CA STRS User Guide

Short Desc

Service Date Range. YYMM-YYMM.  Years including and after 70 are in 1900s, years before are in the 2000s.  The starting day is always the first of the month, the ending day is always the last of the month.  The common code with a service date range that contains a record’s timecard date is used to obtain the appropriate rate.

Medium Desc

Informational description only.

Long Desc

Membership Date Range. YYMM-YYMM.  Years including and after 70 are in 1900s, years before are in the 2000s.  The starting day is always the first of the month, the ending day is always the last of the month.  An employee’s STRS Membership Date (the begin date in the STRS section of the CA Retire screen) is comparted to the Long Description, to find the appropriate common code based on membership date.

Assoicated Numeric Value 1

STRS Employee Post-Tax Deduction Rate.

Assoicated Numeric Value 2

STRS Employee Pre-Tax Deduction Rate.

Assoicated Numeric Value 3

STRS Employer Contribution Rate.

Assoicated Numeric Value 4

STRS Employee Deduction Rate for Reduced Workload Program (RWP).

Assoicated Numeric Value 5

STRS Employee Deduction Rate for Elected Officer of an Employee Union.

Entity*

ID of the entity/employer.  The entity should be a valid entry as defined in BusinessPLUS.  Once saved, the value cannot be changed.

Employer Name*

Name of the employer for whom the entity is defined.

Employer Address*

First line of the employer’s address.

Employer Address(2)

Second line of the employer’s address.

Employer City*

City in which the employer is located.

Employer State*

State in which the employer is located.  Click  for the list of states.

Employer Zip Code*

Numeric zip code of the employer’s location.  This field accepts only five numeric characters and does not accept if all the five characters are zeroes.

Employer Zip Code Extension

Numeric zip code extension of the employer’s location.  This field accepts only numeric characters of 4 digits or less.

Source Code*

4-digit Source Code (County Code) for this entity.

Unit Code*

3-digit Unit Code (District Code) for this entity.

Contract Payclass(es)

CSV string of pay classes for Contract Assignments.  All Contract Assignments are reported as Assignment Code 57 and the Base Annual Pay rate.

Contract CDH(s)

CSV string of CDHs for Contract Assignments.  Include Contract Paid and LWOP Paid, but not Earned.

Contract Retro CDH(s)

CSV string of Contract Retro CDHs. Include Retro Paid but not Retro Earned.

Bargaining Units with Retroactive Pay Rate Change

CSV string of Bargaining Units that received a contract negotiated pay rate increase. This is used in conjunction with the ‘Contract Negotiated Pay Rate Increase’ flag on the Instance definition. If, for an instance, the flag is checked and the employees Bargaining Unit is in the list, all Retro transactions in the instance will be reported with Contribution Code 5: a retroactive pay rate increase. Otherwise all Retros are considered to be adjustments (Contribution Code 3).

Additional Duty Payclass(es)

CSV string of pay classes for Additional Duty assignments. Additional Duty assignments are reported with their defined Assignment Code, unless it is 57, then 55 is used. They are reported with the assignments hourly pay rate, annualized.

Substitute Payclass(es)

CSV string of Substitute pay classes. Substitutes are reported with their defined Assignment Code, unless it is 57, then 54 is used. If the employee is a member, the hourly rate is annualized and reported, otherwise the hourly rate is used.

Outgrowth Payclass(es)

CSV string of Outgrowth pay classes. Outgrowth assignments are reported with their defined Assignment Code, unless it is 57, then 55 is used. If the employee is a member, the lowest annualized rate from all pay assignments in the same fiscal year is reported (excepting coaching and other stipends), otherwise the hourly rate is used.

Hourly CDH(s)

CSV string of CDH(s) used for Hourly Assignments. This includes Additional Duty, Substitute, and Outgrowth CDHs.

Hourly Retro CDH(s)

CSV string of CDH(s) used for Hourly Retros. These will be reported as adjustments (Contribution Code 3) unless the Retroactive Payrate Increase flag is set, and the employees Bargaining Unit is in the Bargaining Unit list.

Special Compensation Payclass(es)

CSV string of pay classes used for special compensation. Reported with Assignment Code 57, and Contribution Code 6.

Special Compensation CDH(s)

CSV string of CDHs used for special compensation.

Special Compensation Misc Field

hr_jobtble misc field used to hold the Special Compensation Flag.

Special Compensation Flag

Custom flag to identify a specific Job Code as a Stipend (Special Compensation). If there are Stipends that must be reported as Outgrowth in the same pay class as Stipends that are to be reported as Special Compensation (Stipends for degrees, or credentials, not for services performed), then the Special Compensation flag, and Misc field should be set. Then, only Stipends with the Special Compensation flag will be reported with Contribution Code 6, all others will be reported as Outgrowth.

Special Compensation Retro CDH(s)

CSV list of CDHs used for Special Compensation Retros. These will report with Contribution Code 5 only if the Retroactive Pay Rate Increase flag is set, and the employees Bargaining Unit is in the list.  Otherwise, they report with Contribution Code 3.

Adjustment CDH(s)

CSV list of CDHs used for Prior Period Adjustments (Contribution Code 3). Use of an adjustment CDH is discouraged. Instead, use of the normal CDHs is recommended for adjustments.

STRS Buyback CDH(s)

CSV list of CDHs used for STRS Buybacks. Reports with Contribution Code 4.

Non-Reportable CDH(s)

CSV list of CDHs that are non-reportable. These will always be omitted from the report.

Non-Reportable Payclass(es)

CSV list of pay classes that are non-reportable. Wages associated with this pay class are always omitted from the report.

Excluded Period Type(s)

CSV list of Pay Period Type Codes that are always excluded from the report. Useful for making adjustments to deduction values that were already reported to STRS via corrections on the Maintenance screen.

Excluded Employee ID(s)

CSV list of Employee ID(s) to be excluded from the report. List employees that would normally be considered eligible, or have eligible wages, that must be omitted (an eligible stipend but no eligible primary assignments).

Special Earnings (45) CDH(s)

CSV list of CDHs for Special Earnings that are to be reported with Assignment Code 45.

Special Earnings (55) CDH(s)

CSV list of CDH for Special Earnings that are to be reported with Assignment Code 55.

Default Hours Per Year

Hours Per Year to use for annualizing Hourly Rates, If left blank, the pay assignment’s calendar hours per year value is used.

Sumer Asgns use Prior Fiscal Year (Y/N)

If ‘Y’, pay assignments which run from June to July or August will use the lowest annualized rate from the June Fiscal Year, not the July or August Fiscal Year.

Omit Buybacks (Y/N)

Omits all Contribution Code 4 records from the report. Use this if they are reported separately than the normal contribution lines.

Deduction CDH (Pre-Tax)

CSV list of STRS Pre-Tax Deduction CDHs.

Deduction Adj CDH (Pre-Tax)

CSV list of STRS Pre-Tax Deduction Adjustment CDHs.

Deduction CDH (Post-Tax)

CSV list of STRS Post-Tax Deduction CDHs.

Deduction Adj CDH (Post-Tax)

CSV list of STRS Post-Tax Deduction Adjustment CDHs.

Contribution CDH

CSV list of STRS Employer Contribution CDHs.

Contribution Adj CDH

CSV list of STRS Employer Contribution Adjustment CDHs.

Name*

Name of the report instance as defined by the user. 

Year*

Calendar Year of the report period.

Month*

Calendar Month of the report period.

Include/Exclude Pay Periods

CSV list of Pay Periods, prepend a minus (-) to pay periods being excluded.

Contract Retro

Indicates that a contract-negotiated pay rate increase occurred during the report period.

Report Instance*

Click  for the list of report instances.  Select the desired report instance. 

Notes

Enter a note related to report instance or load that is to be performed.

Entity*

Click  to select a specific entity for which the load will be performed.  Select ‘ALL’ to extract records of all entities.

Employee ID(s)

If specific IDs are to be refreshed or reported on, enter on this line, separated by commas.

Purge Existing Data

If all the existing maintenance table data, for the selected ‘Report Instance’, needs to be deleted this checkbox should be checked.  This action would also remove new maintenance records added previously using the maintenance screen.

Click to load maintenance records into the maintenance table.

Report Instance Details

Details of the selected Report Instance.

Last Load for the Selected Report Instance

The date (Last Load) and user (Created By) who performed the last load and any note entered for the selected ‘Report Instance’.  If the report is loaded for the first time for the selected ‘Report Instance’, this information is blank.

Report Instance

Click  to select a specific instance.

Filter By Criteria

Filter the maintenance records based on Employee ID, SSN, or Last Name.  Enter data, then click the Apply Filter button.  Clear the fields and click the Apply Filter button again to view all the results.

Total Record Count

Indicates the total number of maintenance records in the grid.

Error Log By Last

Click  to select the type of errors/messages to view.  Options are Load or Submission. 

Filter Selected Record

Filters the selected maintenance record in the records area above.

Runs the ‘Error Log’ to a Report.

Load

RATES TABLE: Common Code ‘PYSR’ ‘<code>’ has invalid Service Date Range in short description.

Invalid setup in service date range of Common Code Rates By Dates table. Correct specified Common Code.

Load

RATES TABLE: Common Code ‘PYSR’ ‘<code>’ has invalid Membership Date Range in short description.

Invalid setup in membership date range of Common Code Rates By Dates table. Correct specified Common Code.

Load

<id>: PH/PA match issue: PER(<period>) RT(<rec type>) NC(<numcode>): Match Failures: <failure list>

A mismatch occurred between a payroll history record, and the pay assignments, meaning that either the history record or the pay assignment were changed after the record was paid. Verify that the pay rate, assignment code, pay code, and other record information matches the intent. The failure list specifies the differences between the payroll history record and the chosen pay assignment.

Load

<id>: Buyback record has wages!

Buybacks should never be associated directly with wages. This would only result from an invalid CDH setup of the buyback CDH.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>): Paystring payclass is hourly, but pay assignment is special comp. This is probably a corrected pay assignment. Reporting as Special Comp.

The pay string pay class is in the Special Comp list, but the pay assignment pay class is in the Outgrowth or Additional Duty list, meaning there is a difference between the two pay classes. Confirm that the record is to be reported as Special Compensation, or adjust the record to report appropriately. Note: The amount listed in the error log may have been combined with other records, inspection of payroll history may be necessary to determine the full intent.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>):  Payclass is special comp, but CDH is hourly, Reporting as Outgrowth.

The pay class indicates special compensation, but the CDH does not. This is the result of an error in pay assignment setup, or in CDH selection in timecards. Verify that the record should be reported as outgrowth, or correct to report as Special Compensation if necessary.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>): Job has no defined STRS Assignment Code, setting assn code to <assignment code>.

The Job Code definition associated with the pay assignment did not have a STRS assignment code, this indicates incomplete setup. Set the STRS Code in the Job definition.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>): Pay Assignment has base periods != 10, 11, 12, or 13. Position definition may need adjusting or pay assignment may be set up incorrectly.

Contract pay assignments may only have base period lengths of 10, 11, 12, or 13 months. This indicates that either a position is set up as a contract assignment when it should not be, or the base number of periods for the position is incorrect.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>): Contract Assignment has hourly CDH.

Indicates that an hourly CDH was used for a contract assignment. Ensure that the record is reporting correctly, adjust payroll or pay assignment setup as needed.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>): Record is a retro/adjustment, but the original pay rate could not be determined.

Occurs when a retro is found but there’s no corresponding pay rate in payroll history or timecards.

Load

<id>: PER(<period>) RT(<rectype>) NC(<numcode>) AMT( <amount>): Job has strsCode ’<strs code>’ but payclass is Substitute. Setting assn code to 54.

Occurs when a non-substitute position/job code is used with a substitute pay class. Check for setup errors. Verify that it should be reported as substitution work.

Load

<id>: Error obtaining Annual Rate for Date ‘<timecard date>’, No valid rates for this ID and fiscal year.

The employee had no non-exempt annual rates within the fiscal year. Either the pay assignment has the wrong fiscal year, or there is no pay assignment. Determine the correct pay rate.

Load

PER PERIOD TOTALS Earnings <earnings> Creditable Earnings <creditable earnings> Deductions <deductions> Contributions <contributions>

Informational message indicating all pay periods in the report, as well as their associated totals.

Load

<id>: ASSN(<assignment code>) CC(<contribution code>) $(<earnings>) BEG(<service begin date>) Actl Ded (<deduction amount>) not equal to Calc Ded (<calculated deduction amount>).

STRS only allows a 1 cent variance between the reported deduction amount, and the calculated deduction amount. If the difference is 2 cents, it is most likely caused by rounding in a pay assignment with a split distribution. If the difference is substantially more, it could indicate that the employee has a setup error on their CA Retire screen or deduction CDH definition. Alternatively, the payroll record could be missing a deduction, or have a deduction that it should not have. Determine the cause of the error, and correct the discrepancy.

Load

<id>: ASSN(<assignment code>) CC(<contribution code>) $(<earnings>) BEG(<service begin date>) Actl Cnt (<contribution amount>) not equal to Calc Cnt (<calculated contribution amount>).

Indicates a difference between the reported employer contribution amount, and the employer contribution amount found in payroll history. Determine the cause of the discrepancy and correct as needed.

Load

Found 2+ entries in RatesByDates table (<table>) for membership date ‘<membership date>’ and service date ‘<service date>’.

Errors in RatesByDates table. See the BusinessPLUS setup section for a full description of the RatesByDates table setup. <table> is either ‘CNT’ for contribution rate, ‘RWP’ for Reduction Workforce Program rate, ‘ERIP’ for retirement incentive rate, ‘Pre-Tax’ for the pre-tax deduction rate, or ‘Post-Tax’ for the post-tax deduction rate.

Load

Fount no entries in the RatesByDates table (<table>) for membership date ‘<membership date>’ and service date ‘<service date>’.

Errors in RatesByDates table. See the BP setup section for a full description of the RatesByDates table setup. <table> is either ‘CNT’ for contribution rate, ‘RWP’ for Reduction Workforce Program rate, ‘ELEC’ for Elected Officer of an Employee Union rate, ‘Pre-Tax’ for the pre-tax deduction rate, or ‘Post-Tax’ for the post-tax deduction rate.

Load

<id>: Omitting Buyback: $<amount>

This is an informational message. It means a STRS buyback was found, but is not being included in the report because the ‘Omit Buybacks’ flag was set in the additional setup section.

Report Instance*

Click  for the list of report instances.  Choose the report instance which is to be submitted.

Notes

Any notes applicable to the submission job.

Filename*

System-generated or user-defined file name for the submission file.

The filename should always end with the ‘.txt’ extension. The filename cannot contain these characters ‘\:/*?”<>|’

Note:  The path where the file is saved is already configured in the application and should not be entered here.

Entity*

Click  for the list of entities.  If the maintenance records for all the entities are to be submitted, ‘ALL’ should be selected.

Supplemental

If Checked, creates a supplemental submission file, where the Report Month, normally “01” thru “12” is replaced by “SU”.

Report Instance Details

Details for the selected ‘Report Instance’.

Last Submission for the Selected Report Instance

The date (Last Submission) and user (Created By) who performed the last submission and the note that was entered for submitting the selected ‘Report Instance’.

Regenerate the filename.

Create report file with data from maintenance table.

View the submission file report.

1-4

Fiscal Year

Y

N

4

rr_run_def_mstr

year

Four Digit Ending Fiscal Year

5-13

SSN

Y

N

9

hr_empmstr

ssn

Employee SSN

14-23

Last Name

Y

A

10

hr_empmstr

lname

Employee Last Name

24-31

First Name

Y

A

8

hr_empmstr

fname

Employee First Name

32-33

Middle Initial(s)

N

A

2

hr_empmstr

mname

Employee Middle Initial(s)

34

Membership Code

Y

N

1

hr_mandret

strs_memb*

STRS Membership Code. If strs_memb is 1, reports 1, otherwise reports 2.

35-36

Assignment Code

Y

N

2

hr_jobtble

strs_code*

If Assignment is Contract or a Stipend, it will always report as 57. If the Assignment is hourly, it will report as 55 instead of 57, or its set value. If the Employee is 2%@62 and Assignment is a Stipend, it will report as 72.

37-44

Pay Rate

Y

N

8

hr_emppay

base_ann*, actl_hrly*

If Assignment is Contract: base_ann; if Hourly: actl_hrly*Hrs/Year. 2 decimal places. Decimal point is implied.

45

Pay Code

Y

N

1

hr_emppay

base_mnths*

If Assignment is Contract: base_mnths is used to determine the Code, otherwise 0, unless Membership is 2, then 4.

46-52

Earnings

Y

N

7

Earnings from Payroll History. 2 decimal places. Decimal point is implied.

53-56

Member Contribution Rate (Post-Tax)

N

N

4

Post-Tax Retirement Deduction Rate. If No Post-Tax Deductions: 0000.

57

Contribution Code

Y

N

1

0 or Blank = non-member; current earnings; used for reporting non-members

1 = Current Member contributions; current earnings

2 = Adjustment of previously omitted or incorrect Contributions

3 = Adjustment (+ or -) of previously reported Earnings (affects service credit)

4 = Receivable: Payroll deduction for CalSTRS payment

5 = Retroactive pay rate adjustment of previously reported service (does not generate service credit) (Use 3 for Earnings Only adjustments)

6 = Special Compensation lump-sums

58-63

Member Contribution Amount (Post-Tax)

N

N

6

Post-Tax deduction amount from payroll history. If no Post-Tax deductions use all zeros. 2 decimal places. Decimal point is implied.

64-71

Service Period Begin

Y

N

8

CCYYMMDD Format. Always the first day of a month. Specific month determined by timecard date of earnings.

72-79

Service Period End

Y

N

8

CCYYMMDD Format. Always the last day of a month. Specific month determined by timecard date of earnings.CYY

80-83

Source Code

Y

N

4

rr_site_profile

emplr_code

‘Source Code’ in Site Profile.

84-86

Unit Code

Y

N

3

rr_site_profile

district_no

‘Unit Code’ in Site Profile.

87-88

Report Period

Y

A

2

The 2-digit fiscal month based on instance definition (July is 01). Or ‘SU’ if supplemental is checked when generating the file.er

89

Creditable Earnings Indicator

Y

A

1

Asterisk (*) if the earnings CDHs had the Retire Paybase set to ‘+’ or ‘-‘.

90

Line Type

Y

A

1

‘L’“L”

91-94

Member Contribution Rate (Pre-Tax)

N

N

4

Set by using Rates By Dates Table (Common Codes), Membership Begin Date, and Service Begin Date. If no Pre-Tax Deductions, use all zeros.

95-100

Member Contribution Amount (Pre-Tax)

N

N

6

Total pre-tax deductions associated with earnings from payroll history. If no Pre-Tax Deductions, use all zeros. 2 decimal places. Decimal point is implied.

101-102

Classification Code

N

N

2

For Community Colleges only. Use ‘00’.

103-108

Base Hours

N

N

6

For Community Colleges only. Use ‘000000’

109-110

Spaces

Y

A

2

No-data. Filler. 2 Spaces.