OH SERS Retirement Report
Overview
This process produces the Ohio State Employees Retirement System (SERS) Report and File. There are two masks that can be used to run this process. Both masks run the exact same programs and create the same output file. One is a client specific mask and one is a general regulatory reporting mask for the state of Ohio.
PYRERROHSE
This process extracts applicable data from Payroll Employee info, Payroll History, Pay assignments and CDH information to create a report and a file. The extracted data is used to create a Retirement Report of transactions for the period. The process then creates a file named “SERS???????.txt”, Where ??????? Is the payroll period for which the report is run. The file is then sent to the state. The file is saved in the admin/data directory on the APP server.
PYRECSCNSE
This process extracts applicable data from Payroll Employee info, Payroll History, Pay assignments and CDH information to create a report and a file. The extracted data is used to create a Retirement Report of transactions for the period. The process then creates a file named “SERS???????.txt”, Where ??????? Is the payroll period for which the report is run. The file is then sent to the state. The file is saved in the admin/data directory on the APP server.
BusinessPLUS Setup
Before a report can be generated, the reporting interface must be set up to allow BusinessPLUS to extract the data correctly for the report and submission file. The SERS reporting system has been set up to handle employees that have multiple pay assignments and assignments in more than one category. Transactions from payroll history are selected based on the Pay Base and Hour Base defined on the PYFG/PY569CAN common code which is defined below.
Earnings Type Setup
The current Earnings Types are defined in Appendix A. They are tied to an employee’s pay through a Relate To code defined on the CDH Hour Definition (PYUPHH). The assigned Relate To code is defined on common code PYFG/PY569CAN. The PYUPHH screenshot below shows an hour code that has the Pay Base flag for SERS (number 29) set to a “+”, and the earnings type of “01” set in Relate To code 8.
Common Code Set up
PYFG/PY569CAN
This common code is used to define the following client-specific codes:
Field | Description |
|---|---|
Short Description | Insert the word “DEBUG” to turn on the general debug feature. |
Medium Description | Not used. |
Long Description | Not used. |
Associated Value 1 | Employer ID from state. |
Associated Value 2 | SERS Hour Base. (For Hours) |
Associated Value 3 | Assigned Relate To Code that holds Earnings Type. |
Associated Value 4 | SERS Pay Base. (For Earnings) |
Associated Value 5 | Not used. |
Associated Code 1 | Insert the word “PROGRESS” to turn on progress debug. |
Associated Code 2 | Insert the words “SHOW FILES” to turn on show files debug. |
Associated Code 3 | Not used. |
Associated Code 4 | Not used. |
Associated Code 5 | Not used. |
Associated Description 1 | Not used. |
Associated Description 2 | Not used. |
Associated Description 3 | Not used. |
Associated Description 4 | Not used. |
Associated Description 5 | Not used. |
Running the SERS report
To run this report, type or select mask PYRERROHSE or PYRECSCNSE.
Choose the selection criteria desired to run the report.
Enter the pay period for the report.
Enter the Contribution Cycle Code for the report.
Enter an Override Earnings code if desired. Can be left blank.
Check the box to mask the first five digits of the SSN number on the report only.
Check the box if only Paid History records will be selected on the report.
After all selections are entered, click the Submit button to run the report. The report will be sent to the selected printer and the output file will be sent to the admin/data directory on the APP server for BusinessPLUS.
The name of the output file is SERS???????.txt, where ??????? is the Pay Period selected for the report. For example, if the pay period selected for the report is “1701010”, the output file name will be SERS1701010.txt. This file will then be uploaded to the state.
Submission File Layout
The following tables shows the layout of the Header and Detail record file formats.
Header Record
Position | Field | Req. | Type | Size | Notes |
|---|---|---|---|---|---|
1-2 | Record Identifier | Y | A | 2 | The value must be equal to “CH”. |
3-7 | Employer ID | Y | N | 5 | A unique 5-digit number assigned to each employer by SERS. |
8-15 | ITC ID | N | A/N | 8 | This field may be blank, contain eight zeros, or have a valid ITC ID to identify the ITC submitting the information. |
16-23 | Contractor ID | N | A/N | 8 | This field may be blank, contain eight zeros, or have a valid Contractor ID to identify the contractor submitting the information. |
24-29 | Record Count | Y | N | 6 | Indicates number of detail records (Contribution) present under the header. |
30-37 | Pay Date/Reporting Date | Y | N | 8 | Indicates reporting date of the current contribution file and must be a valid date in YYYYMMDD format and must match a reporting date defined in the Employer’s Payroll Schedule. |
38-44 | Contribution Cycle Code | Y | A/N | 7 | Identifies payroll frequency for each employer. This code is generated for each employer when entering payroll schedules on eSERS. |
45-58 | Unique ID | Y | N | 14 | Unique Identifier (i.e. date timestamp of the file in yyyymmddhhmmss format). |
Record Length: 58 characters.
Data Types: A/N - Alpha Numeric and blank.
N – Numeric.
A – Alphabetic.
Detail Record
Position | Field | Req. | Type | Size | Notes |
|---|---|---|---|---|---|
1-2 | Record Identifier | Y | A | 2 | Identifies the Contribution Detail record. |
3-11 | Social Security Number | Y | N | 9 | SSN of the employee. |
12-36 | Last Name | Y | A | 25 | Last name of the employee. |
37-61 | First Name | Y | A | 25 | First name of the employee. |
62-86 | Middle Name | N | A | 25 | Middle name of the employee. |
87-90 | Name Suffix | N | A | 4 | Employee name suffix. Valid values are in Appendix B. |
91-95 | Employer ID | Y | N | 5 | A unique 5-digit number assigned to each employer by SERS. |
96-103 | Period Begin Date | Y | N | 8 | Begin Date of the Service period and must be a valid date in YYYYMMDD format and must match the period begin date defined for the reporting date in the Employer’s Payroll Schedule. |
104-111 | Period End Date | Y | N | 8 | End Date of the Service period and must be a valid date in YYYYMMDD format and must match the period end date defined for the reporting date in the Employer’s Payroll Schedule. |
112-113 | Earnings Code | Y | N | 2 | Two-digit code to identify the type of earnings and adjustments. Valid values are in Appendix A. |
114-122 | Earnings | Y | N | 9 | Total employee earnings in the service Period and must be numeric value (decimal and negative allowed). |
123-131 | Employee Pre-Tax Contributions | Y | N | 9 | Total pre-tax employee contribution during the service period. This field is required unless a contribution is entered in Post-Tax field and must be a numeric value (decimal and negative allowed). |
132-140 | Employee Post-Tax Contributions | Y | N | 9 | Total post-tax employee contribution during the service period. This field is required unless a contribution is entered in Pre-Tax field and must be a numeric value (decimal and negative allowed). |
141-144 | Service Days | Y | N | 4 | Number of days of the service. This field is required for Earning Codes 01, 02, 91, and 92 and must be a numeric value (negative allowed for Earning Codes 51, 52, and 55). |
145-151 | Hours Paid | Y | N | 7 | Number of Hours Paid during the service period. This field is required for Earning Codes 01, 02, 91, and 92 and must be a numeric value with decimal (negative allowed for Earning Codes 51, 52, and 55). |
152-153 | Employment Status Code | N | N | 2 | Employment Status Code to identify the changes to the employment status. Valid values are in Appendix C. |
154-161 | Employment Status Effective Date | N | N | 8 | Effective Date of the Employment Status Code. If used, it must be a valid date in YYYYMMDD format. |
Record Length: 161 characters.
Data Types: A/N - Alpha Numeric and blank.
N - Numeric.
A – Alphabetic.
Appendix A - Valid Earnings Types
Earnings Code | Description |
|---|---|
01 | Regular |
02 | Supplemental |
03 | Retro Pay |
04 | Stretch Pay |
05 | Grievance Pay |
51 | Adjustment to Regular Contribution |
52 | Adjustment to Supplemental |
53 | Adjustment to Retro Pay |
54 | Adjustment to Stretch Pay |
55 | Adjustment to Grievance Pay |
91 | Missed Regular Contribution |
92 | Missed Supplemental Contribution |
94 | Missed Stretch Pay |
Appendix B – Valid Name Suffixes
Suffix | Description |
|---|---|
CPA | Certified Public Accountant |
D.O. | Doctor of Osteopathic Medicine |
Jr. | Junior |
Sr. | Senior |
I | The First |
II | The Second |
III | The Third |
IV | The Fourth |
V | The Fifth |
VI | Sixth |
VII | Seventh |
M.D. | Medical Doctor |
Appendix C – Valid Employee Status Codes
Code | Description |
|---|---|
01 | Deceased |
02 | Military Leave |
03 | Leave of Absence |
04 | Workers Comp |
05 | Retired |
06 | Terminated |
07 | Return from Leave |
08 | Reemployed |