Payroll Information - State Required
Before generating reports, ensure that you enter valid information on the Illinois State Retirement page.
Enter Information for Regular Employees
Regular employees do not have a Pending Status of Add Pending on the Employee Information page.
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the search criteria, then select Search. Alternatively, you can select Exclude Pending Employees and then select Search.
Select the relevant employee record, and then select Accept.
Select Payroll Information, and then select State Required.
Refer to Field Descriptions and enter valid information in the required fields.
Select Accept.
Enter Information For Pending Employees
Pending employees require additional information to complete the employee record. On the Employee Information page, the Pending Status on the record displays Add Pending.
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the search criteria, then select Search. Alternatively, you can select Only List Pending Employees and then select Search.
Select the relevant employee record, and then select Accept.
Select Illinois State Retirement Screen.
Refer to Field Descriptions and enter valid information in the required fields.
Select Finish.
On the navigation bar, select Finish.
Select OK.
Field Descriptions
The following table describes the fields and reports that reference the fields on the Illinois State Retirement page.
Field | Description | Referencing Report |
|---|---|---|
Employ Type | The employee's employment type, as defined by TRS, used in calculating annual salary and days paid. Valid values:
The Employ Type field is mandatory for the IL TRS Payroll report. Therefore, ensure that you enter a valid TRS employment type before running the report. | |
Member Plan Cd | The IMRF Member Plan code, either tier 1 or tier 2, for IMRF contributions other than voluntary contributions. The default value is RG01. Valid values:
The IMRF Member Plan codes entered for the employee should be the primary plan associated with deduction codes listed on the Human Resources Profile - State page in the IMRF Code #1, IMRF Code #2, or IMRF Code #3 fields. As plan codes for additional voluntary contributions are assigned during report processing based on the employee's primary plan code, do not enter plan codes for additional voluntary contributions. | |
On IDES Report | Specifies whether to include the employee in the quarterly/monthly wage report. Valid values:
| |
School ID | The four-digit number for the school where the employee is assigned. This number is the same as the last four digits of the 15-digit state-assigned RCDTS code for the school. | Previously this field was used by the IL Teacher Service Record Report and is no longer required. |
Loc Status | The Location Status code that identifies employees serving in more than one school or school district. Valid values:
For example, use A for Central Office staff and B for employees headquartered at the Central Office, serving several schools. | Previously this field was used by the IL Teacher Service Record Report and is no longer required. |
Member ID | The employee's unique identification number. The limit is 11 numeric characters. | |
EIS Start Date | The employment start date to override the Employment Start Date field on the Employment Data tab of the IL Employment Information System. If the EIS Start Date field is blank, the date from the file imported during the Import Data process is used. If the employment start date is missing from the file imported during the Import Data process, the date is retrieved from the Hire Date or Original Hire fields on the Employee Information page. This depends on whether the Original Hire date is in the current school year (it uses the earlier date in that case). If Annual Employment Cycle is selected for all an employee's positions, the earliest Position Start Date is used as the Employment Start Date. | |
Hours Per Day | The number of hours worked by the employee per day. Used to calculate the number of days of leave without pay, which is used in calculating Days Paid. If the Leave Pay Method on the Human Resources Profile – State page is H – Hourly, then you should enter the Hours Per Day for employees whose employment type is F – Full-time or P – Part-time contractual. | |
Retired Flag | Indicates whether the employee is retired. Enter Y if the employee currently receives a retirement annuity. This field is the default value for the Retired Employee setting in the IL Employment Information System. |