LA Retirement - Deductions

This option allows the user to perform all the functions needed to produce an electronic file of retiree benefits information for submission to TRSL (Teachers' Retirement System of Louisiana)

The LA Retirement - Deductions Report is accessed by selecting the following menu path: Human Resources > State > LA Retirement - Deductions.

Report Specific Setup

When the Setup action is selected, the program will display a window that allows the user to enter the Employer/Agency ID that is used in the export file name.

Loading the Data

Data is added individually for each employee desired, using the Add new function. See details below in the "Maintaining the Data" section.

Maintaining the Data

When the user selects LA Retirement – Deductions from the State menu, the main maintenance window will open. The user will be able to add, change, delete, view and print records using this window. The maintenance window has the following fields: Social Security Number, Employee Number, Employee Name, System Code, Benefit Sequence, Benefit Type Code, Benefit Status Code, Deduction Type, Deduction Amount, Date Reported and Maintenance Code. The window also has these options: Setup, Clear Dates, Edit List, Export File and Print History.

When the user adds a new record, the defaults listed below will be displayed. The user will be able to change these defaults if needed.

• Maintenance Code: A (Add)

• Deduction Type: 6070 (Retiree Health Insurance)

• System Code: 4 (Teachers Regular Plan)

The Employee Number field contains the standard Lookup icon for the user the search for the employee number. If an employee number is selected on the Employee Lookup window, the program will display the Employee Number and Employee Name in the corresponding fields. The Employee Number field will be a display-only field when viewing existing records.

When the user modifies an existing record:

• The Date Reported will be cleared – if it is not blank.

• The Maintenance Code will be change to C (Change), unless the user has changed the Maintenance Code to D (Delete - Stop).

When records that are no longer needed for the export file, the user can delete the record(s) using the standard Delete icon. Deleting records from this custom table will not delete records from the history table.

The Clear Dates option will prompt the user to enter a date (defaulting in the date of the latest submission) and will clear out the Date Reported on records that have a matching date. This action would be needed if the user needed to re-generate the export file.

Generating Reports and Files

The Edit List option will allow the user to create a preview report of the records that will be exported. The option selects records that have a blank in the Date Reported field. The report will contain the fields included in the 40-character export record, a total number of records, and totals for the amount fields. This option displays the standard

The Export File option enables the user to create an export file for the records (add, change, delete) that do not have a date reported. The initial export file will contain records for all employee premiums. Subsequent exports will include only added, changed, and deleted records where the Date Reported is blank. This option will also write the exported records to a history table; this table includes the fields in the export and an export date and time. The format for the export file name will be INSnnnn_mmyyyy.txt, where:

• nnnn – is the employer/agency ID entered on the Setup screen.

• mmyyyy – is the month and year of the file.

The Print History option allows the user to print a listing of exported records sorted by Date Reported with the most recent date first. This report is similar to the edit list and contains export date and report totals.

File Layouts and Data Mapping

The export file is a fixed-length text file in the format defined by TRSL for Retiree Insurance Deduction Updates.

NOTE: The deduction type-2 and deduction amount-2 are set to 0s. Only one deduction is submitted in each transaction.