#517 Retirement Report

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#517 Retirement Report

Function

The Retirement Report is designed to fulfill most retirement reporting requirements. In addition to the Employee and Employer amounts to be reported for plan activity, the program will also track loan payments to the plan, if any of your staff have taken out a loan from the Retirement Plan. The report includes the following columns for employees subject to an agency retirement plan.

Employee Code and Name

Social Security Number (if Include SSN# box is checked)

Birth Date

Hire Date

Total Wages for the Period Identified

Plan Hours

Adjustments to Wages

Retirement Eligible Wages

Required Employee Contributions

Optional Employee Contributions

Required Employer Contributions

Optional Employer Contributions

Total Contribution

Loan Payments

Things You Should Know

The report can be generated for a single pay period or a range of pay periods. This is very useful for organizations that report to their plan administrators on a monthly or quarterly basis.
Because of the variations in retirement reporting, a form to define your organization’s retirement cost rate assumptions is a part of this supplement. This form, on the Retirement Matrix tab must be completed before the initial report is generated. This form might also need to be changed should any of your organization’s retirement plan characteristics change in the future.
Prepare Current MUST be done for each payroll processing run because it uses the current payroll tables to calculate the applicable retirement amounts. It will automatically prepare the retirement files for all plans currently set up.
This supplement is capable of tracking the activity of up to four different Retirement Plans within your organization. Each of the four plans can have their own unique plan requirements.
If an employee has reached their maximum contribution, you have the retirement deduction set up as a maximum, and you have entered a maximum dollar amount in the employee file, no employee’s share will be reflected on the report. However, the employer’s share will continue to be reflected.
If an employee is no longer eligible for retirement, just remove the deduction amount in their employee file and no employee or employer’s share will be reflected on the report. However, if there is a loan repayment set up for that employee, that amount will be withheld.
If you have a deduction amount in the employee file that is greater than zero, it will apply the employer’s share even if the employee did not have an amount withheld. This will appear on the report correctly for an employee who has met the maximum deduction for retirement but is still eligible for the employer’s share. If an employee no longer is eligible to contribute to or eligible for the employer’s share, you can change the employee deduction amount to zero, and the employer’s share will not be reported.
If Special Pay is to be added to gross wages for total eligible retirement wages, check “Retire” under Payroll, Payroll Set Up, Special Pay.
If you forget to prepare the Retirement Report for a particular pay period, that payroll will not be included in the year-to-date amounts. If the payroll journal entry has been prepared which clears all current payroll amounts, you can run two queries to get that payroll posted to the retirement year-to-date amounts. Follow these instructions to run the queries:

For Microsoft Access if the missing payroll is in the current calendar year

Make sure everyone is out of GMS
Go into Microsoft Access and open conversionnet.mdb that is in your GMSNet directory
Under Objects, click on Queries
Find the query called qryRetirementFix1 and double click on it
You will get a message that you are about to run an append query that will modify data in your table. Click on Yes.
A form will come up titled “Enter Parameter Value”. It is asking for the payroll number. Enter the payroll run number you wish to update to your retirement table.
Repeat the last three steps using qryRetirementFix2.
Go into GMS and Prepare and Print the Retirement Report for the payroll run number that was just updated.
Open the database back up. Under Objects, click on Queries

Find the query called qryRetirementDelete1 and double click on it.
Find the query called qryRetirementDelete2 and double click on it.
Repeat the above steps for each payroll run number that was not previously updated.

For Microsoft Access if the missing payroll is in the prior calendar year.

Make sure everyone is out of GMS
Go into Microsoft Access and open conversionnet.mdb that is in your GMSNet directory
Under Objects, click on Queries
Find the query called qryRetirementFixprioryear1 and double click on it
You will get a message that you are about to run an append query that will modify data in your table. Click on Yes.
A form will come up titled “Enter Parameter Value”. It is asking for a dtStartCheckDate. Enter the check date of the missing payroll. It will also ask for the ending check date you wish to update to your retirement table.
Repeat the last three steps using qryRetirementFixprioryear2.
Go into GMS and Prepare and Print the Retirement Report for the payroll run number that was just updated.
Open the database back up. Under Objects, click on Queries
Find the query called qryRetirementDelete1 and double click on it.
Find the query called qryRetirementDelete2 and double click on it.
Repeat the above steps for each payroll run number that was not previously updated.

For SQL Server if the missing payroll is in the current calendar year.

Open Microsoft SQL Server Management Studio.
Expand Databases in the Object Explorer
Right Click on ConversionNetSQL (or the name of your SQL database).
Click on New Query.
Type the following command:
Exec qryRetirementFix1 ‘enter the payroll run number here’ then click on Execute to run the command. It will tell you how many rows were affected.
Exec qryRetirementFix2 ‘enter the payroll run number here’. Run Execute again. It will tell you how many rows were affected.
Close Microsoft SQL Server Management Studio
In GMS, go to Payroll, Prepare payroll, Retirement report and "Prepare Current". Print out the retirement reports.
Go back into SSMS and open ConversionNetSQL (or the name of your SQL database) Click on New Query
Type in the following commands:
Delete from tblempcurrentpayroll
Delete fromtblempcurrentdeduction

For SQL server if the missing payroll is in the prior calendar year.

Open Microsoft SQL Server Management Studio.
Expand Databases in the Object Explorer
Right Click on ConversionNetSQL (or the name of your SQL database).
Click on New Query.
Type the following command:
Exec qryRetirementFixprioryear1 'enter check date of missing payroll' for example, 5/15/24, then click on Execute to run the command. It will tell you how many rows were affected.
Exec qryRetirementFixprioryear2 ‘enter the check date of missing payroll’. For example, 5/15/24, Run Execute again. It will tell you how many rows were affected.
Close Microsoft SQL Server Management Studio
In GMS, go to Payroll, Prepare payroll, Retirement report and "Prepare Current". Print out the retirement reports.
Go back into SSMS and open ConversionNetSQL (or the name of your SQL database) Click on New Query
Type in the following commands:
Delete from tblempcurrentpayroll
Delete fromtblempcurrentdeduction

Close out of your database.

You can now print the Retirement Report.

Operating Instructions

Retirement Report tab

Prepare Current

When processing every payroll, you need to click on Prepare Current. This will automatically prepare the retirement amounts for the current payroll for all retirement plans that have been set up.

If there is required information missing on this form, or on the Retirement Plan Matrix tab, or you do not have any eligible employee wages for the selected period, you will receive a message stating “The current Retirement Report has NOT been prepared.” You will then need to review your setup information to assure that all data is correct or make any necessary changes. You may re-prepare as many times as necessary to receive the proper results.

Report Options

Include only those employees who are eligible – Check this option if you want to include only those employees eligible for the selected retirement plan.

Include only those employees who have current payroll amounts – Check this option if you want to include only those employees that have eligible wages in the current period.

Include SSN# - Check this option if you want Social Security numbers to print on this report.

Pay check date from & to – Select the beginning and ending pay check dates to include on the retirement report. To customize to your organization’s reporting needs, this report can be printed for a single pay period or range of pay periods for a monthly report. Even if a single pay period is designated, year-to-date amounts will still be reflected from the beginning of the plan year. Should your organization have multiple retirement plans, the date range can differ between plans as needed.

Plan # - Select the plan number for which the report is being generated.

Print – This will display the current Retirement Report to the screen with the option to print or export to a file.

Note: The current retirement table is formed when you click on Prepare Current. When you close out of the form it will post the current retirement to the YTD table. If you prepare current more than once, it will replace the information that was there for the same dates.

Note: You cannot edit information for the current pay period until you have completed the payroll journal entry which will clear all records from the current retirement table. After completing the payroll journal entry, you may then go back into the Retirement Report, Edit and reprint the report.

Note: Should you wish to prepare a current report for a new payroll run using the same check date used in a previous payroll, you will be asked if you wish to replace the existing records with the same check date. Since it is a new payroll run you would click No so it will add the new records to the table.

Note: If a payroll was prepared including only padj's with varying check dates, the latest check date used in the run will appear in the date combo boxes

Retirement Plan Matrix tab

When you choose the Retirement Plan Matrix tab, a form appears on which you identify the characteristics and requirements of the Retirement Plan(s).

Plan # – Should your agency have multiple Retirement Plans (up to four), please select the number of the plan you are currently setting up. If you only have one Retirement Plan, please select 1.

Plan From – Identify the first day of the Retirement Plan’s reporting year.

Plan To – Identify the last day of the Retirement Plan’s reporting year.

Eligibility – This section is where you determine what designates an employee’s eligibility for the Retirement Plan. Your options are Class, Deduction, and Personnel Field. Only one of these options may be chosen for each plan.

Class – This selection is used if the employee’s class is what determines eligibility for the plan. If this option is chosen, a form to the right will display all current employee classes. Please check the box to the left of all employee classes that are eligible for the plan.

Deduction – This selection is used if a particular deduction is what determines eligibility for the plan. If this option is selected, a form to the right will display all available deductions. Please check the box to the left of the specific deduction that determines eligibility. Once a deduction is chosen, setting up an amount for that deduction in an employee’s file will identify them as eligible for the plan.

Personnel Field – This selection is used if a specific personnel field is used to determine eligibility. If this option is selected, a form to the right will display all existing personnel fields (Optional Questions) as set up in the system. Please check the box to the left of the specific Optional Question to be used. Once this selection is made, a “Y” must then be placed in the response field to that Optional Question for all eligible employees.

Deduction section: The deduction section of the form identifies the characteristics of all deductions and any effects they will have on the plan activity. The form will include all deductions currently set up in the system, identified by number and description.

Adjust Wages – Check this box if the amount of this deduction is deferred from Retirement Plan eligible wages.

Required Emp – Check this box if this deduction represents the required amount to be withheld from an employee’s pay. This information will then be included in the Retirement Report in the Employee Required column.

Optional Emp – Check this box if this deduction represents an optional amount to be withheld from an employee’s pay. This information will then be included in the Retirement Report in the Employee Optional column.

Loan Amt – Check this box if the amount of this deduction represents a loan being paid back to the employee’s individual plan account. This information will then be included in the Retirement Report in the Loan Pmt column.

The right-hand section of the form defines the conditions of the Employer’s contribution to the plan.

Required Employer Contribution:

By Flat Rate % – If there is a flat percentage that is applied to all eligible employees, chose this option and record the proper percentage in the field to the right.

Personnel Box – Use this box if the required employer contribution is determined by a percentage entered in a Personnel Box. If this option is selected, a form to the right will display all existing personnel fields (Optional Questions) as set up in the system. Please check the box to the left of the specific Optional Question to be used. Once this selection is made, the required employer contribution percentage must then be placed in the response field to that Optional Question for all eligible employees.

Optional Employer Contribution:

Enter ratio of employer optional match per employee = 1: – Please enter the ratio of the employer’s optional contribution to the employee’s optional contribution. For example, if for every $2 of employee’s optional contribution the employer contributes $1, then the ration would be 1:2.

Maximum optional employer contribution – If there is a maximum percentage per pay period for the employer’s optional contribution, please enter the percentage in this field.

Delete – This will remove the currently displayed plan set-up data from the supplement.

Edit – You must select a plan number first, then choose edit to make any changes to the currently displayed plan set-up data. Once the Edit button is selected, it changes to a Save Edit function.

Save Edit – This will save the currently displayed plan’s set-up data.

Print – This will display the plan’s set-up matrix on the screen with the option to print or export to a file.

Electronic File tab

This tab is used to define settings to create an electronic file transmission of the retirement report. It is designed to meet the specifications of specific states or retirement companies. Should you have specific state requirements for submission of an electronic retirement report file, please contact the GMS office for assistance.

AL Retirement Setup

Both a printed report and an electronic file may be prepared when selecting AL Retirement.

Enrollment File tab:

This tab contains fields for Employer Code, Employee #, Employee Name, Start Date, End Date, End Reason, Contribution Group, Position Status, PID, LOA Date, LOA Status, Unit Date, Type of Unit, Unit Per Week, FT Unit Per Week, Tier/Group, and Summer Position.

Always complete the Enrollment File tab before proceeding to the Contribution File tab.

Edit Setup: Click on this whenever completing any of the above information and also whenever there is a new employee.

Save Setup: The Edit Setup changes to the Save Setup button when clicked. Be sure to save any changes/additions before exiting.

Print Setup: Provides a print-out of all of the Setup information.

Prepare Enrollment: This will prepare the electronic enrollment file to be submitted to the state.

Contribution File tab

Information contained here is Employee #, Employee Name, Pay Reason, Wages, ECON, IRS Limit, RSA-1, and Hours.
Should you need to add a line, click on the last available line in the grid.

Print Report: Prints the information seen on the screen, including the Payroll Run Numbers selected when the file was prepared on the Enrollment File tab.

Prepare File: This is enabled once the report has been printed.

American Funds file setup

When selected, the software will populate an Excel file with the specified columns and information in each column.

Setup:

Loan ID: You must select the optional field where the Loan ID is stored. This number represents how many loans the employee has had from his retirement account.

Roth Deferral: Select the optional field for the Roth Deferral.

Columns in Excel File:

SSN: The Social Security number will be taken from the employee master file.

Name: Last name, first name and middle initial will be taken from the employee master file.

Deferral: This column represents the amount in the employee optional field on the Retirement Report. It represents the deduction(s) that are deferred from FICA, Federal and state taxes.

Match: The amounts in this column represent the Required Employer’s share that is on the Retirement Report.

Loan: This column represents the amount of the employee deduction for loan repayment as specified in the setup.

Loan ID: This represents the number of loans each employee has had from their retirement account, as specified in the setup.

AXA Equitable Retirement Plan

When selected, the software will populate an Excel file with the specified columns and information in each column.

Columns in Excel File:

SSN: The Social Security number will be taken from the employee master file.

Hours:  Number of paid hours for the pay period.

Contribution:  The employee’s contribution based upon their payroll deduction.

Salary:  The employee’s gross earnings for the pay period.

COMPASS Retirement

Since you report to the West Virginia Retirement System on a monthly basis, at the end of the month go back into Payroll Processing, select Retirement Report from the menu and make sure you are in the Retirement Report tab. You don't need to check any of the 4 report options. Go down to "Include pay check date from and to" and select the first paycheck date in the month as the "from" date and the last paycheck date issued in the same month as the "to" date. Select the plan # for which you are going to prepare the report. Next, click on the Electronic file tab and select COMPASS Retirement in the top combo box. Complete the form as follows:

Include Plan #- Select the plan numbers for which you are preparing the file.

Employer Code - Enter the code that identifies your organization with the West Virginia Retirement System.

Report Type – the system defaults to PERS. Should you need another Report Type option, please contact GMS.

Reporting Period - select the month for which you are preparing the report.

Employee - this represents the employee code in the GMS system.

Name – Employee’s name.

Status – Employee’s current status.

Hire Date – this is the hire date as recorded in the employee file.

Note: Should you need to enter a second hire date, for example if an employee leaves the organization and is re-hired, click Insert Row, duplicate the employee information from the original row and enter the second hire date in the Hire Date field.

Terminate Date – this is the termination date in the employee file should one exist.

Note: Should you wish to add/edit the termination date for an employee simply
click on the Terminate date field you wish to change and enter the desired date. (You do not need to select edit setup.) Once the desired date has been entered click on Prepare Report, close the print job then click on Prepare File.
Then follow your normal procedures for saving and transmitting the file.

Note: This is a temporary change to the Termination Date field for this particular report you are generating. It does not affect the Employee file and the changed date is not saved so it will not appear the next time you prepare this report.

Contribution Group – select the correct contribution group as defined by the COMPASS Retirement System.

Note: Should you need to enter a second contribution group, for example, if an employee goes from part time to full time, add another row, duplicate the employee information from the original row and select the new contribution group in the Contribution field.

Member ID - the system defaults to the employee’s social security number.

Employment End Reason– select the appropriate response from the combo box.

Job Position – select the appropriate response from the combo box.

Position Status – default is permanent full-time. If different, select the appropriate response from the combo box.

Payment Reason– the system defaults to Regular Pay. Should a different payment type be necessary please select from the combo box.

Hour Per Day– the system defaults to 8 hrs per day. Should you need a different number of scheduled hours for an employee, edit the number in the box.

Payment Type – select the appropriate response from the combo box.

Wages – represents the eligible wages in the period for which the report is being prepared.

Emp Contribution – this is the current period’s employee contribution to the retirement plan.

Emp Optional – this is the current period’s employee’s optional contribution to the retirement plan.

Salary – salary for the reporting period.

Posting Month- defaults to the month end selected when printing the report.

Edit – this allows you to edit the information on the form.

Save – this allows you to save the information on the form.

Print Setup – allows you to print your setup information.

Prepare Report – this prepares the report for your confirmation.

Prepare File – this is activated only once the Prepare Report has been completed.

IN Retirement

This report is expected to be submitted based on the payroll frequency (e.g. weekly, semi-monthly, bi-weekly, etc.) So this process should become part or your normal payroll procedures every pay period. After you have generated the retirement report:

Click on Electronic File tab. You will immediately be asked what the employee contribution rate is. Please supply the appropriate rate.

Employer Submission Unit #: Enter the 7 digit number that identifies your organization with the Indiana Public Retirement System (INPRS).

Submission Unit Fund: The default for this field is PERF (Public Employees’ Retirement Fund. Should you need a different designation, the combo box supplies you with all options defined by the INPRS.

Employee Contribution Rate: This field will automatically populate based on how you initially answered this question above.

The grid below will be filled with data based on the payroll beginning and ending dates for which you generated the retirement report. The two fields you may need to adjust are:

1. Pension ID. The first time you use this Electronic File creation procedure you will need to enter the 9 digit Pension ID number for each employee. This information will be saved for subsequent payrolls. Note: the first time a new employee appears on this report you will need to enter the appropriate 9 digit Pension ID number for that employee.
2. Record: Your options are R – Regular pay, A – Adjustment to regular pay
or S – Settlement adjustment.

Severance Wages, Severance Pre-Tax, and Severance Employer Share for those IN clients that would like to identify any severance activity, these three fields can be used to manually enter the appropriate amounts.

Edit: Click this button should you need to edit any information on the grid.

Prepare Report: Print and review the report for accuracy

Prepare File: Prepare and save the file for transmission to the INPRS.

Iowa Retirement System:

Employee Occupation:  Select the Employee Occupation for which you wish to prepare the report for.  Note: This will default to code 01 Regular Class. If you need to report using a different Occupation Code you will need to set up an Optional Question under Payroll\Setup\Optional Questions, then enter the Occupation code in each employee file.

ID:  Enter your 5 digit Iowa Employer ID.

Prepare File:  Click on Prepare File. Select where you wish to save the .txt file and the file name.

Columns in Txt File:

Record Type:  Automatically assigned the value of 2 to indicate start of record.

Iowa Employer ID: Taken from data entry on selection screen.

State Agency Code:  Normally blank.

Occupation Code:  2-digit occupation code related to each member’s employment type and corresponding contribution rate:
01          Regular Class
02          State of Iowa Conservation Peace Officers
03          Sheriffs/Deputy Sheriffs
04          State of Iowa Legislators
05          State of Iowa Correctional Officers
06          Police Officers (full and part time, cities only)
07          State of Iowa Airport Firefighters
08          Airport Safety Officers
10 State of Iowa/DOT Peace Officers
11 Education
12 State of Iowa Legislators
13 Firefighters (includes volunteer firefighters)
14 Police Officers (full and part time, cities only)
15 State of Iowa Fire Prevention Inspectors
16 State of Iowa Airport Security Officers
17 Elected Officials
18 County Conservation Peace Officers (counties only)
19 Licensed Health Care Professionals (hospitals only)
20 Emergency Medical Service Providers

SSN: The Social Security number will be taken from the employee master file.

Employee Last Name, First Name & Middle Initial: Taken from employee master file.

Employee’s Complete Address: Taken from employee master file.

Employee’s Birthdate:  Taken from employee master file.

Employee’s Gender:  Taken from employee master file.

Employee’s Hire Date:  Taken from employee master file.

Employee’s Term Date:  Taken from employee master file.

Last Check Date:  Date of last IPERS-covered check for termed employees. Taken from payroll records.

Employee’s Earnings:  Taken from current period payroll records.

Kentucky Retirement System

Since you report to the Kentucky Retirement System on a monthly basis, at the end of the month go back into Payroll Processing, select Retirement Report from the menu and make sure you are in the Retirement Report tab. You don't need to check any of the 4 report options. Go down to "Include pay check date from and to" and select the first paycheck date in the month as the "from" date and the last paycheck date issued in the same month as the "to" date. Select the plan # for which you are going to prepare the report, then click on the Electronic file tab and select Kentucky Retirement System in the top combo box. Then complete the form as follows:

Include Plan - Select the plan numbers for which you are preparing the file.

Employer Code - Enter the code that identifies your organization with the Kentucky Retirement System.

Report Type – the system defaults to CERS for County Employee Retirement System. Should you need another Report Type option, please contact GMS.

Reporting Period - select the month for which you are preparing the report.

Enter – this will populate the grid below with employee information.

Employee # - this represents the employee code in the GMS system.

Name – Employee’s name.

Status – Employee’s current status.

Hire Date – this is the hire date as recorded in the employee file.

Note: Should you need to enter a second hire date, for example if an employee leaves the organization and is re-hired, click Insert Row, duplicate the employee information from the original row and enter the second hire date in the Hire Date field.

Terminate – this is the termination date in the employee file should one exist.

Note: Should you wish to add/edit the termination date for an employee simply
click on the Terminate date field you wish to change and enter the desired date. (You do not need to select edit setup.) Once the desired date has been entered click on Prepare Report, close the print job then click on Prepare File.
Then follow your normal procedures for saving and transmitting the file.

Note: This is a temporary change to the Termination Date field for this particular report you are generating. It does not affect the Employee file and the changed date is not saved so it will not appear the next time you prepare this report.

Contribution – select the correct contribution code as defined by the Kentucky Retirement System.

Note: Should you need to enter a second contribution group, for example, if an employee goes from part time to full time, click Insert Row, duplicate the employee information from the original row and select the new contribution group in the Contribution field.

Member ID - the system defaults to the employee’s social security number.

Employment End Reason – select the appropriate response from the combo box.

Job Position – the system defaults to 13 – Other.

Position – select the appropriate response from the combo box.

Payment – the system defaults to Regular Pay. Should a different payment type be necessary please select from the combo box.

Hour Per – the system defaults to 8 hrs per day. Should you need a different number of scheduled hours for an employee, edit the number in the box.

Address - if this is a new member or a new address for an existing member please select Yes.

Trans Type –

Wages – represents the eligible wages in the period for which the report is being prepared.

EECON – this is the current period’s employee contribution to the retirement plan.

HICON – this is the employee’s 1% Health Insurance Contribution.

IPS – this represents the amount deducted from an employee’s pay for a Purchase of Service credit.

Posting –

Type of Rate of Pay – select Hourly, Monthly, or Yearly

Insert Row – should you need to add an employee to this report, this button will insert a blank row at the bottom of the grid.

Edit Setup – this allows you to edit the information on the form.

Print Setup – allows you to print your setup information.

Prepare Report – this prepares the report for your confirmation.

Prepare File – this is activated once the Prepare Report has been completed.

Lincoln Financial Group

When selected, the software will populate an Excel file with the specified columns and information in each column.

Columns in Excel File:

SSN: The Social Security number will be taken from the employee master file.

LName:  The employee’s last name from the employee master file.

FName:  The employee’s first name from the employee master file.

MI:  The employee’s middle initial from the employee master file.

EV:  Employee optional contribution.

FF:  Does not contain information.

HH:  Employee required contribution.

II: Does not contain information.

DD:  Employer optional contribution.

RS: Does not contain information.

CC:  Employer required contribution.

PS:  Does not contain information.

QS:  Does not contain information.

UE:  Does not contain information.

SR:  Does not contain information.

TP: Employee code.

MA State Board of Retirement

Since you report to the MA State Board of Retirement monthly, at the end of the month go back into Payroll Processing. Select Retirement Report from the menu, then make sure you are in the Retirement Report tab. You don’t need to check any of the three report options. Go down to “Include paycheck from and to” and select the first paycheck date in the month as the “from” date and the last paycheck date issued in the same month as the “to” date. Select Plan 1.

Click on the Electronic File tab and set up the electronic instructions:

Company: From the combo box, select MA State Board of Retirement, then click Edit Setup. The first time it is being set up, the button will just say Save setup.

Agency#: Enter the agency number that was assigned to you by the State Board of Retirement.

Retirement Rate: This combo box is used to designate the deduction number that holds the % for the employee’s regular contribution based on date of service, i.e. 5,7,8 or 9%.

Retirement-2%: For employees with membership beginning after January 1, 1979 there is an additional 2% deducted for regular compensation over 30,000. This combo box designates the deduction field that contains the dollar amount representing the extra 2%.
Please note that if the gross salary for any pay period multiplied by the number of pay periods in a year is greater than 30,000 then the additional 2% applies.

Post-Tax Makeup: This combo box designates the deduction number that holds the amount deducted from salary (after tax) to purchase credible service previously lost due to a refund.

Pre-Tax Makeup: This combo box designates the deduction number that holds the amount deducted from salary (before tax) to purchase credible service time due to agency error.

In the Grid

Employee #: Employee's assigned number.

Name: Employee's name.

Status: Active or Terminated based upon what has been selected in the Employee File.

Start Date: This date field represents the earliest date of employment in the state or your Retirement Plan start date. In the grid, it will default to the employee’s hire date, but if the employee’s beginning date in the state retirement plan is different, change it in the grid.

Terminate Date: Enter the date of termination from retirement reporting.

Terminate Reason: Select the reason for termination.

Federal Fund: Select Yes or No.

Veteran: If you report any employee as a veteran, change the N to a Y.

Retirement Plan Code: Select the appropriate code.

Hours Week: Enter the number of hours worked per week.

Remaining Columns: The remaining columns in the grid will be automatically populated when you click on Prepare Report.

Note: Be sure you click on Save when finished. Also, if you have hired a new employee, as soon as that new employee is paid they will automatically be added to the grid with the hire date as entered in the employee file. All other columns will be populated with the defaults. Please review this carefully before preparing the electronic file.

Click on Prepare Report. This will show you the totals for the month you selected in the “from” and “to” date fields. Verify totals.

Click on Prepare File and save the file for transmission to the state.

Zip the file and name the zipped file “R(agency#) MM-YY.zip. For example, R813306-09.zip. Until you hear further instructions from the MA State Board of Retirement, email the zipped file to [email protected]

Metlife Retirement:

Plan #: Enter your Metlife Plan #.

The file will contain the following information for each employee participating: Plan #, Employee SSN, Division #, Last Name, First Name, Middle Name, Name Suffix, Birthdate, Gender, Marital Status, Address, City, State, Zip, Home Phone, Work Phone, Work Phone Ext., Country Code, Hire Date, Termination Date, Re-Hire Date, Check Date, Contribution Amounts (1-8), Hours Worked, YTD Total Compensation, YTD Plan Compensation, YTD Pre Entry Compensation, Highly Comp Employee Code, Percent of Ownership, Officer Determination, Participation Date, Eligibility Code, Before Tax Contribution (% and $) After Tax Contribution (% and $), Email Address, Salary Amount, Salary Qualifier, Termination Reason Code, Sarbanes Oxley Reporting Indicator, Federal Exemptions, Employer Assigned ID, and Compliance Status Code.

MS Retirement:

Since you report to the Variable Annuity Life Insurance Company (VALIC) on a monthly basis, at the end of the month go back into Payroll Processing, select retirement Report from the menu, then make sure you are in the Retirement Report tab. You do not need to check any of the three report options. Go to “Include pay check date from and to” and select the first paycheck date in the month as the “from” date and the last paycheck date in the same month as the “to” date.

Select the plan # for which you are going to prepare the report then click on the Electronic File tab. Select MS Retirement in the top combo box and complete the form as follows:

The Employee number and Name fields should be populated with the employee information.

Location Code – Contact VALIC for this information

Participant Status – Select the appropriate participant’s status from the combo box.

Status Change Date – Enter the date of the last change of the participant’s status.

Prepare File – By clicking this button an Excel file will be prepared for submission according to the VALIC specifications. Note: make sure you save the file in a csv format before submission to VALIC.

Mutual of America

Setup:

EIN: Enter employer’s tax identification #.

Employer #:  Enter your Mutual of America employer #.

Plan Type:  Enter the plan type you are reporting.

Record ID:  Enter the appropriate code from the following selections: 10 = Participant record; 20 = Change record; 30 = Total record.

Columns in Excel File:

EIN:  Employer Federal ID # taken from setup file.

ER Number:  Mutual of America employer ID taken from setup file.

Plan Type: Taken from setup file.

Record ID: Taken from setup file.

Bill Date:    Payroll check date.

SSN: The Social Security number will be taken from the employee master file.

Name: Last name, first name and middle initial will be taken from the employee master file.

Participant Match:  This column (J) represents the employee’s pre-tax contribution that will be matched by the employer.

Participant Non Match:  This column (K) represents the pre-tax amount in the employee optional field on the Retirement Report.

ER Match:  The amounts in this column (L) represent the employer’s match of employee pre-tax contributions.

ER Non Match: The amounts in this column (M) represent the required employer’s share.

Participant ROTH Match:  This column (N) represents the employee’s post-tax contribution that will be matched by the employer.

Participant ROTH Non Match:   This column (O) represents the post-tax amount in the employee optional field on the Retirement Report

ER ROTH Match:  The amounts in this column (P) represent the employer’s match of employee post-tax contributions.

Nationwide Retirement:

Loan ID – Select the appropriate Optional Question for this report.

Columns in Excel File:

SSN – Employee’s Social Security # from the employee master file.

Last Name – Employee’s Last Name from the employee master file.

First Name – Employee’s First Name from the employee master file.

Employee Pre-Tax – This is the employee’s Optional contribution.

Loan # - Loan number that was entered in the employee’s file under the Optional Question selected.

Loan Amount – Loan amount withheld from the employee’s paycheck.

NBT Bank Retirement

Plan Number - Enter your agency's plan number.

Securian Retirement Report:

Plan Number – Enter your agency’s Securian plan number.

Employer Code – Enter your employer code as supplied by Securian.

Employee Optional Code – Enter this code as supplied by Securian.

Employee Required Code – Enter this code as supplied by Securian.

Deferral Percent – Enter the deduction number as set up in the employee files that hold the deferral percentage for participating employees. Note: This field is not required by all Securian customers. If it is not required for your organization simply leave it blank.

Employee# - This represents the Employee # in the GMS system and will be auto-filled.

Name – This represents the Employee Name in the GMS system and will be auto-filled.

Division – Enter the 4 character Division designation.

Rehire Date – Enter the employee rehire date in the format YYYYMMDD.

FT/PT – Select Full Time or Part Time from the combo box.

FT/PT Change Date – Enter the date the employee changed from full time to part time or vice versa in the format YYYYMMDD.

Exclude Class – Select Yes or No from the combo box.

Exclude Class Date – Enter the date on which the employee
changed from or to an excluded class in the format MM/DD/YYYY.

Email – Enter the participant’s email address.

TIAA CREF File Exchange:

When selected, the software will create the necessary excel file to be completed. The specific column setups are as follows:

Employee: The employee ID number will be taken from the employee file.

Name: The employee name will be taken from the employee file.

SSN: The employee SS number will be taken from the employee file.

Sub-Plan: Please select the appropriate Sub-Plan ID from the combo box.

Mode: Please select the appropriate 3 digit mode from the combo box.

Frequency: Please select the appropriate payroll frequency from the combo box.

Pay Date: Please select the appropriate pay period ending date from the combo box.

Division: Enter the division/location of the participant. Note: this information is provided by TIAA – CRF.

Source: This contribution source type will be pulled from the retirement setup file.

Amount: This amount will be pulled from the retirement setup file or employee file depending on the source.

Source: This contribution source type will be pulled from the retirement setup file.

Amount: This amount will be pulled from the retirement setup file or employee file depending on the source.

Source: This contribution source type will be pulled from the retirement setup file.

Amount: This amount will be pulled from the retirement setup file or employee file depending on the source.

Loan#: Enter the participants TIAA – CREF contract number.

Payment Amount: Enter the loan payment amount. Note: this information is provided by TIAA – CREF.

Payment Type: Enter “R” for re-payment or “P” for payoff.

Status: Enter “A” for active, “T” for terminated or “L” for leave.

Reason: Select the appropriate employment reason from the combo box.

Type: Select the appropriate employment type from the combo box.

Participant: Select the appropriate participant reason from the combo box:

Terminate: Enter the participant’s termination date in the format MM/DD/YYYY.

Hire Date: This information should be pulled from the employee file. If the field is not populated enter the hire date in the format MM/DD/YYYY.

Valic Retirement

Since you report to the Variable Annuity Life Insurance Company (VALIC) on a monthly basis, at the end of the month go back into Payroll Processing, select retirement Report from the menu, then make sure you are in the Retirement Report tab. You do not need to check any of the four report options. Go to “Include pay check date from and to” and select the first paycheck date in the month as the “from” date and the last paycheck date in the same month as the “to” date.

Select the plan # for which you are going to prepare the report then click on the Electronic File tab. Select MS Retirement in the top combo box and complete the form as follows:

The Employee number and Name fields should be populated with the employee information.

Location Code – Contact VALIC for this information

Participant Status – Select the appropriate participant’s status from the combo box.

Status Change Date – Enter the date of the last change of the participant’s status.

Marital Status – Select the appropriate marital status from the combo box.

Pay Group ID – Enter the ID.

Prepare File – By clicking this button an Excel file will be prepared for submission according to the VALIC specifications. Note: make sure you save the file in a csv format before submission to VALIC.

Change/Edit Employee Retirement tab

If your organization installs this supplement at a time other than the beginning of the retirement plan year, you might need to enter total year-to-date amounts for those staff who have participated in the plan. Or if you need to correct any information previously updated to the retirement report, this tab is where it is accomplished.

Employee – Enter the employee code in this field by typing in the number or using the combo box to make your selection.

Plan # – Please select the plan number in which the employee participates. Remember that the Retirement Matrix for all existing plans should be set up before you enter any information on this tab.

Enter all appropriate employee information onto the grid. Remember that this is to represent the total retirement plan activity from the beginning of the plan year through the date at which you are rebuilding or any amounts that may need adjusting. The columns are as follows:

Check Date

Total Wages

Adjust Wages

Retirement Wages

Required Employee Contributions

Optional Employee Contributions

Required Employer Contributions

Optional Employer Contributions

Loan Amt

Hours

Eligible

Note: If you want all employees and their Total Wages to be included on the Retirement Report, you would enter the above information for all employees within your agency putting a Y in the eligible field for those that are eligible for this report plan. If you only want the Retirement Report to include information for eligible employees, only enter the above information for those employees and put a Y in the eligible field.

Once this information is complete you must click on the Save button to permanently record the data to the appropriate table.

Print history by employee: Should you wish to generate a contribution report by employee or range of employees check this box and select the employee or employee range for which you would like to generate the report.