STRS Annual Member Contribution

The State Teachers Retirement System (STRS) of Ohio requires annual reporting of earnings, employee contributions and employer contributions. From this page, users can add, update and delete STRS Annual Member Contribution records. Using the Action Bar Items, users can perform various functions pertaining to these records.

PowerSchool provides a program to prepare the internet file for submission to Ohio STRS as well as a printed copy for user reference. Data is loaded into a maintenance file for review, update and adjustment.

The contribution data for each employee is drawn from the fiscal total in each employee's STRS deduction record. The STRS also requires a separate accounting of contributions to be made for wages earned in the fiscal year, but which will not be paid until July and August of the next fiscal year. These "accrued" contributions are calculated by multiplying the sum of contract balances by the STRS deduction and benefit rates. Since these accrued amounts are eventually paid in the next fiscal year, they are accumulated as part of the fiscal total in the employee STRS deduction record for that year. As a result, the total contribution is determined by subtracting the prior year accrued amounts from, and adding the current year accrued amounts to, the fiscal total.

Menu Path: Human Resources > State > State > OH STRS Annual Member Contribution

Cautions and Restrictions:

There may be some accrued contributions based on non-contract wages yet to be paid. These accrued contributions and either the pickup or after tax contribution amounts will have to be adjusted manually using the update option to reflect these amounts.
After submitting the electronic file, STRS may send back a report with corrections to the data. The work file should be adjusted manually to reflect the corrections. The accrued contribution field (and corresponding accrued wage field) from this year's report will be used in the next year's report to correct the actual fiscal amounts. It is important to maintain the accuracy of these values.
The Annual Member Contribution load option must be run before running Year-end clear operations, since the calculations depend on the deduction buckets.

Before loading employee information into the OH STRS Annual Member Contribution maintenance table, you must set up the number of STRS accrued pays by pay rate pay group. This pertains to employees who may work on a contract which ends in June, but who receive pay in July or August. Since the OH STRS Annual Member Contribution report is normally run after the last June pay and before the Fiscal Year End, the program will project accrued deductions for each employee based on the number of pays that employee will receive during the summer.

Action Bar Items

The following items display on the Action Bar:

Load	Displays the STRS Annual Member Contribution Load page. This option will load data for the year specified to the OH STRS work file for all employees who have a valid retirement deduction.
Accrued	Displays the STRS Accrued Pays by Pay Group.
Purge	Displays the STRS Annual Member Contribution Purge page.
Service Credit	Displays the STRS Annual Member Contribution Service Credit page.
Report	Displays the STRS Annual Member Contribution Report page.

Adding accrued pays

This procedure must be completed before loading employee information into the STRS Annual Member Contribution maintenance table.

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the STRS Annual Member Contribution page.
Click Accrued on the Action Bar to display the STRS Accrued Pays by Pay Group page.
Click Insert Row on the Action Bar.
Enter the pay group and the number of accrued pays for the pay group.
Note
Only pay rates for pay groups entered on this page will be considered in the accrued pay calculation during the data load. An employee may have some pay that is accrued and some pay that is not accrued.
Click OK to save the record. This data can then be loaded into the STRS Annual Member Contribution maintenance table.

Loading data to the OH STRS work file

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the STRS Annual Member Contribution page.
Click Load on the Action Bar to display the Annual Member Contribution Load page.
In the Report Year field, select the desired year.

If records for the year being loaded already exist, a Confirmation dialog will display asking if the records for that year should first be purged prior to loading. If you click Yes, all the STRS records for the year will be deleted and employee information will be loaded into the STRS Annual Member Contribution maintenance table. If you click No, the load will be canceled. Only one record per employee per pay date will be loaded into the STRS maintenance table.
Select Terminated Pay Rates to include terminated pay rates, and then click OK.
In the Print window, specify how you want to generate the report, and then click OK. The report's default file name is ohstrs_load.rpt.

Adding a new Annual Member Contribution record

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the STRS Annual Member Contribution page.
Click Add New.
Complete the fields as needed. For details, refer to the Fields section below.
Click OK to save the record.

Updating an Annual Member Contribution record

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the STRS Annual Member Contribution page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find.
In the List section, select the desired record, and then click OK.
In the OH STRS Annual Member Contribution Data section, update the fields as desired. For details, refer to the Fields section below.
Note
You cannot update the Report Year, Employee Number, Employee Name and Social Security Number fields. This must be correctly set when adding a new record.
When finished, click OK to save the record.

Deleting an Annual Member Contribution record

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the Annual Member Contribution page.
In the Search Criteria section, enter criteria identifying the records to list, and then click Find.
In the List section, select the desired record, and then click Delete.
In the Confirmation dialog, click Yes to delete the record.

Deleting accrued pays

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the STRS Annual Member Contribution page.
Click Accrued on the Action Bar to display the STRS Accrued Pays by Pay Group page.
Select the desired pay group in the List section.
Click Delete Row on the Action Bar to delete the accrued pay.

Note

Unlike most delete procedures, a Confirmation will not display. Be sure you are ready to delete the selected accrued pay before clicking Delete Row.

Purging records

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the Annual Member Contribution page.
In the Report Year field, select the desired year from the drop-down, and then click OK.
- If you attempt to purge the most recent two years of data, the purge will not proceed and an error message will be displayed.
In the Confirmation dialog, click Yes to purge the records from that year.

Generating an Annual Contribution report

Select Human Resources > State > State > OH STRS Annual Member Contribution to display the Annual Member Contribution page.
Click Report on the Action Bar to display the Annual Member Contribution Report page.
Select the Report Type, Sort Order and Report Year. If you select Electronic File as Report Type, you cannot adjust the Sort Order.
Click OK.
In the Print window, specify how you want to generate the report, and then click OK. The report's default file name is ohstrsrp.rpt.

Fields

OH STRS Annual Member Contribution Data Section

Field	Description
Report Year	Year of the recorded contribution. Enter the year that the cycle began, i.e. 2016-2017 should be entered as 2016.
Employee Number	Assigned code that identifies the employee.
Employee Name	Member's name, last and then first with one space in between.
Social Security Number	Member's Social Security number.
Wages Paid	Amount paid to the member. The calculation uses the deduction salary fiscal accrual amount for deductions matching the STRS employee deductions on the State Page of the Human Resources Profile. In the special case that the employee has only one matching deduction and it is a 'pickup on pickup', the Wages Paid is adjusted to be: the deduction salary times x (1+(the employer rate - the employee rate)). Note The Wages Paid is adjusted by subtracting the previous year's accrued salary as stored in the STRS Annual Member Contribution table for the previous year, and adding the current year's accrued salary.
Employee Pickup	Amount of the tax-deferred contribution, also known as the Pickup. The employee pickup is set to the sum of the fiscal deduction amount plus the fiscal benefit (employer contribution) amount.
Employee Contribution	Amount of the non-tax-deferred contribution.
Days Worked	Number of days worked by the employee.
Service Credits	Earned service credits of the employee. If the employee's Part Time Status (on the Personnel Tab of the Employee Information Screen) is set to F-Full Time, then: If the employee's calculated Days Worked is 120 or more, the Service Credit is set to the 'Full Time Service Credit' value in the Service Credit table for the number of Days Worked. If the employee's calculated Days Worked is less than 120, then the employee's Service credit is calculated as a Part-Time employee. If the employee's Part Time Status (on the Personnel Tab of the Employee Information Screen) is set to P-Part Time, then: If the employee's calculated Days Worked is at least 90 days and the employee's Hire Date is at least 120 days ago, the Service Credit is set to 1. If the employee's calculated Days Worked is at least 90 days and the employee's Hire Date is at least 120 days ago, but the employee earns less than the State Minimum Salary as entered on the State Page of the Human Resources Profile, then the employee's Service Credit is calculated as the greater of total compensation/state minimum salary and days worked/180. If the employee's calculated Days Worked is less than 90 days or the employee's Hire Date is less than 120 days ago, the Service Credit is set to the 'Part Time Service Credit' value in the Service Credit table for the number of Days Worked.
Accrued Salary	Wages earned in the reporting year that are not yet paid. The accrued salary is set to equal the sum of all contract balances taken on a per pay basis, with the amount adjusted slightly for the last pay. Note In the special case that the employee has only one matching deduction and it is a 'pickup on pickup' plan, the Accrued Salary is adjusted to be: the accrued salary times (1+(the employer rate - the employee rate)).
Accrued Contribution	Accrued contributions earned in the reporting year that are not yet paid. The accrued contribution is calculated on the contract balances times the STRS employee rate (Contract Balances x STRS Employee Rate).

Note

In the special case that the employee has only one matching deduction and it is a 'pickup on pickup' plan, the Accrued Contribution is adjusted to be: the accrued contribution times (the employee rate + the employer rate).

The accrued contribution is calculated on the basis of the pay amount per accrued pay during the summer. Since contract balances are paid out on the last pay, the accrued salary in the calculation is adjusted for that, and the accrued contribution calculated for that pay may be slightly different as well.