Illinois
Municipal Retirement Fund Report Setup ProceduresThe instructions below are for generating the Illinois Municipal Retirement Fund Report, effective March 2024.
Note: Complete the Illinois Municipal Retirement Fund Report Setup Procedures for each applicable employee before completing the steps listed below to generate the Illinois Municipal Retirement Fund Report.
Illinois
Municipal Retirement Fund Report Setup Procedures
From the Payroll screen, select the Government Reporting menu and then Illinois Municipal Retirement Fund Report - New Format.
At the Illinois Municipal Retirement Fund Report - New Format screen, click the Report Options tab and complete the information.
If applicable, click the down-arrow button for the Member ID field to select the correct text custom field defined in the Employee File to track the unique member identifier for employees.
If applicable, click the down-arrow button for the Reportable Wages Override field to select the correct numeric custom field defined in the Employee File to track the override amount to include as reportable wages for employees.
If applicable, click the down-arrow button for the Final Wage field to select the correct referenced custom field defined in the Employee File to track whether or not this will be the final month that wages will be reported for employees if different than the default specified in the next field.
In the Default field, enter Y for Yes or N for No to use as the default for the majority of the employees to indicate whether or not this will be the final month that wages will be reported. The code entered here will be used for those employees where the Final Wage custom field was left blank.
In the Payroll Batches to Include List, select the payroll calculation 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 record (row). A checkmark will appear in the box if the batch is selected. Then for each selected batch, complete the following:
Enter the beginning date for the pay period in the Period Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the ending date for the pay period in the Period End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date of the payment in the Payment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. The Check Date for the selected batch will appear as the default, but can be changed if needed.
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 05/2022 or greater display in the Payroll Batches to Include List.
Click the Save button.
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 (if applicable), 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 (Retirement Codes and Voluntary Contributions), or click the down-arrow button in the field under the appropriate category to select the correct one.
Click the Save button.
Click the Pay Codes tab to select which pay codes are set up for paying overtime wages.
Select the Overtime Wages field (column) for each pay code that is used for paying overtime wages. A checkmark will appear in the box if the field is selected.
Click the Save button.
Click the Report Options tab and then click the Execute button to generate the report.
To view the information for an employee and manually make any 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.
The information for the employees for each different pay period and/or payment date appears in the Report Data List.
To change the information for an employee, click in the field and then key the correct information, or click the down-arrow button for the desired field to select the correct item (if applicable).
Note: Only the fields that appear in white (rather than gray) can be changed. To delete an employee from the report, click the Delete button to the left of the desired employee.
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 7 below for the instructions for generating the file to submit to the Retirement Office.
The retirement report can then be generated to paper or a file (or both).
Printing to Paper:
From the Illinois Municipal Retirement Fund Report - New Format screen, select the Reports menu and then Illinois Municipal Retirement Fund Report.
Creating a File:
Complete the Create Report File option.
After the retirement report is printed and the file created, click the X in the upper right-hand corner to close the screen.
