PAYROLL RETIREMENT & STATE-SPECIFIC

Payroll Retirement & State Specific, Vendor Check Processing,

& Appendices

User Manual

November 2002

Documentation Conventions This manual is divided into sections matching the menu options on the main menu for this MUNIS® module. Programs described in each section are presented in the order in which they appear on the module’s submenus. For each program, this manual provides a brief overview, a screenshot and a description of the fields, toolbar and side-menu options on the screen. When referenced, field names and content are placed in quotes; toolbar and side-menu options are presented in italics. The screenshots come from the files on the distribution machine in Release Management at MUNIS. This ensures that the screens in the manual exactly replicate the screens that you will see on your computer. However, please note that any data in these screenshots is there only for technical testing purposes and it is meaningless. It does not reflect the data that will be present on your MUNIS® screens. The information contained herein is proprietary and shall not be used, reproduced, or disclosed to another party without first obtaining written permission from an authorized officer of MUNIS. Copies of the material may not be made without prior written approval by MUNIS, and any reproductions of material shall be disposed of upon completion of use.

Payroll Retirement & State Specific, Vendor Check Processing,

& Appendices Table of Contents

RETIREMENT & STATE-SPECIFIC ................................................................................7 TOOLBAR INFORMATION..............................................................................................8 MUNIS® TOOLBAR FUNCTIONS & HOT KEYS........................................................16 STATE OF CONNECTICUT ............................................................................................17

Connecticut Retirement Report .....................................................................................17 Connecticut Quarterly Unemployment Report/Media...................................................19 Connecticut Teacher’s Retirement Mag Media .............................................................21

STATE OF KENTUCKY ..................................................................................................23 Kentucky Contract File ..................................................................................................23 CERS Monthly Report...................................................................................................29 CERS Annual Report.....................................................................................................31 KY Teacher Retirement .................................................................................................35 PSD Report/Magnetic Media.........................................................................................39 CSD Report/Magnetic Media ........................................................................................44 KY Workers’ Comp Report ...........................................................................................49 State of Kentucky Health Insurance ..............................................................................52

Health Insurance Parameters................................................................................................................52 County Coverage Maintenance............................................................................................................54 Insurance Premium Maintenance.........................................................................................................56 Enrollment Maintenance ......................................................................................................................60 Remittance Maintenance......................................................................................................................67

Kentucky Earnings Report.............................................................................................73 KY Unemployment Rpt/Mag Media .............................................................................75 KY New Hire Report/Mag Media .................................................................................77 KY Reports ....................................................................................................................79

STATE OF LOUISIANA ..................................................................................................81 Louisiana Police Retirement ..........................................................................................81 Louisiana Employee Retirement....................................................................................83 Louisiana Firefighter Retire Rpt/Mag............................................................................84 Louisiana Quarterly Wage Report/Mag Media .............................................................86

STATE OF MASSACHUSETTS ......................................................................................88 MA Retirement Maintenance.........................................................................................88 MA Retirement Deduction Report.................................................................................91 MA Quarterly WR-1 Report of Wages..........................................................................93 MA Monthly Teachers Rpt/Media.................................................................................95 MA YTD Retirement Report .........................................................................................99 MA County Retirement Report....................................................................................101 MA Qtrly Health Ins. Report .......................................................................................103 MA New Hire Report & Magnetic Media ...................................................................105

Multiple Worksite Report ............................................................................................107 STATE OF NEW YORK.................................................................................................109

New York Teacher Retirement F/M ............................................................................109 New York Teachers’ Retirement Report/Mag.............................................................114 New York Employee Retirement F/M.........................................................................116 New York Employee Retirement - RS2402.................................................................119 New York Quarterly Disability Report........................................................................121 New York Quarterly NYS-45 Report/Magnetic Media...............................................123 New York RS-87 Report..............................................................................................125 New York Employee Earnings Report ........................................................................127 Chemung County Civil Service Report .......................................................................129

STATE OF RHODE ISLAND.........................................................................................131 Rhode Island DES Report/Magnetic Media ................................................................131 Rhode Island Retirement Report/Media ......................................................................133

STATE OF SOUTH CAROLINA ...................................................................................135 South Carolina Retirement Maintenance.....................................................................135 South Carolina Police & State Report & Magnetic Media..........................................137

STATE OF ARIZONA ....................................................................................................139 Arizona Retirement Report & Magnetic Media ..........................................................139 Arizona Public Safety Report & Magnetic Media.......................................................141

STATE OF NORTH CAROLINA...................................................................................143 North Carolina Employee Retirement Table ...............................................................143 North Carolina Retirement Report & Magnetic Media ...............................................145 North Carolina Employment Security Report .............................................................147

STATE OF NEW HAMPSHIRE .....................................................................................148 New Hampshire Retirement Report.............................................................................148 New Hampshire Unemployment Rpt/Mag Media .......................................................150

STATE OF FLORIDA.....................................................................................................152 Florida Retirement Employee FM ...............................................................................152 Florida Retirement Report ...........................................................................................155 FL Qtr. Unemployment Rpt/Media..............................................................................159

STATE OF MICHIGAN..................................................................................................161 Michigan Retirement File Maintenance ......................................................................161 Michigan Employment Security Report ......................................................................164 Michigan Service Unit Update ....................................................................................167 Michigan State Retirement Report ..............................................................................169

STATE OF ILLINOIS .....................................................................................................171 Illinois Employment Security Report ..........................................................................171

STATE OF MISSISSIPPI ................................................................................................174 Mississippi PERS Table...............................................................................................174 Mississippi PERS Monthly Report ..............................................................................176 Mississippi Quarterly Unemployment Report .............................................................178

STATE OF MAINE .........................................................................................................180 Maine Retirement File Maintenance............................................................................180 Maine Retirement Report.............................................................................................183 Qtrly. Unemployment/Tax Report ...............................................................................187

STATE OF MARYLAND ...............................................................................................189 Maryland Quarterly Unemployment Report................................................................189 Maryland Annual Retirement Report & Mag Med......................................................190

STATE OF OHIO ............................................................................................................192 Ohio Local Tax Magnetic Media.................................................................................192 Ohio PERS Report .......................................................................................................193 OH Qtr. Unemployment Rpt/Media ............................................................................195 STRS Annual Report/Mag Media................................................................................198

STATE OF PENNSYLVANIA .......................................................................................200 Quarterly Unemployment Report ................................................................................200

STATE OF TENNESSEE................................................................................................203 Tennessee Retirement Maintenance ............................................................................203 Tennessee Retirement Report ......................................................................................205 Tennessee Employment Security Report .....................................................................207

STATE OF ALABAMA ..................................................................................................209 Alabama Monthly Ret. Mag Media .............................................................................209 Alabama Employee Sec. Report ..................................................................................211

STATE OF GEORGIA ....................................................................................................213 GA Teacher Retirement Maintenance .........................................................................213 GA Teacher Retirement MagMedia ............................................................................215 GA CPI Assignment File Maint...................................................................................217 GA CPI Report & Mag Media .....................................................................................220 GA PSERS Mag Media & Report ...............................................................................222 GA CS-1 Report & Mag Media ...................................................................................224 GA Unemployment Report/Mag Med .........................................................................226

STATE OF IOWA ...........................................................................................................228 IA Qtrly. Unemployment Rpt/Med..............................................................................228 IA PERS Quarterly Rpt/Media ....................................................................................230

STATE OF NEW JERSEY..............................................................................................232 NJ Qtrly. Wage Rpt & Mag Media..............................................................................232

STATE OF VIRGINIA ....................................................................................................234 VA Qtrly Unempl Rpt & MagMedia ...........................................................................234 VA Retirement Maintenance .......................................................................................236 VA Retirement Mag Media Report .............................................................................239

STATE OF WISCONSIN ................................................................................................241 WI Retirement Annual Report & Mag Media .............................................................241

SITE-SPECIFIC FUNCTIONS .......................................................................................243 Data Extract .................................................................................................................243 California Disability Report.........................................................................................245 Pay History Report.......................................................................................................246 Age 65 Report ..............................................................................................................248 Timekeeper Interface ...................................................................................................249

Timekeeper Import.............................................................................................................................249 Timekeeper Earnings Maintenance....................................................................................................251 Timekeeper Accrual Maintenance .....................................................................................................254 Timekeeper Export File Maintenance................................................................................................256

Buffalo Specific Programs...........................................................................................259

Timesheet Export ...............................................................................................................................259 Accrual History Entry ........................................................................................................................261 Time Entry .........................................................................................................................................263

Broward Cty Sherrif’s Office.......................................................................................268 Deduction Import (Automatic Update) ..............................................................................................268 FL Local Retirement Reporting .........................................................................................................270

VENDOR CHECK PROCESSING .................................................................................272 Introduction..................................................................................................................272

APPENDIX.......................................................................................................................... I Fair Labor & Standards Act (FLSA) ............................................................................... i Void Payroll .....................................................................................................................v Setting Up EIC (Earned Income Credit) on MUNIS®................................................. vii Payroll Expense And Liability Processing .................................................................... ix Payroll Encumbrancing Procedure .............................................................................. xiv Payroll Accrual Processing......................................................................................... xvii Payroll Check Sorting............................................................................................... xxvii KRONOS Import ....................................................................................................... xxix Mid-cycle Raises..........................................................................................................xxx

RETIREMENT & STATE-SPECIFIC

Index by State

Alabama, 207 Arizona, 137 Connecticut, 17 Florida, 150 Georgia, 211 Illinois, 169 Iowa, 226 Kentucky, 23 Louisiana, 81 Maine, 178 Maryland, 187 Massachusetts, 86 Michigan, 159 Mississippi, 172 New Hampshire, 146 New Jersey, 230 New York, 107 North Carolina, 141 Ohio, 190 Pennsylvania, 198 Rhode Island, 129 South Carolina, 133 Tennessee, 201 Virginia, 232 Wisconsin, 239

MUNIS Payroll Retirement & State Specific – November 2002 7

MUNIS Toolbar

TOOLBAR INFORMATION 1

t

2

function is not available.

TIPS . On the screen, hover your mouse over the Toolbar button to display a brief description of he functionality.

. If a button is highlighted (appears in color) you can use that function. If not, that particular

Toolbar Buttons and Descriptions:

Find/Query Find/Query button. Use to create an active set of records. Enter a specific word, character, or string of characters in a field on the screen to include items with a specific value for the field. For the active set to include all values for that field, leave it blank. You can fill in as many fields on the screen as you need with find criteria. In general, the more fields you use, the smaller and more precise the active set will be. Any of the relational find symbols can be used to search for a range of values for a particular field

Ok/Accept Use this option to confirm an action. For example, when you finish an Update, use the Accept button to finish the action and to continue to the next function.

Previous Move back one record in the active set. Available when there is more than one record in the active set. When this is true, <n> of <total n> displays at the bottom of the screen; <n> being the sequence number of the currently displayed record from the active set.

Next Move to the next record in the active set. Available when there is more than one record in the active set. When this is true, <n> of <total n> displays at the bottom of the screen; <n> being the sequence number of the currently displayed record from the active set.

Browse


MUNIS Toolbar Accesses a secondary window containing a list of previously created records. You can highlight one of the lines in the list to view that record.

Add Use to create a new record in the program. When you select Add, the screen clears and the cursor is positioned at the left of the first field. The program may place zeros in numeric fields, which you can override, and default values in fields to save you keystrokes. You can change these defaults as desired. You can move from field to field by pressing enter or by clicking the field with the mouse. When the cursor is in a field, helpful information is displayed on the bottom of the screen. Some fields have an attached help list that you can view.

Update Use to maintain the record currently displayed. Data in any active field can be changed. Fields that are not active are usually part of the key to the record. The key is the field or combination of fields that uniquely identifies the record as being different from any other record. If you need to change anything in a non-active field, you must delete the record and re-add it.

Cancel Use to cancel the operation.

Output The following screen appears where you can choose how you want the information to print.


MUNIS Toolbar

Option Description

Display Opens a window and displays the report on the screen. All records in the active set are included.

Printer Routes the report to your printer. All records in the active set are included.

Spool Saves the report in a file on your computer. All records in the active set are included.

Ok/Accept Use to select an option and continue with the Output process.

Cancel Use to cancel an Output option. Printer If you have selected to Print, this field becomes

active and you can enter the printer to which you want to send the data.

Copies If you have selected to Print, this field becomes active and you can enter the number of copies to print.

Spool If you have selected to Spool, this field becomes active and you can enter the spool file name.

Landscape If active, you can select it before selecting print to have the output print in landscape mode. Landscape acts as a toggle.

Current If active, you can select this option before selecting print to print only the current record. Current acts as a toggle.

OK Proceeds with the option you have chosen. Cancel/Exit Closes the pop-up window without outputting.


MUNIS Toolbar

Exit Use this option to exit from the screen that you are in. If you are on the main screen, you return to the Menu. If you are in a secondary screen, you return to the prior screen.

Microsoft Word/ Excel Export In programs that have the new functionality, toolbar buttons will appear corresponding to Word, Excel, and Attachments. Note: MUNIS Office features are not available in all programs.

After performing a FIND, the records in the active set can then be exported to either Microsoft program by simply clicking the button corresponding to Word or Excel. For example: the active set in the screen below contains 57 records.


MUNIS Toolbar

After clicking the Excel button on the toolbar, Excel should automatically load and all 57 records are exported to Excel.

The data can now be manipulated in Excel without the danger of altering any of the data in MUNIS. Create reports, charts, Mail Merges, etc.


MUNIS Toolbar The file that is opened in Word or Excel is a Read-Only, and thus forces the user to name and place the file where they want when saving it. This file is originally written to the C:\Program Files\Fourjs\cliwtk\mutemp directory on the local PC.

Attach Attaching documents to a record or transaction can be accomplished by using the Attach button. For example, in AP Vendor Inquiry/Reports, you can use this feature to attach documents such as contracts, reviews or even attach a product and pricing list.

After Finding the desired record, simply click the Attach button to open a Browse window where you can select to View any currently attached document, or Attach a new document.


MUNIS Toolbar

To create an attachment, click the Attach button to open the standard Windows Open Dialog Box from which you can choose the desired file. (You may need to navigate to a different directory.)

Once the file is found, select it with a single click of the mouse and then click Open (or simply double click the file.) MUNIS will then prompt the user for a description of the file.


MUNIS Toolbar Enter a description and press <Enter> on the keyboard. The file will now appear in the Attachments BROWSE window, from which it can then be Viewed. (The description will appear in the left column and the file name will appear in the right.)

When attaching documents to records, MUNIS creates a copy of the document and places it in the directory specified by the MU_ATTACHMENTS environmental variable. Consequently, any changes made the original document will not appear in the attached document. When an attachment is deleted, it is deleted from the MU_ATTACHMENTS directory as well.

When Viewing an attached document, a temp file is created on the user’s PC in the C:\Program Files\Fourjs\cliwtk\mutemp directory. After the user finishes viewing the document and closes it, the temp file is deleted (unless the extension has been added to the DFIL list, see below).

Note about permissions: Permissions to access attached documents are controlled by the existing MUNIS permissions. Meaning, if a user has access to a program, then the user will have access to any attached document. The records that the user finds, however, can be controlled with GL Account Restrictions. Further permissions can be set on the document itself before attaching it.

Note about File Names If the file name in Windows is greater than 30 characters, including its file extension, you will receive an error. If the file name is already attached to the current MUNIS record, you will receive an error.

Help

Some fields have an attached help list that you can view. Use the Help option to view a list of valid options for the field that you are in.

About MUNIS Use to access more information about the program you are in.


RETIREMENT & STATE-SPECIFIC Connecticut Retirement Report State of Connecticut prretcon

MUNIS® TOOLBAR FUNCTIONS & HOT KEYS

Button Keyboard F-buttons Side Menu

Find Select "F" for Find. F1

Accept Select <Esc>. If available, use the OK option.

Previous Select "P" for Previous. F2

Next Select "N" for Next. F3

Browse Select "B" for Browse. F4

Add Select "A" for Add. F5

Update Select "U" for Update. F6

Delete Select “D” for Delete. F7

Cancel Select <Ctrl-P>. F10 If available, use the Cancel option.

Output Select "O" for Output. F11

Exit Select “E” for Exit. F8

Word Export

Excel Export

Attach

For future use.

Help Select <Ctrl-W>. F9

For future use.

About MUNIS Select <Ctrl-V>.



STATE OF CONNECTICUT

Connecticut Retirement Report This program produces a report of contributions made to the retirement system. The report consists of the Social Security Number, the employee name, month-to-date hours, month-to-date gross, and month-to-date deductions based on a user-defined reporting month/year and deduction range. The amounts are compiled from the Deduction Type records in the Employee Accumulator Table.

Screen Layout – Connecticut Retirement Report

Field Description Reporting Month/Year The month and year to be reported. Defaults to the current month

and year minus one month, but this can be overridden. Deduction Range: From/To

The deduction range to include in the report. Defaults to the last deduction range that was entered, but this can be overridden. Click Help for a list of valid entries.



Ring Menu – Connecticut Retirement Report

Define Defines the report month/year and range. If the screen default settings are already correct, proceed directly to Output.

Output Produces an 80-character report ordered by Social Security Number. Each

employee appears on the report only once (meaning that the sums that appear for the employee could be comprised of one or more Deduction Codes).

Exit Returns to the State of Connecticut menu.


RETIREMENT & STATE-SPECIFIC Connecticut Quarterly Unemployment Report/Media State of Connecticut prctunem

Connecticut Quarterly Unemployment Report/Media This program creates Magnetic Media for quarterly wages in compliance with Connecticut statutes using the 275-character record format.

Screen Layout - Connecticut Qtr Unemployment Rpt/Media

Field Description Blocking Factor State of CT recommends 25. Location Range The beginning and ending Location Codes to include in the report.

Click Help for a list of valid entries. Defaults to the previous values entered.

Report Qtr/Year The desired reporting quarter (1 - 4) and year. Use Which Wages Determines whether to report “Q”uarter-to-date wages or “Y”ear-

to-date wages. Wage Limit This limit is the maximum taxable amount per employee for the

year. Period Rate This rate is used in calculating the total remittance amount for the

period.


RETIREMENT & STATE-SPECIFIC Connecticut Quarterly Unemployment Report/Media State of Connecticut prctunem Report option Determines whether the output will be “R”eport only, “M”ag

media only, or “B”oth of the above. Employer State ID The employer state ID number. Employer FED ID The employer federal ID number. Workers Comp Range The beginning and ending Pay Type for Workers’ Comp. Click

Help for a list of valid entries. To include all, leave as defaulted. Use Employee Master unemployment tax flag?

Determines whether to exclude employees flagged as unemployment nontaxable in the EMPLOYEE MASTER FILE.

Employer Type Specifies which calculations to run since the magnetic media has two versions of output; one for taxable employers and one for reimbursable employers.

Employer Name, Address, City, State, Zip

The name and address of the employer.

Type of Employment A code for type of employment. Click Help for a list of valid entries.

Excl Earnings Fr/to The range of codes to exclude earnings. Click Help for a list of valid entries.

Ring Menu - Quarterly Unemployment Report

Define Use to change the report options from their defaults and enter the employer

name (required). Output Define must first be executed. Prints a 132 character wide report listing the

following columns: SOC SEC NO, EMP #, EMPLOYEE NAME, GROSS QTD WAGES, WORKERS COMP, and REPORTABLE QTD WAGES, along with grand totals. After printing occurs, the option to spool is available.

Exit Returns to the State of Connecticut menu.


RETIREMENT & STATE-SPECIFIC Connecticut Teacher’s Retirement Mag Media State of Connecticut prctteac

Connecticut Teacher’s Retirement Mag Media This program generates and outputs mag media files.

Screen Layout – Connecticut Teacher’s Retirement Mag Media

Field Description Reporting Month/Year Reporting month and year. If a teacher was hired in the date

range appearing in this field, his/her hire date will appear on the “TRANS” record.

Regular Contribution % Enter a user-defined percentage to be used to calculate the contribution amount properly.

Employer ID Employer ID number. Employer Name Name of employer. Male/Female Gender Code Enter the MUNIS® male/female gender code. Click Help for a

list of valid entries.


RETIREMENT & STATE-SPECIFIC Connecticut Teacher’s Retirement Mag Media State of Connecticut prctteac Location Range Primary location range. Regular Ded Range Regular contributions deduction range. Health Ded Range Health contributions deduction range. Voluntary Ded Range Voluntary contributions deduction range. Contracts Ded Range Installment post-tax deduction range.

Ring Menu – Connecticut Teacher’s Retirement Mag Media

Define Use to determine which records to include in the mag media file. Output Options are “D”isplay, “P”rint, and “Spool”. Prints a report displaying the

employee’s name, Social Security Number, FTE percentage, pensionable amount and earnable amount as well as a count of employees listed on the report and final amount totals.

Exit Return to the State of Connecticut menu.


RETIREMENT & STATE-SPECIFIC Kentucky Contract File State of Kentucky prkycont

STATE OF KENTUCKY

Kentucky Contract File

The purpose of this program is to produce a single source file for report generation. The program will be used to allow access to additional information not available to those sites not using Job/Salary F/M. The screen displays when the program is initiated.

Screen Layout - KY Contract File

Field Description Employee number, name SSN

The employee number, name and SSN. When using Add all of the fields up to “Contract Days” default from the employee number but “Group”, “Job” and “Location” can be changed.

Group The group or bargaining unit to which the employee belongs. If it is CERT, Job and Location must be completed. Click Help for a list of valid entries.

Job The Job Class code for the employee. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC Kentucky Contract File State of Kentucky prkycont Location The primary location code for this employee. Click Help for a list

of valid entries. Contract Days This field cannot be blank. Certified Grade, Step Grade is not required but if used, must also enter the step. Click

Help for a list of valid entries. Classified Hourly Rate, Hours/Days

Not required.

Ring Menu – KY Contract File

Find Use to create an active set of records. All fields are accessible. Next Move to the next record in the active set. Prev Move back one record in the active set. Browse Lists the records in the active set showing employee name, number, group, job

class, location, contract days, grade, step, hourly rate and hours per day. You can select a record by its corresponding line number. Find is not required

before Browse. Add Use to add a record for a new employee. The employee must already be set up

in Employee Maintenance. Update Use to make changes to the current record. There is no access to employee

name or number fields, group or job fields. Del Use to delete the record currently displayed on the screen. Output Prints a report for all of the employees in the active set showing the

information from the screen in columnar format. Exit Returns to the State of Kentucky menu. X-Build Use to create a contract record from existing tables. This function will also

remove any contract records that do not have a matching employee master record. For Job Class range 7000 to 7999, contract records are removed where there are no records in Job/Salary with the same Job Class. The active set will not redisplay after X-Build. Use Find or Browse.


RETIREMENT & STATE-SPECIFIC Kentucky Contract File State of Kentucky prkycont X-Build can handle employees with multiple base pay records, for the same

job, that have different hourly rates. The pay record with the highest hourly rate is selected.

Rebuild Use to rebuild the record for the employee currently displayed. This function

will remove any records for the current employee as done in the X-Build function. If it is a certified employee and the job class is not equal to the job class in the master record, the contract record is deleted. If it is a classified employee, and there are no records for the Job Class in Job/Salary that match the Job Class on the screen the contract record is deleted. The contract records are then updated as done in the build routine for all the employees but the active set does not re-display. Use Find or Browse.

Year-End When selected the following message displays, “WARNING! This process

will increase the step by 1. Are you sure you want to continue? Response (Y/N):” If you continue, all the records will have the step increased by 1.

Salary-Table Displays the following screen.

Find Use to create a set of records. Data can be entered in “Effective

Date”, “Grade/Rank” code and description fields. Next Move to the next record in the active set. Prev Move back one record in the active set. Browse Lists all of the records in the active set showing effective date,

grade/rank, group/bargaining unit, pay basis, calc code, period, MUNIS Payroll Retirement & State Specific – November 2002

25


hours per period, and hours per year. You can select a record by its corresponding line number. Find is not necessary before Browse.

Add Use to create a PSD salary table record. Records cannot be created

unless the state minimum salary tables have been loaded into this program. The following fields default from the program and cannot be changed. Group/BU = “CERT”, Calculation Code = “32”, Default Pay Periods = “18.5”, Hours/Period = “80”, Days/Year = “185”, Hours/Year = “1480” and Pay Basis = “A”.

When you enter the annual salary amount the hourly, daily, and

period rates for the step are calculated and displayed. Update Use to update the “Grade/Rank” description and the “Annual

Salary” field for the current record. Del Use to delete the current record. Output Prints a report of all the tables in the active set. Scroll Use to display the next 9 step records for the current salary table. Load Use to create the salary table from flat files. Both state minimum

and user tables can be loaded. The following pop-up window displays where you can define the type of tables being loaded, “S”tate or “U”ser, the effective date and the filename including the full path.



Each loaded record will become 3 salary tables. The rank and step combine to produce the grade field. For example a load of a rank 1 PSD salary table would produce grades 11, 12, and 13 (Rank 1 Step 1, Rank 1 Step 2, Rank 1 Step 3). The annual salaries from the loaded record are used to compute the daily salary by dividing the annual salary by 185. Step records will be created from steps 0 through 30. Each of the step records accounts for an additional year of experience.

X=Unload Use to create a file for each salary table to export. 15 tables will

be unloaded. If fewer than 15 tables exist, the remaining tables will be created. Each record output to the file will be 251 characters long. When complete the export filename and path displays at the bottom of the screen.

Generate Use an existing grade/step table (or a range of grades) to generate

new grade/step table(s) with a new effective date. When selected the following screen displays.

Exit Returns to the Contract screen.


RETIREMENT & STATE-SPECIFIC Kentucky Contract File State of Kentucky prkycont Global Use to modify the contract days, hourly rate, and hours per day en masse. You

can define up to 10 Job Class ranges that can be updated at once. When Define is complete select eXecute to process the update.


RETIREMENT & STATE-SPECIFIC CERS Monthly Report State of Kentucky prkymagm

CERS Monthly Report For each month, the employer, reporting by magnetic media, reports payroll retirement contributions for the given period. The report is comprised of the employee’s SSN, name, gross wages, the employee deduction amount, the installment amount, and the employer deduction amount. The end of the report furnishes an employee total count, and the dollar totals for the other columns.

Screen Layout – CERS Monthly Report

Field Description Pay Period Month/Year The month and year to be included on the report. Only those

paychecks with a date within the specified month and year will be included on the report.

Use Period Ending Date When “Y”, checks are selected based on period ending date rather than check date “N”. The date description in the report header reflects this decision: “Pay Period Ending” if this field is “Y” and “Check Date” if it is “N”.

Retirement Ded Code Range

The deduction code number range established in the DEDUCTION/BENEFIT MASTER Table. Example: 7000 to 7000


RETIREMENT & STATE-SPECIFIC CERS Monthly Report State of Kentucky prkymagm Installment Ded Code Range

The starting and ending Deduction Code for payment installment. Example: 7010 to 7010

Output Type The type of output “M”agnetic media, “R”eport only, or “B”oth mag media and report. When “M” is selected, the file created is called prmagmed and it is found in the standard spool directory.

Report/Media Sort The sort sequence: by “A”employee SSN, or “B”employee name.

Ring Menu – CERS Monthly Report

Define Use to define the parameters for the report. Output Prints the report. Exit Return to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC CERS Annual Report State of Kentucky prkycers

CERS Annual Report The purpose of this program is to produce the start of year and end of year CERS reports for the State of Kentucky. The program will generate a table of report information that can be maintained and then be output in the correct format.

Screen Layout - CERS Annual Report

Field Description Emp # Last, First, SSN

Employee information. When using Add the Employee Number must have an Employee Master record. All other information defaults from the Employee Number. You can create only one End of Year (Generate option “E”) CERS record per employee.

Job The employee’s Job Code. When using Add, if the combination of Employee # and Job Code already exists you cannot add the same Job Code again. If no record for the Job Code exist in Job/Salary, the following message displays, “"Warning no base pay record found for this employee/job”. Click Help for a list of valid entries. Job class code 7788 cannot be used.


RETIREMENT & STATE-SPECIFIC CERS Annual Report State of Kentucky prkycers Hourly Rate When using Add, if the Generate Option is “S”tart of Year, the hourly

rate defaults from Job/Salary; if the Generate Option is “E”nd of Year, the default is “0” and there is no entry.

Hours per Day When using Add, if the Generate Option is “S”tart of Year, the hours per day defaults from Job/Salary; if the Generate Option is “E”nd of Year, the default is “0” and there is no entry.

Contract Days Contract Days is the number of “working days” anyone in the position would work if he/she worked every day possible for that position in any fiscal year. This is used to determine the amount of service credit awarded each year. When using Add, if the Generate Option is “S”tart of Year, the Contract Days default from Job/Salary; if the Generate Option is “E”nd of Year, the default is “0” and there is no entry.

Days Worked When using Add, if the Generate Option is “S”tart of Year, the default is “0” and there is no entry. If the Generate Option is “E”nd of Year, Days Worked cannot be less than zero.

Ring Menu - CERS Annual Report

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Lists all of the records in the active set showing employee name and

number, job class, rate, hours per day, contract days and number of days worked. You can select a record by its corresponding line number. Find is not required before Browse.

Add Use to create a CERS report record. The Generate function must be run

before records can be added. Update Use to maintain the current record. Del Use to delete the current record. Output Use to print a report containing the information from the screen in columnar

format.


RETIREMENT & STATE-SPECIFIC CERS Annual Report State of Kentucky prkycers Generate Use to generate the records for this report. The following pop-up window

displays.

Field Description Generate Option Enter either “S”tart of year or “E”nd of year. CERS Deduction Range

For all deductions leave as defaulted, “0 to 9999”. Click Help for a list of valid entries.

Fiscal year Defaults to the current fiscal year but can be changed. Default Contract Days

Enter “Y”es or “N”o.

Define Use to define the criteria to select records for the report. X=Execute Use to generate the records for the report. As the generate

proceeds, a “Processing” message displays under the ring menu. If errors are detected during processing, the following message displays, “Errors occurred during the generate function. Select the Output option from this menu to print a listing. Press <RETURN> to continue.....”

Output Prints a list of errors that were detected during processing.

Currently the only error that can occur is for an employee that has a CERS deduction and does not have a contract file record.


RETIREMENT & STATE-SPECIFIC CERS Annual Report State of Kentucky prkycers

Exit Returns to CERS Report screen.

Recalc Use to re-execute the Generate function for the current employee only. Mag-Media Use to generate the ASCII file for the CERS report. The filename and path

displays at the bottom of the screen. Exit Return to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC KY Teacher Retirement State of Kentucky prretken

KY Teacher Retirement This program is run at the end of the fiscal year to produce the KTRS Employer’s Annual Report for printed, magnetic media, or diskette output. The program: • Distinguishes between contract salary and extra duties, including distinguishing sick leave

payments; • Reports days worked and provides the number of contract days in order to determine the

amount of service credit awarded each year; • Identifies members working part-time (70% or more) by including all employees in the

generate but excluding those who work less than 70% in the mag media and R-2a; • Identifies deductions, if any, other than 401(a) retirement by allowing you to enter a range of

deductions to include or exclude; • Identifies employer-matching contributions for employees in federally funded positions; • Optionally generates the report using the R-2a format.

Screen Layout – KY Teacher Retirement


RETIREMENT & STATE-SPECIFIC KY Teacher Retirement State of Kentucky prretken Field Description Emp # Last, First, SSN

Employee information.

Record Number Valid entries are : “blank” CONTRACT 2 EXTRA SERVICE 3 EXTENDED 8 SICK LEAVE P PART TIME EMPLOYEE Click Help for a list of valid entries.

Group The employee’s Group/BU Code. Click Help for a list of valid entries. Job The employee’s Job Code. Click Help for a list of valid entries. Days Paid Days for which pay was received including sick leave, annual leave,

etc. used in lieu of a workday. Days associated with final payment for annual leave, accumulated sick days, compensatory time, etc. should not be included in days paid.

Contract Days Contract Days is the number of “working days” anyone in the position would work if he/she worked every day possible for that position in any fiscal year. This is used to determine the amount of service credit awarded each year.

Dock Rate The value used to reduce an employee’s salary for each day missed without pay.

Late Entrant An employee who enters a position after the normal start-up time (within the fiscal year) for that position. Enter “Y” if the employee is a late entrant.

Salary The salary for this job class. Emp Contribution The Teachers’ Retirement contribution withheld during the fiscal year

ending June 30. Matching Gross The gross salary, subject to federal retirement contribution. Matching Contrib. The Federal Matching Contribution is the portion of the Retirement

Contribution paid from non-state (primarily federal) funds requiring the employer to submit a matching contribution.

Ring Menu – KY Teacher Retirement

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set.


RETIREMENT & STATE-SPECIFIC KY Teacher Retirement State of Kentucky prretken Browse Lists all of the records in the active set showing employee name and

number, number of days paid, contract days, contract salary and the late entrant flag. You can select a record by its corresponding line number. Find is not required before Browse.

Add Use to create a new retirement record. Update Use to maintain the current record. All but the following fields can be

maintained “Emp#”, “Last”, “First” and “SSN”. Del Use to delete the current record. Output Use to print all the records in the current set. The following pop-up window

displays.

Gen Use to generate the records for this report from the employee’s pay records from Recurring Pay. The following screen displays.


RETIREMENT & STATE-SPECIFIC KY Teacher Retirement State of Kentucky prretken

Field Description Unit number Defaults the district number for your site as specified

on the MUNIS® System Control table. Fiscal year Defaults to the current fiscal year but can be changed. Contract …file Enter “Y”es to use contract file, “N”o to use job class

ranges to construct the report. Retirement deduction from/to

Defines the range of retirement deductions to include in the report. Both fields, from and to require a deduction code. Click Help for a list of valid entries.

Job Class from/to

No entry to Job Class ranges if “Contract…file” is “Y”. Up to 10 Job Class ranges can be entered. Click Help for a list of valid entries.

Contract days Not required. Further narrow the report definition by including specific contract days.

Define Use to define the criteria used to generate the KTRS retirement

records from Recurring Pay. X=Gen Use to generate the report. As the generate proceeds, a

“Processing” message displays under the ring menu. Clear Deletes all of the information in the file. Before proceeding, the

following message displays, “WARNING!!!! This function will delete all information from this file. Continue (Y/N):”

Exit Returns to KTRS Report screen.

Mag-Media Use to generate the magnetic output file for the report. The filename and path displays at the bottom of the screen.

R-2a Use to print the KTRS report in the R2-A format, which also prints the total

contribution and the total matching contribution. X=Recalc Use to re-execute the X-Gen function for the current employee only. Exit Return to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC PSD Report/Magnetic Media State of Kentucky prkypsdr

PSD Report/Magnetic Media The program produces a start of school year report and magnetic media file. The following requirements must be met for an employee to be generated into the Kentucky Professional Staff Data Report. Employee pay records or KY Contract File must indicate a Summary Job Class that falls between 0010 and 3999, 5000 and 5999, or 9000. Employee pay records or KY Contract File must have the Group/BU “CERT”. Employees whose Inactive Date or Terminated Date from the EMPLOYEE MASTER FILE is on or before the Effective Date (July 1 if default kept) will not generate into the report.

Screen Layout – PSD Report/Mag Media


RETIREMENT & STATE-SPECIFIC PSD Report/Magnetic Media State of Kentucky prkypsdr Field Description Emp # Last, First, SSN

Employee information. When using Add, the Employee Number must have an Employee Master record. All other information defaults from the Employee Number.

Group/BU The Group/BU codes CERT must exist on the Group Code Table. To appear on the report, each employee must have a Group/BU Code CERT in Employee Maintenance.

Job Class The employee’s job code. When using Add, if the combination of employee # and job code already exist you cannot add the same job code again. If no record for the job code exists in Job/Salary F/M a warning message displays, “Warning no base pay record found for this employee/job”. Click Help for a list of valid entries.

Location The Location Code for this employee. Cannot be blank. Object Defaults from Job/Salary F/M. Project Defaults from Job/Salary F/M. Fund Defaults from Job/Salary F/M. Gender Defaults from the EMPLOYEE MASTER FILE and cannot be changed. Race The EEO ethnic code. Defaults from the EMPLOYEE MASTER FILE and

cannot be changed. Error Count Displays the number of errors associated with the employee record.

For example, if two errors are found during the Generate process, the number “2” will display in the field. If no errors occur, “0” (zero) will display, etc. Records with an Error Count greater than 0 will write to the magnetic media file, as will the Error Count itself. If errors have been corrected, the error level on an employee’s records will be set to “0” after a Clear and Generate or a Recalc. Possible PSD error messages: 4 error reading employee master (Error reading data from the EMPLOYEE MASTER FILE) 5 error reading GL master (Error selecting data for that combination of employee,

bargaining unit, job class, location, and project) 6 error reading salary table (Error reading data from the salary table) 12 no gender (Gender field not populated on EMPLOYEE MASTER FILE)



13 no race code (EEO Ethnic Code field not populated on EMPLOYEE MASTER FILE). 14 non-standard salary table (Salary table for job class in the range 0010 to 3999 does not

correspond to the State’s naming standards for Salary Table Grades: valid grades are 11, 12, 13, 21, 22, 23, 31, 32, 33, 41, 42, 43, 51, 52, and 53)

15 no job summary class (Job class associated with employee does not have the Summary

Class field populated. Employees with this error will NOT come into PSD maintenance screen at all.)

16 invalid group/summary job/object (Combination of Group/BU, Summary Job Class, and Pay

Object code not valid: Group/BU must be “CERT”; Summary Job Class between 0010 and 3999, 5000 and 5999, or 9000; and Pay Object code between 0110 and 0120)

Calc Code Not required. Tied to EMPLOYEE JOB/SALARY F/M. Grade/Step Defaults from Job/Salary F/M or from KY Contract File when there is

no Job/Salary record. FTE Percent Defaults from Job/Salary F/M. Alloc Percent Defaults from Job/Salary F/M. Annual Salary Required. Must be greater than zero. Employee Status Defaults from the employee record and there is no access.

Ring Menu – PSD Report/Mag Media

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move back one record in the active set. Browse Lists all of the records in the active set showing employee number, name,

sex, race, grade and step. You can select a record by its corresponding line number. Find is not required before Browse.


RETIREMENT & STATE-SPECIFIC PSD Report/Magnetic Media State of Kentucky prkypsdr Add, Update, Delete Data errors discovered during the Generate may be corrected by manually

with Add, Update or Delete. You would not Generate again after manually editing PSD records, because the data would be deleted and generated back in, overwriting the edits. Manually editing records will not zero out the “Error Count”; you can do this with X=Override.

Output When selected the following screen displays where you can select the sort

order for the report.

Generate Use immediately after Clear. To generate the records of the report. The

following screen displays.

Field Description School Year This is the year that will write to the magnetic media file

when it is created. Effective Date The program will default an effective date of July 1 of

the current year. You can override this.

Define Enter the “School Year” and “Effective Date”.



X=Execute Use to process the selected records for the report. If errors are

discovered during X=Execute a pop-up window will display with the message, “Errors occurred during the generate function. Select the Output option from this menu to print an error listing. Press <RETURN> to continue...”

Output Use to print the list of errors discovered during X=Execute. You

must Output the Errors Report before exiting the Generate screen; otherwise, another generate will be required to access the Errors Report again.

Exit Returns to the Professional Staff Data Report screen.

Recalc Use to execute the Generate process for the current employee only after you

had corrected an error. Mag-Media Use to generate the ASCII file for the PSD report. The file will be created and

the spool path and file name will be displayed at the bottom of the screen. Clear When you are going to create the report, you should begin the process by

selecting this option. This will delete all existing records from the PSD file; any manual updates that had been made to records will be gone.

X=Override Use to set the error flag field to “0” for the current record to indicate that you

have chosen to override the error condition. Salary-Table Displays the 2scr of Salary Table F/M on the Personnel File Maintenance

menu. It is also available in Kentucky Contract File. See page 25. Exit Return to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC CSD Report/Magnetic Media State of Kentucky prkycsdr

CSD Report/Magnetic Media The purpose of this program is to produce a start of school year report and magnetic media file for the State of Kentucky. The program will generate a table of report information that you can maintain and then output in the proper format. It will retrieve data from the EMPLOYEE JOB/SALARY F/M program whenever possible, and will only rely on KY CONTRACT FILE when necessary. The following requirements must be met for an employee to be generated into the CSD Report/Mag Media. Employee pay records or KY Contract File must indicate a Summary Job Class that falls between 7000 and 7999 (but not 7788 or 7999). Employee pay records or KY Contract File must have the Group/BU “CLAS”. Employees whose Inactive Date or Terminated Date from the EMPLOYEE MASTER FILE is on or before the Effective Date (July 1 if default kept) will not generate into the report.

Screen Layout - CSD Report/Mag Media




Employee information. When using Add, the Employee Number must have an Employee Master record. All other information defaults from the Employee Number.

Group/BU The Group/BU codes CERT must exist on the Group Code Table. To appear on the report, each employee must have a Group/BU Code CERT in Employee Maintenance.

Job Class The employee’s job code. When using Add, if the combination of employee # and job code already exist you cannot add the same job code again. If no record for the job code exists in Job/Salary F/M a warning message displays, “Warning no base pay record found for this employee/job”. Click Help for a list of valid entries.

Location The Location Code for this employee. Cannot be blank. Race The EEO ethnic code. Defaults from the EMPLOYEE MASTER FILE and

cannot be changed. Gender Defaults from the EMPLOYEE MASTER FILE and cannot be changed. Pay Basis Not required. Tied to the EMPLOYEE JOB/SALARY F/M program. Error Displays the number of errors associated with the employee record.

For example, if two errors are found during the Generate process, the number “2” will display in the field. If no errors occur, “0” (zero) will display, etc. Records with an Error Count greater than 0 will write to the magnetic media file, as will the Error Count itself.

Calc Code Not required. Tied to EMPLOYEE JOB/SALARY F/M. FTE Percent Defaults from EMPLOYEE JOB/SALARY F/M. Alloc Percent Defaults from EMPLOYEE JOB/SALARY F/M. Contract Days This is the number of working days anyone in the position would work

if he/she worked every day possible for that position in any fiscal year. This is used to determine the amount of service credit awarded each year. Required field; must be greater than zero.

Hourly Rate Required. Hours Per Day Required Annual Salary Required. Must be greater than zero.

Ring Menu - CSD Report/Mag Media

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set.


RETIREMENT & STATE-SPECIFIC CSD Report/Magnetic Media State of Kentucky prkycsdr Browse Lists all of the records in the active set showing employee name and

number, job class, location, rate, hours per day, contract days and salary. You can select a record by its corresponding line number. Find is not required before Browse.

Add, Update, Delete Data errors discovered during the Generate may be corrected by manually

with Add, Update or Delete. You would not Generate again after manually editing PSD records, because the data would be deleted and generated back in, overwriting the edits.

Output Use to print a report containing the information from the screen in columnar

format. You can select the following sort options: A. Soc Sec #

B. Employee Name C. Loc/Employee Name.

Generate Use to generate the records for this report. The following pop-up window

displays.

Field Description School Year This is the year that will write to the magnetic media file

when it is created. Effective Date The program will default an effective date of July 1 of

the current year. You can override this.

Define Enter the “School Year” and “Effective Date”. X=Execute



Use to process the selected records for the report. If errors are discovered during X=Execute a pop-up window will display with the message, “Errors occurred during the generate function. Select the Output option from this menu to print an error listing. Press <RETURN> to continue...”

Output Use to print the list of errors discovered during X=Execute. You

must Output the Errors Report before exiting the Generate screen; otherwise, another generate will be required to access the Errors Report again. The following is a list of error definitions: POSSIBLE CSD ERROR MESSAGES: No summary job defined (No Summary Class defined for Job Class associated with the employee’s pay. If this error exists on the CSD Error Report, that employee will not be pulled into CSD Report Generator maintenance screen or onto Mag Media; the error(s) must be resolved in the Job Class Code and the CSD generated again.) Not an active employee (Error reading the Employee Master File) Job with zero contract days (Day-Unit/Yr not populated in employee pay record; if no employee pay record exists, then zero Contract Days in KY Contract File) Job with zero hourly rate (Hourly Rate not populated in employee pay record; if no employee pay record exists, then no hourly rate exists in KY Contract File) Job with zero hours per day (Hrs/Day not populated in employee pay record; if no employee pay record exists, then Hours per Day in KY Contract File not populated) Missing gender (Gender field not populated on Employee Master) Missing race (EEO Ethnic Code field not populated on Employee Master) Duplicate SSN



(More than one employee record in this report with same SSN) Invalid BU/Job Class/Object Code (Not a valid combination of Bargaining Unit/ Job Class/ or Object Code. Valid combination would be BU=CERT, Summary Job Class between 7000 and 7999 [but not 7788 or7999], and Object Code between 0130 and 0170) Yearly Hours > 2080 (Employee hours shall not exceed 260 days * 8 hrs/day, or 2080 hours in a year for a single Employee/Job Class combination)

Exit Returns to CSD Report screen.

Recalc Use to re-execute the Generate function for the current employee only. Mag-Media Use to create the ASCII file for the CSD report. The filename and path

displays at the bottom of the screen. Exit Return to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC KY Workers’ Comp Report State of Kentucky prkywcmp

KY Workers’ Comp Report The purpose of this program is to generate/report the Kentucky School Board’s Insurance Trust Workers’ Compensation Report.

Screen Layout – KY Workers’ Comp Report


Employee information. The Employee number must exist in the EMPLOYEE MASTER FILE.

Location This is the primary location for the employee and comes from the EMPLOYEE MASTER FILE.

Year Defaults to the year specified on the Generate screen. Record The first record for an employee will always be “0”. The second record will

always be “1”, etc. Job The Job Class code. Click Help for a list of valid entries. Risk Code The Risk Code. Click Help for a list of valid entries. Salary The employee’s annual salary for this job.


RETIREMENT & STATE-SPECIFIC KY Workers’ Comp Report State of Kentucky prkywcmp Error Status After Generate has processed, error code numbers will display in this field.

Any of the follow error codes could display: Code Description ---------- -------------------------------------- 1 No Risk Code 2 No Job Class 4 Job Class is 1

8 Earnings < zero These errors can be corrected using Update before the final report is printed.

Ring Menu – KY Workers’ Comp Report

Find Use to create an active set of records. Access is available to all fields. Next Move to the next record in the active set. Prev Move back one record in the active set. Browse Lists the records in the active set showing employee name and number,

Location, year, record, job class, risk code, salary and error flag. You can select a record by its line number. Find is not required before Browse.

Add Use to create new Workers’ Comp records. You cannot Add a new record

until you have first built the table with Generate. Update Maintenance can be done on the current record. Access is available to the

following fields “Job”, “Risk Code” and “Salary”. Update is used to correct any errors discovered during Generate.

Del Use to delete the current record. Output Use to print all records in the current set using any of the following sort

sequences: A) Employee #, Risk Code B) Risk Code, Employee # C) Location, Risk Code, Employee # D) Location, Employee #, Risk Code


RETIREMENT & STATE-SPECIFIC KY Workers’ Comp Report State of Kentucky prkywcmp Clear Use to delete all of the current records. It is necessary to do this prior to

Generate. Generate Use to build the table for the report. When selected, if any records are found

the following message displays, "Workers’ Compensation table must be 'C'leared before 'G'enerating."

If there are no records found or when the records found have been cleared, the screen below displays.

Define Enter the year that you wish to use to generate records for the Workers’ Compensation Report. If there are any Payrolls or Pay Types to exclude, these are entered on this screen.

X=Execute Use to generate the records. When complete, if any errors were

found the following message displays, “Errors occurred during the generate function. Select the Output option from this menu to print a listing. Press <RETURN> to continue...”

Output Prints the records in the active set. Exit Returns to the Maintenance screen.

Report Use to produce the Workers Compensation Audit Report. Exit Returns to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC Health Insurance Parameters State of Kentucky prhlparm

State of Kentucky Health Insurance

Health Insurance Parameters This program holds the basic information, consisting primarily of defaults used on the Insurance Rate Table and in Health Insurance Enrollment Maintenance. There is one record.

Screen Layout – Health Insurance Parameters

Field Description Months of Coverage The standard number of months for insurance coverage. Must be 1-12. Number of Deduction Cycles

The standard deduction periods, 1 - 48.

External Premium The amount of the monthly premium paid outside of MUNIS®. Employer Premium The amount of the monthly premium paid by the employer. Flex Spending Vendor

If a vendor is entered, it must exist in Payroll Vendors or in Vendor Maintenance in Accounts Payable. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC Health Insurance Parameters State of Kentucky prhlparm Cycles Per Month The times the deduction is taken each month. Must be 1, 2, or 4. Liquidation Cycles Number of cycles until escrow balance is liquidated. Employees who

do not get paid during the summer can escrow their insurance payments. The field ” Esc-Liq Cycles” must be completed in Enrollment Maintenance.

Flex Calculate Amount

Amount used for calculation of flex spending amount.

Ring Menu – Health Insurance Parameters

Update Use to setup and maintain the parameter record. Output Prints the parameter record. Exit Closes the program and returns to the Kentucky Health Insurance menu.


RETIREMENT & STATE-SPECIFIC County Coverage Maintenance State of Kentucky prctyins

County Coverage Maintenance The specific insurance carriers and plans that each county offers are set up in this program, one record per county. Usually, this information is supplied by the county and can be imported to the table. This information is used when new employees are added to Health Insurance Enrollment Maintenance. If the combination of county, carrier and plan exist in this table, it is a valid insurance coverage option and will be accepted on the Enrollment Maintenance screen.

Screen Layout - County Coverage Maintenance

Side Menu – County Coverage Maintenance Output Prints the records in the active set. A pop-up window offers the following sort

options.


RETIREMENT & STATE-SPECIFIC County Coverage Maintenance State of Kentucky prctyins

Import Use to specify an ASCII import file. The screen below displays.

Define Specifiy the input path and filename and the import option –“C”omplete rebuild or “P”artial import.

Import Initiates the import. If “C” is selected a pop-up warning message

displays and asks you if you choose to delete the existing table and completely rebuild it from the import file.

When the import is complete “Records loaded” displays at the

bottom of the screen. Exit Returns to the County Verification Table.

Exit Closes the program and returns to the Kentucky Health Insurance menu.


RETIREMENT & STATE-SPECIFIC Insurance Premium Maintenance State of Kentucky prprmium

Insurance Premium Maintenance

This program contains monthly premium information for each insurance carrier, plan, coverage and level. The information is used for creating and maintaining employee health insurance enrollment records. From this table, the deduction amount is calculated. If an existing record is changed, you must select Z=Update-Deds in Insurance Enrollment Maintenance to update the employee records affected by this change.

Screen Layout – Insurance Premium Maintenance

Field Description Carrier The insurance carrier code must exist in Miscellaneous Codes in the

group INSU. Click Help for a list of valid entries. Plan The insurance plan code must exist in Miscellaneous Codes in the group

INSP. Click Help for a list of valid entries. Coverage The insurance coverage code must exist in Miscellaneous Codes in the

group INSC. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC Insurance Premium Maintenance State of Kentucky prprmium Level The insurance level code must exist in Miscellaneous Codes in the group

INSL. Click Help for a list of valid entries. Effective Date The effective date of this insurance premium record. Pre-tax Deduction Post-tax Deduction

Use either Pre-tax or Post-tax deduction but not both. The one that is not used will automatically be “0”. The deduction code entered must exist in the DEDUCTION/BENEFIT MASTER file and have a calc code of 22. Click Help for a list of valid entries.

Total Monthly Premium

The total amount of the monthly premium.

External Premium Share of the monthly premium paid by outside source. Defaults from the Health Insurance Parameters but can be changed.

Employer Premium

Employer's share of the monthly premium. Defaults from the Health Insurance Parameters but can be changed.

Employee Rate Employee's share of the monthly premium. This is determined by subtracting the external and employer premiums from the total monthly premium.

Toolbar Menu – Insurance Premium Maintenance

See page 8 for more information on Toolbar buttons. Browse Lists all of the records in the active set. Find is not required before Browse.

You can select a record by its line number.


RETIREMENT & STATE-SPECIFIC Insurance Premium Maintenance State of Kentucky prprmium Output Prints the premium tables. When selected a pop-up window offers the

following sort options. A sample report is shown below.

Side Menu – Insurance Premium Table

Import Use to specify an ASCII import file. The screen below displays.

Define Specifiy the input the path and filename and the import option –“C”omplete rebuild or “P”artial import.

Import Initiates the import. If “C” is selected a pop-up messages warns,


RETIREMENT & STATE-SPECIFIC Insurance Premium Maintenance State of Kentucky prprmium

When the import is complete “Records loaded” displays at the bottom of the screen.

Exit Returns to the Insurance Rate Table.

Mass-Update Get external and employer rates from Health Insurance Parameters. This option performs a mass update of the “External Premium”, “Employee Premium” and “Employee Rate” fields for all of the records in the active set. When selected, the pop-up window displays.

Exit Returns to the Kentucky Health Insurance menu.

Sample Output mm/dd/yyyy CITY/TOWN OF AMERICA PAGE <<< hh:mm:ss HEALTH INSURANCE PREMIUMS prprmium EFFECTIVE EMPE EMPR XTRN TOTAL PRE-TX POST-TX CARR PLAN COVR LEVL DATE RATE RATE RATE RATE DED DED ---- ---- ---- ---- ---------- ------- ------- ------- ------- ---- ---- xxxx xxxx xxxx xxxx mm/dd/yyyy ###&.&& ###&.&& ###&.&& ###&.&& #### #### xxxx xxxx xxxx xxxx mm/dd/yyyy ###&.&& ###&.&& ###&.&& ###&.&& #### #### xxxx xxxx xxxx xxxx mm/dd/yyyy ###&.&& ###&.&& ###&.&& ###&.&& #### #### xxxx xxxx xxxx xxxx mm/dd/yyyy ###&.&& ###&.&& ###&.&& ###&.&& #### #### ** END OF REPORT **


RETIREMENT & STATE-SPECIFIC Enrollment Maintenance State of Kentucky prhltins

Enrollment Maintenance This program is used to maintain employee health insurance enrollment records. It displays monthly and per-check premium values. These values are recomputed and redisplayed when you make changes to them. The R=Advice option prints an “advice of coverage” that contains enrollment information for an individual employee. The Text option provides a place to enter comments specific to an individual record. The X=Export option produces an ASCII file for each record in the active set. The Z=Update-Deds function is used to update the Employee Deductions table based on the enrollment data.

Screen Layout –Enrollment Maintenance


RETIREMENT & STATE-SPECIFIC Enrollment Maintenance State of Kentucky prhltins Field Description Emp # The employee number from EMPLOYEE MASTER FILE MAINTENANCE.

When adding a record, click Help for a list of valid entries. First, MI, SSN Default from the Employee number and there is no access. Loc Employee primary location defaults from EMPLOYEE MASTER FILE

MAINTENANCE. Change Date Defaults to today’s date for Add or Update and there is no access, except

for Find. Effective Date The effective date of the health insurance policy. During Add or Update,

the “Monthly Premium”, State Contrib”, and “Employer Contrib” display from the Insurance Premium Table. If nothing in the Insurance Premium Table matches the carrier, plan, coverage and level combination entered, a message displays and you cannot continue, “No premium record found for this carrier/ plan/cov/ lev/ effdate.”

Home County This is informational only. The county code must exist Miscellaneous Codes in the group CNTY. Click Help for a list of valid entries.

Waive Coverage “Y” if coverage is waived; “N” if not. During Add or Update, if “Y”, the amount in “External Premium” in Health Insurance Parameters displays in “State Contrib” and the next active fields are “Day Phone” and “Flex Spending”.

Health Ins Term Health insurance terminated date. The date that health insurance coverage ended for an employee, which is the last day of the month.

Plan County The county code must exist in Miscellaneous Codes in the group CNTY. Click Help for a list of valid entries. During Add or Update, the combination of County, Carrier and Plan must exist in the County Coverage Maintenance or you cannot continue. Note: An employee can choose a plan available from the county where they work or the county where they live.

Carrier The insurance carrier code must exist in Miscellaneous Codes in the group INSU. Click Help for a list of valid entries.

Plan The insurance plan code must exist in Miscellaneous Codes in the group INSP. Click Help for a list of valid entries.

Coverage The insurance coverage code must exist in Miscellaneous Codes in the group INSC. Click Help for a list of valid entries.

Level The insurance level code must exist in Miscellaneous Codes in the group INSL. Click Help for a list of valid entries.

EE Term Date If there is an employee termination date populated on the 2nd screen of EMPLOYEE MASTER FILE MAINTENANCE, it will display in this field. There is no access.

Ded Start The start date for the deduction. Day Phone Not required. The employee’s phone. Pre-Tax “Y” this is a pre-tax deduction; “N” not a pre-tax deduction. If the “Pre-



tax Deduction” field on the Insurance Premium Table is “0”, this field is “N” and there is no entry.

Escrow Run May be left blank. If an Escrow Run code is entered it must exist in Miscellaneous Codes in the group RUNC. Click Help for a list of valid entries.

Months Covered Defaults from Health Insurance Parameters but can be changed. Tot Ded Cycles Defaults from Health Insurance Parameters but can be changed. Esc-Liq Cycles No entry unless there is an entry in “Escrow Run”. Number of cycles

until the Escrow balance is liquidated. Defaults from Health Insurance Parameters but can be changed.

Cycles/Month Number of times the deduction is taken each month. Defaults from the Health Insurance Parameters but can be changed. Must be 1, 2 , or 4.

Monthly Premium Defaults from the Insurance Premium table based on the carrier, plan, coverage and level combination entered.

State Contrib Defaults from the Insurance Premium table based on the carrier, plan, coverage and level combination entered. If there is a cross-reference entry this amount is doubled.

Employer Contrib Defaults from the Insurance Premium table based on the carrier, plan, coverage and level combination entered.

Per Check Amt The per-check amount is calculated by dividing the Employee Rate on the Insurance Rate Table by the number of deduction cycles per month.

Per Check Escrow If the field “Escrow Run” is not blank, The amount of escrow per check is calculated and entered in this field.

Flex Spending “Y” if there is a flex-spending amount to be calculated, otherwise, set it to “N”. If the state contribution is greater than the monthly premium, the employee can choose to use the leftover portion for flexible spending. This amount is sent to the flexible spending vendor who handles all of the paperwork and processing.

Flex Vendor If the field above is “N”, there is no entry. If the field above is “Y”, this defaults from Health Insurance Parameters and cannot be changed.

Flex Spend Amt If “Flex Spending” is “N”, this is “0”. If “Flex Spending” is “Y” this amount is calculated using the following formula (state contribution + employer contribution) – monthly premium. If the monthly premium is greater than the sum of the state and employer contribution this amount is “0”. If there is a cross-reference entry, this amount is halved.

Cross Reference Data: 1. The employee may have a spouse who also works for the State. If the spouse is entered as

a cross-reference employee, each pays half of the plan premium. 2. The cross-reference may be the same employee if the employee is retired but works part-

time. The State gives the employee two times the state contribution. The flexible spending amount, if there is one, would not be halved.


RETIREMENT & STATE-SPECIFIC Enrollment Maintenance State of Kentucky prhltins SSN The Social Security Number of the spouse who is also an employee of

KDE, though not necessarily the same county. If this field is blank, there is no access to “Name” and “County”. If there is a flex amount, and there is not already a cross-reference for this record, there is no access to this field.

Name The name of the cross-reference. County The county code for the cross-reference. The county code must exist in

Miscellaneous Codes in the group CNTY. Click Help for a list of valid entries.

Toolbar Menu – Insurance Premium Maintenance

See page 8 for more information on Toolbar buttons.

Browse Lists all of the records in the active set. Find is not required before Browse.

You can select an enrollment record by its line number.

Side Menu - Enrollment Maintenance

R=Advice Produces an “advice of coverage” for the current record. If there is any text

information, it prints directly above the "Signature" section. Text Displays a screen where text can be entered and maintained for the current

enrollment record.



X=Export Creates an ASCII record for the employees in the active set. The path and

filename display at the bottom of the screen. Z=Update-Deds Enrollments and changes to coverage must be followed up with this option to

create/update the DEDUCTION/BENEFIT MASTER records.



Define Use to specify if you want to show the employee and employer limits on the DEDUCTION/BENEFIT MASTER record. If “Y”, the “Employee Rate” and the “Employer Rate” from the Insurance Premium Table are used to fill the “Employee Limit” and “Employer Limit” fields.

You can delete or inactivate the old employee deduction. Delete works in the usual manner. If inactivating, you must give a date that becomes the end date for the deduction. The deduction, either pre- or post-tax, is added to the employee DEDUCTION/BENEFIT MASTER with the amount being the pre-check amount. If the state and employer contribution is greater than the monthly premium, the employee pays nothing and so, no deduction record is created.

Output-Post Prints a proof list and then you can post the health insurance

records to DEDUCTION/BENEFIT MASTER. After the list has printed the following pop-up window presents the

message below.

“Yes” initiates the update. If there are errors that were not corrected after the proof was printed, the following message displays. You will need to correct the errors before you can complete the Post.



Exit Returns to the Health Insurance Enrollment Maintenance screen.

Copy This option creates a copy of the current record in the active set. The copy will be an exact replica of the record, however you must change the “Effective Date” and “Ded Start” fields. When selected, the following screen displays.

Global Copy This option allows you to create new health insurance enrollment records for all of the employees in the active set at once. When selected the following screen appears.

Exit Returns to the Kentucky Health Insurance menu.


RETIREMENT & STATE-SPECIFIC Remittance Maintenance State of Kentucky prhlrmit

Remittance Maintenance From this program, monthly remittance files for each health insurance carrier and the Department of Finance are created.

Screen Layout – Remittance Maintenance

Field Description Emp # The employee number from EMPLOYEE MASTER FILE MAINTENANCE. When

adding a record, click Help for a list of valid entries. First, MI, SSN Default from the Employee number and there is no access. Year The year of the remittance. Month The month of the remittance. 1-12. Waived “Y” if coverage is waived; “N” if not.


RETIREMENT & STATE-SPECIFIC Remittance Maintenance State of Kentucky prhlrmit Carrier The insurance carrier code must exist in Miscellaneous Codes in the group

“INSU”. Click Help for a list of valid entries. Plan The insurance plan code must exist in Miscellaneous Codes in the group

“INSP”. Click Help for a list of valid entries. Coverage The insurance coverage code must exist in Miscellaneous Codes in the

group “INSC”. Click Help for a list of valid entries. Level The insurance level code must exist in Miscellaneous Codes in the group

“INSL”. Click Help for a list of valid entries. Comment Insurance Remittance Comment from Miscellaneous Codes “INCO”. Click

Help for a list of valid entries. This code tells the Division of Finance the reason for any discrepancy between what was paid and what should have been paid.

Cross Reference Flag

Does this employee have a cross-reference in Insurance Enrollment Maintenance? (Y/N)

EE Term Date If there is an employee termination date populated on the 2nd screen of EMPLOYEE MASTER FILE MAINTENANCE, it will display in this field. There is no access.

Health Insurance Term Date

The health insurance terminated date. The date that health insurance coverage ended for an employee. When the remittance magnetic media file is created, this date is used to determine if the employee should be included in the file. If the health insurance termination dated is on or before the reporting month, the employee is not included. This date will also appear on the Advice of Coverage as “Terminated”.

Current Amount The current amount of the premium. Arrears Amount When an employee pays more than the premium in one month to make up

for a shortage from another month, the extra amount is entered in this field. Any amount paid in excess of the monthly premium is automatically entered in this field. If there is an amount entered here, you need to enter the appropriate code in “Comment”.

Total Amount The total amount paid. (Calculated field) Flex Vendor Only required if there is a flexible-spending amount. Defaults from Health

Insurance Parameters but can be changed. Click Help for a list of valid entries.

Flex Amount Amount for flexible spending.

Ring Menu – Remittance File Maintenance Find Creates an active set of records. Next Move to the next record in the active set.


RETIREMENT & STATE-SPECIFIC Remittance Maintenance State of Kentucky prhlrmit Prev Move back one record in the active set. Browse Lists all of the records in the active set, showing Year, Month, Employee No.,

Name, Carrier, Plan, Coverage, Level, and Current Amount. Find is not required before Browse.

Add Creates a new Remittance record. Necessary only when an employee has been

left out of the Generate. Update Use to maintain the current record. The first entry field is “Waived”. Delete Deletes the record currently displayed. To delete the entire month’s worth of

records, use Z=Purge. Output Produces the magnetic media file or a paper report.

Define Specify the output year and month, your group and your district ID. You can choose to insert a page break at the end of an insurance carrier.



Report Produces a report, grouped and totaled by carrier. Offers the following sort order.

Mag-Media Creates the remittance files, one for each unique carrier plus one

for the Dept. of Finance that includes all employees. You can find the files in the spool directory. Carrier files will be

named kyhlccnn, where cc represents the first two characters of the carrier code and nn is a one-up number. The Department of Finance file will be named kyhlfinn. A file containing the mag media file names for each carrier will also be listed. It is called prhlrnn.

If discrepancies are found within the remittance file, the following

message displays,

Choosing “Y”es will allow you to generate a report just as if you were conducting a standard output.



Generate Begin the monthly remittance process by populating the table by selecting Generate.

Define Enter the year and month for which you want to generate records into the remittance file. Select a “Generate Option”- either A = From Monthly Accumulators or H = From Payroll History.



Give the range of payroll dates to include and, if there are any payrolls within that range to exclude, define those by run and warrant.

X=eXecute Inserts the records into Remittance Maintenance so that processing

can begin. When finished, posts the message, “All records for year yyyy and month n have been successfully generated.”

Exit Returns to the Remittance Maintenance screen.

Z=Purge Removes the records for the month after the reports have printed and the magnetic media files have been created.

Define Specify the year and month to be purged.

X=Execute Deletes the records from Remittance Maintenance for the year and

month selected. Before proceeding, a warning screen displays for confirmation.

When the purge is done, a confirmation message is posted, “All records for year yyyy and month n have been successfully purged.”

Exit Returns to the Remittance Maintenance screen.

Exit Closes the program and returns to the Health Insurance menu.


RETIREMENT & STATE-SPECIFIC Kentucky Earnings Report State of Kentucky prkyearn

Kentucky Earnings Report This program will print reports containing the total detail of employee wages and deductions based on a user-defined range of data.

Screen Layout – Kentucky Earnings Report

Field Description Check Date Check date range on the report. Employee Employee number range to be included on the report. Leave default to

include all employees. Location Primary location range. Org Primary Org range. Report Sort Order “N” – Employee name, “E” – Employee number, “S” – Social Security

Number or “L” – Location/Name. Job Class Description “S”hort or “L”ong Job Class description. Deduction Ranges: Enter the applicable deduction code ranges for options 1 – 11. If a

range for a specific deduction is lefty empty, the fields will default to “0” (zero).


RETIREMENT & STATE-SPECIFIC Kentucky Earnings Report State of Kentucky prkyearn

Ring Menu – Kentucky Earnings Report

Define Define the parameters of the earnings report. Rpt-Options When selected, Rpt-Options displays the following screen.

Output Produces the Kentucky Earnings Report. Options are “D”isplay, “P”rint, and

“S”pool. Exit Returns to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC KY Unemployment Rpt/Mag Media State of Kentucky prkyunem

KY Unemployment Rpt/Mag Media This program produces a quarterly wage magnetic media file that is submitted to the Kentucky Division of Unemployment Insurance. The program also produces a report that can be sent along with the magnetic media file. You can choose to print a summary report, which just shows totals, or a detailed report listing SSN, Name, Qtr wages, etc.

Screen Layout – KY Unemployment Rpt/Mag Media

Field Description Quarter/Year Required. The quarter must be 1-4, and the year must be greater than

1990. This information will print on the top of the report. Report Option Required. Enter “D”etail for a detailed report, or “S”ummary for just

the totals. Sort Option Required. Enter “S” to sort the report by employees’ SNN numbers, or

“N” to sort the report by employees’ last names. Location/ to Not required. Leave the default to include all employees, or search for a

particular group by entering a specific to/from range. Org/ to Not required. Leave the default to include all employees, or search for a

particular group by entering a specific to/from range.


RETIREMENT & STATE-SPECIFIC KY Unemployment Rpt/Mag Media State of Kentucky prkyunem Taxable Limit Required. Enter the taxable wage limit. The number can be no less than

zero. Tax Rate % Required. Enter the tax rate percentage. The number can be no less

than zero. Exclude Pays/ to Not required. Enter a range of excluded pay types. Leave the default to

include all ranges. Exclude Deds/ to Not required. Enter a range of excluded pay deductions. Leave the

default to include all ranges.

Ring Menu Options – KY Unemployment Rpt/Mag Media

Define Define the parameters of the report. Output Use this option to (D)isplay, (P)rint or (S)pool the report, or to switch to

(L)andscape or (C)urrent. X=Employer-Info This options allows you to define employer specific information. This

information is defaulted and does not need to be defined each time, as it is unlikely that the information will change.

Exit Returns to the State of Kentucky menu.


RETIREMENT & STATE-SPECIFIC KY New Hire Report/Mag Media State of Kentucky prkyunem

KY New Hire Report/Mag Media This program allows you to Define a “Hire Date” range, then produce a report for all employees hired within that range. A mag media file is also created which can be sent to a designated state agency. The file contains basic employee information such as name, address, Social Security Number, birth date and some employer information. Built into the report is an error check that verifies the fields that are required for the mag media file actually exist for the employee. If errors exist, you can produce an error report. The mag media file cannot be created until all errors have been resolved.

Screen Layout – KY New Hire Report/Mag Media

Field Description Hire Date/ to The hired date range from the “Hired” field on the 2scr on EMPLOYEE

MASTER FILE MAINTENANCE. Location/ to Primary location range from EMPLOYEE MASTER FILE MAINTENANCE. Work Location/ to Primary work location from EMPLOYEE MASTER FILE MAINTENANCE. Group/BU/ to Primary Group/BU range from EMPLOYEE MASTER FILE MAINTENANCE.


RETIREMENT & STATE-SPECIFIC KY New Hire Report/Mag Media State of Kentucky prkyunem Employee Num/ to Employee number range from EMPLOYEE MASTER FILE MAINTENANCE. Report Sort Choose how you want the report to be ordered. The options are by:

1 = Employee Name 2 = Employee number 3 = Employee Social Security Number.

Employer Name The employer name. Address The employer address. Federal EIN The federal employee ID number.

Ring Menu -- KY New Hire Report/Mag Media Define Define the parameters of the report. Output Use this option to (D)isplay, (P)rint or (S)pool the report, or to switch to

(L)andscape or (C)urrent. A successful Output must be run before you can create a mag media file. If errors exist, the following popup window appears:

The mag media file cannot be created until all errors have been resolved.

Exit Returns to the STATE OF KENTUCKY MENU. Mag-Media A successful Output without errors must be done before you can run this

option. When a successful Output is done, use this option to create a mag media file.


RETIREMENT & STATE-SPECIFIC KY New Hire Report/Mag Media State of Kentucky prkyunem

KY Reports This program is used to process an F-10-6 Report for the Kentucky Division of Finance based on information from the Professional Staff Data (PSD) Report in MUNIS at the time that the Financial Reports option is run. Although several reports are generated from this program, KDE is using only the KENTUCKY F-10-6 REPORT and the KENTUCKY PSD EMPLOYEES REPORT. Notes: The Ranks on the F-10-6 are populated by records in the PSD whose first digit of the “Grade” match that “Rank” on the F-10-6. The “Step” in the PSD Report corresponds to “Years” on the F-10-6. The F-10-6 report shows every “Grade” and “Step” combination whether there are people holding that position or not. The amounts are filled with zeros if no one is holding the position. For example, a Grade 11, Step 7 in the PSD would populate the “Rank I, 4-9 yrs.” portion of the F-10-6 report, a Grade 21, Step 30 the “Rank II, 20+ yrs” portion, etc. Any pay type with an object 0110 in the PSD will fall under the "185 Days Salary" column, object code 0111 will fall under "Extended Salary", and object code 0112-0120 will fall under "Salary for Supv. & Ext. Services".

PSD records with Extra Service Job Classes 5000-5999 will be matched up with the employee’s primary Job Class (0010-3999 or 9000) in the PSD and summarized under the corresponding Rank and Years for that employee’s Primary Job Class.

Example: Employee 100 has 2 records in the PSD Report at the time the F-10-6 is created: 1st Record: Job Class: 1050 Object: 0110 Grade/Step: 21 / 16 2nd Record: Job Class: 5555 Object: 0112 Grade/Step: HC01 / 8 In the F-10-6 Report, Employee 100’s data for both Job Classes would be summarized under “Rank II, 15-19 yrs.” Information pertaining to Object 0110 would fall under column (3) “185 Days Salary”; information pertaining to Object 0112 would fall under column (5) “Salary for Supv. & Ext. Services”.


RETIREMENT & STATE-SPECIFIC KY New Hire Report/Mag Media State of Kentucky prkyunem On the second page of the F-10-6 Report is a breakdown by Fund of the Annual Salary amounts on the previous page. These breakdowns correspond to the “Fund” shown in the MUNIS PSD Report as follows: Fund in F-10-6 Fund in PSD Report A. General Fund Fund 1 B. State Special Revenue Fund Fund 21 C. Federal Special Revenue Fund Fund 22 D. Local Special Revenue Fund Fund 23 E. Food Services Special Revenue Fund Fund 51 X. Unknown Fund Any Fund not listed above

Screen Layout – KY Reports

Define Use to determine the content and format of the report. Output Builds the data for the report; and creates and prints the magnetic media file if

requested. Exit Returns to the STATE OF KENTUCKY menu.


RETIREMENT & STATE-SPECIFIC Louisiana Police Retirement State of Louisiana prlaemrt

STATE OF LOUISIANA

Louisiana Police Retirement This report can be printed or output to magnetic media on a monthly basis. It shows the employees/employers share contributed to retirement and their covered salary (gross salary - supplemental pay).

Screen Layout – Police Retirement

Field Description Reporting Month/Year

This field defaults to the previous month but can be changed.

Municipality ID This defaults from the System Control Table. Municipality Name Name of the municipality. Defaults from the System Control Table.


RETIREMENT & STATE-SPECIFIC Louisiana Police Retirement State of Louisiana prlaemrt Output options The following options are available: (R)eport Only, (M)agnetic

media or (B)oth. Supplemental Pay Range

Enter the Pay Types that define the supplemental pay range that you wish to include in the report. Click Help for a list of valid entries.

Retirement Deduction Range

Enter the codes that define the retirement deduction range that you wish to include in the report. Click Help for a list of valid entries.

Ring Menu - Police Retirement Report

Define Use to determine the content and format of the report. Output Builds the data for the report, creates the magnetic media file if requested and

print the report if requested. Exit Returns to the State of Louisiana menu.


RETIREMENT & STATE-SPECIFIC Louisiana Employee Retirement State of Louisiana prlaemrt

Louisiana Employee Retirement This is a quarterly retirement report for the State of Louisiana's municipal employees.

Screen Layout – Louisiana Employee Retirement

Field Description Reporting Quarter/Year

Defaults to the current quarter and year but can be changed.

Output options The following options are available: (R)eport Only, (M)agnetic media or (B)oth.

Retirement Deduction Range

Enter the codes that define the retirement deduction range that you wish to include in the report. Click Help for a list of valid entries.

Ring Menu – Louisiana Employee Retirement

Define Use to determine the content and format of the report. Output Builds the data for the report, creates the magnetic media file if requested and

print the report if requested. Exit Returns to the State of Louisiana menu.



Louisiana Firefighter Retire Rpt/Mag

This program generates a monthly report and mag media file for Louisiana sites to report their firefighter retirement information. It uses the accumulators to obtain the necessary information.

Screen Layout – LA Firefighter Retirement Rpt/Mag

Field Description Reporting Month/Year The month and year to include on the report. Employer Name The employer name defaults to the last report entry in this

program. The name can be changed. Report Option Choose “Summary” for total or “Detail” for a complete listing. Location The range of payroll location codes to include on the report. Only

those employees whose primary location falls within this range will print on the report. Click Help for a list of valid entries. For all locations, leave as defaulted, blank - all-Z.


RETIREMENT & STATE-SPECIFIC Louisiana Employee Retirement State of Louisiana prlaemrt Org The range of Org Codes to include on the report. Only those

employees who fall within this range will print on this report. Click Help for a list of valid entries. For all Orgs, leave as defaulted, blank - all-Z.

Contributions The retirement deduction range for employee and employer contributions.



Louisiana Quarterly Wage Report/Mag Media This program produces a quarterly wage mag media file and report that is submitted to the Louisiana Department of Labor. The user can choose to print a summary report, which displays totals, or a detail report, which prints one line per detail in the mag media.

Screen Layout – LA Quarterly Wage Report/Mag Media

Field Description Quarter/Year Required. Enter the reporting quarter and year. Must be

greater than 1990. Report Option Required. Enter “D”etail for an employee listing that does not

show totals, or “S”ummary which shows totals by category. The “S”ummary option is used to fill out the ET-2536 form.

Location The employer primary location range from EMPLOYEE MASTER



F/M. Org The primary org range from EMPLOYEE MASTER F/M. Taxable Limit Required. Enter the taxable wage limit. The number can be no

less than zero. Exclude Pays Enter a range of pay types not included in regular salary.

Side Menu - LA Quarterly Wage Report/Mag Media

Define Use to establish the report parameters. Employer Info Use to define transmitter and employer specific information. Once the

employer information is entered, only reenter if the information changes.

Field Description Employer Name The employer name. Address The employer address. Federal EIN The federal employee ID number. Employer Number

State unemployment insurance employer number.

Contact Person, Phone and Fax

Contact person information if problems.

Blocking Factor Number of records per block for mag media. Must be no greater than 25.


RETIREMENT & STATE-SPECIFIC MA Retirement Maintenance State of Massachusetts prretmas

STATE OF MASSACHUSETTS

MA Retirement Maintenance

This program is used to add and maintain retirement records. You can enter an occupation description and Retirement Group numbers for employees enabling the report to be printed by Retirement Group. The last column of the report pulls its information from the Employee Deduction Table unless the Calc Code for the retirement deduction is “03”. If the Calc Code is “03”, the percentage comes from the Deduction Master.

Screen Layout - Retirement Maintenance



Field Description Emp #, Last, First Name, SSN

The employee information from EMPLOYEE MASTER FILE MAINTENANCE. Only “Emp #” is accessible.

Occupation A description must be entered. Retirement Group The retirement group. Click Help for a list of valid entries. Contract Term The contract term. Service Code The service code. Federal Grant Identifies whether this is a federal grant employee. Check mark the

field for “Yes” Percent If “Federal Grant” is “Y”, enter the percent of the salary paid by the

federal grant. FTE Factor The full time equivalent percentage (full time = 1.00). Veteran Identifies whether the employee is a veteran. Enter “Y” or “N.” School ID The DOE-specified school location code. (Can be blank) Pay Duration Can be 9, 10, 11, 12 or LS or left blank. Certif Number Updates to the “Certification” fields can be performed in the MA

Teachers Retirement Report/Mag using the View option. The changes are saved and appear in MA Retirement F/M. If a certification record is not available for a new employee during an Add, a message now displays “No certifications found for this employee” and the employee data does not default.

Certif Issuer The “Certification Issuer” field automatically defaults to “DOE” (Department of Education). The certification information defaults to this program eliminating duplication of data entry in Employee Certification. Information defaulted into the program from Employee Certifications can be overridden.

Certif Date Information defaulted into the program from Employee Certifications can be overridden.

Add Click <A> to select. Used to add a new record. The employee must already

exist on the EMPLOYEE MASTER FILE. The following fields are not accessible: “Soc Sec Num”, “Last”, “First”, and “MI”.

Update Click <U> to select. Used to update the current record. Only the fields

between “Occupation” and “Veteran” are accessible.

Side Menu - Retirement Maintenance Global Select Add or Del as appropriate from the side menu to add or delete

retirement records for a group of employees as defined by Location, Organization, Group/Bargaining Unit or Job Class.



Exit Returns to the State of Massachusetts menu.


RETIREMENT & STATE-SPECIFIC MA Retirement. Deduction Report State of Massachusetts prmasret

MA Retirement Deduction Report This program prints the pension report weekly or monthly for a user-assigned set of criteria. A second list reports the payrolls that were processed for the specified period. This report is useful for users who must report the amounts for each type of pay. This method of reporting is required in states where retirement is not taken on all types of pay.

Screen Layout – Retirement Deduction Report

Field Description Check Date Range The starting and ending payroll check dates. Report Option Select whether the report will be Weekly or Monthly. Location The beginning and ending Location Codes to include in the report. Retirement Deduction The starting and ending Retirement Deduction Codes to include in

the report. Click Help for a list of valid entries. Additional Deduction The Deduction Code for additional retirement.


RETIREMENT & STATE-SPECIFIC MA Retirement. Deduction Report State of Massachusetts prmasret Report Sequence The desired report sequence. Click Help for a list of valid entries. Page Break on Loc/Group

Determines the page break location.

Excluded Pays Three ranges for pay exclusions can be entered so that the report will ignore certain pay types (pays not subject to retirement) when computing base, overtime and other earnings.

Side Menu - Retirement Deduction Report

Define Use to establish the report parameters. All the fields are required. View Used to view and delete payrolls before printing them. The following screen

displays.

Output Prints the pension report. A second list reports the payrolls that were processed for the specified time period.



RETIREMENT & STATE-SPECIFIC MA Quarterly WR-1 Report of Wages State of Massachusetts prmaswr1

MA Quarterly WR-1 Report of Wages This program outputs a quarterly report of wages provided to Massachusetts state government with an optional magnetic media output file. Note: Negative gross wages are not included in the mag media file to ensure accurate reporting. The earnings are extracted from the “quarterly” accumulators; the remaining data (i.e., name, SSN, etc.) are taken from the Employee Master Table.

Screen Layout - Quarterly WR-1 Report of Wages

Field Description Quarter/Year The desired quarter (1-4) and year (must be the current year or a

later year).


RETIREMENT & STATE-SPECIFIC MA Quarterly WR-1 Report of Wages State of Massachusetts prmaswr1 Output type Determines whether the output is a “S”tandard output, “M”agnetic

media output file, “B”oth the standard report and media file. Employer ID The employer ID number. Transmitter ID The transmitter ID number. State Code The state code. Total or SIT Gross Must be either “T”otal to report total gross, or “S” to report state

income tax gross. Amended The report type: either “O”riginal or “A”mended. Pay Types to Exclude Use to exclude pay types on the report. Name Format The desired name format: 1 or 2. Name, Address1...2, City, State, Zip

Your organization’s name and mailing address.


RETIREMENT & STATE-SPECIFIC MA Monthly Teachers Report State of Massachusetts prmastch

MA Monthly Teachers Rpt/Media This program produces a monthly retirement report and/or magnetic media output for Massachusetts teachers covered by the teacher’s retirement system. The earnings/deduction amounts are extracted from the “monthly” accumulators. The deduction percentages are taken from either the Deduction Master or the Employee Deduction Table. Retirement-specific fields (i.e., “Service code”) is taken from the Massachusetts Employee Retirement Table. The remaining data (i.e., name, SSN, etc.) is taken from the Employee Master Table.

Screen Layout - Monthly Teachers Rpt/Media

Field Description Output type Determines whether the output is a “S”tandard output,

“M”agnetic media output file, “B”oth the standard report and media file.

Retirement Deduction The starting and ending retirement Deduction Code range. Click MUNIS Payroll Retirement & State Specific – November 2002

95


Range - thru Help for a list of valid entries. 30-Plus Deduction The Deduction Code for over $30,000. This code cannot be in

the range stated above. Click Help for a list of valid entries. Repay Deduction Accommodates a deduction range that gathers repay amounts for

each employee. Payroll Month/Year The reporting month (1-12) and year (must be current year or

greater). Group Number The Group Number. Leave blank to include all. District Number The District Number. Note: If the Output Type is “M” or “B”,

this field is required.

Ring Menu - Monthly Teachers Retirement Report Define Establishes the report parameters. Generate This option is used to put the information in the fields on the View screen.

You can specify up to three pay ranges for each of the earnings types listed on the Generate screen.

Define Set up the earnings ranges to include on the report.



X=Execute Run the generate process. If the report for the month has not yet

printed, the following message displays.

1Scr Returns to the first screen.

View Displays the generated information. This information can be maintained on

the View screen.

Output Reports the data in the desired output. All reporting will be ordered by name.


RETIREMENT & STATE-SPECIFIC MA Monthly Teachers Report State of Massachusetts prmastch Contact Use to maintain the contact’s information. When this is changed, a contact

and a deleted-contact record are both included on the magnetic media.

Status This option is used to add and maintain status-event records.



RETIREMENT & STATE-SPECIFIC MA YTD Retirement Report State of Massachusetts prmasytd

MA YTD Retirement Report This program produces a year-to-date retirement report for Massachusetts employees. The information that comprises the report comes from the following places: The earnings/deduction amounts are extracted from the “year-to-date” accumulators; the deduction percentages are taken from either the Deduction Master or the Employee Deduction Table and the remaining data (i.e., name) is taken from the Employee Master F/M.

Screen Layout - YTD Retirement Report

Field Description Employee Range The starting and ending employee number range. Location Range The starting and ending location Code range. Click Help for a list

of valid entries. Starting Last Name Ending Last Name

Use to define the report parameters by a range of employee names.

Retirement Deduction Range - thru

The starting and ending retirement Deduction Code range. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC MA YTD Retirement Report State of Massachusetts prmasytd 30-Plus Deduction The Deduction Code for over $30,000. Click Help for a list of valid

entries. Sort Sequence Option The code to indicate the order in which you want the report to print.

1 EMPLOYEE NUMBER 2 EMPLOYEE LAST NAME, FIRST 3 LOCATION, EMPLOYEE NUMBER 4 LOC, EMP NAME

Report Year The desired report year.

Ring Menu - YTD Retirement Report Define Establishes the report parameters. Output Prints the report. Exit Returns to the State of Massachusetts menu.


RETIREMENT & STATE-SPECIFIC MA County Retirement Report State of Massachusetts prmascty

MA County Retirement Report This program produces a monthly Massachusetts County retirement report. To the extent possible, it will separately report the retirement amounts and gross pays by individual pay period within the month. All normal payroll runs during the month (four or five for a weekly payroll user, two or three for a biweekly payroll user) will provide data to the report.

Screen Layout - County Retirement Report

Field Description Reporting Month/Year The reporting month (1 - 12) and year (must be the current year or

greater). Report Title The report heading, centered and located on line two. Defaults to

“COUNTY RETIREMENT REPORT”, but this can be overridden. Text on Last Page (Y/N) Determines whether to print the fixed text that prints after every

retirement group.


RETIREMENT & STATE-SPECIFIC MA County Retirement Report State of Massachusetts prmascty County Name Your county name. Deduction Range The starting and ending Retirement Deduction Codes to include in

the report. Click Help for a list of valid entries. Additional Deduction The Deduction Code for additional retirement.

Ring Menu - County Retirement Report

Define Used to change the report options. View Used to preview the payrolls prior to output, update the “Include in summary”

field only, or delete a run control record.

Output Generates the 132-character wide report. Exit Returns to the State of Massachusetts menu.


RETIREMENT & STATE-SPECIFIC MA Qtrly Health Ins. Report State of Massachusetts prmashlt

MA Qtrly Health Ins. Report This program generates the Massachusetts Quarterly Health Insurance Report. The report can be printed in detail with totals (Complete Listing) or with totals only (Totals Only). All fields are required except “Excluded Earnings” where you can enter Pay Type Code ranges to exclude from the report. The “Complete Listing” reports the employee number, SSN, name, YTD and QTD gross earnings, and QTD taxable and non-taxable earnings, and their tax due amount. Grand totals are listed at the bottom. The second part of the Complete Listing report (identical to the Totals Only report) lists the quarter ending date, the number of people who worked during the second quarter and Box 3 through Box 6 total amounts: Box 3 = QTD Gross Earnings Box 4 = QTD Non-Taxable Earnings Box 5 = QTD Taxable Earnings Box 6 = Tax Due Amount Note: Employees with no earnings in the quarter are excluded.

Screen Layout - MA Qtrly Health Ins. Report


RETIREMENT & STATE-SPECIFIC MA Qtrly Health Ins. Report State of Massachusetts prmashlt Field Description Report Title The report heading, centered and located on line two. Defaults to

“HEALTH INSURANCE QTRLY CONTRIBUTIONS”, but this can be overridden.

Report options Enter 1 or 2. Quarter/Year Enter the reporting quarter, 1, 2, 3, or 4 and the year. Tax rate Required. Must be between “0” and “99.99.” Earnings Limit Required. Must be between “0.00” and “99999.99” Excluded Earnings Up to 10 ranges of pay types may be entered for exclusion. Leave

blank for all pay types. Click Help for a list of valid entries.

Ring Menu – Quarterly Health Insurance Report Define Use to determine the content and format of the report. Output Prints the report. Exit Returns to the State of Massachusetts menu.


RETIREMENT & STATE-SPECIFIC MA New Hire Report & Magnetic Media State of Massachusetts prmanhir

MA New Hire Report & Magnetic Media This program produces a report and/or a magnetic media file with employee new-hire data to be submitted to the Massachusetts Department of Revenue. For each employee who has a hire date within the range of the specified dates, a record is created. Name, social security number, start date and address are all selected from Employee Master File Maintenance.

Screen Layout – MA New Hire Report & Magnetic Media

Field Description Employee Hire Date The range of hire dates to include in the report. Report Option Enter the report media, “M”agnetic, “R”eport for paper or “B”oth. Employer ID Number, Name, Street, City, State and Zip

The employer ID, name and address.


RETIREMENT & STATE-SPECIFIC MA New Hire Report & Magnetic Media State of Massachusetts prmanhir

Ring Menu – MA New Hire Report & Magnetic Media

Define Use to determine the content and format of the report. Output Prints the report. Exit Returns to the State of Massachusetts menu.


RETIREMENT & STATE-SPECIFIC Multiple Worksite Report State of Massachusetts prmwrkrp

Multiple Worksite Report This program is used to summarize wage activity by location for a defined month.

Screen Layout – Multiple Worksite Report

Field Description Report Quarter Enter 1,2, 3 or 4. Report Year Enter the year of the report


RETIREMENT & STATE-SPECIFIC Multiple Worksite Report State of Massachusetts prmwrkrp Report Option Choosing “S”ummary will subtotal the results into discrete “Locations”,

with a complete total for all locations appearing at the end of the report. It provides Location, Quarterly Wages, and a count of the number of employees who received wages in the payroll that crossed the 12th of the month, broken down into the three months included in the quarter. The “D”’etail option is similar, however, it will list the individual employees and amounts which comprise the location subtotals including the employee name, employee number, and social security number.

Location Option This field controls how the report is sorted. The sort choices are by the employee primary location or check/office location (work location).

Exclude Pays Ranges of pay which may optionally be excluded from the quarterly wage totals.

Location A location range may be used to further narrow the employees who appear on the report.

Org An Org range may be used to further narrow the employees who appear on the report.

Work Location Provides the ability to run the report for a range of work locations. The program will use both the “Location” range and the “Work Location” range for the selection criteria. These range choices are not connected with the “Location Option” on the screen.

Ring Menu – Multiple Worksite Report

Define The first time the report is run, the fields will need to be defined, however,

aside from “Report Quarter” and “Report Year”, the rest of the fields will default from the last time the report was executed.

Output Use to print the report. Exit Returns to the State of Massachusetts menu.


RETIREMENT & STATE-SPECIFIC New York Teacher Retirement F/M State of New York prnytchr

STATE OF NEW YORK

New York Teacher Retirement F/M This program is used to generate the data for the NEW YORK TEACHERS’ RETIREMENT program. It will generate information for the appropriate reporting period. If there are any errors after the generate occurs, maintenance can be performed on the records that require change. When you have completed the Generate and any maintenance, run the NEW YORK TEACHERS’ RETIREMENT REPORT.

Screen Layout - New York Teacher Retirement F/M

Field Description Emp #, Last, First, SSN The employee information. Click Help for the “Employee

Number”. Once established, the employee name information displays automatically and cannot be accessed.

Tier The tier number (1 - 4). Registration # The registration number.


RETIREMENT & STATE-SPECIFIC New York Teacher Retirement F/M State of New York prnytchr Diff. Code The salary Difference Code. This is the reason for the record being

different. Click Help for a list of valid entries. Employee Base An amount greater than zero is required. Ret Ded Code, Ret Contribution

The Retirement Deduction Code (Click Help for a list of valid entries.) and the retirement contribution.

Loan Ded Code, Loan Deduction

The Loan Deduction Code (Click Help for a list of valid entries.) and the loan deduction amount.

Arrears Code, Arrears Amount

The Arrears Deduction Code (Click Help for a list of valid entries.) and the arrears amount.

Contract Salary The contract salary which is obtained from the annual pay in EMPLOYEE JOB/SALARY F/M or Recurring Pay if the Generate option “Update Contract Salary” is set to “Y”.

Salary Received The employee’s earnings. % Time The Full-time Equivalent percent, which is obtained from

EMPLOYEE JOB/SALARY F/M during Generate. Salary Earned The Employees second half earnings. If “Salary Received” is the

same as “Salary Earned”, this field is blank. Comments Employee comments are listed in this field. These comments

display under the employee’s name when selecting the “Standard Report” Output option.

Toolbar Menu - Retirement F/M

Add Use to create retirement records. The employee must currently exist in

Employee Maintenance. Output Prints the report. A pop-up window displays where you can select a format.


RETIREMENT & STATE-SPECIFIC New York Teacher Retirement F/M State of New York prnytchr Option 2) displays the following pop-up window.

Option 3) displays the following pop-up window.

Side Menu - Retirement F/M


RETIREMENT & STATE-SPECIFIC New York Teacher Retirement F/M State of New York prnytchr X=Find Use to create an active set of only non-member records. Generate Updates the records with information from the accumulators. The following

screen displays.

Field Description Fiscal year to process

Enter the fiscal year in the format “YYYY”. Used to calculate the employee gross and deduction amounts from the accumulator records.

Enter half Enter the half of the fiscal year just completed, “1” or “2”. Used to calculate the employee gross and deduction amounts from the accumulator records.

Group/Bu Range Enter the codes for the range of groups to include in the report or leave as defaulted for all groups.

Update Contract Salary

Valid entries are “A” use annual salary, “R” use reference salary, “N” no update.

Which Group To Update

Valid entries are “M” ember, “N”on-member or “B”oth.

Pay Types to Include for Earnings

Enter ranges of pay codes to be included in salary.

Pay Types to Enter ranges of pay codes to be included in contract.


RETIREMENT & STATE-SPECIFIC New York Teacher Retirement F/M State of New York prnytchr

Include for Contract Salary

Clear-Comments Used to clear comments for all active employee records. Y=Detail Displays a screen with pay-type detail for the annual salary computed during

the generation of the New York Teachers’ Retirement Report. This detail is computed and stored at the time of generation.

Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York Teachers’ Retirement State of New York prnyteac

New York Teachers’ Retirement Report/Mag This program creates a magnetic media file and prints a report in the format required for reporting New York Teachers’ Retirement. The report selects all employees with the defined retirement deduction and reports on their contract salary, salary received, contribution, and employee information from the retirement file. It should be run immediately after New York Teachers’ Retirement F/M.

Screen Layout - New York Teachers’ Retirement Report


RETIREMENT & STATE-SPECIFIC New York Teachers’ Retirement State of New York prnyteac

Field Description Entity The entity code must exist in Payroll Entity Codes, in the Auxiliary

Programs. Click Help for a list of valid entries. TRS Employer ID The Employer TRS ID. Year, Period for reporting

The year (must be greater than 1990) and period (1 or 2) to report.

Sequence Enter the sort sequence: “1”=Name, “2”=SSN, “3”=Employee, “4”=Registration.

Report Type Enter the report type, one of “S”ummary or “D”etail. Report Group Valid entries are “M” ember, “N”on-member or “B”oth. Output options The desired output option: “M”agnetic media, “R”eport only, or

“B”oth magnetic media and report. Location Range Limit the report by a range of locations or leave as defaulted for all. Org Range Limit the report by a range of org codes or leave as defaulted for

all.

Side Menu - New York Teachers’ Retirement Define Establishes the report options. Output Produces a report listing the employee number, Job Class Code, contract and

employee base salary, member contribution, salary received, and salary earned. The printed report will show negative amounts so that you can scan the report and eliminate these before running the mag media since negatives cannot be on the mag media report.

The final page of the report shows text messages and signature lines along

with totals. These statements are static and will not change. If the mag media option is selected, the following message displays on the

bottom of the screen, “The magnetic media file is called: <path><filename>.” Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York Employee Retirement F/M State of New York prnyempe

New York Employee Retirement F/M This program is used to record data for the New York Employee Retirement - RS2402 Report, for both public employees and teachers. This program includes a generate function that will assemble all of the information needed for the RS2402 report. This information can be maintained prior to running the 2402 report.

Screen Layout - New York Employee Retirement F/M

Field Description Employee SSN Last, First

The employee information. Click Help for the “Employee Number”. Once established, the employee name information displays automatically and cannot be accessed.

Tier The tier number (1 - 4.) Registration # The registration number. Report Code The Retirement Report Code. Must be “10” or “20”. Ret Ded Code Ret Contribution

The Retirement Deduction Code (Click Help for a list of valid entries.) and the retirement contribution. The system checks to see if the employee is set up in Employee Deductions with this code. If the employee is not set up with this code, you are warned, but allowed to continue. This applies to the next two codes as well.


RETIREMENT & STATE-SPECIFIC New York Employee Retirement F/M State of New York prnyempe

Load Ded Code Loan Deduction

The Loan Deduction Code (Click Help for a list of valid entries.) and the loan deduction amount.

Arrears Code Arrears Amount

The Arrears Deduction Code (Click Help for a list of valid entries.) and the arrears amount.

Sched Hours The scheduled hours. Hours Worked The total hours worked. Days Worked The total days worked. Salary Earned The employee’s earnings.

Ring Menu - New York Employee Retirement

Find Used to locate employee (non-teacher) records. Next Move to the next record in the active set. Prev Move back one record in the active set. Browse Lists all of the records in the active set showing employee name and number,

tier, registration number, retirement deduction loan deduction, arrears deduction and hours/days worked.

Add Use to create retirement records. The employee must currently exist in

Employee Maintenance. Update Updates the current employee. The employee number and name fields cannot

be accessed during an update. Del Deletes the current record.


RETIREMENT & STATE-SPECIFIC New York Employee Retirement F/M State of New York prnyempe Generate Updates the records with the information from the accumulators. The

following screen displays.

Define Use to define the parameters for the 2402 records. The report month and report year will be used to calculate the employee gross and total hours worked from the accumulator records. The maximum days will be used to set the maximum days worked by an employee for the month. There are five ranges of Pay Types that can be included in gross pay and five ranges of “exclude from totals hours worked”.

eXecute Use to update the employee retirement records. The monthly

retirement, loan, and arrears amounts are obtained from the monthly accumulator records for the Deduction Codes. The number of days worked for the month is calculated by dividing the total hours worked by the scheduled hours.

Exit Returns to the New York Employee Retirement F/M screen.

Output Prints the 132-character report. Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York Employee Retirement – RS2402 State of New York prny2402

New York Employee Retirement - RS2402 This program is used to print the New York State RS 2402 Retirement report or to create a file to submit on magnetic media. This program uses the data from the New York Retirement F/M and should be run immediately after that program.

Screen Layout - RS2402

Field Description Entity The entity code must exist in Payroll Entity Codes, in the Auxiliary

Programs. Click Help for a list of valid entries. Employer Code The employer code. Employer Name The employer name. Month/Year The valid month (1 - 12) and year (must be greater than 1989) to

include in the report. Report Code The report code (10 or 20.) Report Title The report title. Location Range The Location Code range to include in the report, or leave blank for

all. Click Help for a list of valid entries. Org Range The Org Code range to include in the report, or leave blank for all.


RETIREMENT & STATE-SPECIFIC New York Employee Retirement – RS2402 State of New York prny2402

Click Help for a list of valid entries. Rollup Tiers If “Y”es, tiers 1 and 2 will be combined on the report. If “N”o, they

will be reported separately. Output Options The desired output option: “M”ag media, “R”eport only, or “B”oth

mag media and report. Note: If an Employee’s ID number contains 6 or more digits, the first 5 characters of the employee number displays on the report.

MagMedia Options When “M” or “B” is entered above, you can enter “S” for Standard mag-media report or “I” for Internet report.

Toolbar Menu – RS2402

Output Prints a 132-character report separated by individual pages and totals by First Tier members, Second Tier members, a combined Third and Fourth Tier members, grand totals, and a required text and signature section at the end. If “Rollup Tiers” is “Y” then the First Tier and Second Tier members are combined.

Side Menu - RS2402

Define Establishes the report parameters. Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York Quarterly Disability Report State of New York prnydisa

New York Quarterly Disability Report

This program prints the Quarterly Disability Report. The output lists in Org code, then employee order, the Disability Limit and each employee’s earnings limit for disability.

Screen Layout - Quarterly Disability Report

Field Description Org Range From/To The Org range to include in the report. Click Help for a list of valid

entries. Page Break on Org Determines whether there is a page break on an Org change. Disability Limit The earnings limit for disability. Which Quarter/Year The desired quarter (1 - 4) and year for the report. Location Range The Location Code range to include in the report, or leave blank for

all. Click Help for a list of valid entries. Excluded Earnings Fr/to Identifies which Earnings Codes to exclude from the report. Excluded Group/BU Cd Identifies which Group/BU Codes to exclude from the report.


RETIREMENT & STATE-SPECIFIC New York Quarterly Disability Report State of New York prnydisa

Ring Menu -Quarterly Disability Report

Define Determines the format and scope of the report. Output Prints an 80-character report. Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York Quarterly NYS-45 Report/Magnetic Media State of New York prnywt4b

New York Quarterly NYS-45 Report/Magnetic Media This program creates a report or magnetic media file that conforms to the New York State NYS-45 report or magnetic media requirements.

Screen Layout – NYS-45 Report/MM

Field Description Year/Quarter The processing year and quarter (1-4). Entity The entity code must exist in Payroll Entity Codes, in the

Auxiliary Programs. Click Help for a list of valid entries. Location Range The starting and ending Location Code. Click Help for a list of

valid entries.


RETIREMENT & STATE-SPECIFIC New York Quarterly NYS-45 Report/Magnetic Media State of New York prnywt4b Org Range The starting and ending Org Code. Click Help for a list of valid

entries. Local Tax The starting and ending local tax deduction range. Employee

amounts from this range will be added to column “E” on the report and magnetic media.

Elected Officials The starting and ending job class code for elected officials. If used, when the annual totals are calculated, the elected officials that meet this criterion will be included in the “Annual Wage and Withholding Totals” section of the report (columns “d” and “e”).

Employee Status: Determines whether pension members only will be included. Field can be “P”ension only, “A” non-pension only or “B”oth.

Amended Return Identifies whether or not this is an amended return. Date Prepared The processing date. Output Option Enter one of the following codes: “M” = Mag media, “R” =

Report only, or “B” = Both. Employer ID, Name, and Address

Employer ID code, name, and address.

UI Registration ID Unemployment insurance employer registration number. Transmitter ID, Name, and Address

Transmitter ID code, name, and address.

Ring Menu - Quarterly NYS-45 Report/MM

Define Establishes the report parameters. Output Produces mag media and a paper-based report. The report sums employees

with the same SSN and skips any employees with no earnings and taxes. Test Creates a test mag media file for transmission. Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York RS-87 Report State of New York rnyrs87

New York RS-87 Report This program prints the New York RS-87 quarterly report. Records selected for printing are based on the check date. For each employee the report shows the sum of the gross earnings from all payrolls that include the employee for the specified period. If an employee has multiple checks in a single payroll, the employee is counted once, and the gross earnings are summed.

Screen Layout - RS-87 Report

Field Description Year/Quarter The processing year and quarter (1-4.) The “Quarter” field

determines the contents of the “Check Date From/To” fields below. Entity The entity code must exist in Payroll Entity Codes, in the Auxiliary

Programs. Click Help for a list of valid entries. Check Date From/To Default from the value entered in “Quarter”. There is no access to

this field. Location range (from)/to The Location Codes to include in the report. Org range The range of orgs to include in the report.


RETIREMENT & STATE-SPECIFIC New York RS-87 Report State of New York rnyrs87 Sort order Sort by “F”und or “L”ocation. Date Prepared The processing date. Defaults to today’s date, but this can be

overridden. Report Title The name that prints on the report. Emp ID. name The employee ID code and name. Excluded Group/BU Code (Fr/to)

Used to exclude certain Group/BU Codes from the report.

Ring Menu - RS-87 Report

Define Establishes the report parameters. Output Prints an 80-character report. The report displays the count of employees for

each fund/month as well as the total gross for the fund/quarter. A total over all funds is printed last.

Exit Returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC New York Employee Earnings Report State of New York prempern

New York Employee Earnings Report This report produces one page per employee. It shows detailed information for each check within a user-defined date range. The detail includes check date and number, gross and net for the check and a deduction breakdown using user-defined deduction ranges. For each employee, it shows total gross from earnings history by GL account, voluntary deductions and detail for direct deposits. The Output can be sorted by employee name or retirement number.

Screen Layout – Employee Earnings Report


RETIREMENT & STATE-SPECIFIC New York Employee Earnings Report State of New York prempern

Field Description Check Date The range of check dates to be included in the report. Employee The range of employee numbers to be included in the report. Leave

as defaulted for all employees. Location The range of locations to be included in the report. Leave as

defaulted for all locations. Org The range of org codes to include in the report. Leave as defaulted

for all org codes. Report Sort Order Sort order can be by “R”etirement number, “N” Employee's last

name or “M” Employee Number. Job Class Description The job class description on the report can be the “S”hort version or

the “L”ong version. G/L Accounts The GL accounts can be presented as “F”ull G/L account, or

“O”rg//Object/Project Deduction Ranges Define the deduction ranges you wish to include. If left blank, the

default is “0”.

Side Menu – Employee Earnings Report Define Use to input the selection criteria for the report. Output Prints the report. Exit Closes the program and returns to the State of New York menu.


RETIREMENT & STATE-SPECIFIC Chemung County Civil Service Report State of New York prnyccrp

Chemung County Civil Service Report The civil service report for Chemung County, New York, has a format similar to the standard New York Civil Service Report, but the data will be gathered from the employee’s pay file instead of the current payroll.

Screen Layout – Chemung County Civil Service Report


Field Description County Code Choose the county to print the report for. The code entered here

defines which report prints. Click Help for a list of valid entries. Calendar Year Required when the “County Code” is “WE”. Enter the year for

calendar year earnings. Must be greater than 1990. PR Entity Code If using, the Entity Code must exist in Payroll Entity Codes on the

Auxiliary Programs menu. Click Help for a list of valid entries. Retirement Code Defaults in from Payroll Entity Codes based on the code entered in

RETIREMENT & STATE-SPECIFIC Chemung County Civil Service Report State of New York prnyccrp

the “PR Entity Code” field. Report Title Defaults to CIVIL SERVICE REPORT but can be changed. Include Signature Text This field must be “Y” or “N”. If you press <Ctrl-T> in this field,

you can view and maintain the text that will be printed at the end of the report.

Location Range The range of locations to be included in the report. Leave as defaulted for all locations.

Org Range The range of org codes to include in the report. Leave as defaulted for all org codes.

Excluded Pays Used to exclude up to 10 pay ranges from the report.

Ring Menu – Chemung County Civil Service Report Define Use to input the selection criteria for the report. Output Prints the report. For the “County Code” or “WE” the report prints all the

employees paid in the calendar year, not just the employees being paid in the current payroll.

Exit Closes the program and returns to the STATE OF NEW YORK menu.


RETIREMENT & STATE-SPECIFIC Rhode Island DES Report/Magnetic Media State of Rhode Island prriunem

STATE OF RHODE ISLAND

Rhode Island DES Report/Magnetic Media This program produces a quarterly report and/or magnetic media output for Rhode Island DES. The earnings amounts are extracted from the quarterly accumulators and the remaining data (i.e., name, SSN, etc.) will be taken from the Employee Master F/M.

Screen Layout - DES Report/Magnetic Media

Field Description Output type The output type can be either “S”tandard, “M”agnetic media, or

“B”oth. Payroll Qtr/Year The reporting quarter (1 - 4,) and year (must be the current year or

later.) Transmitter I.D. The Transmitter I.D. Defaults to “MAGTAPWGR”, but this can be

overridden. City/Town Name Your city/town name. City/Town EIN Your city’s Electronic Identification Number. Defaults to

“0000900095”, but this can be overridden. Location Range Can be used if you have a requirement to report separately for town

and school.


RETIREMENT & STATE-SPECIFIC Rhode Island DES Report/Magnetic Media State of Rhode Island prriunem

Ring Menu - DES Report/Magnetic Media Define Establishes the report parameters. Output Produces an 80 character wide report listing the employee’s SSN, name, and

earnings amount. For the magnetic media, the format for the file (called “pr.des”) written to

the spool directory is: Positions Field Value 01-01 “W” 02-25 spaces 26-34 Transmitter I.D. 35-43 SSN (without the “-”) 44-53 City/Town EIN 54-62 Last Name 63,63 First Name 64-75 earnings amount * 100 76-77 Report Year 78-78 Report Quarter 79-89 City 90-275 spaces There is a total record at the end of the file with the following

structure: Positions Field Value 01-01 “T” 02-13 Total pay reported * 100 14-25 Total pay reported * 100 26-34 Transmitter I.D. 35-43 spaces 44-53 City/Town EIN 54-75 spaces 76-77 Report Year 78-78 Report Quarter 79-89 City 90-275 spaces Exit Returns to the State of Rhode Island menu.


RETIREMENT & STATE-SPECIFIC Rhode Island Retirement Report/Media State of Rhode Island prrireti

Rhode Island Retirement Report/Media This program produces a monthly retirement report for Rhode Island employees. The earnings/deduction amounts are extracted from the “month-to-date” accumulators. Remaining data (i.e., name, etc.) is taken from the Employee Master F/M.

Screen Layout - Retirement Report/Media


RETIREMENT & STATE-SPECIFIC Rhode Island Retirement Report/Media State of Rhode Island prrireti Field Description Output type The desired output: “S”tandard, “M”agnetic media, or “B”. The

mag media is named “RETIRE.RI” and is located in the spool directory. It will contain the following data:

Positions Field Value 1-4 System Code (unique to Rhode Island) 5-10 Date 11-16 Date 17-25 SSN 26-32 Retirement Deduction Amount 33-39 Survivor Deduction Amount 40-47 Earnings Amount 48-64 Last Name 65-76 First Name 77-77 Middle Initial 78-107 Address1 108-137 Address2 138-167 City 168-169 State 170-179 Zip Code 180-185 Date of Birth

System Code The user-assigned System Code. Payroll Begin/End Date The payroll beginning and ending dates. Retirement Ded Range The starting and ending Deduction Codes to include in the

report. Click Help for a list of valid entries. Survivor Ded Range If applicable, the survivor starting and ending Deduction Codes.

Ring Menu - Retirement Report/Media

Define Establishes the report parameters. Output Prints a 132-character-wide report listing the employee’s name, address, SSN,

DOB, retirement and survivor contributions, and salary. Exit Returns to the State of Rhode Island menu.


RETIREMENT & STATE-SPECIFIC S.C. Retirement Maintenance State of South Carolina prscmain

STATE OF SOUTH CAROLINA

South Carolina Retirement Maintenance This program is used to maintain the South Carolina retirement information. It should be run before the South Carolina Retirement Report.

Screen Layout - Retirement Maintenance

Field Description Emp#, SSN, Last, First The Employee Number from the EMPLOYEE MASTER FILE record.

Once entered, the SSN and name display automatically. Retirement Group The Retirement Group. Click Help for a list of valid entries. The

available options are: 1 POLICE CLASS 1 RETIREMENT PLAN 2 POLICE CLASS 2 RETIREMENT PLAN S STATE RETIREMENT PLAN

Contract Months The number of months in the contract.

Ring Menu - Retirement Maintenance Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move back one record in the active set.


RETIREMENT & STATE-SPECIFIC S.C. Retirement Maintenance State of South Carolina prscmain Browse Lists all of the records in the active set showing employee name and number

and retirement group. You can select a record from the list by its corresponding line number. Find is not required before Browse.

Add Adds an employee to the retirement file. “Employee” and “Retirement

Group” are the accessible fields. Update Use to update the current employee. “Retirement Group” is the only

accessible field. Del Use to delete the record that is currently displayed. Output When selected, a pop-up window displays the sort options.

Exit Returns to the State of South Carolina menu.


RETIREMENT & STATE-SPECIFIC South Carolina Police & State Report & Magnetic Media State of South Carolina prscreti

South Carolina Police & State Report & Magnetic Media This program produces South Carolina state and police retirement reports in paper and magnetic media format. The report shows all members of the state retirement plan as defined in the Retirement Maintenance File.

Screen Layout - Police & State Report & Magnetic Media

Field Description Report Qtr/Year The quarter (1 - 4) and year for which you are reporting Report option The desired report option - “R”eport only, “M”ag media only, or

“B”oth. Location Range The Location Code range to include in the report. Group Code The Group Code number (not related to MUNIS® Group Code.) State Deduction (fr)/to If “S”tate is selected above, optionally enter a Deduction Code


RETIREMENT & STATE-SPECIFIC South Carolina Police & State Report & Magnetic Media State of South Carolina prscreti

range to include in the state report. Pol Cls 1/2 Ded (fr)/to If “P”olice is selected above, optionally enter a Deduction Code

range for the Police Cls 1 and Police Cls 2 reports. State Retirement Deduction

Use to continue payroll deductions for employees who are retired but still working. This deduction is different from the SCRS deduction.

Employer Name Address 1/2 City, State, Zip

The name and address information of your organization.

Ring Menu - Police and State Retirement

Define Establishes the report parameters including entry of the of the employer name

and full address, the deduction code to process, report type, the run quarter and year, and a range of locations.

View/Maintain This option allows convenient access to S.C. Retirement Maintenance. For a

description of the program, see page 135. Output Use to run the report. Generates a Standard Retirement Quarterly Form 811

when run with the State retirement option. The Standard Retirement Quarterly Form 911 will generate with the Police retirement option. The reports are printed in name sequence.

Exit Returns to the State of South Carolina menu.


RETIREMENT & STATE-SPECIFIC AZ Retirement & Magnetic Media State of Arizona prazreti

STATE OF ARIZONA

Arizona Retirement Report & Magnetic Media This program is used to report by magnetic media (tape or diskette) payroll retirement contributions for the state of Arizona for a specified pay period. In addition a hard copy of the contribution data reported can be printed.

Screen Layout -Arizona Retirement Report & Mag Media

Field Description Check Date The check date defining the beginning of the report. Pay period to The date defining the ending of the range of dates to include in the

report. ASRS Department Assigned by the Arizona State Retirement System, the Department

Number will be the same on every record. ASRS Account No Assigned by the Arizona State Retirement System, the Account

Number will be the same on every record. Deduction No The deduction code number established in the DEDUCTION/BENEFIT

MASTER Table.


RETIREMENT & STATE-SPECIFIC AZ Retirement & Magnetic Media State of Arizona prazreti Output options The available output options are: “M”ag media, “R”eport only,

“B”oth mag media and report. Media device The available media devices are: “D”iskette or “T”ape.

Ring Menu - Retirement Report

Define Use to define the parameters for the content and format of the report. Output Use to output the report in the format specified during Define. Exit Return to the State of Arizona menu.


RETIREMENT & STATE-SPECIFIC Arizona Public Safety Report & Magnetic Media State of Arizona prazpubr

Arizona Public Safety Report & Magnetic Media This program creates the Arizona State Retirement System report and magnetic media for the Public Safety, Police, and Elected officials’ retirement. The report lists the employee’s name and SSN and dollar amount deducted for the selected pay period and deduction range. Information for the report comes from the Employee Master F/M and the deduction record in the employee’s Recurring Pay entry to get the amount withheld for the check already read. The amount deducted will be summarized by employee and SSN.

Screen Layout - Public Safety Report & Magnetic Media

Field Description Check date The date the report is being prepared against. Defaults to today’s

date but this can be overridden. Pay period From/To The dates that define the scope of the report. Deduction No From/To The starting and ending retirement deduction numbers to be

included in the report. Output options The desired output option: “M”ag media, “R”eport only, or

“B”oth.


RETIREMENT & STATE-SPECIFIC Arizona Public Safety Report & Magnetic Media State of Arizona prazpubr

Ring Menu - Public Safety Report & Magnetic Media

Define Establishes the report content and format parameters. Output Produces mag media and/or the hard copy report. Exit Returns to the State of Arizona menu.


RETIREMENT & STATE-SPECIFIC North Carolina Employee Retirement Table State of North Carolina prncmain

STATE OF NORTH CAROLINA

North Carolina Employee Retirement Table This program is used to maintain the North Carolina retirement information. It should be run before the North Carolina Retirement Report.

Screen Layout – Employee Retirement Table

Field Description Emp#, SSN, Last, First The Employee Number from the EMPLOYEE MASTER FILE record.

Once entered, the SSN and name display automatically. Retirement Number This employee’s retirement number.

Ring Menu - Employee Retirement Table

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Lists all of the records in the active set showing employee name and number

and retirement number. You can select a record from the list by its corresponding line number. Find is not required before Browse.


RETIREMENT & STATE-SPECIFIC North Carolina Employee Retirement Table State of North Carolina prncmain Add Adds an employee to the retirement file. “Emp#” and “Retirement Number”

are the accessible fields. Update Use to update the current employee. “Retirement Number” is the only

accessible field. Del Use to delete the record that is currently displayed. Output When selected, a pop-up window displays the sort options.

Exit Returns to the State of North Carolina menu.


RETIREMENT & STATE-SPECIFIC North Carolina Retirement Report & Magnetic Media State of North Carolina prncreti

North Carolina Retirement Report & Magnetic Media This program produces North Carolina retirement reports in paper or magnetic media format. The report shows all employees in the state retirement plan as defined in the Retirement Maintenance File.

Screen Layout - Retirement Report & Magnetic Media

Field Description Employer Name Address 1/2 City, State, Zip

The name and address information of your organization.

Unit Code Number The Code number for the unit to which this employee belongs. Location Range The Location Code range to include in the report. For all locations,

leave as defaulted. Deduction Range The deduction range to include in the report. For all deductions,

leave as defaulted.


RETIREMENT & STATE-SPECIFIC North Carolina Retirement Report & Magnetic Media State of North Carolina prncreti Report Month/Year The month and year for which you are reporting.

Ring Menu - Retirement Report & Magnetic Media

Define Establishes the report parameters including entry of the of the employer name

and full address, the deduction code to process, the run month and year, and a range of locations.

View/Maintain Use to access NC Employee Retirement Table. For a description, see page

143. Output Use to print the report. Can produce a magnetic media file by selecting

“S”pool from the output menu. When the spool is complete, the following message displays at the bottom of the screen to direct you to the storage location for the magnetic media file.

Magmedia: /u4/release/4.71/spooldir/prncreNN

Exit Returns to the State of North Carolina menu.


RETIREMENT & STATE-SPECIFIC North Carolina Employment Security Report State of North Carolina prncescr

North Carolina Employment Security Report This program is used to produce reports and magnetic media files for North Carolina unemployment. It produces a federal government and a North Carolina Employment Security Commission format.

Screen Layout - Employment Security Report

Ring Menu - Employment Security Report Define Use to enter parameters that determine the content and format of the report. Output Generates the report in the format specified during Define. Exit Returns to the State of North Carolina menu.


RETIREMENT & STATE-SPECIFIC New Hampshire Retirement Report State of New Hampshire prnhreti

STATE OF NEW HAMPSHIRE

New Hampshire Retirement Report This program is used to produce retirement reports for New Hampshire.

Screen Layout - Retirement Report

Field Description Report Month Year The month and year for which you are reporting Fiscal Month Year Defaults to the current fiscal year and month but can be changed. City/Town Account Number

Your state account number.

Employer’s contribution The percent contributed by the employer. Administrative calc The administrative calculation percentage. Accrued liability The amount of the employer’s contribution. Deduction Range The deduction range to include in the report. Location Range The Location Code range to include. Multiple ranges can be

defined.




Define Establishes the report parameters including entry of the of the employer name and full address, the deduction code to process, the run month and year, and a range of locations.

Output Use to print the report and create a magnetic media file. After it has

completed, Output displays a message at the bottom of the screen giving the location of the magnetic-media file.

Exit Returns to the State of New Hampshire menu.



New Hampshire Unemployment Rpt/Mag Media This program produces a quarterly wage magnetic media file that is submitted to the New Hampshire Division of Unemployment Insurance. The program also produces a report that can be sent along with the magnetic media file. You can choose to print a summary report, which just shows totals, or a detailed report listing SSN, Name, Qtr wages, etc.

Screen Layout – NH Unemployment Rpt/Mag Media

Fields Description Quarter/Year The quarter and year for which you are reporting.

Report Option Select “Detail” for a listing of each employee. Select “Summary” for a listing of totals only.

Employer Account Your account number. Location The primary location range from EMPLOYEE MASTER F/M.



Org The primary org range from EMPLOYEE MASTER F/M. Include All Emps Click the box to include all employees in the report. Excluded Pays Range for excluded pay types.

Side Menu – NH Unemployment Rpt/Mag Media

Define Use to define the parameters for the content and format of the report. Exit Returns to the State of New Hampshire menu.


RETIREMENT & STATE-SPECIFIC Florida Retirement Employee FM State of Florida prflmain

STATE OF FLORIDA

Florida Retirement Employee FM This program allows you to add any new employee or modify any existing employees that need specific information included in the Florida Retirement Report. The mag media file includes the employee’s “Hire Date”, “Terminated Date”, “Base Pay” “Annual Salary”, and the “Educational Emp” field information selected from FL Retirement Employee F/M.

Screen Layout – Florida Retirement Employee FM

Field Description Emp No, Last, First (middle initial)

The employee number and name, including the middle initial (if applicable). The name fields are for display only and will default on an Add after the “Emp No” is entered.


RETIREMENT & STATE-SPECIFIC Florida Retirement Employee FM State of Florida prflmain Deduction The employee’s deduction number. Click Help for a list of valid

entries. Plan Number The employee’s plan number. Class Code The employee’s class code. Position Number The employee’s position number. Educational Emp Check mark the field if this is an educational employee. Address 1 The employee’s first address line. This field defaults on an Add

after the “Emp No” is entered but may be modified. Address 2 (if applicable) The employee’s second address line. This field defaults on an

Add after the “Emp No” is entered but may be modified. City The employee’s city. This field defaults on an Add after the

“Emp No” is entered but may be modified. State The employee’s state. The field defaults on an Add after the

“Emp No” is entered but may be modified. Zip The employee’s zip code. This field default on an Add after the

“Emp No” is entered but may be modified. New Record Check mark the field if a new employee record is added. Class Updated Check mark the field if the “Class Code” is modified on an Add or

Update. Position Updated Check mark the field if the “Position Number” is modified on an

Add or Update. Address Updated Check mark the field any of the address fields (“Address 1, 2”,

“City”, “State”, and “Zip”) are modified on an Add or Update.

Side Menu – Florida Retirement Employee FM

Browse Displays the following screen. A Find is not required before Browse.


RETIREMENT & STATE-SPECIFIC Florida Retirement Employee FM State of Florida prflmain Add Enter a new record. When selected, the “New Record” field defaults to a

check mark. Update Modify an existing employee record. When the “Class Code”, “Position

Number” or address fields are altered, the corresponding “[ ] Updated?” flag will change accordingly.

Delete Use this function to delete the displayed record of the active set. When

selected the following popup window displays.

Exit Returns to the State of Florida menu.


RETIREMENT & STATE-SPECIFIC Florida Retirement Report State of Florida prflaret

Florida Retirement Report This program is used to produce retirement reports for Florida.

Screen Layout - Retirement Report

Field Description Reporting Month/Year The month and year for which you are reporting. Defaults to the

previous month in the current year. Report Starting Date Defaults to the date of the first day of the previous month. Report Ending Date Defaults to the date of the last day of the previous month. Report Period Must be a number between 1 and 12. Agency Number This field cannot be left blank; the agency number is required. Output options The default is "B"; must be “S”tandard report, “M”agnetic media or

“B”oth. Lump Sum Sick Pay Code

The sick pay Pay Type Code for sick leave buyouts. Can be left blank. Click Help for a list of valid entries.

Lump Sum Vacation Pay Code

The vacation Pay Type Code for vacation buyouts. Can be left blank. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC Florida Retirement Report State of Florida prflaret Comp Repayment Deduction Code

The deduction code for workers compensation credit. Can be left blank. Any code entered must exist in the Deduction Master. Click Help for a list of valid entries.


Define Establishes the report parameters for content and format. Generate Use to build the data for the report. A “Processing <Emp#>” message displays

as the report is being built. Comp-Adjustments Use to manually enter any records for employees that have returned to work

after receiving worker's compensation pay. If the Generate step has not been run the following message displays "The Generate step must be completed before making worker's compensation adjustments."


RETIREMENT & STATE-SPECIFIC Florida Retirement Report State of Florida prflaret

Field Description Emp#/ SSN/ Last/ First The Employee Number from the EMPLOYEE

MASTER FILE record. Once entered, the SSN and name display automatically.

Check date The month and year. Plan code Enter the plan code for this worker's comp

adjustment. Additional wages Enter the additional wage amount for this

adjustment. Employer contribution Enter the employer contribution for this

adjustment. Employee contribution Enter the employee contribution for this

adjustment. Original work period If there is a “Retirement Deduction” code entered

on the first screen this screen will display the “Report Period” from the first screen. If a “Comp Repayment Deduction Code” is entered on the first screen, this field will display “88.”

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Lists all of the records in the active set. You can select a record

from the list by its corresponding line number. Add Use to create a worker’s compensation adjustment record. Update Use to update the current record. Del Use to delete the record that is currently displayed. Exit Returns to the Florida Retirement Report screen.


RETIREMENT & STATE-SPECIFIC Florida Retirement Report State of Florida prflaret Prior-Adjustments

If a successful Generate has not been done, the following message appears:

One a successful Generate is achieved and this option is selected, all employees entered in FLORIDA RETIREMENT MAINTENANCE who have had retirement deductions withheld within the period defined on the Florida Retirement screen, will be part of the active set in Prior-Adjustments. The standard deduction record will show the employee deduction amount, employer deduction amount (if any), and the wages earned by the employee during the period. If you wish to enter a prior period adjustment for an employee use Add and populate the “Check Date” field and the “Plan Code” field. In accordance with Division of Retirement standards, the “Adjustment Code” will need to be either an “A”, “R”, “E” or a blank depending on the type of adjustment being made. Enter the appropriate “Adjustment Wages”, “Employee Contributions”, and “Employer Contributions”. The “Impact Code” should be “Y” if you wish to have the current period amounts adjusted up or down in order to reflect the overall amount for the period. There will be additional records on the report to reflect the adjustments, but the total amounts will sum to the original withheld amounts. If the “Impact Code” is “N”, the current period amount will not be adjusted and separate records will appear on the report and affect the overall withheld amounts.

Output Use to output the report as defined in “Output options”. A=Emp-Adjust This options calls the FLORIDA RETIREMENT EMPLOYEE FM program.

Exit Returns to the State of Florida menu.


RETIREMENT & STATE-SPECIFIC FL Qtr. Unemployment Rpt/Media State of Florida prflunem

FL Qtr. Unemployment Rpt/Media This program produces a quarterly wage, magnetic-media file that is submitted to the Florida Department of Labor & Employment Security. It also produces a report that contains the information needed to fill out a companion form (the Employer’s Quarterly Report (UCT-6)) to go with the magnetic media.

Screen Layout – FL Qtr. Unemployment Rpt/Media

Field Description Report Quarter/Year Enter the reporting quarter (“1” = Jan-Mar, “2” = Apr-Jun, “3” =

Jul-Sep, or “4” = Oct-Dec) and year (must be greater than 1989). Report Option Options are “D”etail (lists each employee) or “S”ummary (totals

only). Mag Media Option Options are “D”iskette (record length 128) or “T”ape (record length

275).


RETIREMENT & STATE-SPECIFIC FL Qtr. Unemployment Rpt/Media State of Florida prflunem Taxable Wage Limit Enter the maximum amount of taxable wages per employee for the

year. Account Number Enter the seven-digit Florida employer account number found in the

top right corner of the UCT-6 form. Suffix The suffix, if applicable, is found after the seven-digit account

number. Entry in this field is optional. Federal EIN Enter the employer’s Federal Employer Identification Number. Computer Type Enter the computer manufacturer’s name. This field is required if

“Mag Media Option” is “D”iskette. Unit Code Code for special mailing of claim information. Entry in this field is

optional. Name Employer’s name. Address Employer’s address. Excluded Pay Types Enter any excluded pay type ranges.

Ring Menu – FL Qtr. Unemployment Rpt/Media

Define Establishes the report parameters for content and format. Generate Allows you to “D”isplay, “P”rint, or “S”pool the report/mag media. Exit Returns to the State of Florida menu.


RETIREMENT & STATE-SPECIFIC Michigan Retirement File Maintenance State of Michigan prmimain

STATE OF MICHIGAN

Michigan Retirement File Maintenance This program is used to maintain employee information related to the Michigan quarterly retirement report. The annual hours, work periods and pay category contained in this program are used to calculate the employee’s service units. This information is then used to create the magnetic media and retirement report.

The file maintenance program must contain a record for each employee reporting in the retirement system.

Screen Layout – Michigan Retirement File Maintenance

Field Description Emp#, Last, First, SSN The employee’s number, name and social security number. Must exist

in EMPLOYEE MASTER FILE MAINTENANCE. During Add, click Help for a list of valid entries.

Retirement Classification

The summary class from Job Class Codes defaults from the employee record but can be changed.


RETIREMENT & STATE-SPECIFIC Michigan Retirement File Maintenance State of Michigan prmimain Annual Hours The number of hours worked in one year. Pay Rate Annual (for salaried/contract) or hourly rate of pay. Pay Category Valid entries are: “H”ourly, “S”alary and “C”ontract.

Ring Menu – Michigan Retirement File Maintenance Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Lists all of the records in the active set. You can select a record by its line

number. Find is not required before Browse. Add Use to create retirement records. The employee must currently exist in

Employee Maintenance. Update Updates the current employee’s record. The cursor is positioned in the

“Retirement Service Units” field. Del Use to delete the current record displayed on the screen. Output Prints the records in the active set. Select the sort order from the pop-up

window.


RETIREMENT & STATE-SPECIFIC Michigan Retirement File Maintenance State of Michigan prmimain Service Units Use to add, review or update the service units for an employee. Use of this

function is optional as MI Retirement Service Unit Update updates the service units for each payroll. The service units maintenance program can contain a record for each quarter and year the employee contributed to MPSERS. Each record contains the year, quarter and service credit.

Exit Closes the program and returns to the State of Michigan menu.


RETIREMENT & STATE-SPECIFIC Michigan Employment Security Report State of Michigan prmiescr

Michigan Employment Security Report This program is used to produce the state of Michigan's Employment Security Report. This report is run on a quarterly basis. The report sorts in ascending order by social security number. Employees with duplicate social security numbers will be combined in the report and magnetic media.

Screen Layout - Employment Security Report


RETIREMENT & STATE-SPECIFIC Michigan Employment Security Report State of Michigan prmiescr Field Description Quarter Ending The quarterly date defaults in every time the program is run. The program

will look at today's date to determine the previous quarterly date and quarter for the reporting period. The quarterly dates are based on a calendar year: (you may override the date, but the report quarter will default in the same way) 1st quarter - March 31 2nd quarter - June 30 3rd quarter - September 30 4th quarter - December 31 For example, if today's date is 9/22/97, the reporting quarterly date is 6/30/97 and the reporting quarter is the 2nd. This information is needed to select the employee’s Total Gross Earnings accumulated for that quarter.

Federal EIN Your Employer's Federal Identification number. MESC Account Either the Michigan Employment Security Commission Account number or

the Michigan Employment Security Commission multi-unit number. Michigan Employer Account

Your Michigan Employer account number including multi-unit number.

Name, address, city, state, zip

The Name, address, city, state, and zip come from the system control table. You can override any of this information for a particular report, however any permanent changes need to be made in the MUNIS® system control table.

Ring Menu - Employment Security

Define Use to enter your identification and account numbers the first time you run

this report. The next time you run the program, these numbers will default in from your last run.


RETIREMENT & STATE-SPECIFIC Michigan Employment Security Report State of Michigan prmiescr Output When you choose Output the magnetic media file is created. The output pop-

up window displays the output options.

If you only want a mag media file created, select “E”xit. A mag media file is created every time you run the program.

Note: If an employee does not pay unemployment tax or his/her status is a

Pension Employee, he/she is excluded from the report. Also, if his/her quarterly gross is zero he/she is excluded from the report.

Exit Returns to the State of Michigan menu.


RETIREMENT & STATE-SPECIFIC Michigan Service Unit Update State of Michigan prmisvcu

Michigan Service Unit Update The Retirement Service Unit Update program is used to update quarterly service units (hours worked) for members of the State Retirement System. Service Units are computed for each payroll processed. To be eligible for service units, the employee must have a deduction in the current payroll, in a defined retirement deduction range and have a record in Michigan Retirement File Maintenance. Before running this program, make sure the Employee Update stage of the payroll has been successfully completed.

Screen Layout – Michigan Service Unit Update

Field Description Qualifying Work Period

Number used to determine if annual or contract pay employees accrue service units this pay period.

Retirement Deduction

The range of retirement deduction codes.

Additional wages Pay Code

Range of pay types representing extra pay for annual/contract pay employees.


RETIREMENT & STATE-SPECIFIC Michigan Service Unit Update State of Michigan prmisvcu

Ring Menu – Michigan Service Unit Update Define Must be selected and values entered before the Update function can be run. Update-Employees

When selected, this option determines who is eligible to receive service units. This is done by verifying the following:

- The employee must have a deduction in the range specified in the Define

step for the current payroll. - The employee must exist in the MI Retirement File.

If an employee meets both criteria, his/her service units for the current payroll are computed as follows:

- Contractual or Salary employees: the service credit is computed by

dividing the annual number of hours (in MI retirement file) by the pay periods worked (also in MI retirement file). If the number of pay periods worked (from MI retirement file) is less than the required period (specified in Define) the employee is not eligible for contract/annual service credit this pay.

- Contractual or Salary employees performing extra work outside the regular salary or contact period: accumulate the hours for all pay types in the range of Additional Wages Pay Code specified in Define.

- Hourly employees: pay types, not excluded from retirement calculations are used. If the pay type ‘unit of measure’ is hourly or blank (from Pay Type Codes), the hours are accumulated. If the unit of measure is daily (from Pay Type Codes) the days are converted to hours from the base pay type for the employee/job or from Job Class Codes.

Reverse-Update Reverses all actions done through Update-Employees. Exit Closes the program and returns to the State of Michigan menu.


RETIREMENT & STATE-SPECIFIC Michigan State Retirement Report State of Michigan prmireti

Michigan State Retirement Report This is a Michigan State quarterly retirement report for the MSPERS. The employee information, quarterly wage and contribution information comes from Employee Master File Maintenance. The rate of pay comes from Job Salary Definition or Recurring Pay.

Screen Layout – Michigan State Retirement Report

Field Description Report Quarter Required. Values must be 1,2,3 or 4. The default is the

quarter for the month prior to the current month but can be changed. Report Year Required. The default is the current year unless the period is “4”, in

which case the default year is last year. Report Period Ending Date

Defaults the date of the last day in the quarter entered above but can be changed.

Reporting Unit Type Accepts any number from “1” to “6”.


RETIREMENT & STATE-SPECIFIC Michigan State Retirement Report State of Michigan prmireti System Number The default is 82. Reporting Unit Number Your reporting unit number. Reporting Unit Name Your site name from the system record. Division Number, Name

Your division number and name.

Retirement Deduction You can have two separate ranges of retirement deduction codes. You must enter at least one code. The code entered must exist in the DEDUCTION/BENEFIT MASTER. Click Help for a list of valid entries.

Retro Pay from prior period?

Does the current period include retro pay from prior period wages? “Y” or “N”.

Retro Pay Type If “Y” above, enter the Pay Type for retro pay from Pay Type Codes. Click Help for a list of valid entries.

Professional Services Leave Pay

The range of pay types for professional services leave pay from Pay Type Codes. Click Help for a list of valid entries.

Ring Menu - Michigan State Retirement Report

Define Enter the output options. View/Maintain Accesses the retirement records in Michigan Retirement File Maintenance

program. For a description, see page 161. Output Prints or spools the report. Exit Closes the program and returns to the State of Michigan menu.


RETIREMENT & STATE-SPECIFIC Illinois Employment Security Report State of Illinois prilescr

STATE OF ILLINOIS

Illinois Employment Security Report This report calculates the total gross earnings subject to state income tax. It creates a magnetic media file and if specified, outputs a report.

Screen Layout - Employment Security

Field Description Quarter/Year The quarter value is based on today's date and the calendar year.

For the first three months quarter 1 defaults in; for the next three months quarter 2, etc. The current year defaults in the year field.

Quarter Ending Default the last day of the last month in the quarter. Must be a valid date greater than 12/31/1990.

Creation Date Today's date defaults in. State ID The value “17” defaults, but any value between 1 and 56 is valid.


RETIREMENT & STATE-SPECIFIC Illinois Employment Security Report State of Illinois prilescr Earnings Limit Defaults zero but can be changed. Filing Type A space defaults in but this is a required field. You can select help.

A description displays to the right of the field. Computer Name No restrictions. Recording Code Either type in "A" for ASCII or "E" for EBCDIC. Blocking Factor The value entered must be between 0 and 85. Internal label Must be "SL" or space. Density Must be (16)00, (62)50, (34)000, or spaces. Tracks Must be 09, 12, or spaces. EIN Default 0; however, you must enter your Employer’s Identification

Number. UI Acct Default 0; however, you must enter your Employer's state

identification number. Transmitter/Employer Name, address, city, state, city and zip.

Default from the System Control table. You can make changes for the report, but permanent changes need to be made in the System Control table under System Administration. An entry is required for all of these fields.

Tel Telephone number. Ext Telephone extension. Cont Contact name. No restrictions. Skip Zero Emp “Y”es to skip employees with a zero balance; “N”o to include them.Tax Type Enter (T)axable employer or (R)eimbursable employer. Log "S" Records Log 'S' records to printer (Y/N)? If "Y" a detail record is added to

the non-mag media report as follows; Social security number, first name, last name, middle initial, state ID number, the month and year of the creation date and the employee's quarterly gross amount.

Int Due Enter the total interest due. Pen Due Enter the total penalty due. Tot Due Enter the total amount due. Prev Due Enter the previous amount due. Tax Rate Enter the tax rate.


RETIREMENT & STATE-SPECIFIC Illinois Employment Security Report State of Illinois prilescr

Ring Menu - Employment Security

Define Use to enter the information required to create the report. Output When you choose Output the magnetic media file is created. The pop-up

window displays the Output options.

If you only want a mag media file created, select “E”xit. A mag media file is created every time you run the program. The path and filename display at the bottom of the screen.

Note: The employee's last name, first name, middle initial and social security

number are selected from the EMPLOYEE MASTER FILE MAINTENANCE record for output. If the `Unemployment Tax' in the EMPLOYEE MASTER FILE program is "N", then the employee will not be included in the report.

For each employee: The quarterly and yearly Total Gross Amount for the deduction range 4000 to

4999 is selected for the quarter and year entered in the Define screen. If the “Skip Zero Emps” field in the Define screen is "Y" and an employee’s

total gross for the deduction range is zero, then this employee is not included in the report.

Exit Returns to the State of Illinois menu.


RETIREMENT & STATE-SPECIFIC Mississippi PERS Table State of Mississippi prmsmain

STATE OF MISSISSIPPI

Mississippi PERS Table Using this program, you can add employees to the Mississippi Retirement System.

Screen Layout –PERS Table

Field Description Emp # Must exist in the EMPLOYEE MASTER FILE. Click Help for a list of

valid entries. Last First SSN Default from the employee number entered above. Generational ID Position Code Months of Salary Code Can be left blank. If entered must be between 01 and 08.

Ring Menu – PERS Table

Find To create an active set of records you have access to: “Emp.#”, “Last”, “First”

and “SSN”. Next Move to the next record in the active set. Prev Move back one record in the active set.


RETIREMENT & STATE-SPECIFIC Mississippi PERS Table State of Mississippi prmsmain Browse Lists the records in the active set. Find is not required before Browse. You

can select a record by its line number. Add Creates a new retirement record. You can add one retirement record per

employee. Update Use to maintain the record currently displayed. The following fields are

accessible for maintenance: Generational ID, Position Code and Months of Salary Code.

Del Use to delete the retirement record currently displayed, Output Select your sort option from the pop-up window.

Exit Closes the program and returns to the State of Mississippi menu.


RETIREMENT & STATE-SPECIFIC Mississippi PERS Monthly Report State of Mississippi prmspers

Mississippi PERS Monthly Report This program produces the monthly report and magnetic media for the Mississippi PERS retirement system. It uses the accumulators for deduction and pay ranges that you define.

Screen Layout – PERS Monthly Report

Field Description Month The reporting month (1 - 12) Year The reporting year. Agency Number The agency number assigned by PERS. Unit Number The unit number assigned by PERS. Name, Address, City, State, Zip

The name and address of your site.

Deduction/Pay Ranges Define the deduction and pay ranges you wish to include. If left blank, the default is “0”.


RETIREMENT & STATE-SPECIFIC Mississippi PERS Monthly Report State of Mississippi prmspers

Ring Menu – PERS Monthly Report Define Use to set the parameters for the report. View/Maintain Accesses the retirement records in Mississippi PERS Table. For a description,

see page 174. Output Creates a report and automatically spools the magnetic media file. Worksheet Produce a detail report that shows each line that is in the magnetic media. Exit Closes the program and returns to the State of Mississippi menu.


RETIREMENT & STATE-SPECIFIC Mississippi Quarterly Unemployment Report State of Mississippi prmsunem

Mississippi Quarterly Unemployment Report This program writes a report and creates a magnetic media file that contains quarterly unemployment information. The report contains SSN, name, quarterly gross, previous gross (annual - quarterly), and a taxable gross. Totals for the numeric columns are printed at the bottom of the report. The employees paid are listed by month.

Screen Layout – Quarterly Unemployment Report


RETIREMENT & STATE-SPECIFIC Mississippi Quarterly Unemployment Report State of Mississippi prmsunem

Field Description Quarter/Year Required. Enter the reporting quarter (1 - 4) and year Report Type Select “S”ummary or “D”etail. Mag Media Type Select “T”ape or “D”iskette. Use Entities If there are no applicable entities used in the system, the “Use

Entities” field defaults to “N” and you must enter a valid “MESC Account” number. You can also set this field to “N” and enter a subsequent “MESC Account” number, which will report the same account number for every employee. If entities do exist, you can use them by setting the “Use Entities” field to “Y” and have the report show the entity for the location of each reported employee.

MESC Account Entry is disabled when the “Use Entities” field is “Y”. Enter the Mississippi Employment Security Commission account number for your site.

Location You can limit the report by a range of location codes or leave as defaulted for all locations.

Org You can limit the report by a range of Org codes or leave as defaulted for all Orgs.

Tax Rate Required. Enter the MESC tax rate. Taxable Limit Not required. The earnings limit. Excluded Pays Not required. Enter the range of Pay Types to exclude, if any. Excluded Deductions Enter the starting and ending range of deduction range to exclude

from wages. These fields will default to 0 if nothing is entered.

Ring Menu – Quarterly Unemployment Report Define Use to set the parameters for the report. Output Creates a report and automatically spools the magnetic media file. Exit Closes the program and returns to the State of Mississippi menu.


RETIREMENT & STATE-SPECIFIC Maine Retirement File Maintenance State of Maine prmemain

STATE OF MAINE

Maine Retirement File Maintenance Use this program to add employees to the State of Maine retirement system

Screen Layout – Retirement File Maintenance

Field Description Emp # Must exist in the EMPLOYEE MASTER FILE. Click Help for a list of

valid entries. Last, First, SSN Default from the employee number entered above. Status Code Status code. Click Help for a list of valid entries. Position Code Position code. Click Help for a list of valid entries. Primary Job Enter (Y) for a primary job, (N) for a secondary job. Each

employee can have one primary job. Pay Basis Enter the employee's pay basis. (H = Hourly, D = Daily) Pay Rate The employee’s rate of pay. Hours/Days per Week Number of hours or days per week. Hours if “H” is entered above;

days if “D” is entered above.


RETIREMENT & STATE-SPECIFIC Maine Retirement File Maintenance State of Maine prmemain MSRS Hire Date Defaults from the EMPLOYEE MASTER FILE but can be changed. Life Insurance Code Life insurance code. Click Help for a list of valid entries. FTE The Employee’s full-time equivalency factor. Federal Funding Percent The Employee’s federal funding percent. Work Weeks The Employee’s expected number of workweeks. Remark Code Bargaining Unit Code Payback Deduction Code

Must exist in the DEDUCTION/BENEFIT MASTER. Click Help for a list of valid entries.

Life Insurance Deduction Code

Must exist in the DEDUCTION/BENEFIT MASTER. Click Help for a list of valid entries.

Pay Type Code Must be “0” or exist in Pay Type Codes in the Auxiliary Programs. Click Help for a list of valid entries.

Federal Earnings Pay Type Code

Must be “0” or exist in Pay Type Codes in the Auxiliary Programs. Click Help for a list of valid entries. This field is used to determine which positions receive federal funding. If an employee has more than one position receiving federal funding, “Federal Funding Percent” should be used to compute the amount of federal funds for each position. If an employee received $12,000 in federal funding, $10,000, for job A and $2,000 for job B, the federal funding percent for job A would by 10,000/12,000 = 83.34%, with the remaining 16.6% for job B.

Ring Menu – Retirement File Maintenance

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move back one record in the active set. Browse Lists the records in the active set. Find is not required before Browse. Add Creates a new retirement record.


RETIREMENT & STATE-SPECIFIC Maine Retirement File Maintenance State of Maine prmemain Update Use to maintain the record currently displayed. The following fields are not

accessible: “Emp#”, “Last”, “First”, and “SSN”. Del Deletes the record currently displayed. Output Prints the records in the active set. You can select the sort order from the pop-

up window.

Exit Closes the program and returns to the State of Maine menu.


RETIREMENT & STATE-SPECIFIC Maine Retirement Report State of Maine prmeretr

Maine Retirement Report This program produces the monthly summary and detail reports for the Maine State Retirement System. The report includes all employees, even if not all employees have a retirement contribution. Re-employed retirees will be included on the detail report, but their gross won’t be included in earnable contribution.

Screen Layout – Maine Retirement Report

Field Description Report Month/Year Enter the reporting month and year to appear on the report. Report Type Enter ST for school teachers, SN for school employees who are not

teachers, or MU for Municipalities. Benefit Plan Code MSRS will supply the five character code. Teachers will continue

to report either 11000 or 11001. Payroll Check Dates Enter the payroll period ending dates for the report month. Employer Code The employer’s Maine State Retirement System number.


RETIREMENT & STATE-SPECIFIC Maine Retirement Report State of Maine prmeretr Employer Name The employer’s name. Report Title The title you would like on the report. Ins Rate per 1,000 Basic life insurance rate per $1,000. Deduction/Pay Ranges The deduction/pay ranges to include in the report. Two ranges can

be defined for each pay/deduction type. For example, if two ranges are defined for Supplemental Life Insurance, any deduction codes that fall within either of the ranges defined will be included on the report.

Ring Menu – Maine Retirement Report

Define Use to determine the contents of the report. Select Generates the report information. Xmit The following screen is used to enter the required transmit

information (header record). The Specifications for Filing Payrolls Magnetically/Electronically may be obtained from the Maine State Retirement System in Augusta.

View Use to preview the data for each individual employee and change any

incorrect information. All fields beginning with “Monthly Hrs/Days” can be accessed during Update. Updates made to the employee will be lost once you exit the program. You should Output the report immediately after you have made the changes. If Select has not been processed, the following popup window displays.




Field Description Emp # The Employee Number from the EMPLOYEE

MASTER FILE record. No access. SSN Employee Social Security Number. Last/First Employee’s last and first name. Status The employee’s retirement status code from Maine

Retirement File Maint. Position The employee's position. Monthly Hrs/Days The hours per day for the reporting month. Expected Hrs/Days The expected hours per day for the reporting

month. Life Ins. Premium The insurance premium. Gross Earnings Employee’s gross earnings. Fed Earnings The federal earnings amount. Empl Contrib The employee contribution for this adjustment. Payback/Exc Cont The employee payback amount. YTD Earnings The employee’s year-to-date earnings Life Ins. Code The life insurance code. Life Ins. Level The life insurance level. Pay Code The pay code.


Pay Rate The pay rate. Hire Date The date of hire. Date of Birth The date of birth. Remark Codes The remark code. Wks/Yr The number of weeks per year.

Output When selected, a report will be produced (it can be printed, spooled or

displayed). The summary report will also be printed. A Magnetic Media Reporting file is created automatically. The transmit information should be setup on the Xmit screen before output is performed. The Magnetic Media file name and path (spool directory) are displayed at the bottom of the screen when created.

Exit Closes the program and returns to the State of Maine menu.


RETIREMENT & STATE-SPECIFIC Qtrly. Unemployment/Tax Report State of Maine prmeunem

Qtrly. Unemployment/Tax Report This program creates the magnetic media file for the Maine Quarterly Unemployment report and provides required information, so that you may complete the Quarterly Tax-Withholding report. The magnetic media file is coded in the 85-character format.

Screen Layout – Quarterly Unemployment Report/Media

Side Menu – Quarterly Unemployment Report/Media Define Requires the input of several parameters needed for data selection and

printing.


RETIREMENT & STATE-SPECIFIC Qtrly. Unemployment/Tax Report State of Maine prmeunem Tax-Withheld The report, “Income Tax Withholding Listing”, coincides with the

requirements by the State of ME. If quarterly 941ME forms are completed, listing ME income tax withheld for all employees, you are no longer required to submit the annual reconciliation of ME income tax withheld, Form W-3ME in February. Physical forms are provided in the quarterly packages. Once the forms are completed and sent to the state, they are optically scanned. Previously, selecting this option immediately produced the “Maine Tax-Withheld Report”, a summary of ME tax withheld for the quarter defined. When the Tax Withheld option is selected, it provides the option of selecting the tax to be withheld “by Employee” or “by Payroll”. If the option “by Employee” is selected, the new report is produced. The “Page Break” applies to the report “by Employee” option only, and cannot be accessed if the “by Payroll” option is defined. The report resembles the 941ME form. If selecting the Tax withheld “by Employee” and “Page Break” field, the report prints the same number of employees per page as the Form 941ME, along with the totals per page needed to complete the Form 941ME.


RETIREMENT & STATE-SPECIFIC Maryland Quarterly Unemployment Report State of Maryland prmdunem

STATE OF MARYLAND

Maryland Quarterly Unemployment Report This program creates the file for the Maryland Quarterly Unemployment report to be submitted on magnetic media for employers with more than 250 employees.


Field Description Quarter The reporting quarter (1 - 4). Year The reporting year. MESC Account Number The Maryland Employment Security Commission account number

for your site. Tax Rate The MESC tax rate. Wage Limit The earnings limit. Excluded Pay Ranges Enter the range of Pay Types to exclude, if any.



Maryland Annual Retirement Report & Mag Med This program generates a yearly report and mag media file for Maryland sites to report their retirement information. The information used to populate the mag media is pulled from the Employee Accumulators and the Employee Master File Maintenance program.

Field Description Reporting Year Required. Enter the reporting year. Report Option Required. Select “Summary” for an employee listing that

includes totals by category or “Detail” for a listing that does not list totals.

Employer Location The employer primary location range from the EMPLOYEE MASTER F/M. Not required. The primary location range to include in the Location



report. If left blank, the “to” field defaults to “ZZZZ” to include all. Not required. The primary org range from the EMPLOYEE MASTER F/M. If left blank, the “to” field defaults to “ZZZZ” to include all.

Org

Contributions Required. Enter the retirement contribution/deduction range. The deduction must be in between 1000 – 9999.

Temporary Codes The personnel status codes for temporary employees are listed below. Limit the report by listing a range or leave as defaulted for all. Help is available:

Contractual Codes The personnel status codes for contractual employees are listed below. Limit the report by listing a range or leave as defaulted for all. Help is available:


RETIREMENT & STATE-SPECIFIC Ohio Local Tax Magnetic Media State of Ohio prltmagm

STATE OF OHIO

Ohio Local Tax Magnetic Media The Local Tax Mag Media program creates an ASCII magnetic media file with a record length of 256. The magnetic media file can be created using two different methods. The first method uses a specified payroll identified by run and warrant. The other method uses data for a specific year, quarter or month.

Screen Layout – Local Tax Magnetic Media

Ring Menu – Local Tax Magnetic Media Define Use to determine the content of the magnetic media file. Output Produces the magnetic media file, with a separate record for each local tax. Exit Closes the program and returns to the State of Ohio menu.


RETIREMENT & STATE-SPECIFIC Ohio PERS Report State of Ohio prohreti

Ohio PERS Report The purpose of this program is to produce a magnetic media file for the Public Retirement System of Ohio. The specifications for this file follow Ohio State requirements.

Screen Layout – Ohio Retirement Magnetic Media Report

Field Description Report Option Valid entries are (A)nnual or (M)onthly. Payroll Begin/End Date Beginning and ending report date. Retirement Deduction Range

You can have five separate ranges of retirement deduction codes. You must enter at least one code. The code entered must exist in the DEDUCTION/BENEFIT MASTER. Click Help for a list of valid entries.

Employer Pickup Range The corresponding ranges of deduction codes for the employer portion. The code entered must exist in the DEDUCTION/BENEFIT MASTER. Click Help for a list of valid entries.

Abbreviated Employer Name

When the row has deduction codes entered, the employer name is required.


RETIREMENT & STATE-SPECIFIC Ohio PERS Report State of Ohio prohreti Empr Code When the row has deduction codes entered, the employer PERS code

is required. Rpt Freq Enter '4'= Monthly, '6'= Semi-Monthly, or '7'=14 day period.

Ring Menu – Ohio Retirement Magnetic Media Report Define Use to determine the report options. Output Generates the magnetic media file along with a report to be either printed,

spooled, or displayed. Exit Closes the program and returns to the State of Ohio menu.


RETIREMENT & STATE-SPECIFIC OH Qtr. Unemployment Rpt/Media State of Ohio prohunem

OH Qtr. Unemployment Rpt/Media This program allows you to create the reports and mag media files needed to complete companion forms.

Screen Layout – OH Qtr. Unemployment Rpt/Media

Field Description Report Quarter/Year Enter report quarter (1 = Jan – Mar, 2 = Apr – Jun, 3 = Jul – Sep,

4 = Oct – Dec) and year. Week Worked Number of weeks worked in the reporting quarter. Report Option Options are “D” – produce detail lines for each employee

included in the report or “S” – produce a summary of the employee detail containing totals only.

Report Format Chose to store the report on “D”iskette or “T”ape. Taxable Wage Limit Annual taxable wages per employee (maximum amount). Federal EIN Enter Federal Employer Identification Number.


RETIREMENT & STATE-SPECIFIC OH Qtr. Unemployment Rpt/Media State of Ohio prohunem Account Number Enter the account number. Up to 10 digits. Plant Code Enter the OBES-assigned number for multiple plant charging

(optional). Name/Address Employer name, address, city, state and zip code. Location (range) Primary location ranges to be included in the mag media file. Excluded Pay (range) Excluded Pay Types.

Ring Menu – OH Qtr. Unemployment Rpt/Media

Define Establish the parameters for the mag media files and reports. Output Generate the report/mag media file. Options are “D”isplay, “P”rint and

“S”pool. Activity-Rpt This feature allows you to produce UCO-2ERM reports that may be required

by certain jurisdictions. When selected, the following screen displays.

Define Define the parameters of the Activity Report. Verify-Act This option verifies that all of the defined employees have an

activity code. If the system finds all of the employees do not have an activity code, the following pop-up window will display and enable you to produce a list of the employees without activity codes.


RETIREMENT & STATE-SPECIFIC OH Qtr. Unemployment Rpt/Media State of Ohio prohunem

Output This option creates a report that is determined by the defined “Activity Report Option” field.

Exit Returns to OH Qtr. Unemployment Rpt/Media.

Exit Returns to the State of Ohio menu.


RETIREMENT & STATE-SPECIFIC STRS Annual Report/Mag Media State of Ohio prohstrs

STRS Annual Report/Mag Media This program produces mag media files for the Ohio State Teachers Retirement System and generates one-page reports that provide information needed to complete employer-submitted forms.

Screen Layout – STRS Annual Report/Mag Media

Field Description Reporting Period (range) On a Define, you only have access to the first reporting period of

the range. The other reporting period is created automatically and is determined by reporting period that you defined. For example: If you entered “02/1999” the “to” reporting period would default as “01/2000”.

Report Option “D” for detail lines for each employee or “S” for a summary of employee totals only.

Employer ID The employer identification number. Location (range) The primary location range to be included.


RETIREMENT & STATE-SPECIFIC STRS Annual Report/Mag Media State of Ohio prohstrs Minimum Salary Enter the minimum salary required to receive full Service Credit. Minimum Days Enter the minimum days worked to receive full Service Credit. Total School Days Days worked in a school year to calculate the Service Credit. Retiree Status The current personnel status for re-employed retirees. Click Help

for a list of valid entries. STRS Deductions (range) Enter STRS deduction ranges (if applicable).

Ring Menu – STRS Annual Report/Mag Media

Define Establish the report/mag media file parameters. Output Produce reports/mag media files. Format is determined by the “Report

Option” field. Exit Returns to the State of Ohio menu.


RETIREMENT & STATE-SPECIFIC Quarterly Unemployment Report State of Pennsylvania prpaunem

STATE OF PENNSYLVANIA

Quarterly Unemployment Report The purpose of this program is to produce a magnetic media file for the State of Pennsylvania reporting of employee's quarterly unemployment wages. The magnetic media file format follows state requirements.


Field Description Quarter/Year From/To

Defaults the quarter for the prior month (i.e. if the current date is in April,”1” is the default; must be a 1, 2, 3, or 4. The current year defaults. The “From” and “T”o dates default the first and last date for the specified quarter.

Employer Acct Employer account number for unemployment insurance. Federal EIN Federal employer ID number. Plant Number Plant Number (for plant reporting employers).


RETIREMENT & STATE-SPECIFIC Quarterly Unemployment Report State of Pennsylvania prpaunem Blocking Factor Number of records per block for mag media. Contact Name Name of person to call in case of problems. Contact Phone Phone number of contact person. Biweekly Checks Number of checks in the biweekly cycle. Employer Name Address

The employer’s name and address.

Tape Return Name Address

Name and address where tape should be returned. Usually, the employer’s name and address.

Excluded Pay Types Enter the range of Pay Types you wish to exclude, if any. Up to 4 ranges are available for entry.

Ring Menu – Quarterly Unemployment Report

Define Use to set up the report options. Generate Creates the magnetic media file based on what you set up in Define. View The program calculates the number of weeks worked from pay history

records. You can use the View screen to check and modify the number of weeks worked if the number does not match your records.

The screen displays when View is selected. Find the records you wish to check. Once you have an active set, if necessary, use Update to change the “Weeks Worked” field.


RETIREMENT & STATE-SPECIFIC Quarterly Unemployment Report State of Pennsylvania prpaunem Output Copies the report to the magnetic media file. The complete path and file name

displays at the bottom of the screen. For example: Magmedia: /u4/release/4.71/spooldir/prpaun01

Exit Closes the program and returns to the State of Pennsylvania menu.


RETIREMENT & STATE-SPECIFIC Tennessee Retirement Maintenance State of Tennessee prtnmain

STATE OF TENNESSEE

Tennessee Retirement Maintenance This program is used to maintain employee information related to the Tennessee retirement and unemployment reports. It stores information regarding the groups in which each employee is reported.

Screen Layout - Tennessee Retirement Maintenance

Field Description Emp#, Last, First, SSN The employee’s number, name and social security number. It must

exist in EMPLOYEE MASTER FILE MAINTENANCE. During Add, click Help for a list of valid entries.

Retirement Deduction The applicable retirement deduction code. It must exist in DEDUCTION/BENEFIT MASTER. During Add, click Help for a list of valid entries.

Retirement Department The department to which the employee belonged. During Add, click Help for a list of valid entries.

Retirement Type The retirement type code. Must exist in Miscellaneous Code F/M in the group TNRC. During Add, click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC Tennessee Retirement Maintenance State of Tennessee prtnmain Retirement Service Units The program will accept any number from 1-9. State Unemployment Account

If “Unemployment Tax” on the second screen of the EMPLOYEE MASTER FILE is “Y”, this field cannot be blank or zero. If the field is “N”, this field is “0”. During Add and Update, click Help for a list of valid entries.

Ring Menu – Tennessee Retirement Maintenance

Find Use to create an active set of records. Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Lists all of the records in the active set. You can select a record by its line

number. Find is not required before Browse. Add Use to create retirement records. The employee must currently exist in

Employee Maintenance. Update Updates the current employee’s record. The cursor is positioned in the

“Retirement Service Units” field. Del Use to delete the current record displayed on the screen. Output Prints the records in the active set. Select the sort order from the pop-up

window.

Exit Closes the program and returns to the State of Tennessee menu.


RETIREMENT & STATE-SPECIFIC Tennessee Retirement Report State of Tennessee prtnreti

Tennessee Retirement Report This is a monthly retirement report for the state of Tennessee. The information for the report comes from Employee Master Maintenance and from Tennessee Retirement Maintenance.

Screen Layout – Tennessee Retirement Report

Field Description Report Month Required. The program accepts any number from 1-12. Report Year Defaults to the current year but can be changed. Report Type Must be “M”ain or “S”upplemental.

Retirement Deduction You can have two separate ranges of retirement deduction codes. You

must enter at least one code. The code entered must exist in the DEDUCTION/BENEFIT MASTER. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC Tennessee Retirement Report State of Tennessee prtnreti

Ring Menu – Tennessee Retirement Report Define Determines the parameters of the report. View/Maintain Accesses Tennessee Retirement Maintenance. For a description, see page 203. Output Prints the report. Exit Closes the program and returns to the State of Tennessee menu.


RETIREMENT & STATE-SPECIFIC Tennessee Employment Security Report State of Tennessee prtnescr

Tennessee Employment Security Report

This program produces a quarterly wage magnetic media file that is submitted to the Tennessee Department of Labor & Employment Security. It produces both the diskette format and a hard-copy report detailing the records written to the magnetic media file.

Screen Layout – Tennessee Employment Security Report

Field Description Quarter Ending Quarter ending date Wage Limit Exempt wage limit Unemployment Account

Tennessee Employment Security Commission account number.


RETIREMENT & STATE-SPECIFIC Tennessee Employment Security Report State of Tennessee prtnescr Pay Ranges Excluded Start and end of pay ranges to include Name/Addr… Employer’s name and address information

Ring Menu – Tennessee Employment Security Report Define Determines the parameters of the report. Output Prints the report. Exit Closes the program and returns to the State of Tennessee menu.


RETIREMENT & STATE-SPECIFIC Alabama Monthly Ret. Mag Media State of Alabama pralreti

STATE OF ALABAMA

Alabama Monthly Ret. Mag Media This program generates mag media files that can be submitted to the Retirement Systems of Alabama.

Screen Layout – Alabama Monthly Ret. Mag Media

Field Description Month/Year The reporting month/year of the file. Report Option “D” for detail of each employee or “S” for a summary (totals

only). Units Worked To report employee time worked in hours or in days. Unit Code Enter Unit Code (if applicable). Location (range) Primary location range to be included in the file.


RETIREMENT & STATE-SPECIFIC Alabama Monthly Ret. Mag Media State of Alabama pralreti Retirement Deduction (range)

Range of retirement deductions to be included in the file.

RSA-1 Deduction (range) RSA-1 deduction range to be included in the file. Job Class Ranges Use to track member classification codes on the magnetic media.

Enter the following job class ranges: “Correctional Officer”, “Firefighter”, “Law Enforcement Officer”.

Ring Menu – Alabama Monthly Ret. Mag Media

Define Define the parameters of the mag media file. Output Generate the mag media file. Note: An employee can have either one or two

magnetic media records (but not RSA alone). Exit Return to the State of Alabama menu.


RETIREMENT & STATE-SPECIFIC Alabama Employee Sec. Report State of Alabama pralunem

Alabama Employee Sec. Report This program produces quarterly wage mag media files that are based on information contained in the Employee Master File Maintenance and Accumulators Report programs and submitted to the Alabama Department of Industrial Relations. The program also produces a report that displays data in a user-friendly format.

Field Description Report Quarter/Year Reporting quarter/year. Report Option “D” for detail lines for each employee or “S” for a summary

(totals only). Process by Entity Process mag media file/report using payroll entities (Y/N). DIR Account # Required. DIR tax account number. Employer EIN Enter Federal Employer Identification Number. Employer Name Default employer name. This field may be modified. Transmitter EIN Enter transmitter Employer Identification Number. Transmitter Name Transmitter name (employer).


RETIREMENT & STATE-SPECIFIC Alabama Employee Sec. Report State of Alabama pralunem Computer Type Your computer manufacture’s name. Disk Size Enter diskette size. Options are “1 = 8”, “2 = 5.25”, “3 = 3.50” in

inches. Location Range Primary location range(s) to be included in the file/report. Excluded Pay Types Enter excluded pay type range(s).

Ring Menu – Alabama Employee Sec. Report

Define Establish the parameters of the mag media files/report. Output Generate the report/mag media. Exit Returns to the State of Alabama menu.


RETIREMENT & STATE-SPECIFIC GA Teacher Retirement Maintenance Other States prgateac

STATE OF GEORGIA

GA Teacher Retirement Maintenance This program maintains the Georgia teacher retirement information.

Screen Layout – GA Teacher Retirement Maintenance

Field Description Emp #, Last, First, MI, and SSN

Employee number, name, and social security number.

Member Number Enter Teacher Retirement System member number. (Enter all zeros if the number has yet to be assigned or leave empty and will default to all zeros).

Contract Months Enter Contract Months (01 – 12).


RETIREMENT & STATE-SPECIFIC GA Teacher Retirement Maintenance Other States prgateac

Side Menu – GA Teacher Retirement Maintenance

Find Use to create an active set of records. You may Find from any field. Next View the subsequent record in the active set. Prev Move to the previous record in the active set. Browse Displays a window showing the employee number, name, member number,

and contract months of all of the records in the active set. A Find is not required before Browse.

Add Enter a new record. After the “Emp #” is inserted, the name fields will default

automatically. If left empty the “Member Number” field will default to all zeros.

Update Modify an existing record. Access to the “Member Number” and “Contract

Months” fields only. Del Delete the current record in the active set. Output Generate a list of the employees in the active set. These reports display the

employee number, name, Social Security Number, member number and contract months.

Exit Return to the State of Georgia menu.


RETIREMENT & STATE-SPECIFIC GA Teacher Retirement MagMedia Other States prgatret

GA Teacher Retirement MagMedia This program produces a monthly mag media file for the Teacher Retirement System of the Georgia Board of Education.

Screen Layout – GA Teacher Retirement MagMedia

Field Description Report Month/Year Reporting month and year. Report Option “D” for a detail line of each employee or “S” for a summary of

totals only. TRS Transaction Code Teacher Retirement System transaction code. System Code Enter the system code (if applicable). Minimum Service days Enter the minimum number of workdays required to receive one

month of Service Credit.


RETIREMENT & STATE-SPECIFIC GA Teacher Retirement MagMedia Other States prgatret Location Range Primary location code range. Deductions Enter deduction range(s). Values must be “1000” or greater.

Side Menu – GA Teacher Retirement MagMedia

Define Establish the parameters of the mag media file. View/Maintain Accesses the GA Teacher Retirement Maintenance program. For a description,

see page 213. Output Generate the mag media file. Format is determined by the “Report Option” field. Exit Returns to the State of Georgia menu.


RETIREMENT & STATE-SPECIFIC GA CPI Assignment File Maint. Other States prgacpir

GA CPI Assignment File Maint. This program maintains the information for the Georgia CPI. The CPI magnetic media is submitted to the Georgia Department of Education three times a year. This program has certain fields that default in from EMPLOYEE JOB/SALARY F/M. If something is changed on the employee's pay record, it reflects automatically in the GA Assignment record. Note: If a value is changed in the GA CPI Assignment F/M screen, it will no longer agree with the record in EMPLOYEE JOB/SALARY F/M. Use the field “Default from Employee Pay” to see which records have been manually overridden.

Screen Layout – GA CPI Assignment File Maint.


RETIREMENT & STATE-SPECIFIC GA CPI Assignment File Maint. Other States prgacpir Field Description Emp #, Last, First, MI, SSN

The employee number, name and social security number.

Record Type Must be C01 – C0. When you add a C01 record type, some fields automatically populate with information from the employee’s base pay record. These fields are: Assignment Type, Certificate Type, Location, Job Code and FTE. After a C01 record is created, changes made to these fields on the employee's base pay record will automatically update in the CPI maintenance program. But, if you change any of the data that defaulted in to these fields in the C01 record, the new data will be saved and changes made in the employee's base pay record will no longer automatically update the maintenance record.

Assignment Type Required. Must be C – Certified, or N – Classified. Certificate Type Must be B, T, DT, etc. Location Must exist in the Location Code Table. Click Help for a list of valid

entries. Job Code Must exist in Job Class Codes. Click Help for a list of valid entries. FTE Percentage Full time equivalency. Field Code The field code prints on the certificate and is required.

Note: When Add or Refresh is selected in the 2nd Screen option of EMPLOYEE JOB/SALARY F/M, the “Empl Type” field in EMPLOYEE JOB/SALARY defaults to the “Field Code” field in GEORGIA CPI ASSIGNMENT F/M.

Field Status Must be I – In-Field, or O – Out-of-Field. Note: When Add or Refresh is selected in the 2nd Screen option of EMPLOYEE JOB/SALARY F/M, the “# of Months” field in EMPLOYEE JOB/SALARY defaults to the “Field Status” field in GEORGIA CPI ASSIGNMENT F/M.

Subject Matter The subject matter specialty. Note: When Add or Refresh is selected in the 2nd Screen option of EMPLOYEE JOB/SALARY F/M, the “Grade Level” field in EMPLOYEE JOB/SALARY defaults to the “Subject Matter” field in GEORGIA CPI ASSIGNMENT F/M.

Fund The assignment fund. Override Employment Basis

You can enter an amount in this field that overrides the calculated amount for this employee when the report is run.

Override Contract Days

You can enter an amount in this field that will override the calculated amount for this employee when the report is run.

Default from Employee Pay

Used to view which records have been manually overridden.

Side Menu – GA CPI Assignment File Maintenance

Find Use to make an active set of records.


RETIREMENT & STATE-SPECIFIC GA CPI Assignment File Maint. Other States prgacpir Next Move to the next record in the active set. Prev Move to the previous record in the active set. Browse Displays a window showing the employee number, name, record type,

assignment type and certificate type of all of the records in the active set. A Find is not required before Browse.

Add Enter a new record. Update Modify an existing record. Del Delete the current record in the active set. Output Generate a list of the employees in the active set. Refresh Use this option to remove the values manually entered and returns to

the default values from EMPLOYEE JOB/SALARY F/M. Exit Return to the State of Georgia menu.


RETIREMENT & STATE-SPECIFIC GA CPI CPI Report & Mag Media Other States prgcpirp

GA CPI Report/Mag Media This program produces a magnetic media file that is submitted to the Georgia Department of Education three times a year (October, May and July). The information is processed by the Georgia Department of Education, who creates a series of reports using the submitted information.

Screen Layout – GA CPI Report/Mag Media

Field Description CPI Period Must be 1, 2, or 3. Report Dates The date range of the report. Fiscal Year Fiscal year of the report. Print Report Check mark the field for a printout of the record in addition to the

magnetic media files.


RETIREMENT & STATE-SPECIFIC GA CPI CPI Report & Mag Media Other States prgcpirp System Code The school system code. Location A range of primary employee locations. Leave as defaulted for all

locations. Sick Leave Up to five sick leave accrual types may be entered. If entered, these must

exist in Vacation/Sick Tables. Click Help for a list of valid entries. Vacation If entered, must exist in Vacation/Sick Tables. Click Help for a list of

valid entries. Staff Dev If entered, these must exist in Vacation/Sick Tables. Click Help for a list

of valid entries. Base Pay Types These fields allows you to produce the magnetic media based on base pay

type ranges that you define. The first starting and ending base pay types are required, however the additional ranges are optional.

National Certification Type

The employee’s National Certification Type for the CPI period defined.

National Certification Area

The employee’s National Certification Area for the CPI period defined.

Side Menu – GA CPI Report/Mag Media

Define Establishes the parameters of the mag media file or the report. Output Generates the mag media file or prints the report.

The information in the CPI mag media is for Certified and Classified employees. Report Periods 1 (October) and 2 (May) are the “regular” periods, and Report Period 3 (July) is the “employee leave” period. There are several types of mag media records depending on the reporting period: Type A – Demographic record (period. 1, 2, 3). Type B – Certification/Salary record (period. 1, 2). Type C – Assignment record (period. 1, 2) (defined in the GA CPI Assignment File Maintenance) Type D – Leave record (period. 3) There is 1 Type A and Type B record per employee. An employee can have up to 6 Type C records and up to 5 Type D records in the mag media file.

Exit Returns to the State of Georgia menu.


RETIREMENT & STATE-SPECIFIC GA PSERS Mag Media & Report Other States prgapers

GA PSERS Mag Media & Report Use this program to produce a monthly mag media file containing contributions to the Public School Employees Retirement System (PSERS). An accompanying report is also created based upon the “Report Option” (summary or detail) that you establish.

Screen Layout – GA PSERS Mag Media & Report

Field Description Month/Year The reporting month and the reporting year. Report Option Choose the report option. Choose “D”etail to show each employee, or

“S”ummary to show totals. System Code The 3-digit assigned System Code. Defaults in, but can be changed. Location/ to The primary location range from the EMPLOYEE MASTER FILE.


RETIREMENT & STATE-SPECIFIC GA PSERS Mag Media & Report Other States prgapers PSERS Deduction/ to

The PSERS Deduction range.

Side-Menu -- GA PSERS Mag Media & Report

Define Establishes the parameters of the mag media file. Output Generates the mag media file. Exit Returns to the State of Georgia menu.


RETIREMENT & STATE-SPECIFIC GA CS-1 Report & Mag Media State of Georgia prgacs1r

GA CS-1 Report & Mag Media This program allows you to produce a quarterly wage mag media file to submit directly to the Georgia Department of Audits & Accounts. The reporting is for Detail of Salary and Travel Expense Payments and each such expense is reported per employee, along with the primary General Ledger account associated with the amounts. You have the option of producing a report with just totals or with each employee listed. One salary record, and one travel expense record is created for each employee. However, for employees with no travel expense, the expense record will not be created.

Field Description Fiscal Year Required. Enter the reporting fiscal year date. Must be greater than 1990. Fiscal Year Date Required. Enter the reporting fiscal year start date, and the reporting fiscal

year end date.


RETIREMENT & STATE-SPECIFIC GA CS-1 Report & Mag Media State of Georgia prgacs1r Report Option Enter “D” to produce a detailed report containing amounts for each

employee, or enter “S” to produce a summary report with only total amounts.

School System Once it is entered, it will continue to default for each different run until changed.

Travel 1099 Code Required. Enter a travel expense code. Click Help for a list of valid entries. Function Segment Use to define which general ledger account segments will be used in the

report. The first three characters of the “Function Segment” will be used in positions 45-47 of the file.

Program Segment If entered the “Program Segment” will be used in positions 62-65 of the file. You can enter “P” in the “Program Segment” field, which means the Project will be used in positions 62-65.

Location Enter the primary location range. Excluded Pays/ to Enter a range of pay types not included in regular salary.

Side Menu - GA CS-1 Report/Mag Media Define Establish the parameters for the report/mag media file. Output Use to (D)isplay, (P)rint, or (S)pool the selected data. Exit Returns to the State of Georgia menu.



GA Unemployment Report/Mag Med This program produces a quarterly wage magnetic media file that is submitted to the Georgia Division of Unemployment Insurance. The program can also produce a report that can be sent along with the magnetic media file. Choose to print a summary report, which just shows totals, or a detailed report listing SSN, Name, Qtr wages, etc.

Screen Layout – GA Unemployment Report/Mag Media

Fields Description Reporting Quarter/Year The quarter and year for which you are reporting.

Report Option Select “Summary” for a list of totals only. Select “Detail” for a list of each employee.

Employer Account Number

Your account number.

Location The employer primary location range from EMPLOYEE MASTER F/M.



Org The primary org range from EMPLOYEE MASTER F/M. Excluded Pay Types Range for excluded pay types.

Side Menu - GA Unemployment Report/Mag Media

Define Establish the parameters for the report/mag media file. Output Use to (D)isplay, (P)rint, or (S)pool the selected data. Exit Returns to the State of Georgia menu.


RETIREMENT & STATE-SPECIFIC IA Qtrly. Unemployment Rpt/Med State of Iowa priaunem

STATE OF IOWA

IA Qtrly. Unemployment Rpt/Med This program produces a quarterly wage mag media file that is submitted to the Iowa Agency of Employment Security.

Screen Layout – IA Qtrly. Unemployment Rpt/Med

Field Description Report Quarter/Year Reporting quarter and year. Report Option “D” for a detail line for each employee or “S” for a summary of

employee totals only. Mag Media Option Enter “D” for diskette or “T” for tape. Taxable Wage Limit Annual maximum amount of taxable wages per employee. Process by Entity Process mag media and report using payroll entities (Y/N). Computer Type The manufacturer of your computer.


RETIREMENT & STATE-SPECIFIC IA Qtrly. Unemployment Rpt/Med State of Iowa priaunem Label Only available if “Mag Media Option” is “T – TAPE”. Valid

entries are “SL = IBM Standard”, “NS = Non-Standard”, “NL = No Label” or “AL = ANSI Standard”.

Density Only available if “Mag Media Option” is “T – TAPE”. Valid entries are “16 = 1600”, “62 = 6250” or “38 = 38000”.

Number or Tracks Only available if “Mag Media Option” is “T – TAPE”. Valid entries are “09 = Reel” or “18 = IBM 3480”.

Block Factor Only available if “Mag Media Option” is “T – TAPE”. Valid entries are “25” or “85”.

Location Range Primary location range(s). Excluded Pay Types Excluded pay type range(s).

Ring Menu – IA Qtrly. Unemployment Rpt/Med

Define Establish the parameters for the report/mag media file.

2scr Use to establish the mag media parameters. When selected the following screen displays.

Output Generate the report/mag media file.

Exit Return to the State of Iowa menu.


RETIREMENT & STATE-SPECIFIC PERS Quarterly Rpt/Media State of Iowa priapers

IA PERS Quarterly Rpt/Media

This program produces the monthly report and magnetic media for the Mississippi PERS retirement system. It uses the accumulators for deduction and pay ranges that you define. For each employee who has period wages for the reporting month, the program produces a record in the mag media file.

Screen Layout – PERS Quarterly Rpt/Media

Field Description The reporting quarter and year.

Report Option “S”ummary – totals only or “D”etail – shows each employee. The employer ID number assigned by PERS.

Agency ID The agency number assigned by PERS. Location You can enter a range of locations to include in the report or leave

as defaulted for all locations.

Quarter/Year

Employer ID


RETIREMENT & STATE-SPECIFIC PERS Quarterly Rpt/Media State of Iowa priapers Org You can enter a range of Orgs to include in the report or leave as

defaulted for all Orgs. Excluded Pay Types You can enter up to five ranges of pay types to exclude from the

report.

Ring Menu – IA PERS Quarterly Rpt/Media Define Use to set the parameters for the report. Output Creates a report and automatically spools the magnetic media file. Exit Closes the program and returns to the State of Iowa menu.


RETIREMENT & STATE-SPECIFIC NJ Qtrly. Wage Rpt & Mag Media State of New Jersey priaunem

STATE OF NEW JERSEY

NJ Qtrly. Wage Rpt & Mag Media This program produces a quarterly wage magnetic media file to be submitted to the New Jersey Department of Labor. The information used to populate the mag media comes from the Accumulator Maintenance and Employee Master File Maintenance programs. Weeks worked comes from the new “Weeks Worked” field in Manual Check Reconciliation.

Screen Layout – NJ Qtrly Wage Rpt & Mag Media

Field Definition Report Quarter/ Year The reporting quarter and the reporting year. Max Weeks Enter the maximum number of base weeks for this quarter (12-14). Report Option Enter “D”etail if you want the report to print by employee, or

“S”ummary for totals only. Entity Code Enter the entity code. Click Help for a list of valid entries. If you are not

using entities, leave this field blank.


RETIREMENT & STATE-SPECIFIC NJ Qtrly. Wage Rpt & Mag Media State of New Jersey priaunem Federal Employer ID Enter the Federal Employer Identification number. NJ Registration Enter the New Jersey Employer Identification number. Authorization Number

Enter the magnetic authorization number.

Employer Name Defaults in, but can be changed. Employer Address Defaults in, but can be changed. Location Range/ to Enter the Primary location range from EMPLOYEE MASTER F/M. Excluded Pay Types/ to

Enter the excluded pay type range.

Ring Menu -- NJ Qtrly Wage Rpt & Mag Media

Define Establish the parameters of the mag media file/report. Output Generate the mag media file/report. Exit Returns to the State of New Jersey menu.


RETIREMENT & STATE-SPECIFIC VA Qtrly Unempl Rpt & MagMedia State of Virginia prvaunem

STATE OF VIRGINIA

VA Qtrly Unempl Rpt & MagMedia This program produces a quarterly wage mag media file that is submitted to the Virginia Employment Commission and follows the guidelines of the (TIB-4) booklet issued by the Social Security Administration. It can produce a single mag media that contains multiple recorded entities by automatically creating an employer record for each entity in the Payroll Entity Codes table.

Screen Layout – VA Qtrly Unempl Rpt & MagMedia

Field Description Report Quarter/Year Reporting quarter and year. Location (range) Enter primary location range(s) to be included on the report/file. Excluded Pay Enter the excluded pay type ranges. Process by Entity Process mag media and report by using payroll entities (Y/N).


RETIREMENT & STATE-SPECIFIC VA Qtrly Unempl Rpt & MagMedia State of Virginia prvaunem Employer EIN Enter the Federal Employer Identification Number. Employer Name

Employer Address. These fields default automatically but may be modified.

VEC Account Number Enter the Virginia Employment Commission account number. Establishment Number Enter the employer’s establishment number (if applicable).

Employer Name. This field defaults automatically but may be modified.

Employer Address

Ring Menu – VA Qtrly Unempl Rpt & MagMedia

Define Establish the parameters of the mag media file/report. Output Generate the mag media file/report. X=Transmitter-Info Define the transmitter information. When selected, the following screen

displays.

Exit Return to the State of Virginia menu.


RETIREMENT & STATE-SPECIFIC VA Retirement Maintenance State of Virginia prvarmnt

VA Retirement Maintenance This Virginia Retirement maintenance stores employee information that is used by the VA Retirement Mag Media Report program. The information stored in this program determines how calculations are applied and which types of records are created for each employee.

Screen Layout – VA Retirement Maintenance

Field Description Employer number, last and first name, Social Security Number. Enter employee comment code. Click Help for a list of valid entries.

LEO/Fire Indicator Enter indicator. “L” for law enforcement or “F” for fire coverage. Only available if “Comment Code” is “01 – NEW MEMBER”.

Emp #, Last, First and SSN Comment Code


RETIREMENT & STATE-SPECIFIC VA Retirement Maintenance State of Virginia prvarmnt ORP Indicator Optional Retirement Program. Valid entry is “O” or leave empty

if not applicable. Only available if “Comment Code” is “01 – NEW MEMBER”.

Demographic Comment Code Enter the demographic code. Not available when “Comment Code” is “01 – NEW MEMBER”. Click Help for a list of valid entries. Enter the effective date of the demographic change. Not available when “Comment Code” is “01 – NEW MEMBER”.

Times Reported Enter the number of times reported (6, 7, 8, 9, 10, 11, or 12). Contract Length Enter the number of months the employee is under contract

(9,10,11, or 12). Enter the activity code (if applicable).

Employer Code For reference purposes only. This entry will not be included in the mag media file. Therefore, it will need to be reaffirmed in the VA Retirement Mag Media Report program.

Override Month/Year Enter the month and year in which to override amounts. Leaving this field empty disables overrides.

Retirement Cont Enter the retirement contribution amount to override. Retirement Comp Enter the retirement compensation amount to override. Life Base Pay Enter the base life insurance amount to override.

Enter the group life insurance amount to override. Optional Life Enter the optional life insurance amount to override.

Effective Date

Activity Code

Group Life

Ring Menu – VA Retirement Maintenance

Find Create an active set of records. Next Display the next record in the active set. Previous Display the previous record in the active set. Browse List the records in the active set. When selected, the following screen

displays.


RETIREMENT & STATE-SPECIFIC VA Retirement Maintenance State of Virginia prvarmnt

Add Enter a new employee record. Update Modify an existing employee record.

Delete Delete the current record in the active set.

Output Generate a listed report similar in format to the data that displays on a Browse.

Exit Return to the State of Virginia menu.


RETIREMENT & STATE-SPECIFIC VA Retirement Mag Media Report State of Virginia prvareti

VA Retirement Mag Media Report

This program maintains files associated with Virginia Retirement System (VSR) reports. It can produce four various types of mag media files of employee records: VRS-1, VRS-3a, VRS-1500, and VRS-48.

Screen Layout – VA Retirement Mag Media Report

Field Description Month/Year Reporting month and year. Employee Code Organization’s unit code number. Location Range Primary location range to include in the report. If left empty, the

“to” field will default to “ZZZZ”.


RETIREMENT & STATE-SPECIFIC VA Retirement Mag Media Report State of Virginia prvareti Retirement Deduction Ranges

Retirement deduction codes to be included on the report.

Buy Back, Health Ins, Group Life, Optional Life: Deduction Ranges

Enter deduction ranges to be included on the report.

Ring Menu – VA Retirement Mag Media Report

Define Establish the parameters of the report. Output Generate the Virginia Retirement mag media report. Upd-Emps This function converts all employees with a “Comment Code” of “01 – NEW

MEMBER” in the VA Retirement Maintenance program to a miscellaneous “Comment Code”. When selected, the following pop-up window displays.

If you choose to continue with the update, the following confirmation message will display.

View/Maintain Calls the VA Retirement Maintenance program. For a description, see page . 236

Exit Returns to the State of Virginia menu.


RETIREMENT & STATE-SPECIFIC WI Retirement Annual Report & Mag Media State of Wisconsin prwireti

STATE OF WISCONSIN

WI Retirement Annual Report & Mag Media This program produces the annual magnetic media file that is submitted to the Wisconsin Retirement System (WRS). The program also produces a report containing information needed to fill out a companion form sent to WRS along with the magnetic media. This form is the “Electronic Reporter Transmittal” (ET-2536). Wisconsin sites send Category totals to the WRS each month, but send employee information only once a year on the annual magnetic media. Category totals for the year are reported on the ET-2356 form.

Screen Layout – WI Retirement Annual Report & Mag Media


RETIREMENT & STATE-SPECIFIC WI Retirement Annual Report & Mag Media State of Wisconsin prwireti

Field Description Reporting Year Required. Enter the reporting year. Must be greater than 1990. Report Option Required. Enter “D”etail for an employee listing that does not show totals,

or “S”ummary which shows totals by category. The “S”ummary option is used to fill out the ET-2536 form.

Employer ID Required. Enter the 7-digit employer ID number. Location/ to Not required. Enter the primary location range to include in the report. If

left empty, the “to” field will default to “ZZZZ”. Regular/ to Required. Enter the regular, required contribution deduction range. The

“Regular” from field must be 1,000 or more, and the “to” field must be greater than that number. Not required. Enter the benefit adjustment, contribution deduction range. If left empty, the “to” field will default to “ZZZZ”. Not required. Enter the additional fixed contribution deduction range. Not required. Enter the additional variable contribution deduction range.

Tax Defer Fixed/ to

Not required. Enter the tax deferred, fixed contribution deduction range.

Not required. Enter the tax deferred, variable contribution deduction range.

Not required fields. Enter the excluded pay type ranges. Check mark the field for the line feed to appear at the end of each record. If not checked, the mag media prints one unbroken line of data.

Benefit Adjust/ to

Add’l Fixed/ to Add’l Variable/ to

Tax Defer Variable/ to Excluded Pays/ to Include line feeds

Side Menu -- WI Retirement Annual Report & Mag Media

Define Required before Output. Define each time to establish the reporting year.

All other fields default, though they may be changed. Output Use to produce the mag media, and either the detail or summary report. Exit Returns to the State of Wisconsin Menu.


RETIREMENT & STATE-SPECIFIC Data Extract Site-Specific Functions preomext

SITE-SPECIFIC FUNCTIONS

Data Extract Information defined in this table can be output to an ASCII file for use in a spreadsheet.

Field Description Loc From/To Enter the location range to include in the output. For all locations,

leave as defaulted, “blank - all-z”. Org From/To Enter the Org Code range to include in the output. For all org

codes, leave as defaulted, “blank - all-z”. Eff year/month Enter the effective year and month to extract. Deduction Enter any deduction codes. Click Help for a list of valid entries.

Enter any user-defined codes. Click Help for a list of valid entries. User-defined Code


RETIREMENT & STATE-SPECIFIC Data Extract Site-Specific Functions preomext

Ring Menu - Data Extract Define Use to enter the information required to create the report. Output Prints the report. Exit Returns to the Special Reports menu.


RETIREMENT & STATE-SPECIFIC California Disability Report Site-Specific Functions prcaldis

California Disability Report Using the active payroll you can specify a deduction, and this report will give the gross amount, employer amount, and year-to-date taken.

Screen Layout – California Disability Report

Field Description Deduction Type Enter the deduction code. Click Help for a list of valid entries. Sort by: Name/ Emp# Enter “Y”es to sort by Name. Enter “N”o to move to the next field

to sort by Employee Number. Enter “Y”es to sort by Employee Number. One of the two “sort by” fields must be “Y”.

Ring Menu - California Disability Report

Define Use to enter the information required to create the report.

Exit Returns to the Site-Specific Functions (Special Reports & Processes) menu.

Output Prints the report.


RETIREMENT & STATE-SPECIFIC Pay History Report Site-Specific Functions prpayhis

Pay History Report This report will give the hours and amount for each employee in the payroll specified by run/warrant.

Field Description Run Control, Warrant Enter the run control and warrant for the payroll you wish to use. Pay Range: From/To Enter the range of Pay Type codes to include in the report. Click

Help for a list of valid entries. For all pay types, leave as defaulted, “0-999”.

Sort by Enter a code to define the sort order. Click Help for a list of valid entries.The following sort options are available. 1 ORG/EMP NAME 2 ORG/EMP NUMBER 3 EMP NAME 4 EMP NUMBER

Report Title Defaults to “Pay History Report” but you can change it.


RETIREMENT & STATE-SPECIFIC Pay History Report Site-Specific Functions prpayhis

Ring Menu - Pay History Report Define Use to enter the information required to create the report.

Output Prints the report.

Exit Returns to the Site-Specific Functions (Special Reports & Processes) menu.


ETIREMENT & STATE-SPECIFIC Age 65 Report Site-Specific Functions pragerpt

Age 65 Report This report will produce a list of employees who will be 65 in the year specified on the Define screen.

Field Description Loc Range From/To Enter the location range to include in the output. For all locations,

leave as defaulted, “blank - all-z”. Org Range From/To Enter the Org Code range to include in the output. For all org codes,

leave as defaulted, “blank - all-z”. Report Year Defaults to the current year.

Ring Menu - Age 65 Report

Exit Returns to the Site-Specific Function (Special Reports & Processes) menu.

Define Use to enter the information required to create the report. Output Prints the report.


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Import Site-Specific Functions prtkimpt

Timekeeper Interface

Timekeeper Import This program imports data from fixed-length ASCII Timekeeper files; one file for earnings information and one for accrual information. An error report will be output if any earnings or accrual records cannot be imported.

Screen Layout – Timekeeper Import


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Import Site-Specific Functions prtkimpt

Ring Menu – Timekeeper Import Define Enter the run and warrant for the MUNIS payroll that the earnings/accruals

are for. Help on run and warrant is available. Enter the full path and filename of an earnings file and/or the accruals file. After the program is run the first time, the path/filenames for each file default from the first entry but can be changed. MUNIS will be expecting fixed-length ASCII import files.

Import After Define, this option brings the data into MUNIS. Exit Closes the program and returns to the Timekeeper Interface menu.


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Earnings Maintenance Site-Specific Functions prtkearn

Timekeeper Earnings Maintenance This is the file maintenance program for timekeeper earnings, which is populated from the Timekeeper system via Timekeeper Import. This program serves as both a holding area where records can be viewed and maintained before moving into a MUNIS payroll, as well as a historical record of the earnings records from Timekeeper. The screen shows all of the information from Timekeeper's pay period earnings file, plus the MUNIS run, warrant and check date for that payroll and the employee's first name, last name and middle initial. Records can be found using any of these fields. There is a “Posted” field that identifies whether or not the record has been posted into a MUNIS payroll. “Y” means it has been posted; “N” means it has not. This field will display "V" if the employee's check is voided in a MUNIS payroll.

Screen Layout – Timekeeper Earnings Maintenance



Ring Menu – Timekeeper Earnings Maintenance Find Use to create an active set of records. Next Move forward through the active set of records. Prev Move back through the active set of records.

Output Prints the records in the active set.

Update Use to view or maintain the record currently displayed.

Add Create a new earnings record. Usually this will not be necessary as records are added through Timekeeper Import.

Move This option moves data from the earnings table into an actual MUNIS payroll. When Move is selected, the standard run/warrant confirmation screen appears, displaying the current payroll.

Browse Lists all of the records in the active set.

Normally, Generate Earnings/Deductions is used to create payroll period pay, deduction and summary records for each employee; here Move creates these records. The Generate Earnings/Deductions screen displays when Move is selected so that you can define cycles and have the option to delete the records in a payroll or continue adding to the current payroll records.

Note: Location and BU ranges on the Generate Earning/Deductions screen do not apply to Timekeeper records; it is assumed that all earnings records imported from Timekeeper need to get into a MUNIS payroll.

Each record in the timekeeper earnings table for the current run/warrant where the posted flag is “N” is selected. A proof report is printed, showing the units, rate and computed amount for each record. Period pay records are then created for the non-posted timekeeper earning records for this run/warrant. Records are combined by pay type for each employee, rate and G/L account e.g,. if an employee has three earnings records with 8 hours each for pay type 150 (with the same rate and account), 1 period pay record is created with 24 hours for pay type 150.



For each employee, a period deduction record and a period summary (check) record are created. The end result will be a record that can be viewed/maintained in Earnings/Deductions F/M. Once the records are at this stage, the MUNIS payroll can be processed normally (payroll proof, employee update, payroll checks, etc.) After each record is moved, the “Posted” field is changed to “Y”.

Remove This option is used to delete non-posted timekeeper earnings records. It exists as a safeguard against an import that was incorrect.

Y=Purge This option is used to delete records that have already been posted. It exists

as a normal maintenance function to delete historical information. X=Export This option creates a fixed-length ASCII file of the daily transactions from the

active set. You can choose records based on any of the fields on the screen, including check date range, pay period number, transaction date or the posted flag, plus any combination of the fields.

Exit Returns to the Timekeeper Interface menu.


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Accrual Maintenance Site-Specific Functions prtkaccr

Timekeeper Accrual Maintenance

This is the file maintenance program for the Timekeeper Accruals table, which is populated from the Timekeeper system via the Import program. This table serves as both a holding area where records can be viewed and maintained before moving into MUNIS, as well as a historical record of the accrual records from Timekeeper.

Screen Layout – Timekeeper Accrual Maintenance


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Accrual Maintenance Site-Specific Functions prtkaccr

Ring Menu – Timekeeper Accrual Maintenance Find Use to create an active set of records.

Update Use to view or maintain the record currently displayed.

Next Move forward through the active set of records. Prev Move back through the active set of records. Browse Lists all of the records in the active set. Output Prints the records in the active set.

Move This option moves data into EMPLOYEE ACCRUALS. Each record in the

timekeeper accruals table where the posted flag is “N” is selected. The running balances will automatically be changed on the employee's accrual record. (MUNIS accruals are set up so there is a header record with total earned, used and available, and detail (history) records with each individual leave action). The Move will create new detail (history) records, plus update the header information to reflect the new history record.

Once the records have been moved, the employee's accrual information can still be changed via EMPLOYEE ACCRUALS; there is a History ring menu option where the detail records can be viewed/maintained.

After each record is moved, the “Posted” field is changed to “Y”.

Remove This option is used to delete non-posted timekeeper accrual records. It exists

as a safeguard against an import that was incorrect. Y=Purge This option is used to delete records that have already been posted. It exists

as a normal maintenance function to delete historical information. Exit Returns to the Timekeeper Interface menu.


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Export File Maintenance Site-Specific Functions prtkexpt

Timekeeper Export File Maintenance This program creates eight fixed-length ASCII export files that can be created using MUNIS information. The files are used to keep the Timekeeper system up to date with the latest MUNIS information and eliminates the need for file maintenance in two separate systems. The eight files that can be exported are Employees, Job Classes, Pay Types, Leave Balances, Orgs, Projects, Salaries and Job Class Pay Types. You can export any or all of the files at any time, as there is a Y/N field for each of the file types. Note: The Timekeeper daily transactions can also be exported, but that file is created in Timekeeper Earnings Maintenance.

Screen Layout - Timekeeper Export File Maintenance


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Export File Maintenance Site-Specific Functions prtkexpt Field Description Effective Date The effective date is used several ways. If leave balances are exported, the

available balance exported will be the balance as of the effective date. Salary grade and step information also uses the effective date. If the date is in the future, employees' salary information is exported as of the effective date. Amounts paid for several pay types are exported; to get the amounts, the program sums the earnings history during the last year from the effective date.

Exclude Pay Types

“Y” to exclude pay types; “N” not to exclude. Press Ctrl-T to update the pay types to exclude.

Export Files Mark each type of file with “Y” or “N”. Accr Earned Mark this field as “Y” to create accruals earned export file or as “N” not to.

If the field is “Y”, you must enter a range of dates to include in the file. Location You can define the report by a location range or leave as defaulted for all

locations. Org You can define the report by an Org range or leave as defaulted for all Orgs. Longevity Education Perfect Attend Clothing Dog Allowance

Enter the pay type for each.


RETIREMENT & STATE-SPECIFIC TIMEKEEPER INTERFACE Timekeeper Export File Maintenance Site-Specific Functions prtkexpt

Ring Menu – Timekeeper Export File Maintenance Define Determines the contents of the export file. X=Export As each file is created, its name is display on the screen. The MUNIS spool

file naming convention is name.001, name.002, etc. Export filenames (XXX is 001, 002, etc.)

Employee file prtkemps.XXX Job Class file prtkjobs.XXX Pay Type file prtkpays.XXX Leave Balances file prtkleav.XXX

Project ID file prtkproj.XXX

Job Class Pays file prtkjpay.XXX

Orgs file prtkorgs.XXX

Salaries file prtksals.XXX

Exit Returns to the Timekeeper Interface menu.


RETIREMENT & STATE-SPECIFIC BUFFALO SPECIFIC PROGRAMS Timesheet Export Site-Specific Functions prtshexp

Buffalo Specific Programs

Timesheet Export

Timesheet Export produces a fixed-length ASCII file that contains the information for the BOE Timesheets. The file is automatically spooled and the file path and name is displayed at the bottom of the screen. You define the pay period ending date, up to three accrual types and up to ten location and group/bargaining unit ranges. Only active employees are included.

Screen Layout – Timesheet Export


RETIREMENT & STATE-SPECIFIC BUFFALO SPECIFIC PROGRAMS Timesheet Export Site-Specific Functions prtshexp

Side Menu – Timesheet Export Define Use to determine the parameters of the export file. Output Produces a fixed-length, ASCII file. Exit Closes the program and returns to the Buffalo Specific menu.


RETIREMENT & STATE-SPECIFIC BUFFALO SPECIFIC PROGRAMS Accrual History Entry Site-Specific Functions praccent

Accrual History Entry This program provides a way to enter accrual history into MUNIS indirectly, via a new table. Accrual codes and used amounts can be viewed and maintained before being moved into MUNIS. When the records are moved into MUNIS, they can be accessed from the History side-menu option in EMPLOYEE ACCRUALS.

Screen Layout – Accrual History Entry

Field Description SSN, Last Name, First, MI

User number and name.

Run/Warrant Enter the desired payroll run and warrant. Click Help for a list of valid entries.


RETIREMENT & STATE-SPECIFIC BUFFALO SPECIFIC PROGRAMS Accrual History Entry Site-Specific Functions praccent Date Range These range fields populate automatically based on the established

“Run/Warrant”. Posted When a record is added, the posted flag is initialized to “N”. When a

record is moved into MUNIS, the posted flag gets set to “Y”. Only unposted records can be moved, and only posted records can be purged.

Code/Units For each employee, you can enter up to ten accrual codes, which are linked to a MUNIS accrual type with amounts for units used.

Side Menu – Accrual History Entry

Move This option creates history records in EMPLOYEE ACCRUALS for all non-

posted records in the active set. If any errors are detected during the posting process, you have an option to produce an error report. All errors must be resolved before the employee(s) can be processed.

X=Accr-Codes This option opens a screen where accrual codes are linked to a MUNIS

accrual type.

Y=Purge A superuser ID permission is required to use this option. It is used to delete

the posted records in the active set. Exit Closes the program and returns to the Buffalo Specific Programs menu.


RETIREMENT & STATE-SPECIFIC BUFFALO SPECIFIC PROGRAMS Time Entry Site-Specific Functions prtiment

Time Entry When using the Buffalo Time Entry program, enter exceptions and positive entry employees in batches. These batches can then be approved and moved into a current payroll process. Once all batches have been moved, use the program EARNINGS/DEDUCTIONS FILE MAINTENANCE to view and additionally maintain employees.

Screen Layout – Time Entry



Side Menu – Time Entry Add-Batch Use to start a new batch of entries. Displays the following screen, where you

can enter information for one employee at a time.

Field Description Employee SSN During Add, help is available. Pay Type The pay type for this entry. Click Help for a list of valid

entries. Reg Hrs/Days The hours or days worked. This can be left as zero when

you enter the dollar value in the “Amount” field. After you enter the SSN and pay type, if the employee has a record in Job/Salary F/M, the hourly/daily rate from the job/salary record displays. If this is not found, the rate (if there is one) from Pay Type Codes is defaulted. The total for this entry.

Location Defaults from the SSN entered above. Amount



Defaults from the SSN entered above. If found, this comes from the record in Job/Salary F/M. If not, and there is an Org/object combination on the pay type record, that is used. If there is no record in Job/Salary F/M nor any Org/object combination on in Pay Type Codes, the Org/object combination will come from EMPLOYEE MASTER FILE F/M. This can be entered directly, click Help for a list of valid entries.

Org/Obj/Proj

An associated work order number. Optional. Clerk ID Work Order

User ID of the clerk entering the batch. Displays automatically.

Browse Lists the batches and indicates if it batch has been posted.

Detail-Entry Accesses the employee entry screen for the batch displayed. X=Approve After proofing the output, use to approve the batch. Batches may be

individually approved. All batches must be approved in order to move them into the payroll proper.

Move Use to move the batch into a payroll process. Displays the following screen.

Use X=Execute to generate the batch into a payroll. If any data has been



previously generated for that payroll, choose option C to add the batch to previously generated payroll data. You will automatically have the option to output and subsequently post the batch. If the batch is not posted at this time, it is possible to Move the batch again later and post it then.

Y=Accrued-Dollars Displays a screen where you can define accrued dollar processing information. It has fields for 3 different ranges of bargaining units for both instructional and civil service employees. If all these ranges are left blank, no accrued dollars will be processed. There are fields for accrued-dollar pay types; one pay type for instructional payments and one for civil service payments. When the code for a day is an accrued-dollar day and pay is derived from accrued dollars for an employee, the listed pay type will be used automatically. There are two fields to define the instructional and civil service calendar codes that were set up in Calendar Maintenance. There is a field to define a specific civil service accrued dollar percent withheld.



Exit Closes the program and returns to the Buffalo Specific Programs menu.


RETIREMENT & STATE-SPECIFIC BROWARD CTY SHERRIF’S OFFICE Deduction Import (Auto Update) Site-Specific Functions prdedimp

Broward Cty Sherrif’s Office

Deduction Import (Automatic Update) This program allows you to modify or insert employee deduction records based on the information provided in an ASCII import file.

Screen Layout – Deduction Import (Auto Update)

Field Description Import File Enter the full path/filename of the file to be imported.

Enter the import format. Click Help for a list of valid entries. Enter the deduction code (if applicable). Click Help for a list of valid entries. Enter the start date for employee deductions imported into the program. Click the calendar beside the field for easy access.

Import Format Deduction

Start Date

Side Menu – Deduction Import (Auto Update)

Define Establish the parameters of the import file, Output-Post Loads the defined record to a temporary table. After this “proof report” has

been loaded, the following pop-up window displays.


RETIREMENT & STATE-SPECIFIC BROWARD CTY SHERRIF’S OFFICE Deduction Import (Auto Update) Site-Specific Functions prdedimp

If you opt to update the employee records, the temporary table is used to update and audit the Employee Deduction table accordingly.

Exit Returns to the Broward Cty Sheriff’s Office menu.


RETIREMENT & STATE-SPECIFIC BROWARD CTY SHERRIF’S OFFICE FL Local Retirement Report Site-Specific Functions prfllocr

FL Local Retirement Reporting This program prints specialized reports for several Florida cities.

Screen Layout – Local Retirement Reporting

Field Description Month/Year Reporting month and year. Check Date 1 The check date of the first pay period of the month. Check Date 2 The check date of the second pay period of the month. Check Date 3 The check date of the third pay period of the month. Location (range)

The retirement deduction range to include on the report (must be at least 1000) and the retirement code of the associated deduction range.

Primary location range to include in the report. Deduction (range)/Code


RETIREMENT & STATE-SPECIFIC BROWARD CTY SHERRIF’S OFFICE FL Local Retirement Report Site-Specific Functions prfllocr Reg Pay (range) Regular pay type range to include in the report. Overtime (range) Overtime pay type range to include in the report. Vacation (range) Vacation pay type range to include in the report. Sick (range) Sick pay type range to include in the report. Incentive (range) Incentive pay type range to include in the report.

Ring Menu – Local Retirement Reporting

Define Establish the parameters of the report.

Output Selecting this option gives you a choice of reports to select:

“A” -- The first report displays month-to-date and year-to-date retirement

amount deductions. “B” -- The second contains retirement deduction amounts grouped by GL

account. “C” -- The third report displays pay type amounts for each payroll period in

the month. Exit Return to the Broward Cty Sheriff’s Office menu.


VENDOR CHECK PROCESSING Introduction prvenpro

VENDOR CHECK PROCESSING

Introduction The Vendor Check Processing menu gives access to a specialized process that does not have to be synchronized with a given payroll. Vendor Check Processing is especially helpful for organizations that run biweekly or monthly payrolls because payroll vendor amounts can accumulate until you elect to pay the vendors. The records are then “cleared out”. This gives you flexibility in choosing when to process vendor payroll checks and helps ensure that accurate information is sent to vendors. Example: A regular payroll run completes successfully. However, over the next three days, several employees request changes to be made to their pay checks concerning their 401K plan. This results in a series of voids to the payroll run that affect payroll vendor records. By using Vendor Check Processing, the user can incorporate the records from the regular payroll and all the change records made to the regular payroll into one vendor payroll, thereby ensuring up-to-date information is sent to the vendor.

Regular Payroll Void Void Void Void

Payroll Vendor Processing

Vendor checks can also be paid via Accounts Payable where they become unproofed invoices which must then be posted to become bone fide invoices that then need to be paid. In order to use Vendor Check Processing menu, the field “Vendor Check/Inv From Vendor Menu” in the control file must be set to “Y”. The default “N” processes vendor checks/invoices within the payroll run. The programs available from the Vendor Check Processing menu are almost identical to the programs available from the menu Payroll Processing Functions. See Payroll Processing Functions for a discussion of the programs. However, because these programs allow vendor check processing to occur outside other payroll runs, the programs operate somewhat differently. Following are the differences:


VENDOR CHECK PROCESSING Introduction prvenpro Payroll Status/Start/Change

Behaves the same except that only payroll Run Type “X” records are allowed. Type “X” records are vendor payrolls.

Vendor Selection/Proof Behaves in the same manner as vendor processing. Update Payroll Vendor Tables

Behaves the same as “Update Employee Files” but only updates vendor information.

Vendor Payroll Checks Behaves the same as “Payroll Checks”. Vendor Check Register Behaves the same as “Check Register” except that the payroll Run

Type must be “X”.

some reason should not be sent to the vendor, following is the procedure to void the vendor check through MUNIS®:

G/L Distribution Journal/Update Behaves the same as “G/L Distribution Journal Upd” except that if

any vendor records in the current payroll are set up for invoice processing (the “Check Type” field is “I” on the Deduction Master), then invoices will be generated when the user answers “Y” to creating the journal entries. Also, on the report, a separate page prints, listing the vendor invoices to be created.

A note about Voiding Payroll Vendor Checks: If a vendor check has already printed but for

1. From the End of Period Processing Menu, select “Manual Check Reconciliation”. 2. Select Find from the Ring Menu to locate the check number by entering the check number to

be voided (if known) or entering “>0” in the “Vendor Number” field to locate all vendor checks.

3. Select Update and change the “Check Status” field to “V”OIDED. This action creates the historical data the vendor check was voided.

4. To ensure the General Ledger reflects this activity, corresponding journal entries must be made manually through the “General Journal Entry/Proof” program.


APPENDIX Fair Labor & Standards Act (FLSA)

APPENDIX

Fair Labor & Standards Act (FLSA)

The Fair Labor & Standards Act (FLSA) reflects national policy on overtime payments. By federal law, certain types of employees, such as firefighters and police officers, have their overtime figured on the basis of 28 days. For example, if police officers work more than 171 hours over a four-week period, they receive overtime payment for those hours over 171. The way most sites handle this is not to pay overtime for the first 1 or 3 cycles (1 if biweekly, 3 if weekly); and then reconcile this on the second or fourth payroll.

Auxiliary Programs

Identify that MUNIS® should calculate FLSA overtime.

MUNIS® offers two methods for calculating FLSA overtime.

Method 1

PR Control File

Pay Type Codes Determine which Pay Types to include in the comparison to the overtime count (e.g., if someone takes vacation, it may not count toward overtime).

Establish user-defined Overtime table(s) in the Overtime Code Table. Each code can have up to three levels associated with Pay Types, which determine the point at which overtime calculation begins to be measured.

Job Class Codes

Apply the Overtime Table Codes to the Job Class Codes that will use FLSA logic. Generate Earnings/Deductions Indicate to the system which payroll to do the FLSA overtime reconciliation (i.e., indicate the last payroll of the 28 day cycle). Once these updates to the system are made, MUNIS® processes FLSA overtime payment automatically during payroll generation and when any exceptions are entered during payroll.

MUNIS Payroll Retirement & State Specific – November 2002 i

APPENDIX Fair Labor & Standards Act (FLSA) Method 2 Use this method when employees are paid a fixed salary per week, rather being paid for the number of hours worked each week 1) All employees subject to this FLSA method must be processed through Scheduled Time & Attendance (Type 2, Time and Attendance Worksheet). 2) Site must use Job/Salary F/M to use this method. Auxiliary Programs

Each pay type must flag “Include in FLSA OT hours” = Y in order to be included in the overtime calculations. Each pay type must also have a UOM of “H”ours.

Factor = .5

On the second screen of Job Class, there must be an overtime code. Two new codes must be created from the FLSA Overtime Ring menu. The overtime codes can be any unique number, but the table types must be 7 or 8:

code 7: hours 40-999

The overtime codes are added to the Job Class record on the second screen of Job Class Codes.

Pay Type Codes

Overtime Pay code This paytype must have the following characteristics: Calc Code = 93 or 90 Category = 2

Job Class Codes

7 - Fixed Salary -- Weekly

Table types 7 and 8 overtime hours should be constructed as follows:

code 8: hours 80-999

“7” can be used for weekly, biweekly, monthly or semi-monthly payrolls. If used in a multiple week payroll, the hours will be calculated per week. Each week can have a different number of hours worked, therefore calculating different hourly rates for each week. Payroll F/M will display two pay lines for each pay type. In order for a weekly rate to be calculated, there must be full seven day periods.

8 - Fixed Salary – Biweekly

MUNIS Payroll Retirement & State Specific – November 2002 ii

APPENDIX Fair Labor & Standards Act (FLSA)

2. Each paytype must have a valid calendar and schedule (If in doubt, also check “S”chedule ring menu on the second screen of job/pay to make sure the schedule header hasn’t been deleted accidentally).

“8” is used for biweekly payrolls and calculates all hours at the same rate. Employee Maintenance Job/Salary F/M The second screen of the Job/Salary record displays the values for a calendar and a schedule. Any base pay pay types that need to be included in FLSA calculations must have a calendar and a schedule. Schedules may have zero hours, but should list all days in the week (SU, M, TU, W, TH, F, SA). Hours may be entered in the Time & Attendance entry for non-standard hours.

Creating a Payroll warrant

Time & Attendance Worksheet

Several factors are important in creating worksheets, which will in turn create pay records in the Time & Attendance Entry screen.

1. PR Generate Screen must include the locations and BU’s in its ranges that are listed on the

worksheet screen.

3. An overtime paytype must be included in the employee’s record. 4. The jobs must have an FLSA overtime code set on second screen that uses an overtime table

of either 7 or 8.

Time & Attendance Entry

Hours for each employee may be entered or modified. One line is displayed for each day of the payroll. Over Schedule hours do not necessarily match up to overtime hours. Overtime hours are calculated based on the Scheduled hours plus Over Schedule hours. The time over either 40 or 80 hrs. will be used to calculate overtime.

For FLSA to work on a weekly or biweekly basis, each week must include seven days. A biweekly payroll must include fourteen days. Example: if the payroll starts on a Monday and the second week ends on Saturday instead of Sunday, only one week will be accounted for when the records are moved into Payroll File Maintenance.

If you do not get the records expected, check the following settings:

5. Paytypes must have “Include in FLSA/OT hours” set to “Y”

Payroll File Maintenance

MUNIS Payroll Retirement & State Specific – November 2002 iii

APPENDIX Fair Labor & Standards Act (FLSA) Table type 7 can be used for either weekly or biweekly payrolls. If used in a weekly payroll, this Overtime Code causes the pay to be calculated at one rate and adds a second pay line for the pay differential on overtime (50% over regular base pay). If code 7 is used for a biweekly payroll, the hours will be calculated per week. Each week can have a different number of hours worked therefore calculating different hourly rates for each week and different overtime rates as well. One pay line will be generated for each pay type for each week (7-day period) included in the payroll.

Table type 8 is used for biweekly payrolls and keeps all hours in one pay line. PR F/M shows all hours together for each pay type, then adds an additional line for the additional dollar amount paid for overtime pay differential.

MUNIS Payroll Retirement & State Specific – November 2002 iv

APPENDIX Void Payroll

Void Payroll

Gather the required information prior to starting the void process as on-line Help is not provided (to assure proper security).

4. WARNING! Do not perform the generate Earnings/Deductions routine.

A Void payroll can be run at any time and can contain as many records as necessary. The following outlines the Void payroll requirements.

1. A Payroll Run Type “V”oid must be established in the Control Table. Check this table prior to processing the void payroll and be sure:

A the Cash account is correct; B the Generate routine is not required; C Proof is required; D Update Employee Files is required; E the General Ledger Distribution is required; F Check and Advice processing is not required.

2. The system requires the following information for each check to be voided: Employee Number Check versus Advice

Cash Account charged

3. Start the Void Payroll with the Run Type = V. The Start/End/Check dates are user-defined

and determine which month and quarter’s history are affected by the Void data. Thus, checks can be voided in the same period they were processed or to later periods. The determining factor should be whether final drafts of monthly or quarterly reports are completed.

The check date defaults into GL Distribution Journal/Update as the posting date

5. Enter the Earnings/Deduction F/M Table and select Void from the ring menu to display a

new screen and ring menu. From this screen, there are two ways to void a check, depending on why the check is being voided.

Check or Advice Number

a) If the check is being voided because the Earnings/Deductions information is incorrect, select Void-Check from the ring menu.

MUNIS Payroll Retirement & State Specific – November 2002 v

APPENDIX Void Payroll A window displays and prompts for the following:

Employee Number Check versus Advice Check or Advice Number

Enter the information. If MUNIS® finds a matching record in the history tables,

the original check displays with the following prompt:

DO YOU WISH TO VOID THIS CHECK/DEPOSIT?

To give a replacement check to the employee for this type of void (Void-Check),

select Add from the ring menu. Enter a check number for a manual check. Answer “Yes” to automatically generate pay and deductions and perform updates as necessary OR answer “No” to the automatic generate and add your own pay and deduction records.

b) If the check is being voided because the Earnings/Deductions information is correct but the check is lost, select Re-issue/Void from the ring menu. When Re-issue/Void is selected, the program verifies that the period pay and deduction records for the original check still exist and prompts the user to verify the void option. Once the void is complete, the user is prompted to enter the check number for the new re-issue check. The check is then added to the payroll using the original period pay and deduction records.

Final Proof

GL Distribution Journal/Update

Cash Account charged

Answer “Yes” if the displayed check is the check to be voided. MUNIS® then adds the check to the Payroll with all negative values. The values cannot be changed.

6. Perform the remaining payroll steps as follows:

Update Employee Tables

MUNIS Payroll Retirement & State Specific – November 2002 vi

APPENDIX Setting Up EIC (Earned Income Credit) on MUNIS®

Setting Up EIC (Earned Income Credit) on MUNIS®

MUNIS® now processes EIC (Earned Income Credit) distribution. EIC is set up as a negative tax table in the Tax Tables file. Following is the procedure to set up EIC processing on your system. 1. Create a State Code for EIC in your State Code Table. It can be any two-digit code other

than your own State Code. The Taxtable Code must be “01 - LIKE FEDERAL”, and the Round Tax Deductions must be “N”. For the example below, “ZZ” is the State Code for EIC.

2. Create Tax Tables for EIC in the Tax Tables file. Enter the EIC State Code in the State Code

field. Create tables for all applicable employee sets. For the example below, the employee set shown is for a weekly payroll period and a married marital type.

3. When entering the tax table values for EIC, negatives must be entered into the tax tables for certain amounts and percentages. The “break-point”, the point at which the employee is no longer eligible for EIC, must be calculated by the user. Other than this calculation, all other aspects of 4GL hold true. You can enter the amounts for dependents, all of the “keys” are in effect (marital status, pay freq., etc.), and must be set up.

4. Deduction Code 3100 has been designated for EIC. For eligible employees, add this

Deduction Code in the DEDUCTION/BENEFIT MASTER program.

To demonstrate entry of EIC information, the example on the next page shows an excerpt from the “Tables for Percentage Method of Advance EIC Payments” and how this data looks when added to the MUNIS® Tax Table file.

12 ÷ .09588 = 125.16

125.16 + 105 = 230.16

(Notice that the percent and amount fields in the Tax Tables program have been enlarged to accommodate the negative sign used for EIC.)

The “break-point” in this example is $230.16 because that is the amount over 105 where 12 minus 9.588% equals 0. Thus, if the amount of weekly wages is over 230.16, the employee is not entitled to EIC (i.e., gets 0 EIC). This amount was determined as follows:

Then...

MUNIS Payroll Retirement & State Specific – November 2002 vii

APPENDIX Setting Up EIC (Earned Income Credit) on MUNIS®

Table 1. WEEKLY Payroll Period (b) MARRIED With Both Spouses Filing Certificate

The amount of payment to be made is:

Over--

If the amount of wages (before deducting withholding allowances) is:

But not over-- $0 $74. . . 15.78% of wages $74 $105. . . $12 $105 . . . . . . $12 less 9.588% of wages in excess of $105

TAX TABLE FILE MAINTENANCE Action: ... TaxTable X=Copy-Tax-Table Global-Functions Maintain tax table for displayed tax data. Effective Date [01/01/1996] State Code [ZZ] EIC Local Code [ ] Pay Period [W] WEEKLY Tax Marital Status [M] MARRIED Taxtable Code [01] LIKE FEDERAL

Action: Update Exit Update tax table values.

Over But Not Over +/- Amount +/-% Over [ 0.00] [ 74.00] [ 0.00] [-15.78]% [ 0.00]

[ 105.00] [ 230.16] [ -12.00] [ 9.588]% [ 105.00] [ 230.16] [999999.99] [ 0.00] [ 0.000]% [ 230.16]

[ ] [ ] [ ] [ ]% [ ] [ ] [ ] [ ] [ ]% [ ]

If taxable wage is: Amount to be withheld is:

[ 74.00] [ 105.00] [ -12.00] [ 0.000]% [ 74.00]

[ ] [ ] [ ] [ ]% [ ]

[ ] [ ] [ ] [ ]% [ ] [ ] [ ] [ ] [ ]% [ ]

MUNIS Payroll Retirement & State Specific – November 2002 viii

APPENDIX Payroll Expense and Liability Processing

Payroll Expense And Liability Processing The journal entries for posting to the GL accounts are primarily done from the payroll history information generated in the Employee Update program.

In the case of "pay" entries, there is a one to one correspondence between the pay entries seen in the payroll processing (and which print on the checks) and the generated history entries. The exception to this is, if using an allocation code, multiple earnings entries will be created.

In the case of deductions, this is not necessarily true and will depend on the options selected for posting expenses and/or liabilities. Note that in MUNIS®, the terms "liability accounts" and "withholding accounts" are used interchangeably.

(a) For example, suppose you wish to post expenses by Work Org. If a given employee is paid from multiple Orgs, and all pay is subject to FICA, the FICA expense must be posted to the multiple Orgs. This is accomplished by generating multiple history records for the FICA expense corresponding to the expense incurred in each of the Orgs subject to the constraint that the total must be the same as the amount that appears on the check and in the payroll processing. Also note that the "pay/deduction" exclusion table is applied to each unique pay Org/project. Thus if an employee is paid from two different funds with the pay in one fund being subject to FICA and the pay in the other fund not subject to FICA, the result would be a single FICA history deduction record reflecting only the fund payments subject to FICA.

“Expense Org /Object”

(b) For another example. suppose you wish to post liabilities by fund. If a given employee is

paid from multiple funds, each deduction will result in a history record corresponding to each fund the employee has been paid from with the withholding amounts then prorated across the funds. Again the "pay/deduction" exclusion table is used to ensure that the amounts are properly prorated. (i.e. see the example above.)

Deduction Master On each Deduction Master, the following fields are present:

“W/H Org/Obj” (Withholding). Deductions that are handled by an automated clearing house (these may be direct deposit or credit union transactions) do not require Withholding (liability) Org/Object and if present are ignored. From a GL standpoint, we treat these the same as a check impacting the cash account directly. All other deductions require a minimum of a Withholding Object code (note this may be subsequently ignored because of liability/expense options selected on the control table).

MUNIS Payroll Retirement & State Specific – November 2002 ix

APPENDIX Payroll Expense and Liability Processing If the Withholding Org is present, the deduction amounts (both employee and employer share) will always be credited to the given Org/Object.

4 neither employee nor employer paid; some sites want to keep track of these employee/employer contributions for benefit reporting purposes, but do not want to treat them as a deduction.

"N" - Don't post liabilities by fund – use cash org and get object from the deduction master

For expenses, an important field on the Deduction Master is the “Employee/Employer” which indicates if a deduction is:

1 employee paid (i.e. union dues); note some sites set this field to “1” on some deductions (i.e. health insurance) and also fill in the employer contributions, thus they can keep track of employer paid benefits without expensing them.

2 employer paid (i.e. unemployment tax) 3 employee and employer paid (i.e. FICA)

The consequence of these various combinations of options is that MUNIS® offers very flexible requirements on the expense Object, but option “2” and “3” above will require a valid expense Object to be present. Again this may be subsequently ignored because of liability/expense options selected on the control table. If the expense Org is present, the expense will always be charged to the given Org/Object. Many sites prefer to charge the expense portion of employer deductions to the work Org; in this case the approach would be to leave the Org code blank on each deduction and the Org will come from the recurring pay record.

Payroll Control File On screen 2 of the Payroll Control File the following fields, relevant to the issue of how expenses and liabilities are to be dealt with are present.

"Payroll W/H Org" if there is an entry here, it will be used in conjunction with the withholding Object on all deductions where the Deduction Master has a blank withholding Org.

"Post Liabilities By Fund" If “Employer Expense Org” and “Payroll W/H Org” fields are blank, this field is used. It has the values:

"Y" - Post liabilities by fund using the "Org code" from the Expenditure Control entry in the Fund Attribute table and the Object code from the deduction master.

"Employer Expense Org" If there is an entry here, it will be used in conjunction with the expense Object on all deductions where the Deduction Master has a blank expense Org.

"X" - Post liabilities by fund using the "Org code" from the Accounts Payable Control entry in the Fund Attribute table and the Object code from the deduction master.

MUNIS Payroll Retirement & State Specific – November 2002 x

APPENDIX Payroll Expense and Liability Processing "Post Expenses By Fund" This has the values: "N" - Don't post expenses by fund, instead gets the org from the

pay record in Recurring Pay and the object from the DEDUCTION/BENEFIT MASTER.

"Y=Exp/Liab"

(b) withholding Object and/or withholding Object.

If the same rules apply to all deductions, this table can be established with a deduction code of zero to apply this rule set to all deductions. This would then correspond to Control File options of “ Post Liabilities By Fund” = “N” and “Post Expenses By Fund” = “X”.

If necessary it can be tailored by deduction code. This would then correspond to Control File options of “ Post Liabilities By Fund” = “N”and “Post Expenses By Fund” = “Y”.

This option was implemented because of a group of users that wished to expense employer costs for some funds to a general overhead type account and for other funds, they wished to expense the employer costs to each individual project (i.e. the work Org). This particular implementation was chosen to provide the user with virtually unlimited flexibility on both expenses and liabilities.

"X" - Post expenses and liabilities by fund using Y=Exp/Liab on

the ring menu, permitting you to specify the detail posting requirements by fund. This is used with a deduction code of 0, specifying all deductions.

"Y" - Post expenses and liabilities by fund using Y=Exp/Liab for each deduction code that requires this action. This option requires a Y=Exp/Liab table be set in DEDUCTION/BENEFIT MASTER for each deduction individually.

This table lets you specify by fund, (a) expense Object and/or expense Org

MUNIS Payroll Retirement & State Specific – November 2002 xi

APPENDIX Payroll Expense and Liability Processing How MUNIS® Determines the Accounts to Use Given all of the options described above, it is necessary to explain the way the program determines how to handle the expenses and liabilities. The simplest way to do this is to describe the process in terms of the priority order of the process the program uses to make all of these choices. Priority Scheme For Liability Accounts On Deduction Records

v) Multiple accounts. See below.

i) If the Deduction Master has both an Org code and an Object, these are used. Thus for

any of the remaining options to be valid the Org code must be blank. ii) If the Control File has an "Employer W/H Org", this is used in conjunction with the

Object code from the Deduction Master. Again for any remaining options to be valid, the org code field must be blank.

iii) If "Post Liabilities By Fund" = "N" and "Post Expenses By Fund" = "N" then the cash Org is used in conjunction with the Object code from the Deduction Master.

iv) If this deduction is a "benefits only" deduction (i.e. paid health insurance while employee is on a leave of absence), then the cash Org is used in conjunction with the Object code from the Deduction Master.

Priority Scheme For Expense Accounts On Deduction Records i) If the Deduction Master has both an Org code and an Object, these are used. Thus, for

any of the remaining options to be valid, the Org code must be blank.

iii) If this deduction is a "benefits only" deduction (i.e. paid health insurance while employee is on a leave of absence), then the cash Org is used in conjunction with the Object code from the Deduction Master.

iv) Multiple accounts. See below.

Multiple Accounts

The concern is not really whether or not the employee is paid from multiple accounts but rather with the Org/Project combinations involved in this employee's pay lines. If there is more than one Org/Project combination, then for each Org/Project combination the deduction amounts

ii) If the Control File has an "Employer Expense Org," this is used in conjunction with the Object code from the Deduction Master. Again, for any of the remaining options to be valid, the "Employer Expense Org" code must be blank.

If the expense account and/or the liability account is not set, the next option in the priority scheme deals with multiple accounts. The employee's pay must be analyzed to determine if this employee is being paid from multiple accounts. Note that it might be necessary to determine the expense account, but not the liability account or vice versa.

MUNIS Payroll Retirement & State Specific – November 2002 xii

APPENDIX Payroll Expense and Liability Processing attributable to this Org/Project combination are computed using the pay/deduction exclusion processing. Thus, normally, for each Org/Project combination of each non-zero deduction attributable to the pay for this Org/project combination a set of history records will be generated.

For each Org/project combination, MUNIS® • reads the GL Account Master to obtain the fund for this account

• if “Post Expenses By Fund” = “X” and “Post Liabilities By Fund” = “N” reads the Y=Exp/Liab Table using the fund and a deduction code of "0".

• if “Post Expenses By Fund” = “Y” and “Post Liabilities By Fund” = “N” reads the Y=Exp/Liab Table using the fund and the deduction code.

(b) MUNIS® will use the Object code, if present, otherwise, it will use the Object code from the deduction master. Note this is the ONLY way to override the Object code from the deduction master table.

(b) MUNIS® will use the Object code, if present, otherwise, it will use the Object code from the deduction master. Note this is the ONLY way to override the Object code from the deduction master table.

Then if the liability account is not yet determined MUNIS® will proceed to set this based on the following priority scheme. i) If the "Post Liabilities by Fund" switch is "X" MUNIS® will use the fund's Accounts

Payable Org.

iii) If MUNIS® has successfully read the Y=Exp/Liab Table (a) then it will use the Org code if present otherwise we will use the cash Org

Then, if the expense account is not yet determined, MUNIS® will proceed to set this based on the following priority scheme:

i) If MUNIS® has successfully read the Y=Exp/Liab Table (a) then it will use the Org code if present otherwise we will use the cash Org

ii) If the expense Org has still not been determined, then we will use the Work Org and the Work Project for this set of pay lines.

• reads the Fund Attribute table to obtain the "Expenditure Control Org" and the "A/P Org".

ii) If the "Post Liabilities by Fund" switch is "Y" MUNIS® will use the fund's Expenditure Control Org.

MUNIS Payroll Retirement & State Specific – November 2002 xiii

APPENDIX Payroll Encumbrancing Procedure

Payroll Encumbrancing Procedure

employee 1 at $52,000 and employee 2 at $26,000. The account's encumbrance amount initially would be zero.

d. First payroll of FY: employee-1: $2,000; employee-2: $1,000.

1. Run the "Update Remaining Salary" once to get started, then again at the beginning of each Fiscal Year. This initializes the employee pay file "Remaining Salary Balance" field. Note if you are running this for the first time after your fiscal year has started, to choose Update Type F, you must have had the "Maintain FYTD Accumulators" flag set to "Y" on the Payroll Control Installation Parameters record.

2. Run the "Encumbrance Proof/Post" function once at the start of the FY (prior to any payrolls), then on a biweekly or monthly basis (it is independent of PR processing).

3. Review the impact on G/L Example: a. Salary account budget at start of FY = $78,000:

b. Running the "Update Remaining Salary" option copies each employee's salary into their

remaining Salary field. c. Running the "Encumbrance Proof/Post" program at this point will add the employees'

Remaining Salary amounts (total of $78,000); subtract from this the existing GL Encumbrances amount (zero); and post the difference ($78,000) to the account's Encumbrances field (also creating a J/E for that amount).

These amounts are reflected in the G/L Distribution Journal as expenditures. PR Processing updates the Remaining Salary field as follows: employee 1: now $50,000;

employee 2: now $25,000. e. Running the "Encumbrance Proof/Post" function at this point will add the employees'

Remaining Salary amounts (total of $75,000); subtract from this the existing GL Encumbrances amount ($78,000); and post the difference (-3,000) as a Liquidation to the account's Encumbrances field (also creating a liquidation J/E for that amount). Thus the new Encumbrances balance is $75,000, and a detail G/L history record of -$3,000 documents the liquidation.

It will create journal entries of type 4 for each Org-Obj-Proj as well as add the amount to

the glma_encumb_cy (GL Encumbrance Current Year).

MUNIS Payroll Retirement & State Specific – November 2002 xiv

APPENDIX Payroll Encumbrancing Procedure It will create type 1 je's (summarized) for the Encumbrance account and the Reserve for

Encumb. account, as well as add the amount to glma_memo_cy (GL Memo Balance).

It must be sensitive to the year; if next year, use gl.._ny (Next Year).

Prior

Encumbrance Amount

Jones, P 50,000 Smith, M 25,000

Total 75,000 3,000

Additional Notes:

- At the end of the year, the remaining salary will not be allowed to be less than zero since

you cannot have a negative encumbrance. If it does fall below 0, it will be set to 0 instead.

- If there is a position control number associated with the employee pay record, the position control record's "Encumbrance" field may be updated as well (it is an option during Update Remaining Salary initialization).

G (GL Account). This looks at the GL Master record for the account entered on the

Recurring Earnings or Job/Pay screen and if the account has a "Y" in the encumber field, a "Y" will default into the Encumber field on the employee's pay record. If an allocation code is used then each account is looked at and, if any one account has encumber = Y, then the Encumber flag on the pay record will be set to Y.

Encumbrances report sample:

Remaining Salary

Liquidation

010-123-110-1211

1 2 78,000

- Salary increases and terminations (setting the remaining salary to 0 if no one replaces the employee) must be handled manually... the Remaining Salary field on the Recurring Pay screen is updateable for this purpose.

- There is a field called Encumbrancing Default on 2scr of the Installation Parameters. This field determines what to default the Encumber flag to on each Recurring Earnings and Job/Pay record. Instead of encumbering all base pay records, each site can determine which pays to encumber. The Encumbrancing Default values are:

MUNIS Payroll Retirement & State Specific – November 2002 xv

APPENDIX Payroll Encumbrancing Procedure

P (Pay Type). If the Encumbrancing Default is a "P" then the code will look at the Pay Type Code table to see if the Encumber Remaining Pay flag there is set to "Y". If it is then the employee pay record will have Encumber = Y.

N (None). If "N", default all Encumber flags to "N". The user can override as necessary.

MUNIS Payroll Retirement & State Specific – November 2002 xvi

APPENDIX Payroll Accrual Processing

Payroll Accrual Processing

Employee Accruals/Attendance

Generate Earnings/Deductions

Update Employee Files

Accruals End of Year Processing

Table Set-up

• Show Accrual Screen in ED/FM - when entering hours towards an accrual pay type, do you want the accrual history entry screen to come up automatically

Processing Options:

• Accrual Balances Print - used in conjunction with Accrual Print Format

• Accrual Flag - if any of your accruals are using accrual earn method 01 or 08 (earn within the payroll), they will display here so that you can indicate which accruals should be earned in this particular payroll run type.

Please see the appropriate sections of the Payroll/Personnel User Manual for additional and more specific information on Accrual Processing. The following tables and programs play an important role in Accrual Processing: Payroll Control and Run Control Data Miscellaneous Codes

Vacation/Sick Tables Pay Type Codes Employee Master Employee Recurring Pay

Employee Accrual Report

Time & Attendance Entry

Payroll Check Printing Accrual Activity Report Accruals Mass Posting

Control & Run Control Data Initial Control Set-up Installation Parameters:

• Job Based Accruals - this must be “Y” if you have employees who work multiple jobs (ie. have more than one job class) and earn accruals differently based on the job class. By having a “Y” here, you are allowed to specify a job class on the Employee Accrual record; otherwise, you cannot enter a job class on the accrual record

• Accrual Print Format - for printing the balances on the check stub

Control Data by Run Type Generate Options:

MUNIS Payroll Retirement & State Specific – November 2002 xvii

APPENDIX Payroll Accrual Processing Miscellaneous Codes Type ACCR

Define the different accruals that your site tracks (sick, vacation, personal, etc.). Each can be only 1 numeric character. Be aware that in certain places in MUNIS®, you will only see Accrual Types 1-9. Remember that you can have many tables linked to one Accrual type. You do not need to create new types for your different entities, bargaining units, etc.

Type REAS Use this to define the reasons for the absences. This allows you to be as specific as you want. For example, you may have “Sick” and “Sick Child” as reasons for the sick accrual. These get used when history records are added to your employees.

2 Screen: nd

• Accrual Impact - for each accrual, answer the question, “What impact does putting hours towards this pay type have on this accrual?” If your sites uses the earn method “earn as you work”, you will use impacts 1 and 2.

Miscellaneous Accrual Types must be set up for each type of accrual your site tracks. Then individual Accrual tables must be set up for each type of accrual (sick, vacation, personal time, etc.) to define the rules surrounding the accrual. There are presently 4 ways to have the system automatically add earned time towards these accruals. The accrual table must specify which of the 4 methods it uses. For an employee to earn accrual time, a record must exist in the Employee Accrual table to link the employee to the specific accrual tables. You may have multiple tables for an accrual type if the rules vary by employee bargaining unit or group or other criteria. You can vary the methods, depending on the situation. For example, an employee may earn sick time from a table that uses method 01 and vacation time from a table that uses method 09.

No matter which method you choose, you may also manually add to the Earned YTD balance for an employee by adding a history record to his/her Employee Accruals/Attendance record. You might consider this a fifth, non-automated method.

For every hour the employee works regular time, he/she earns a fraction of the accrual unit.

Pay Type Codes

• Verify Available Balance - enter “Y” if you want the employee’s available accrual balance to be checked when hours are entered towards this pay type in the payroll step Earnings/Deductions File Maintenance

Earning Accruals (Vacation/Sick Tables)

Method 01- Earned from Actual Time Worked

MUNIS Payroll Retirement & State Specific – November 2002 xviii

APPENDIX Payroll Accrual Processing - Employee’s Accrual/Att. Record’s “Start Date” field must be before or within the payroll

date range. The “End Date” can precede the end of the payroll date range but the employee will accrue time for all hours worked towards the base pay that contributes to the accrual in the entire payroll.

- See *** below

Any employee (linked to a table with this method) whose anniversary date falls within the payroll period date range will earn an accrual amount.

- Employee must have a base pay type that has an accrual impact of 1 - Add to Accruals earned.

- The Beginning Date of the payroll period is compared to the employee’s Accrual Date on the Employee Accruals/Attendance record to come up with months of service. The accrual table is then read to determine the units to earn based on the months of service.

- Any employee without an accrual record or whose accrual record indicates “N” in the Active flag will be skipped. (this code may not be fully functional until a future date)

Method 08 - Earned Within Payroll on Anniversary Date

- Employee’s accrual date (which defaults from his/her service date) must fall somewhere in the payroll date range. It can be the same as the start or end date of the payroll.

- No special processing is required. When the Update Employee Files step completes, the employee will have earned an amount equal to the amount of units to earn on the row in the accrual table that corresponds to his/her months of service multiplied by the number of hours worked for the base pay type with an accrual impact of 1.

*** The following rules apply when using either Method 01 or 08:

- A payroll must be run with the flag “Earn Accruals within this Payroll” field on the Generate screen set to “Y”. If you are doing a Miscellaneous payroll, make sure this is set but do not bother with the Execute option. If certain accruals should be earned but not others, use <Ctrl-T> to flag which ones are included. Note that only those types that have an accrual method of 01 or 08 will be displayed.

- No special processing is required. When the Update Employee Files step completes, the employee will have earned an amount equal to the amount on the row in the accrual table that corresponds to his/her months of service.

- The Beginning and Ending Dates of the payroll run will be the dates recorded on the employee’s accrual history record for the earned amount. The reason code will be system generated.

- Limits may be enforced during the payroll depending upon flags set on the accrual table.

MUNIS Payroll Retirement & State Specific – November 2002 xix

APPENDIX Payroll Accrual Processing Method 09 - Earned Via Batch on Anniversary Date

The Accrual Posting program is run for a particular month/day or range of months/days. Any employee whose accrual date’s month and day fall within the range will be processed.

Method 10 - Earned from Tables & Mass Posting

- Must run the Accruals Posting program from End of Period Processing. The anniversary month and day are irrelevant.

*** The following apply to the Accruals Posting program, regardless of whether you are using method 09 or 10:

- The user-specified Accrual Effective date is compared to the employees’ Accrual date to determine months of service.

- Limits may be enforced by this program according to the limit fields on the accrual table.

Each employee must have a record in this table to tie him/her to the appropriate accrual table and to store accrual history.

- You must run the Accruals Posting program from End of Period Processing. The anniversary month and day are used to gather all employees whose accrual date falls within the range, regardless of the year.

- See *** below

The Accrual Posting program is run periodically (once at the beginning of the year, monthly, quarterly, etc.) to mass update employee’s earned time for all employees linked to the table.

- The month and year of the Accrual Effective date specified by the user is compared to the employee’s Accrual Date to determine where the employee falls in the grid for months of service. The day is ignored. In a future release, this may be changed to look at the whole date.

- The Accrual Effective date you use for the Posting program will become the date recorded on the history for the Employee Accrual. Therefore, you cannot run the program twice on the same day for the same employee set. The second time, you will get the message “History already generated for Emp/Job/Accrual/Table/Date”.

- Any employee without an accrual record or whose accrual record indicates “N” in the Active flag will be skipped. (this code may not be fully functional until a future date)

- The employee must have an active base pay record for a posting.

Employee Accrual/Attendance Records

MUNIS Payroll Retirement & State Specific – November 2002 xx

APPENDIX Payroll Accrual Processing - If Job Based Accruals is in effect (set to “Y” on the Installation Parameter record in

Control and Run Control Data), you may have multiple records per employee, based on their job classes. For example, if an employee has two part time jobs with two different job classes and earns sick time differently for the two jobs, you can set up two records for his sick time accruals.

- The Start/Stop dates can be used to limit the time that the employee can take the accrual.

There are 2 methods used to record that an employee has taken time off. One method is to go directly to the Employee Accrual/Attendance program and add the history record manually. In this case, you would not need pay types for the accruals and the attendance keeping can be done by someone not involved with the actual payrolls.

- The Accrual Date is used in the calculation of months of service. It is usually the Employee’s Service Date or Hire Date.

- The Limit can be used to override the limit on the Accrual Table if the employee should have a limit other than the default.

- The Active flag can be used to prevent the employee from earning anything towards the accrual.

Using Accruals (recording time taken)

The 2nd method is to process the accruals within the payroll, through Earnings/Ded. File Maintenance or Time & Attendance. In either case, you would need to have pay types set up for vacation, sick, personal time, etc. When you enter time against one of these accrual pay types, the employee’s Employee Accrual/Attendance record gets a history record attached to it. In ED/FM, you will see an accrual screen appear where you can place the exact date(s) the accrual was taken and a reason code. In Time & Attendance, you will not see the accrual screen. The date and reason will come from whatever you entered on the Time & Attendance Entry record. A feature also included in Time & Attendance is the option to dock pay if an employee has exceeded their available accrual balance. During the Move option, if this condition exists for any employee, a message will appear asking you whether or not you want to print the “accrual overages”. If you do print the report, afterwards you are allowed to define a dock pay type (Help will show only the pay types with category 7). This pay type will be added to the current pay for the employee and a negative pay amount will be calculated.

MUNIS Payroll Retirement & State Specific – November 2002 xxi


Enforcing Limits

B - VIA PAYROLL WITH TRANSFER

There are several ways of enforcing a limit on the amount of time an employee can accrue. The limit would first be set on the accrual table itself. If an individual employee’s limit differs from the default on the table, you can specify it on his or his Employee Accrual record.

The limit enforcement methods are:

Used for accrual tables that use Method 09 or 10. Each time the Accruals Posting program is run, any employee balance over the limit is transferred to the accrual type indicated in the “Transfer Accrual Type” field on the accrual table.

Similar to method A above, except that it is used for tables that use Method 01 or 08. Each time a payroll is run, the balance over the limit is transferred to the other accrual type.

The Accruals Year End Processing must be run in order to process the limit. The “End of Year Action” field and, if necessary, the “EOY Trans Acc Type” field are used to determine what to do with the balance.

Behaves like A in that it enforces limits each time the Accruals Posting program is run but the balance over the limit is not transferred. It simply is removed (lost).

Any limit specified will be ignored.

Behaves like B in that it enforces limits during each payroll run, but rather than transferring the balance, it simply removes it. In other words, the balance over the limit is lost.

A - VIA BATCH WITH TRANSFER

E - ENFORCE AT END OF YEAR

F - VIA BATCH - LAPSE EXCESS

N - NO ENFORCEMENT

P - VIA PAYROLL - LAPSE EXCESS

MUNIS Payroll Retirement & State Specific – November 2002 xxii


Printing Accrual Balances on Check Stub

None - no accruals are printed

Standard - prints the accrual label, the current accrual activity for this payroll (taking 2 hours will print -2) and the ending balance for up to six accruals. The accrual label will print whether the employee has an accrual record or not. If they do not have a record for the accrual, the Current column will show 0 and the Remain column will be blank. Assume an employee took 8 hours of sick time and 2 personal days during a payroll period. His/her check stub might look something like the following:

CURRENT REMAIN VACA(H) 3.08 61.52

PERS(D) -2.00 -1.00 COMP (D) 0.00

The Processing Options screen, found under the Payroll Control and Run Control Data then Initial Control Set-up, has a field called Accrual Print Format for determining if the accrual balances should print on each employee’s check stub. This field has the following possibilities: Standard, Detail, or None. It is used in conjunction with the field “Accrual Balances to Print”.

SICK(H) -8.00 32.00

Payroll Accrual Activity Report

The employee earned 3.08 Vacation hours this payroll, resulting in a total balance of 61.52. He/she apparently had 40 hours of sick time to start with and used 8 hours this payroll and did not have a balance high enough to cover taking 2 personal days. Also, he/she does not have a Comp time accrual record in Employee Accruals/Attendance. Detail - you can enter up to four accrual types in the Accrual Balances to Print fields and define the order you want them to print. The MUNIS® Standard and Laser checks have 3 columns. The first two accrual types entered will be printed in column 2 and the next two in column 3. This will print the Beginning Balance prior to this pay period, i.e. the running balance from the latest accrual history record that is less than the beginning date of this payroll. It will then print Earned and Taken amounts, which are the sum of the earned and used from history records whose ending dates fall within this payroll. Ending balance = Beginning + Earned - Taken. Using the Detail format, the above accrual summary would look like: VACA SICK PERS COMP BEG 58.440 40.000 BEG 1.000 0.000 EAR 3.080 0.000 EAR 0.000 0.000 TAK 0.000 8.000 TAK 2.000 0.000 END 61.520 32.000 END -1.000 0.000

MUNIS Payroll Retirement & State Specific – November 2002 xxiii


This report, a step found on the Payroll Processing menu, has three report options. All are for the current payroll (you must first run the Employee Update step before you can run this report): Accrual Activity - for each employee, for those accruals that were effected by the payroll, this will show the balance before the payroll started, the total earned and the total used during the payroll and the employee’s ending balance. Accruals Exceeded - for accruals that are taken during the current payroll, if the amount of time taken exceeds the balance the employee has, resulting in a negative new balance, they will print on this report. Accrual Limits Exceeded - if the earning of an accrual, results in the employee’s limit being exceeded, it will print on this report.

B - BUY-OUT UNUSED ACCRUAL

The employee must have a base pay recurring record to use for the amount of the buyout to be calculated (remember the buyout is a factor of the base pay - the factor is specified on the Accrual table). If using Job Based Accruals, this base pay type must be for the correct job class (i.e., must match the Employee Accrual/Attendance record).

Accruals End of Year Processing

The “End of Year Action” on the accrual table determines what happens to any unused accrual balance at the end of the year when the Accruals Year End Processing program is run. It computes the starting balance for the new year by manipulating the current year’s unused accrual balance. The available methods for doing this are:

Allows the employee to be paid for any balance. A pay type for the buyout must exist in the Pay Type Code table and is identified when the Accruals Year End Processing program is run.

The “Liability Impact” and “Factor” fields on the Accrual table are used to figure the amount of the buyout. If the Liability Impact is “N”, no buyout amount will be calculated. The buyout pay type will be added to EMPLOYEE RECURRING EARNING FILE when you answer “Y” to apply the updates created by the ACCRUALS YEAR END PROCESSING program. The buyout pay type will be added with the amount placed in Period Pay. If no amount was calculated, the record will still be there but with a “0” amount.

MUNIS Payroll Retirement & State Specific – November 2002 xxiv

APPENDIX Payroll Accrual Processing C - CARRY FORWARD TO NEW YEAR

New SOY = Old SOY + Earned YTD - Used YTD

All of the unused balance will be transferred to a different accrual. The other accrual is specified in the “EOY Transfer Accrual Type” field.

a different accrual table (as long as the start date of the accrual record that

T - TRANSFER TO DIFFERENT ACCRUAL

Z - ZERO BALANCE AT YEAR END

Note that you can process accruals by range or separately rather than all at once. This will alleviate a potential problem with the scenario of having one accrual’s balance transfer to another accrual that lapses the excess over the limit. Since the amount transferred might put the employee over the limit on the other accrual, it is important to process in the correct order.

The Accruals Year End Processing program will calculate the new year’s start of year balance by using this formula:

It will carry forward a negative balance if there is one. L - LAPSE EXCESS OF TABLE LIMIT

S - TRANSFER COMPLETE BALANCE

If the field “Next Accrual Table” is filled in, then any balance at the end of the year will be carried forward to the balance for the employee on

has a balance is prior to the Accrual Effective Date specified when running the Accrual End of Year Processing program). If there is no unused balance, the employee’s current accrual record is replaced with a new one and the new one is given a zero balance. An example of using the Next Accrual Table would be for employees who, in the year they are hired earn a vacation day each month. After the first of the next new year, they are automatically given 10 days vacation via mass posting.

Similar to T, but only transfers to the other accrual the amount, if any, that is over the limit.

Any balance unused will be lost, nothing carried forward.

Also note that if the field for “Limit Enforcement” is equal to “N” but the “End of Year Action” is “L” or “T” (lapse or transfer over the limit), the limit is used and the limit enforcement field ignored.

The new SOY will be that which is unused up to the limit indicated in the grid according to months of service. If the employee has earned more than the limit, they will lose the excess.

MUNIS Payroll Retirement & State Specific – November 2002 xxv

APPENDIX Payroll Accrual Processing You must run the Accruals Year End Processing program prior to adding any accrual history records in the new year. This program does not purge old history but will create a new history record for the Start of Year.

MUNIS Payroll Retirement & State Specific – November 2002 xxvi

APPENDIX Payroll Check Sorting

Payroll Check Sorting

This document describes the relationships between the Primary Location, Check/Office Location and Mail Codes on the Employee Master and how this controls printing of checks. Definition of Significant Fields “Primary Location”: Requires definition in the Location Codes table found in the Auxiliary Programs Menu. Location is used to group employees for purposes of generating, proofing, selecting etc. Used by most MUNIS® Payroll programs to group employees in reporting. “Check/Office Location”: Requires definition in the Work Location Codes table found in the

Auxiliary Programs Menu. Used for information purposes or to control the sort sequence of checks. If using to sort payroll checks, this field should be filled in for all employee's as leaving this blank will sort these employees as though they have a “blank” location.

“Mail Code”: Found on screen 4 of the EMPLOYEE MASTER FILE. A mail code must be

established for each run type/employee. The mail code provides two functions. 1. The ability to divide check printing into 4 groups. This is done by assigning different

mail code sort numbers. For example assigning mail codes of 3 (MAIL SORT 1, MAIL ADDRESS 1), C (MAIL SORT 3, HOME ADDRESS) and G (MAIL SORT 4, NAME ONLY) to employees in a single payroll will print the employees in three separate groups. Mail Sort 1 first, then Mail Sort 3 and finally Mail Sort 4.

- NAME ONLY: print the employee's name only (no address info) - HOME ADDRESS: print the employee's name and their home address as defined

on screen 3 of the employee's master record.

These fields together impact the sequence in which checks print. The Payroll Checks program defines which of these fields are used to sort checks. The Check/Advice Sort Seq in the Payroll Checks program allows up to 5 different sort sequences. In all of these options, the primary sort sequence is first the Mail Code Sort, then:

2. LOCATION, NAME - sorts on employee Primary Location then employee name. Check/Office Location is ignored.

2. The description following the MAIL SORT X, indicates what employee information will print on the check.

- MAIL ADDRESS 1, 2, 3: print the employee's name and the appropriate address information from the Addresses ring menu option.

Relationship Between Fields

1. NAME - sorts on employee last/first name only. Primary and Check/Office Location are ignored.

MUNIS Payroll Retirement & State Specific – November 2002 xxvii

APPENDIX Payroll Check Sorting 3. ORG, NAME - sorts on employee Primary Org then employee name. Primary Location and

Check/Office Location are ignored.

5. LOC, ORG, NAME - sorts on employee Primary Location first, then employee Primary Org then employee name.

4. CHECK LOC, NAME - sorts on Check/Office Location then employee name. The Primary Location is ignored. If the Check/Office Location is left blank, these will sort as blanks and appear ahead of any valid Check/Office Locations.

MUNIS Payroll Retirement & State Specific – November 2002 xxviii

APPENDIX KRONOS Import

KRONOS Import

Time & Attendance Menu Kronos files are imported in the Time & Attendance Entry menu. There is a ring menu option called Vendor Import. In order to import a file you must choose Load and enter the full path and filename. Following is a sample Kronos file.

0 334444332,BANDITO, SIMON T , 1,77.215 , 6.62, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 11, 10, 1998,LRG,10 6.36 0 334444332,BANDITO, SIMON T , 1,56.215 , 6.62, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 11, 10, 1998,LRG,10 6.36 0 334444332,BANDITO, SIMON T , 1,77.215 , 6.78, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 11, 11, 1998,LRG,12 6.36

Records are created using each line from the KRONOS file. If one employee works the same job, location and pay type for consecutive days, these records will be combined into one record with a starting date and ending date running the full time period for the consecutive days worked.

KRONOS records are stored separately from regular Time & Attendance records. You access them from the Vendor Import ring-menu option. These records are moved into a payroll just like Time & Attendance records.

0 334444332,BANDITO, SIMON T , 1,77.215 , 6.78, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 0.00, 11, 12, 1998,LRG,12 6.36

Column 53 is location. In the example above the locations are 77 or 56. There is a crosswalk table that converts the KRONOS locations into MUNIS® locations.

If any of the fields “Location”, “Job”, or “Pay type” is NULL, the record will show in MUNIS® as (Deleted) at the bottom of the screen.

The form process is “prkronos”. Each line beginning w/SSN & employee name includes hours worked for one day or one job, location or pay type per day. The pay type used for each dollar amount depends on where in the file the amounts are shown. Each column in the file is assigned a pay type. The date is shown as month, day, 4-digit year.

MUNIS Payroll Retirement & State Specific – November 2002 xxix

APPENDIX Mid-Cycle Raises

Mid-cycle Raises Mid-cycle raises is a process for a MUNIS® payroll to recognize that an employee has a change in pay during a pay cycle and to correctly break the pay amount into two parts; pre-increase pay and post-increase pay. With the two parts, the employee receives the correct amount of pay for that cycle.

The mid-cycle raise process is controlled by a setting in the Payroll Control File. A switch on the Installation Parameters screen enables or disables the ability to process mid-cycle raises. With this switch set to “Y”es mid-cycle raises will be processed, otherwise raises are processed as they have been in the past.

The process of the mid-cycle raise takes place in two parts. The first part of the process deals with the pay rates. When an employee’s pay rate is adjusted through any means such as contract increases, step increases, manual changes through employee pay or any other method, the employee’s pay gets recalculated. This recalculation ensures that the daily pay rate, hourly rate, period salary and other pieces of data are all correct according to the pay changes made. If the annual salary is increased, the recalculations are based on the new annual salary. Just before the recalculations are made, the employee’s current hourly rate, daily rate and period salary from the base pay record are temporarily saved. The calculations are then made to the employee’s base pay record, which may change the employee’s pay. Once the calculations are finished and the new pay is saved, the program checks to see if mid-cycle raises are enabled and that we are working with the employee’s base pay record. The new hourly rate, daily rate and period salary are then compared to the hourly rate, daily rate and period salary of the previous pay amount that were temporarily saved before the recalculations were made. This is done to verify that the employee’s pay has actually changed. This comparison checks for both a positive and a negative change, thus an employee’s pay could also be decreased. When a change has been verified, the previous hourly rate, daily rate and period salary, along with the effective date of the pay change are saved as a part of the base pay record. The base pay record now holds the employee’s current pay rates as well as the employee’s previous pay rates in addition to the date on which the change from previous to current takes place. This same process is completed for any overtime pay records that are related to the base pay record that has been changed. The current pay rate information is temporarily saved before the recalculation. After the recalculation, when the mid-cycle switch is enabled and the pay record is an overtime record, a comparison is made on the pay rates. If there is a change, the previous rates are saved along with the effective date of the pay change. The second part of mid-cycle raises is the actual generation of the pay. The generation of the pay for mid-cycle raises can be done through Time and Attendance as well as through the Generate Earnings/Deductions screen. Each works slightly different.

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APPENDIX Mid-Cycle Raises

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When using time and attendance, the entries must be broken over the day that the pay change takes place. For example; if a mid-cycle pay increase starts the increased pay on a Wednesday, the week must be broken up into at least two entries; Monday though Tuesday and Wednesday through Friday. Time and attendance processes entries by applying the appropriate pay rate to the time entered.

When finding the correct pay rate for the time entered, both the previous pay rate and the current pay rate are retrieved. The program then checks to see that mid-cycle raises are enabled in the Payroll Control File. The date range of the entry is checked against the effective date of the current pay rate. If the entry date range takes place before the pay raise is effective, the previous pay rate is used to calculate the pay amount, otherwise the current pay amount is used. The pay amount is then calculated for that time/attendance entry. Each time/attendance entry is processed in this manner.

When not using time and attendance, the pay is automatically broken into two pay records; one using the previous pay rate and the other using the current pay rate. During an Earnings/Deductions Generation, before a pay record is added to an employee, the mid-cycle enable switch is checked along with the dates of the pay run. If the employee’s pay change takes place during the pay run an extra pay line is generated. This extra pay line is actually generated first. When generating the extra pay line, the current pay rates (hourly rate, daily rate and period salary) along with the period hours are temporarily saved and the previous pay rates are switched to be the active pay rates. Next, by using the date of the pay change and the dates of the pay run, the number of hours (or days) for the previous pay rate is calculated by looking at several pieces of information. The pay record holds a list of which days the employee works. Using these and the number of hours per day the correct number of hours (or days) worked is calculated up to, but not including, the date of the pay increase. A pay record for the previous pay rate is then generated.

Using the current pay rates that were temporarily saved, the active pay rate is reset. The number of hours to be paid is then adjusted to be less the amount of time that was used for the previous pay rate. The pay generation then continues on as it would normally, producing a second pay record at the new pay rate for the remaining amount of time of the pay run.

PAYROLL RETIREMENT & STATE-SPECIFIC

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