Pay Codes
Use the Pay Codes page to add, update, delete, search, and print pay code records for payroll processing. This page allows users to define the various types of earnings that employees can receive, including their tax treatment, retirement system applicability, deduction exemptions, and payroll calculation parameters. The data is used throughout payroll processing to calculate employee compensation, determine tax withholdings, and generate Ohio retirement system contribution reports.
Ohio has two primary public employee retirement systems that school districts must report to:
STRS (State Teachers Retirement System): For certified/licensed teaching staff.
SERS (School Employees Retirement System): For classified/non-certified support staff (reported through eSERS, the electronic reporting portal).
Pay codes configured for these retirement systems serve the following purposes in payroll processing and state reporting:
Retirement Contribution calculation
Pay codes linked to STRS or SERS determine which earnings are subject to retirement contributions:
Retirement System | Contribution Calculation |
|---|---|
STRS | Calculates employee and employer contributions based on STRS-eligible gross wages. |
SERS (eSERS) | Calculates employee and employer contributions based on SERS-eligible gross wages with specific earning codes. |
Service Credit tracking
The OH Retirement System field on each pay code determines which retirement system receives credit for days worked:
Pay Code → OH Retirement System (STRS/SERS/NONE) → Days Worked → Service Credit
This is required for employees earning retirement benefits based on years of service.
On the start page, select Human Resources.
Select Reference Tables.
From the Payroll menu, select Pay Codes.
Enter the Search Criteria to find the required pay code records, and then select Search.
Refer to Search for records for more information.To add a record, select Add new. Refer to the appropriate topic listed under Set Up Retirement Pay Codes, enter valid information, and select Accept.
To edit a record, select the record and select Accept. Update the information and select Accept.
To delete, select the record and select Delete. Select Yes.
To generate a report, select Print, and then select a Destination:
Select File to create the report in .rpt format. The default file name is paycodes.rpt. You can change the default file name.
Select Screen to download the report in .pdf format. The default file name is paycodes_<#####>.pdf.
Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is paycodesrpt<####_#####>.xlsx.
Select OK.
Download the .rpt file from the View Files page.
Save the .pdf or .xls file.
For more information about the Print option, refer to Print Reports.
Set Up Retirement Pay Codes
For information on setting up Retirement Pay Codes, refer to the following: