Payroll Information - State Required
Use the Payroll Information - State Required page to store employee-specific Michigan retirement information that supplements the main Michigan retirement reporting system. This data is stored in the empuser table and is used by the Michigan retirement load and reporting processes.
Some fields are specifically for retired employees who continue to work (Retire Number, Retire Code, Class (Acct)), while others apply to all employees in the retirement system.
Before generating the reports, enter valid information on the Payroll Information - State Required page.
Enter information for regular employees
On the Employee Information page, the Pending Status for a regular employee is blank.
On the start page, select Human Resources.
Select Entry & Processing, then from the Employee menu, select Employee Information.
Enter the Search Criteria and select Search. Alternatively, you can select Exclude Pending Employees and then select Search.
Refer to Search for records for more information.Select the relevant employee record and select Accept.
Select Payroll Information and then select State Required.
Refer to the Field descriptions and enter valid information.
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 and select Search. Alternatively, you can select Only List Pending Employees and then select Search.
Refer to Search for records for more information.Select the relevant employee record and select Accept.
Select Michigan Retirement.
Refer to the Field descriptions and enter valid information.
Select Finish.
On the navigation bar, select Finish.
Select OK.
Field descriptions
The following table describes the fields on the Payroll Information - State Required page:
Field | Description | Valid values | Referencing Reports |
|---|---|---|---|
Special Exempt | The total special exemption amount for the employee. Used in Michigan retirement calculations for employees with special tax exemptions. The default is 0.00. | Not applicable | |
New Hire Rptd | Tracks whether the employee has been reported as a new hire to the state. After the electronic file is created, this field is set to Y to prevent the same employees from being reported again. The default is N. | Valid values:
| |
Officer | Indicates whether the employee is a corporate officer or executive. | Valid values:
| |
Visa Wage | The wages paid to employees working under a visa (non-citizen workers). | Valid values:
| |
Season Empl | Indicates whether the employee is a seasonal worker. | Valid values:
| |
Unit Number | The three-digit worksite or unit location identifier for the employee. | Not applicable | |
Status Code | The status code for inactive employees. Used to track the employment status of employees for retirement reporting purposes. Status codes 03, 11, 12, 13, and 15 are reported only once. If the status date is before the loading start date, these status codes are not loaded again. The state no longer requires this field. The data will still be sent to the state; however, the state will ignore these codes. | Valid values:
| |
Status Date | The effective date for the status code. The state no longer requires this field. The dates will still be sent to the state; however, the state will ignore the status dates. | Not applicable | |
Retire Number | The state-assigned retirement number for retired employees. | Not applicable | None |
Retire Code | The employee’s retirement code. Categorizes the type of retirement or retirement plan for the employee. The retirement code must be set up on the User Defined Table page in the user-defined table RC. | Valid values:
| ORS-PSERS (Public School Employees Retirement) – Federal/ORP Wages Report (codes 02 and 11 only) |
Retire Date | The employee's retirement date. Populate this field only if the employee is retired. | Not applicable | None |
Retire Hours | The standard retirement hours for the employee. For salaried employees only; used to calculate hourly rates when needed for retirement reporting. Reported as hours (override) for the wage record for the employee’s primary rate. This value is used only if the account codes are the basis for the Office of Retirement Services (ORS) class. | Not applicable | |
Class (Acct) | The retirement class or account code. For retired employees who are still working, it indicates which retirement class they fall under for proper reporting. Reported as Class code in the DTL2 record for the employee’s primary rate. If the field is blank, the ORS class code linked with the employee’s job class in the check history record or pay rate record will be loaded into the work file. | Not applicable | |
Pay Rate | Stores the employee's pay rate for retirement calculations. For employees with hourly or daily rates only; used when retirement reporting requires a specific rate that differs from the payroll rate. If this field is not blank, the system will attempt to calculate an hourly rate for employees with the pay method P or R. | Not applicable | |
D4 Status Code | The status code for Detail 4 (Defined Contribution) records. Used for employees in defined contribution retirement plans to indicate their plan status. The Detail 4 status code and date are loaded into the Defined Contribution/Detail 4 record for the employee if a status code exists. When the report is generated, the status code and date are compared to the previously reported status code and date. If either the status code or date has changed, then the current status code and date are reported on the Defined Contribution/Detail 4 record. Otherwise, zeros are reported for both the status code and date. Regardless of the value in this field, the employee is included in the report only if they received wages. | Valid values:
| |
D4 Status Date | The status change date for the Detail 4 record. Records when the D4 status code became effective; used in defined contribution plan reporting. Regardless of the value in this field, the employee is included in the report only if they received wages. | Not applicable |