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 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:
|
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 six to eight 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 other type of employees, including seasonal, provisional, substitute, on-call, or per diem. This value is used along with the Job Code field to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using the reported data. Valid values:
|
Full-Time / Part-Time Employee | Indicates whether the employee is full-time or part-time. This value is used along with the job code to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using reported data. Valid values:
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:
|
Pay Frequency | Indicates how often the employee is paid. Valid values:
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 based on the number of hours the employee is expected to work in a calendar year multiplied by the docking rate. For a daily employee, this field is calculated based on the docking rate divided 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. |
Retirement System | The public retirement system the employee comes under. Valid values:
You must select a Retirement System if the Retirement Indicator option 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 employees are contracted for their primary assignment, including paid vacations. Valid values:
|
Employee Wage Type | Indicates the basis on which the employee is paid. Valid values:
|
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:
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:
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:
Leave the field blank to imply the employee is not on leave. |
Leave Pay Percentage | The employee’s percentage of pay 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:
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 there is a value in the Separation Code field. |