Payroll Information - State Required
Use the Ohio State Reports page to enter and maintain Ohio-specific employee data required for state reporting. This page stores employee-level information used for EMIS (Education Management Information System) reporting, retirement system interfaces (SERS/STRS), quarterly wage reporting, and new hire reporting.
Before generating the reports, enter valid information on the Ohio State Reports page.
Enter information for regular employees
On the Employee Information page, the Pending Status for a regular employee is blank.
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 Payroll Information and then select State Required.
Refer to the Field descriptions and enter valid information.
Select Accept.
Enter information for pending employees
Pending employees require additional information to complete the employee record. On the Employee Information page, the Pending Status on the record is set to Add Pending.
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 Only List Pending Employees and then select Search.
Refer to Search for records for more information.Select the relevant employee record and select Accept.
Select OH State Required.
Refer to the Field descriptions and enter valid information.
Select Finish.
On the navigation bar, select Finish.
Select OK.
Field descriptions
The following table lists the fields, descriptions, and reports that reference the fields on the Ohio State Reports page.
Field | Description | Referencing Reports |
|---|---|---|
SERS Days MTD | The month-to-date SERS (School Employees Retirement System) days paid for this employee. This field is automatically updated with each Pay Run calculated during payroll processing. The valid value is typically 0-31, depending on the days worked in the month. | |
SERS Days Curr | The current SERS days worked for the current pay period. Used for calculating hours paid for SERS retirement in eSERS Contribution reporting if the employee has one of the SERS employee share retirement deductions listed on the Human Resources Profile - State page. This field is automatically updated with each Pay Run calculated during payroll processing. This field is cleared using the Clear State Required option after each eSERS Contribution report is generated and is backed up before clearing. During payroll setup and employee time entry, if an employee requires a timecard, this field is populated during the timecard import. If the employee does not require a timecard, this field defaults to the employee's and job class's default days from the pay run. This field is deprecated and replaced by the oh_payrun_hrsdays table. |
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Weeks Paid Tot | The total weeks paid for the quarterly wage unemployment reporting. Valid values are 0-13 per quarter. This field is automatically updated. |
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Weeks Paid Cur | The current weeks paid in this quarter. Used to track partial week counts during the quarter. This field is automatically updated. | |
Member Type | The STRS member type designation. Enter R if the employee is a rehired retiree who should not receive service credit on SERS and STRS reports. Otherwise, leave this field blank to indicate active members. | |
No Medicare | Indicates whether the employee is exempt from Medicare tax withholding. This is typically used for employees hired before April 1, 1986, who may be exempt from Medicare. Valid values:
For employees who have local work taxes and are subject to Medicare wages but do not owe Medicare taxes, enter Y. | Time Entry/Web Time Entry Posting |
Default Weeks | The default number of weeks to use for quarterly wage reporting if no value is entered. Used as a default value when loading quarterly wage records. | |
Worksite Code | The worksite code for Multiple Worksite Reporting (MWR). Enter the code that identifies where the employee works for the BLS (Bureau of Labor Statistics) quarterly reporting. Districts must obtain their worksite codes from the state. The valid values are defined on the Location Table page. | |
Mult Worksite | The multiple worksites code for employees assigned to multiple worksites. Valid values:
| |
New Hire Rpt | Indicates whether the employee has been reported on the Ohio New Hire Report. Valid values:
This field is set to Y after the electronic file is created. If this field is N or blank, the employee will be included in the next New Hire report. | |
STRS Days Curr | The current STRS (State Teachers Retirement System) days worked for the current pay period. Used for STRS service credit calculations in STRS Annual Member Contribution reporting if the employee has one of the STRS employee share retirement deductions listed on the Human Resources Profile - State page.
This field is updated during payroll processing. This field is deprecated and replaced by the oh_payrun_hrsdays table. | |
STRS Days FTD | The fiscal year-to-date STRS days worked. This value accumulates days worked throughout the fiscal year for STRS retirement reporting and service credit calculations. Accumulated from STRS Days Curr during the payroll calculation. Used in STRS Annual reporting if the employee has one of the STRS employee share retirement deductions listed on the Human Resources Profile - State page. The employee's number of work days should not be based on the primary pay rate, as with certified substitutes or coaches. This field is automatically updated with each Pay Run calculated during payroll processing. The valid value is typically 0-365, depending on the days worked in the fiscal year. | |
SERS Hours/Day | The SERS hours per day for this employee. Used to calculate hours paid for SERS contribution calculations in Ohio SERS retirement reporting when the primary pay rate hours per day equals 1. This field is deprecated. | |
Qtrwage Rpt | Indicates whether the employee is included in the Quarterly Wage Report. Valid values:
Leave this field blank to imply Y. | |
SERS Xtra Hrs | The additional SERS hours are to be added to the calculated hours paid for eSERS reporting. Enter extra hours that should be reported beyond the calculated hours from days worked times hours per day. This field is updated during Pay Calculation and cleared after the OH eSERS Contribution Report is generated. This field is deprecated. | |
SERS Emp Stat | The SERS employee status code for retirement reporting. Used on the eSERS Contribution Report to indicate employment status changes such as termination, leave of absence, military leave, etc. Valid values:
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SERS Emp Date | The SERS employee status effective date. Enter the date the employee's SERS status changed. Used in conjunction with the SERS Emp Stat field for eSERS reporting. | |
EMIS Term Code | The EMIS termination/separation reason code. Used to override the position-level separation code for EMIS Staff Employment (CK) record reporting. You must enter termination codes in the Separation Reason field on the EMIS Position Information page. This is required for the summer separation load process, but do not use it for the regular year. The valid values are defined on the Termination Code Table page. | EMIS Staff Report - Load process |
EMIS Term Date | The EMIS termination/separation date. Used to override the position-level separation date for EMIS Staff Employment (CK) record reporting. This is required for the summer separation load process, but do not use it for the regular year. This field must be populated if the EMIS Term Code is 01-19. |
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Rpt to EMIS | Indicates whether the employee should be reported to EMIS. Valid values:
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