Steps
to Add a Custom FieldAdd the following eight custom fields to the Employee File:
Position Code (referenced custom field, with the 3-digit position codes assigned by the Retirement Office as the referenced values; examples include: 001 for Superintendent and 030 for Teacher)
Term of Position (numeric custom field)
Part Time (referenced custom field, with Y for Yes as the referenced value)
Wage Type (referenced custom field, with the 1-digit codes assigned by the Retirement Office as the referenced values; examples include: C for PSRS Critical Shortage, O for Non-Member PSRS as Non-Certificated, R for Non-Member Retiree, S for PSRS Social Security, T for Non-Member Sub Teaching WAR Waiver, and W for PEERS Critical Shortage)
Payroll Cycle (referenced custom field, with the 1-digit codes assigned by the Retirement Office as the referenced values; examples include: W for Weekly, B for Bi-Weekly, S for Semi-Monthly, M for Monthly, and O for Other)
Employment Status (referenced custom field, with the 1-digit codes assigned by the Retirement Office as the referenced values; examples include: M for Military Leave and S for Sick Leave)
Employment Status Date (date custom field)
Annual Base Salary (numeric custom field)
Note: If desired, do not add a custom field for Annual Base Salary to instead have the system calculate the annual base salary automatically by adding the amounts in the Total Contract field for the specified pay codes for the applicable fiscal year end.
Note: If this step has already been completed, skip to Step 2.
Complete the applicable custom fields 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.
Enter the ID for the appropriate 3-digit position code for the employee in the Position Code custom field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the ID of Y for Yes in the Part Time custom field if the employee is part time; otherwise, leave the field blank if the employee is not part time.
If applicable, enter the ID for the appropriate 1-digit code for the retirement system and wage type being reported for the employee in the Wage Type 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, or press the Ctrl+F keys to access the search feature. The default code automatically assigned by the system is based upon the active retirement deduction defined for the employee; for example, P for PSRS Regular will automatically be assigned if the employee has the PSRS deduction, N for PEERS Regular if the employee has the PEERS deduction, or X for Non-Member if the employee does not have an active retirement deduction set up. Therefore, only complete the Wage Type custom field to assign the employee a code of C for PSRS Critical Shortage, O for Non-Member PSRS as Non-Certificated, R for Non-Member Retiree, S for PSRS Social Security, T for Non-Member Sub Teaching WAR Waiver, or W for PEERS Critical Shortage.
Enter the ID for the appropriate 1-digit code for the employee's payroll (reporting) type in the Payroll Cycle custom field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the ID for the appropriate 1-digit code for the status of the employee in the Employment Status 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, or press the Ctrl+F keys to access the search feature. The default code automatically assigned by the system is based on the Employee Status field on the Name & Address screen in the Employee File; for example, T will automatically be assigned if the employee has Terminated, Deceased, or Retired specified in the Employee Status field, L if Leave of Absence is specified, or A for Active if any other statuses are specified.
Note: The Employment Status will only be included on the report (file) if the employee has an Employment Status Date (see below) that is on or after the starting date of the employee's payroll cycle being reported.
If applicable, enter the date the employment status for the employee was effective in the Employment Status Date custom field. The system will automatically generate the Termination Date (as entered in the Employee Dates List on the Employment screen in the Employee File) as the Employment Status Date for the employee. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: The Employment Status Date (and Employee Status) will only be included on the report (file) if it is on or after the starting date of the employee's payroll cycle being reported.
Enter the number of months the employee is hired to serve in the Term of Position custom field if the number is different than default entered when generating the retirement report. If the number is the same as the default, leave the Term of Position field blank.
Note: This is the number of months the employee will actually work and not the number of payments the employee will receive.
To use the amount automatically generated by the system for the annual salary base for the employee (which is the sum of the amounts in the Total Contract field for the specified pay codes for the applicable fiscal year end), leave the Annual Base Salary custom field blank. Otherwise, enter the amount to report as the annual base salary for the employee in the Annual Base Salary custom field if different than the amount automatically generated by the system.
Click the Save button.
Click the Employment tab and verify the following are completed for each employee who earns retirement:
Social Security Number (Federal ID) field
Birth Date field
Hire/Rehire Date field (within the Employee Dates List)
Termination Date field, if applicable (within the Employee Dates List)
Click the Name & Address tab and verify the following are completed for each employee who earns retirement:
Employee Status field
Suffix field (only if II, III, IV, V, Jr., or Sr.)
Primary Phone Number field
Email Address field for the applicable type (Business, Personal, or Other)
Click the Wages tab and complete the following, if needed, for all the applicable pay codes for each employee who earns retirement:
To have the system automatically calculate the annual base salary for unit employees (if the Annual Base Salary custom field was not added in Step 1, or was not completed for the employee in Step 2), complete the Total Contract field for the appropriate unit pay codes. If the unit pay code has an amount designated in the Pay Rate field on the Wages screen, enter the number of units the employee will be paid with that particular pay code in the Total Hours field and then the system will automatically calculate the total dollar amount and display it automatically in the Total Contract field.
Click the Missouri Retirement tab and complete the applicable fields as follows:
Only if the employee's payroll (reporting) type for a particular pay code is different than the default one entered in the Payroll Cycle custom field (on the Custom Fields screen), enter the ID for the appropriate 1-digit code for the applicable pay code in the Payroll Cycle Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Payroll Cycle Override field blank.
Only if the employee's wage type for a particular pay code is different than the default one entered in the Wage Type custom field (on the Custom Fields screen), or the default wage type automatically assigned by the system for the employee if the Wage Type custom field is blank, enter the ID for the appropriate 1-digit wage type for the applicable pay code in the Wage Type Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Wage Type Override field blank.
Note: The Wage Type Override field is disabled if the Wage Type field is not completed on the Report Options screen in the Missouri Retirement Report.
Only if the employee's position code for a particular pay code is different than the default one entered in the Position Code custom field (on the Custom Fields screen), enter the ID for the appropriate 3-digit position code for the applicable pay code in the Position Code Override field, or click the down-arrow button to select the correct one. Otherwise, leave the Position Code Override field blank.
Note: The Position Code Override field is disabled if the Position Code field is not completed on the Report Options screen in the Missouri Retirement Report.
Click the Save button.
Repeat Steps 2-5 for each employee that earns retirement.