North Dakota Teachers Retirement Report - New Format Setup Procedures

1. If not already defined, add the following custom fields to the Employee File.

• ND Teaching License Number (text custom field)

• License Expiration Date (date custom field)

• Member Exceeded IRC 401(a)(17) Limit (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)

Tip:  For school districts with the Human Resources module, if designated, the system will use the information entered in the License Number field and the Expires field from the most recent certificate as entered on the Certificates screen of the Employee File; therefore, only define and complete custom fields for ND Teaching License Number and/or License Expiration Date to override the information of an employee as entered in the Employee File in Human Resources, if applicable.

Steps to Add a Custom Field

Note:  If this step has already been completed, skip to Step 2.

2. Complete the applicable custom fields added in Step 1 for each employee who earns teachers 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 license number for the employee as issued by the state in the ND Teaching License Number custom field.  For school districts with the Human Resources module, only complete this custom field for an employee to override the license number from the most recent certificate as entered on the Certificates screen in the Employee File.

• Enter the date the teacher certificate (license) expires for the employee in the License Expiration Date custom field.  For school districts with the Human Resources module, only complete this custom field for an employee to override the expiration date from the most recent certificate as entered on the Certificates screen in the Employee File.

• If applicable, enter Yes or No for whether the employee reached the limit in the Member Exceeded IRC 401(a)(17) Limit 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 Member Exceeded IRC 401(a)(17) Limit custom field blank.  

• Click the Save button.

3. Verify that the following fields of information on the other various screens of the Employee File are also completed for each employee who earns teachers retirement:

Name & Address screen:

• First Name, Middle Name, and Last Name

• Prefix, if applicable

• Suffix, if applicable

• Previous Last Name, if applicable

• Address, including City, State, and Zip Code

• Primary Phone Number, including Phone Type

• Secondary Phone Number, including Phone Type, if applicable

• Business Email Address

• Personal Email Address, if applicable

Employment screen:

• Social Security Number (Federal ID)

• Gender

• Birth Date

• Marital Status

• 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.

4. Repeat Steps 2-3 for each employee that earns teachers retirement.