LA TRSL / LSERS MUIF Report
Overview
The ‘Monthly Insurance Deductions Update File’ includes monthly insurance premium information for retirees, their spouses or beneficiaries. The report is designed to be an exceptions-based report. The data will reflect the activity within a specified date range. An option also exists to select all employees/retirees regardless of insurance changes.
Report Frequency
Monthly, within 10 calendar days after the month end. Files created must be submitted to TRSL and LSERS by the 10th of each month in order for changes indicated in the file to take effect on the next TRSL and LSERS payroll run which is usually around the 20th of each month, and the payroll checks/direct deposits are dated the first day of the following month.
Selection Criteria
Employee IDs (within an entity) meeting the following criteria are considered for the report.
Employee Master (HREEEM/HREMEN) PY Status <> ‘I’
Benefit Sequence Code value of 0-9 (hr_empmstr.numb1)
Deduction designating the type of retirement system they belong to (the CDH for retirement system enrollment should NOT result in retirement deductions being taken)
One or more deductions that indicate the type of insurance selected
Employee records that have had an action occur within the report time frame, or one day prior to the start date of the report time frame - Qualifying actions can be an Add, Change or Delete to one or more of the insurance assignments
Definitions
ADD - No Health or Life Benefit record is active for the month previous to the reporting month but there is a record beginning in the reporting month.
CHANGE - A Health or Life Benefit record ends on the last day of the previous reporting month, and has a matching benefit record that begins again on the first day of the reporting month or, a Health or Life Benefit record ends and begins within the same reporting month. A Change transaction is reported if the amounts of the records are different.
DELETE - A record ends on the last day of the previous month and there is no subsequent record for the reporting month. Because there is no record in the current reporting month, this is a Delete transaction. If a record is ending in the reporting month and will not continue to the next month that record is not reported yet. It will be reported in the next reporting month.
As an example, a retiree, Jane K Doe, with employee ID “R0000001’, is a retiree and currently has Health Insurance and Life Insurance deductions taken from her monthly retirement check. For Jane K Doe to be selected for TRSL or LSERS Monthly Insurance processing, she would need to be assigned to a CDH for retirement membership, another CDH for Retiree Health Insurance, and/or another CDH for Retiree Life Insurance. If a change occurs in any period to either her Health Insurance premium or Life Insurance premium, then Jane K Doe will be selected to appear on the report/file when that time period is selected.
If all employees are being selected, wherever there is no specific Add or Delete action, they will show an Add action.
BusinessPLUS Setup
CDH Definitions representing the types (TRSL or LSERS) of retirement plans the retiree was enrolled in prior to retirement (i.e. Plan A, Plan B, Regular, etc.).
CDH Definitions representing the types of insurance plans (i.e. Health, Life).
Benefit Sequence Codes are entered into the Misc #1 Numeric field on HR Employee Master, Misc Info tab, Dates and Numbers sub-tab. Valid codes are 0-9. Other values will cause the employee/retiree to be excluded from the report/file.
Employee IDs need to be assigned the items in #1 and #2 above. The assignments are entered into HR (data entry screen choice is up to the discretion of the client) and then submitted/sent to Payroll (HR Approval Code = ‘SEND’). The reported dollar amounts are pulled from the PYUPEC/D screens.
CDH assignment dates need to follow a begin/end rule. Records need to begin on the first day of a month and end on the last day of the month. This is necessary for Operation Code determination.
Employee Master PY Status <> ‘I’. If a retiree ID is found to be inactive then they will not be included in the report.
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.
Access the MIUF report screen from the BusinessPLUS menu.
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, and Retirement Codes.
Site Profile
Click Site Profile to define the 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 an entity, enter data in the fields as described below.
Field | Description |
|---|---|
Entity* | ID of the entity/employer. The entity should be 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 being zero. |
Employer Zip Code Extension | Numeric zip code extension of the employer’s location. This field accepts only numeric characters of 4 digits or less. |
Employer Parish Code* | The Parish Code assigned to the employer (by the Louisiana Department of Education). |
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
The Retirement Codes screen is used to define the CDHs (deduction codes) that will be processed by the MIUF application, and the association of the CDH code to a deduction type or retirement type.
Each employee needs to be associated with a Retirement System Code and then further associated with specific insurance items. This is all done through CDH numbers. The Retirement Codes screen will identify which CDH number is associated with which System Code and which CDH number is associated with which specific insurance item.
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 Code or Insurance Type. Example: 2001, 2008 |
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 |
Deduction Type* | 6070 = Retiree Health Insurance, 6075 = Retiree Life Insurance, Retirement Type |
· CDH Numbers will be 1000-1999 for employer contributions and 2000-2999 for employee deductions.
· ‘System Code’ can be selected only if ‘Deduction Type’ is ‘Retirement Type’. This entry defines the retirement system enrollment record(s) that will be used to associate an employee/retiree to TRSL/LSERS MIUF processing.
· There can be multiple CDH Numbers configured for the same ‘Deduction Type’.
· The unique key combination for each record is ‘Entity’, ‘CDH Number’ and ‘Retirement System’ (hidden column, set by the system).
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 MIUF report/file to be created. For example, a February 2011 Report Instance could be called ‘February 2011’, and a March 2011 Report Instance could be called ‘March 2011’. 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. |
Start Date* | State date of the reporting period – ‘MM/DD/YYYY’ format. |
End Date* | End date of the reporting period – ‘MM/DD/YYYY’ format. |
· It is suggested that the report ‘Start Date’ be the first day of the month for which the report/file is being produced.
· The system will use the ‘Start Date’ to determine which month/year to use as the previous period’s information for determining whether to include or exclude the benefit records from the report/file.
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 for the source of the reported data.
To launch the Load Process, select the appropriate data and, if necessary, refer to the Overview of Regulatory Reporting guide for additional information.
To load data for an instance of a report, enter data in the fields as described below.
Field / Button | Description |
Retiree(s) with Insurance Changes | Enter specific employee IDs if only a subset of data is desired. |
All Retirees Regardless of Changes | To override the default of exception based data extraction, mark this check box. All employee IDs with qualifying CDH assignments will be reported. The only operation codes reported in this circumstance are ‘A’ for having a current record within the report timeframe and ‘D’ for having had a record that ended the day before the begin date of the reporting timeframe. |
Maintenance
Click Maintenance 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.
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 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 clicking the checkbox again (clearing the field) all the maintenance records are again 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 icon to the far right of the ‘Error Log By Last’ field.
Type | Error / Warning Message | Resolution |
|---|---|---|
Load | <EMP ID>: has invalid(missing) SSN | Correct the SSN on the Employee Master screen. |
Load | <EMP ID>: has invalid(length) SSN | Correct the SSN on the Employee Master screen. |
Load | <EMP ID>: has invalid entry for SSN - <Emp SSN> | Correct the SSN on the Employee Master screen. |
Load | <EMP ID>: Deduction Amount 1 is more than 9999.99 | Correct the amount on the CDH assignment. |
Load | <EMP ID>: Total Amount is 0 as Deduction Amount 1 exceeds 9999.99 | Correct the amount on the CDH assignment. |
Load | <EMP ID>: Deduction Amount 2 is more than 9999.99 | Correct the amount on the CDH assignment. |
Load | <EMP ID>: Total Amount is 0 as Deduction Amount 2 exceeds 9999.99 | Correct the amount on the CDH assignment. |
Load | <EMP ID>: has more than one record for CDH <CDH NUMBER> with activity in the reporting date range. The latest activity will be considered for Deduction Amount 1. | Warning only - nothing needs to be resolved. |
Load | <EMP ID>: has more than one record for CDH <CDH NUMBER> with activity in the reporting date range. The latest activity will be considered for Deduction Amount 2. | Warning only - nothing needs to be resolved. |
Load
| <EMP ID>: has invalid entry for Benefit Sequence Code - <Benefit Sequence Code>. | Correct the data on the HR Employee Master screen. HREMEN uses Misc Info tab, Dates and Numbers sub-tab, Numeric Misc #1 field while HREEEM uses Others tab, Miscellaneous sub-tab, Misc Value #1 field. |
Sub | Parish Code is invalid for the following entity - <Entity ID> | Correct the Parish Code on the Site Profile screen, for the appropriate entity. |
Sub | <EMP ID>: has blank System Code | Correct the System Code on the Retirement Codes screen, for the appropriate entity. |
Sub | <EMP ID>: has invalid System Code. Valid System Codes are 2, 3, 4, 6. OR <EMP ID>: has invalid System Code. Valid System Code 1. | Depending upon whether the report is for TRSL or LSERS, the appropriate message will display. Correct the System Code on the Retirement Codes screen, for the appropriate entity. |
Sub | <EMP ID>: has blank SSN | Correct the SSN on the Employee Master screen. |
Sub | <EMP ID>: has blank Benefit Sequence Code | Correct the data on the HR Employee Master screen. HREMEN uses Misc Info tab, Dates and Numbers sub-tab, Numeric Misc #1 field while HREEEM uses Others tab, Miscellaneous sub-tab, Misc Value #1 field. |
Sub | <EMP ID>: has blank Deduction Amount 1 | Correct the amount on the CDH assignment. |
Sub | <EMP ID>: has negative Deduction Amount 1. Zeros will be put in the submission file instead. | Correct the amount on the CDH assignment. |
Sub | <EMP ID>: has blank Deduction Amount 2 | Correct the amount on the CDH assignment. |
Sub | <EMP ID>: has negative Deduction Amount 2. Zeros will be put in the submission file instead. | Correct the amount on the CDH assignment. |
Sub | <EMP ID>: has blank Total New Amount | Verify the individual insurance amounts are zero or larger. |
Sub | <EMP ID>: has negative Total New Amount. Zeros will be put in the submission file instead. | Verify the individual insurance amounts are zero or larger. |
· ‘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
Submission
After verifying the maintenance data, click Submission to create the file to be submitted to the reporting agency.
Submission File Layout
The following table shows the field numbers, field names, and source within BusinessPLUS.
Position | Field | Req. | Type | Size | Source Table | Source Column | Description / Business Logic |
|---|---|---|---|---|---|---|---|
1-4 | Employer ID | Y | N | 4 | rr_site_profile | emplr_code | Employer ID |
5 | System Code | Y | N | 1 |
| Derived value | Based on a CDH Assignment that corresponds to a CDH on the Retirement Codes screen. |
6-14 | Social Security Number | Y | N | 9 | hr_empmstr | ssn | Identifies the payroll record on the file. |
15 | Benefit Sequence Code | Y | N | 1 | hr_empmstr | numb1 | Stored on HREMEN, Misc Info, Dates and Numbers, Misc #1 field or HREEEM, Others, Miscellaneous, Misc Value #1 field |
16 | Operation Code | Y | A/N | 1 |
|
| Based on CDH assignment dates, a record will be marked as a Change (‘C), Add (‘A’) or Delete (‘D’). |
17-20 | Deduction Type 1 | Y | N | 4 |
|
| The CDH being reported maps, based on the Retirement Codes setup, to ‘6070’ or ‘6075’; if one item is eligible for ‘C’, ‘A’ or ‘D’ it will be reported here. |
21-26 | Deduction Amount 1 | Y | N | 6 | pyd_cdh_dtl | pyd_amt | Deduction amount from the CDH assignment. |
27-30 | Deduction Type 2 | Y | N | 4 |
|
| The CDH being reported maps, based on the Retirement Codes setup, to ‘6070’ or ‘6075’; report here only if a second operation equivalent to Deduction Type 1 operation exists (i.e. two ‘C’ or two ‘A’ operations; zero fill if a second record does not qualify. |
31-36 | Deduction Amount 2 | Y | N | 6 | pyd_cdh_dtl | pyd_amt | Deduction amount from the CDH assignment; zero fill if a second record does not qualify. |
37-44 | Total New Amount | Y | N | 8 |
| Calculated Amount | Result of adding Deduction Amounts 1 and 2. |
45-80 | Filler (or Member Name) | N | A/N | 36 | hr_empmstr | fname, lname, mname | Display of the employee’s full name to make identification of records easier. |
Data Types:
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
Record Length: 80 bytes/characters.
Submission Report
The submission file report can be obtained by clicking ‘Generate Report’ or ‘View Report’ buttons on the ‘Submission’ page.
About
The About screen displays system level information about the report such as the version, report name and database details.