Idaho
Retirement Report Setup ProceduresNote: Complete the Idaho Retirement Report Setup Procedures for each employee to be included on the report before completing the steps listed below to generate the Idaho Retirement Report.
Idaho
Retirement Report Setup Procedures
1. From the Payroll screen, select the Government Reporting menu and then Idaho Retirement Report.
2. At the Idaho Retirement Report screen, click the Report Options tab and complete the information.
Enter the number (up to 4 characters) assigned to your school district by the Retirement Office in the Employer Number field.
Click the down-arrow button for the Schedule Name/Frequency Code field to select the correct referenced custom field defined in the Employee File to track the schedule name or frequency code in which an employee is to be reported on the retirement report.
Note: When generating the retirement report, the employees must have the designated Schedule Name/Frequency Code custom field completed in order to be included. Active employees with the designated Schedule Name/Frequency Code custom field completed will be included, regardless if they do or do not have retirement deduction amounts or payroll earnings; while inactive employees with the designated Schedule Name/Frequency Code custom field completed will only be included if they do have retirement deduction amounts or payroll earnings.
Enter the 4-digit year of the ending fiscal year date for the desired year's wages to include on the report in the Fiscal Year End field. The year last saved will appear as the default, but can be changed; if desired, leave the field blank to default to the Current Fiscal Year End as specified in the Payroll System File.
If applicable, click the down-arrow button for the Contribution Code field to select the correct referenced custom field defined in the Employee File to track the source for the contribution for each employee.
If desired, in the Default field located to the right of the Contribution Code field, enter the appropriate 1-character code of the source for the contribution to use as the default for those employees where the Contribution Code custom field was left blank, or click the down-arrow button to select the correct one.
If applicable, click the down-arrow button for the Contribution Class (Reported Class) field to select the correct referenced custom field defined in the Employee File to track the contribution class or reported class for each employee.
If desired, in the Default field located to the right of the Contribution Class (Reported Class) field, enter the appropriate 1-digit code of the contribution class or reported class to use as the default for those employees where the Contribution Class (Reported Class) custom field was left blank, or click the down-arrow button to select the correct one.
If applicable, click the down-arrow button for the Employment Type field to select the correct referenced custom field defined in the Employee File to track the employment type for each employee.
If desired, in the Default field located to the right of the Employment Type field, enter the appropriate 1-character code for the employment type to use as the default for those employees where the Employment Type custom field was left blank, or click the down-arrow button to select the correct one.
If applicable, click the down-arrow button for the Four Day Week field to select the correct referenced custom field defined in the Employee File to track if the employee works a 4-day week at the school district.
If desired, in the Default field located to the right of the Four Day Week field, enter Yes or No to use as the default for those employees where the Four Day Week custom field was left blank, or click the down-arrow button to select the correct one.
If applicable, click the down-arrow button for the Sick Leave Eligible field to select the correct referenced custom field defined in the Employee File to track if the employee participates in a PERSI sick leave plan.
If desired, in the Default field located to the right of the Sick Leave Eligible field, enter Yes or No to use as the default for those employees where the Sick Leave Eligible custom field was left blank, or click the down-arrow button to select the correct one.
If applicable, click the down-arrow button for the Status Reason Code field to select the correct referenced custom field defined in the Employee File to track the reason for the last status change within the pay cycle for each employee if different than the default automatically assigned by the system.
If applicable, click the down-arrow button for the Status Reason Date field to select the correct date custom field defined in the Employee File to track the date for the last status change within the pay cycle for each employee.
If applicable, click the down-arrow button for the Sick Leave Rate field to select the correct numeric custom field defined in the Employee File to track the sick leave rate for the applicable employees if different than the amount automatically calculated by the system.
If applicable, click the down-arrow button for the Contract Percent field to select the correct numeric custom field defined in the Employee File to track the percentage of the contract for the applicable employees.
If desired, in the Default field located to the right of the Contract Percent field, enter the percentage of the contract (from 1 to 100) to use as the default for those applicable employees where the Contract Percent custom field was left blank.
In the Employer Rate section, enter the employer share (percentage) for each contribution class or reported class in the Class 1, Class 2, and Class 3 fields.
In the Payroll Batches List, select the batches (and date sequences for a batch, if applicable) to include when generating the report. To select a batch, click the box for the Selected column to the left of the desired batch description. A checkmark will appear in the box if the batch is selected. To select all of the batches, click the Select All button located above the Payroll Batches List.
Note: The unposted payroll calculation batches display in the Payroll Batches List without a checkmark in the Posted column. If the retirement report is generated for an unposted payroll batch, be sure to carefully verify the data before submitting the file to the state to ensure any additional changes in the unposted batch are reflected on the retirement report; or as a precaution, wait until the batch is posted to regenerate the report and then create the file to submit to the state.
Complete the Schedules to Include List by making an entry for each schedule name or frequency code to report. To add an entry, complete the following in the blank line (indicated with an asterisk) at the bottom of the Schedules to Include List:
Enter the appropriate referenced value for the schedule name or frequency code to report in the Schedule Name/Frequency Code field, or click the down-arrow button to select the correct one.
Enter the date to report as the starting date of the pay period in the Cycle Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date to report as the ending date of the pay period in the Cycle End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
To select the batches (and date sequences for a batch, if applicable) for the particular schedule name or frequency code, click the plus sign (+) in the box located to the left of the row to expand the record. To select a batch, click the box for the Selected column to the left of the desired batch description. A checkmark will appear in the box if the batch is selected. By default, all the specified batches (or date sequences for a batch, if applicable) from the Payroll Batches List will be selected, but can be unselected if needed.
Tip: If applicable, the entries previously saved in the Schedules to Include List will appear; verify the entries and make the changes to the Cycle Start and End Date fields as needed. To remove an entry from the Schedules to Include List, click the Delete button to the left of the desired entry.
Click the Save button.
3. Click the Deductions tab to select which deductions are set up for the various retirement options.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, or the Save button is clicked, the settings for the pushpins will go back to the defaults.
For each retirement deduction, enter which share (Employee, Employer, or Both) of the deduction to include on the report in the field under the column for the appropriate category (Member Base Plan (DB) Contributions and Retired Contributing Members, Member Choice Plan (DC) Contributions, Employer Choice Plan (DC) Matching Contributions, Member Choice Plan (DC) Loan Payments, and Member Invoice Payments), or click the down-arrow button in the field under the appropriate category to select the correct one.
Tip: The records for employees with amounts from deductions selected under the Member Base Plan (DB) Contributions and Retired Contributing Members column will generate with a Record Type of TM on the report (unless the employee has a Contribution Code of F for Retired Contributing Member, then the record will generate with a Record Type of FM); the Member Choice Plan (DC) Contributions column with a Record Type of TV; the Employer Choice Plan (DC) Matching Contributions column with a Record Type of EV; the Member Choice Plan (DC) Loan Payments column with a Record Type of RL; and the Member Invoice Payments column with a Record Type of RM.
Note: For employees setup with a deduction which has a share specified under the Member Invoice Payments column, enter the invoice number to report for the employee in the Member Number field on the Deductions screen in the Employee File for the applicable deduction.
Click the Save button.
4. Click the Pay Codes tab to select the pay and earning types to report for the applicable pay codes.
For each pay code included on the report, click the down-arrow button in the Pay Type field (column) to select the appropriate pay type (H for Hourly, O for Other, or S for Salaried).
Then click the down-arrow button in the Earning Type field (column) to select the appropriate earning type (B for Bonus, N for Normal, O for Other, S for Sick Leave, V for Vacation, or X for Non-pensionable earnings).
Click the Save button.
Tip: Pay codes defined with an Earning Type of O for Other will need to have a description manually entered in the Earnings Explanation field (column) on the View/Edit Data tab.
5. Click the Leaves tab to select the leaves defined for sick leave.
To select a leave defined as sick leave, click the box under the Selected column to the left of the leave ID. A checkmark will appear in the box if the leave is selected.
Click the Save button.
6. If needed, click the Edit Pay Period Entries tab to adjust the number of hours worked for the applicable employees in Pay Period Entries or Employee Absences batches (for those included in the selected payroll batches as specified on the Report Options screen (tab)).
Note: The hours are only reported for pay codes with a Pay Type of H for Hourly (as defined on the Pay Codes tab) and for employees with a Contribution Class/Reported Class of 1 for General or 2 for Public Safety and Employment Type is not E for Elected/appointed officials. When the report is generated, the hours are only included in record types of TM, AM, FM, OM, or PM, as required by the Retirement Office.
The entries for employees included in the pay period entries batches for the selected payroll calculation batches appears in the Pay Period Entries List.
To make an adjustment, click in the Hours field (column) for the desired entry and then key the new number of hours worked.
Note: The hours worked entered here will be rounded to 2 decimal places.
Click the Save button to save the changes.
Repeat these steps until all adjustments have been made.
7. Click the Report Options tab and then click the Execute button to generate the report.
Note: If there are employees with deduction amounts or with applicable wages (those with the Pay Type and Earning Type fields completed on the Pay Codes tab) without the Schedule Name/Frequency Code custom field completed, a message will appear when generating and a list of those employees can be viewed; reminder, employees without the Schedule Name/Frequency Code custom field completed will be excluded from the report.
8. To view the information and manually make changes if necessary, click the View/Edit Data tab.
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, the settings for the pushpins will go back to the defaults.
Note: The active employees with the Schedule Name/Frequency Code custom field completed are included, regardless if they have retirement deduction amounts or payroll earnings; while inactive employees with the Schedule Name/Frequency Code custom field completed are only included if they have retirement deduction amounts or payroll earnings. Only the fields that appear in white (rather than gray) can be changed. To delete an employee, click the Delete button to the left of the Employee ID. Also, below is a link for additional information noting where the fields (columns) on the View/Edit Data tab are generated from in the School Accounting System:
https://docs.su-inc.com/training/images/IDRetRept.pdf
To view the detail compensation and contribution records for an employee, click the plus sign (+) in the box in front of the employee to expand the record. The compensation and contribution amounts for the employee appears on the screen for each different record type, pay type, and/or earning type listed separately.
Note: To delete a detail compensation and contribution record for an employee, click the Delete button to the left of the desired compensation and contribution record. If needed, to add a new detail compensation and contribution record for an employee, complete all the fields of information in the blank line (indicated with an asterisk) and click the Save button.
To view the payroll earnings information for a particular detail compensation and contribution record for an employee, click the plus sign (+) in the box in front of the record type to expand the record. The payroll earnings information from the designated payroll calculation batches appear on the screen with each pay code (and batch) listed as a separate entry.
If applicable, to enter a description for a pay code defined with an Earning Type of O for Other, click the plus sign (+) in the box in front of the applicable employee; then for the appropriate detail compensation and contribution record, click in the Earnings Explanation field (column) and key the information.
Click the Save button to save the changes.
Tip: To export the report into a file in order to open and print the report (such as in Microsoft® Excel), if desired, complete the Export Grid option (accessed from the File menu).
Note: The file created with the Export Grid option is not the file to submit to the Retirement Office; refer to Step 9 below for the instructions for generating the file to submit to the Retirement Office.
9. The retirement report can then be generated to paper or a file (or both).
Printing to Paper:
From the Idaho Retirement Report screen, select the Reports menu and then Idaho Retirement Report.
Creating a File:
Complete the Create Report File option.
10. After the retirement report is printed and the file created, click the X in the upper right-hand corner to close the screen.
