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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 this field has been set with the prior fiscal month and year.

After generating the STRS Advance Submission File, the file is created and is called STRSAD.YY06 (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
    • Employee SSN
  • 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 

Sample Report

To Create Advanced Positions Report

  • Sort By- From the drop down option choose the way you want the report to be sorted
    • Employee Name
    • Employee SSN
  • 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

 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
    • Employee SSN
  • 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 

Sample Report

Creating the STRS Advance Submission File

  • Sort By- From the drop down option choose the way you want the report to be sorted
    • Employee Name
    • Employee SSN
  • 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
  • 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 .

STRS Advance Configuration

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

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:

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:



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.


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