NH Monthly Retirement Report

The New Hampshire Retirement System (NHRS) requires monthly reports from employers with information regarding NHRS retirees on their payroll, including hours worked and all compensation paid. Under the law, employers are required to report member data every month. NHRS uses the reported data to:

Calculate and finalize retirement benefits
Process member refunds
Prepare annual member statements
Provide members with personal data

Menu Path

From the Human Resources menu, select State. From the State menu, select NH Monthly Retirement Report.

Submission Period

You must submit reports by the 15th of the following month (for example, reporting for August is due before September 15). However, you can create batch reports and submit them as early as 25 days before the 15th of the month.

Selection Rule

Employees with valid Version 2.0 records matching the Load Criteria selected on the NH Monthly Retirement Report - Load page are selected and reported.

Prerequisite

Enter valid information on the following pages:

Setup

Retirement Deduction Codes

Before generating the NH Monthly Retirement report, enter valid information in the required fields on the NH Teacher Retirement - Retirement Deduction Codes page.

Select Retirement Deduction Codes.
Specify the search criteria to find the required codes.
Select Search.
To add a record, select Add new. Refer to Field Descriptions, select information in the required fields, and then select Accept.
You can edit or delete records:
- To edit a record, select the record and select Accept. Update the information and select Accept.
- To delete a record, select the record, Delete, and then select Yes.

Field Descriptions

Field

Description

Deduction Code

The Retirement Deduction code.

The codes in the drop-down are retrieved from the Deduction table.

Retirement Type

Select:

CPRT - Employee Current Pre-Tax
CPST - Employee Current Post-Tax
APRT - Additional Contribution Pre-Tax Codes
APST - Additional Contribution Post-Tax Codes
SRVP - Service Purchase Codes
EPRT - Employer Current Pre-Tax - V3
EPST - Employee Current Post-Tax - V3
MPRT - Medical Subsidy Pre-Tax - V3
MPST - MPRT - Medical Subsidy Post-Tax - V3

Load Data

Select Load.
Refer to Field Descriptions and select or enter valid information.
Select Accept, then Yes.
Select the Destination for the error log:
- Select File to save the error log in .log format.
- Select Screen to save the error log in .pdf format.
Select OK.
Review the error log, make the necessary corrections, and repeat these steps until all the required data is loaded.

Field Descriptions

Field	Description
Report Start Date	The reporting period's beginning date. This date should match the earliest if you report multiple pay periods within a batch.
Report End Date	The reporting period's ending date. This date should match the latest if you report multiple pay periods within a batch.
Batch Type	Indicates whether the batch is part of: the normally scheduled batch an unscheduled batch for pay period changes Select: SCHED = Scheduled UNSCH = Unscheduled
Batch ID	The ERS-assigned Batch ID is required for all scheduled batches. For each qualified NHRS member, one record is loaded into the Retirement table. An eligible NHRS member is an employee who has earned an income during the specified date range and has a retirement deduction code on their Deduction page that match any of the following types of retirement deduction codes: Current contribution pre-tax codes Current contribution post-tax codes Additional contribution pre-tax codes Additional contribution post-tax codes Service purchase contract codes

Maintain Data

This earlier version of the NH Retirement report is referred to as Version 2 or the NH Monthly Retirement report. The current version of the NH Retirement report is referred to as Version 3 or the NH Retirement Payroll report. Version 3 records are not displayed on the NH Monthly Retirement Report page. You can add, update, and delete Version 2 records only.

You can correct loaded data before submitting the report. However, any corrections to application information must also be updated in the source data.

On the NH Monthly Retirement Report page, filter records by the search criteria.
To add a record, select Add new. Refer to Field Descriptions, enter information in the required fields, and then select Accept.
You can edit or delete records:
- To edit a record, select the record and then select Accept. Update the information and select Accept.
- To delete a record, select the record, Delete, and then select Yes.

Field Descriptions

General Tab

Field	Description
Report Start Date	Select the reporting period's beginning date. The default is the first day of the current month.
Report End Date	Select the reporting period's ending date. The default is the last day of the current month.
Batch Type	Indicates whether the batch is part of: the normally scheduled batch an unscheduled batch for pay period changes a batch to update demographic changes Select: SCHEDULED -3319 UNSCHEDULED - 3414 DEMOGRAPHIC - V2 ONLY
Period Start Date	The pay period's beginning date.
Period End Date	Select the pay period's ending date.
Period ID	Enter the pay period's identification number. The limit is 12 characters.
Batch ID	The ERS-assigned Batch number is required for all scheduled batches. For each qualified NHRS member, one record is loaded into the Retirement table. An eligible NHRS member is an employee who has earned an income during the specified date range and has a retirement deduction code on their Deduction page that match any of the following types of retirement deduction codes: Current contribution pre-tax codes Current contribution post-tax codes Additional contribution pre-tax codes Additional contribution post-tax codes Service purchase contract codes The limit is ten numeric characters.
Fund ID	Enter the Pension Gold fund identification number. The default is 1 for NHRS. The limit is ten numeric characters.
Employer ID	The NHRS-assigned Employer ID. The limit is 11 numeric characters.
Fiscal Year	Select the state fiscal year.
Report Date	Select the report submission date.

Employee Tab

Field	Description
First Name	The employee's first name is retrieved from the Employee Information page.
Last Name	The employee's last name is retrieved from the Employee Information page.
Social Security Number	The employee's Social Security number is retrieved from the Employee Information page.
Gender	The employee's gender is retrieved from the Employee Information page.
Birth Date	The employee's birth date is retrieved from the Employee Information page.
Entry Date	The date the employee got NHRS membership through their first NHRS-affiliated employer is retrieved from the Employee Information - State Required page.
Employment Date	Select the date when the employee started working for their first NHRS-affiliated employer.
New Member	Checkbox to indicate if the employee is a new NHRS member being reported for the first time.
Address Effective Date	The employee's address effective date is retrieved from the Employee Information - State Required page.
Address Type	The employee's address type.
Address	The first line of the employee's address is retrieved from the Employee Information page.
City	The employee's city is retrieved from the Employee Information page.
State	The employee's state is retrieved from the Employee Information page.
Zip	The employee's zip code is retrieved from the Employee Information page.
Country	The employee's country is retrieved from the Employee Information - State Required page.
Country Code	Enter the international calling code of the employee's country.
Phone Type	The employee's phone type. Select: Home Work
Area Code	Enter the employee's area code.
Phone	Enter the employee's phone number.

Wages/Taxes Tab

Field	Description
Pay Date	Select the employee's check date for the reporting period.
Action	The Action code. Select: N - Normal R - Replacement A - Adjustment
SPC Payment	Enter the employee's service purchase contract payment. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Earnable Salary	Enter the employee's annual salary on which contributions are calculated. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Base Pay	Enter the employee's basic pay amount for the pay period. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Compensation Over Base Pay	Enter the employee's compensation over basic pay for the pay period. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Extra or Special Duty Pay	Enter the employee's extra or special duty pay for the pay period. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Units Worked	The number of units worked by the employee. Enter 1 for NHRS.
Units Indicator	The unit of measurement. Enter Mon to indicate monthly for NHRS.
Employment Type	The employment type is retrieved from the Employee Information - State Required page. If the value is not set, select: FT12 - 12 Month FT10 - 10 Month JS12 - Job Share 12 JS10 - Job Share 10 PT - Part
Employment Type Effective Date	Select the date when the employment type became effective.
Job Class	The Job Class is retrieved from the Employee Information - State Required page. If the value is not set, select: EPS - Employee Political State ES - Employee State FPS - Fire Political State FS - Fire State PPS - Police Political State PS - Police State TPS - Teacher Political State TS - Teacher State
Job Class Effective Date	Select the date when the Job Class became effective.
Current Annuity Pre Tax Amount	Enter the employee's current contribution amount paid from the pre-tax amount. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Current Annuity Post Tax Amount	Enter the employee's current contribution amount paid from the after-tax amount. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Additional Annuity Pre Tax Amount	Enter the employee's additional contribution amount paid from the pre-tax amount. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Additional Annuity Post Tax Amount	Enter the employee's additional contribution amount paid from the after-tax amount. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.

Create File

On the NH Monthly Retirement Report page, select Reports.
Select the Report Start Date, Report End Date, and Batch Type.
Create a hard copy of the report to verify data before you create the electronic file:
1. Select Hard Copy - Sort by SSN or Hard Copy - Sort by Last Name.
2. Select Accept.
3. If you have the security to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Yes.
4. Select the Destination for the report:
  - Select File to save the report in .rpt format.
  - Select Screen to save the report in .pdf format.
  - Select Excel to save the report in .xls format. Select the required Excel Options.
5. Select OK.
Save the file.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
1. Select XML Format.
2. Select Accept.
3. Select OK.

Follow the state's submission procedures.