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The STRS Advance program provides you with  the ability to create reports and a submission file. The reports should be used for verification purposes before the submission file is created. The reports can be created multiple times before the file is created.

Three reports can be generated.  The first report called Advance Fiscal Year Report this is the complete fiscal year-end report for all STRS employees, including all advanced employees. The second report  is the Advanced Positions Report . This lists all advanced jobs for the districts.. The third report, Non-Advanced Position Report includes all jobs that will not be advanced.

Generating the STRS Advance Submission File will actually flag the appropriate compensations as advanced jobs. The compensation records will remain in "advance mode" until the last payment in contract has been paid. At that time, the compensation advance flag is turned off and the compensation is no longer considered in "advance mode". It also sets the STRS Advance Configuration field under SYSTEM/CONFIGURATION option. 

Payrolls with July or later pay dates in the new fiscal year cannot be processed unless STRS Advance has been completed. An error will be given if trying to Initialize the first pay in July: ****RUNNING A PAYROLL IN JULY BEFORE RUNNING STRS ADVANCE ****

After generating the STRS Advance Submission File, the file is created and is called STRSADYY06 (YY = year). The file is then submitted to STRS using the 'Submit Uploaded File to STRS'  program.

To create the Advance Fiscal Year to Date Report  

  • Sort By- From the drop down option choose the way you want the report to be sorted
    • Employee Name (Default Option)
    • Employee SSN
  • Report Format - CSV, PDF and Excel
  • Starting Date for the Academic Year- Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY
  • Ending Date for the Academic Year-  Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY
  • Click the 

Criteria for STRS Advance - FYTD report

  • Employee must have a position with retirement system set to STRS
  • Employee must have earnings in the fiscal year. Earnings are a sum of 3 things.  For an advancing compensation, the accrued wages will be added to earnings (accrued wages = contract obligation – amount paid – amount docked).  Adjustment journals of type Total Gross that are applied to the STRS item for the employee with a transaction date within the fiscal year will be added to earnings.  Finally, the applicable gross of historical STRS pay items paid to the employee on payrolls that are not imported from classic and have a pay date within the fiscal year will be added to earnings.
  • Employee must have a contract (or legacy) compensation with a date range that the current date falls within. AND the compensation pays paid is not equal to pays in contract or the compensation has been paid in the fiscal year OR Employee must have a non contract compensation with a date range that overlaps the fiscal year.

(Note that in the above bullet, if the conditions before the bolded OR are met, or the condition after the bolder OR is met, then the employee will be on the report if the 2 preceding bullet points are met)

Sample PDF Report

Sample of CSV

Sample of Excel

To Create Advanced Positions Report

  • Sort By- From the drop down option choose the way you want the report to be sorted
    • Employee Name (Default Option)
    • Employee SSN
  • Report Format - CSV, PDF and Excel
  • Starting Date for the Academic Year- Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY
  • Ending Date for the Academic Year-  Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY

    • If you remain on this screen, the Sort By and Academic dates options will remain populated from the previous run of the Advanced Fiscal Year to Date Report.
  • Click the

Criteria for STRS Advance Position Report

  • Employee must have a position with retirement system set to STRS and position must have a job status of Active or Inactive
  • Employee must have a contract (or legacy) compensation with a date range that the current date falls within. The compensation work days must equal the contract work days on the compensation or the compensation work days must equal the contract work days as of June 30 (determined using work days from the calendars).  Contract work days and days in contract must be greater than 0.  Pays paid on the compensation must be less than pays in contract.
  • The compensation contract obligation – amount paid – amount docked must be greater than 0.

 Sample Report


To create Non-Advanced Positions Report

  • Sort By- From the drop down option choose the way you want the report to be sorted
    • Employee Name (Default Option)
    • Employee SSN
  • Report Format - CSV, PDF and Excel
  • Starting Date for the Academic Year- Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY
  • Ending Date for the Academic Year-  Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY

    • If you remain on this screen, the Sort By and Academic dates options will remain populated from the previous run of Advanced Positions Report
  • Click 

Criteria for STRS Non Advance Report

  • Employee must have a position with retirement system set to STRS and position must have a job status of Active or Inactive. Must have a contract or legacy compensation for the position.
  • Employee must have a contract (or legacy) compensation with a date range that the current date falls within
  • The position associated with the compensation must have a status of active or inactive
  • The compensation pays paid must be less than pays in contract and there must be contract work days on the compensation greater than 0.
  • The compensation works days does not equal work days in contract or the compensation work days does not equal the contract work days as of June 30 (determined using work days from the calendars).

Sample Report

Creating the STRS Advance Submission File

Once STRS Advance Submission File has been created for FY, a report can no longer be created with that FY data.

  • Sort By- From the drop down option choose the way you want the report to be sorted
    • Employee Name (Default Option)
    • Employee SSN
  • Report Format - CSV, PDF and Excel
  • Starting Date for the Academic Year- Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY
  • Ending Date for the Academic Year-  Choose date from the Calendar , click  or enter in the starting date using format M/DD/YY

    • If you remain on this screen, the Sort By and Academic dates options will remain populated from the previous run of the advance reports
  • Click on 
  • Once the file has been created, a message will appear:



Sample submission file

Upload Submission File to STRS

To select File for submission, click on .

Once the file has been selected, it will show as an Uploaded File 

To Submit the file, click on .

Pay Types that affect balancing

During advance cycle certain pay types can not be used on jobs with advance flag set - REG and IRR.  

Certain pay types will affect the Amount Paid Back field under SYSTEM/CONFIGURATION/STRS Advance Configuration

  • DCK
  • BCK
  • TRM
  • POF

If a Dock is known before STRS Advance is processed, the total amount needs to be entered in FUTURE as a DCK pay type.  Once STRS Advance has been processed, remove the Future entry before running the next payroll.  Then the dock can be reentered in any future payrolls during the advance.

STRS Advance Configuration and Organization 

Once the STRS Advance file has been generated, the total amount of Advance will show under SYSTEM/CONFIGURATION/STRS Advance Configuration and Core/Organization:

and Organizaiton:

The Advance Amount is the total STRS Advance amount and will not change through the summer pays.  The Amount Paid Back will increase every payroll: (these fields are non-modifiable)

Organization:

**Note**After the last pay, if the amount paid back is equal or greater than the advance amount, then the district will come out of advance and the advance flag on the configuration will be un-checked. When the advance flag on the configuration is unchecked, then the amount paid back will always display zero. If the amount paid back is less than the advance amount after the last pay, then the advance flag on the configuration will not be un-checked and the amount paid back will continue to show on the configuration.  If wanting to see the total amount paid back, they can check the 'Advance Mode' box, refresh the screen or (close it and re-open) for the value to display and the Amount Paid Back will show.  But they will want to remember to un-check that before they move onto their next payroll.

If Amount Paid Back is off, run the SSDT Check STRS Advance Report and compare this to their STRS Advance report to find the difference.  

Payroll Report STRS Advance amount

The Payroll Report, processed during the payroll, will show the STRS Advance amount for each payroll. This is located at the bottom of the report:


Removing Last Fiscal Year Earnings and Contributions from STRS Advance

Using Adjustments, click on Create to remove employee's earnings, this will adjust the Non-taxed Earnings on the STRS FYTD report:

To remove contributions, this will adjust the figures on the STRS FYTD report, Taxed + Non-taxed and Non-taxed Total:


How STRSAD days are calculated

The system first finds all the checks for employees which have a pay date in the reporting period. The reporting period for STRS Advance is a fiscal year. The payroll beginning and ending dates for those checks determine the calendar date range for counting service days. This range (very likely) will start in the preceding fiscal year and end during the current fiscal year. From this information, blank working calendars are created on the system. Blank working calendars are used internally by the system and cannot be viewed.

The job calendars for the employees which correspond to the fiscal year are entered into the blank working calendars. The Attendance transaction types Attendance or Absence with paid dates in the reporting period are marked on the working calendars appropriately for each day. The calendars are "modified" inside the program to reflect the days from the calendars plus days from Attendance screen. So you can think of Attendance records as modifying the calendars on a per employee (or job) basis.

After the working calendars are built, the system counts the days for the fiscal year and that is the total unadjusted service days.

The system then locates any CORE/Adjustment transactions 'STRS Retirement Days' for the fiscal year for STRS. Adjustment transactions entered are considered manual adjustments to what the system would calculate. Note that "manual adjustment" transactions are picked up based on the fiscal year instead of the date range that the employee was paid for. Any adjustment dated within the reporting period will be applied. The manual adjustment records are a bit different because they are not for specific days. The adjustments (if any) are added to or subtracted from the total unadjusted service days and that total is the total that will appear on the STRS Advance report.

How the system calculates the 'STRS Advance Fiscal Year To Date' Report


The Earnings are calculated by taking the amount left on contract (obligation – amountPaid – amountDocked from the compensation).  Only compensations that are not fully paid are counted.  Next we add in the applicable gross from the 450 payroll item (All jobs) for payrolls that are ran in redesign (non imported).  You can, also, see these values on the payroll payments screen, first payroll in redesign and all payrolls after it are included.  Next, we add in any Total Gross adjustments to the STRS item (classic 450 record) that fell within the fiscal year. If the STRS item has the increased compensation box checked, we calculate the inflated gross and add it to the earnings. The inflated gross is calculated as advance amount / .14, (1725.75 / .14 = $12,326,.84. Then if the inflated gross is more than the contract due (obligation - paid - docked on the compensation), then we add the difference to the earnings:

Obligation $72,841.00 - Amount Paid $61,634.76 = $11,206.24

Job 1 450 FYTD Applicable Gross                           = $55,470.78 

Job 2 450 FYTD Applicable Gross                            = $2,989.01

450 Adjustments Total Gross                                = $12,326.84

                                                                             = $81,992.87

Advanced amount $1,725.75/.14 = $12.326.84 Inflated Gross

If the inflated gross is more than the contract due (obligation - paid - docked on the compensation), then we add the difference to the earnings:

Inflated Gross $12,326,.84 - Contract Due $11,206.24 = $1,120.55 Inflated Gross

Then add the $1,120.55 to the $81,992.87 (earnings before inflated gross calculation) = $83,113.42 on the report


The Non-Taxed Deposit/Pickup is calculated by adding the Amount withheld for STRS Annuity and the Employer amount from the Employer STRS item for each payroll ran in redesign.   These values can been found on the payroll payments screen.  Then we add in amount withheld adjustments for the STRS Annuity item and board amount adjustments applied to the Employer STRS item that fall within the fiscal year.  When we add these up, we get the $9,910.14 on the report.

Job 1 591 STRS Annuity Withholding from payments - $112.06 * 18 pays = 2017.08

MIS pay of $25.00 * 14% =  $3.50

Job 2 STRS 591 Annuity Withholding from payments - $414.96

691 Employer STRS $319.38 * 18 pays =  $5,748.84

591 STRS Annuity Amount Withheld from Adjustments within Fiscal Year = $448.24

691 Employer STRS Board's Amount of Payroll Item Adjustments within Fiscal Year = $1.277.52

$2,017.08 + 3.50 + 414.96 + 5,748.84 + 448.24 + 1,277.52 = $9,910.14


For the Non-Taxed Advance Amount, we first determine the pays left on the compensation (pays in contract – pays paid).  We determine the amount left on the contract (obligation – amountPaid – amountDocked from the compensation).  Then we calculate what the last payment should be by taking amount left on contract – any future pays that are docks with no effective date – (pay per period from compensation * (pays left – 1)).  We take the pay per period for the compensation and multiply it by the strs annuity rate to get the advance amount for each remaining pay that is not the last pay.  We multiply the pay per period by the employer strs rate for each remaining pay that is not the last pay and add it to the advance amount.  Finally we multiply the last payment amount we calculated by the strs annuity rate and the employer strs rate and add these values to the advance amount.  We came up with the 1725.75 non taxed advance on the report.

Job 1 Compensation 26 pays - 22 pays left = 4 remaining pays

Obligation $72,841.00 - Amount Paid $61,634.76 - Docks 0.00 = $11,206.24 Amount left on contract

Last Payment of the compensation by taking amount left - future docks - pay per period * (pays left - 1)

  • $11,206.24 - 0.00 - ($2,801.58 pay per period * (4 - 1) =$8404.74) = $2,801.50

Pay Per Period X 591 STRS Annuity rate X 3 for the payments left that are not the last pay

  • $2801.58 * 4% = $112.06 * 3 = $336.18

Pay Per Period X 691 Employer STRS rate X 3 for the payments left that are not the last pay

  • $2,801.58 * 11.4% = 319.38 * 3 = $958.14

Calculate the Advance for the last payment using both rates again from the 591 STRS Annuity Item and 691 Employer STRS Item

  • $2,801.58 * 4% = $112.06
  • $2,801.58 * 11.4% = $319.37

Then add up the 4 amounts we calculated

  • $336.18 + 958.14 + 112.06 + 319.37 = $1,725.75

Advanced Positions Report

Job 1 Compensation 26 pays - 22 pays left = 4 remaining pays

Obligation $72,841.00 - Amount Paid $61,634.76 - Docks 0.00 = $11,206.24 'Contract Amount Due'

Last Payment of the compensation by taking amount left - future docks - pay per period * (pays left - 1)

  • $11,206.24 - 0.00 - ($2,801.58 pay per period * (4 - 1) =$8404.74) = $2,801.50

Pay Per Period X 591 STRS Annuity rate X 3 for the payments left that are not the last pay

  • $2801.58 * 4% = $112.06 * 3 = $336.18

Pay Per Period X 691 Employer STRS rate X 3 for the payments left that are not the last pay

  • $2,801.58 * 11.4% = 319.38 * 3 = $958.14

Calculate the Advance for the last payment using both rates again from the 591 STRS Annuity Item and 691 Employer STRS Item

  • $2,801.58 * 4% = $112.06
  • $2,801.58 * 11.4% = $319.37

Then add up the 4 amounts we calculated

  • $336.18 + 958.14 + 112.06 + 319.37 = $1,725.75 'Advanced Pick-up and 'Total Amount Advanced'

Non-Advanced Payment Report

The Non Advance report figures 'Days worked as of June 30th' by adding in the contract days worked from the compensation first.  Then it finds the most recent payroll the employee was paid in and uses the payroll stop date plus 1 day (so the day after the payroll stop date) as the starting date to look up days on the calendar up to an end date of June 30th.  It looks for work, holiday, and calamity days on the calendar in this date range and then adds the total to the contract days worked from the compensation to get the days worked as of June 30th on the report.

The 'Contract Obligation' pull from the employee's compensation.

The 'Amount Due' pulls form the employee's compensation Accrued Wages.

Part-Time Employees Calculation

STRS has made changes to how part-time employees service credit is calculated.  This is effective for the current STRSAD in July 2020.  There are NO changes for full-time employees.

STRSAD determines whether an employee is full-time or part-time by the drop down box on the 450 Payroll Item record.

To view the changes online, go to the STRS website:  https://www.strsoh.org/employer/_pdfs/guides/50-380.pdf  

  • Here are the new calculations for Part-time employees:
    • If less than 90 days worked.  Calculate days/180 and calculate actual compensation/$12,000.  The Service Credit is the LESSER of the two calculations.
    • If greater than 89 and less than 120 days worked.  Calculate days/180 and calculate actual compensation/$12,000.   The Service Credit is the LESSER of the two calculations.
    • If greater than 119 days and salary is less than the state minimum of $30,000.  Calculate days/180 and calculate actual compensation/$12,000.  The service Credit is the LESSER of the two calculations.
    • If greater than 119 days and salary is greater than the state minimum of $30,000.  The Service Credit is 1.00 or 100%.

Please click on the link below for a printable doc of the calculation of Part-Time Employees:

STRS service credit calculation.docx

STRS Annual Reporting Record Layout

Field NoField NameStart Location Field LengthFormatValid Values
1Employer ID14X(4)
2Taxed Member Contribution (Regular)589(6)V99
3Report Fiscal Year134X(4)
4Service Credit1739V99
5Member Type Code201X(1)
6Social Security Number219X(9)
7Name of Employee3030X(30)
8Tax-deferred Member Contribution (Pickup)6089(6)V99
9Delivery Address Line 16840X(40)
10Delivery Address Line 210840X(40)
11Delivery Address Line 314840X(40)
12City Name18820X(20)
13State Code2082X(2)
14ZIP Code21059(5)
15ZIP Code Suffix21549(4)
16ZIP Code Delivery Point21929(2)
17Accrued Contributions22189(6)V99
18Email Address22950X(50)
19Phone Number279109(10)
20Phone Number Type28919(1)

Blank = Unknown

C=Cell Phone

H=Home Phone

21Reserved29061X(61)

                                                                                    Total Record Length = 350

Taking a district out of Advance

If ITC needs to take a district out of Advance, please go to Configuration#TakedistrictoutofSTRSAdvanceforcorrection for instructions.

Errors and Warnings

The following alphabetical list describes errors and warnings that may appear when the STRSAD program is run.

  • Address cannot be blank. Verify entire address in CORE/EMPLOYEE for previous SSN.
    This indicates either the first line of address, city, state, or zip code on the CORE/EMPLOYEE is blank. No part of the address can be reported to STRS as blank. View CORE/EMPLOYEE and verify the fields.
  • Advance amount is negative for previous SSN, assuming zero.
    Indicates a possible error correction from a previous fiscal year.
    Check Compensation information and contact ITC if unable to resolve. It may also be necessary to contact STRS to resolve the problem.
  • Amount remaining on contract is zero for previous SSN, job #.
    Indicates that pays are remaining with no contract amount to pay.
    Verify Compensation information and run an AUDRPT to determine if manual changes were made.
  • Contract amount paid exceeds the contract obligation for previous SSN, job #.
    Indicates the amount paid shown on Compensation exceeds the obligation.
    Verify Compensation information and run an AUDRPT to determine if manual changes were made.
  • Contributions with zero service credit for previous SSN.
    Regular contributions with no service credit have been detected. STRS requests that these situations be researched and corrected before submitting the data.
    Check Payroll Items (450/591/691) start and stop dates, job calendar assignments, job calendar start dates, and Attendance records. Contact ITC if unable to resolve.
    Refer to the documentation called, "How STRSAD days are calculated" for assistance in resolving service credit problems. HowSTRSADdaysarecalculated
  • Days worked in contract will exceed work days in contract for previous SSN, job #.
    This message indicates that the remaining work days on the calendar through June 30th for the job will cause the days worked to exceed the work days in contract. This refers to jobs that still have work days remaining on the calendar.
    Check the contract start date and the beginning date of the first payroll of the contract to insure days worked in the contract were correctly counted. Check for incorrect period beginning and/or ending dates that may have been entered. Adjustments to days worked may be necessary in Compensation.
  • Employee's first/last name cannot be blank. Verify in CORE/EMPLOYEE for previous SSN.
    This message indicates either the first or last name on the CORE/EMPLOYEE is blank. The name cannot be reported to STRS as blank. View CORE/EMPLOYEE and verify the fields.
  • FTD total for board deduction is negative for previous SSN, assuming zero.
    A 691 Payroll Item record has a negative amount in the FTD deduction field. This indicates that an error correction from a previous fiscal year may have been processed.
    Research using AUDRPT (looking for manual updates) and contact STRS for possible correction procedures.
  • FTD total for retirement deduction is negative for previous SSN, assuming zero.
    A 450 Payroll Item record has a negative amount in the FTD deduction field. This indicates that an error correction from a previous fiscal year may have been processed.
    Research using AUDRPT (looking for manual updates) and contact STRS for possible correction procedures.
  • Name and address for previous SSN not on file.
    The Employee record does not have a name or address entered.
    Enter these fields in Employee.
  • No service days for regular earnings for previous SSN.
    No service days are found for this employee.
    Check Payroll Items (450/591/691) start and stop dates, job calendar assignments, job calendar start dates, and Attendance records. Contact ITC if unable to resolve.
    Refer to the documentation "How STRSAD days are calculated" for assistance in resolving service credit problems. HowSTRSADdaysarecalculated
  • Non-stretch pay job will advance for previous SSN.
    It is not normal for a non-stretch pay job to advance. This message simply alerts the user to a possible problem but does not indicate that a problem exists. If the situation does occur, it could cause problems in the advance pay back calculations since the amounts for these jobs are not properly handled by Initialize.
  • Number of days worked exceeds work days in contract for previous SSN, job #.
    The number of days worked is greater than the work days in Compensation.
    Verify the days worked on the job and the job calendar assignment. Run an AUDRPT to determine if manual changes were made. Update Compensation if necessary.
  • Pay per period times remaining pays differs from accrued wages by more than $1.00 for previous SSN, job #.
    This message indicates that a possible error in contract calculations has occurred.
    The district should verify the contract amounts in Compensation with what has been paid on the job thus far. Run an AUDRPT and attempt to isolate the problem. A dock or payment of additional money may be necessary to make the correction. Contact your ITC for assistance if necessary.
  • Pick up amount is negative for previous SSN, assuming zero.
    A 591 Payroll Item record has a negative amount in the FTD deduction field. This indicates a possible error correction from a previous fiscal year may have been processed.
    Research using AUDRPT and contact STRS for possible correction procedures.
  • Retiree amounts for previous SSN exceed the regular contribution total.
    The retiree amounts showing on the 450, 591, and 691 records are greater than regular amounts. This should not occur since retiree amounts are subsets of the regular contributions. The retiree amounts should be less than or equal to the regular contribution totals.
    Run AUDRPT to determine if manual adjustments to regular or retiree fields were processed. Manual changes to the Payroll Item records may be required.
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