NY Retirement Information

Use the NY Retirement Information page to add, update, and delete the following NY Retirement Information for your district's employees:

Retirement information is retrieved from the employee’s primary pay rate.

Enter ERS Retirement information

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 Actions and then NY Retirement Information.
From the drop-down list, select ERS.
- To add a record, select Add new. Refer to the Field descriptions, enter valid information, and select Accept.
  Records must be a unique combination of the following field values:
  - Employee Number
  - Job Code
  - Regular / Temporary Employee
  - Full-Time / Part-Time Employee
- To edit a record, select the record and select Accept. Update the information and select Accept.
- To delete, select Delete and then 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 ERS Information form of the NY Retirement Information page.

Field	Description
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. You must save the unique identification number provided by the NYSLRS in this field. To report an employee for the first time, the valid value is New.
Employment Instance	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. You must save the employment instance provided by the NYSLRS in this field. To report an employee for the first time, the valid value is New.
HR Transaction Type	The type of Human Resources transaction. Valid values: HIR - Hire REH - Rehire DTA - Data Change LOA - Leave of Absence MED - Leave of Absence (Medical) MIL - Military Leave RFL - Return from Leave (Any) TER - Termination
Transaction Date	The effective date of the Human Resources transaction.
Job Code	The corresponding job code for ERS. Select the lookup icon to display the ERS Job Code Search Tool page and search for a valid job code. The records on the ERS Job Code Search Tool page are retrieved from the NY ERS Retirement Report - Setup - ERS Job Codes page.
Standard Workday Hours	The standard number of hours worked each day for the ERS job code. The value is retrieved from the Standard Workday Hours field on the NY ERS Retirement Report - Setup - ERS Job Codes page. The valid value is between 6 and 8 hours for all jobs.
Regular / Temporary Employee	Indicates whether the employee is regular or temporary. Regular employees have no end date, regardless of their probationary status. Temporary employees are any employees other than permanent employees, including seasonal, provisional, substitute, on-call, or per diem. This value is used, along with the Job Code field, to determine whether an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using the reported data. Valid values: R - Regular T - Temporary
Full-Time / Part-Time Employee	Indicates whether the employee is full-time or part-time. This value, along with the job code, is used to determine whether an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using reported data. Valid values: F - Full-Time P - Part-Time The value is retrieved from the Part Time Status field on the Personnel tab of the Employee Information page.
Employee Class	The employee’s class. Valid values: 12 - 12 Month 12P - 12 Month Provisional 10 - 10 Month S - Seasonal OC - On Call SB - Substitute PD - Per Diem
Pay Frequency	Indicates how often the employee is paid. Valid values: A - Annual B - Biweekly M - Monthly Q - Quarterly S - Semimonthly T - Semi-Annual W - Weekly The value is retrieved from the Pay Frequency field on the Payroll tab of the Employee Information page. The default value is B - Biweekly.
Annual Compensation Rate	The actual compensation rate the employee is expected to make annually. This field is used to determine overtime limitations. For a full-time employee, this value would equal the Annualized Rate of Pay. For a part-time employee, this field is calculated by multiplying the number of hours the employee is expected to work in a calendar year by the docking rate. For a daily employee, this field is calculated by dividing the docking rate by the number of hours the employee is expected to work in a calendar year.
Annualized Rate of Pay	The compensation rate the employee would be expected to make if the employee were full-time. The value is retrieved from the Primary Pay Rate’s Annual Salary field on the Payrate Information page. For details regarding calculating the Annualized Rate of Pay, determine the appropriate membership system and refer to the corresponding Annual Wage calculation section in the Employees’ Retirement System Membership Application.
Retirement Indicator	Indicates whether the employee is a retiree from any public retirement systems in New York State or New York City. If this option is selected, you must select a Retirement System. When this option is selected, the following fields are displayed: Retired Date Retirement Number
Retirement System	The public retirement system under which the employee comes. Valid values: NYSTRS NYSERS NYSPFRS NYCPPF NYCFPF NYCBDED NYCTRS NYCERS You must select a Retirement System if the Retirement Indicator option is selected.
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 membership in the retirement system. 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
Retired Date	The date the employee retired from the New York State Employees' Retirement System. This field is used to identify previously retired members who have returned to employment and may be subject to post-retirement earnings limitations. When a member's status indicates RET (Retired), this date is used for tracking and reporting purposes. This field is displayed when Retirement Indicator is selected.
Retirement Number	The employee's unique eight-character New York State ERS registration number assigned by the retirement system. This number is used to identify the member in all ERS reporting and correspondence, including monthly retirement reports and internet file submissions. The Retirement Number is required for proper identification when submitting retirement contribution data to the New York State and Local Employees' Retirement System. This field is displayed when Retirement Indicator is selected.

Enter TRS Retirement information

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 Actions and then NY Retirement Information.
From the drop-down list, select TRS.
- To add a record, select Add new. Refer to Field descriptions, enter valid information, and select Accept.
  An employee can have only one TRS record.
- To edit a record, select the record and select Accept. Update the information and select Accept.
- To delete, select Delete and then 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 TRS Information form of the NY Retirement Information page.

Field	Description
NYSTRS ID	The number assigned by the Teachers' Retirement System (TRS).
Employment Base	The number of days in a school year that employees are contracted for their primary assignment, including paid vacations. Valid values: 200 Days = 10-Month 220 Days = 10.5/11-Month 240 Days = 12-Month
Employee Wage Type	Indicates the basis on which the employee is paid. Valid values: H - Hourly D - Daily F - Fee based
Annual Base Salary Override	The annual compensation rate for the employee’s primary assignment. This value overrides the value in the Annual Base Salary field on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.
Standard Workday Hours	The number of hours in the Standard Full-Time Workday for the school district.
Full-Time / Part-Time Employee	Indicates whether the employee is full-time or part-time. Valid values: F - Full-Time P - Part-Time R - Retired The value is retrieved from the Part Time Status field on the Personnel tab of the Employee Information page.
TRS Plan Type	The type of TRS plan chosen by the employee. Valid values: TRS - TRS Plan ORP - ORP Plan This field is required for SUNY or community college employers.
ORP Plan Date	The date the employee chose the ORP plan. This field is required if ORP - ORP Plan is selected in the TRS Plan Type field.
Leave Code	The leave code corresponding to the employment status. The values in the drop-down list are retrieved from the NY TRS Retirement Report - Setup - Leave Codes page. Valid values: MIL – Military MAT – Maternity, Paternity, Child Care SAB – Sabbatical SCK – Sick PER – Personal XXX – Leave Codes of type Other set up on the NY TRS Retirement Report - Setup - Leave Codes page. Leave the field blank to imply the employee is not on leave.
Leave Pay Percentage	The employee's pay percentage during leave. The value is retrieved from the Percent Pay field on the NY TRS Retirement Report - Setup - Leave Codes page. The valid value range is 0 to 100.
Leave Start Date	The beginning date of the leave period.
Leave End Date	The ending date of the leave period.
Separation Code	The employee’s separation reason code. Valid values: RET – Retired TER – Terminated/Excessed RES – Resigned DEA – Death Other If Other is selected, the Other Separation Code field displays. Leave the field blank to imply the employee is not separated.
Other Separation Code	The first three characters of the Separation Reason Code.
Separation Date	The employee’s last date worked. You must select a date if the Separation Code field contains a value.
Tier	The employee's TRS membership tier classification. The tier determines the retirement benefit formula, contribution rates, and eligibility requirements based on when the employee joined the retirement system. 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)
Retired Date	The date the employee retired from the New York State Teachers' Retirement System (NYSTRS). This field is used for employees who have previously retired and returned to work. The retirement date is used to identify post-retirement employment and ensure proper reporting of earnings for retired members.
Retirement Number	The employee's unique retirement identification number assigned by the New York State Teachers' Retirement System (NYSTRS). This number identifies the member's retirement account and is required for reporting post-retirement employment earnings and other retirement-related transactions.