NH Retirement Payroll Report 3.0

The New Hampshire Retirement System (NHRS) requires employers to submit monthly reports containing member records and information. Reporting also includes the monthly payment of employer and member contributions. 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 Retirement Payroll Report 3.0.

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 3.0 records matching the Load Criteria selected on the NH Monthly Retirement Report 3.0 - Load page are selected and reported.

Prerequisite

Enter valid information on the following pages:

Setup

Retirement Deduction Codes

Before generating the NH Retirement Payroll report, enter valid information in the required fields on the NH Teacher Retirement 3.0 - 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

The Retirement Deduction 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

Subgroup

The state-defined NHRS subgroup.

Select:

3123 - Employee
0163 - Teacher

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
School Year Start Date	The school year's beginning date.
School Year End Date	The school year's ending date.
Active Pay Rates	Indicates whether the contract salary calculation is based on all pay rates for an employee that does not have the status of Inactive or Terminated and where the NHRS Type on the Pay Codes page for the pay rate is Base Salary.
Primary Pay Rate	Indicates whether the contract salary calculation is only for the primary pay rate of an employee.
Replace Annual Base Salary	Indicates whether the Annual Base Salary on the Wages/Taxes tab of the NH Retirement Payroll Report 3.0 page should be replaced with the Contract Salary.
Balloon Pay Runs	The pay runs that exclusively contain balloon payments. Paycheck information for balloon pay runs is loaded with a record type of ADJUSTMENT - 2547. These pay runs are reported in the XML report as RecordType 2547.

Maintain Data

This current version of the NH Retirement report is referred to as Version 3 or the NH Retirement Payroll report. The previous version of the NH Retirement report is referred to as Version 2 or the NH Monthly Retirement report. Version 2 records are display-only, and you cannot update them. You can create Version 3 records only.

The record deletion functionality works in the following way:

If there are two or three records in a month for an employee, the first delete action leaves the NHRS demographic record intact so that the other payroll records for the employee are available.
If there is only one record in a month for an employee, the delete action removes the employee's remaining demographic and payroll record.

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 Retirement Payroll Report 3.0 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 create Version 3 records only.
You can edit or delete records:
- To edit a record, select the record and then select Accept. Update the information and select Accept.
  
  You can update Version 3 records only.
- 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 (Version 2 only) Select: SCHEDULED -3319 UNSCHEDULED - 3414 DEMOGRAPHIC - V2 ONLY
Pay Period Start Date	The pay period's beginning date.
Pay 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 Number	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 Employer current pre-tax codes Employer current post-tax codes Medical subsidy pre-tax codes Medical subsidy post-tax 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 Plan Information Tab

Field	Description
Employee Number	Enter or select the Employee number.
Social Security Number	The employee's Social Security number is retrieved from the Employee Information page.
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.
Middle Name	The employee's middle name is retrieved from the Employee Information page.
Suffix	The employee's name suffix is retrieved from the Employee Information page.
Marital Status	The employee's marital status is retrieved from the Employee Information - State Required 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.
New Hire	Indicates whether the employee is a new hire.
Rehire	Indicates whether the employee is a rehire.
Subgroup	The state-defined NHRS subgroup. The value is retrieved from the Employee Information - State Required page. If the value is not set, select: 3123 - Employee 0163 - Teacher
Final Report	Indicates whether this is the employee's final report. The Final Report flag is set on the employee's last pay period record if terminated before the reporting period's end date.
Hire Date	The employee's hire date is retrieved from the Employee Information - State Required page.
Participation Begin Date	The beginning date of the employee's NHRS membership is retrieved from the Employee Information - State Required page.
Termination Date	Select the employee's termination date.
Termination Reason	The employee's termination reason is retrieved from the Employee Information - State Required page. If the value is not set, select the reason for termination.
Death Type	Select the type of death if the reason for termination of employment is death.
Death Date	Select the date of death if the reason for termination of employment is death.

Employee Contact Information Tab

Field	Description
Effective Date	The employee's address effective date is retrieved from the Employee Information - State Required page.
Address Type	The employee's address type. The valid value is always Home.
Address	The first line of the employee's address is retrieved from the Employee Information page.
Address 2	The second 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.
Home Phone	The employee's home phone number is retrieved from the Employee Information page.
Work Phone	The employee's work phone number is retrieved from the Employee Information page.
Cell Phone	The employee's cell phone number is retrieved from the Employee Information page.
Main Email Address	The employee's primary email address is retrieved from the Employee Information page.
Other Email Address	The employee's secondary email address is retrieved from the Employee Information page.

Wages/Taxes Tab

Field	Description
Pay Date	Select the employee's check date for the reporting period.
Record Type	Indicates the type of record. Select: Normal - 2544 Adjustment - 2547
Contract Begin Date	Select the beginning date of the employee's contract.
Contract End Date	Select the ending date of the employee's contract.
Contract Salary	Enter the employee's contract salary.
Pay Period Frequency	Select the pay period's frequency for teaching staff.
Job Share	Indicates if the employee holds a job share position.
Job Share Position	Enter the employee's job share position.
Apply Subsequently	Indicates if the employee's job share position applies to subsequent pay periods in this batch.
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 - V2 Only JS10 - Job Share 10 - V2 Only PT - Part - V2 Only
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.
Annual Base Salary	Enter the employee's annual base 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.
Employee Current Pre Tax Amount	Enter the employee's 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.
Employee Current Post Tax Amount	Enter the employee's 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.
Employer Current Pre Tax Amount	Enter the employer's contribution amount paid on the employee's pre-tax earnings. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Employer Current Post Tax Amount	Enter the employer's contribution amount paid on the employee's after-tax earnings. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Medical Subsidy Pre Tax Amount	Enter the medical subsidy amount paid on the employee's pre-tax earnings. The limit is 11 total numeric characters plus a decimal, with up to nine digits before and up to two digits following the decimal.
Medical Subsidy Post Tax Amount	Enter the medical subsidy amount paid on the employee's after-tax earnings. 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 3.0 - Reports page, select Reports.
Select the Report Start 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.