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Generate Report

This program can be used to verify State Employees Retirement System (SERS) and will create an output file used for submission of data to SERS (per pay).

Field Definitions

The Save and Recall option allows the users to create and save certain reports  for different report runs for each report option.  The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user.  If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.

Report Title: SERS Per-Pay Report is the default file name for the report. This can be changed by entering a new file name in the Report Title field.

Sort By offers the following choices:

  • Employee Name
  • Employee Number
  • Earning Code
  • Begin Date
  • End Date
  • Pay Date
  • Member Earnings
  • Member Deposits
  • Employer Pick Up
  • Days Paid
  • Hours Paid
  • Rehired Retired
  • Adjustment Only
  • Voided Submission

 Check if wanting to Begin Each Employee on a new page?

Uncheck if not wanting to show Detail on Report?

 Uncheck if not wanting to show Informational Messages on the Report

Enter in a Pay Date of the current payroll 

Select the eSERS Pay Cycles from the Pay Cycles dropdown box.  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
  • OTH = Other

The last 4 characters of the Pay Cycle Code 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.

The Start 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.

The Stop 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.

If need more then 10 lines, select the  option in the lower left hand corner of Pay Cycle box

When all options are entered, click on 

Note** Error will be produced if no Posted Payroll is found: 

If wanting to view all Historical Payrolls, leave unchecked 

If wanting to view all Historical Payrolls that have been reported to eSERS only, check the box 

The option below allows districts to include Voided and Un-voided Payments in the SERS file.  

Select any additional payments to include from past payroll.  Voided and Un-voided payments are shown below:

Selected employees will be included within the SERS Per-Pay report:

Example of Voided Payment included in SERS Per-Pay Report:

Remove 'true' filter from voided column header to search for an un-voided payment:

Example of 'SERS Per Pay Report'

Earn Code Values

01 = Regular (must have days/hours)                                         Note: Position type of R, T or blank in Position

02 = Supplemental (must have days/hours)                               Note: Position type of S in Position

03 = Retro (cannot have days/hours)                                         Note:  Pay type = "BCK" in Payroll Payments in Future/Current

04 = Stretch(cannot have days/hours)                                       Note:  Stretch pay employee 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.

Generate SERS Submission File

Once the report is correct, check to Set Employees Within Submission File as Reported to SERS?  By checking this option, it will no longer automatically show this payroll in the historical payroll grid.

Once all correct, select   This button should be selected for a regular submission file and then again if there are any adjustments and you need to create the adjustment file.

 will take you directly to the eSERS site.

Example of SERS Submission file:

Generate Submission File for Adjustments Only?

Check the  option, if only wanting to create a Submission File for Adjustments Only?  If there are any earning codes on the SERS per pay report that begin with the number 5, then these are adjustments.  Adjustments are earning codes 51-54.  Adjustment data does not appear on the regular submission file.  An adjustment submission file should be run after the regular submission file.  To generate a submission file for adjustments, check the box to generate submission file for adjustments only and then click on the Generate Submission File button.  The will produce a file in the format of SERSccyy_mm_ddA.TXT.  The 'A" just before the .TXT signifies this is an SERS Adjustment file.

Example of 'SERS Per Pay Report' with Voided Payment included:

Example of Submission File for Adjustments Only

How SERS Hours are calculated

Hours uses the actual hours worked in the payroll.  For example, if paid 3 days at 8.00 hours a day, the Hours Paid will show as 24.00.

How SERS days are calculated 

The SERS per pay report shows Days Paid and to get this, we get the pay history for the payroll selected by the user in the report options and for each SERS positions we find the days on the calendar and also attendances/absences that fall within the pay group date range used on the payroll.  It also looks at the calendar start / stop dates for compensation to gather this info and compares it to the dates of the pay group / payroll.

**NOTE** If a contract has multiple contracts ( Example, legacy and a new contract) make sure the Calendar Stop date of the Legacy is before the Beginning date of the payroll the employee is being paid on the New Contract, otherwise, SERS will pick up Work Days on the calendar, Example, employee's new contract starts 09/01/2021 but their Old Legacy Calendar Start date is set to 08/31/2021 and the Job calendar has work days for all of August.  When running payroll for dates of 08/23/2021 - 09/05/2021, the system will pickup up all Work days starting from 8-23-2021 thru 09-05-2021.  So a Calendar Stop date on the Old Legacy needs to be 08/22/2021 so no Work days will be picked up from 08/23/2021 thru 08/31/2021. 

In order for the adjustment days to be picked up by the SERS per pay report, the adjustment must fall within the period beginning and end dates for payroll the employee is in, which is being reported. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur.

The total day count is what is shown on the report. 

Type of DayFromIs it a Service Day?
Work DayJob CalendarYes
HolidayJob CalendarYes
Calamity DayJob CalendarYes
Make-up DayJob CalendarNo
DockAttendancenot if it is a full dock day

Info and Error Messages

Info    Adjustment for service days of XXXX will be included in the SERS submission file
Info    Adjustment for service hours of XXXX will be included in the SERS submission file

     This Info message will appear if an adjustment of days or hours was made using CORE/ADJUSTMENTS.  The file can be submitted to eSERS if the Days and Hours show correctly on the report.  No adjustments needed in eSERS.

Error  No payrolls found matching entered payroll start date - XX/XX/XX stop date XX/XX/XX and pay date: XX/XX/XX.  Please verify the correct dates have been entered.

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