The ASRS transaction code types are:
“REG” for regular transaction types.
“SP40” or “SP41” for Service Purchased transaction types. (The 40 signifies a Service Purchase under eligible PLAN categories, and 41 signifies a 7% buy-in of additional contributions for System members only.)
“ADJ” for making adjustments.
LTD Transaction Setup
There are two types of transaction codes that can be defined in the CDH for LTD transactions. They are entered in the miscellaneous code defined in common code PYFG/PY781AZ. If the field on the common code is set to zero then the default of Miscellaneous Code 2 is used.
The LTD transaction code types are:
“REG” for regular transactions.
“ADJ” for making adjustments.
LTD transactions are not included in any files sent to the reporting agency (ASRS). The standard report prints LTD totals only by department number. There is a selection criteria that will allow the user the option to include detailed LTD transactions on the ASRS report.
Pay Type Setup
The payment type is stored in the miscellaneous field of the PYUPHH screen specified in the PYFG/PY781AZ common code. Current valid pay types for the state are 01-09. Because some hour codes are based on an hourly rate and others can be based on a daily rate, there needs to be a way to distinguish daily rates from hourly rates. This is used to calculate the correct hours worked during the pay period. The rule is as follows: all hourly rate type hour codes have a pay type value in the Miscellaneous field starting with a 0 (01-09). All daily rate hour codes have a pay type value in the Miscellaneous field starting with a 1 (11-19). All the daily rate hour codes have the leading 1 replaced by a 0 before being sent to the submission file.
There is also an issue that the numbers of hours in a day can vary from one hour code to the next. To handle this, there is a second Miscellaneous code on the PYUPHH screen, specified in the PYFG/PY781AZ common code that holds the number of hours in a day for that hour code. If the pay type from the hour code is 11-19, then the second Miscellaneous code is used to determine the hours worked in a day. This information is used to calculate the number of hours worked during a pay period to be sent to the state.
Common Code Setup
PYFG/PY781AZ
This common code is used to define the following client-specific codes:
Field | Description |
|---|---|
Short Description | Insert the word “DEBUG” to turn on the debug feature. |
Medium Description | Not Used. |
Long Description | Client Entity Name. |
Associated Value 1 | Retirement Pay base i.e. 6007.00000 |
Associated Value 2 | Marks the miscellaneous code field in the Pay Class Definition that contains the employee category. i.e. 1.00000-8.00000 |
Associated Value 3 | LTD Pay Base i.e. 6013.00000 |
Associated Value 4 | Miscellaneous code used to define where to look for “ASRS” value on the CDH. If 0 then default of miscellaneous code 1 is used. |
Associated Value 5 | Miscellaneous code used to define where the type of transaction is defined on the CDH. If 0 then default of miscellaneous code 2 is used. |
Associated Code 1 | Employer number. |
Associated Code 2 | Certified Department number. |
Associated Code 3 | Classified Department number. |
Associated Code 4 | 3-digit voucher number (optional). |
Associated Code 5 | Miscellaneous code used for payment type from hour code (PYUPHH screen). Values are two digits from 01-08. |
Associated Description 1 | Not Used. |
Associated Description 2 | Not Used. |
Associated Description 3 | Miscellaneous code used to set hours in a day from hour code (PYUPHH screen). Values two digits from 01-08. This is used for Daily rate hour codes. |
Associated Description 4 | Insert “SUPRESS SSN” to replace SSN with Employee ID on the report only. |
Associated Description 5 | Miscellaneous code used for member type from HREMEN screen Misc Info/Character tab. If blank default is “P”. Valid values are P, S and blank. |
PYFG/PY781AZ1-9
This common code is used to define mapping of CDH codes to control numbers for special purchase records. These common codes are optional and if not defined the CDH number will be used as the control number on special purchase records:
Field | Description |
|---|---|
Short Description | Not Used. |
Medium Description | Not Used. |
Long Description | Used to describe common code. |
Associated Value 1 | Not Used. |
Associated Value 2 | Not Used. |
Associated Value 3 | Not Used. |
Associated Value 4 | Not Used. |
Associated Value 5 | Not Used. |
Associated Code 1 | Not Used. |
Associated Code 2 | Not Used. |
Associated Code 3 | Not Used. |
Associated Code 4 | Not Used. |
Associated Code 5 | Not Used. |
Associated Description 1 | 4 digit CDH number, then equal sign then 8-digit control number with no spaces. For example, 2000=00000075 |
Associated Description 2 | Same as Associated Description 1. |
Associated Description 3 | Same as Associated Description 1. |
Associated Description 4 | Same as Associated Description 1. |
Associated Description 5 | Same as Associated Description 1. |
The first blank entry in the Associated Description field will stop the loading of the conversions into the process. All entries following the first blank entry will be ignored.
PYFG/PY781AZA-Z
This common code is used to define the number of months worked based on which payroll calendar they have been assigned to:
Field | Description |
|---|---|
Short Description | Not Used. |
Medium Description | Not Used. |
Long Description | Used to describe common code. |
Associated Value 1 | Not Used. |
Associated Value 2 | Not Used. |
Associated Value 3 | Not Used. |
Associated Value 4 | Not Used. |
Associated Value 5 | Not Used. |
Associated Code 1 | Holds name of calendar. |
Associated Code 2 | Same as Associated Code 1. |
Associated Code 3 | Same as Associated Code 1. |
Associated Code 4 | Same as Associated Code 1. |
Associated Code 5 | Same as Associated Code 1. |
Associated Description 1 | Holds number of months for calendar name in corresponding code field (valid values are: 09, 10, 11, 12). |
Associated Description 2 | Same as Associated Description 1. |
Associated Description 3 | Same as Associated Description 1. |
Associated Description 4 | Same as Associated Description 1. |
Associated Description 5 | Same as Associated Description 1. |
Running the ASRS report
To run the ASRS report, type or select mask PYRERRAZRG. The following prompts will be displayed.
In the first box, type in the pay period for the report.
Click on the check box to include the detail information for the LTD transaction on the report.
The user can select by an ID list file, entire pay cycle, by ID, or can use the full selection criteria for this subsystem.
Select the printer to have the report sent to.
After all selections have been entered, click the Submit button to run the report. The report will be sent to the admin/data directory on the APP server for BusinessPLUS.
Possible Error & Warning Messages for ASRS Reporting
Duplicate or overlapping CDH's for: +0500 ***WARNING***
The program initially searches through all the Hour definitions to create a table of hour codes that hit the specified retirement pay base in Associated Value (1) of the common code. If it finds duplicate Hour definitions with no End/Beg dates, or with overlapping End/Beg dates, it will give this message. The Beg/End dates of the Hour definition must span the Beg/End dates of the pay period being reported. The program will use the first valid Hour definition of any duplicate it finds, then flag the warning. It may not be critical to fix the warned CDH numbers, but they should be checked for validity.
**WARNING EMPLOYEE NO: 554232581 MISSING CODE IN PAY CLASS ASSIGNMENT FOR ARSR REPORTING
The employee is in a pay class that is missing the "CERT" or "CLAS" Miscellaneous Code of the Pay Class definition. Go into the PYUPPY page and insert “CERT” or “CLAS” into the correct Miscellaneous Code.
**WARNING EMPTY EXTRACT FILE
The Extract file is not getting built. There are a variety of reasons that could cause this. Doublecheck all common code fields in PYFG/PY781AZ. Make sure that the appropriate pay classes have a "CERT" OR "CLAS” code placed in the chosen Miscellaneous Code field. Be sure that a valid pay period is being used. Make sure that all retirement (ASRS and LTD) Contribution or Deduction definitions have the proper identifying codes in the proper Miscellaneous Codes defined in common code PYFG/PY781AZ, and that the employees are each assigned a CDH number for each possible retirement (ASRS and LTD) contribution/deduction. Verify that each employee is identified as CERT or CLAS through their assigned pay class.
**WARNING** ASSOC-VAL1 IS MISSING PB VALUE
The Associated Value (1) in the PYFG/PY781AZ common code is missing a valid pay base number.
A 6000 series PB number can be used, or a number between 1 and 42. It must be entered with 5 decimal places, 6,007.00000 or 7.00000. Either 0.06007 or 0.00007 will not work. The PB number identifies the Retirement Gross Wage Pay Base that is to be used for reporting purposes.
**WARNING** Employee has an invalid pay assignment numcode.
This means that the num code assigned to the employee is not a valid num code in the pay string master file. Look in screen PYUPAC to verify the problem.
**WARN CDH NUMBER: nnnn MISSING TRANSACTION CODE 40 OR 41
Any Contribution or Deduction definition using SP in MISC CODE2 must also include the transaction code of 40 or 41. The Miscellaneous Code2 value should be "SP40" or "SP41".
** WARNING ** Period Number yyccnnn is undefined.
The pay period entered in selection criteria could not be found in the pay period master. The pay period is defined in mask PYUPPR.
Submission File Layout
The following tables shows the layout of the two possible submission file formats.
Retirement Contributions
Position | Field | Req. | Type | Size |
|---|---|---|---|---|
1-9 | Social Security Number | Y | N | 9 |
10-15 | Employer Number | Y | N | 6 |
16-20 | Employee Number | N | A/N | 5 |
21-40 | First Name | Y | A | 20 |
41-70 | Last Name | Y | A | 30 |
71-90 | Middle Name | Y | A | 20 |
91-100 | Gross Pay Amount | Y | N | 10 |
101-109 | Employee Contribution Amount | Y | N | 9 |
110-118 | Employer Contribution Amount | Y | N | 9 |
119-122 | Reporting Unit number | Y | N | 4 |
123-127 | Hours Worked during Pay Period | Y | N | 5 |
128-137 | Not Used | N | A | 10 |
138-139 | Employee Pay Type | Y | N | 2 |
140-141 | Pay period ending Date: Month | Y | N | 2 |
142-143 | Pay Period Ending Date: Day | Y | N | 2 |
144-147 | Pay Period Ending Date: Year | Y | N | 4 |
148-149 | Transaction Code | Y | N | 2 |
150 | Member Type | Y | A | 1 |
151-152 | Employee Type | Y | N | 2 |
Record Length: 152 characters.
Data Types:
A/N - Alpha numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
A – Alphabetic, left justified, and blank.
Service Purchase Payroll Deductions
Position | Field | Req. | Type | Size |
|---|---|---|---|---|
1-9 | Social Security Number | Y | N | 9 |
10-15 | Employer Number | Y | N | 6 |
16-23 | Contract Control Number | Y | A/N | 8 |
24-43 | First Name | Y | A | 20 |
44-73 | Last Name | Y | A | 30 |
74-93 | Middle Name | Y | A | 20 |
94-102 | Employee Payment Amount | Y | N | 9 |
103-137 | Not Used | Y | A | 35 |
138-139 | Employee Pay Type | Y | N | 2 |
128-137 | Not Used | N | A | 10 |
138-139 | Employee Pay Type | Y | N | 2 |
140-141 | Pay period ending Date: Month | Y | N | 2 |
142-143 | Pay Period Ending Date: Day | Y | N | 2 |
144-147 | Pay Period Ending Date: Year | Y | N | 4 |
148-149 | Transaction Code | Y | N | 2 |
150 | Member Type | Y | A | 1 |
151-152 | Employee Type | Y | N | 2 |
Record Length: 152 characters.
Data Types:
A/N - Alpha numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
A – Alphabetic, left justified, and blank