Steps
to Add a Custom FieldIf not already defined, add the following custom fields to the Employee File.
Schedule Name/Frequency Code (referenced custom field, with the applicable referenced values used by your school district for reporting with the retirement office)
Contribution Class/Reported Class (referenced custom field, with 1 for General, 2 for Public Safety, and 3 for School Employee as the referenced values)
Contribution Code (referenced custom field, with the appropriate codes defined by the retirement office (such as A for All (Non-PERSI eligible employees), E for Employer (ER DC plan contributions), F for Retired Contributing Member, O for Optional Retirement Plan, P for PERSI Retired, T for Transmittal, etc.) as the referenced values)
Employment Type (referenced custom field, with the appropriate codes defined by the retirement office (such as E for Elected/appointed officials, O for Optional retirement plan, P for Retired-in-place, R for Regular, S for Seasonal, etc.) as the referenced values)
Four Day Week (referenced custom field, with Yes (Yes as both the ID and description) and No (No as both the ID and description) as the referenced values)
Sick Leave Eligible (referenced custom field, with Yes (Yes as both the ID and description) and No (No as both the ID and description) as the referenced values)
Status Reason Code (referenced custom field, with the appropriate codes defined by the retirement office (such as DECD for Deceased, EMPL for Employed (New Hires/Rehires), EXPR for Expiration of term, MILL for On military leave, RSGN for Resigned or dismissed, WCOM for On workers compensation, etc.) as the referenced values)
Status Reason Date (date custom field)
Sick Leave Rate (numeric custom field)
Contract Percent (numeric custom field)
Note: If this step has already been completed, skip to Step 2.
Complete the applicable custom fields added in Step 1 for each employee to be included on the retirement report.
Note: If desired, use the Adjust Custom Fields option to complete the custom fields, or import a file containing this custom field information for the employees.
In the Employee File, bring up an employee and then click the Custom Fields tab.
Tip: To bring up the first employee for which to edit the custom fields, click the First Record button and then utilize the Next Record button to scroll through all the employees.
Enter the ID for the appropriate referenced value for the schedule name or frequency code in which the employee is to be reported on the retirement report in the Schedule Name/Frequency Code custom field, or click the down-arrow button to select the correct one.
Note: The Schedule Name/Frequency Code custom field must be completed in order for the employee to be included when generating the retirement report.
Enter the ID for the appropriate 1-digit code of the contribution class or reported class for the employee in the Contribution Class/Reported Class custom field if different than the default entered when generating the retirement report, or click the down-arrow button to select the correct one. If the code for the employee is the same as the default, leave the Contribution Class/Reported Class custom field blank.
Enter the ID for the appropriate 1-character code of the source for the contribution for the employee in the Contribution Code custom field if different than the default entered when generating the retirement report, or click the down-arrow button to select the correct one. If the code for the employee is the same as the default, leave the Contribution Code custom field blank.
Enter the ID for the appropriate 1-character code for the employment type for the employee in the Employment Type custom field if different than the default entered when generating the retirement report, or click the down-arrow button to select the correct one. If the code for the employee is the same as the default, leave the Employment Type custom field blank.
Enter Yes or No for whether the employee works a 4-day week at the school district in the Four Day Week custom field if different than the default entered when generating the retirement report, or click the down-arrow button to select the correct one. If the response for the employee is the same as the default, leave the Four Day Week custom field blank.
Enter Yes or No for whether the employee participates in a PERSI sick leave plan in the Sick Leave Eligible custom field if different than the default entered when generating the retirement report, or click the down-arrow button to select the correct one. If the response for the employee is the same as the default, leave the Sick Leave Eligible custom field blank.
If applicable, enter the ID for the appropriate 4-character code of the reason for the last status change within the pay cycle for the employee in the Status Reason Code custom field if different from the default automatically assigned by the system for the employee. If the ID is not known, click the down-arrow button to select the correct one. The default code automatically assigned by the system is based on the Employee Status field on the Name & Address screen in the Employee File or the most recent hire/rehire date and latest termination date as entered in the Employee Dates List on the Employment screen in the Employee File; for example, RTRD will automatically be assigned if the employee has Retired specified in the Employee Status field, DECD if Deceased is specified in the Employee Status field, LWOP if Leave of Absence is specified in the Employee Status field, EMPL if the most recent hire/rehire date is within the Cycle Start and End Dates specified when generating the report, or RSGN if the latest termination date is prior to the Cycle End Date specified when generating the report (and there is not a Hire/Rehire Date after the Termination Date).
If applicable, enter the date for the last status change within the pay cycle for the employee in the Status Reason Date custom field. The system will automatically generate the most recent hire/rehire date or latest termination date (as entered in the Employee Dates List on the Employment screen in the Employee File) as the Status Reason Date for the employee if it is within the Cycle Start and End Dates specified when generating the report. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Only for employees who participate in a PERSI sick leave plan (those with Yes entered in the Sick Leave Eligible custom field (or generated as Yes from the default)), enter the sick leave rate for the employee in the Sick Leave Rate custom field if different than the amount calculated by the system. The amount automatically calculated by the system is the maximum (greatest) of the rates of the pay codes for the employee on the Wages screen in the Employee File for those defined with an Earning Type of S for Sick Leave on the Pay Codes tab when generating the report.
Tip: The amount entered here would be the employee's daily or hourly sick leave rate depending on whether sick leave is tracked (and reported) for the employee in days or hours.
Only for employees with a contribution class or reported class of 3 for Teachers (those with 3 entered in the Contribution Class/Reported Class custom field (or generated as 3 from the default)), enter the percentage of the contract (from 1 to 100) for the employee in the Contract Percent custom field if different than the default entered when generating the report. If the response for the employee is the same as the default, leave the Contract Percent custom field blank.
Click the Save button.
Verify that the following fields of information on the other various screens of the Employee File are also completed for each employee to be included on the report:
Name & Address screen:
First Name, Middle Name, and Last Name
Employee Status
Address including City, State, and Zip Code
Employment screen:
Social Security Number (Federal ID)
Gender
Birth Date
Hire/Rehire Date (in Employee Dates List)
Termination Date, if applicable (in Employee Dates List)
If needed, complete the fields at this time for the employee; then click the Save button.
Repeat Steps 2-3 for each applicable employee.