Employer Retirement Share Submission

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Last updated: Aug 11, 2023 by Andrea Boehm
3 min read

Employer Retirement Share Submission

***Note***  In order to see 'Employer Retirement Share Submission' option, go to SYSTEM/MODULES and click on  and then click on 'Click here to refresh page'.

The 2XX Object codes for retirement benefits MUST be defined on the Payroll Item Configuration record in order for the appropriate accounts to be charged. See Payroll Item Configuration for complete setup instructions.


The Employer Retirement Share Submission program creates a submission file for the Board's share of retirement.  


Field Definitions:

Enter a Begin Date -enter in the first payroll of the month pay date. This will ensure that the Employer Retirement Share for the entire month is processed.

Enter an End Date- enter in the last payroll of the month pay date. This will ensure that the Employer Retirement Share for the entire month is processed. 

Enter in the STRS Amount to Distribute - (Mandatory field)

Enter in the SERS Amount to Distribute - (Mandatory field)

Once all data is entered, click on

Voided Checks/Direct Deposits

If the district wants a Voided Payroll Check/Direct Deposit to be included and subtracted off the Employer Retirement Share Submission to USAS, the following steps should be taken.

                          1. Go to USAS Integration/Employer Retirement Share Submission

                          2. Enter the Start Date and End Date (payroll dates) you want to process

                          3. Select the Payroll Item(s) you wish to process

                          4. Scroll to the bottom of the screen and check the box(es) on any Voided Payment you wish to be included on the submission file.                                                                                                                            

This will reduce the respective payroll item amounts accordingly as long  as the Voided date is between the start / stop of the user entered dates. 

                          5. Click the Show Submission Preview box

                          6. Click Submit to  USAS. 

After date is verified, click on  

  • The Refresh button is used if one or more files are not showing sent.  Click on the button to immediately update the file status from Awaiting Upload to Upload Finished.


Submission to USAS has failed

If any account is not found on the USAS side, an error will be given with the Account Code and ID of the account number.

Once submitted from USPS-R to USAS-R, the Employer Distributions Submission and Employer Retirement Share Submission can be found on the Transaction menu under Pending Transactions. When the pending transaction is posted, a purchase order is created. The accounts or amounts on the purchase order can be updated if needed. The transaction will then need to be invoiced and posted to create a disbursement. Any adjustments in what was expended to those accounts after the disbursement is created would be processed through the 'Distributions/Error Corrections' option under the 'Transaction' menu.



Warnings 

Warning - ExpenditureAccount not found XXX-XXXX-XXX-XXXX-XXXXXX-XXX-XX-XXX.  Mapping can be used to enter Account not found (but still has to be added in USAS first) to an Account that is active in USAS to the correct account.