ERS Retirement Report - Maintain Earnings and Contributions Data

Use the NY ERS Retirement Report screen to load, maintain, report, and purge employee retirement data for submission to the New York State and Local Retirement System (NYSLRS) - Employees' Retirement System (ERS).

If errors are encountered during the Load data process, you can correct the source data on the Employee Information form of the NY ERS Retirement Report page. After corrections, you must purge and reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

On the NY ERS Retirement Report page, filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for records for more information.
  - To add a record, select Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.
  - To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
  - To download the information, select Download, then select Download PDF or Download as an Excel Document.

Field descriptions

The following table describes the fields on the Employee Information form of the NY ERS Retirement Report page.

Field	Description	Load logic - Data source and Valid values
Year	The fiscal year of the earnings and contributions data. The default is the current year. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Year field on the NY ERS Retirement Report - Load page.
Month	The month of the earnings and contributions data. The default is the current month. This field is view-only and cannot be updated after saving the record.	Populated during the data load process. The field value is retrieved from the Month field on the NY ERS Retirement Report - Load page.
Employee Number	The employee number. Select Lookup to search for and select an employee number. This field is view-only.	Populated during the data load process. The field value is retrieved from the Employee Number field on the Employee Information page.
NYSLRS ID	The unique identification number assigned to the employee by the New York State and Local Retirement Systems (NYSLRS) after submitting the Demographic and Job Data report for new employees.	Populated during the data load process. The field value is retrieved from the NYSLRS ID field on the ERS Information form of the NY Retirement Information page. The system identifies the NYSLRS ID based on the employee's job classification, matching the ERS Job Codes setup. This field value overrides the value in the NYSLRS ID field on the ERS Information form of the NY Retirement Information page. To report an employee for the first time, the valid value is New.
Employment Instance	A number of up to three digits that determines the job to include in the report. The employment instance is assigned to the employee by the NYSLRS after the Demographic and Job Data report for new employees is submitted.	Populated during the data load process. The field value is retrieved from the Employment Instance field on the ERS Information form of the NY Retirement Information page. The system identifies the Employment Instance based on the employee's job classification, matching the ERS Job Codes setup. This field value overrides the value in the Employment Instance field on the ERS Information form of the NY Retirement Information page. To report an employee for the first time, the valid value is New.
Social Security Number	The employee's Social Security number. This field is view-only.	Populated during the data load process. The field value is retrieved from the Social Security field on the Employee Information page.
Last Name	The employee's last name. This field is view-only.	Populated during the data load process. The field value is retrieved from the Last Name field on the Employee Information page.
First Name	The employee’s first name. This field is view-only.	Populated during the data load process. The field value is retrieved from the First Name field on the Employee Information page.
Earnings Code	The type of ERS retirement earnings code.	Valid values: DEF - Deferred Payment EAR - Elected and Appointed Reporting GRA - Grievance/Arbitration Award HOL - Holiday Payment LON - Longevity LSV - Lump Sum Vacation MNP - Miscellaneous Non-Pensionable MPE - Miscellaneous Pensionable NOT - Non-Pensionable Overtime OVT - Regular Overtime PEO - Private Entity Overtime RBC - Retroactive Pay/Balance of Contract RBS - Recurring Bonus Payments REG - Regular Earnings ROT - Retroactive Overtime Pay SLV - Unpaid Sick Leave WCS - Workers Comp. – State Populated during the data load process. The field value is retrieved from the ERS Retirement Earnings Code field on the Pay Codes page. If the ERS Retirement Earnings Code field is blank for the pay code, the system defaults to REG (Regular). The values in the drop-down list are retrieved from the ERS Retirement Earnings Code field on the Pay Codes page. This field value overrides the value in the ERS Retirement Earnings Code field on the Pay Codes page.
Earnings Amount	The amount that was earned for the reported earnings code.	Calculated during the data load process. The calculated value represents the sum of all pay amounts from the employee’s Check History for the checks within the specified date range. Pay amounts are grouped by the ERS Retirement Earnings Code field values on the Pay Codes page, and the amounts are accumulated per Earnings Code. This field value may be 0 or null if no earnings are associated with the transaction, such as reporting unpaid sick leave.
Earnings Hours	The hours associated with the reported earnings amount and the reported earnings code.	Calculated during the data load process. The calculated value represents the sum of hours from the employee’s Check History for the checks within the specified date range. The system excludes hours from FLSA premium pay records. For non-daily pay methods, hours are taken directly from check history. For daily pay methods, hours are calculated based on earnings amount, docking rate, and hours per day from the Pay Rate Information page. This field value may be 0 or null if no hours are associated with the earnings, such as reporting a lump sum or grievance/arbitration award.
Pay Cycles	The number of payroll cycles covered based on the Pay Frequency on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page. For example, an employee paid weekly might have received up to four or five payments in a reported month.	Valid values: If the Pay Frequency is W – Weekly, this field value is 4 or 5 If the Pay Frequency is B – Bi-Weekly, this field value is 2 or 3 If the Pay Frequency is S – Semi-Monthly, this field value is 2 If the Pay Frequency is M – Monthly, this field value is 1 Calculated during the data load process. The calculated value represents the number of checks processed for the employee during the load date range. The system counts the distinct check records in the employee’s Check History that fall within the specified Check Issue Start Date and Check Issue End Date on the NY ERS Retirement Report - Load page.
Days Worked	The number of days worked in the period covered by the report. The number of days worked to be reported should be calculated as the number of hours worked during the reporting period divided by the number of hours in the standard workday, rounded to two decimal places. If this is an Adjustment transaction, you can adjust days positively or negatively.	Calculated during the data load process. The calculated value represents the total number of days worked, derived from hours worked. For non-daily pay methods: Days Worked = Earnings Hours / Standard Workday Hours (from the ERS Information form of the NY Retirement Information page). For daily pay methods: Days are calculated using the formula: Hours Worked = Earnings Amount / (Docking Rate / Hours Per Day), then Days Worked = Hours Worked / Standard Workday Hours. The Exclude from ERS Hours/Days Calculation field on the General tab of the Pay Codes page controls whether a pay code is included in the calculation. This field value may be 0 or null if no days are associated with the corresponding earnings, for example, for a lump sum payment or a grievance/arbitration award.
Pre-Tax Contributions	The pre-tax contributions deducted for the employee. Contributions cannot be adjusted once reported.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY ERS Retirement Report - Setup - Retirement Deductions page with: Contribution Type = ERS RETIREMENT Contribution Method = PRE-TAX CONTRIBUTION The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios when multiple pay codes are present on a check. This field value may be 0 or null if no contributions are associated with the corresponding earnings.
Post-Tax Contributions	The post-tax contributions deducted for the employee. Contributions cannot be adjusted once reported.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY ERS Retirement Report - Setup - Retirement Deductions page with: Contribution Type = ERS RETIREMENT Contribution Method = POST-TAX CONTRIBUTION The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios. This field value may be 0 or null if no contributions are associated with the corresponding earnings.
Loan Payment	The employee’s reported loan payment amount. Loan payments cannot be adjusted once reported.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY ERS Retirement Report - Setup - Retirement Deductions page with Contribution Type = LOAN REPAYMENT. The loan payment amounts are distributed proportionally across Earnings Codes based on gross salary ratios. This field value may be 0 or null if no loan payments are associated with the report.
Pre-Tax Service Credit	The employee’s pre-tax service credit purchase deduction to complete a service credit purchase. Service credit payments cannot be adjusted once reported.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY ERS Retirement Report - Setup - Retirement Deductions page with: Contribution Type = SERVICE CREDITS Contribution Method = PRE-TAX CONTRIBUTION The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios. This field value may be 0 or null if no pre-tax service credit payments are associated with the report.
Post-Tax Service Credit	The employee’s post-tax service credit purchase deduction to complete a service credit purchase. Service credit payments cannot be adjusted once reported.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY ERS Retirement Report - Setup - Retirement Deductions page with: Contribution Type = SERVICE CREDITS Contribution Method = POST-TAX CONTRIBUTION The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios. This field value may be 0 or null if no post-tax service credit payments are associated with the report.
Tier	Indicates the employee's New York State Employees' Retirement System (ERS) membership tier classification. This field determines the employee's retirement benefit calculation rules and contribution requirements based on their date of retirement system membership. Valid values: 1 = Tier 1 (Members who joined before July 1, 1973) 2 = Tier 2 (Members who joined between July 1, 1973, and July 26, 1976) 3 = Tier 3 (Members who joined between July 27, 1976, and August 31, 1983) 4 = Tier 4 (Members who joined between September 1, 1983, and December 31, 2009) 5 = Tier 5 (Members who joined between January 1, 2010, and March 31, 2012) 6 = Tier 6 (Members who joined on or after April 1, 2012) The Tier value determines: Employee contribution rates Overtime (OT) deduction processing (Tier 5 and Tier 6 have separate OT deduction codes) Grouping on retirement reports (Tiers 1 & 2 together, Tiers 3 & 4 together, Tier 5 and Tier 6 separately) For ERS reporting, Tier values are converted to reporting codes: Tiers 1 and 2 = Report Code A Tiers 3 and 4 = Report Code B Tier 5 = Report Code C Tier 6 = Report Code D	Populated during the data load process. The field value is retrieved from the Tier field on the ERS Information form of the NY Retirement Information page. The system retrieves the Tier field value from the first ERS enrollment record found for the employee.
Adjustment Earnings	Indicates whether this record is for a regular or an adjustment earnings report. The initial earnings report would be regular. Any positive or negative changes to previously reported earnings to NYSLRS would constitute an adjustment.	Populated during the data load process. The field value is retrieved from the ERS Adjustment field on the Pay Codes page for each pay code. If the ERS Adjustment option is selected for any pay code in the employee's earnings, this field is selected as well. This field value overrides the value in the ERS Adjustment field on the Pay Codes page.
Adjustment Contribution	Indicates whether this record is for a regular or an adjustment contributions report.	Populated during the data load process. The field value is retrieved from the Adjustment Indicator field on the NY ERS Retirement Report - Setup - Retirement Deductions page. If any deduction code in the employee's contributions has the Adjustment Indicator option selected, this field is selected as well. This field value overrides the value in the Adjustment Indicator field on the NY ERS Retirement Report - Setup - Retirement Deductions page.

Field

Description

Load logic - Data source and Valid values

Year

The fiscal year of the earnings and contributions data.

The default is the current year.

This field is view-only and cannot be updated after saving the record.

Populated during the data load process.

The field value is retrieved from the Year field on the NY ERS Retirement Report - Load page.

Month

The month of the earnings and contributions data.

The default is the current month.

This field is view-only and cannot be updated after saving the record.

Populated during the data load process.

The field value is retrieved from the Month field on the NY ERS Retirement Report - Load page.

Employee Number

The employee number.

Select Lookup to search for and select an employee number.

This field is view-only.

Populated during the data load process.

The field value is retrieved from the Employee Number field on the Employee Information page.

NYSLRS ID

The unique identification number assigned to the employee by the New York State and Local Retirement Systems (NYSLRS) after submitting the Demographic and Job Data report for new employees.

Populated during the data load process.

The field value is retrieved from the NYSLRS ID field on the ERS Information form of the NY Retirement Information page. The system identifies the NYSLRS ID based on the employee's job classification, matching the ERS Job Codes setup.

This field value overrides the value in the NYSLRS ID field on the ERS Information form of the NY Retirement Information page.

To report an employee for the first time, the valid value is New.

Employment Instance

A number of up to three digits that determines the job to include in the report.

The employment instance is assigned to the employee by the NYSLRS after the Demographic and Job Data report for new employees is submitted.

Populated during the data load process.

The field value is retrieved from the Employment Instance field on the ERS Information form of the NY Retirement Information page. The system identifies the Employment Instance based on the employee's job classification, matching the ERS Job Codes setup.

This field value overrides the value in the Employment Instance field on the ERS Information form of the NY Retirement Information page.

To report an employee for the first time, the valid value is New.

Social Security Number

The employee's Social Security number.

This field is view-only.

Populated during the data load process.

The field value is retrieved from the Social Security field on the Employee Information page.

Last Name

The employee's last name.

This field is view-only.

Populated during the data load process.

The field value is retrieved from the Last Name field on the Employee Information page.

First Name

The employee’s first name.

This field is view-only.

Populated during the data load process.

The field value is retrieved from the First Name field on the Employee Information page.

Earnings Code

The type of ERS retirement earnings code.

Valid values:

DEF - Deferred Payment
EAR - Elected and Appointed Reporting
GRA - Grievance/Arbitration Award
HOL - Holiday Payment
LON - Longevity
LSV - Lump Sum Vacation
MNP - Miscellaneous Non-Pensionable
MPE - Miscellaneous Pensionable
NOT - Non-Pensionable Overtime
OVT - Regular Overtime
PEO - Private Entity Overtime
RBC - Retroactive Pay/Balance of Contract
RBS - Recurring Bonus Payments
REG - Regular Earnings
ROT - Retroactive Overtime Pay
SLV - Unpaid Sick Leave
WCS - Workers Comp. – State

Populated during the data load process.

The field value is retrieved from the ERS Retirement Earnings Code field on the Pay Codes page. If the ERS Retirement Earnings Code field is blank for the pay code, the system defaults to REG (Regular).

The values in the drop-down list are retrieved from the ERS Retirement Earnings Code field on the Pay Codes page.

This field value overrides the value in the ERS Retirement Earnings Code field on the Pay Codes page.

Earnings Amount

The amount that was earned for the reported earnings code.

Calculated during the data load process.

The calculated value represents the sum of all pay amounts from the employee’s Check History for the checks within the specified date range. Pay amounts are grouped by the ERS Retirement Earnings Code field values on the Pay Codes page, and the amounts are accumulated per Earnings Code.

This field value may be 0 or null if no earnings are associated with the transaction, such as reporting unpaid sick leave.

Earnings Hours

The hours associated with the reported earnings amount and the reported earnings code.

Calculated during the data load process.

The calculated value represents the sum of hours from the employee’s Check History for the checks within the specified date range. The system excludes hours from FLSA premium pay records. For non-daily pay methods, hours are taken directly from check history. For daily pay methods, hours are calculated based on earnings amount, docking rate, and hours per day from the Pay Rate Information page.

This field value may be 0 or null if no hours are associated with the earnings, such as reporting a lump sum or grievance/arbitration award.

Pay Cycles

The number of payroll cycles covered based on the Pay Frequency on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.

For example, an employee paid weekly might have received up to four or five payments in a reported month.

Valid values:

If the Pay Frequency is W – Weekly, this field value is 4 or 5
If the Pay Frequency is B – Bi-Weekly, this field value is 2 or 3
If the Pay Frequency is S – Semi-Monthly, this field value is 2
If the Pay Frequency is M – Monthly, this field value is 1

Calculated during the data load process.

The calculated value represents the number of checks processed for the employee during the load date range. The system counts the distinct check records in the employee’s Check History that fall within the specified Check Issue Start Date and Check Issue End Date on the NY ERS Retirement Report - Load page.

Days Worked

The number of days worked in the period covered by the report.

The number of days worked to be reported should be calculated as the number of hours worked during the reporting period divided by the number of hours in the standard workday, rounded to two decimal places.

If this is an Adjustment transaction, you can adjust days positively or negatively.

Calculated during the data load process.

The calculated value represents the total number of days worked, derived from hours worked.

For non-daily pay methods: Days Worked = Earnings Hours / Standard Workday Hours (from the ERS Information form of the NY Retirement Information page).
For daily pay methods: Days are calculated using the formula: Hours Worked = Earnings Amount / (Docking Rate / Hours Per Day), then Days Worked = Hours Worked / Standard Workday Hours.

The Exclude from ERS Hours/Days Calculation field on the General tab of the Pay Codes page controls whether a pay code is included in the calculation.

This field value may be 0 or null if no days are associated with the corresponding earnings, for example, for a lump sum payment or a grievance/arbitration award.

Pre-Tax Contributions

The pre-tax contributions deducted for the employee.

Contributions cannot be adjusted once reported.

Calculated during the data load process.

The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY ERS Retirement Report - Setup - Retirement Deductions page with:

Contribution Type = ERS RETIREMENT
Contribution Method = PRE-TAX CONTRIBUTION

The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios when multiple pay codes are present on a check.

This field value may be 0 or null if no contributions are associated with the corresponding earnings.

Post-Tax Contributions

The post-tax contributions deducted for the employee.

Contributions cannot be adjusted once reported.

Calculated during the data load process.

Contribution Type = ERS RETIREMENT
Contribution Method = POST-TAX CONTRIBUTION

The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios.

This field value may be 0 or null if no contributions are associated with the corresponding earnings.

Loan Payment

The employee’s reported loan payment amount.

Loan payments cannot be adjusted once reported.

Calculated during the data load process.

The loan payment amounts are distributed proportionally across Earnings Codes based on gross salary ratios.

This field value may be 0 or null if no loan payments are associated with the report.

Pre-Tax Service Credit

The employee’s pre-tax service credit purchase deduction to complete a service credit purchase.

Service credit payments cannot be adjusted once reported.

Calculated during the data load process.

Contribution Type = SERVICE CREDITS
Contribution Method = PRE-TAX CONTRIBUTION

The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios.

This field value may be 0 or null if no pre-tax service credit payments are associated with the report.

Post-Tax Service Credit

The employee’s post-tax service credit purchase deduction to complete a service credit purchase.

Service credit payments cannot be adjusted once reported.

Calculated during the data load process.

Contribution Type = SERVICE CREDITS
Contribution Method = POST-TAX CONTRIBUTION

The contribution amounts are distributed proportionally across Earnings Codes based on gross salary ratios.

This field value may be 0 or null if no post-tax service credit payments are associated with the report.

Tier

Indicates the employee's New York State Employees' Retirement System (ERS) membership tier classification. This field determines the employee's retirement benefit calculation rules and contribution requirements based on their date of retirement system membership.

Valid values:

1 = Tier 1 (Members who joined before July 1, 1973)
2 = Tier 2 (Members who joined between July 1, 1973, and July 26, 1976)
3 = Tier 3 (Members who joined between July 27, 1976, and August 31, 1983)
4 = Tier 4 (Members who joined between September 1, 1983, and December 31, 2009)
5 = Tier 5 (Members who joined between January 1, 2010, and March 31, 2012)
6 = Tier 6 (Members who joined on or after April 1, 2012)

The Tier value determines:

Employee contribution rates
Overtime (OT) deduction processing (Tier 5 and Tier 6 have separate OT deduction codes)
Grouping on retirement reports (Tiers 1 & 2 together, Tiers 3 & 4 together, Tier 5 and Tier 6 separately)

For ERS reporting, Tier values are converted to reporting codes:

Tiers 1 and 2 = Report Code A
Tiers 3 and 4 = Report Code B
Tier 5 = Report Code C
Tier 6 = Report Code D

Populated during the data load process.

The field value is retrieved from the Tier field on the ERS Information form of the NY Retirement Information page. The system retrieves the Tier field value from the first ERS enrollment record found for the employee.

Adjustment Earnings

Indicates whether this record is for a regular or an adjustment earnings report.

The initial earnings report would be regular.

Any positive or negative changes to previously reported earnings to NYSLRS would constitute an adjustment.

Populated during the data load process.

The field value is retrieved from the ERS Adjustment field on the Pay Codes page for each pay code. If the ERS Adjustment option is selected for any pay code in the employee's earnings, this field is selected as well.

This field value overrides the value in the ERS Adjustment field on the Pay Codes page.

Adjustment Contribution

Indicates whether this record is for a regular or an adjustment contributions report.

Populated during the data load process.

The field value is retrieved from the Adjustment Indicator field on the NY ERS Retirement Report - Setup - Retirement Deductions page. If any deduction code in the employee's contributions has the Adjustment Indicator option selected, this field is selected as well.

This field value overrides the value in the Adjustment Indicator field on the NY ERS Retirement Report - Setup - Retirement Deductions page.