eSERS Contribution Report - Maintain Data - Pay Period Data
Use the OH eSERS Contribution Report - Pay Period page to define, maintain, and manage pay period schedules for Ohio School Employees Retirement System (SERS) contribution reporting. This page allows users to configure the date ranges that link payroll processing cycles to SERS contribution cycles, ensuring accurate alignment between district payroll data and state retirement reporting requirements.
If errors are encountered during the Load data process, you can correct the source data on the Pay Period Data form of the OH eSERS Contribution Report - Pay Period 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 OH eSERS Contribution Report - Pay Period page, filter records using the filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
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, and 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.
Field descriptions
The following table describes the fields on the Pay Period Data form of the OH eSERS Contribution Report - Pay Period page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Start Date | The beginning date of the pay period. This date marks the start of the pay period and is used to match employee check records to the correct contribution period. | Calculated during the data load process. The calculated value represents the beginning date of each pay period. For the first pay period, the system uses the Pay Schedule Start Date from the OH eSERS Contribution Report - Pay Period - Load page. For subsequent pay periods, the system automatically calculates the Start Date as the day after the previous period's End Date. |
End Date | The ending date of the pay period. This date marks the end of the pay period and is used, along with the Start Date, to define the contribution period range. | Calculated during the data load process. The calculated value represents the ending date of each pay period. The system automatically calculates this based on the Pay Schedule Type:
|
Pay Date | The date employees are paid for the pay period. | Calculated during the data load process. The calculated value represents the date employees are paid for the pay period. The system automatically calculates this as the End Date plus the Days After End value on the OH eSERS Contribution Report - Pay Period - Load page. |
Contribution Cycle Code | A unique seven-character identifier for the pay schedule. The first three characters indicate the pay frequency (WKY=Weekly, BWK=Bi-Weekly, SMO=Semi-Monthly, MON=Monthly, OTH=Other) and the last four characters are a numeric identifier, typically the fiscal year (e.g., BWK2024). | Populated during the data load process. The field value is retrieved from the Contribution Cycle Code field on the OH eSERS Contribution Report - Pay Period - Load page. |
Load data
Use the OH eSERS Contribution Report - Pay Period - Load page to generate pay period schedules for SERS contribution reporting. This page allows users to automatically create multiple pay period records based on a contribution cycle code, pay frequency type, and date range. The data is used to match employee payroll check records to the correct pay period dates when running the eSERS Contribution Report.
On the OH eSERS Contribution Report - Pay Period page, select Load.
Refer to the Field descriptions and enter or select the required load criteria.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report file and select OK.
If errors are encountered, save the Load Error log and select OK.
Navigate to the file location.
Inspect the files. Refer to Maintain data and update it as necessary.
Repeat these steps until no errors are encountered and all required data is loaded.
Field descriptions
The following table describes the fields on the OH eSERS Contribution Report - Pay Period - Load page.
Field | Description |
|---|---|
Pay Schedule Type | The pay frequency type for the schedule being created. This selection determines how pay periods are calculated and must match the prefix of the Contribution Cycle Code. Valid values:
|
Contribution Cycle Code | A unique seven-character identifier for the pay schedule. The first three characters must match the Pay Schedule Type (WKY=Weekly, BWK=Bi-Weekly, SMO=Semi-Monthly, MON=Monthly) and the last four characters must be numeric, typically representing the fiscal year (e.g., BWK2024). |
Pay Schedule Start Date | The beginning date of the pay schedule range. This is typically the first day of the fiscal year or the date from which pay periods should be generated. The system uses this date as the Start Date for the first pay period. |
Pay Schedule End Date | The ending date of the pay schedule range. This is typically the last day of the fiscal year. The system generates pay periods from the Pay Schedule Start Date until this date is reached. |
Days in Pay Period | The number of days in each pay period. This field is used for Weekly and Bi-Weekly schedules to calculate the End Date of each period by adding this value to the Start Date. Typical values are:
This field is displayed when Weekly or Bi-weekly is selected in the Pay Schedule Type field. |
First End Date | The first period end date within each month for Semi-Monthly schedules. Valid values:
This field is displayed when Semi-monthly is selected in the Pay Schedule Type field. |
Second End Date | The second period end date within each month for Semi-Monthly schedules. Valid values:
This field is displayed when Semi-monthly is selected in the Pay Schedule Type field. |
Days After End | The number of days after the period End Date to calculate the Pay Date. For example, if a pay period ends on Friday and employees are paid the following Friday, this value would be 7. The system adds this value to each period's End Date to determine the Pay Date. |
Purge data
Use the OH eSERS Contribution Report - Pay Period - Purge page to delete pay period schedule records for a specific contribution cycle. This page allows users to remove all pay period records associated with a contribution cycle code, enabling them to reload corrected pay period schedules or remove obsolete pay schedule data.
If you need to correct setups or employee data, purge the existing records and reload the data.
On the OH eSERS Contribution Report - Pay Period page, select Purge.
Enter the Contribution Cycle Code.
Select Submit.
Select Yes, and then OK.