Missouri
Retirement Report Setup ProceduresThe instructions below are for generating the Missouri Retirement Report, effective January 1, 2014.
Note: Complete the Missouri Retirement Report Setup Procedures for each employee who earned retirement before completing the steps listed below to generate the Missouri Retirement Report.
Missouri
Retirement Report Setup Procedures
1. From the Payroll screen, select the Government Reporting menu and then Missouri Retirement Report.
2. At the Missouri Retirement Report screen, click the Report Options tab and complete the information.
Enter the number (up to 4 digits) assigned to your school district by the Retirement Office in the Employer ID field.
Enter the 4-digit year of the ending fiscal year date for the desired year's wages to include in the total for the Annual Base Salary 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 Position Code field to select the correct referenced custom field defined in the Employee File to track the position code for each employee.
If applicable, click the down-arrow button for the Term of Position field to select the correct numeric custom field defined in the Employee File to track the number of months each employee is hired to serve if different than the default.
Enter the number of months the majority of the employees are hired to serve in the Default field located to the right of the Term of Position field. This is the number of months the employees will actually work and not the number of payments the employees will receive.
If applicable, click the down-arrow button for the Part Time field to select the correct referenced custom field defined in the Employee File to track if the employee only works part time.
Note: If the custom field is blank for an employee, then N for No will default for Part Time.
If applicable, click the down-arrow button for the Wage Type field to select the correct referenced custom field defined in the Employee File to track the retirement system and wage type being reported for each employee if different than the default automatically assigned by the system.
Click the down-arrow button for the Payroll Cycle field to select the correct referenced custom field defined in the Employee File to track the payroll (reporting) type for each employee.
If applicable, click the down-arrow button for the Employment Status field to select the correct referenced custom field defined in the Employee File to track the status for each employee if different than the default automatically assigned by the system.
Note: The Employment Status will only be included on the report if the employee has an Employment Status Date that is on or after the starting date of the employee's payroll cycle being reported (as stipulated in the Payroll Cycles to Include List below).
If applicable, click the down-arrow button for the Employment Status Date field to select the correct date custom field defined in the Employee File to track the date the employment status was effective for each employee.
Note: The Employment Status Date (and Employee Status) will only be included on the report if it is on or after the starting date of the employee's payroll cycle being reported (as stipulated in the Payroll Cycle to Include List below).
If applicable, click the down-arrow button for the Annual Base Salary field to select the correct numeric custom field defined in the Employee File to track the amount to report as the annual base salary for the employees if different than the amount automatically generated by the system.
In the Email Address field, enter the desired type of email address (Business, Other, or Personal) to include on the report for the applicable employees, or click the down-arrow button to select the correct one.
Enter the date to use as the basis to determine for which employees to generate enrollment records on the report in the Hire Date for Enrollment field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct one. Only the employees with a hire/rehire date (the most recent hire/rehire date if multiple Hire/Rehire Dates are entered for an employee) on or after the date entered in this field will have enrollment records generated on the report.
Select the Final Pay Employer field if this is the last report for the school year. A checkmark will appear in the box if the field is selected.
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 Payroll Cycles to Include List by making an entry for each payroll cycle being reported for the employees. To add an entry, complete the following in the blank line (indicated with an asterisk) at the bottom of the Payroll Cycles to Include List:
Enter the 1-digit code for the payroll (reporting) type in the Payroll Cycle 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 for contract pay codes in the 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 for contract pay codes in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Tip: The dates entered in the Start Date and End Date fields are only utilized for contract pay codes as the system uses the Start Date and End Date from the individual entries as the starting and ending date of the pay period for unit pay codes.
To select the batches (and date sequences for a batch, if applicable) for each payroll cycle, click the plus sign (+) in the box located to the left of a payroll cycle 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. A batch (or date sequence, if applicable) can only be selected once per payroll cycle type.
Note: Only the employees with one or more of the following fields changed on or after the date entered in the Start Date field for their payroll (reporting) type will have demographic records generated on the report: Last Name, First Name, Middle Name, Suffix, Address 1, Address 2, City, State, Zip Code, Social Security Number (Federal ID), and Birth Date.
Tip: If applicable, the entries previously saved in the Payroll Cycles to Include List will appear; verify the entries and make the changes to the Start and End Date fields as needed. To remove an entry from the Payroll Cycles to Include List, click the Delete button to the left of the desired entry.
Click the Save button.
3. Click the Pay Groups tab to select the pay groups to include on the retirement report.
Note: The pay groups defined (within the Pay Group File) to be included on the Missouri Retirement Report are selected by default, but can be changed if needed; if changes are made here, the changes will also be reflected in the Pay Group File.
To select a pay group, click the box under the Selected column to the left of the pay group ID. A checkmark will appear in the box if the pay group is selected.
To select all of the pay groups, click the Select All button located above the Pay Groups 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, 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 (PSRS, PEERS, Career Ladder, and Board Paid Health), or click the down-arrow button in the field under the appropriate category to select the correct one.
Note: Complete the Board Paid Health field (column) for the health insurance deduction (if any) that is set up to calculate retirement on the amount paid by the board (specify Employer share).
Click the Save button.
5. Click the Pay Codes tab to select the pay codes to include for the annual base salary and gross earnings amounts on the report.
To include a pay code in the gross earnings (and also in the annual base salary), click the box under the Gross Salary column to the left of the pay code ID. A checkmark will appear in the box if the pay code is selected.
Tip: To select all of the pay codes, click the Select All button located above the Pay Codes List.
If the Gross Salary column is selected for a pay code, the Exclude from Annual Base Salary field will be enabled. To exclude a pay code from the annual base salary (but still be included in the gross earnings), click the box under the Exclude from Annual Base Salary column to the left of the pay code ID. A checkmark will appear in the box if the pay code is selected.
Click the Save button.
6. Click the Report Options tab and then click the Execute button to generate the report.
Note: All active employees must have the Payroll Cycle custom field completed or else the report cannot be generated. If there are employees without the Payroll Cycle custom field completed, a message will appear when generating and a list of those employees can be viewed.
7. To view the information for an employee 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: Only the fields that appear in white (rather than gray) can be changed. The Final Pay Employee field will be selected for an employee if Deceased, Retired, or Terminated is specified in the Employee Status field on the Name & Address screen in the Employee File. The Part Time field can only be changed if the employee has a Wage Type of P or S. 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/MORetReport-NewFormat.pdf
To view the wage type, position code, and payroll earnings information for an employee, click the plus sign (+) in the box in front of the employee to expand the record. The wage type and position code for the employee appears on the screen with each different wage type and position code record listed separately.
Note: To delete a wage type and position code record for an employee (along with the payroll earnings information for the particular wage type and position code), click the Delete button to the left of the desired wage type and position code record. If needed, to add a new wage type and position code 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 wage type and position code, click the plus sign (+) in the box in front of the wage type and position code to expand the record. The payroll earnings information from the designated payroll calculation batches appear on the screen with each pay code (and Pay Start/End Dates) listed as a separate entry.
Note: Only the pay codes selected for gross salary on the Pay Codes tab will appear for the applicable employees.
To adjust the number of hours worked for an employee with a retirement system and Wage Type of R for Non-Member Retiree or X for Non-Member, click the plus sign (+) in the box in front of the applicable employee; then for the appropriate wage type and position code record, click in the Hours field (column) and 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.
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 8 below for the instructions for generating the file to submit to the Retirement Office.
8. The retirement report can then be generated to paper or a file (or both).
Printing to Paper:
From the Missouri Retirement Report screen, select the Reports menu and then select the desired report: Missouri Retirement Report - Demographic Updates, Missouri Retirement Report - Enrollment Detail, Missouri Retirement Report - All Payroll Detail, and Missouri Retirement Report - Payroll Contributions.
Tip: The Missouri Retirement Report - Demographic Updates report prints the demographic records for the applicable employees. The Missouri Retirement Report - Enrollment Detail report prints the enrollment records for the applicable employees. The Missouri Retirement Report - All Payroll Detail report prints the payroll detail records for the employees. The Missouri Retirement Report - Payroll Contributions report prints the payroll detail contribution subtotals for the employees.
Creating a File:
Complete the Create Report File option by selecting the appropriate option: Create Annual Base Reporting File, Create Employer Reporting File, or Create Gross Salary Reporting File.
Note: If completing the Create Employer Reporting File, a prompt will appear asking to include the annual base amounts; click Yes to include the annual base amounts for all employees or click No to not include the annual base amounts for all employees. (Note: If No is selected, the annual base amounts will still be included in the enrollment records for new hires.)
Tip: Select Create Employer Reporting File to include the gross salary (payroll) information in the file, along with the annual base salary, if applicable (for example, use this option at the beginning of the school year and throughout the school year); select Create Gross Salary Reporting File to include only the gross salary (payroll) information in the file (for example, use this option to report unused leave payouts or gross salary that is not eligible for retirement); and select Create Annual Base Reporting File to include only the annual base salary in the file (for example, use this option as needed to report changes, such as decreases or corrections, in the annual base salary, if applicable).
9. After the retirement report is printed and the file created, click the X in the upper right-hand corner to close the screen.
