Retirement Reports

The CT Retirement Reports provide retirement member contributions and wage detail to be reported to the Connecticut Teacher Retirement Board. The Electronic File option generates a file which can be uploaded into the TRB software.

Report Specific Set-up

Prior to using the report application, the user should enter the following retirement-related information in the Human Resources Profile – State Window:

• Standard Retirement Deduction Code – Deduction code used for Connecticut retirement. This code must be entered prior to running the retirement report. Deductions must be set up for each employee subject to retirement prior to running the payroll calculation. There must be only one retirement deduction code.

• Low % – Percentage used to calculate the Health Insurance Fund contribution (currently 1.25%)

• High % – Percentage used to calculate the contribution posted to the membership/retirement account (currently 6%)

• Retirement Buy-Back Deduction Code – Deduction code used to report buy-back amounts (column 316)

• Voluntary Deduction Code – Deduction code used to report voluntary contributions (column 305)

• Additional Pay Retirement Deduction – The deduction code used for Connecticut retirement on additional pay that is not included in the annual retirement salary on the State Required page. The deduction must be set up as a table percentage equal to the total retirement deduction (low % + high %).

• TRB Employer ID – 3-digit Employer ID number assigned by TRB. This is reported as the employer's identification number.
  The user should also enter the following retirement-related information on the employee's State Required page for each employee who is subject to Connecticut retirement:

• On Ret Rpt? – Enter 'Y' for any employee who should be reported in the retirement report and included in the retirement calculations. Enter 'O' for any employee who should be reported in the retirement report, but where the Annual Ret Sal is entered and should not be calculated from the pay rates by the retirement deduction initialization process.

• Annual Ret Sal – Employee's annual salary for all active pay rates that are not exempt from the retirement deduction code. This is calculated by the CT Retirement Deduction Calculations.

• FTE Override – Employee's FTE to be used in prorating the salary that is reported on the retirement report. This is not required, but it can be entered for employees who have more than one pay rate making up a full-time equivalency. If the FTE Override is not entered, then the FTE from the employee's primary pay rate is used for the calculation.

Generating Reports and Files

1. Select State -> Human Resources -> CT Retirement Reports.

2. Select the report type – either 'Hard Copy' (printed report) or 'Electronic File' (which creates a file that can be imported into the TRB software for submission to the state).

3. Enter the information as specified:

   Field Name	Description
   Report Month	Enter the month of the reporting period.
   Report Year	Enter the year of the reporting period.
   Last Report Date	Date the previous Connecticut retirement report was run.  This date is used to compare with the Date Changed in Employee Activity to determine whether any employees have had an address change since the last time the report was run.
   Pay Groups	This is an optional entry that can be used to limit which employees are reported.

4. Click OK.

5. If you selected to output the hard copy report and you have permission to view social security numbers on reports, a message is displayed.
   Click Yes to print the Social Security numbers on the report, otherwise, the Social Security numbers will be printed in the masked format.

6. On the next window, select the destination for the report. 

7. If errors occurred, a message is displayed.

The electronic file option produces a file in a fixed-length format. The default file name is "retire.tpe". The default location for this file is the directory associated with the FASLOGDIR environmental variable.

Processing

The program will extract and report information for each employee who meets the following criteria:

1. The employee has 'Y' or 'O' in the On Ret Rpt? field in the State Required page.

2. The employee has an active deduction set up for the Standard Retirement Deduction

3. The employee's primary pay group matches one of the pay groups entered in the "Pay Groups" prompt (if it is not blank).

For each employee selected for processing, the system reports the compensation amounts using the Annual Retirement Salary ("Annual Ret Salary") in the employee's State Required page (database table empuser where page_no = 32000, database column ftext2), which is calculated by the CT Retirement Deduction Calculations, but can be overridden. If the CT Retirement Deduction Calculations process has been completed, and the Annual Retirement Salary has not been overridden, the value represents the total of the employee's annual salary from any active pay rates that are set up using pay codes that are not exempt from Connecticut retirement (i.e. pay codes which are not exempt from the Standard Retirement Deduction Code in the Human Resources Profile – State Window).

The Pensionable Compensation or Base Salary reported for the retirement period is the employee's Annual Retirement Salary divided by 10 plus the monthly deduction salary for the additional pay retirement deduction. The Earnable Compensation or Maximum Salary reported for the retirement period is the Base Salary for the period divided by the FTE plus the month the monthly deduction salary for the additional pay retirement deduction.

The FTE used to calculate the Maximum Salary comes from the employee's primary pay rate unless a value exists in the "FTE Override" (database table empuser where page_no = 32000, database column ftext4), in the employee's State Required page, in which case it will use that FTE instead. The FTE Override is not required, but you may want to enter it for an employee who has more than one pay rate that both contribute to the Annual Retirement Salary if the FTE on their primary pay rate is less than 1.00.

The Regular and Health contribution amounts reported for Connecticut retirement are calculated from the Month-to-Date deduction accrual amount (deduct.taken_m) for the Standard Retirement Deduction and Additional Pay Retirement Deduction using the Low % and High % fields in the Human Resources Profile – State Window in the following way:

• Health Contribution = (Regular Deduction Month-to-Date amount x Low % / (Low % + High %)) +

(Additional Pay Retirement Deduction Month-to-Date amount x Low % / (Low % + High %))

• Regular Contribution = (Regular Deduction Month-to-Date amount – Regular Health contribution) +

(Additional Pay Retirement Deduction Month-to-Date amount– Additional Pay Health contribution)

The Voluntary contribution and Contract (i.e. Buy-Back) contributions are taken directly from the Month-to-Date deduction accrual amounts (deduct.taken_m) from the deduction codes associated with the Voluntary Deduction Code and Retirement Buy-Back Deduction Code, respectively.

If there are any employees who have 'Y' or 'O' in their "On Ret Rpt?" field in the State Required page, but do not have an active deduction set for the Standard Retirement Deduction, an error message will be printed to an error report. The name of the error report file is "retexcep.log". The error report is located in the directory associated with the FASRPTDIR environmental variable. The error messages are in the following format:

EMPLOYEE: 9999 PERSON, TEST NOT REPORTED: DOES NOT HAVE A RETIREMENT DEDUCTION

File Layouts and Data Mapping

The following tables show the Connecticut field names, the Tables and Columns, and from where the data is retrieved for the CT Retirement file.

Transmittal Header Record

Contains header information such as the employer identification, file creation date, and reporting date.

Detail Transaction Record

Contains demographic, compensation and contribution information for the individual employees.

Transmittal Trailer Record

Contains totals for the reporting period.