FL Retirement System Monthly Reporting
Overview
The Florida Retirement System Monthly Retirement Report application allows a user to report covered wages and corresponding contributions for covered employees (members). All employees in permanent positions whether part-time or full-time are members of retirement. The report includes all wages actually paid in the month being reported.
This report must be submitted and processed by the 5th business day of the month. Payrolls not received and/or not processed by the 5th business day are considered delinquent and a one percent delinquent fee will be accessed.
Report Frequency
This report needs to be filed every month.
Selection Criteria
Employees who have a non-zero month to date amount for a retirement deduction or contribution for the report month are included in the report.
BusinessPLUS Setup
Reference Table Setup
Establish a pay base to track wages subject to retirement. The default is 6007.
If employees are paid on a weekly or biweekly basis and some employees are participating in DROP, a separate hour code and pay base must be established for DROP. If employees are paid on a monthly or semimonthly basis and pay periods are contained within a single month DROP can use the regular retirement pay base and hour codes.
If paying retroactive wages or making a prior period adjustment, establish an hour code to track these wages.
Set up an hour code for lump sum annual leave payments up to 500 hours, if applicable. This hour code is subject to retirement. It should be an hourly type pay so we can report the number of hours being paid as well as the salary for the hours.
If there are lump sum annual leave payments for more than 500 hours, set up a separate hour code to track the lump sum annual leave payments over 500 hours. This hour code is not subject to retirement.
If there is lump sum overtime, reserve time, compensatory time or holiday time worked then separate hour codes will need to be set up for these categories. If the payment occurs within 11 months of the work, it is subject to retirement and would need to update the retirement pay base. This type of pay is referred to by retirement as type 23.
If the system is to automatically calculate retirement contributions for workers’ comp adjustments set up an hour code that will add to the retirement pay base but will not add to the employee's other pay bases such as gross pay, net pay, etc.
Establish contribution and deduction codes for each plan code in use by the district for Florida retirement system. The contribution and deduction amounts will be calculated on the retirement pay base. Note that if the district pays on a weekly or biweekly basis and has employees who are participating in DROP who may switch into or out of DROP mid pay period, the contribution code for DROP will need to calculate based on the Retirement Drop pay base.
In the unlikely event that the district still employs a member of teacher retirement, establish a contribution and a deduction code for the teacher retirement system.
When establishing pay classes, keep in mind that extra duties can be excluded from the annual salary calculation for retirement by specifying the pay classes to exclude.
If you need to send an adjustment record to retirement, either process this through payroll or enter it directly into the regulatory database. If you choose to process through payroll, you will need to establish a retirement adjustment hour code and pay base and a retirement adjustment contribution.
For Elected Officials enter the class code in Misc Code 2 of the job code table for the job code associated with the employee's primary pay assignment (HRTBJB). The Load is currently only programmed to handle board members (01007) as elected officials. If you have an elected official in a different class code, contact PowerSchool.
For Senior Management enter up to an eight-character position code in Misc Code 2 of the job code table for the job code associated with the employee's primary pay assignment (HRTBJB). Note that the load process will add the leading zeros to the entered code.
Position Setup
Establish Position Types in the HR Non-Entity Specific Codes table (HRTBHR) with a code ID of POS/JOB_TYPE to identify positions related to educational instruction: classroom teachers, student personnel services, librarians/media specialists, and other instructional staff and education paraprofessionals. Assign the appropriate Position Type to each position on the PCN/Position Code Definitions (HRTBPC) screen.
Employee Setup
On the employee master record (HREEEM or HREMEN), set the Periods Worked to the number of pay periods in the standard contract year for the employee. The number of pay periods should not be adjusted if the employee works a partial year (i.e., starts late or leaves early).
Any employee who should be reported as an instructional employee, must be assigned to a position & PCN on their primary pay assignment which has a position type in the list of position types established for instructional employees.
Assign the appropriate contribution code(s) and if appropriate, deduction code to each employee. As of July 1, 2011, employees are required to pay a 3% employee contribution on a pretax basis to the pension or investment plan. This applies to most plans except DROP.
If an employee has a 457 Catch-Up deduction, and is a member of the Investment Plan, and within Retirement the IRS limit checking flag is set to yes, the limit amount on the deduction should be set to the Unused 457 Catch-Up contributions.
If an employee changes plans, the employee must be assigned a new deduction and contribution for the new plan. Make sure the start date for the newest contribution is more recent than the contribution record for any other plan. For any plan change other than DROP, the change must be effective for all pay periods within the month. An employee may only be reported for a single plan within a month except for DROP. A change to/from DROP must occur at the beginning of a month which could result in two retirement records for the employee in the month the change occurs depending on the employee’s pay frequency.
If employees are paid on a weekly or biweekly basis, when an employee either begins DROP or ends DROP a new pay assignment must be created for the employee. In the pay period in which the switch occurs, timecards will need to be entered for the employee in order to properly allocate the salary to the correct pay base and correctly calculate the employee’s deduction and employer's contribution.
For employees who are elected officials (school board members), the Job Code associated with the Position on the employee’s primary pay assignment needs the Class Code in the Misc Code 2 field.
For employees who are Senior Management, the Job Code associated with the Position on the employee’s primary pay assignment needs the Position to be reported (Department of Education Job Class) in the Misc Code 2 field.
Teacher Summer Pay Setup
FRS requires that teachers who are paid over 12 months have their June and July pay reported in June. For this reason, payroll must be run in June for the teacher's July and August pay. The district will need to set up special payroll periods for these “summer pay checks” that are issued in June. There will need to be a method to identify the employees and pay assignments to include in the payroll. Most likely frequency match codes will be used for this. When setting up the pay periods for these teacher pays, manually set the month and quarter appropriately. The calendar month must be set to 6 so that the July and August retirement salary and contribution will be recorded in the June accumulators. If the district issues a hand typed check for a teacher for the July and August pay during the month of June, it must have a check date in June so the accumulators are properly updated.
Retro Pay
If the district is processing retro pay automatically through the system, an hour code must be established for retro-pay. The system will calculate the retirement contribution and deduction based on the current rates at the time of retro pay processing. If the rate changed between the time the retro pay should have been paid and was actually paid, the amount that should have been paid based on the rate in the plan rate table will be reported. A manual adjustment may need to occur to reflect the difference between what is due to retirement and the amount calculated by payroll.
Setup
Before a report can be generated, the reporting interface must be accessed and necessary data set up completed. This configuration information is used by the Load and Submission processes.
Note: For detailed information about the report screens/tabs, see the “Overview of Regulatory Reporting” document. This document explains the items in common for all reports.
The following options need to be configured under Setup menu: Site Profile, Deferred Code, Retirement Codes, Plan Rate, and Additional Setup.
Site Profile
Site Profile is the default selected page and it defines the entities and their details. This information is used by the Load and Submission processes for the defined entities. At least one Site Profile record is required. All of the Florida regulatory reports utilize this same table so data will rarely need to be changed once it has been entered.
To add details about a site, enter data in the fields of this window as described below.
Field | Description |
|---|---|
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. Accepts only four numeric digits. |
Note: Columns marked with * are required fields.
Deferred Code
Click Deferred Code in the Setup menu to define the BusinessPLUS deduction and contribution codes for deferred compensation plans. If the district has 401K or 401A plans, the appropriate deduction and contribution codes must be entered here. The other types are only required if the district chooses to have retirement check the IRS limits. This information is used by the Load process.
To add additional Deferred Code setup details for each entity associated with a site, enter data as described below.
Field | Description |
|---|---|
Entity* | Click to select a specific entity to which the other information applies. |
Deduction/Contribution Code*
| Enter the BusinessPLUS deduction or contribution code for deferred compensation. Codes for 401K and/or 401A plans are required if the district has these plans. If the district chooses to have retirement check the IRS limits, then all deferred compensation deduction and contribution codes must be entered. |
Deferral Type* | Valid Types: 401K, 401A, 457, 457CU – 457 Catch Up, 403B, 403BCU – 403B Catch-Up |
Note: Do not include the CDH codes for FRS Investment or Pension Plan in this list.
Retirement Code
Click Retirement Code in the Setup menu to define the BusinessPLUS deduction and contribution codes for Florida retirement. This information is used by the load process.
The following fields in the screen are used for the Retirement Code setup.
Field | Description |
|---|---|
Entity* | Click to select a specific entity to which the other information applies. |
Contribution Code* | Contribution code for retirement from BusinessPLUS |
Deduction Code | Deduction code associated with the contribution code for this plan |
Plan Code* | Plan Code. The Plan Code cannot be changed after it is saved. |
Plan Title | Title of the plan |
Plan Type* | Valid codes are “PENSION” or “INVESTMENT” |
Record Type* | Valid codes “REG”, “DROP”, “ADJ-A”, “ADJ-E”, “ADJ-R”. The value cannot be changed after it is saved. |
Plan Rate
Click Plan Rate in the Setup menu to define the employee and employer rates for each retirement plan code. A new entry should be made for each plan code each time the rates change. Note that the retirement plan code must be set up in the Retirement Code table before it can be entered in this table. This information is used by the Load Process.
Note: For each plan code the date range cannot overlap the date range of another record.
The following fields in the screen are used for the Plan Rate setup.
Field | Description |
|---|---|
Plan Code* | Plan Code from the Retirement Code setup |
Plan Title | Corresponding title of the Plan Code as entered in Retirement Code Screen |
Start Date* | Start Date of this rate for the Plan Code |
End Date* | End Date of this rate for the Plan Code |
Employee Rate* | Employee deduction rate for this Plan Code |
Employer Rate* | Employer contribution rate for this Plan Code |
Note: Columns marked with * are required fields.
Additional Setup
Click Additional Setup to define the entity’s additional details. This information is used by the Load and Submission processes.
To add additional details for each entity, enter data as described below.
Field | Description |
|---|---|
Entity* | Unique ID of the entity as defined in the Site Profile screen. |
Retirement Agency Number* | Retirement Agency Number |
Retirement Salary Pay Base* | BusinessPLUS pay base for tracking salary subject to FL retirement |
Retirement DROP Salary Pay Base | BusinessPLUS pay base for tracking FL retirement DROP salary |
415 eligible compensation Pay Base* | BusinessPLUS pay base for tracking 415 Eligible Compensation. Defaults to 6002 |
403(b) includible compensation Pay Base | BusinessPLUS pay base for 403b includible compensation. Defaults to 6002 |
Hour Code(s) for Lump Sum Annual Leave | BusinessPLUS Hour CDH numbers for Lump Sum Annual Leave that is up to 500 Hours; comma-separated list |
Hour Code(s) for Type 23 | BusinessPLUS Hours CDH numbers for lump sum type 23 payments; comma-separated list |
Hour Code(s) for Prior Period Adjustments | BusinessPLUS Hour CDH numbers for prior period adjustments including retro pay; comma-separated list. Note that if you did not pay retropay in the current month, and you are manually entering any prior period adjustments in retirement, this field should be blank. |
Hour Code(s) for Workers’ comp Adjustments | BusinessPLUS Hour CDH numbers for workers' compensation adjustments; comma-separated list |
Pay Classes to Exclude from Annual Salary | Pay Classes which should be excluded when calculating the employee's annual salary; comma-separated list |
Position Types for Instructional Employees* | Position Types used to identify Instructional Employees; comma-separated list |
IRS Limit Checking
| Y/N; Y indicates that district wants to provide information so retirement can check the IRS deferred comp limits for Investment Plan members |
Instance
Click Instance to configure the report instances for each report to be created. Report instances need to be configured prior to running the Load, Maintenance and Submission process.
Enter data in the fields as described below.
Field | Description |
|---|---|
Name* | User-defined name of the report instance. |
Year* | Calendar year of report instance. NOTE: Once the instance is created and saved, the Year value cannot be changed. |
Month* | Month for which the submission will occur. NOTE: Once the instance is created and saved, the Month value cannot be changed. |
Fiscal Year* | Fiscal year for which submission will occur. Used to identify the pay assignments to include in Annual Salary. Format YYYY-YY. Example: 2010-11 |
Note: Columns marked with * are required fields.
Load
Click Load to select the Report Instance for which to extract and load the eligible records into the maintenance table. See the “Submission File Layout” section for the source of the reported data.
To load data for an instance of a report, enter data in the fields as described below.
Field | Button | Description |
|---|---|
Report Instance* | Click for the list of report instances. Select the desired report instance. |
Status | Displays the current status as assigned in the Report Instance screen. This is a display only field. |
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 data for the selected Report Instance in the maintenance table needs to be deleted, this checkbox should be checked. This action will also remove new maintenance records added previously using the maintenance screen for the Report Instance. |
Load (Button) | Click to load maintenance records into maintenance table. |
Note: Columns marked with * are required fields.
After clicking Load, the Information window appears to indicate that the Load Process has begun. Click the “OK” button to proceed.
The selected report instance details appear as described below.
Field | Description |
|---|---|
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. |
Maintenance
Click the Maintenance link to view Load Process results. The load will include any generated errors. Data manipulation is allowed on the extracted employee data.
The following actions are available:
Data changes (to data extracted from the report instance into the maintenance table)
Adding records
Deleting records
Select Report or Specific Records
Field | Description |
|---|---|
Report Instance | Click to select a specific instance. |
Filter By Criteria | Filter the maintenance records based on Employee ID or Employee Last Name. Clear fields to view all the results. |
Total Record Count | Indicates the total number of maintenance records in the grid. |
Workers’ Compensation
If the district has any employees who were on workers’ comp and received partial or no payment from the district while on workers’ comp and then return to work, the district must add a record(s) for the workers’ comp adjustment so the employee will receive service credit. If an employee meets the criteria and requires a workers’ comp adjustment, the user must manually enter the adjustment in maintenance in regulatory reporting. One retirement record will need to be entered for each month the employee was on workers’ compensation. Enter the following information: Employee SSN, Check Date (month and year for this record), Name, Employee’s Retirement Plan Code, Work Period of 88, Salary that would have been paid if employee was working minus any salary that was paid, Employee Contribution Amount based on the salary, Employer Contribution Amount based on the salary, Employee Department, Instructional Employee flag, Class code and Position (if required), Address if changed, Hire Date, and Termination Date. For the remaining fields use the default value.
Possible Error & Warning Messages
The grid at the bottom of the page displays error messages logged during load extract/submission package execution. The submission errors include invalid/missing mandatory field values. These values can be corrected by selecting the record from the error log grid and clicking the “Filter Selected Record” checkbox. On clicking this option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved. On click of “View All Records”, all the maintenance records are displayed on the maintenance grid.
Error Log Viewer is the list of possible error/warning messages displayed on the “Error Log” section in the Maintenance window and how to resolve the errors. The Error/Warning Messages are described below in the Error Log Viewer table.
Type | Error / Warning Message | Resolution |
|---|---|---|
Load | <Emp ID>: has invalid(blank) Last Name | In BusinessPLUS, enter the employee Last Name in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: Employee Name has been truncated to 31 characters | Verify that the Employee Name matches the Name within the Retirement System. If not, update in BusinessPLUS HR Employee Master. |
Load | <Emp ID>: has invalid(blank) First Name | In BusinessPLUS, enter the employee First Name in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <EMP ID>: has invalid(blank) SSN | In BusinessPLUS, enter the employee SSN in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: has invalid(blank) Primary Address | In BusinessPLUS, enter the employee’s Street Address in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: has invalid(blank) City | In BusinessPLUS, enter the employee City in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: has invalid(blank) State | In BusinessPLUS, enter the employee State in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: has invalid(blank) Zip Code | In BusinessPLUS, enter the employee Zip Code in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: has invalid(blank) Gender | In BusinessPLUS, enter the employee Gender in HR Employee Master screen and send to PY, then re-run the Load. |
Load | <Emp ID>: has Retirement Salary of zero | In BusinessPLUS, review the employee’s monthly earnings and accumulator for the retirement Pay Base. Update the Salary through Retirement Maintenance. |
Load | <Emp ID>: has Employer Contribution of zero | In BusinessPLUS, review the employee’s retirement contribution assignment and the associated accumulator. Update the Employer Contribution through Retirement Maintenance, as necessary. |
Load | <Emp ID>: has negative Retirement Salary | In BusinessPLUS, review the employee’s monthly earnings and accumulator for the Retirement Wage Pay Base. Update the Salary through Retirement Maintenance as necessary. |
Load | <Emp ID>: has negative Employee Contribution | In BusinessPLUS, review the employee’s retirement deduction accumulator. Update the Employee Contribution through Retirement Maintenance, as necessary. |
Load | <Emp ID>: has negative Employer Contribution | In BusinessPLUS, review the employee’s accumulator for the retirement employer contribution. Update the Employer Contribution through Retirement Maintenance, as necessary. |
Load | <Emp ID>: has Annual Salary of zero | In BusinessPLUS, review the employee’s Pay Assignments. Update the Annual Salary in Retirement Maintenance or correct the Pay Assignment(s) in BusinessPLUS and reload the employee selectively. |
Load | <Emp ID>: has invalid(blank) Plan Code | In Retirement maintenance update the employee’s Plan Code |
Load | <Emp ID>: has invalid Work Period 8 - set to 12 | If this error occurs for many employees, in BusinessPLUS go to the HR Pay Period Definitions screen and verify that each cycle has the correct period type. If a few individuals are incorrect, in BusinessPLUS verify that the Periods Worked on the HR Employee Master screen has the annual number of periods that an employee works in this position. |
Load | <Emp ID>: has Zero Annual Leave Hours | Check the set up for the hour code associated with Annual Leave – must be hourly. Update the Annual Leave Hours in Retirement Maintenance. Note that this message only applies to records with a work period of 21. |
Load | <Emp ID>: is not present in Payroll Employee Master (PYUPEM) | In BusinessPLUS HR Employee Master, send the record to PY and then reload |
Load | <Emp ID>: has invalid(blank) Pay Base for 415 Eligible Compensation | When does this error occur? Asked Terry to check 7/13. |
Load | <Emp ID>: YTD 415 Eligible Compensation amount is 0.00 and the plan type is “INVESTMENT” | Verify that the YTD compensation for the employee should be zero. If not, calculate and enter the correct amount in Retirement Maintenance. |
Load | <Emp ID>: has invalid/blank Pay Base for 403B Includible Compensation | When does this error occur? Asked Terry to check 7/13. |
Load | <Emp ID>: Employee/Employer Contribution or Salary Amount is Negative - cannot adjust the record | In BusinessPLUS, review the Paid History for the report month and determine the correct salary, employee and employer contributions. Update the Retirement records through maintenance. |
Load | <Emp ID>: Employer Contribution adjusted for employee plan code CD - was ####, adjusted to ###.## | Verify that the retirement records for this employee contain the appropriate amounts. |
Load | <Emp ID>: Employee Contribution adjusted for employee plan code CD - was ####, adjusted to ###.## | Verify that the retirement records for this employee contain the appropriate amounts. |
Sub | <Emp ID>: has blank Employer Agency No for Entity - <Entity> | Enter the Retirement Agency Number in the Retirement Setup Screen. |
Sub | <Emp ID>: has invalid(blank) SSN | In Retirement Maintenance, enter the employee’s SSN without dashes |
Sub | <Emp ID>: has invalid(blank) Check Date | In Retirement Maintenance, enter the Check Date for the employee in MMYYYY format. |
Sub | <Emp ID>: has invalid(blank) Name | In Retirement Maintenance, enter the employee’s Name. |
Sub | <Emp ID>: has invalid(blank) Retirement Plan | In Retirement Maintenance, enter the employee’s Retirement Plan. |
Sub | <Emp ID>: has invalid(blank) Work Period | In Retirement Maintenance, enter the Work Period for this record. See the mapping details for information on valid entries. |
Sub | <Emp ID>: has Retirement Salary of zero | In BusinessPLUS, review the employee’s monthly earnings and accumulator for the Retirement Wage Pay Base. Update the Salary through Retirement Maintenance. |
Sub | <Emp ID>: has Employer Contribution of zero | In BusinessPLUS, review the employee’s retirement contribution assignment and the associated accumulator. Update the Employer Contribution through Retirement Maintenance, as necessary. |
Sub | <Emp ID>: has negative Retirement Salary | In BusinessPLUS, review the employee’s monthly earnings and accumulator for the Retirement Wage Pay Base. Update the Salary through Retirement Maintenance as necessary. |
Sub | <Emp ID>: has negative Employee Contribution | In BusinessPLUS, review the employee’s retirement deduction accumulator. Update the Employee Contribution through Retirement Maintenance, as necessary. |
Sub | <Emp ID>: has negative Employer Contribution | In BusinessPLUS, review the employee’s retirement employer contribution accumulator. Update the Employer Contribution through Retirement Maintenance, as necessary. |
Sub | <Emp ID>: has Annual Salary of zero | In BusinessPLUS, review the employee’s Pay Assignments. Update the Annual Salary in Retirement Maintenance or correct the Pay Assignment(s) in BusinessPLUS and reload the employee selectively. |
Sub | <Emp ID>: has Zero Annual Leave Hours | Check the set up for the hour code associated with Annual Leave – must be hourly. Update the Annual Leave Hours in Retirement Maintenance. Note that this message only applies to records with a work period of 21. |
Sub | <Emp ID>: YTD 415 Eligible Compensation amount is 0.00 and the plan type is “INVESTMENT” | Verify that the YTD compensation for the employee should be zero. If not, calculate and enter the correct amount in Retirement Maintenance. |
Notes:
“Load” indicates the message appears during the Load Process, on the bottom of the Maintenance screen.
“Sub” indicates the message appears on the Submission report.
The report instances dropdown list is loaded only with report instances for which load has happened.
Inserting and deleting records are not allowed if there are unsaved changes in the grid.
If there are unsaved changes in the grid, sorting and filtering of the grid are disabled.
If there are unsaved changes in the grid, a prompt to save the existing changes will be shown if trying to navigate to another screen.
Submission
After confirming the maintenance data, click Submission to create the file to be submitted to the reporting agency.
To create a report file for submission, data is entered in the fields as described below.
Field / Button | Description |
|---|---|
Report Instance* | Click for the list of report instances. Choose the report instance which is to be submitted. |
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. In some reports the report name is auto-generated and hence the text filename cannot be changes for such reports. Example: 2009_Quarter2.txt |
Entity* | Click for the list of entities. If the maintenance records for all the entities are to be submitted, then “ALL” option should be selected. |
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. The first time the Submission Process is run for the selected Report Instance, this information is blank. |
Double Arrow (Button) | Regenerate the filename. |
Generate Report (Button) | Create report file with data from Maintenance table. |
View Report (Button) | View the submission file report. |
Notes:
Columns marked with * are required fields. The user must enter data in these fields to proceed.
Only if the Load is performed on the report instance, the report instance will appear in the Report Instance drop-down list.
If the mandatory fields are empty or have an invalid value, an error is logged which can be corrected from the Maintenance screen.
Submission File Layout
The following table shows the field names, positions and source within BusinessPLUS.
Header Record
Position | Field | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|
1-5 | Agency Number* | N | 5 | fl_retire_setup | retire_agency_no | Agency Number being reported |
6-14 | Report Format Code* | A/N | 9 | N/A | N/A | Constant ‘ NHD’. The ‘NHD’ should be right justified with six leading spaces. |
15-20 | Report Period* | N | 6 | rr_run_def_mstr | month, year | Period for which employer is submitting contribution report. Format MMYYYY |
Detail Record
Position | Field | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|
1-5 | Agency Number* | N | 5 | fl_retire_setup | retire_agency_no | Agency Number being reported |
6-14 | Employee SSN* | N | 9 | hr_pe_mstr | emp_ssn | SSN of member being reported. |
15-20 | Check Date* | N | 16 | rr_run_def_mstr | month, year | Period for which employer is submitting contribution report. Format MMYYYY |
21-51 | Name* | A/N | 31 | hr_pe_mstr | emp_l_name + space + emp_suffix +","+emp_f_name + space + emp_m_name | Name of member in following format, LastName Suffix, FirstName MI
|
52-53 | Plan* | A | 2 | fl_retire_codes | plan_code | Retirement plan code |
54-55 | Work Period* | N | 2 | Calculated |
| For regular records, set to 12 except for instructional employee. For instructional employees the contracted months is calculated based on hr_empmstr.nomonths and hr_emppay.calc_per. 21- Annual leave payments. 23- Lump sum payment for overtime, compensatory time, reserve time and holiday time worked within the last 11 months. 88 Workers’ comp adjustment. If contract is 8.5, 9.5 etc months, round up. |
56-56 | Adj Code | A | 1 | N/A | N/A | For regular records set to blank. If the record type associated with the contribution or deduction is ‘ADJ-A’ set to ‘A-adjustment required as a result of a Division Employer Compliance Audit’; if ‘ADJ-R’ set to ‘R’-member suspended and reinstated with back pay or if ‘ADJ-E’ set to ‘E’-other reason. Prior period adjustments for WC or credit salary adjustments do not require and adjustment code. |
57-67 | Salary* | N | 11 | pyx_xtd_dtl | pyx_mtd99 where 99 is the month | The salary is reported from the monthly employee accumulator associated with the retirement salary pay base on the setup screen. Format is S9(8)v99. |
68-78 | EE Cont* | N | 11 | pyx_xtd_dtl | pyx_mtd99 where 99 is the month | The employee contribution is reported from the monthly accumulator for any deduction codes entered on the retirement codes screen. Format is S9(8)v99. |
79-89 | ER Cont* | N | 11 | pyx_xtd_dtl | pyx_mtd99 where 99 is the month | The employer contribution is reported from the monthly accumulator for any contribution codes entered on the retirement codes screen. Format is S9(8)v99. |
90-95 | AL Hours* | N | 6 | pyx_xtd_dtl | pyx_mtd99 where 99 is the month | Annual leave hours reported for member. This field is set to 0 except when the work period is 21. If the work period is 21, the annual leave hours are the sum of the monthly accumulators for any hour codes identified on the setup screen for annual leave. Format is S9(3)v99. |
96-107 | Dept | N | 12 | hr_empmstr | department | Department number in which member works. |
108-108 | Sex | A | 1 | hr_pe_mstr | py_emp_sex | Code designating sex of member. M=male, F=female |
109-116 | Date of Birth | N | 8 | hr_pe_mstr | py_emp_birth_dt | Member's date of birth. Format MMDDYYYY |
117-117 | Educational Employee Indicator | A | 1 | hr_pcntble | postype | ‘Y' if employee is an instructional employee. Employee is identified as instructional if the Position Type associated with the employee’s primary Pay Assignment PCN matches one of the Position Types entered in the Set up Screen; otherwise blank. |
118-122 | Class Code | N | 5 | hr_jobtble | misc2 | Blank for all employees except elected officials. If misc2 for the job code associated with the employee's primary pay rate is 01007 then class code is 01007. |
123-132 | Position Number | N | 10 | hr_jobtble | misc2 | Blank for all employees except senior management. If misc2 for the job code associated with the employee's primary pay rate is not blank and not 01007 then the position code is set to misc2 with leading zeros to fill 10 characters. |
133-163 | Address Line1 | A/N | 31 | hr_pe_mstr | py_emp_street_1 | First line of member's home address. All address related fields should be reported upon new enrollments or address changes. |
164-194 | Address Line2 | A/N | 31 | hr_pe_mstr | py_emp_street_2 | Second line of member's home address. |
195-225 | Out-of-Country Address Line | A/N | 31 | N/A | N/A | To be used only for out-of-country addresses. Not reported. Contact the help desk if an employee has an out of country address. |
226-250 | City | A/N | 25 | hr_pe_mstr | py_emp_city | City of member's home address |
251-252 | State | A | 2 | hr_pe_mstr | py_emp_state | State of member's home address |
253-261 | Zip Code | N | 9 | hr_pe_mstr | py_emp_zip py_emp_zip_ext | Zip code of member's home address. Do not include the hyphen or dash (-) for zip+4 codes. |
262-269 | Date of Hire* | N | 8 | hr_pe_mstr | py_emp_hire_dt | The most recent date of hire in a regularly established position. Format MMDDYYYY. |
270-277 | Date of Termination | N | 8 | hr_pe_mstr | py_emp_sep_dt | Date of termination. Blank unless employee is no longer active. Format MMDDYYYY |
278-288 | Annualized Salary Amount* | N | 11 | hr_emppay | actl_ann | Estimated annual salary of member is the sum of the actual annual amount on all pay assignments for the current fiscal year except those with a pay class in the ‘Pay Classes to Exclude from Annual Salary’ list on the Set Up screen. Format is S9(8)v99. |
289-299 | 415 Eligible Compensation | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-Date 415 Eligible Compensation is the tax year to date accumulator for the 415 Eligible Compensation Pay Base on the Set Up screen. This field is required for all Investment Plan members which is designated by a plan type of ‘INVESTMENT’ associated with the employee’s retirement plan. Format is S9(8)v99. |
300-310 | 457 Plan Contributions | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-Date 457 Plan Contributions is the sum of the tax year to date accumulators for each deduction or contribution code in the Deferred Codes table with a type of 457 or 457CU. Format is S9(8)v99. |
311-311 | 457 Catch-Up Flag | A | 1 |
|
| 457 Catch-Up Flag is set to ‘Y’ if the employee has a non-zero year to date amount in the accumulator for the 457 catch up deduction; otherwise, set the flag to N. |
312-322 | Unused 457 Catch-Up Contributions | N | 11 | pyd_cdh_dtl | pyd_lmt/100 | Inception-to-Date Unused 457 Catch-Up Contributions is reported based on the limit set on the employee’s 457 catch-up contribution assignment. Format is S9(8)v99. |
323-333 | 403(b)(3) Includible Compensation | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-Date 403(b)(3) Includible Compensation is the tax year to date accumulator for the pay base for 403b includible compensation from the Set Up screen. Format is S9(8)v99. |
334-344 | 403(b) Employee Contributions | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-Date 403(b) Plan Employee Contributions is the sum of the tax year to date amounts in the accumulator file for each CDH between 2000-2999 in the Deferred Codes list with a type of 403B or type of 403BCU. Format is S9(8)v99. |
345-355 | 403(b) Employer Contributions | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-Date 403(b) Plan Employer Contributions is the sum of the tax year to date amounts in the accumulator file for each CDH between 1000-1999 in the Deferred Codes list with a type of 403B. Format is S9(8)v99. |
356-356 | 403(b) Catch-Up Flag | A | 1 | N/A | N/A | 403(b) Catch-Up Flag is set to ‘Y’ if the employee has a non-zero year to date amount in the accumulator for the 403b catch up deduction identified in the Deferred Codes list; otherwise, set the flag to ‘N’. |
357-367 | 403(b) Catch-Up Contributions | N | 11 | pyx_xtd_dtl | pyx_itd | Inception-to-Date 403(B) Catch-Up Contributions is the sum of the inception to date amount in the accumulator file for the employee for the current year where the CDH code is in the Deferred Codes list with a type of 403BCU. Format is S9(8)v99. |
368-378 | 401(k) Employee Contributions* | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-date 401(k) Plan Employee Contributions is the sum of the tax year to date amounts in the accumulator file for each CDH between 1000-1999 in the Deferred Codes list with a type of 401K. Format is S9(8)v99. Format is S9(8)V99. |
379-389 | 401(k) Employer Contributions* | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-Date 401(k) Plan Employer Contributions is the sum of the tax year to date amounts in the accumulator file for each CDH between 2000-2999 in the Deferred Codes list with a type of 401K. Format is S9(8)v99. |
390-400 | 401(a) Employer Contributions* | N | 11 | pyx_xtd_dtl | pyx_ttd | Year-to-date 401(a) Plan Employer Contributions is the sum of the tax year to date amounts in the accumulator file for each CDH between 1000-1999 in the Deferred Codes list with a type of 401K. Format is S9(8)v99. |
Trailer Record
Position | Field | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|
1-5 | Agency Number* | N | 5 | fl_retire_setup | retire_agency_no | Agency being reported |
6-14 | TR* | A/N | 9 | N/A | N/A | Constant ‘9999999TR’ |
15-20 | Report Period* | N | 6 | rr_run_def_mstr | month, year | Period for which employer is submitting contribution report. Format MMYYYY |
21-26 | Detail Record Count* | N | 6 | N/A | N/A | Count of detail transactions submitted |
Note: Columns marked with * are required fields.
Data Types
A/N: Alpha Numeric, left justified, and blank.
N: Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
Record Length: Header 20 bytes/characters plus one character for carriage return and one character for line feed.
Detail 400 bytes/characters plus one character for carriage return and one character for line feed.
Trailer 26 bytes/characters plus one character for carriage return and one character for line feed
Submission Report
The submission file report can be obtained by clicking Generate Report or View Report Buttons on the Submission window.
About
The About screen displays system level information about the report such as the version, report name and database details.