LA TRSL and LSERS Salary Report
Overview
The monthly Teachers Retirement System of Louisiana (TRSL) Salary and Contributions Report and the Louisiana School Employees’ Retirement System (LSERS) Salary and Contributions Report includes salaries earned and contributions paid by members. Full-time Earnings, the compensation that would be payable if the employee worked full-time for the full normal working period are reported as well.
Members who participate in any of the associated plans are reported on these reports.
Employees must also work more than 20 hours per week in order to be a member.
Report Frequency
Monthly within 15 calendar days after the end of the month covered by the report.
Selection Criteria
All active employees with an active tax sheltered or unsheltered deduction or contribution assignment for LSERS, TRSL School Lunch Plan A, TRSL School Lunch Plan B or TRSL Regular Plan will be eligible for the report. Employees must have a payroll status (hr_pe_mstr.stat) of ‘A’. Employees with a termination date (hr_pe_mstr.py_emp_sep_dt) before the start of the report month will not be included on the report.
All active retirement members are included on the report even if the employee does not get paid in a particular month. This includes employees who were on leave without pay for an entire month and also employees who do not work during the summer. In the latter case, the employee will have an accumulator for the deduction but the amount for the report month will be zero. If the accumulator amount for all retirement deductions or contributions is zero for the month, the report will check the status and dates on the deduction or contribution assignment. If the status is ‘I’nactive or the assignment started after the end of the report month or ended before the start of the report month, the employee will not be included on the report.
The report also includes employees who have reached the maximum benefit amount so they are no longer required to contribute to retirement (i.e. no employee deduction). For these employees, the employer contribution assignment will be used to identify them as members. For TRSL participation, these employees are also known as P40 or > 40 years.
BusinessPLUS Setup
When defining the pay periods make sure that only the regular pay periods have a period type of ‘REG’. For biweekly and weekly pay cycles, the number of pay periods for the pay cycle with a check date in the report month and a period type of ‘REG’ will be used as a multiplier, times the per pay period salary to determine the monthly full-time earnings.
Set up a pay base to track Earnings Subject to Retirement. This pay base will be used to report actual earnings.
Set up a pay base to track Additional Payments which are subject to retirement, such as extra duties, stipends, overtime, etc. This pay base will be used in the calculation of full-time earnings.
Set up sheltered and unsheltered deduction codes for each retirement system plan with CDH and pay base XTD's activated. A CDH number must be set up for both tax sheltered and unsheltered versions.
Assign the appropriate deduction code to each employee that participates in one of the plans. Note that an employee may only have one active deduction in any given calendar month.
Set up a contribution number for employees who have reached the maximum employee benefit (> ‘xx’ years of service) and are no longer required to contribute to the plan. Assign this contribution to the appropriate employees.
Set up CDH numbers for tracking the regular employer contribution. Assign this code to the appropriate employees. Note that the employer contribution is not reported on this report.
Possible CDH deductions to set up:
TRSL Regular Plan, Employee Deduction (Unsheltered)
TRSL Regular Plan, Employee Deduction (Sheltered)
TRSL Regular Plan, Employer Contribution
TRSL Plan A, Employee Deduction (Sheltered)
TRSL Plan A, Employee Deduction (Unsheltered)
TRSL Plan A, Employer Contribution
TRSL Plan B, Employee Deduction (Sheltered)
TRSL Plan B, Employee Deduction (Unsheltered)
TRSL Plan B, Employer Contribution
TRSL Maximum Benefit (P40) Regular Plan, Employer Contribution
TRSL Maximum Benefit Plan A, Employer Contribution
TRSL Maximum Benefit Plan B, Employer Contribution
LSERS Regular Sheltered
LSERS Regular Unsheltered
LSERS >30 Regular Sheltered
Set up CDH numbers to track members who have returned to work after retiring. These employees are not reported on these reports. We actually do collect retirement deductions from these employees. They are enrolled in the “unsheltered” plan(s). These people should be reported on the file.
Set up CDH numbers to track TRSL members who are participating in DROP. These employees are not reported on the TRSL report.
10. Pay classes on pay assignments should be assigned in a manner that will allow a list of pay classes to designate the pay assignments to include in the full-time earnings calculation for the base salary.
11. Assign record types on the HR pay assignment so that pay assignments which should be excluded from the full-time earnings calculation are identified by the record type.
12. If an employee is no longer participating or contributing to retirement, change the end date on the employee’s deduction assignment to reflect the date the change occurred. NOTE: If the employee has stopped participating in retirement due to entering DROP, then the ‘regular’ retirement deduction assignment should be ‘end-dated’ and a new deduction assignment for ‘DROP’ participation should be created. (However, we are finding that the “begin” and “end” dates for these assignments cannot always reflect the true “start/end” dates of participation – due to the effect of “payroll periods” with respect to “payroll pay dates”. We find that even if only one day of a deduction falls into a pay period, then that deduction is viewed as totally active for that pay period.)
13. If pay related contributions (additional contributions) are in use, the HR pay assignment ‘Recalc Salary Amounts for this Record’ or the ‘Global Recalc Hours/Days and Salary Amounts’ Tool for the associated pay assignment records must be run in order to update the database with the additive amounts. If this option is not run, the amounts will display on the screen but will not be stored on the pay assignment record and will not be included in the Full-Time Earnings.
14. To be sure that all pay assignment records have been updated, we recommend running the HR pay assignment ‘Global Recalc Hours/Days and Salary Amounts’ Tool, prior to running this report, any time there are changes to the pay related contributions records.
Prior to generating the report, run payroll and all other check maintenance utility tasks in the BusinessPLUS application. If it is necessary to run check maintenance after the report has been run, it may be necessary to handle the changes manually within the software.
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, Parish Codes, Retirement Codes and Additional Setup.
Site Profile
Click Site Profile to define entities and their details. At least one Site Profile record is required. All of the Louisiana regulatory reports utilize this same table so data will rarely need to be changed once it has been entered.
To add details about the entity, enter data in the fields 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 all five characters being zero. |
Employer Zip Code Extension | Numeric zip code extension of the employer’s location. This field accepts only four numeric characters. |
Employer Parish Code* | The Parish Code assigned to the employer (by the Louisiana Department of Education). |
Note: Columns marked with * are required fields.
Parish Codes
Click Parish Codes to view or update the list of parish codes. The codes are loaded when the software is installed.
The Parish Codes screen shows the associated parish code assigned to each parish by the Louisiana Department of Education.
Retirement Codes
Each employee’s participation in the retirement systems of Louisiana is identified by either an active deduction or active employer contribution. Click Retirement Codes to define the BusinessPLUS CDH numbers and identify the associated system code and contribution types, sheltered or unsheltered.
TRSL Report
Teachers Retirement System of Lousiana Report
LSERS Report
Lousiana School Employees Retirement System Report
To add ‘Retirement Codes’ for each entity associated with a site, enter data in the fields as described below.
Field | Description |
Entity* | Click to select a specific entity to which the other information applies. |
CDH Number* | The CDH number configured in BusinessPLUS for Retirement System processing. Example: 2410, 2411, 2415, 2416 |
CDH Long Description* | Description of the CDH |
System Code* | Types of Retirement Plan – will only be accessible if the Deduction Type = ‘Retirement Type’. 01 = LSERS System code 02 = School Lunch Plan A, TRSL 03 = School Lunch Plan B, TRSL 04 = Teachers Regular Plan, TRSL 06 = Teachers ORP |
Contribution Type* | 10 – Regular Sheltered 30 – Regular Unsheltered |
Notes:
· Columns marked with * are required fields.
· CDH Numbers will be 1000-1999 for employer contributions and 2000-2999 for employee deductions.
Additional Setup
Click Additonal Setup to define the entity’s additional details. This information is used by the Load process.
To add details about the entity, enter data in the fields as described below.
Field | Description |
Entity* | Click to select a specific entity to which the other information applies. |
Retirement Pay Base* | Enter the 4-digit pay base code which stores ‘Earnings Subject to Retirement’. |
Additional Payments Pay Base* | Enter the 4-digit pay base code which stores the ‘Additional Payments’. |
Pay Class Inclusions* | Enter a comma-separated list of 3-digit pay classes. These pay classes will be included in the full-time earnings calculations for base pay. |
Substitute Pay Class Inclusions |
|
Record Type Exclusions | Enter the comma-separated list of 2-character record type exclusion codes. Pay assignments associated with the record types in this list will be excluded from the full-time earnings calculations. |
Leave Codes |
|
Notes:
· Columns marked with * are required fields.
· All Pay Base values should fall in the range of 6000 – 6042.
Instance
Click Instance to configure the report instances for each report to be created.
Report instances need to be configured for the Load Process. Think of the Report Instance as an identification of the time period for each report/file to be created. If desired, report instances can be created in advance for each month of the current year.
Enter data in the fields as described below.
Field | Description |
Name* | User defined name of the report instance. |
Year* | Year for which submission will occur. Once the instance is created and saved, the ‘Year’ value cannot be changed. |
Month* | Month for which submission will occur. Once the instance is created and saved, the ‘Month’ value cannot be changed. |
Status* | Indicates the status of the report instance. Valid choices are: Active, Locked and Submitted. |
Date Submitted | Date time stamp when changing to the ‘Submitted’ status. Required only when the Status = ‘ACTIVE’. |
Update (Button) | Used to update the selected status. |
Note: Columns marked with * are required fields.
Load
Click Load to extract and load the employee records into the maintenance table.
See the Submission File Layout 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. |
Notes | Enter a note related to report instance or load that needs 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) | Enter specific employee IDs if only a subset of data is desired. |
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. |
Load (Button) | Click to load maintenance records into maintenance table. |
Note: Columns marked with * are required fields.
After clicking ‘Load’ the following window appears, to indicate that ‘Load Process’ has begun. Click on the ‘OK’ button to proceed further.
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’. The first time the Load Process is run for the selected ‘Report Instance’, this information is blank. |
Maintenance
Click the Maintenance tab to view Load Process results.
The load will include any generated errors and will display those in the bottom half of the screen. Data manipulation is allowed on the extracted employee data. In the example below, sensitive employee information has been removed.
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. 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. |
Possible Error & Warning Messages
The grid at the bottom of the Maintenance page displays error messages logged during the 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 on the ‘Filter Selected Record’ checkbox although the long-term data fix would need to occur in BusinessPLUS or the report setup type screens. 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.
The potential Error/Warning Messages are described in the table below. How to resolve the errors is also provided. In some cases, the message may be informational only and should not significantly affect the Submission Process. See the Submission File Layout section regarding the fields in question to verify if they are required.
To generate a separate error report that can be printed or used for reference for either the Load or Submission type errors, make the appropriate selection in the ‘Error Log By Last’ drop down and click on the ‘Generate Report’ button.
Type | Error / Warning Message | Resolution |
|---|---|---|
Load | Regular Earnings Subject to Retirement Pay Base is not configured for entity – <Entity ID>. Employees belonging to this entity will not be extracted. | Enter the Retirement Pay Base, which represents the earnings subject to retirement, for the entity in the Setup Screen. |
Load | Regular Earnings Subject to Retirement Pay Base exists in the Additional Pay Base CDH list as well for entity - <Entity ID>. Employees belonging to this entity will not be extracted. | Review the Setup Screen Pay Base entries. Make corrections as necessary. |
Load | Employer Parish Code is not configured for entity - <Entity ID>. Employees belonging to this entity will not be extracted. | Enter the Employer Parish Code for the entity in the Site Profile Screen. |
Load | The number of regular pay periods (<Number of Checks>) defined for weekly cycle <cycle> is not 4 or 5. Full Time Earnings may be incorrect. | Check the pay periods defined in BusinessPLUS for the periods with a check date in the report month for the cycle listed. The pay periods with a period type of ‘REG’ are counted to calculate the monthly full-time earnings from the period amount on the pay assignment. Change the pay period definitions so that only the regular pay periods have a period type of ‘REG’ and rerun the load. If this is not corrected, the full-time earnings for all employees in this cycle may be incorrect. |
Load | The number of regular pay periods (<Number of Checks>) defined for biweekly cycle <cycle> is not 2 or 3. Full Time Earnings may be incorrect. | Check the pay periods defined in BusinessPLUS for the periods with a check date in the report month for the cycle listed. The pay periods with a period type of ‘REG’ are counted to calculate the monthly full-time earnings from the period amount on the pay assignment. Change the pay period definitions so that only the regular pay periods have a period type of ‘REG’ and rerun the load. If this is not corrected, the full-time earnings for all employees in this cycle may be incorrect. |
Load | <EMP ID>: has Actual Earnings of zero | Confirm that the employee is a member of TRSL and did not have earnings subject to retirement in the report month. |
Load | <EMP ID>: has Contributions of zero | Confirm that the employee did not contribute to TRSL during the report month. |
Load | <EMP ID>: has zero Full-Time Earnings | Confirm that the earnings for the employee’s position for a full-time employee should be zero. |
Load
| <EMP ID>: has Actual Earnings greater than Full-Time Earnings | Verify the pay assignment set up for the employee. If an error is discovered, correct it and reload the employee. The Actual Earnings cannot be greater than the Full-Time Earnings. If this is not corrected, the Full-Time earnings will be set to the Actual Earnings on the submission file. |
Load | <EMP ID>: has total PCN FTE greater than 1 (2.00000) | Review the employee’s pay assignments to confirm that they hold more than one base position with a total FTE greater than 1. Check that the pay classes for all supplemental pay assignments are not included on the setup screen as Pay Class Inclusions. |
Load | <EMP ID>: participated in TRS for partial month but has total FTE of zero. Review Full-Time Earnings prior to submission. | Review the employee’s pay assignments to confirm the total FTE value. |
Load | <EMP ID>: participated in LSERS for partial month but has total FTE of zero. Review Full-Time Earnings prior to submission. | Review the employee’s pay assignments to confirm the total FTE value. |
Load | <EMP ID>: has an invalid Pay Assignment Index Key - <Index Key> | Change the employee’s pay assignment to a valid index key or set up the index key on the salary table. |
Load | <EMP ID>: has a non-zero deduction amount for CDH <CDH Number> but the assignment is not active. | Review the reported employee deduction amount for accuracy. Review the status and dates in BusinessPLUS. |
Load | <EMP ID>: has a non-zero contribution amount for CDH <CDH Number> but the assignment is not active. | Review the reported employee contribution amount for accuracy. Review the status and dates in BusinessPLUS. |
Load | <EMP ID>: has more than 1 CDH mapping to the retirement codes. | An employee should not have multiple retirement deductions at the same time. Review the deduction and contribution assignments in BusinessPLUS. Make any appropriate changes. Verify that the employee amount and type are correct on the record. Update the values if incorrect. |
Sub | <EMP ID>: has negative Full-Time Earnings - zeros will appear in the submission file | Confirm that the earnings for the employee’s position for a full-time employee should be zero. |
Sub | <EMP ID>: has zero Full-Time Earnings | Confirm that the earnings for the employee’s position for a full-time employee should be zero. |
Sub | <EMP ID>: has Actual Earnings (<actual earnings>) greater than Full-Time Earnings (<fulltime earnings>). Full-Time Earnings will be set to Actual Earnings. | Verify the pay assignment set up for the employee. If an error is discovered, correct it and reload the employee. The Actual Earnings cannot be greater than the Full-Time Earnings. |
Sub | <EMP ID>: has blank SSN | Correct the SSN on the Employee Master record. |
Sub | <EMP ID>: has negative Actual Earnings - zeros will appear in the submission file | Confirm that the employee is a member of TRSL and did not have earnings subject to retirement in the report month. |
Sub | <EMP ID>: has Actual Earnings of zero | Confirm that the employee is a member of TRSL and did not have earnings subject to retirement in the report month. |
Sub | <EMP ID>: has negative Contributions - zeros will appear in the submission file | Confirm that the employee did not contribute to TRSL during the report month. |
Sub | <EMP ID>: has Contributions of zero | Confirm that the employee did not contribute to TRSL during the report month. |
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 verifying 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. |
Notes | Any notes entered for the submission job. |
Entity* | Click for the list of entities. If the maintenance records for all the entities are to be submitted then ‘ALL’ should be selected. |
Filename* | System generated or user defined filename 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. The report name defaults to the filename required by the retirement agency. TRSL and LSERS use the same filename. Change the name to avoid overwriting the last file created. Example: SAL0004_012011.txt |
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) | To regenerate the filename as specified by the reporting agency. |
Generate Report (Button) | Create report file with data from maintenance table. |
View Report (Button) | View the submission file report for the previous submission process of the report instance. |
Notes:
· Columns marked with * are required fields.
· The report instance will appear in the ‘Report Instance’ dropdown list only if the ‘Load’ has been performed on the report instance.
· During the submission file creation, 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 numbers, field names, and source within BusinessPLUS.
Detail Record Format for TRSL and LSERS Reports
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1 | System Code | Y | A | 1 | la_retire_codes | system_code | The retirement system plan - is inferred based on the regulatory setup of CDH numbers on the Retirement Codes screen. 1 - LSERS 2 - Plan A 3 - Plan B 4 - Regular Plan |
2-10 | Social Security Number | Y | N | 9 | hr_empmstr | ssn | Employee SSN
|
11 | Filler | Y | A | 1 | N/A |
| Blank fill |
12-15 | Employer ID | Y | N | 4 | rr_site_profile | emplr_county | Employer Parish Code. The value is stored on the Site Profile screen and correlates back to the Parish Codes Screen. |
16-17 | Contribution Type | Y | A | 2 | la_retire_codes | contribution_type | Retirement system plans are either sheltered or unsheltered for personal income tax reasons. Determined based on the employee’s active retirement CDH and contribution type, as defined in the retirement codes table. Note that an employee may only have one active deduction in any given calendar month. Valid values are: ‘10’ – sheltered ‘30’ – unsheltered |
18-19 | Reporting Month | Y | N | 2 | rr_run_def_mstr | month | The calendar month for which this report applies is defined on the report instance screen. |
20-23 | Reporting Year | Y | N | 4 | rr_run_def_mstr | year | The calendar year for which this report applies is defined on the report instance screen. |
24-27 | FILLER | Y | N | 4 | N/A |
| Defaulted to zero |
28-36 | Actual Earnings | Y | N | 9 | Calculated | Calculated | Total amount of employee earnings subject to retirement contributions. Actual Earnings are based on the paid amounts for pay checks dated within the month being reported. Employee salary information is taken from the employee accumulator pyx_xtd_dtl.pyx_mtd## (where ## is the two-digit number of the reporting month) for the Retirement Pay Base, as defined on the Setup Screen. Right justified and zero filled. |
37-45 | Contributions | Y | N | 9 | Calculated | Calculated | Amount deducted from actual earnings based on the employee contribution rate in effect for the period. The employee payroll accumulator of pyx_xtd_dtl.pyx_mtd## for the employee’s deduction assignment which matches a CDH number in the Retirement Codes table. Right justified and zero filled. |
46-54 | Full-Time Earnings | Y | N | 9 | Calculated | Calculated | Combination of Employee’s Projected Regular Earnings (based on hr_emppay table) and actual additional dollars taken from additional PY pay base. Projected Regular Earnings = number of regular checks in reporting month times the per period amount on qualifying pay assignment, (hr_emppay table). Additional Dollars = amount of the employee accumulator (pyx_xtd_dtl.pyx_mtd99) for the Additional Pay Base on setup screen. See description below for more details. Right justified and zero filled. |
55-80 | FILLER | Y | A | 26 | hr_empmstr | fname lname | Employee Name - first 26 characters of concatenated ‘last-name, first-name middle-name’ |
Transmittal Record Format — For TRSL Report ONLY
Position | Field | Req. | Type | Size | Source Table | Source Column | Business Logic |
|---|---|---|---|---|---|---|---|
1 | System Code | Y | A | 1 | la_retire_codes | system_code | There is one transmittal record for each system code. The valid retirement system plan codes are: 2 - Plan A 3 - Plan B 4 - Regular Plan |
2-5 | Employer ID | Y | N | 4 | rr_site_profile | emplr_county | Employer Parish Code. The value can be determined from the Parish Codes Screen which has the code corresponding to each parish for LA. |
6-6 | FILLER | Y | A | 1 | N/A |
| Blank |
7-8 | Reporting Month | Y | N | 2 | rr_run_def_mstr | month | The calendar month for which this report applies is defined on the report instance screen. |
9-12 | Reporting Year | Y | N | 4 | rr_run_def_mstr | year | The calendar year for which this report applies is defined on the report instance screen. |
13-22 | Total Earnings | Y | N | 10 | la_retire_salary_dtl | actual_earnings | Sum of the actual earnings for all reported detail records based on the system code. Implied decimal. Right justify and zero fill. |
23-31 | Total Sheltered Contributions | Y | N | 9 | la_retire_salary_dtl | contributions | Sum of the contributions for all reported detail records based on system code and contribution type of 30 - sheltered. Implied decimal. Right justify and zero fill. |
32-40 | Total Unsheltered Contributions | Y | N | 9 | la_retire_salary_dtl | Contributions | Sum of the contributions for all reported detail records based on system code and contribution type of 10 - unsheltered. Implied decimal. Right justify and zero fill. |
41-50 | Total Full-Time Earnings | Y | N | 10 | la_retire_salary_dtl | fulltime_earnings | Sum of the fulltime earnings for all reported detail records based on the system code. Implied decimal. Right justify and zero fill. |
51 | FILLER | Y | A | 30 | N/A |
| Blank |
File Characteristics
Data Types
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero filled, unsigned without decimal point, cents, and dollars.
Record Length
80 bytes/characters plus one character for carriage return and one character for line feed.
Filename
In the format SALnnnn_mmyyyy.txt where
nnnn is the Employer Parish Code
mm is the Reporting Month
yyyy is the Reporting Year
The file name required by the retirement agencies is the same for the TRSL Salary Contributions Report and the LSERS Salary Contributions Report. Use care when naming the files so that one file does not overwrite another one.
Before submitting the file to TRSL, the file must be encrypted. The File name for the encrypted file is in the format SALnnnn_mmyyyy.pgp.
Note: TRSL requires a test file to be submitted prior to submitting an actual report.
Full-Time Earnings Calculation
Full-time earnings equal a member’s full-time base pay (regardless of whether or not this amount is actually paid) plus any additional payments made to the member (i.e., PIP, summer school, overtime, stipends, cash house allowances, coaching supplements, sales tax, bonuses, and any other monies paid to a member over and above his or her base pay defined as earnable compensation. Full-time earnings for part-time employees is the same as full-time employees. Full-time earnings must be equal to or greater than actual earnings. Full-time
earnings shall never be reduced because a member was docked.
The computation of ‘Full-Time Earnings’ will follow these 5 steps.
Step 1: Identify the number of pay periods for each payroll cycle
For each pay cycle, the number of regular pay periods for the report month is determined. If the cycle is monthly, the number of pay periods is set to 1. If the cycle is semi-monthly, the number of pay periods is set to 2. If the cycle is biweekly or weekly, the number of pay periods is determined based on the number of pay periods defined in BusinessPLUS for the cycle with a check date in the reporting month and a period type of ‘REG’.
Step 2: Determine which Pay Assignments are Considered Regular Pay and fall within the Report month
Pay periods that fall within the reporting begin and end dates are evaluated for their begin and end dates. The timeframe between the earliest period begin date and the latest period end date is referred to as the ‘Pay Assignment Date Range’.
All HR pay assignments that were active during the pay periods paid in the report month are filtered on the Pay Classes for Inclusion and Record Type for Exclusion as specified in the Setup screen.
The ‘Reference Date’ is determined by evaluating the HR pay assignment dates. If there is an HR pay assignment that ends later than the ‘Pay Assignment Date Range’ end date then the ‘Reference Date’ is the ‘Pay Assignment Date Range’ end date. If all Pay Assignments end on or before the ‘Pay Assignment Date Range’ end date, the ‘Reference Date’ is the latest Pay Assignment pay end date.
Step 3: Compute Projected Regular Earnings
All HR pay assignments that are active on the ‘Reference Date’ are selected and ‘Projected Regular Earnings’ is calculated. The base period amount (base_per) from the pay assignment is used unless the pay assignment was entered through Quick Pay Assignments (HRPYQP); the override flag is not set to ‘N’; the Salary Schedule associated with the pay assignment is not schedule type ‘1’, which indicates a min/mid/max salary calculation; or the employee has a pay related contribution with the ‘Add to Pay Assignment’ flag checked. In these cases, the actual period amount (actl_per) divided by the PCN FTE will be used instead of the base period amount.
If the employee has an additional contribution where the ‘Add to Pay Assignment’ flag is not checked, the period additive amount on the HR pay assignment is added to the period salary amount.
Single HR pay assignment record available
CASE 1: Single pay assignment active on the ‘Reference Date’ for reporting period
Projected Regular Earnings = (Period Amount) * (# pays per month for the employee’s cycle)
CASE 2: Serial HR pay assignments, pay assignment A ends, pay assignment B begins, no overlap
Use the HR pay assignment active on the ‘Reference Date’, which will be pay assignment B
Projected Regular Earnings = (Period Amount from pay assignment B) * (# pays per month for the employee’s cycle)
Concurrent HR pay assignment records available
CASE 3: Concurrent HR pay assignments whose PCN FTE sums to 1 or above
Projected Regular Earnings = ((PCN FTE of pay assignment A) * (period amount of pay assignment A) * (# pays per month for the employee’s cycle)) + ((PCN FTE of pay assignment B) * (period amount of pay assignment B) * (# pays per month for the employee’s cycle))
Note: Concurrent means pay assignments are active on the ‘Pay Assignment Date Range’ end date or pay assignments are active on the pay end of the latest pay assignment.
CASE 4: Concurrent HR pay assignments whose PCN FTE sums to less than 1
Example: pay assignment A PCN FTE is .3, and pay assignment B PCN FTE is .45
Projected Regular Earnings = .3 / (.3 + .45) * (period amount of pay assignment A) * (# pays per month for the employee’s cycle) +
.45 / (.3 + .45) * (period amount of pay assignment B) * (# pays per month for the employee’s cycle)
Step 4: Full-Time Earnings Computed
Full-Time Earnings = Projected Regular Earnings + Additional Pay Pay Base Amount (pyx_xtd_dtl.mtd99)
Step 5: If the employee terminates during the month or begins retirement during the month, use this calculation for Full-Time Earnings in place of the previous steps.
Full-Time Earnings = Actual Earnings for the month – Additional Pay Pay Base Amount / PCN FTE from the Primary Pay Assignment + Additional Pay Pay Base Amount
Submission Report
The submission file report can be obtained on clickingor buttons on ‘submission’ window.
The submission file report for Teacher Retirement System of Louisiana Salary Contribution Report is shown below:
About
The About screen displays system level information about the report such as the version, report name and database details.
[MJ(KC1]These appear to be new fields. Need info