Illinois Monthly Teachers Retirement Report

The instructions below are for generating the Illinois Monthly Teachers Retirement Report, effective July 1, 2021.

Note:  Complete the Illinois Monthly Teachers Retirement Report Setup Procedures for each employee who earned retirement before completing the steps listed below to generate the Illinois Monthly Teachers Retirement Report.

Illinois Monthly Teachers Retirement Report Setup Procedures

  1. From the Payroll screen, select the Government Reporting menu and then Illinois Monthly Teachers Retirement Report.

  2. If not already completed, define the payroll schedules to be used with the Illinois Monthly Teachers Retirement Report.  The payroll schedules are typically defined at the beginning of each fiscal year (in July), with either new payroll schedules being created for the new fiscal year or the current payroll schedules edited (updated) to reflect the new fiscal year.

Steps to Define Payroll Schedules for Illinois Monthly Teachers Retirement Report

Note:  To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.

Note:  There must be at least one field selected in the Job Category section.

Note:  There must be at least one field selected in the Employment Type section.

Note:  There must be at least one entry of dates defined in the Payroll Schedule Details List.  If needed, to remove an entry from the Payroll Schedule Details List, click the Delete button to the left of the desired entry.

Note:  The information entered for the payroll schedules (within the School Accounting System) must match the payroll schedules provided to the Retirement Office at the beginning of the fiscal year.

  1. At the Illinois Monthly Teachers Retirement Report screen, click the Report Options tab and complete the information.

Note:  If this field is selected, the override information will not be able to be tracked for the entries within the Pay Period Entries and Employee Absences options; if any override information does need to be entered for the entries, click the Edit Pay Period Entries tab within this option and complete the fields for the entries as needed.

Note:  The Reporting Frequency field pertains to the frequency of filing the Teachers Retirement System information for the regular retirement contributions and does not pertain to the frequency of filing the Supplemental Savings Plan information, as the Supplemental Savings Plan information is required to be filed per pay period.

Note:  Only applicable for employees with an Employment Type of F for Full-time or P for Part-time contractual, the value for Contract Days will be included on the report as follows:  first, if the Contract Days custom field is completed for the employee, the value entered in the custom field will be reported; if the Contract Days custom field is blank for the employee, the system will automatically calculate the number of days by taking the total number of Regular Days and Additional Days specified for the employee's contract(s) (for those defined to be included as the Full Annual Rate as selected on the Pay Codes tab when generating the retirement report), and then only if the Regular Days and Additional Days are blank for the employee's contract(s), then the number specified as the default will be used.

Tip:  If the employer pays all of the employee share of retirement, the factor is 9.8901 (which is 9.8901%).

Tip:  If Monthly is specified in the Reporting Frequency field (above), the Payroll Batches to Include List is used for selecting the batches to report for the regular retirement contributions (while the SSP Only Payroll Batches to Include List is used for selecting the batches to report for the Supplemental Savings Plan information, if applicable); or if Per Pay Period is specified in the Reporting Frequency field, the Payroll Batches to Include List is used for selecting the batches to report for the regular retirement contributions and the Supplemental Savings Plan information, if applicable.

Note:  The unposted payroll calculation batches display in the Payroll Batches to Include 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.  Also, only the payroll calculation batches with a processing month of 06/2021 or greater display in the Payroll Batches to Include List.

Tip:  If Monthly is specified in the Reporting Frequency field (above), the SSP Only Payroll Batches to Include List is used for selecting the batches to report for the Supplemental Savings Plan information, if applicable (while the Payroll Batches to Include List is used for selecting the batches to report for the regular retirement contributions).

Note:  The unposted payroll calculation batches display in the SSP Only Payroll Batches to Include 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.  Also, only the payroll calculation batches with a processing month of 06/2021 or greater display in the SSP Only Payroll Batches to Include List.

  1. 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.

Tip:  Separate deductions must be setup if multiple contribution categories are used under one field (for example, if multiple contribution categories are utilized for SSP - Employer, setup and use a separate deduction for each applicable category).

Tip:   For supplemental savings plan deductions (those with the SP - Employee or SSP - Employer field (column) completed), BS for Base Salary will generate as the Payment Reason if one is not specified here.

Note:  For the deductions with the Payment Reason field defined with BS for Base Salary that are set up in the Employee File with the Annual Total field completed for the employer share, the amount entered in the Annual Total field will be added to the full annual rate total on the report.  For the deductions with the Payment Reason field defined with BS for Base Salary that are set up in the Employee File with dollar amounts for the employer share, the employer amount multiplied by the number of Pay Periods Per Year (as entered on the Employment screen in the Employee File) will be added to the full annual rate total on the report.  For the deductions with the Payment Reason field defined with BS for Base Salary that are set up with percentages for the employer share, the employer percentage rate multiplied by the total from the selected pay codes will be added to the full annual rate total on the report.  For the deductions with the Payment Reason field defined with BS for Base Salary that are set up in the Employee File as Declining for the employer share without an Annual Total specified, no amount will be added to the full annual rate total, so be sure the Annual Total field is completed for those Declining deductions.

  1. Click the Pay Codes tab to select which pay codes to include for the full annual rate and define the appropriate payment reasons.

  1. Click the Leaves tab to select which leaves to include in the balance for sick leave (and personal leave if able to be used as sick leave).

  1. Click the Edit Pay Period Entries tab to verify and edit the entries (if applicable) for 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 Days Paid Override field is disabled if the entry is for a contract pay code.

Note:  The Retirement Payment Reason Override field is disabled if the entry is for a contract pay code.

  1. Click the Report Options tab and then click the Execute button to generate the report.

  2. To view the information for an employee and manually make changes if necessary, click the View/Edit tab.

Note:  Only the fields that appear in white (rather than gray) can be changed.  To delete a record for an employee, click the Delete button to the left of the Employee ID.  If needed, to add a new record for an employee, complete all the fields of information in the blank line (indicated with an asterisk) and click the Save button.  Reminder, if an employee has the TRS Tier Type custom field completed and was included in a payroll calculation batch for which the retirement report is being generated, the employee will be included on the report even if the employee does not have any retirement (i.e. retirement deduction is not set up for the employee).  Also, below is a link for additional information noting where the fields (columns) on the View/Edit tab are generated from in the School Accounting System:

https://docs.su-inc.com/training/images/ILRet.pdf

Note:  To delete a detail record for an employee, click the Delete button to the left of the desired record.  If needed, to add a new detail record for an employee, complete all the fields of information in the blank line (indicated with an asterisk) and click the Save button.

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).

Steps to Export Grid

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.

10.  To create the file to submit to the Retirement Office, complete the Create Report File option.

Steps to Create a Report File

11.  After the retirement report is generated and the file created, click the X in the upper right-hand corner to close the screen.