LA Retirement Report - Monthly
The LA Annual Sick Leave Report is accessed by selecting the following menu path: Human Resources > State > LA Retirement Report - Monthly.
Report Specific Setup
Before running either the annual or monthly retirement report the user should update information on the Human Resources – State page (Menu path System Administration ->All->Profiles->Human Resources Profile, then State Window in the action bar). The Employer Information section impacts the Annual and Monthly Retirement reports.
Field Name | Description |
|---|---|
Employer TRSL ID | Enter the 4-digit employer ID to be used when reporting on the TRSL (Teachers' Retirement System of Louisiana) plan. This ID is also used for LSERs (Louisiana School Employees' Retirement System. |
Employer ORP ID | Enter the 4-digit employer ID to be used when reporting on the ORP (Optional Retirement Plan). |
Employer PAR ID | Enter the 4-digit employer ID to be used when reporting on the PAR (Parochial Employees' Retirement System of Louisiana). |
Employer STA ID | Enter the 4-digit employer ID to be used when reporting on the STA (Louisiana State Employees' Retirement System, also known as LASERS). |
Leave Status Codes | Enter up to four leave codes that will allow submission of a record with zero gross and deduction amounts. |
The user must enter at least the Employer TRSL ID. If only the TRSL ID is entered then that will be used for any other retirement systems.
For the monthly report only, the user must set up the retirement code details to be included in the monthly report. This is accessed by clicking the Setup action on the monthly retirement report page.
Click 'Find' to query any existing setup records based on the search criteria entered. After the records are displayed, the user can highlight the desired record and click 'OK' to review and update. To add a record click 'New' in the File Options on the action bar and enter the appropriate information. To delete a record, highlight the desired record and click 'Delete' in the File Options on the action bar.
The following chart explains the usage of each field on the setup records:
Field Name | Description |
|---|---|
Retirement Code | Select from a list of deduction codes that are defined in the payroll system. The code is used to identify the retirement deductions. Enter a record for each retirement code for which employees should be reported. |
System Code | Select the retirement system code that is designated for the retirement code. Options are as follows: 1 = School employees retirement system – reported to LSERS 2 = Teacher retirement system plan A –reported to TRSL 3 = Teacher retirement system plan B –reported to TRSL 4 = Teacher retirement system regular –reported to TRSL 6 = Employee optional retirement plan –reported to TRSL 8 = Parochial retirement plan – reported to PAR 9 = State retirement plan – reported to LASERS |
Contribution/Carrier | The contribution type designated for the retirement code. When the work file is loaded one record will be created per contribution type and system code for each employee. If the employee has more than one retirement code with the same contribution type and the system code, the sum of those contributions will be reported. NOTE: Earnings are not reported for PIP contribution types 20 or 40. |
Include Earnings | This is checked by default. When checked, the monthly gross earnings associated with this retirement code, system code and contribution type will be included in the earnings reported. Uncheck this box if the earnings should not be included; this may be necessary to prevent double-reporting of wages for employees who have more than one retirement code with the same contribution type and system code. |
Loading the Data
The 'Load' option retrieves the data elements for all reportable employees and stores the information in a separate work table. A new retirement record will be created for each employee with active retirement deductions, for each unique contribution type and system code. Any existing records in the work table will be removed.
To load employee information from Human Resources into the work table select the 'Load' action from the action bar on the main page of LA Retirement Report - Monthly. The following confirmation box is displayed – click 'Yes' to continue:
Data Definitions
The following table shows the source of each field in the work table:
Description | Field Name | Data Source |
|---|---|---|
Employee Number | Empl_no | Employee table. Used as the key kinking to payroll tables. |
Social Security | ssn | Employee table |
Member Name | Name | Employee table. Includes last name, suffix, first name and middle name. |
System Code | Sys_code | Laretcode table. The system code assigned to the employee's retirement code |
Contribution Type | Cont_type | Laretcode table. The contribution type assigned to the employee's retirement code |
Actual Earnings | Earning | Deduct table. Monthly salary amount from the employee's retirement deduction (sal_m). If the employee has more than one active deduction in the same contribution type and system code, only the salary of the retirement code with the "Include Earnings" flag set to "Y" will be included. |
Employer Contribution | benefit | Deduct table. Monthly employer contribution (cont_m). Sum for all deduction records for the employee with the same contribution type and system code. |
Employee Contribution | Contr | Deduct table. Monthly employee deduction taken (taken_m). Sum for all deduction records for the employee with the same contribution type and system code. |
Full Time Earnings | Empuser table. Full time earning amount from the employee's retirement screen (ftext5) If the field is blank: For full time employees, the actual earnings will be used, plus the monthly amount from any pay code that begins with '09' and is not exempt from the retirement deduction. For part-time employees the amount will be calculated as primary pay rate * 35 * 4. |
Maintaining the Data
Once data is loaded the user can perform searches, add, update and delete records from the main page of LA Retirement Report - Monthly.
Click 'Find' to query the existing records based on the search criteria the user entered. After the records are displayed, the user can highlight the desired record and click 'OK' to review and update. To add a record click 'New' in the File Options on the action bar and enter the appropriate information. To delete a record, highlight the desired record and click 'Delete' in the File Options on the action bar.
Please see the data definitions table in the Loading the Data section above for detailed descriptions of the fields.
Generating Reports and Files
To generate the LA Annual Retirement Report, click the "Reports" action in the action bar. The following page will be displayed:
Select the type of report: 'Hard Copy' for a printable pdf file; 'Electronic File' for the flat file to be submitted to the retirement system.
Under 'Report Criteria', enter the Month and Year being reported. The values entered will be used in the output report and electronic file.
Also under 'Report Criteria', select a reporting system. All records in the work table for the selected reporting system code will be reported. Report System options relate to system codes as follows:
Report system in dropdown | System code in work file |
|---|---|
TRS - TRSL | 2, 3 and 4 |
SER - LSERS | 1 |
ORP- ORP | 6 |
PAR - PAR | 8 |
STA - STATE | 9 |
File Layouts and Data Mapping
TRSL Format
The following format is used for system codes 1, 2, 3, 4, 8 and 9 (all except the ORP system):
Salary Contribution (SAL) Input File – Transaction Layout
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
System Code | Numeric | 1 | 1 | Laretfile.sys_code. TRSL defines the following codes: 2 – School Lunch Plan A; 3 – School Lunch Plan B; 4- Teachers Regular Plan. |
Social Security Number | Numeric | 9 | 2 | Laretfile.ssn (hyphens removed) |
Filler | Alpha | 1 | 11 | Blanks |
Employer ID | Numeric | 4 | 12 | Human Resources Profile State Window –
|
Contribution Type | Numeric | 2 | 16 | Laretfile.cont_type. TRSL defines the following types: 10 – Regular Unsheltered; 30 – Regular Sheltered |
Reporting Month-Year | Numeric | 6 | 18 | Month and Year entered on report page, formatted as mmyyyy |
Filler | Numeric | 4 | 24 | Zeros |
Actual Earnings | Numeric | 9 | 28 | Laretfile.earning.* |
Contributions | Numeric | 9 | 28 | Laretfile.contr * |
Full-Time Earnings | Numeric | 9 | 37 | Laretfile.full_earn * |
Member Name | Alpha | 26 | 55 | Laretfile.name |
*Dollar amounts are Zero-filled with implied decimal, e.g. 5,425.85 is reported as 000542085
Salary Contribution (SAL) Input File – Transmittal Record Layout
One Transmittal Record is created as a trailing record following transaction records for each system.
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
System Code | Numeric | 1 | 1 | Laretfile.sys_code. TRSL defines the following codes: 2 – School Lunch Plan A; 3 – School Lunch Plan B; 4- Teachers Regular Plan. |
Employer ID | Numeric | 4 | 2 | Human Resources Profile State Window –
|
Filler | Alpha | 1 | 6 | Blank |
Reporting Month-Year | Numeric | 6 | 7 | Month and Year entered on report page, formatted as mmyyyy |
Total Earnings | Numeric | 10 | 13 | Sum of Laretfile.contr for the system code being reported * |
Total Sheltered Contributions | Numeric | 9 | 23 | Sum of Laretfile.earning for the system code being reported, where cont_type = 10 (unsheltered contributions) . * |
Total Unsheltered Contributions | Numeric | 9 | 32 | Sum of Laretfile.earning for the system code being reported, where cont_type = 10 (sheltered contributions) . * |
Total Full-Time Earnings | Alpha | 10 | 41 | Sum of Laretfile.full_earn for the system code being reported * |
Filler | Alpha | 30 | 51 | Blanks |
*Dollar amounts are Zero-filled with implied decimal, e.g. 5,425.85 is reported as 000542085
Optional Retirement Plan Format
Following is the format used for System Code 6 – ORP
Field | Format | Length | Position | Location in the Application |
|---|---|---|---|---|
System Code | Numeric | 1 | 1 | Laretfile.sys_code. Always 6 for ORP. |
Social Security Number | Numeric | 9 | 2 | Laretfile.ssn (hyphens removed) |
Employer ID | Numeric | 4 | 11 | Human Resources Profile State Window – For ORP system: hrmstate.state3 |
End-of-Month Date | Numeric | 8 | 15 | Month and Year entered on report page, with the last day of the month determined by the program, and accounting for Feb. 29 in a leap year. Formatted as mmddyyyy |
Carrier Code | Numeric | 2 | 23 | Laretfile.cont_type TRSL defines the following types tor ORP: 01 – ING; 02 – TIAA-CREF; 03 - VALIC |
Salary | Numeric | 8 | 25 | Laretfile.earning * |
Employer Contributions | Numeric | 8 | 33 | Laretfile.benefit * |
Employee Contributions | Numeric | 8 | 41 | Laretfile.contr * |
Name | Alpha | 26 | 49 | Laretfile.name |
Filler | 6 | 26 | 75 | Blanks |
*Dollar amounts are Zero-filled with implied decimal, e.g. 5,425.85 is reported as 000542085