eSERS Enrollment Report - Maintain Data
Use the OH eSERS Enrollment Report page to add, update, delete, search, and print employee enrollment records for Ohio School Employees Retirement System (SERS) reporting. This page allows users to manage enrollment data in the eSERS work file before generating the electronic file or hard copy report for submission to SERS.
If errors are encountered during the Load data process, you can correct the source data on the New Hire Data form of the OH eSERS Enrollment Report 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 Enrollment Report 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 New Hire Data form of the OH eSERS Enrollment Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Pay Date | The date the employee's paycheck was issued. This is the check issue date that determines which pay period the enrollment record belongs to. This field is view-only and cannot be updated after saving the record. | Populated during the data load process. The field value is retrieved from the Pay Date field on the OH eSERS Enrollment Report - Load page. |
Begin Date | The start date of the pay period for which the enrollment data is being reported. This defines the beginning of the pay period range. This field is view-only and cannot be updated after saving the record. | Calculated during the data load process. The calculated value represents the pay period start date determined by matching the employee's pay frequency with the corresponding pay schedule entry on the OH eSERS Contribution Report - Pay Period page, where the contribution cycle code prefix (WKY, BWK, SMO, MON, or OTH) matches the employee's pay frequency and the pay date matches the selected Pay Date on the OH eSERS Enrollment Report - Load page. |
End Date | The end date of the pay period for which the enrollment data is being reported. This defines the ending of the pay period range. This field is view-only and cannot be updated after saving the record. | Calculated during the data load process. The calculated value represents the pay period end date determined by matching the employee's pay frequency with the corresponding pay schedule entry on the OH eSERS Contribution Report - Pay Period page, where the contribution cycle code prefix (WKY, BWK, SMO, MON, or OTH) matches the employee's pay frequency and the pay date matches the selected Pay Date on the OH eSERS Enrollment Report - Load page. |
Employee Number | The employee’s identification (ID) number. Select the Lookup icon to search for and select an employee number. This field is view-only and cannot be updated after saving the record. | Populated during the data load process. The field value is retrieved from the Employee Number field on the Employee Information page. |
Social Security Number | The employee's Social Security number. This field is view-only. | Populated during the data load process. The field value is retrieved from the Social Security field on the Employee Information page. |
Last Name | The employee's last name. | Populated during the data load process. The field value is retrieved from the Last Name field on the Employee Information page. This field value overrides the Last Name field value on the Employee Information page. |
First Name | The employee’s first name. | Populated during the data load process. The field value is retrieved from the First Name field on the Employee Information page. This field value overrides the First Name field value on the Employee Information page. |
Middle Name | The employee's middle name. | Populated during the data load process. The field value is retrieved from the Middle Name field on the Employee Information page. This field value overrides the Middle Name field value on the Employee Information page. |
Prefix | The employee's name prefix or title. | Valid values:
|
Date of Birth | The employee's date of birth. | Populated during the data load process. The field value is retrieved from the Birthdate field on the Employee Information page. This field value overrides the Birthdate field value on the Employee Information page. |
Gender | The employee's gender. | Populated during the data load process. Valid values:
The field value is retrieved from the Sex at Birth field on the Employee Information page. This field value overrides the Sex at Birth field value on the Employee Information page. |
Suffix | The employee’s name suffix. | Populated during the data load process. Valid values:
The field value is retrieved from the Suffix field on the Employee Information page. This field value overrides the Suffix field value on the Employee Information page. |
Job Class | The SERS job classification code that identifies the employee's position type. | Populated during the data load process. Valid values:
The field value is retrieved from the SERS Job Class field on the General tab of the Job Class page, linked through the employee's classification code on the Pay Rate record. |
Marital Status | The employee's marital status for SERS reporting purposes. | Populated during the data load process. Valid values:
The field value is retrieved from the Status field in the Federal section of the Employee Tax Information page. |
ARP | Indicates whether the employee is participating in an Alternative Retirement Plan instead of the traditional SERS defined benefit plan. When this option is selected, it indicates that the employee participates in ARP. | Populated during the data load process. The field value is derived from the employee retirement plan configuration. This field can be manually updated after the initial data load. |
Street Address | The first line of the employee's address. | Populated during the data load process. The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the Address field value on the Employment tab of the Employee Information page. |
Street Address 2 | The second line of the employee's address. | Populated during the data load process. The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the Address field value on the Employment tab of the Employee Information page. |
Suite | The suite or apartment number associated with the employee's complete address. | This field is not automatically populated from employee records. This field can be manually updated after the initial data load. |
City | The employee's city of residence. | Populated during the data load process. The field value is retrieved from the City field on the Employment tab of the Employee Information page. This field value overrides the City field value on the Employment tab of the Employee Information page. |
State | The employee's state of residence. | Populated during the data load process. The field value is retrieved from the State field on the Employment tab of the Employee Information page. This field value overrides the State field value on the Employment tab of the Employee Information page. |
Zip Code | The employee's zip code. | Populated during the data load process. The field value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the Zip Code field value on the Employment tab of the Employee Information page. |
Start Date | The employee's SERS service date. This is the date the employee began covered employment with SERS. This date is used for service credit calculations. | Populated during the data load process. The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. This field value overrides the Hire Date field value on the Employment tab of the Employee Information page. |
Phone Number | The employee's phone number. | Populated during the data load process. The field value is retrieved from the Cell Phone field on the Employment tab of the Employee Information page. This field value overrides the Cell Phone field value on the Employment tab of the Employee Information page. |
The employee’s email address. | Calculated during the data load process. The calculated value represents the employee's personal email address. The system evaluates the Email Address and Personal Email fields on the Employment tab of the Employee Information page and compares the email domain against the OH eSERS Enrollment Report - Setup - Work Email Domains page. If the primary email address domain matches a work email domain, the system uses the Personal Email instead. If neither email is determined to be a personal email (not matching work email domains), the field may be left blank, and a warning is generated. |