[Mail_treas] SERS Reporting - New information

[Melissa Galliger]

Hello,

A few districts have been given the green light by SERS to start uploading files. I have attached a document that includes all the relevant SERS reporting information we have gathered to date.

Here are some new items of interest:

SUPPLEMENTAL JOBS
When you pay an employee on a supplemental job, you will need to make sure the pay is considered "Regular" with an earning code of: 01. That will be the only way you will be able to give that employee credit for retire days and hours. Please check your reports carefully to make sure this is correct. One thing to note about the supplemental job, if you have it set to a default calendar and mark it "Y" to equal pays, the system will likely pay the job as "ACC" accrued wages. To fix this problem, you will want to mark the job "N" to equal pays. (If you have a situation like this on your tape file, you will need to go into eSERS, once the file is uploaded, and change it to a "01" earning code and give the employee days and hours credit)

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Please see the example below, a job is marked "Y" to equal pays and on the DEF calendar, the system will automatically insert "ACC" as the pay type into future or current pay. Therefore, no service hours or days can be populated on the report:

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DOCKED PAY - retire hours are positive number
IMPORTANT: If you need to hand enter the retire hours into future or current pay for a "DCK" docked job, please be sure to make those a positive number. The system will subtract those hours from the employees service credit.

CONTRIBUTION CYCLE CODE
When running the SERSREG report, the "Pay Cycle" code should match the code you have in eSERS from when you created your payroll cycle schedule. If you have .seq files already created with the incorrect cycle code, the only way to fix it now is to transfer the file out of the payroll system, then open it in the Notepad program and edit that top line to include the correct cycle code. Please see the example below that shows where the cycle code is entered when going into SERSREG.

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SERSMONTH REPORT - MANDATORY
You will notice that the SERSREG.TXT report no longer provides FYTD totals, this is now listed on the SERSMONTH report. Please note that running the SERSMONTH report is **MANDATORY** at the end of each month.

TRANSFERING THE FILE
You may need to uncheck the "Delete Trailing Spaces" box before transferring your .seq files out of the payroll system. Please go to Setup and then the Translation Tab. Make sure the "Delete trailing spaces" in unchecked. This will allow the file to be in the correct format that is needed by eSERS.

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Please let me know if you have any additional questions.

Thanks,

Melissa Galliger
Fiscal Software Specialist
galliger at mveca.org
937-767-1468 ext 3123
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