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overview

This program offers six options that can be used to verify State Employees Retirement System (SERS) and State Teachers Retirement System (STRS) information and create tape files used for submission of data to SERS and to STRS (per pay) .

A few new functions have been added to the RETIRE menu.  Users can now run SERSHIRE, STRSHIRE and STRSHSEND.

 

SERSREG option

After you have completed a payroll, you have five working days from the pay date to submit a file(s) to SERS.

Important Note:  Before running SERSREG, it it important to go out to the eSERS website and verify that the pay cycle schedule is setup with the period begin date, period end date and pay date for the pay you are going to run for SERSREG.  This pay cycle information on eSERS must match exactly to the SERSREG input screen or the SERSREG tape file will not upload to the eSERS website.

Run the SERSREG option and at first choose NOT to create the tape file. SERSREG will always produce a  SERSREG.TXT and SERSDET.TXT report.  If there are errors, it will produce a SERSERR.TXT. 

The SERSREG.TXT is at the employee level with totals.  This report will only show current pay information.  Any voids, unvoids, reissues from a PRIOR pay will NOT show up on the SERSREG report. This report will list Employee ID, Employee Name, Earnings, Contributions, Days Paid and Hours Paid for the current pay.  Fiscal YTD totals will appear on the SERSMONTH report with this new SERS per pay reporting. 

The SERSDET.TXT is at the earning code level for each pay period. This is detail information that will be submitted on the file to SERS. It is important for the district to review this report carefully, making sure all amounts are correct.  The SERSREG.TXT totals should always match SERSDET.TXT unless there are voids, unvoids, reissues from a PRIOR pay.  Voids, unvoids, reissues from a PRIOR pay will show up on SERSDET only.  This report will list Employee ID, Employee Name, Period beginning and ending dates, Pay Date, Earnings, Contributions, Days Paid and Hours Paid. It will also list Earn Codes as follows:                                                                                                                     

         Earn Code Values

         01 = Regular (must have days/hours)                 Note: Position type of R, T or blank in JOBSCN
         02 = Supplemental (must have days/hours)        Note: Position type of S
         03 = Retro (cannot have days/hours)                 Note:  Pay type = "BCK" in UPDCAL
         04 = Stretch(cannot have days/hours)                Note:  Stretch pay emp and  (Pay type = "ACC" and pay amt > 0)  OR
                                                                                    (Pay type = "POF" and pay amt > 0)  OR  (Pay type = "LPA")

         51 = Regular Adjustment (must have days/hours)          Note: Adjustment to 01 earning code
         52 = Supplemental Adjustment (must have days/hours) Note:  Adjustment to 02 earning code
         53 = Retro Adjustment (cannot have days/hours)           Note:  Adjustment to 03 earning code
         54 = Stretch Adjustment (cannot have days/hours)        Note:  Adjustment to 04 earning code    

         Earning codes 51-54 above are adjustment codes.  These are normally dock pay amounts and error adjustments to SERS.

Users should not change DEDSCN 400,590,690 records, BIOSCN employee name and SSN and JOBSCN job numbers, position type and stretch pay flag.  These values are used in the current files for SERSREG.  If anything in the DEDSCN SERS records are changed, it will give a warning that the DEDHIS and PAYHIS do not match.  Everything else is from history files (check history, pay history and deduction history).Users should not change DEDSCN 400,590,690 records, BIOSCN employee name and SSN and JOBSCN job numbers, position type and stretch pay flag.  These values are used in the current files for SERSREG.  If anything in the DEDSCN SERS records are changed, it will give a warning that the DEDHIS and PAYHIS do not match.  Everything else is from history files (check history, pay history and deduction history). 

 

CALCULATING OF DAYS/HOURS ON SERSDET.TXT
The number of days and hours associated to an earning code is a calculation.  It is based on the earning amount.  SERSREG takes the earning code earning amount and divides it by the employees' total earnings.  Sometimes the earnings are very small (less than 1), but the 01 & 02 earning codes must have days and hours so it will at least give it 1 day or hours.  To calculate days/hours, it takes the earning code amount and divides it by the total employee earnings and multiplies by the total number of days or hours.

Example 1: Employee has total earnings of $3,050.  Earning code 01 has $2,000 in earnings and earning code 02 has $1,050.  The employees' total days = 10 and total hours = 80.  

To calculate days:   Earning code 01 ==> $2,000 / $3,050 = .6557 * 10 days = 6.5570, which rounds to 7 days.
                               Earning code 02 ==> $1,050 / $3,050 = .3443 * 10 days = 3.4430, which rounds to 3 days.
 (Also, for the last earning code of 01 or 02, it makes sure that 7 + 3 = 10.  If earning code 02 rounded to 4 days and 7 + 4 = 11, the program would subtract 1 from the days so that it doesn't exceed the total days.)

To calculate hours: Earning code 01 ==> $2,000 / $3,050 = .6557 * 80 hours = 52.4560, which rounds to 52 hours.
                               Earning code 02 ==> $1,050 / $3,050 = .3443 * 80 hours = 27.5440, which rounds to 28 hours.
 (Also, for the last earning code of 01 or 02, it makes sure that 52 + 28 = 80.  If earning code 02 rounded to 29 hours and 52 + 29 = 81, the program would subtract 1 from the hours so that it doesn't exceed the total hours.) 


Example 2:  Employee has total earnings of $3,050.  Earning code 01 has $3,000 in earnings and earning code 02 has $50.  The employees' total days = 10 and total hours = 80.  

To calculate days:  Earning code 01 ==> $3,000 / $3,050 = .9836 * 10 days = 9.836, which rounds to 10. But because 10 is the total days it subtracts 1 from 10 giving 9 days for earning code 01 and the 1 day will go to earning code 02.
To calculate hours: Earning code 01 ==> $3,000 / $3,050 = .9836 * 80 hours = 78.6880 rounds to 79 hours. Because 80 is the total hours it gives 1 hour to earning code 02.



The SERSERR.TXT lists any warnings, informational and fatal errors.  This report should always be reviewed carefully before processing the output file to SERS. This report is sorted by EMPID.

When SERSREG is ran to produce the output tape file for SERS, there is a SERSccyymmdd##.SEQ file for the 01-04 earning codes and there can be an SERSccyymmdd##A.SEQ  file for the adjustment earning codes of 51-54.  Both of these files must be uploaded to the eSERS website by the district.   If your district transfers these files from Reflections to your desktop or another directory, make sure in the Setup selection, the "Delete Trailing Spaces" is not checked. The 01-04 earning code SERS transaction file must be processed and posted (without errors) to eSERS before the 51-54 earning code adjustment file can be loaded.  Once the adjustment file has been uploaded the districts will have to look at each adjustment record on eSERS.  They will need to change the begin/end date, days and hours for this adjustment since it was for a previous processing period. The district may also need to change the earning code from 51 (Regular) to one of the other adjustment earning codes if it is not an adjustment to regular earnings.


Error messages for SERSREG Per Pay

FATAL:  Begin/end dates not found on screen for xxxxxxxx and xxxxxxxx.
Possible solution:  Check the beginning and ending dates entered on SERSREG input screen. More than likely the user entered different period begin and end dates when running INICAL for the additions option and these dates were not entered in SERSREG.  

INFORM:  Cannot have REG pay with no days.
Possible solution:   Regular pay types must have days.  Enter AD RE transaction for current pay date.

INFORM:  Cannot have REG pay with no hours.
Possible solution:  Regular pay types must have hours.  Enter AD RH transaction for current pay date.

WARN:  Cannot have REG pay with negative contributions.
Possible solution:

WARN:  Cannot have SUPP pay with negative contributions.
Possible solution:

WARN:  Cannot have RETRO pay type with days.
Possible solution:  A) Leave as is and fix in ESERS
                                  B) ITC can use DTR and remove the days for the BCK entry in the pay history file

WARN:  Cannot have RETRO pay type with hours.
Possible solution:  A)  Leave as is and fix in eSERS
                                 B)  ITC can use DTR and remove the hours for the BCK entry in the pay history file

WARN:  Cannot have ACC (stretch) pay with days.
Possible solution:  A)  Leave as is and fix in eSERS
                                  B)  ITC can use DTR and remove the days for the ACC entry in the pay history file

WARN:  Cannot have ACC (stretch) pay with hours.
Possible solution:  A)  Leave as is and fix in eSERS
                                  B)  ITC can use DTR and remove the hours for the ACC entry in the pay history file

WARN:  Cannot have REG pay with no earnings or negative earnings.
Possible solution:

WARN:  Cannot have SUPP pay with no earnings or negative earnings.
Possible solution:

WARN:  Error reading 400 record for employee:  XXXXXXXXX
Possible solution: Need a 400 record for this employee.  Unable to get information such as rate, inflation flag.

WARN:  Error reading 590 record for employee:  XXXXXXXXX
Possible solution: Need a 590 record for this employee.  Unable to get information such as rate.

WARN:  Error reading 690 record for employee:  XXXXXXXXX
Possible solution: Need a 690 record for this employee.  Unable to get information such as rate.

INFORM:   Earnings calculated for contributions of $$$.99.  Probably error adj.
Possible solution:  SERS needs earnings amount whenever there is a contribution, so the SERSREG program automatically calculated the earnings.  This most in likely was from an SERS error adjustment in DEDSCN for a 590 or 690.  Verify the amount.  No changes necessary.

INFORM:  Service days will need to be adjusted on eSERS, ATDSCN or the calendar.
Possible solution:  All 01, 02, 51, 52 transactions must have days and hours.  When processing a dock, SERSREG is unable to determine how many days to dock.  Therefore, the days will need to be manually updated in eSERS.  When you change the adjustment entry (51/52), you may also need to manually add the days back into eSERS for the regular (01) or supplemental (02) job.  The other situation could be that you have hours in UPDCAL or JOBSCN, but do not have days entered on the calendar or ATDSCN. 

INFORM:  Retire hours will need to be adjusted on eSERS or ATDSCN.
Possible solution:  All 01, 02, 51, 52 transactions must have days and hours.  If a transaction does not have retire hours, they will need to be manually updated in eSERS.  When you change the adjustment entry (51/52), you may also need to manually add the retire hours back into eSERS for the regular (01) or supplemental (02) job.

INFORM:  Checks on file for pay date XXXXXXXX have not been reported to SERS.
Possible solution:  Check to make sure the correct pay date is entered on the input screen OR maybe this pay date has been missed and needs to be run.  Also, this error is NOT listed for every single employee with this error, just the first employee it encounters.

INFORM:  Voided check from future fiscal year, may not be reported at this time.
Possible solution:  Contact SERS.

INFORM:  Unvoided check from future fiscal year, may not be reported at this time.
Possible solution: Contact SERS.

INFORM:  Void/unvoid check. 
Possible solution:  Just informational that a voided or unvoided check was found.

INFORM:  Chkhis gross  $$$$.99 not = payhis calc gross $$$$.99
Possible solution:  ITC may need to look at check history and pay history files for this employee’s check and see why the gross pay does not match.  If necessary, the ITC may need to use DTR to fix.

INFORM:  Dedhis gross not = payhis gross.  Diff = $$$$$.99.  Probably error adj.
Possible solution:  If this is an error adjustment or the 400 has the fringe flag set to Y, then no fix required.  It is just informational.  If this is not for an error adjustment or fringe, then the ITC may need to look at deduction history and pay history files for this employee’s check and see why the gross pay does not match.  If necessary, the ITC may need to use DTR to fix.  This message will not show up for a 690 error adjustment since the 690 gross pay includes the error adjustment.

Another possible solution:  If you don’t find the adjustment record amount in DEDUCTION_HISTORY or PAY_AMOUNTS_HISTORY, then it could be that someone changed the 400, 590 or 690 rate in DEDSCN.  DEDSCN SERS rates cannot be changed from when payroll was ran and SERSREG.  SERSREG is picking up the SERS rates in DEDSCN.  You can run AUDRPT for DED for the employee and see if it was changed.  If so, just change the rate/record in DEDSCN to what it was, run SERSREG and then change it back to what you had it.

Another possible solution:  If the 400 record has the Fringe ben/Xtra comp = Y, this is due to the inflation amount and there is no fix required.  It is just Informational.

INFORM:  Cannot process.  No retirement withheld for the employee.
Possible solution:  Nothing.  Just informational to let you know that the employee had no retirement to be withheld, so it will not be reported to SERS.  


If a tape has 2 headers, one header line right after another header line with no detail lines between, then it more than likely is because the users entered incorrect pay schedule information in SERSREG. A pay cycle should only be entered once (ex. BWK0001) for each pay date. Also, all pay cycles for that pay date must be entered in SERSREG as separate pay schedules.


 

SERSMONTH option - MANDATORY

Once the last payroll for the month is complete, you MUST run the SERSMONTH option for balancing and month-end reporting purposes. The SERSMONTH is a mandatory report since it also creates month-end reporting for CHKSTS, BENRPT and ABS101.  This report,called SERSMONTH.TXT will list the month-to-date and fiscal-to-date totals for both old and new employees.  The information for SERSMONTH is coming from DEDSCN totals, therefore it is from current information and not from history files. When SERSMONTH is ran and the Clear SERS MTD accumulators? (Y,N): is set to Y,  it will automatically generate AUDRPT, CHKSTS, BENRPT and ABS101, clear out the month-to-date accumulators on the 400, 590 and 690 records and also set any New Employee flag that was set to "R" on the 400 DEDSCN record to an "N".  The running of SERSMONTH also places the PAYROLLCD reports in the correct directories.

STRSREG option

After you have completed a payroll, you have five working days from the pay date to submit a file to STRS that is created using the STRSREG option of the RETIRE program.

Run the STRSREG option and at first choose NOT to create the tape file. A report called STRSREG.TXT will be genereated. This report will list employee earnings, contributions, and days pertaining to the specified pay date. Once the information is correct, run the STRSREG option again and select to create the tape file.

Errors are reported on a separate report called STRSERR.TXT. The errors are informational only and will not prevent you from creating the tape file. Refer to the Miscellaneous Notes section of this chapter for a listing of messages.

Those records that are being resubmitted due to a void or unvoid transaction are marked with a "#" sign to the left of the detail line on the STRSREG.TXT report. Voided checks will be designated by negative contribution amounts on the report. Void and unvoid transaction lines will not be included in the "member count" of the grand total line.

Rehired retirees will be marked with an "*" to the left of the detail line on the STRSREG.TXT report.

During the STRS advance, advanced employee information will be printed on a line marked with an "!" to the left of the detail line. Separate totals will be kept for advanced and regular STRS contributions. All contributions listed on STRSREG must be submitted to STRS following each payroll.

Once the file has been created, you will need to submit the file using the STRS_SEND option of the software. This procedure actually sends the tape file to STRS via secured email.

You will need to create this tape file for every payroll using the STRSREG option and send the file to STRS using the STRS_SEND command.

STRSREG Warnings
The following messages may occur during the run of STRSREG and will appear on the STRSERR.TXT report.
  • Pay date not selected for reporting. Checks on file have not been reported. (only one message 
    will be generated per pay date, not one for every check found)
  • Voided check from a prior fiscal year, must be reported manually.
  • Voided check with advanced amounts from prior fiscal year, must be reported manually.
  • Unvoided check from a prior fiscal year, must be reported manually.
  • Unvoided check with advanced amounts from prior fiscal year, must be reported manually.
  • Negative service days for employee, assuming zero.
  • Negative retiree service days for employee, assuming zero.

STRSMONTH option

Once the last payroll for the month is complete, you can run the STRSMONTH option for balancing purposes. This report, called STRSMONTH.TXT will list month to date earnings, contributions, days, and fiscal to date earnings, contributions, and days. When the option to clear the STRS MTD accumulators has been selected, the program produces a report and clears the MTD accumulators from the USPSCN/DEDSCN STRS retirement records.

The STRSMONTH report separates new employees, (those being reported for the first time) from previously reported employees. This is determined by the new employee flag that appears on the 450 deduction record. After the program is run to clear STRS month to date accumulators, the new employee flag will be automatically set to N (no) on the 450 deduction record.

Those employees who have been reported as new enrollments (R) to STRS,  will appear in the New Employee Section (bottom of the report), along with those who have not been reported, but are new employees "Y".  It is up to the user to know if they have been reported to STRS, either through STRSHSEND or through the STRS website.  When clearing Month To Date accumulators, the new employee flag (previously Y and R) for new employees will be set to "N".   It is very important to run STRSMONTH if using STRSHIRE, since this program moves "N" to the new employee flag on the 450.  It will not be set to "N", if STRSMONTH is not run to clear Month To Date accumulators.

 

SERSHIRE option

This option allows the user to create a new employee enrollment file to upload to the SERS website. SERSHIRE will create a report and can create a submission file for new employees, rehired employees and employees who have had a lapse in service.  The user will run SERSHIRE if they do not wish to manually enter new enrollment information in the SERS website.  The paper enrollment forms will no longer be accepted by SERS as of July 1, 2014. 

The user will need to set the New Employee flag in USPSCN/DEDSCN for the 400 record to "Y" in order for the employee to show up on the SERSHIRE report.  The other critical piece is the employee must have a USPSCN/JOBSCN record setup with the position start date entered.  The position start date must be the first day the employee is physically at work.  Also, on JOBSCN the retirement system must be set to 400.

It is highly recommended to initially run SERSHIRE using the projection option for all employees.

SERSHIRE will read the DEDSCN 400 records for the employee(s) selected or all employees.  If the new employee flag on the 400 record is = "Y", then it will process this employee; otherwise it ignores this employee.  It will then read the employee record to get the employees name, address, date of birth, gender, marital status, phone number and email address.  The gender must be "F" or "M" and the birth date must be valid according to SERS specifications.  The job record is then read.  SERSHIRE will look for the first job that has a 400 retirement code and a position start date to be included on the SERSHIRE file. The position start date must be the actual first work date.  The program will look at the position start date and allow up to 6 months in the past and 6 months into the future to be included in the file. The position code on USPJOB will be used to determine the job classification code for the submission tape file. 

Position codes will be evaluated as the following:

100-199,  901                                            01  Official Administrative

500-504,  506-599                                     02  Clerical/Secretarial

600-699, 902, 908                                     03  Custodial/Maintenance

200,  202-208,  210-299,  415, 505           04  Education Aide

307,  904                                                   05  Food Service

700-799                                                     06  Transportation

All other positions:                                     09  Other

Any employee's with FATALS on the SERSHIRE.TXT report will not create a submission tape record. 

If running in actual mode, the program will create the submission tape file for those records not having a fatal error.  It will also update the new employee flag on the 400 record to an "R".  An "R" means reported.  There can only be one record per employee on the submission file. 

After the submission tape file has been created, it is necessary for the district to FTP the .SEQ file that was created in SERSHIRE.  At this point, the .SEQ file needs to be uploaded to the SERS Website at http://www.ohsers.org/member-enrollment.  If you have any questions, click on the following link to the SERS website  http://www.ohsers.org/Document/Get/11885.  The new enrollment file must be sent to SERS before they receive the Member Contribution Report with the employees SERS deduction amount listed. 

In order to clear the New Employee Flag for SERS, the user must run RETIRE/SERSREG in Actual mode.

Please refer to the bottom of this document for further explanation of SERSHIRE fatals.

Running SERSREG in actual mode, it will list the new employee and the new employee flag will be reset to "N".  If for some reason the new employee is reported on the website and not processed through SERSHIRE, then the user can manually update the new employee flag to an "R" on the 400 record.  This will allow the district to keep track of employees who are reported, either through the SERSHIRE or through the website.

 FATAL Messages for SERSHIRE

  •  FATAL:  Invalid SERS code.  Program aborting.  This means that the program was unable to retrieve the SERS code from 
    USPCON or SERS Code is equal to zero. The program is aborting and no data was processed.
  •  FATAL:  Error reading Deduction file.  Contact your ITC.  Program aborting.  This means that there is a problem reading 
    the DEDAMT.IDX file.
  •  FATAL:  SERS Employee flag is not Y.  This means that the user entered this employee to be selected, but the new 
    employee flag in the 400 record is not "Y". Record not processed.
  •  FATAL:  Cannot select default record.  This means that the user entered the all 1's default record to be selected.  
    Record not processed.
  •  FATAL:  Employee does not have a 400 record.  This means that the user entered this employee to be selected, but the 
    employee does not have a 400 (SERS) DEDSCN record. Record not processed.
  •  FATAL:  Must have valid Date of Birth.  Date of Birth cannot be zeroes in BIOSCN.  Record not processed.
  •  FATAL:  Must have F or M for Gender.  Must have valid gender in BIOSCN. Record not processed.
  •  FATAL:  Verify retire code or position start date within 6 months. There are no SERS jobs for the employee where the 
    position start date is within 6 months of the current date or the retire code is not a 400. Record not processed.
  •  FATAL:  Unable to update New Emp flag.  The 400 SERS record was not updated for the new employee flag.

     

    Fatals will NOT update or create a submission record for the employee.

STRSHIRE option

This option allows users to create a New Employee Enrollment file to send to STRS.  STRSHIRE will create a report and can create a submission file for new employees and employees who have had a lapse in service.  A rehired retiree MUST be reported manually on the STRS website. Also, the New Employee flag on the 450 record should manually be set to N after running STRSMONTH. The user will run STRSHIRE if they do not wish to enter the new employee enrollment information in the STRS website.  The paper enrollment forms were no longer accepted by STRS as of July 1, 2013.

The user will need to set the New Employee flag in USPSCN/DEDSCN for the 450 record to "Y" for the employee to show up on the STRSHIRE report.  The other critical piece is the employee must have a USPSCN/JOBSCN record setup with the position start date entered.  The position start date must be the first day the employee is physically at work.  Also, on JOBSCN the retirement system must be set to 450.

It is highly recommended to initially run STRSHIRE using the projection option for all employees.

STRSHIRE will read the DEDSCN 450 records for the employee(s) selected or all employees.  If the new employee flag on the 450 record is = "Y", then it will process this employee; otherwise it ignores this employee.  It will then read the employee record to get the employees name, address, date of birth and gender.  The gender must be "F" or "M" and the birth date must be valid according to STRS specifications.  The job record is then read.  STRSHIRE will look for the first job that has a 450 retirement code and a position start date to be included on the STRSHIRE file.  The position start date must be the actual first work date. The program will look at the position start date and allow up to 6 months in the past and 6 months into the future to be included in the file.  Any employee with FATALS on the STRSHIRE.TXT report, will not create a submission tape record.

If running in actual mode, the program will create the submission tape file and update the new employee flag on the 450 record to an "R".  An "R" means reported.  There can only be one record per employee on the submission file.

After the submission tape file has been created, the user will need to run the STRSHSEND program.  STRSHSEND will send the STRS enrollment file using the secure website.  The new enrollment file must be sent to STRS before they receive the Member Contribution Report with the employees STRS deduction amount listed. 

In order to clear the New Employee Flag for STRS, the user must run RETIRE/STRSMONTH and choose to clear the MTD accumulators.

Please refer to the bottom of this document for further explanations of STRSHIRE fatals.

 

To report a Rehired Retiree enrollment, you must notify STRS Ohio of the employment of a retiree of an Ohio public retirement system or an alternative retirement plan (ARP)* within 10 business days of his or her first date on payroll. Note: The STRSHIRE program does not support formatting for the Rehired Retiree and therefore, this information must be submitted via the employer website (www.strsoh.org/employer) using the Employer Self Service (ESS) or the secure file upload application.

The Reemployed Retiree Notification paper form is provided for internal use only. Please do not submit paper copies to STRS Ohio.
Note: If the employee recently retired from your school, you do not need to submit the SSA-1945 form. Otherwise, you must submit a completed SSA-1945 form signed by the employee to STRS Ohio by mail or fax it to (614) 227-7893.

After STRSMONTH has been ran to clear MTD Accumulators, the new employee will be listed and the new employee flag will be reset to "N".  If for some reason the new employee is reported on the website and not processed through STRSHIRE, then the user can manually update the new employee flag to an "R" on the 450 record.  This will allow the district to keep track of employees who are reported, either through the STRSHIRE or through the website.

FATAL Messages for STRSHIRE
 
  •  FATAL: MANUALLY rpt rehired-retirees.Chg New Emp Flag on 450 to N

  •  FATAL: Invalid STRS code. Program aborting. This means that the program was unable to retrieve the STRS code from USPCON or STRS Code is equal to zero. The program is aborting and no data was processed.

  •  FATAL: Error reading Deduction file. Contact your ITC. Program aborting. This means that there is a problem reading the DEDAMT.IDX file. 

  •  FATAL: STRS Employee flag is not Y. This means that the user entered this employee to be selected, but the new employee flag in the 450 record is not "Y". Record not processed.

  •  FATAL: Cannot select default record. This means that the user entered the all 1's default record to be selected. Record not processed. 

  •  FATAL: Employee does not have a 450 record. This means that the user entered this employee to be selected, but the employee does not have a 450 (STRS) DEDSCN record. Record not processed.

  •  FATAL: Must have valid Date of Birth. Date of Birth cannot be zeroes in BIOSCN. Record not processed.  

  •  FATAL: Must have F or M for Gender. Must have valid gender in BIOSCN. Record not processed. 

  •  FATAL: Verify retire code or position start date within 6 months. There are no STRS jobs for the employee where the position start date is within 6 months of the current date or the retire code is not a 450. Record not processed. 

  •  FATAL: Unable to update New Emp flag. The 450 STRS record was not updated for the new employee flag. 

    Fatals will NOT update or create a submission record for the employee.

STRSHSEND option

This option allows users to send STRS new enrollment file to STRS via a secure website. Those employees who were reported as New Employee and a submission file was created, will be included in the send file.  The input screen is similar to the STRS_SEND screen.  The employer id is required and the user must select the STRSaaaaHIREccyymmdd##.SEQ file that needs to be sent to STRS.  The aaaa is the STRS employer id, ccyymmdd is the current day and ## is the sequential number starting with 01. The submission file extension will then be changed from .SEQ to .SENT after it has been submitted. 

accessing the program

The program may be executed by typing:

$ RUN OECN$PAY:RETIRE

at the $ prompt or in the menu system type:

Menu>RETIRE

main menu

 

 


SERSREG 


Field Definitions

Output file:  Enter the file name of the output file

Print Options page: Y to print the options page and N to not print the options page.  The options page shows what selections were made to generate the report.

Optional Heading: This field is optional.  Enter a descriptive report heading.

Single or Double spaced detail report:  S = Single spaced, D = Double spaced

Create SERS tape file: 
Y = Create a final SERS submission file.  The submission reporting flag will be set indicating that these employees have been reported to SERS.  This file will need to be uploaded to the SERS website manually.  If your district transfers these files from Reflections to your desktop or another directory, make sure in the Setup selection, the "Delete Trailing Spaces" it is not checked.  (There is no automatic submission file for SERS per pay reporting).  Also, if there are any adjustments to be processed from the pay, then a separate file (same name as SERS file with an “A” at the end of the name will need to be uploaded to SERS as well (after the main file has been uploaded). Please contact SERS if you are having any problems uploading/submitting/correcting the files.

N = Do not create the SERS submission file.  A report will be created, but no flags will be set on the file. 

Sort:  Sort the SERSREG.TXT file by any of the options listed

Sub-total:  Sub-total the SERSREG.TXT file by any of the options listed

Page break:  Page break the SERSREG.TXT file by any of the options listed

Pay date:  Enter the pay date for the current pay

Pay cycle: Enter the pay cycle for the current pay.  These options were set up by SERS and must be adhered to the SERS rules.  Valid options include: WKY = Weekly, BWK = Biweekly, MON = Monthly, SMO = Semi-monthly and OTH = Other. 

The last 4 characters of the pay cycle identify the sequence number and must be numeric.  Valid values include 0001, 0002 ... 9999.

The pay cycle is set up with SERS and the same pay cycle will be used each time when running a pay.  The OTH (Other) pay cycle are to be setup for special pays.

Period Begin Date:  The beginning date of the period for this pay cycle.  It must be in a valid MM/DD/YYYY format and previously set up with SERS.

Period End Date:  The ending date of the period for this pay cycle.  It must be in a valid MM/DD/YYYY format and previously set up with SERS.

There should be a pay cycle, period begin and end date for every type of payroll that is currently being run for this pay.

 


SERSDET Report



SERSREG Report

strsreg screen

 

 ----------------------------------------------------------------------
|                                                                      |
|                  STRS Payroll Submission Register                    |
|                                                                      |
|Report File Specifications:                                           |
| Output file:                                         STRSREG.TXT     |
| Print options page? (Y,N)                            Y               |
| Optional heading:             _________________________________      |
| Single or Double spaced detail? (S,D)                D               |
|                                                                      |
|Selection Criteria:                                                   |
| Create STRS tape file? (Y,N): N                                      |
| Payment method: ____             Check or Transaction number: ______ |
| Other STRS deductions: ___ ___ ___ ___ ___                           |
| Pay date(s):  __/__/____ __/__/____ __/__/____ __/__/____ __/__/____ |
|               __/__/____ __/__/____ __/__/____ __/__/____ __/__/____ |
|                                                                      |
| Sort and Subtotal Options:                                           |
| Sort option:        N                    Pagebreak option:  _        |
| Subtotal option     __________                                       |
|                                                                      |
|                                                                      |
|                                                                      |
| STRS Payroll Submission Register                            1 of  1  |
|  XX  Execute         XX  Reset                                       |
|  XX  Help            XX  Save/Recall                                 |
|  XX  Exit                                                            |
|  XX  Cancel                                                          |
 ----------------------------------------------------------------------

Field Definitions

  • STRSREG.TXT is the default file name for the report. This can be changed by entering a new file name in the Output file field.
  • STRSREG has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options pages? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
  • Information entered in the Optional report title field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.
  • Select Single or double spaced detail:
    • S - Employee detail information will be single spaced
    • D - Employee detail information will be double spaced
  • The Create STRS tape file field offers two choices:

NOTE: It is recommended that the tape file not be created the first time the program is run each payroll. The information on the report should be verified before the tape file is created and sent to STRS.

  • N - No, create a report only for verification of information. No tape file is created.
  • Y - Yes, create the STRS tape file and produce a final report.
  • Enter the Payment method:
    • CHK - Standard check (payroll deduction and/or USAS Warrant)
    • EFT - Electronic Funds Transfer. If using EFT, it must be initiated through a local entity or institution. USPS currently does not have this capability.
  • Enter the Check or Transaction number used to remit the contributions to STRS. If more than one check number is used during the payroll, enter the employee share check number or leave blank.
  • Other STRS Deductions field. See Miscellaneous Notes section of this chapter for use of this field.
  • Enter the Pay date(s) in MM/DD/YYYY format to be used to select records for reporting.
  • The Sort options field offers the following choices:
    • N - Employee Name
    • P - Pay Group
    • B - Building/Department
    • C - Check Distribution Field
    • SN - Employee SSN
  • In the Pagebreak option field, enter the field you wish the report to pagebreak on. The choices are the same as the Sort Options listed above. The field selected must also be one of the Sort Options chosen.
  • In the Subtotal option field, enter the field you wish the report to subtotal on. The choices are the same as the Sort Option list shown above. The field selected must also be one of the Sort Options chosen.

strsreg report

 

---------------------------------------------------------------------------------------
DATE: XX/XX/XX                     SAMPLE CITY SCHOOLS                      PAGE:     1
TIME: XX:XX am   STATE TEACHERS RETIREMENT SYSTEM DEPOSITS AND DAYS PAID     (STRSREG)
                                     DEMAND REPORT
                               STRS DISTRICT CODE: XXXX
                                    PAY     MEMBER     MEMBER    EMPLOYER   DAYS
  MEMBER NAME            SSN        DATE   EARNINGS   DEPOSITS    PICK-UP   PAID
  EMPLOYEE, G.        777-77-7777 XX/XX/XX  3052.00      0.00     305.20     10
  EMPLOYEE, H.        888-88-8888 XX/XX/XX   120.00      0.00      12.00      2
  EMPLOYEE, I.        999-99-9999 XX/XX/XX  2565.56      0.00     256.56     10
  EMPLOYEE, J.        100-00-0000 XX/XX/XX  3740.76      0.00     374.08     10
  EMPLOYEE, K.        200-00-0000 XX/XX/XX  2407.76      0.00     240.78     10
                                    .
                                    .
        .

FOR  46 STRS MEMBERS GRAND TOTALS        116,295.50      0.00  10,815.47

 - Indicates a Re-Employed Retiree # - Indicates Void or Unvoid submission
! - Indicates Advanced amounts

strs_send procedure

Use the STRS_SEND program to submit the STRS per pay submission file (created by RETIRE/STRSREG) via secure email to STRS.

You will need to supply your four digit STRS Employer ID and the name of the .SEQ file created by STRSREG. Place the cursor on the Submission file to send field and press the [Help] function key. A pop-up box listing .SEQ files not yet submitted will appear. Select the applicable file from the list with the cursor and press return. The file name will appear in the submission file field. The files are in the format STRSyyyymmddnn.SEQ where "nn" will increment by one when more than one file is created for the same pay date. Only one file at a time can be submitted to STRS using the STRS_SEND procedure.

 ----------------------------------------------------------------------
|                                                                      |
|                       STRS_SEND - STRS Per Pay Submission            |
|                                                                      |
|This program submits the STRS per pay submission file via secure      |
|E-Mail to STRS.  You should use this program after you have           |
|created the STRS submission file using the RETIRE/STRSREG program.    |
|                                                                      |
|If after running this procedure you receive an error message from     |
|the 'postmaster', contact your DAS personnel.                         |
|                                                                      |
|                                                                      |
| STRS Employer ID:           ____                                     |
| Submission file to send:    ______________________________           |
|                                                                      |
|          The extension for the filename will be forced to .SEQ       |
|          Only STRS sequential (.SEQ) files may be entered for        |
|          submission.                                                 |
|                                                                      |
|                                                                      |
|                                                                      |
| Send Per Pay Submission file to STRS via Secure E-mail    1 of  1    |
|  XX  Execute         XX  Reset                                       |
|  XX  Help            XX  Save/Recall                                 |
|  XX  Exit                                                            |
|  XX  Cancel                                                          |
 ----------------------------------------------------------------------

strsmonth screen

 

 _________________________________________________________________________
 |                                                                       |
 |                    STRS Monthly Retirement Report                     |
 | Report File Specifications:                                           |
 |  Output file:                                      STRSMONTH.TXT      |
 |  Print options page? (Y,N)                         Y                  |
 |  Optional heading:            ______________________________          |
 |                                                                       |
 | Resorting Options:                                                    |
 |  Single or Double spaced detail? (S,D):            D                  |
 |  Clear STRS MTD accumulators? (Y,N):               N                  |
 |  Reporting month and year? (MMYYYY):              __/____             |
 |  Include employees with FYTD amounts only? (Y,N)   _                  |
 |                                                                       |
 |  Sort and Subtotal Options:                                           |
 |  Sort option:                                      N                  |
 |  Subtotal option                                   ______             |
 |  Pagebreak option                                  _                  |
 |                                                                       |
 |                                                                       |
 |                                                                       |
 | STRS Monthly Retirement Register                      1 of 1          |
 |  PF4 Execute       F10 Reset                                          |
 |  F7  Help          F11 Save/Recall                                    |
 |  F8  Exit                                                             |
 |  F9  Cancel                                                           |
 |_______________________________________________________________________|

Field Definitions

  • STRSMONTH.TXT is the file name of the report. This can be changed by entering a new file name in the Output file field.
  • STRSMONTH has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options pages? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
  • Information entered in the Optional report title field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.
  • The Single or double spaced detail field offers the following choices:
    • S - Employee detail information will be single spaced
    • D - Employee detail information will be double spaced
  • The Clear STRS MTD accumulators field offers 2 choices:
    • Y - allows the Month-To-Date accumulators on the STRS deduction records to be cleared. Also, for new employee's, it moves "N" to the new employee flag on the 450 deduction record.
    • N - Month-To-Date accumulators will not be cleared. These accumulators are not used for per pay reporting. They are used for district balancing purposes only.  The new employee flag will not be reset to "N".
  • Enter the Reporting month and year in MM/YYYY format to be used to select records for reporting.
  • The Include employees with FYTD amounts only field offers the following options:
    • Y - All employees with FYTD amounts will be included on the report.
    • N - Only employees with current reporting period figures will appear on the report.
  • The Sort Options field offers the following choices.
    • N - Employee Name
    • P - Pay Group
    • B - Building/Department
    • C - Check Distribution Field
    • SN - Employee SSN
  • In the Subtotal option field, enter the field you wish the report to subtotal on. The choices are the same as the sort option list shown above. The field selected must also be one of the Sorts Options chosen.
  • In the Pagebreak option field, enter the field you wish the report to pagebreak on. The choices are the same as the Sort Options listed above. The field selected must also be one of the Sort Options chosen.

strsmonth.txt report

 

Date:XX/XX/XXXX           SAMPLE CITY SCHOOLS                        PAGE: 1
TIME:XX:XXam STATE TEACHERS RETIREMENT SYSTEM DEPOSITS AND DAYS PAID STRSMONTH
                DEMAND REPORT FOR FEBRUARY, 2003 OLD EMPLOYEES
                        STRS DISTRICT CODE: XXXX
                 ........MONTH TO DATE.... .....FISCAL TO DATE......
                  MEMBER   MEMBER  EMPLOYER DAYS  MEMBER  MEMBER  EMPLOYER DAYS
 MEMBER NAME SSN  EARNINGS DEPOSITS PICK-UP PAID EARNINGS DEPOSITS PICK-UP PAID
 EMP,A.111-11-1111 1929.76  0.00    192.98   21  10,613.68 0.00   106.14   125
 EMP,B.222-22-2222 4462.17  0.00    446.22   21  23,828.81 0.00  2382.88   125
 EMP,C.333-33-3333 3786.84  0.00    378.68   21  21,548.78 0.00  2154.88   127
#EMP,D.444-44-4444    0.00  0.00      0.00    2     480.00 0.00    48.00     6
                                     MEMBER EARN MEMBER DEPOSIT EMPLOYER PICKUP
FOR 3 STRS MEMBERS OLD EMPLOYEE MTDTOT 10178.77        0.00         946.63
                 FISCAL TO DATE TOTALS 55991.27        0.00        5207.20
FOR 3 STRS MEMBERS MTD GRAND TOTALS    10178.77        0.00         946.63
                 FISCAL TO DATE TOTALS 55991.27        0.00        5207.20

 - INDICATES A RE-EMPLOYED RETIREE
# - Included per user's request to include all employees with FYTD amounts

sershire screen 

 

 _______________________________________________________________________________
|                                                                               |
|                   SERSHIRE - SERS Newly Hired Employee Report                 |
|   Report options -                                                            |
|     Report file                    SERSHIRE.TXT                               |
|   Selection options -                                                         |
|     Actual or Projection? (A,P):   A                                          |
|     Specific Employees             __________ __________ __________ __________|
|                                    __________ __________ __________ __________|
|                                    __________ __________ __________ __________|
|                                    __________ __________ __________ __________|
|                                    __________ __________ __________ __________|
|                                                                               |
|                                                                               |
|                                                                               |
|                                                                               |
| SERSHIRE - SERS New Hire Reporting                                 1 of 1     |
|   PF4 Execute        F10 Reset                                                |
|    F7 Help           F11 Save/Recall                                          |
|    F8 Exit                                                                    |
|    F9 Cancel                                                                  |
|_______________________________________________________________________________|              
 

 Field Definitions

  • SERSHIRE.TXT is the file name of the report. This can be changed by entering a new file name in the Output file field

  • The following options are available in the Actual or Projection field:
    •  A - Creates the reports, a submission file and updates the 'New Employee' field in USPSCN/DEDSCN.
    •  P - Will only create a report file.  The 'New Employee' field in USPSCN/DEDSCN will NOT be updated and no submission file will be created

  • Enter Specific Employees if desired by SSN,ID, or press the [Help] key to find by Employee Name. A name should be entered as LAST, FIRST. If left blank, all employees will be selected.

sershire.txt report 

 ________________________________________________________________________________
|                                                                                |
| Date: xx/xx/xx              Sample City Schools                      Page 1    |
| Time:  1:30 pm           New SERS Employees   ACTUAL                 (SERSHIRE)|
|  EMPID     EMPLOYEE NAME                 WORK DATE      MESSAGE                |
|  ---------  ----------------------------  ----------     ----------------------|
|  121212121  GOLDIE A HAWN                 02/01/2014                           |
|  BRO000010  ERIN H BROCKOVICH             01/15/2014                           |
|  BUL000010  SANDRA S BULLOCK              01/15/2014                           |
|  CHE000001  CHRISTI CHELIOS               01/01/2014                           |
| Number of Errors:       0                                                      |
| Number Processed:       5                                                      |
| [End of file]                                                                  |
|                                                                                |
|                                                                                |
|                                                                                |
|                                                                                |
|                                                                                |
| SERSHIRE.TXT                                                                   |
|________________________________________________________________________________|
 

 strshire screen

 _________________________________________________________________________________
|                                                                                 |
|                STRSHIRE - STRS Newly Hired Employee Report                      |
| Report options -                                                                |
|   Report file                        STRSHIRE.TXT                               |
|                                                                                 |
| Selection options -                                                             |
|   Actual or Projection? (A,P):       A                                          |
|   Specific Employees                 _________ _________ _________ _________    |
|                                      _________ _________ _________ _________    |
|                                      _________ _________ _________ _________    |
|                                      _________ _________ _________ _________    |
|                                      _________ _________ _________ _________    |
|                                                                                 |
|                                                                                 |
|                                                                                 |
|                                                                                 |
|                                                                                 |
| STRSHIRE - STRS New Hire Reporting                                    1 of 1    |
|  PF4  Excute        F10 Reset                                                   |
|   F7  Help          F11 Save/Recall                                             |
|   F8  Exit                                                                      |
|   F9 Cancel                                                                     |
|_________________________________________________________________________________|
 

Field Definitions

    • STRSHIRE.TXT is the file name of the report. This can be changed by entering a new file name in the Output file field

    • The following options are available in the Actual or Projection field:
      • A - Creates the reports, a submission file and updates the 'New Employee' field in USPSCN/DEDSCN

      • P - Will only create a report file.  The 'New Employee' field in USPSCN/DEDSCN will NOT be updated and no submission file will be created

    • Enter Specific Employees if desired by SSN,ID, or press the [Help] key to find by Employee Name. A name should be entered as LAST, FIRST. If left blank, all employees will be selected.

strshire.txt report

 
Date:  XX/XX/XX                  SAMPLE CITY SCHOOLS                    Page:    1
Time:   2:23 pm              New STRS Employees   ACTUAL                 (STRSHIRE)
 EMPID      EMPLOYEE NAME                      WORK DATE    MESSAGE               
----------  --------------------------------   ----------   -----------------------
 ALL000010  TIMOTHY ALLEN                      01/01/2014   
 CLO000010  GLENN CLOSE                        02/01/2014
 CON000010  SEAN CONNERY                       01/01/2014
 KRA000010  KOSMO KRAMER                       02/01/2014
 MOO000010  DEMI MOORE                         01/15/2014
Number of Errors:   0
Number Processed:   5
[End of File]
 
 
 
 
 
 
 
 

 strshsend screen

 Use the STRSHSEND program to submit the STRS new enrollment file (created by RETIRE/STRSHIRE) via a secure website.

Those employees who were reported as New and a submission file was created will be included in the send.  The input screen is similar to the STRS_SEND screen.  The employer id is required and the user must select the STRSaaaaHIREccyymmdd##.SEQ file that needs to be sent to STRS.  The aaaa is the STRS employer id, ccyymmdd is the current day and ## is the sequential number starting with 01.  The submission file extension will then be changed from .SEQ to .SENT after it has been submitted.

 _______________________________________________________________________________________
|                                                                                       |
|                   STRSHSEND - STRS New Employee Submission                            |
|                                                                                       |
| This program submits the STRS new employee submission file via secure E-Mail to STRS. |
| You should use this program after you have created the STRS submission file using      |
| the RETIRE/STRSHIRE program.                                                          |
|                                                                                       |
| If after running this procedure you receive an error message from the 'postmaster',   |
| contact your ITC personnel.                                                           |
|                                                                                       |
|  STRS Employer ID:           ____                                                     |
|  Submission file to send:    ___________________________                              |
|                                                                                       |
|        The extension for the filename will be forced to .SEQ                          |
|        Only STRS sequential (.SEQ) files may be entered for submission.               |
|                                                                                       |
|                                                                                       |
|                                                                                       |
|Send New Employee Submission file to STRS via Secure E-mail                            |
|  PF4 Execute               F10 Reset                                                  |
|   F7 Help                  F11 Save/Recall                                            |
|   F8 Exit                                                                             |
|   F9 Cancel                                                                           |
|_______________________________________________________________________________________|

 

miscellaneous notes
Split Reporting of STRS Retirement
The USPS software is able to handle split reporting of STRS reporting for employees. "Split reporting" refers to those employees for which the board has agreed to pay pickup on pickup (either full or partial), but only for the employee's primary job. The employee is responsible for the full pickup amount on any additional and/or supplemental jobs they may have.
This processing can be set up 2 ways on the system.
  • 1 - Setting up deductions by job. See USPS User Guide chapter for more details and examples.
  • 2 - Using special record setup and manual calculation as necessary. See USPS User Guide chapter titled 'Split Reporting of STRS Retirement' for more details and examples.
 
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