Iowa Retirement Report Setup Procedures

1. Add a date custom field to the Employee File for Hire/Rehire Date.  If this step has already been completed, skip to Step 2.

Steps to Add a Custom Field

Note:  Only add the custom field for Hire/Rehire Date if a date other than the most recent Hire/Rehire Date (as entered in the Employee Dates List on the Employment screen in the Employee File) needs to be reported for an employee.

2. If applicable, complete the custom field added in Step 1 for each employee who earns retirement.

• 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.

• If applicable, enter the date to be reported as the Hire/Rehire Date for the employee in the Hire/Rehire Date custom field.  Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.  Leave this field blank to use the most recent Hire/Rehire Date (as entered in the Employee Dates List on the Employment screen in the Employee File) as the Hire/Rehire Date for the employee.

• Click the Save button.

3. Click the Employment tab and complete the following fields for each employee who earns retirement.

• Enter the date the employee was hired in the Employee Dates List with the Date Type of Hire/Rehire Date.  Use the mm/dd/yyyy format.

• If the employee is terminated, enter the date the employee was terminated in the Employee Dates List with the Date Type of Termination Date field.  Use the mm/dd/yyyy format.

• If the employee returned to work at the school district after a break in service, enter the rehire date for the employee as a second Hire/Rehire Date in the Employee Dates List (with the Date Type of Hire/Rehire Date field).  Use the mm/dd/yyyy format.

• Click the Save button.

4. If needed, click the Deductions tab and bring up the retirement deduction; in the Member Number field, enter the 2-digit occupation class code to be included on the Retirement Report for the employee.  Prior to July 1, 2020, only the code of 11 for Education is applicable; after July 1, 2020, the applicable codes are 11 for Eduction or 28 for Licensed Teachers.  The system assumes 11 for Education if this field is left blank.

5. Repeat Steps 2-4 for each employee who earns retirement.