SERS and STRS Retirement Time Calculations

1. On the initial install, the SERS Hours/Day field on the Pay tab of the Job Class page defaults to the FTE Hours per Day field value on the General tab of the Job Class page. You must then identify those employees whose actual hours worked differ from the default and adjust their SERS Hours/Day field value. For information about adjusting individual employees' SERS Hours/Day field value, refer to Pay Rates - Retirement.

2. After configuring the job classes, run the Update New Year Rates option to apply the defaults to the required pay rates. This process updates each employee's SERS Hours/Day field and pay rate included to the default SERS Hours/Day field value for the job class. Pay rates with the Freeze option selected are not updated and retain their current value. This process updates the oh_payrate table.

3. After applying the defaults to the required pay rates, use the Employee Pay Rate Information page to manually update the values for employees for whom the default values do not apply. For more information, refer to Pay Rates - Retirement.

4. This step is optional and only for version 23.10. Before upgrading to the release with the updated payroll calculation, you can also choose to set up the employees' future pay rate information using the Future Pay Rates option. This process updates each employee's SERS Hours/Day field and pay rate included to the default SERS Hours/Day field value for the job class. Pay rates with the Freeze option selected are not updated and retain the current value. This process updates the oh_future_payrate table. For more information, refer to Pay Rates - Retirement. Use the Human Resources Audit report to view audit trail logs for these Ohio-specific tables and fields.
   Note: To understand the broader impact of performing this step, refer to Future Pay Rates so you understand if any updates applied during this process will potentially impact your payroll processing.

5. Upgrade to the release with the updated payroll calculation.

6. Create the Pay Rates report for the current pay rates (versions 22.4 and 23.10). If you opted to perform Step 4 for version 23.10, create the Pay Rates report for future pay rates. Save the files and navigate to the folder containing the report file. Inspect the files. Update data, if needed. Repeat these steps until you are sure that your pay rates are accurately set up.
   Menu path: From the Human Resources menu, select State. From the State-OH menu, select Retirement Time. Select Pay Rates Report.

7. When importing time, you must first run the Load Employee Time option to process the employees or pay groups for which you expect timecards to be created. Running this process after importing time overwrites pre-existing data, so your totals may be inaccurate and difficult to correct without a manual review.
   Menu path: From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Pay Run Processing. Enter the Search Criteria and select Search. Select Load Employee Time.

8. Continue loading and importing retirement time. After each step, use the Print option on the OH Retirement Time page. Save the files and navigate to the folder containing the report file. Inspect the files and update the data if needed. Repeat these steps until you are sure that your pay rates are accurately set up.

   • Import Batch Timecards
     Menu path: From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Import Batch Timecards.

   • Post Employee Timesheets
     Menu path: From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Post Employee Timesheets.

   • Attendance
     Menu path: From the Human Resources menu, select Entry & Processing. From the Employee menu, select Attendance.

9. Run the Pre-Calculation reports. Warnings are issued when employees have SERS days with no hours. This identifies employees who may require SERS hours to be set up for their pay rate.
   Menu path: From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Pay Run Processing. Enter the Search Criteria and select Search. Select Pre-Calculation Reports.

10. After you have imported and loaded retirement time and verified that it is correct, run the Pay Calculation process. This accumulates the totals for each employee and populates the SERS Days MTD and STRS Days FTD fields on the State Required page.
    Menu path: From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Pay Run Processing. Enter the Search Criteria and select Search. Select Pay Calculation.

Edit retirement time

If you need to rectify retirement time values, you can use the following:

• From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Pay Run Processing. Enter the Search Criteria and select Search. Select Edit Employee Time. Select Edit. Enter the Search Criteria and select Search. Select Retirement Time.

• From the Human Resources menu, select Entry & Processing. From the Payroll menu, select Manual Checks. Select Accept, then Yes. Enter the Employee Number and select Browse. Select Retirement Time.

• From the Human Resources menu, select State. From the State-OH menu, select Retirement Time.