DRS TRANSMITTAL REPORTING AND BALANCING

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• DRS TRANSMITTAL REPORTING AND BALANCING
• February 28, 2008

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PS0005 Benefits Screen

• The Benefits Screen is used to begin the
  process of reporting retirement. You need to
  provide the correct retirement plan and the
  effective date.
• The Retirement Plan Table is PS9041
• The PS0005 screen is also used to report
  Retirement plan changes and Retirees.

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PS0005

• Retirement Plan from Retirement Plan Table
  (PS9041)
• Effective Date the person enrolls in Plan
• Prior Retirement Plan if they have changed Plans
  (PERS 2 to PERS 3)
• Prior Service Yrs/Mo in Prior Plan
• Retiree Type 97, 98 or 99 depending on Plan and
  eligibility
• PERS Option Did they choose the plan, default,
  transfer
• 2C New member chooses PERS Plan 2
• 3C New member chooses PERS Plan 3
• 3D New member is defaulted into PERS Plan 3
• 3X Current PERS Plan 2 member transfers to
  PERS Plan 3.

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Calendar Codes

• Calendar Codes are created on PS9019
• Codes should be created for FTF and PTF
• Create a Code for FTF for the Academic Year
• Create a Code for each quarter of the year for
  PTF
• These codes are added to the jobs on PS0002

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JOB SCHEDULING FOR DRS REPORTING

• VERSION 1
• PG216M Semi Monthly Deduction Reporting
• Creates DRS Transaction from Payroll CR5100
  SCREEN
• DRS Transaction Detail CR5120A, DRS Exception
  Report CR5120B and DRS Edit Report CR5150 are
  created.
• PG210M State Retirement Transmittal
  ReportFinal DRS Reports CR5210A, CR5120B and
  CR5150
• Summarizes and Sends Transactions to central
  site for reporting to DRS.

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JOB SCHEDULING FOR DRS REPORTING

• VERSION 2
• PG202M Monthly Processing Accounting Period
• Creates DRS Transaction from Payroll CR5100
  SCREEN
• DRS Transaction Detail CR5120A, DRS Exception
  Report CR5120B and DRS Edit Report CR5150 are
  created.
• PG211M DRS Contract Earning Redistribution
• DRS Contract Redistribution CR5141A, DRS
  Contraction Redistribution Transaction Report
  CR5141B and DRS Contract Redistribution Exception
  Report CR5141C
• PG210M State Retirement Transmittal Report

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Reviewing DRS Transaction Report

• New Hires and Separations need to have dates
  entered. You can run datax PS7102R (New Hires)
  and PS7103R (Separated Employees).
• The new hire report will not show employees that
  have been working for the college but are new to
  retirement. You should create a DATAX report
  selecting the Eligibility Date on PS0005.
• Review DRS Transaction Exception Report Payroll
  Deduct/ Detail Gross(CR5120B)
• Review DRS Transaction Edit Report (CR5150)
• Review DRS Redistribution (Version 2)
• Review Hrs/Days - Use Calendar Codes for FTF and
  PTF. Watch the end of quarters for ½ mo.

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Reviewing DRS Transaction Report

• Verify Status Codes for accuracy
• A Active
• B No compensation reported for active employee
• G TRS 1 Member working part-time
• S Separated employee must have separation date
  
• T PERS 1 and TRS 1 payment of vacation up to 240
  hours (Excess of 240 hours should not be
  reported)
• If refunds were processed, make sure that the
  current period is reported correctly. Refunds
  will reduce the employee/employer rates.
• If O was used, check to see if the money needs
  to be reported on the transmittal. O will not
  automatically show on transmittal.

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Corrections on DRS Transaction Detail
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NEW EMPLOYEES MUST HAVE A BEGIN DATE WHEN THE
ENROLL IN RETIREMENT. IF THEY ARE NEW TO THE
COLLEGE, THE SYSTEM WILL PUT THE HIRE DATE ON
THIS SCREEN. IF THEY HAVE BEEN WORKING FOR THE
COLLEGE, YOU WILL MANUALLY ADD THE DATE
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WHEN AN EMPLOYEE SEPARATES FROM EMPLOYEMENT, YOU
MUST REPORT THE SEPARATION CODE AND THE
SEPARATION DATE TO THE DEPARTMENT OF RETIREMENT.
IT SHOULD BE REPORTED THE PAY PERIOD THE EVENT IS
HAPPENING BUT CAN BE REPORTED LATER IF NECESSARY.
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Balancing DRS Report

• Detail Deduction PS1330 provides the totals for
  the EFT Total
• DRS Transaction Detail List provides the totals
  for the Transmittal
• Summarize PERS Plan 3 and TRS 3 plans
• Compare the Detail Deductions to the Transaction
  Totals
• Review differences and make corrections

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DRS Plan Balancing

• PERS 2 014 015
• PS1330 TOTAL 16,188.43 23,924.12
• TRANSMITTAL TOTAL 16,188.43 23,892.10
• DIFFERENCE .00 32.02
• The difference was for an overpayment that was
  processed for year 2005 on 01/08 Version 1. This
  is a refund to college for the overpayment.
  Because the earnings were processed and
  contributions were paid in the same month, there
  is no credit redistribution needed.

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PERS AND TRS PLAN 3

• PERS AND TRS 3 PLANS HAVE SEVERAL PLANS
  DEDUCTED BY USING THE SAME DEDUCTION CODE. THE
  DEDUCTION CODES ARE FOR THE INVESTMENT BOARD OR
  SELF DIRECTED. THE PLANS ARE CREATED BY THE
  OPTION AVAILABLE FOR THE INVESTMENTS. FOR
  EXAMPLE
• CODE 046/047 CODE 048/049
• G5 G1
• H5 H1
• H6 H2
• I6 I1
• I7 J1

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TOTAL THE PERS/TRS PLAN 3 DEDUCTION CODES TO
BALANCE WITH THE DETAIL DEDUCTION PS1330

• PERS 3
• PS1330
• TRANSMITTAL TOTAL
• DIFFERENCE
• THE TRANSMITTAL TOTAL IS THE ACCUMULATION OF ALL
  THE PLANS BEING DEDUCTED FOR DEDUCTION CODE
  046/047

• 046 047
• 4,620.91 3,871.51
• 4,811.75 3,949.50
• -190.84 -77.99
• THE TRANSMITTAL INCLUDES PLAN CODES
• G5,H5,H6,I6,I7,I8,J7,K1,M3
• Employee Rejected on 01/08 Version 1
• Reported again on 01/08 Version 2.
• Money and reporting are in the same month so no
  credit redistribution needed

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DRS CONTRACT REDISTRIBUTION

• THE PURPOSE OF THE REDISTRIBUTION IS TO REPORT
  THE SALARY IN THE MONTH EARNED NOT THE MONTH
  PAID
• CALENDAR CODES ARE ASSIGNED TO ALL CONTRACT JOBS
  FOR FTF AND PTF (ANYTHING THAT HAS HOURS
  ASSIGNED)
• THE REDISTRUBUTION PROCESS IS CREATED BY JOB PG
  211M. THIS JOB IS TO BE RAN EACH MONTH TO
  ACCUMULATE THE EARNINGS AND TIME RELATED TO
  CONTRACTS
• WHEN THE LAST PAYMENT OF THE CONTRACT IS MADE,
  THE PG211M WILL REDISTRIBUTE THE SALARY TO EACH
  MONTH BASED ON THE CALENDAR.

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Contract Redistribution Example

• Winter Quarter 2007 Jan 21 days Feb 19
  days Mar 15 days
• TRS 1 member
• Hrs Prev Earnings Adjusted Earnings
• 14.0 1958.25 2210.87
• 12.8 1958.16 2021.36
• 10.4 1958.16 1642.34
• 37.2 5874.57 5874.57
• 5874.57 / 37.2 157.919
• 157.919 X 14.0 2210.87
• 157.919 X 12.8 2021.36
• 157.919 X 10.4 1642.36

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Credit Redistribution

• Credit Redistribution is required when the
  contributions are not paid when the earnings are
  reported.
• If a employees earnings and contribution
  are reported on 01/08 Version 2 but they are
  rejected, you would need to report the earnings
  again on 02/08 Version 1. The money was paid in
  January but because of the rejection, the
  earnings and contributions are not being reported
  until February. You would need to do a credit
  redistribution from January (you would have a
  credit in Jan.) and move the money to February
  (you will be short on your payment)

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Credit Redistribution

• If you have a rejection on the 01/08 Version 1
  and you correct it on 01/08 Version 2, you do not
  have to do the credit redistribution. Both the
  reporting and the payment are made in the same
  month.
• Suggestion Do not allow DRS to move money if
  you have a credit and have a balance due until
  you have determined what the problems are. You
  will loose your history to make necessary
  corrections. You should know why you have the
  credit and balance due.