MI- PSERS ORS Report
Overview
The Michigan Public School Employee Retirement System Report reports employee wage and service data, and retirement system contributions to the Office of Reporting Services.
Report Frequency: Report is to be run for each pay period and submitted within 5 days of employees receiving their paychecks.
Selection Criteria: Will report all wages paid to employees for the reporting period(s). This includes the Distributed payroll history items with check notes “DP” and “DT” but does not include reversals (DR, DO) or waiting items (W*).
Reversals: REVERSALS MUST BE ENTERED MANUALLY VIA TIMECARDS. NOTE: OFTEN NOTHING HAS TO BE DONE. FOR EXAMPLE, IF YOU SIMPLY RE-ISSUE A CHECK, YOU CAN REVERSE THE OLD CHECK, ISSUE A HANDCHECK FOR THE SAME AMOUNT, AND DO NOTHING FOR RETIREMENT AS LONG AS YOU DO NOT INCLUDE THE HANDCHECK IN THE PERIODS BEING PROCESSED BY RETIREMENT.
Pay Period Selection: The Instance creation process requests Check Start and Check End dates for the report. All pay periods having a check date on or between these dates will be reported.
Data Extraction: In general, data is extracted from payroll history for all periods within the date range. If the state rejects the file for any reason, the retirement data for the period can be corrected via the Maintenance screen and a new report/file can be generated from the Submission screen.
Comparison to Previous Submission: To determine if the SSN or employee names have changed. The report uses the data from the previously submitted report. This is done by looking for previous reports that have had their status changed from “Active” to “Submitted” and choosing the most recent. Because of this it is important to change a report’s status to submitted after the file has been uploaded to the state.
Check Begin/End Dates: According to ORS, ORS requires that all detail reports to be on a wage and service paid basis. In other words, you report the wages when they are paid, not when they are earned.” For ease of operation the report uses pay period dates (earned), then later converts each date to the appropriate pay/check date (paid). End dates are created from the check date for the period being reported (“check end date”), and begin dates are created from the prior period check date plus 1 day (“check begin date”). Optionally, for Semi-Monthly pay periods, the reported dates may be forced to specific day of the month dates as defined in the additional setup.
BusinessPLUS Setup
This report requires moderate BusinessPLUS setup with respect to CDH codes.
Retire Paybase: The retirement pay base is configurable by setting the “Retire PB” item on the additional setup screen. Each hour code with a corresponding pay that is to contribute to the paybase must have either a “+” or “-” in the chosen pay base’s flag.
Retire Hourbase: The retirement hour base is configurable by setting the “Retire HB” item on the additional setup screen. Each hour code that contributes to the retirement hours must have a “+” or “-” in the chosen hour base’s flag.
DC/PHF Gross Paybase: There are certain types of wages that must be exluded from the “Gross” value reported in the report’s DTL4 records. Because of this a separate paybase is needed. Once the paybase is selected enter the number into the “DC and PHF Gross Paybase” setup item. Refer to the ORS RIM for which wage types are not to be reported for the DTL4 records.
Employee Pay Assignments: All employee pay assignments must have beginning and ending dates. If the process runs into a pay assignment that is not “end dated”, the begin date will be set to 01/01/1901 and the end date will be set to 12/31/2050. If the reported employee is not a contract employee, this substitution will not affect the final file submitted to the state. If the employee is a contract employee, the state will probably reject the file because of these dates.
Canadian Addresses: Employees with addresses in Canada will have setups very similar to those of US residents. The provice will be set using the State field, the postal code will be entered in the zip code field, and the address and city fields will be entered into their regular locations.
In order for this to validate properly: the two character Canadian province code will need to be st up in the Nuclius common codes screen (NUUPCC) with category = PEST. Enter the two character canadial postal code as the Code, and then Province name in the medium and long description fields. The Postal code should be set up in Person/Entity Zip Code Translation screen (PEUPZP), with the space included between the 3rd and 4th characters, with the correct province code selected from as the State, and any acceptable City names added to the list.
Method of Operation
The following is a detailed description of how each type of data is to be setup and tracked such that it will be reported in the appropriate field in the retirement report.
General Method: Each type of deduction, contribution or hour is defined in a similar fasion; A CDH definition’s master record may need to have one or more specific strings entered into one or more of the definition’s Miscellaneous Fields (Misc Fields). Which field and the excact flag value is configurable. See the Additional Setup section for specifics. With these flags the report determines how to report the associated data.
Reporting Wages: See the ORS RIM for which types of wages are reportable. Certain wage types will need to have one of the Misc Field flags to be reported correctly (longevity, coaching, exception, etc), normal earnings, to be reported in a DTL2 reocrd with Wage Code 01, will not need a flag but must contribute to the retire paybase. Please refer to the Appendix for examples of a Regular Wage hour definition and Longevity Pay hour definition.
Adjustments: As per ORS, adjustments must be reported with the effective begin/end dates of the adjustment. Hour and wage adjustments are to be created as timecard entries with the use of the PYTCDTUB screen. Deduction or Contribution adjustments are to be made through Payroll Related Assignments – Miscellaneous Payroll.
To create a timecard adjustment to hours, wages, etc. use the PYTCDPUB screen. Create a line item for the target employee in the current pay period. Use one of the adjustment hour codes with an adjustment flag in the appropriate miscellaneous field. Use the Date to enter the target date of the adjustment. The corresponding check dates for the adjustment period will be reported in the begin and end date fields of the DTL2 adjustment record. When entering the adjustments use the same account as one of the employee’s assignments this will ensure the correct pay rate and class code are reported in the DTL2 record. Refer to the Appendix for an example of a Timecard Adjustment on PYTCDTUB.
To create a deduction or contribution adjustment using the Payroll Related Assignment (HREPPR) screen’s Miscellaneous Payroll tab. Set the begin and end dates to the current pay period, the appropriate deduction or contribution adjustment CDH code, the Amount to the desired positive or negative value, and the Additional Begin and End dates to the prior period adjustment dates. Note that if the Begin/End Dates span multiple pay periods the adjustment may re-occur depending on the setting of the “Per” field. Refer to the Appendix for an example of a Miscellaneous Payroll Adjustment on HREPPR.
When an adjustment CDH is encountered in payroll history, the corresponding timecard or miscellaneous payroll assignment is found, and the adjustment dates are obtained. Then, all period definitions are searched until a period is found where the timecard dates are within the period. The period end date then becomes the ending adjustment date. This way, several adjustment entries can be made to the same period using different dates within the period and they will all be combined into one adjustment record. If a begin date was input via timecard entry (begin dates are entered just like the begin date of retroactive pay entered via timecards), this date is used as the adjustment begin date. Otherwise, the period begin date will be used as the adjustment begin date. The period dates will then be converted to check dates for reporting.
Adjustment hour codes for employee/employer contributions, hours, pay, etc. can be defined. The recommended approach is to set up adjustment hour codes, one each for employee contributions, employer contributions, hours, wages, both hours and wages, exception wages, coaching wages, coaching hours, coaching hours and wages, longevity wages, retro wages, and retiree wages. The hours, wages, hours and wages, and exception adjustments will all be combined into a single wage code “05” or “06” record if they fall within the same period and have the same sign. The coaching, longevity, retro, and retiree adjustments will each be reported with their appropriate codes. These hour codes are set up similarly to the non-adjustment hour definitions, but the adjustment type flag is to be placed in the filed indicated by “CDH Misc Number for basic adjustments.” To make a negative adjustment enter negative numbers in the timecard entries hour and or pay field.
For employee/employer contributions, pay, exception wages, and longevity wages adjustment hour codes, you must set switch 15 (TC Hours = $$$) to “Y” and enter the adjusted amount in the hours column of the timecard entry. It is important to note that when making an hours, wages, or hours and wages adjustment. Depending on the sequence number of the adjustment CDH code. These adjustments will be applied to the current pay period before the deductions and contributes take effect. Meaning that if hours and wages are being adjusted separate contribution and deduction adjustments will not need to be made.
Adjustment hour codes may also be used to adjust contributions and deductions. The setup is similar to the other adjustment hour codes. Contribution or Deduction adjustments that are to be made separately from hours and wage adjustments may be entered into the Payroll Related Assignments screen. This will require the additional deductions and contributions CDH codes be setup and marked as adjustments by placing the flag defined in setup item “CDH Misc flag for contributions/deductions” into the field denoted by setup item “CDH Misc No for contributions/deductions”. This can also be done for DC, PHF, and TDP items as well with their corresponding flags.
When creating the contribution/deduction adjustment, place the adjustment amount in the Amount field. Set the Payroll Related Assignment Dates to the current pay period and set the Additional Begin and End Dates to the previous period that needs to be adjusted.
Dock Pay: Dock pays are to be deducted from the employees PM assignment (the Dock Pay record will take on the PM assignments class code and contract dates, and then be combined with the PM assignment’s pay record.) The Dock Pay flag, as defined in the additional setup item “CDH Misc flag for dick pay” must be placed in the Misc Field denoted by “CDH Misc No for basic wage and adj. types”.
Spread Pay and Other Forms of Contract Payouts: The process will automatically take care of Spread Pay, Lump Sum Payout, and other forms of contract payouts that are set up as contributions. Simply code these contributions as a positive adjustments by placing the flag defined in setup item “CDH Misc Flag for Other Adjustments” into the Misc Field denoted by “CDH Misc No for basic wage and adj. types”.
In simple terms, the process will add or subtract the payout type contribution to a matching “normal pay” record. In more exact terms, when the process encounters a contract payout type contribution, it will first attempt to add/subtract the contribution to the wage amount of an existing wage code 01, 07 or 08 record that has contract begin/end dates (meaning it is a non-hourly record) with a matching employee class. If a match is not found or if adding the contract payout contribution to the wage amount would drive the computed wage amount negative, the payout type contribution will be appropriately converted into either a positive or negative adjustment.
TDP Deductions: TDP agreements can be tracked by the creation of a deduction definition with the appropriate flag into one of the TDP definition’s Misc Fields (See the TDP setup items.) This deduction will need to be assigned to an employee using the deduction assignments screen (PYUPED). In order to report the TDP agreement and invoice numbers, these must be placed (in order) into the deduction assignment, in the “Tracking #” field, seperated by a comma. Additionally the TDP Reason Code is held in the Special Code 02 field. In most scenareos the reason code will be 01, but it will need to be changed to reflect leave without pay, terminations, suspenstions, TDP closures, etc.
TDP deductions assignments should not be end-dated or should have an end date of 12/31/2050 until the TDP agreement is closed. When a TDP deduction is complete and there will be no more deductions, the TDP deduction should be end-dated and the end date must fall within the next retirement reporting period so the appropriate agreement closed reason code and date can be sent to the state. Make sure to update the TDP reason code when the deduction is end-dated. Note that reason codes of Employee Deceased and Employee Retired will be extracted even if the employee does not get paid in the retirement reporting period.
TDP Adjustments: TDP adjustments are handled with hour codes (PYUPHH) defined as TDP adjustments. At least one TDP adjustment hour code needs to be defined for each TDP deduction defined. To define a TDP adjustment, select one of the miscellaneous codes to contain a value indicating the hour code is a TDP adjustment and another miscellaneous code to contain the TDP deduction number that is to be adjusted. Set Process Switch 15 (TC Hours = $$$) of the PYUPHH Hour Definition screen. When entering a TDP adjustment via timecards, the timecard date is the actual date of the adjustment and the “# of Hours” is the plus or minus dollar value of the adjustment. (Note: ORS really wants the corresponding check date for the adjustment…the program will automatically use the actual date of the adjustment to fetch the corresponding check date.)
For each TDP deduction, one adjusting hour codes can be defined. Timecard entry of a positive value will generate a positive adjustment and entry of a negative value will generate a negative adjustment.
Coaching/Longevity/Retro/Wages But No Member Contributions Lump Sum Payments:
There are multiple ways to enter lump sum payments where lump sum payments are payments with work begin and end dates different from the period end dates, they may span multiple periods but not multiple fiscal years. There are multiple ways to enter these type payments:
Retro pays can be entered via the PYUTRT utility as described elsewhere.
Lump sum payments can be entered via daily timecards in the same manner as adjustments. If the payment applies to multiple pay periods it will have to be broken up so that each pay period gets a poriton of the payment. Use a timecard date within each applical period to distribute the portions.
All types of lump sum payments can be entered via Employee Contribution Assignments provided the setup is correct. To use this feature, for the appropriate contributions, set process switch 25 of the contribution definition screen (PYUPCC) to “P” to use pay period dates, “R” to use the begin/end dates of the contribution assignment or “A” to use the additive begin/end dates of the contribution assignment. Note: No validity checking is made on these dates. Whatever dates are specified are used as is.
Time cards can be prepared off-line using some other program, including MS Excel, and imported into the database using the PYUTFT utility.
Longevity payments and other miscellaneous paid wages without hours may be created as contributions by placing the flag defined in “CDH Misc Flag for Longevity Wages” into the field specified in “CDH Misc Number for base wage and adj. types” in the contribution definition.
Longevity payments and other miscellaneous paid wages without hours may be created as pay assignments by placing the flag defined in “CDH Misc Flag for Longevity Wages” into the field specified in “CDH Misc Number for base wage and adj. types” into the hour code used by the longevity assignment pay class.
Coaching Pay Assignments: In order for coaching positions set up as normal pay assignments that use the same contract earning and pay hour codes as normal assignments to show up as DTL2 records with Wage Code “11”. The setup item “Coaching Positions Class Code” must be set to the 4 digit employee class code. This will force records with this class code to be reported with Wage Code 11, even if they are not using the coaching hour codes.
Longevity Adjustments: Positive and negative adjustments to longevity operate in a manner similar to regular adjustments. Setup item “CDH Misc Flag for Longevity Adjustments” holds this misc flag that denotes a longevity adjustment. A single hour code is used for both positive and negative adjustments. Enter either positive or negative numbers for the adjustment amount when entering an adjustment into the timecard input screen. The program will automatically recognize a negative value as a negative adjustment.
Longevity adjustments are defined as hour codes with Process Switch 15 (TC Hours = $$$) set so they can be entered as timecards with begin and end dates indicative of the timeframe being adjusted.
DC Payments: DC Deductions and Contributions are to be reported in the DTL4 Records. To do this, set the deduction or contribution Misc Field indicated by “CDH Misc NO for DC contributions” to the value indicated by “CDH Misc<DC_MN> flag for DC Contribution.” Deduction/contribution rates reported will be taken from the employee’s CDH assignment special code 1 field, if it exits. Otherwise, the rate will be taken from the CDH definition’s val 01 field.
PHF Payments: PHF contributions and deductions are similar to the DC contributions and deductions but using the Misc field indicated by setup item “CDH Misc NO for PHF Deductions” to the value indicated by “CDH Misc<PHF_MN> for PHF Deductions.” Deduction/contribution rates reported will be taken from the employee’s CDH assignment special code 1 field, if it exsits. Otherwise, the rate will be taken from the CDH definition’s val 01 field.
Work Begin/End Dates: These dates will be the check begin and end dates for all records except retroactive pay records and adjustment records.
Retroactive Pay Work Begin/End Dates: For retroactive pay, the actual dates will be the begin/end dates of the retroactive pay derived as follows: Process PYUTRTRT synthesizes all runtime parameters to arrive at a table of pay periods to be used for the calculation. The lowest period begin date and the highest period end date in the table provide the initial retroactive begin/end dates. If all the periods have the same fiscal year, the begin/end dates are adjusted to be within the fiscal year (which takes care of the first and last pay period of the fiscal year where the begin or end date of a period often falls within a different fiscal year) . If periods within the table have different fiscal years, the PYUTRTRT process issues an error. When the retroactive pay timecard batch, the begin date is placed in a spare date field and the end date becomes the timecard date.
Adjustment begin/end dates are discussed in the Adjustments section.
Contract Begin/End Dates: This section is pertinent to contract/annually paid employees only. Contract dates are collected from the Pay Begin/End dates of contract pay assignments. All assignments with the same a Contrat ID that have the same Fiscal Year are to be considered one contract. For an employee, the earliest and latest Pay Begin and End dates for all pay assignments with the same Fiscal Year are used to report the Contract Begin/End dates.
Employment Class Code: Unless the employee is a retired working employee, the Employment Class Code is developed from the pay string associated with the history record being processed. Setup Item “Location of Class Code in GJ Object/Part” is used to specify what pay string part is to be used for the class code, this location can be in the object, a key part, or a subpart. If within a keypart or subpart setup item “GL Part number of class code” defines the part number. Additionally, the start position of the class code within the pay string value can be specified with setup item “Start Pos of class within GL Object/Part”. If the employee is to have a special or retirement class code, the location of the special code is defined in setup item “Column of the employee special class codes.” Valid values for this are the employee master misc fields (hr_empmstr.hr1, hr_empmstr.hr2, etc.), or the employee pay assignment misc fields (hr_emppay.misc01, hr_emppay.mics02, etc.) If a value is found in this designated field, that class code will be used instead of any paystring derived class code.
If the “Force Class Code End To Zero” setup item is “Y” then class codes that are derived from the paystring, that have an initial value of less than 9000, with have their last digit forced to “0” (i.e., 1241 would become 1240). This is to allow additional details to be added within the GL, while preserving the ORS report. Note that codes with the same digits in everything but the 1s value will combined before reporting in a DTL2 record.
Pay Rate: Either a salary or an hourly rate is to be reported. To report an annual salary, the salary must be placed in an employee master or pay assignment numeric attribute or there must be a list of pay classes where everyone in the pay class has an annual salary.
The list of annual payclasses is setup item “List of Payclasses that use the annual rate.” If an employee is found with a payclass in this list. Their annual rate will be obtained from either the “Actual” or “Default” Annual rate on their pay assignment. Which to use is determined by setup item “Source of Annual Salary.” See setup items for details.
Alternatively, to report a salary or an hourly rate on a pay assignment by pay assignment basis, the pay assignment must be flagged by placing the flag defined in setup item “Non-Contract Salaried Employee Flag” into the field indicated by “Loc of Non-Cntrct Salaried Employee Flag.” The field that will contain the actual salary is indicated by “Source of Annual Salary.”
If the payclass is not in the annual rate payclass list, or the non-contract salaried employee flag is not found the target location, and the employee is a non-contract employee, an hourly rate will be used. This rate will be calculated form the hours and wages found within the record.
Pay Frequency: This is the number of payments the employee would receive if they worked the entire year, regardless of whether or not they work the entire year. This is taken from the employee’s pay assignment, from either the actual or default “Periods” field. Which field is determined by setup item “Source of Pay Frequency.”
Forced Summer Spread: If, during the summer period, prior year hours are not to be reported. Forced summer spread may be used. This will remove hours from normal wage code 01 records in order to report the records as summer spread (wage code 08). Toggle this feature by setting the “Force Summer Spread (FSS) Regardless of Hours (Y/N)” item to “Y”. Define the summer spread dates using “FSS Check Beg Date (MM/DD)” and “FSS Check End Date (MM/DD)”. And define which employees will be subject for forced summer spread by entering selection criteria in one or more of the following: “FSS Bargaining Units”, “FSS Payclasses”, “FSS Departments”, “FSS Employee Types”, “FSS Calendar Codes”. If the employee matches any single selection criteria they will be subject to forced summer spread. Use a comma separated list to enter more than one item in any criteria.
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.
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 the “Setup” menu:
· Site Profile
· Additional Setup
· Crosswalk
Site Profile
Click Site Profile to define entities and their details. At least one Site Profile record is required. All of the Michigan regulatory reports utilize this same table so data will rarely need to be changed once it has been entered. In the following example, sensitive information has been blocked.
To add details about a “Site”, 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 allow all five characters to be zeroes. |
Employer Zip Code Extension | Numeric zip code extension of the employer’s location. This field accepts only numeric characters of 4 digits or less. |
Organization Code* | ORS Reporting District Code. To be reported in the header row of the report. |
Organization Name* | ORS Reporting District Name. To be reported in the header roe of the report. |
Additional Setup
Click Setup to define additional entity details. This information is used by the Load and Submission processes.
Setup Description | Values/Type | Description/Business Logic |
|---|---|---|
Retirement Pay base | integer, min=1, max=42 | The Pay base to be associated with retirement wages. |
Retirement Hour base | integer, min=1, max=42 | The Hour base to be associated with retirement service hours. |
DC & PFH Gross Paybase | integer, min=1 max=42 | Pay base to be used for holding the DTL4 Gross value. Each CDH that contributes to the DTL4 reportable gross wages will need to have a “+” or “-” in this pay base. |
CDH Misc Number for base wage and adj. types | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the base wage type flag. Corresponds with the following types: Retroactive, Longevity, and Coaching wages, Wages with no Contribution, Wages with no Service, and Exception Wages. This also applies to all non TDP, PHF, or DC Adjustments. |
CDH Misc flag for employee deduction adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as an employee’s retirement deduction adjustment. |
CDH Misc flag for employer contribution adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as an employer’s retirement contribution adjustment. |
CDH Misc flag for hours and dollars adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as an hours and wages/dollars adjustment. |
CDH Misc flag for hours adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as an hours adjustment. |
CDH Misc flag for dollars adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as a wages/dollars adjustment. |
CDH Misc flag for Other adjustments | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types.” Identifies the adjustment as a spread, lump pay, contract payout or other wages only amount. This will be added into existing wage code 01 records if possible. |
CDH Misc Flag for dock pay | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as Dock Pay. Dock Pay wages will be combined with the employees PM wage records, reducing the hours and pay. |
CDH Misc Flag for Exception Wages. | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as an Exception Wage type. |
CDH Misc flag for exception wages adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as an exception wages adjustment. |
CDH Misc Flag for Retro Wages | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as a Retroactive Wage type. |
CDH Misc flag for Retro adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as Retro hours/wages adjustment. |
CDH Misc Flag for Retro earned hours/wages | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as a Retroactive Earned Hours/Wages type. Retro earned is used to collect the dates range of a retro. |
CDH Misc Flag for Longevity Wages | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as a Longevity Wage type. |
CDH Misc flag for Longevity Wages adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as a longevity wages adjustment. |
CDH Misc Flag for Coaching Wages | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as a Coaching Wage type. |
CDH Misc flag for Coaching Wages adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as a Coaching wages adjustment. |
CDH Misc Flag for Short Term Disability Wages | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as Short Term Disability Wags. This will always be reported with class code 8000. |
CDH Misc Flag for Workers Compensation Wages. | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as Workers Compensation. This will always be reported with class code 8500. |
CDH Misc Flag for Supplemental Wages | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as an Supplemental Wage type. Supplemental Wage types will always be reported with class code 9510. |
CDH Misc Flag for Wages with No Contribution | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as a Wages with No Contribution type. If this field is left blank, Wages with No Contributions will be handled automatically. |
CDH Misc flag for Retiree Wages(WNC) adjustment | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for base wage and adj. types” Identifies the adjustment as a Retiree Wages (WNC) adjustment. |
CDH Misc Flag for Wages with No Service | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for base wage and adj. types” designates that CDH Number as a Retroactive Wage type. If this field is left blank, Wages with No Service will be handled automatically. |
CDH Misc No for contributions/deductions. | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the contribution flag. Each deduction or contribution that is to be reported as an employee’s or an employer’s retirement payment will need to have the Contribution Flag Entered in the deduction or contributions miscellaneous field. |
CDH Misc Flag for contributions/deductions | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for Retirement Contributions or Deductions” designates that CDH Number as an employee or employer retirement contribution. |
CDH Misc Number for TDP Deductions | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the TDP flag. Each deduction that is to be reported as an employee’s TDP payment will need to have the TDP Flag Entered in the deductions definition. |
CDH Misc Flag for TDP deductions | characters, max length=4 | CDH Misc Flag. When placed into the CDH Master’s miscellaneous field identified by the “CDH Misc Number for TDP Deductions” designates that CDH Number as an employee’s TDP deduction. |
CDH Misc Number for TDP Adjustments. | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the TDP Adjustment flag. Each deduction that is to be reported as a TDP Adjustment will need the TDP ADJ flag in this field. |
CDH Misc No for the TDP adj corresponding CDH No | integer, min=2000, max=2999 | The CDH Definition Miscellaneous Field Number that will hold the CDH Number of the TDP deduction being adjusted. Each TDP deduction should have a corresponding adjustment, the adjustment’s CDH Definition will hold the CDH number of its target deduction in this field. |
CDH Misc No for DC contribution | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the flags for DC deductions. |
CDH Misc flag for DC contribution | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for a DC contribution,” Identifies the CDH as a DC plan deduction. |
CDH Misc No for DC adjustments | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the flags for DC adjustments. |
CDH Misc flag for DC adjustments | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc No for DC adjustments” Identifies the CDH as a DC adj. |
CDH Misc No for PHF contribution | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the flags for PHF deductions. |
CDH Misc flag for PHF contribution | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for a PHF contribution,” Identifies the CDH as a PHF plan deduction. |
CDH Misc No for PHF adjustment | integer, min=1, max=8 | The CDH Definition Miscellaneous Field Number that will hold the flags for PHF adjustments. |
CDH Misc Flag for a PHF adjustment. | characters, max length=4 | CDH Misc Flag. When placed into the Misc field indicated by “CDH Misc Number for a PHF adjustment,” Identifies the CDH as a PHF adjustment. |
Column of the Employee Special Class Codes. | characters, max length=20 | Identifies Table and Column of Employee’s special class code. |
Location of Class Code in GL Object/Part | characters, max length=10, values: ‘OBJECT’, ‘OBJPART’,’OBJSUBPART | Defines the Source of the 4-character employee class code: GL object, an organizational Part from the GL Object in the numcode, an organizational Sub Part from the GL Object in the numcode. |
Start Pos of class within GL Object/Part | integer, min=1, max=4 | Represents the starting position of the 4-digit class code within the 8-character GL Object, Part, or Sub-Part. |
GL Part number of class code | integer, min=1, max=40 | GL Part or subpart containing the employee’s class code. 1-8 signifies GL Parts 1 -8. 8-40 represent GL sub parts 1-32. |
Use GRPS Class Cd Crosswalk (TYPE+BRAG) | character “Y” or “N” | If “Y”, the report will used the GRPS custom crosswalk table that uses both the employee type and bargaining unit as well as the misc field to hold employees special class codes. |
List of Payclasses that use the annual rate | character, max length=400 | CSV list of pay classes that use the annual rate indicated by “Annual Salary Type”. For use if all salaried employees are in specific pay classes. A range may be specified by using a hyphen. |
Source of Annual Salary. | character, length = 4, values: “ACTL” or “BASE” | If using “List of Pay classes that use the annual rate” selects between pulling the annual salary amount from either the actual or base salaries from the employee master screen. |
Loc of Annual Employee Flag | character | To Differentiate between salaried and hourly employees. This item should contain the employee master screen field that will hold the annual rate flag which Identifies this employee as salaried. |
Annual Employee Flag | character | The flag to be placed in the “Loc of Annual Employee Flag” field to identify a salaried employee. |
Source of Pay Frequency | character, values “PER” or “MTH” | If “PER” Pulls the frequency of Pay item from the “Actual Periods” field on the employee pay assignment screen. If “MTH” pulls form the “Default Periods” field. |
Additional Health Care Percent CDHs | character, 200 | CSV list of CDH numbers that trigger the Health Care Percent Indicator to be set to “1” |
Source of DTL4 Status Code | character, 20, “HRTERMCODES” or “CDHASGNSPCD02” | Sets the source location for the status code on the DTL4 record. “HRTERMCODES” or blank will pull from hr_empmstr.termcode. “CDHASGNSPCD02” will pull from the PHF or DC assignments hr_cdhassgn.spec_cd02 field. |
Primary Period Type | Character, max length 6. Default “REG” | Only periods with a period type matching this will be considered primary pay periods. This is used in conjunction with Pay Period Zero-Pad Position, both must match for the period to be considered primary. Primary periods are used to calculate check begin and end dates. Primary Periods must have contiguous dates with no overlaps. A TDP record is created for each Primary Period. If the Primary Pay Period had no TDP deduction but a TDP assignment exists a type 07 TDP record is created to show no-payment. |
Pay Period Zero-Pad Position (1 or 3) | integer, 1 or 3 | Defines Pay period patterning. If pay periods are sequentially created in the form of 1501010, 1501020, 1501030… 1501250 where the third digit of the sequence numbers is used to define shadow periods. Then this should be 3. If sequential pay periods are numbered 1501001, 1501002, 1501003… 1501025 where the first digit of the three sequence numbers is used to denote shadow periods, then this should be set to 1. |
Excluded Employee Types | character, max length 200, CSV list. | Employees with an Employee Type in this list are excluded from the report. |
Excluded Payclasses | character, max length 200, CSV list. | Assignments with pay classes in this list are excluded from the report. |
TEST or LIVE | character “TEST” or “LIVE” | If “TEST” report will be run based on all pay history items with check notes of “WP”, and “WT”. if “LIVE” report will be run based on all pay history items with check notes of “DP”, and “DT”. |
Force Class Code End To Zero | character, 1 | Forces employee class codes to end in “0” if they are from taken from the pay string, and have a class code with a value less than 9000. Not that this will not affect Employee Master Class code overrides. “Y” turns on the function. |
Report Coaches as Hourly. | character, length 1, values Y/N | Forces coaching assignments to report with an hourly rate, even if the assignment is set up as a contract. |
Coaching Positions Class Code | integer, between 0000 and 9999 | Records with this Class Code will always be reported with Wage Code = “11” |
CDHs that keep Time Card contract info. | character, max length 200, CSV list. | If a Pay Assignment was not found for a Timecard entry, and the timecard’s pay string has contract dates, those dates will be dropped, and the record will be reported as hourly unless the CDH code is in this list. |
Auto detect Wages but No Contribution | character, values “AUTO” or “AUTORPT” | If “AUTO” checks for occurrence of Wages with No Contribution. If “AUTORPT” generates a warning when this occurs. |
Auto WNS (Summer Spread) | character, values “AUTO” or “AUTORPT” | If “AUTO” checks for occurrence of Wages with No Service and appropriately converts to a spread pay type. If “AUTORPT” generates a warning when this occurs. |
Summer Beg Date (MM/DD) | character, max length 5, format. MM/DD | Summer Spread Date Range Start. |
Summer End Date (MM/DD) | character, max length 5, format. MM/DD | Summer Spread Date Range End. |
Drop Hours without Wages (Y/N) | character, length 1, values Y/N/blank, Default “N” | When the report encounters reportable hours, but no reportable wages with the same pay string, the record is either dropped (when this is set to “Y”) on not. |
Roll Hours without Wages (Y/N) | character, length 1, values Y/N/blank, Default “N” | If “Y”, rolls any hours without wages into the employees contract wages record, if one exists. |
Report 08 only @ contract end (Y/N) | character, length 1, values Y/N/blank, Default “N” | If “Y”, reports wage code ‘08’ for summer spread only at the end of a pay assignment. If there are wages without hours that occur before the pay assignment’s work begin date, they are reported with wage code ‘09’ |
Force Summer Spread (FSS) Regardless of Hours (Y/N) | character, length 1, values Y/N/blank | If “Y”, forces summer spread for employees meeting selection criteria when the record’s dates are within the summer date range. |
FSS Check Beg Date (MM/DD) | character, max length 5, format. MM/DD | If FSS is turned on, only records with a Check Date later than or equal to the FSS Check Beg Date and earlier othan or equal to the FSS Check End Date are eligible for FSS. |
FSS Check End Date (MM/DD) | character, max length 5, format. MM/DD | If FSS is turned on, only records with a Check Date later than or equal to the FSS Check Beg Date and earlier othan or equal to the FSS Check End Date are eligible for FSS |
FSS Bargaining Units | character, max length 200, CSV list. | Bargain Units subject to forced summer spread. |
FSS Payclasses | character, max length 200, CSV list. | Pay classes subject to forced summer spread. |
FSS Departments | character, max length 200, CSV list. | Departments subject to forced summer spread. |
FSS Employee Types | character, max length 200, CSV list. | Employee Types subject to forced summer spread. |
FSS Calendar Codes | character, max length 200, CSV list. | Calendar Codes subject to forced summer spread. |
Semi-Monthly Begin Date 1 | character, max length 2, format DD | For Semi-Monthly records, this date is used as the begin date instead of the pay period check begin date. Semi-Monthly records will always report with Semi-Monthly Begin Date 1, or 2, whichever is closer. |
Semi-Monthly End Date 1 | character, max length 2, format DD | For Semi-Monthly records, this date is used as the end date instead of the pay period check date. Semi-Monthly records will always report with Semi-Monthly End Date 1, or 2, whichever is closer. |
Semi-Monthly Begin Date 2 | character, max length 2, format DD | For Semi-Monthly records, this date is used as the begin date instead of the pay period check begin date. Semi-Monthly records will always report with Semi-Monthly Begin Date 1, or 2, whichever is closer. |
Semi-Monthly End Date 2 | character, max length 2, format DD | For Semi-Monthly records, this date is used as the end date instead of the pay period check date. Semi-Monthly records will always report with Semi-Monthly End Date 1, or 2, whichever is closer. |
Crosswalk
The Crosswalk tab provides the ability to map/validate code values between the finance system and the regulatory report requirements. The predefined code items appear as a list when the “Crosswalk” screen is loaded.
MISPECIALCLSCDS Crosswalk Table:
If there is a difference in the way special employee class codes are stored in BusinessPLUS and the way they are to be reported to the state. This table will store the paired BP and state values. Specific mappings may vary from district to district.
MIPSERSTERMCDS Crosswalk Table:
If there is a difference in the way termination codes are stored in BusinessPLUS and the way they are to be reported to the state. This table will store the paired BP and state values. Specific mappings may vary from district to district.
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* | Name of the report instance as defined by the user. |
Pay Period(s)* | Additional pay periods to be included in the report. If the period is outside the start-end range. It will be included. |
Start Date | Starting date of the report. Pay periods with starting dates that fall on or after this date will be included. |
End Date | Ending date of the report. Pay periods with ending dates that fall before or after this date will be included. |
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 |
|---|---|
Report Instance* | Report to Load. |
Notes | Notes associated with this report instance. |
Entity* | Entity(s) for which the report will be run. |
Employee ID(s) | If data is to be loaded for only several employees, a CSV list of their IDs may be entered here. All other data will remain unchanged (unless purge is chosen). |
Purge Existing Data | Clears the report table before attempting to load data. This will undo any changes previously made on the maintenance screen. |
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. In the example linked below, sensitive employee information has been removed.
Long-term data correction must be done in the other report screens or in BusinessPLUS itself. Data entered or updated in a report instance is good only for that instance.
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 |
|---|---|---|
Warning | <ID>: Dropped <hours> hours from row with wages = <wages> to report as WNS (Summer Spread). | None. This occurs when a record has undergone forces summer spread to remove hours from during the summer period. |
Warning | <ID>: has TDP deduction (<amount>) != 1,5,6, or 7 X assigned amount (<amount>) for CDH NO <CDH> | Indicates that the TDP deduction did not match the amount defined in the CDH assignment (or 5, 6, or 7 times that amount). |
Information | <ID>: Class Code ‘<class code>’, Rec Type ‘<rec type>’, Found <hours> Hours without wages. | Indicates that reportable hours were found, but there were no reportable wages or contributions with the same pay string. These Hours without Wages may have been combined with another record (if the pay rate, contract dates, wage code and class code match) or they may exist in a record without wages or contributions. In case of the latter: the record will need to be deleted, and its hours either dropped or added to another record. |
Information | <ID>: Class Code ‘<class code>’, Rec Type ‘<rec type>’, Dropping <hours> Hours without wages. | Indicates that reportable hours were found, but there were no reportable wages or contributions with the same pay string, and that the hours were dropped from the report. If there as a mid-period pay assignment change, after hours were earned, but before they were paid, the hours may need to be added (manually) to the record that contains the paid wages. |
· “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.
To create a report file for submission, data is entered in the fields as described below as well as in the Overview of Regulatory Reporting guide.
Once the submission file has been generated and submitted to the state. It is important to change the “Status” at the bottom of the screen to “Submitted” and to confirm the change with the update button. If this is not done it may cause errors on the next report, because name and SSN changes will not be correctly determined.
Submission File Layout
The following table shows the field numbers, field names, and source within BusinessPLUS.
Header
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1 - 4 | SECTION ID - HEAD | Y | A | 4 | -- | -- | Header row section identifier. “HEAD” |
5-9 | ORGANIZATION CODE | Y | A | 5 | -- | -- | Reporting Organization Code. Report Profile Item. |
10-39 | ORGANIZATION NAME | Y | A | 30 | -- | -- | Reporting Organization Name. Report Profile Item. |
40-47 | REPORTING PERIOD END DATE | Y | N | 8 | -- | -- | Instance End Date. |
48-55 | DATE CREATED | Y | N | 8 | -- | -- | Date of Load. |
56-60 | SERVICE CENTER CODE | N | A | 5 | -- | -- | Unneeded. |
61-90 | SERVICE CENTER NAME | N | A | 30 | -- | -- | Unneeded. |
91 - 380 | FILLER | N | A | 290 | -- | -- | Unneeded. |
Detail 1
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1-4 | SECTION IDENTIFIER – DTL1 | Y | A | 4 | -- | -- | Detail 1 row section identifier. “DTL1” |
5-13 | SSN | Y | N | 9 | hr_empmstr | ssn |
|
14-22 | OLD SSN | N | N | 9 | rr_mi_psers_dtl1 | ssn | Taken from a previous report. Where report status is “submitted” and submission date is greater than all other submissions, but less than the reporting end date. |
23-52 | LAST NAME | Y | A | 30 | hr_empmstr | lname | Truncation may occur. |
53-72 | FIRST NAME | Y | A | 20 | hr_empmstr | fname | Truncation may occur. |
73-92 | MIDDLE NAME | N | A | 20 | hr_empmstr | mname | Truncation may occur. |
93 | NAME CHANGE INDICATOR | N | A | 1 | -- | -- | Determined by comparing BP name to name in previous report. (Same report OLD SSN is taken from.) |
94-123 | ADDRESS -1 | Y | A | 30 | hr_empmstr | st_1 |
|
124-153 | ADDRESS -2 | N | A | 30 | hr_empmstr | st_2 | IF (country="CA") leave blank ELSE st_2 |
154-183 | ADDRESS -3 | N | A | 30 | -- | -- | Spaces |
184-213 | FILLER | N | A | 30 | -- | -- | Spaces |
214-241 | CITY | Y | A | 28 | hr_empmstr | city | IF (country="CA") st_2.split(',')[0] ELSE city |
242-243 | STATE | Y | A | 2 | hr_empmstr | state |
|
244-248 | ZIP-1 | Y | N | 5 | hr_empmstr | zip |
|
249-252 | ZIP-2 | N | N | 4 | hr_empmstr | zipext |
|
253-272 | PROVINCE | N | A | 20 | hr_empmstr | st_2 | IF (country="CA") st_2.split(',')[1] ELSE leave blank |
273-302 | COUNTRY CODE | N | A | 30 | hr_empmstr | country | IF (country="CA") "CAN" ELSE country |
303-309 | POSTAL CODE | N | A | 7 | hr_empmstr | city | IF (country="CA") city ELSE leave blank |
310-311 | STATUS CODE | N | A | 2 | -- | -- | "00" |
312-319 | STATUS DATE | N | N | 8 | -- | -- | "00000000" |
320-327 | DATE OF BIRTH | Y | N | 8 | hr_empmstr | bdt |
|
328 | GENDER | Y | A | 1 | hr_empmstr | gender |
|
329-335 | FILLER | N | N | 7 | -- | -- | all zeros "0000000" |
336-380 | FILLER | N | A | 45 | -- | -- | Spaces |
Detail 2
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1-4 | SECTION IDENTIFIER – DTL2 | Y | A | 4 | -- | -- | Detail 2 row section identifier. “DTL2” |
5-13 | SSN | Y | N | 9 | hr_empmstr | ssn |
|
14-43 | LAST NAME | Y | A | 30 | hr_empmstr | lname | Truncation may occur. |
44-63 | FIRST NAME | Y | A | 20 | hr_empmstr | fname | Truncation may occur. |
64-83 | MIDDLE NAME | Y | A | 20 | hr_empmstr | mname | Truncation may occur. |
84-91 | BEGIN DATE | Y | N | 8 |
|
| If Wage Code = 01, 07, 08, this is 1 day later than the previous pay period’s check date. |
92-99 | END DATE | Y | N | 8 |
|
| If Wage Code = 01, 07, 08, this is the reporting pay period’s check date. |
100-105 | RETIREMENT HOURS | N | N | 6 | pyh_hst_dtl | pyh_amt<xx> | If one of the pyh_no<xx> cdh codes is an hour type the corresponding hours will be reported. |
106-107 | REPORTED WAGE CODE | N | N | 2 | See Spec. |
| The wage code will vary with the type of item being reported. It is largely determined by the CDH Misc Field flags. Adjustment items will check against the sign of the adjustment value and chose a positive or negative adjustment type accordingly. |
108-116 | EMPLOYER REPORTED WAGES | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | If one of the pyh_no<xx> cdh codes is a Pay type. The corresponding amount pyh_amt<xx> will be reported. If the cdh is a Dollars or a dollars and hours, coaching, summer pay or other lump sum payment, the corresponding pyh_amt<xx> will be reported. |
117-125 | FILLER | N | N | 9 |
|
| “000000000” |
126-134 | EXCEPTION WAGES | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | If the corresponding pyh_no<xx> is flagged as Exception wages, the value will be reported here. |
135-143 | MEMBER CONTRIBUTIONS | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | If a deduction type cdh (2000-2999) is flagged with the Contribution flag. The corresponding value is reported. |
144-152 | EMPLOYER CONTRIBUTIONS | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | If a contribution type cdh (1000-1999) is flagged with the Contribution flag. The corresponding value is reported. |
153-161 | FILLER | N | N | 9 |
|
| “000000000” |
162-170 | PAY RATE | Y | N | 9 | See Spec. |
| For Hourly employees - Since employees will often have multiple pay assignments with different rates of pay, this will be derived from the wages and hours found in the DTL2 record. For contract or salaried employee’s this may be taken from a user-defined field or the base or actual annual rate field on the employee’s pay assignment. See the Spec for complete details. |
171-174 | EMPLOYMENT CLASS CODES | Y | A | 4 | See Spec. |
| In most cases, one of the pay string objects will hold the employment class codes. If a special class is needed, an additional data source and crosswalk table may be used to determine the class code. See the Spec for complete details. |
175-182 | CONTRACT BEGIN DATE | N | N | 9 | See Spec. |
| if salaried employee, use FY begin date, if contract employee, use pyp_calc_beg if hourly non-contract employee with rate > 100, use FY begin date. Else set to "00000000" |
183-190 | CONTRACT END DATE | N | N | 9 | See Spec. |
| if salaried employee, use FY end date, if contract employee, use pyp_calc_end, if hourly non-contract employee with rate > 100, use FY end date. Else set to "00000000" |
191-202 | FILLER | N | N | 12 |
|
| “000000000000” |
203-204 | FREQUENCY OF PAY | Y | A | 2 | hr_emppay | no_periods | Selection depends on setup item ‘ Num Pay Periods Field’ if PER will use no_periods, if MTH will use base_mnths |
205 | HEALTH CARE % INDICATOR | N | N | 1 | -- | -- | Obsolete. Space. |
206-380 | FILLER | N | A | 175 | -- | -- |
|
Detail 3
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1-4 | SECTION IDENTIFIER – DTL3 | Y | A | 4 | -- | -- | Detail 3 row section identifier. “DTL3” |
5-13 | SSN | Y | N | 9 | hr_empmstr | ssn |
|
14-43 | LAST NAME | Y | A | 30 | hr_empmstr | lname | Truncation may occur. |
44-63 | FIRST NAME | Y | A | 20 | hr_empmstr | fname | Truncation may occur. |
64-83 | MIDDLE NAME | Y | A | 20 | hr_empmstr | mname | Truncation may occur. |
84-91 | TDP DEDUCTION AMOUNT | Y | N | 8 | pyh_hst_dtl | pyh_amt<xx> | Uses pyh_amt<xx> corresponding to the TDP deduction pyh_no<xx> when the cdh is found to be a TDP deduction. If the cdh in pyh_no<xx> is found to be an adjustment. Use the timecard value pyt_amt<nn> that corresponds to the TDP’s CDH found in the timecard entry (pyt_no<nn>) |
92-100 | TDP AGREEMENT NUMBER | Y | N | 9 | pyd_cdh_dtl | pyd_misc_l | pyd_misc_l.Split(‘,’)[0] pyd_misc_l is a string containing the agreement number, a comma, then the invoice number |
101-108 | TDP INVOICE NUMBER | Y | N | 8 | pyd_cdh_dtl | pyd_misc_l | pyd_misc_l.Split(‘,’)[1] pyd_misc_l is a string containing the agreement number, a comma, then the invoice number |
109-116 | REPORTING PERIOD END DATE | Y | N | 8 |
|
| For normal TDP deductions this will be the current pay period’s check date. For adjustments, this is the pyt_adj_rt<xx> that corresponds to the pyt_no<xx> entry containing the TDP adj code in question |
117-118 | TDP DEDUCTION REASON CODE | Y | N | 2 | pyd_cdh_dtl | pyd_spec_cd02 | If this is a TDP deduction and the deduction amount is > 0 and the value in pyd_sepc_cd02 is ‘01’ or ‘00’ or blank, use code ‘01’, if the amount is zero use ‘07’. If this is an adjustment use the reason code form pyd_spec_cd02. |
119-120 | FILLER | N | N | 2 | -- | -- | “00” |
121-122 | TDP RECORD TYPE | Y | N | 2 |
|
| If a normal deduction use type 01, if a positive adjustment use ‘05’ if a negative adjustment use ‘05’ |
123-380 | FILLER | N | A | 260 | -- | -- | Spaces or Empty. |
Detail 4
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1-4 | SECTION IDENTIFIER – DTL4 | Y | A | 4 | -- | -- | Detail 4 row section identifier. “DTL4” |
5-13 | SSN | Y | N | 9 | hr_empmstr | ssn |
|
14-43 | LAST NAME | Y | A | 30 | hr_empmstr | lname | Truncation may occur. |
44-63 | FIRST NAME | Y | A | 20 | hr_empmstr | fname | Truncation may occur. |
64-83 | MIDDLE NAME | Y | A | 20 | hr_empmstr | mname | Truncation may occur. |
84-91 | BEGIN DATE | Y | N | 8 | See Spec |
| Check dates associated with the payout period. Similar to the begin/end dates for DTL2 records. For adjustments these will be obtained from the same timecard fields as adjustments for DTL2 records. |
92-99 | END DATE | Y | N | 8 | See Spec |
| |
100-101 | DC RECORD TYPE | Y | N | 2 | See Spec |
| Determined by CDH Misc flags and/or adjustment value. ‘01’ for normal deductions ‘05’ for positive adjustments and ‘06’ for negative adjustments. |
102-110 | GROSS WAGES | Y | N | 9 | See Spec |
| All wages associated with hour codes assigned to add or subtract to/from the retirement pay base (configured in Setup) will be combined to create this amount. Works similarly to other pay bases. |
111-119 | MEMBER DC CONTRIBUTIONS | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | Report if the associated pyh_no<xx> is a deduction with the DC flag. If the cdh flag is for a DC adjustment report pyt_amt<xx> |
120-124 | MEMBER DC PERCENT | N | N | 5 | pyd_cdh_dtl | pyd_spec_cd01 | Will pull the value from pyd_spec_cd01 first. If this value is empty, it will use pym_val01 instead. Where the cdh_no is that found in payroll history or timecards and reported as a contribution. |
125-133 | EMPLOYER DC CONTRIBUTIONS | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | Report if the associated pyh_no<xx> is a contribution with the DC flag. If the cdh flag is for a DC adjustment report pyt_amt<xx> |
134-138 | EMPLOYER DC MATCH PERCENT | N | N | 5 | pyd_cdh_dtl | pyd_spec_cd01 | Will pull the value from pyd_spec_cd01 first. If this value is empty, it will use pym_val01 instead. Where the cdh_no is that found in payroll history or timecards and reported as a contribution. |
139-146 | STATUS CHANGE DATE | N | N | 8 | hr_empmstr | enddt | Use the termination date from the employee master record on the HREEEM/Termination tab. |
147-148 | STATUS CHANGE REASON CODE | N | N | 2 | hr_empmstr | termcode | Use Termination code 1 on the HREEEM/Termination tab. |
149-157 | MEMBER PHF CONTRIBUTIONS | N | N | 3 | pyh_hst_dtl | pyh_amt<xx> | Report if the associated pyh_no<xx> is a deduction with the PHF flag. If the cdh flag is for a PHF adjustment report pyt_amt<xx> |
158-162 | MEMBER PHF PERCENT | N | N | 5 | pyd_cdh_dtl | pyd_spec_cd01 | Will pull the value from pyd_spec_cd01 first. If this value is empty, it will use pym_val01 instead. Where the cdh_no is that found in payroll history or timecards and reported as a contribution. |
163-171 | EMPLOYER PHF CONTRIBUTIONS | N | N | 9 | pyh_hst_dtl | pyh_amt<xx> | Report if the associated pyh_no<xx> is a contribution with the PHF flag. If the cdh flag is for a PHF adjustment report pyt_amt<xx> |
172-176 | EMPLOYER PHF MATCH PERCENT | N | N | 5 | pyd_cdh_dtl | pyd_spec_cd01 | Will pull the value from pyd_spec_cd01 first. If this value is empty, it will use pym_val01 instead. Where the cdh_no is that found in payroll history or timecards and reported as a contribution. |
177-380 | FILLER | N | A | 204 |
|
| Spaces |
Footer
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
1 - 4 | SECTION IDENTIFIER - FOOT | Y | A | 4 | -- | -- | Footer row section identifier. “FOOT” |
5-9 | ORGANIZATION CODE | Y | A | 5 | -- | -- | Reporting Organization Code. Report Profile Item. |
10-39 | ORGANIZATION NAME | Y | A | 30 | -- | -- | Reporting Organization Name. Report Profile Item. |
40-47 | TOTAL RECORDS | Y | N | 8 | -- | -- | Count of each record between the header row and the footer row. |
48-59 | TOTAL RETIREMENT HOURS | Y | N | 12 | -- | -- | Summation of all Hours from DTL2 Records |
60-71 | TOTAL REPORTED WAGES | Y | N | 12 | -- | -- | Summation of all Wages from DTL2 Records |
72-83 | FILLER | N | N | 12 | -- | -- | Spaces |
84-95 | TOTAL EXCEPTION WAGES | Y | N | 12 | -- | -- | Summation of all Exception Wages from DTL2 Records. |
96-107 | TOTAL MEMBER CONTRIBUTIONS | Y | N | 12 | -- | -- | Summation of all Member Contributions from DTL2 Records. |
108-119 | TOTAL EMPLOYER CONTRIBUTIONS | Y | N | 12 | -- | -- | Summation of all Employer Contributions from DTL2 Records. |
120-131 | FILLER | N | N | 12 | -- | -- | Spaces |
132-143 | TOTAL TDP DEDUCTIONS | Y | N | 12 | -- | -- | Summation of all TDP Deductions from DTL3 Records |
144-155 | TOTAL MEMBER DC CONTRIBUTIONS | Y | N | 12 | -- | -- | Summation of all DC Member contributions form DTL4 Records. |
156-167 | TOTAL EMPLOYER DC CONTRIBUTIONS | Y | N | 12 | -- | -- | Summation of all DC Member contributions form DTL4 Records. |
168-380 | FILLER | N | A | 213 | -- | -- |
|
Data Types
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
Record Length: 380 bytes/characters plus one character for carriage return and one character for line feed.
Submission Report
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About
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