eSERS Enrollment Report
In the context of SERS’ eSERS electronic reporting system, enrollment reporting refers to the process by which employers register new employees and reemployed retirees as members of the School Employees Retirement System of Ohio. It isn’t a “report” in the same structured file sense as a Contribution Report; rather, it’s the submission of enrollment records into the eSERS system to establish each individual in the retirement system before contributions can be reported.
Before an employer can submit contribution reports or make retirement contributions for an individual, the employee must be:
Officially enrolled in SERS.
Entered into eSERS with correct identifying information (e.g., Social Security number, name).
Enrollment is therefore a prerequisite for accurate retirement accounting and contribution posting.
Enrollment must occur before an eSERS Contribution Report is submitted for an employee. If a contribution file includes someone not yet enrolled, it will trigger errors in eSERS that must be resolved before posting.
Employers are responsible for timely and accurate enrollment so that retirement contributions can be processed properly.
Menu path
From the Human Resources menu, select State. From the State - OH menu, select eSERS Enrollment Report.
Selection rule
Employees are included in the eSERS Enrollment Report if they meet all of the following conditions:
Criteria | Description |
|---|---|
Paycheck on Pay Date | The employee has a check record (checkhis) with an issue date matching the Pay Date on the OH eSERS Enrollment Report - Load page. |
SERS Retirement Deduction | The employee has an active deduction code set up on the OH Retirement System Deductions page with the following field values:
|
Pay Schedule Match | The employee's pay start date falls within a configured pay schedule period for their pay frequency. |
After the initial selection, employees are further filtered based on the Pay Schedule configuration:
Condition | Rule |
|---|---|
Pay Frequency Match | The employee's pay frequency must match a configured pay schedule contribution cycle code. |
Pay Date Match | The employee's check issue date must match the pay schedule's pay date. |
Date Range | The employee's deduction start date must fall within the pay schedule's start and end dates. |
Pay Frequency to Contribution Cycle Code Mapping.
Pay Frequency | Contribution Cycle Code Prefix |
|---|---|
Weekly (W) | WKY |
Bi-weekly (B) | BWK |
Semi-monthly (S) | SMO |
Monthly (M) | MON |
Override/Other | OTH |
Employees are excluded from the report if:
They have no paycheck on the selected pay date.
They do not have a SERS employee deduction.
The SERS Emp Stat field value on the Payroll Information - State Required page is 99.
Their pay frequency does not match any configured pay schedule for the selected pay date.
Their deduction start date falls outside the pay schedule's date range.
Prerequisites
Before generating the eSERS Enrollment Report, ensure the following setups are completed:
Human Resources Profile - State page
Enter valid information in the following fields on the Human Resources Profile - State page:
Use Calendar Days for Retirement Days
SERS Employer ID
Payroll Information - State Required page
Enter valid information in the following fields on the Payroll Information - State Required page:
SERS Emp Stat
SERS Days Curr
SERS Xtra Hrs
Member Type
If the SERS Emp Stat field value is 99, the employee is excluded from the enrollment report.
OH Retirement Deductions
Configure SERS deduction codes on the OH Retirement System Deductions page.
Only deductions with the following field values are included in the enrollment report:
Retirement System = 1 - SERS (School Employees Retirement System)
Employee or Board = E - Employee Share
Pay Schedule Configuration
Configure pay schedules for each contribution cycle code used by your district on the OH eSERS Contribution Report - Pay Period page.
Employee Deductions
Employees must have an active SERS deduction code assigned on the Employee Deductions page. You must also enter the Start Date on the Employee Deductions page.
Payroll/Check History
Employees must have been issued a paycheck on the selected pay date. A record must exist in the check history (checkhis) table with the Check Date matching the Pay Date on the OH eSERS Contribution Report - Load page.
Job Class Table
SERS job class codes must be configured on the Job Class page.
Payroll Configuration
Employees must have payroll records with the Pay Frequency selected on the Payroll tab of the Employee Information page.
Work Email Domains
Configure valid work email domains for email validation during the load process. Refer to eSERS Enrollment Report - Setup for more information.