Employee Timesheets (ETS) for Ohio

Employee Timesheets (ETS) is a web module for employee time entry, approval, and related setup. It allows employees and supervisors to manage work time and supports integration with time clocks and payroll systems.

The following sections cover Ohio-specific ETS processing. For information on the other ETS features, refer to Employee Timesheets.

• Ohio Retirement Time Tracking

• ETS Posting Impact on Ohio Retirement

• Ohio Retirement System Reporting

• OH Retirement Time Page

• OH Pay Rates Report

Ohio Retirement Time Tracking

When Employee Timesheets are posted to payroll in Ohio, the system automatically tracks retirement service time for state retirement system reporting using the following fields on the OH Retirement Time page:

• Employee Number

• Pay Run

• Retirement System

• SERS Earnings Code

• Retirement Days

• SERS Retirement Hours

• Month to Date SERS Days

• Fiscal Year to Date STRS Days

The posting of retirement hours and days from ETS does not require the employee's pay group to be included in the Setup Pay Run > Pay Groups configuration. Retirement time posts for all eligible employees with valid timesheet entries, regardless of pay group setup.

ETS Posting Impact on Ohio Retirement

When timesheets are posted via Post Employee Timesheets, the following Ohio-specific processing occurs:

• STRS Days Calculation

• SERS Days and Hours Calculation

• Payroll Information - State Required Page Accumulation

The retirement time calculation behaves differently based on the employee's Timecard Required setting on the Payroll tab of the Employee Information page.

For all Timecard Required types, SERS hours are summed directly from timecard entries created during the ETS posting process.

STRS Days Calculation

• For employees with active STRS retirement deductions, the system calculates the number of days worked during the pay period.

• Inserts/updates oh_payrun_hrsdays with retsys = 'STRS' and earn_code = '00'.

• Uses the greater of existing days or the newly calculated days if multiple timecards exist.

STRS days calculation is based on the number of distinct calendar days worked and does not depend on pay group configurations.

SERS Days and Hours Calculation

For employees with active SERS retirement deductions, the system calculates:

• Days worked for the pay period, based on calendar days or default days per pay group.

• Hours are retrieved directly from the posted timecard entries. The system sums the hours from timecards where the pay code is mapped to SERS in the Ohio Retirement Pay Table, segregated by SERS earnings code:

  • earn_code = '01' - Regular earnings (hours summed from timecards with pay codes mapped to earnings code 01)

  • earn_code = '02' - Supplemental earnings (hours summed from timecards with pay codes mapped to earnings code 02)
    Only timecards created by the current ETS posting process are counted; pre-existing timecards are not included.

• Inserts/updates oh_payrun_hrsdays with retsys = 'SERS'.

The hours calculation does not depend on pay group configurations in Setup Pay Run. Hours are sourced directly from the timecard entries regardless of whether the employee's pay group is included in the pay run setup.

Payroll Information - State Required Page Accumulation

During payroll calculation, the system accumulates pay days in the following fields on the Payroll Information - State Required page:

• SERS Days MTD

• STRS Days FTD

The system generates exceptions if employees have retirement deductions but no retirement days for the pay run.

For more information, refer to SERS and STRS Retirement Time Calculations.

Ohio Retirement System Reporting

The ETS-captured retirement time data flows to these Ohio state compliance reports:

• eSERS Contribution Report

• STRS Payroll/Annual Reports

eSERS Contribution Report

• Retrieves hours and days from oh_payrun_hrsdays by earnings code.

• Calculates contributions for multiple salary types:

  • Regular Salary (earn code 01)

  • Supplemental Salary (earn code 02)

  • Retro Pay (earn code 03)

  • Stretch Pay (earn code 04)

  • Grievance Pay (earn code 05)

• Generates an eSERS-compliant contribution file for electronic submission.

STRS Payroll/Annual Reports

• Uses STRS days tracked via oh_payrun_hrsdays.

• Reports the STRS Days FTD from the Payroll Information - State Required page.

OH Retirement Time Page

Use the OH Retirement Time page to add, update, delete, search, and print retirement time records for Ohio state retirement reporting.

OH Pay Rates Report

Menu path: From the Human Resources menu, select State. From the State-OH menu, select Retirement Time. Select Pay Rates Report.

The Pay Rates Report prints Ohio SERS retirement information for job classes associated with employee pay rates. This report helps audit:

• Which employees have SERS pay codes assigned.

• SERS hours/day settings on each job class.

• Employees with SERS pay rates but missing the retirement hours setup.