Idaho
Retirement Report - New Format Setup ProceduresThe instructions below are for generating the Idaho Retirement Report, effective July 2025.
Note: Complete the Idaho Retirement Report - New Format Setup Procedures for each applicable employee before completing the steps listed below to generate the Idaho Retirement Report - New Format.
Idaho
Retirement Report - New Format Setup Procedures
1. From the Payroll screen, select the Government Reporting menu and then Idaho Retirement Report - New Format.
2. At the Idaho Retirement Report - New Format 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.
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.
Click the down-arrow button for the Employee Unique Identifier field to select the correct text custom field defined in the Employee File to track the ID number assigned by the Retirement Office for each employee.
If applicable, click the down-arrow button for the Plan field to select the correct referenced custom field defined in the Employee File to track the retirement plan for each employee.
If desired, in the Default field located to the right of the Plan field, enter the appropriate code for the plan (PERSI or ORP) to use as the default for those employees where the Plan 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 Reported Class field to select the correct referenced custom field defined in the Employee File to track the reported class (contribution class) for each employee.
If desired, in the Default field located to the right of the Reported Class field, enter the appropriate 1-digit code of the reported class (contribution class) to use as the default for those employees where the 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 Seasonal field to select the correct referenced custom field defined in the Employee File to track if the employee works in a seasonal position.
If desired, in the Default field located to the right of the Seasonal field, enter Yes or No to use as the default for those employees where the Seasonal custom field was left blank, or click the down-arrow button to select the correct one.
In the Email Address field, enter the desired type of email address (Business, Other, or Personal) to include on the report for the employees, or click the down-arrow button to select the correct one.
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.
Note: Typically, the Default field for Contract Percent is left blank, because if this field is completed, the specified value will be used for all employees with the Contract Percent custom field left blank in the Employee File, including employees who do not have a contract, such as hourly employees; thus, the Contract Percent custom field should be completed in the Employee File for all contract employees and then a default not specified here in order to have the Contract Percent be blank for hourly employees when the report is generated.
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 (Contributions and Invoice Remittance Amount), or click the down-arrow button in the field under the appropriate category to select the correct one.
Note: For employees setup with a deduction which has a share specified under the Invoice Remittance Amount 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 earning types for the applicable pay codes to report.
For each pay code included on the report, click the down-arrow button in the Earning Type field (column) to select the appropriate earning type (N for Normal, O for Other Pay, or X for Non-Pensionable).
Click the Save button.
Tip: Pay codes defined with an Earning Type of O for Other Pay will need to have a description manually entered in the Earning Explanation field (column) on the Transmittal 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: According to the Retirement Office, the hours should only be reported for hourly employees.
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 Earning Type field 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. Click the applicable tab to view and edit the desired information.
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: Only the fields that appear in white (rather than gray) can be changed. If needed, to add a new record to a screen (tab), complete all the fields of information in the blank line (indicated with an asterisk) at the bottom of the list. To delete a record for an employee, click the Delete button to the left of the Employee ID (and when prompted, click Yes to delete the row).
Click the Enrollment tab to view and edit the records for employees included in the enrollment file.
Note: The employees (including active and inactive employees) with the Schedule Name/Frequency Code custom field completed and have a Hire/Rehire Date within the Cycle Start and End Dates (as specified on the Report Options screen (tab)) are included in the enrollment file and display in the Enrollment List.
Tip: The Eligibility Status field (column) reflects ELIG for PERSI-Eligible, unless the employee's Reported Class is X, in which case, NPEL for Not PERSI-Eligible will populate. The Suffix field (column) reflects the data from the Suffix field in the Employee File only if the suffix is I, II, III, IV, Jr, or Sr.
Click the Class and Status Change tab to view and edit the records for employees included in the class and status change file.
Note: The employees (including active and inactive employees) with the Schedule Name/Frequency Code custom field completed and a Hire/Rehire Date or Termination Date within the Cycle Start and End Dates (as specified on the Report Options screen (tab)) are included in the class and status change file and display in the Class and Status Change List.
Tip: The Effective Date field (column) reflects the latest Hire/Rehire Date or Termination Date for the employee (from the Employment screen in the Employee File) that is within the specified Cycle Start and End Dates. The Change Reason reflects DECD for Deceased if Deceased is entered in the Employee Status field on the Name and Address screen in the Employee File; LDW for Last Day Worked if Retired is entered in the Employee Status field on the Name and Address screen in the Employee File; LWOP for On Leave Without Pay if Leave of Absence is entered in the Employee Status field on the Name and Address screen in the Employee File; ELIG for Eligible if one of the other statuses (Disabled, Hired, or Terminated) is entered in the Employee Status field on the Name and Address screen in the Employee File and the employee was hired within the specified Cycle Start and End Dates, INEL for Remains Employed, But No Longer Meets Eligibility Requirements if the employee's Reported Class is X, or LDW for Last Day Worked for all other scenarios.
Click the Transmittal tab to view and edit the records for employees included in the transmittal file.
Note: The employees (including active and inactive employees) with the Schedule Name/Frequency Code custom field completed with retirement deduction amounts are included in the transmittal file and display In the Transmittal List. To view the payroll earnings information for an employee's record, click the plus sign (+) in the box in front of the Employee ID to expand the record.
Tip: The amount in the Compensation field (column) reflects the payroll earnings amount for the pay codes defined on the Pay Codes screen (tab) with an Earning Type of N for Normal and are cross referenced to the applicable retirement deductions specified on the Deductions screen (tab). The amount in the Other Pay field (column) reflects the payroll earnings amount for the pay codes defined on the Pay Codes screen (tab) with an Earning Type of O for Other Pay and are cross referenced to the applicable retirement deductions specified on the Deductions screen (tab). The amount in the Non-Pensionable Comp field (column) reflects the payroll earnings amount for the pay codes defined on the Pay Codes screen (tab) with an Earning Type of X for Non-Pensionable and are cross referenced to the applicable retirement deductions specified on the Deductions screen (tab). The amount in the Contract Percent field (column) pulls from the Contract Percent custom field in the Employee File, or if the custom field is blank, then uses the Default for Contract Percent as specified on the Report Options screen (tab); and if a number greater than 100 is entered for an employee in the custom field in the Employee File, 100 will be reflected in this field. The number in the Unused Sick Leave Units field (column) reflects the employee's posted balance for the leave(s) selected on the Leaves screen (tab). If applicable, the Invoice Number field (column) reflects the number entered in the Member Number field on the Deductions screen in the Employee File for the retirement deduction defined on the Deductions screen (tab) with a share under the Invoice Remittance Amount column. The Earning Explanation field (column) will be blank but can be used if the employee has an amount in the Other Pay field (column) in order to enter a description for the amount paid from pay codes defined with an Earning Type of O for Other Pay. The Adjustment field (column) will be unselected, but can be selected if needed to indicate the record is an adjustment. The Adjustment Cycle Start and End Date fields (columns) will be blank and disabled, but can be used if needed to enter the Cycle Start and End Dates for an adjustment (must select the Adjustment field first to enable the fields).
Click the Save button to save the changes.
Tip: To export the data included on one of the files (tabs) 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 files created with the Export Grid option are not the files to submit to the Retirement Office; refer to Step 9 below for the instructions for generating the files to submit to the Retirement Office.
9. Create the file(s) to submit to the Retirement Office by completing the Create Report File option and selecting the appropriate option: Create Class and Status Change File, Create Enrollment File, or Create Transmittal File.
10. After the retirement report is generated and the file(s) created, click the X in the upper right-hand corner to close the screen.
