Calculate Balance Forward
The Balance Forward (PYRERRWAUTBF) utility is an extension of the actual DRS extract. Rather than create a report, the utility updates the database (retwa_reported) with summary values for the year that just ended.
Starting Period
In conjunction with updating the database, the Balance Forward utility sets the starting period of the most current record to the next month to be processed. For example, running the utility at the end of June for the June timeframe will update the retwa_reported table with data through June. The starting period will then be updated to July of that year.
Important details about the starting period:
· It tells the utility where to look for the data to summarize. Information prior to the starting period will only be gathered from the previous year’s balance forward information (retwa_reported).
· Information after and including the starting period are retrieved from payroll data (earned and paid) and the B records (retwa_b) reported during the year.
Timing
The timing of when to run this utility is critical. It should be run twice a year:
-
After the July to June contracts end.
-
After the September to August contracts end.
For instance, once the June file in DRS is created and the file will no longer be changed, the utility needs to be run. This has to happen before the first force calculation is done for the next month. It is during this window that the given contracts should balance 100%.
Selection Criteria
It is also important to use selection criteria to make sure only the employees with either July contracts or September contracts are run, depending on the time of year.
Database Records (retwa_reported)
As mentioned above, once the balance forward utility is run, it will summarize all values for the year and store them in the database (retwa_reported).
If you have a contract that is out of balance by 100 dollars, it will write those amounts out and will keep the contract out of balance. For example, if the employee has $1,200 of earnings and $1,100 of reported earnings to DRS, it will record that there is $100 left to be reported in the future.
Since you only should run this utility at times when contracts end, and therefore should balance, you can assume any amounts that are out of balance are incorrect.
To fix any contracts that do not balance, run an SQL update to make the earnings adjustment column equal to the paid minus earned to force the previous contract amounts to balance. It is critical to perform this database update at the correct time on the correct selection of records. Contact your IT department or PowerSchool Helpdesk for more information.
Delete Retwahst (Extract)
The Retwahst (Extract) utility (PYRERRWAUTDH) deletes all entries in the retwahst table. This table is a temporary table that the DRS extract (PYRERRWA02) populates for the Create File Image process (PYRERRWA04). Once the file image is created, the data in the retwahst is no longer necessary. If for some reason you need to delete a file image and re-create it, this table becomes critical, so you do not want to delete it prematurely. The only time this table needs to be deleted with this utility is if you need to create a correction file for a period that has recently been run.
Delete Retwa_Reported (Summary Records)
This utility is used during reconciliation of a single employee. When the situation arises that an employee needs to recalculate all earned and reported values from the beginning of employment it is necessary to delete the summary records. To do this for a single employee use this utility to simplify the process.
Delete Bad SYSTM Timecards
The Delete Bad SYSTM Timecards (PYRERRWAUTHS) utility goes through SYSTM timecards for a given period and compares to payroll history. If the corresponding payroll history record is not distributed, it changes the status of the SYSTM timecard from “DS” to “UN.” This effectively deletes the SYSTM timecard from being considered by the DRS process. This is important if an employee might have been calculated but not paid.
Change DRS Reported SSN
The Change DRS Reported SSN (PYRERRWAUTSN) utility updates the SSN in the DRS details sets (retwa_m,b,c,t,e) that were reported incorrectly.
Update Starting Period
The Update Starting Period (PYRERRWAUTSP) utility updates the starting period on the Retirewa (PYRERRWA01) record for users identified by a given selection criteria. This allows mass updating of the period if necessary.
Update File Status
The Update File Status (PYRERRWAUTUF) utility updates the file image status for a given file name to “IC” from “FC” and removes the created date from the file summary (retwafil) table. This allows the user to modify the file, recalculate the totals, and re-create it. This is important with DRS’s new ability to submit test files multiple times ahead of the real submission.
Update Summary record
The Update Summary Record (PYRERRWAUTUS) utility updates the Summary (S) record for a given file image name by recalculating the totals from the B and C records. It also updates record counts. This is important if changes are made to the file image prior to the actual file being created.
Quick Links
DRS Employer Handbook:
http://www.drs.wa.gov/Employer/EmployerHandbook/default.htm
DRS Position Type Codes:
https://www.drs.wa.gov/employer/handbook/chpt7/default.htm
DRS Status Codes:
https://www.drs.wa.gov/employer/handbook/chpt7/default.htm#statusCodes_what