Payrolls with July or later pay dates in the new fiscal year cannot be processed unless STRS Advance has been completed. An error will be given if trying to Initialize the first pay in July. You WILL NOT be able to proceed with payroll until the STRS Advance has been completed.

***Error - STRS Advance must be processed before running a payroll with pay date in July.***

The system uses the current posting period to determine the fiscal year. Be sure to process the STRS Advance reports and submission file BEFORE making July current.

If wanting to change Position numbers for Positions that are in advance, it is advised to NOT create new Payroll Items and assign them to the new Position. This change will effect the employee's advance.

The STRS Advance program provides you with the ability to create reports and a submission file. This can be found by going to Reports>STRS Reporting>STRS Advance. The reports should be used for verification purposes, and can be created any many times as necessary, before the submission file is created. The reports will include active and inactive employee's that qualify for STRS advance. Employee's with a Position>Position Status of Deceased or Terminated will not be included. Docks without an effective date can be added in Payroll Payments - Future and will be included in the report calculations. After STRS advance processing is completed, the dock payment in Payroll Payments - Future should be deleted until the dock payment should take place.

Three reports can be generated:

Advance Fiscal To Year Date Report - A report that is a complete fiscal year-end report for all STRS employees, including all advanced employees.
Advanced Positions Report - A report that lists all advanced compensations for the district.
Non-Advanced Position Report - A report that lists all compensations that will not be advanced.

Generating the STRS Advance Submission File will actually flag the appropriate compensations as advanced jobs. The compensation records will remain in "advance mode" until the last payment in contract has been paid. At that time, the compensation advance flag is turned off and the compensation is no longer considered in "advance mode". It also sets the STRS Advance Configuration field under SYSTEM/CONFIGURATION option.

The only field that is non modifiable during STRS Advance, is the STRS Advance Flag on the Compensation. All other fields are modifiable during Advance.

After generating the STRS Advance Submission File, a file called STRSADYY06.txt (YY = Year) is created. The file is then submitted to STRS using the 'Submit Uploaded File to STRS' option.

If district receives error 'Check for possible error in number of pays in contract for previous SSN'

This error indicates the district is running the advance reports very early. This error is checking the pays left on a compensation that would advance. If the pays left are greater than 14, the error is received. Since the district ran the reports in December or earlier, the pay left is greater than 14. This error will clear up when the reports are ran closer to the fiscal year end.

If your district withholds STRS retirement based on earnings, not contributions, the System>Configuration>STRS Configuration>Based Withholding On Earnings checkbox will need to be checked. Please click here for more information on the STRS Configuration options.

To create the Advance Fiscal Year to Date Report

The Save and Recall option , allows the users to create and save certain reports for different report runs for each report option. The Default option is the original SSDT report and the Most Recent is the last report that was ran by the user. If the report is no longer needed, click on to delete the report. The Default reports cannot be deleted.
Sort By- From the drop down option choose the way you want the report to be sorted
- Employee Name (Default Option)
- Employee SSN
Report Format - CSV, PDF and Excel
Starting Date for the Academic Year- Choose date from the Calendar, click or enter in the starting date using format M/DD/YY
Ending Date for the Academic Year- Choose date from the Calendar, click or enter in the starting date using format M/DD/YY
Click the

Criteria for STRS Advance - FYTD report

Employee must have a position with retirement system set to STRS
Employee must have earnings in the fiscal year. Earnings are a sum of 3 things.
- For an advancing compensation, the accrued wages will be added to earnings (accrued wages = contract obligation – amount paid – amount docked).
- Adjustment journals of type equaling Total Gross and Payroll Item Code equaling 591 and/or 691 for the employee with a Transaction Date within the fiscal year will be added to earnings.
- The Applicable Gross of historical STRS pay items paid to the employee on payrolls that are not imported from classic and have a Pay Date within the fiscal year will be added to earnings.
Employee must have a contract (or legacy) compensation with a date range that the current date falls within the current date. AND the compensation pays paid is not equal to pays in contract or the compensation has been paid in the fiscal year OR Employee must have a non contract compensation with a date range that overlaps the fiscal year.
Having a Compensation Stop Date will prevent a compensation from advancing, if that stop date falls within the academic date range. (Will show earnings on the FYTD report (compensation obligation - compensation amount paid - compensation amount docked)

(Note that in the above bullet, if the conditions before the bolded OR are met, or the condition after the bolder OR is met, then the employee will be on the report if the 2 preceding bullet points are met)

Sample PDF Report

Sample of CSV

Sample of Excel

Balancing Advance Fiscal Year to Date Report

To balance the Advance Fiscal Year to Date Report for the Fiscal Year the Taxed + Non Taxed Deposit Pickup should equal what has been paid to STRS to date, plus the STRS Advance amount should equal the Taxed + Non Taxed Total. Advance amounts from the previous FY are not tracked on the report and are tracked separately behind the scenes.

Those figures come from the 450 (if Taxed) 591 (if Non Taxed)and 691 (Pickup) withholding amounts for the current fiscal year (no advance amounts) and any new earnings that were paid over the summer months while in advance.

To Create Advanced Positions Report

Sort By- From the drop down option choose the way you want the report to be sorted
- Employee Name (Default Option)
- Employee SSN
Report Format - CSV, PDF and Excel
Starting Date for the Academic Year- Choose date from the Calendar , click or enter in the starting date using format M/DD/YY
Ending Date for the Academic Year- Choose date from the Calendar , click or enter in the starting date using format M/DD/YY
- If you remain on this screen, the Sort By and Academic dates options will remain populated from the previous run of the Advanced Fiscal Year to Date Report.
Click the

Criteria for STRS Advance Position Report

Employee must have a Position with retirement system set to STRS and the Position must have a Job Status of Active or Inactive.
Employee must have a Contract Compensation with a date range that the current date falls within.
Compensation>Contract Days Worked must equal the Contract Work Days or the Compensation>Contract Work Days must equal the Contract Days Worked as of June 30 (determined by counting the remaining number of work days to be paid through June 30 from the Job Calendar).
Compensation>Contract Work Days and Contract Days Worked must be greater than 0.
Compensation>Pays paid must be less than Compensation>Pays In Contract.
Compensation>Contract Obligation – Amount Paid – Amount Docked must be greater than 0.
Compensation>Accrued Wages must be greater than 0.
- Accrued Wages = Compensation Amount Earned - Amount Paid - Amount Docked

Having a Compensation Stop Date will prevent a Compensation from advancing, if that stop date falls within the academic date range. However, the Compensation will show earnings on the Fiscal Year to Date Report. (Compensation>Contract Obligation - Contract Amount Paid - Amount Docked)
Archived Compensations will not be included on the STRS Advance Report.
If an employee is listed on the Non-Advanced Report and should be on the Advanced Report, Compensation Adjustment>Days Worked can be created to update the Days Worked.

Sample Report

To create Non-Advanced Positions Report

Sort By- From the drop down option choose the way you want the report to be sorted
- Employee Name (Default Option)
- Employee SSN
Report Format - CSV, PDF and Excel
Starting Date for the Academic Year- Choose date from the Calendar , click or enter in the starting date using format M/DD/YY
Ending Date for the Academic Year- Choose date from the Calendar , click or enter in the starting date using format M/DD/YY
- If you remain on this screen, the Sort By and Academic dates options will remain populated from the previous run of Advanced Positions Report
Click

Criteria for STRS Non Advance Report

Employee must have a position with retirement system set to STRS and position must have a job status of Active or Inactive. Must have a contract or legacy compensation for the position.
Employee must have a contract (or legacy) compensation with a date range that the current date falls within
The position associated with the compensation must have a status of active or inactive
The compensation pays paid must be less than pays in contract and there must be contract work days on the compensation greater than 0.
The compensation works days does not equal work days in contract or the compensation work days does not equal the contract work days as of June 30 (determined using work days from the calendars).

Sample Report

Creating the STRS Advance Submission File

Once STRS Advance Submission File has been created for FY, a report can no longer be created with that FY data.

Sort By- From the drop down option choose the way you want the report to be sorted
- Employee Name (Default Option)
- Employee SSN
Report Format - CSV, PDF and Excel

Starting Date for the Academic Year- Choose date from the Calendar , click or enter in the starting date using format M/DD/YY
Ending Date for the Academic Year- Choose date from the Calendar , click or enter in the starting date using format M/DD/YY
- If you remain on this screen, the Sort By and Academic dates options will remain populated from the previous run of the advance reports
Click on
Once the file has been created, a message will appear:

Sample submission file

Upload Submission File to STRS

To select File for submission, click on .

Once the file has been selected, it will show as an Uploaded File

To Submit the file, click on .

The 'Submit Uploaded File to STRS' uses the Core>Organization>STRS Code, so STRS knows who's file it is.

First payroll after STRS Advance - STRS Per Pay Report

After the first pay in Advance, the STRS Per Pay Report, will show if employees are in Advance:

STRS Merge Files

STRS Merge File can be created any time after STRS Advance Submission file has been created.

This process allows a merger between the STRS Advance file and a file provided by Renhill or other Third-party entity which contains contracted employee information for STRS reporting.

Before moving forward, districts will want to make sure the Third-Party file is in the correct format. Click Here to see the STRS Annual Reporting Record Layout.

File example:

Testmergefile.txt

The STRS Advance file and the file provided by Renhill or other third party entity, can be merged using this process:

Upload the Advance Submission File that was created by your district by clicking on

Upload the File to Merge sent to the district by Renhill or other third party entity, by clicking on

Generate STRS Merge Report for verification

To create a projection report of the two merge files, click on . This report will show the districts STRS advance file and the file you selected to merge from the Third Party entity:

Example of STRS Merge Report

After the report has been reviewed and are ready to merge, click on . This file can then be used to upload to STRS.

Example of the STRSADMERGED file

To Upload the Merged File for submission to STRS, click on

Once uploaded, click on to submit your districts STRS Advance file.

Items to consider for STRS Advance

Pay Types that affect balancing

During advance cycle certain pay types cannot be used on jobs with advance flag set - REG and IRR.

Certain pay types will affect the Amount Paid Back field under SYSTEM/CONFIGURATION/STRS Advance Configuration

Docks

If a Dock is known before STRS Advance is processed, the total amount needs to be entered in FUTURE as a DCK pay type. Once STRS Advance has been processed, remove the Future entry before running the next payroll. Then the dock can be reentered in any future payrolls during the advance. The STRS Advance FYTD report does not apply dock from future pay to the earnings on the report. It only reduces the advance amount.

Early Contract Payoffs

Consider early contract pay offs. If aware of these now, go to the Compensation record and update the 'Pays In Contract'. Keep in mind this may change the pay per period.

Make this update AFTER the last pay of June has been processed. If you wish to continue to pay the regular pay per period on the first pay of July, then change the number of pays back to the original value AFTER you have created and submitted the STRS Advance Submission file.

STRS Advance Configuration and Organization

Once the STRS Advance file has been generated, the total amount of Advance will show under System>Configuration>STRS Advance Configuration and Core>Organization:

System>Configuration>STRS Advance Configuration:

and Core>Organization:

The Advance Amount is the total STRS Advance amount and will not change through the summer pays. The Amount Paid Back will increase every payroll. The Submission Timestamp will populate after the is processed: (these fields are non-modifiable, except to admin users) **If district has ran STRS submission and needs to be brought out of advance for errors to be fixed, the original Submission Timestamp will show, it will NOT update with the new Submission Timestamp**

System>Configuration>STRS Advance Configuration:

Core>Organization:

**Note**After the last pay, if the amount paid back is equal or greater than the advance amount, then the district will come out of advance and the advance flag on the configuration will be un-checked. When the advance flag on the configuration is unchecked, then the amount paid back will always display zero. If the amount paid back is less than the advance amount after the last pay, then the advance flag on the configuration will not be un-checked and the amount paid back will continue to show on the configuration. If wanting to see the total amount paid back, they can check the 'Advance Mode' box, refresh the screen or (close it and re-open) for the value to display and the Amount Paid Back will show. But they will want to remember to un-check that before they move onto their next payroll.

If Amount Paid Back is off, run the Check STRS Advance Report and compare this to their STRS Advance report to find the difference.

Amount Paid Back shows 0.00- The Amount Paid back is calculated based upon the current year. If already in the next CY, it is a calculation of Advance Amounts paid in the new CY which is zero. The amount paid back for 202X would have shown on the STRS advance configuration through December 202X (current year) since the district never came out of advance.

Example: If FY 2022, the amount paid back difference would still show through December 2022. But now in 2023 Current year, the Amount paid back is cleared and no longer available.

Payroll Report STRS Advance amount

The Payroll Report, processed during the payroll, will show the STRS Advance amount for each payroll. This is located at the bottom of the report:

Corrections Needed if an Employee Was Not Marked as a Retired Rehired When They Should Have Been

The following adjustments are necessary if an employee was not marked as a rehired retiree when they returned to the district as a rehired retiree at the start of the fiscal year. After the creating the corrections in the steps below, the employee should be listed on the STRS Advanced reports with one line and the Rehired Retiree column will be set to Y. Use the FYTD Report Non rehired Retiree Earnings and Non-Taxed Deposit/Pick up for adjustments:

On the 450 Payroll Item, mark the Rehired Retiree checkbox and enter the rehired date in the Rehired Date field.
The following adjustments will need to be created:
- Core>Adjustments - Payroll Item 450 using the Type of Portion of FTD Gross that was earned as a rehired retiree, enter the Amount equaling the Earnings and check the Fiscal Year To Date checkbox.
- Core>Adjustments - Payroll Item 450 using the Type of Portion of FTD Board Amount that was earned as a rehired retiree, enter the Amount equaling the Non-Taxed Deposit/Pick Up and check the Fiscal Year To Date checkbox.
- Core>Adjustments - Payroll Item 591 using the Type of Portion of FTD Amount that was withheld as a rehired retiree, enter the Amount equaling the Non-Taxed Deposit/Pick Up and check the Fiscal Year To Date checkbox.
- (If applicable) Core>Adjustments - Payroll Item 691 using the Type of Portion of Board Amount that was earned as a rehired retiree, enter the Amount equaling Non-Taxed Deposit/Pick Up and check the Fiscal Year To Date checkbox

The following adjustments are necessary if an employee was not marked as a rehired retiree when they returned to the district as a rehired retiree at some point during the fiscal year. The employee will be listed on the STRS Advanced reports with two lines. One line will list the information prior to retiring and the Rehired Retiree column will be set to N and the other line will list the information when the employee returned as a rehired retiree and the Rehired Retiree column will be set to Y.

On the 450 Payroll Item, mark the Rehired Retiree checkbox and enter the rehired date in the Rehired Date field.
The following adjustments will need to be created:
- Core>Adjustments - Payroll Item 450 using the Type of Portion of FTD Gross that was earned as a rehired retiree, enter the Amount equaling the Earnings and check the Fiscal Year To Date checkbox.
- Core>Adjustments - Payroll Item 450 using the Type of Portion of FTD Board Amount that was earned as a rehired retiree, enter the Amount equaling the Non-Taxed Deposit/Pickup and check the Fiscal Year To Date checkbox.
- Core>Adjustments - Payroll Item 591 using the Type of Portion of FTD Amount that was withheld as a rehired retiree, enter the Amount equaling the Non-Taxed Deposit/Pickup and check the Fiscal Year To Date checkbox.
- (If applicable) Core>Adjustments - Payroll Item 691 using the Type of Portion of Board Amount that was earned as a rehired retiree, enter the Amount equaling the Non-taxed Deposit/Pick-Up and check the Fiscal Year To Date checkbox.

Removing Last Fiscal Year Earnings and Contributions from STRS Advance

Employees paid in July for June days works

STRS requires earnings to be reported in the year they were earned, not paid. For situations where employees earned the wages in one fiscal year and are paid in another, the corrections will need to be made both to STRS and on the system. The district should contact STRS to work through their process of 'back posting' the earnings. On our system, the district will want to post Core>Adjustments to 'back out' the total gross and amount withheld from this FYE, so it's not reported on next year's FYE information.

Core>Adjustments - Payroll Item 450 using the Type Total Gross and mark the Fiscal Year To Date checkbox.
Core>Adjustments - Payroll Item 591 using the Type Amount Withheld and mark the Fiscal Year To Date checkbox.
Core>Adjustments - Payroll Item 691 using the Type Board's Amount of payroll item and mark the Fiscal Year To Date checkbox.

Using Adjustments, click on Create to remove employee's earnings, this will adjust the Non-taxed Earnings on the STRS FYTD report:

450 Payroll Item:

To remove contributions, this will adjust the figures on the STRS FYTD report, Taxed + Non-taxed and Non-taxed Total:

591 Payroll Item:

And/or 691 Payroll Item:

How STRSAD days are calculated

The system first finds all the checks for employees which have a pay date in the reporting period. The reporting period for STRS Advance is a fiscal year. The payroll beginning and ending dates for those checks determine the calendar date range for counting service days. This range (very likely) will start in the preceding fiscal year and end during the current fiscal year.

The system looks at the hire date on employee and the academic year start date entered by the user on the STRS advance view and use whichever is later. We will use the termination date on the employee and the academic year stop date and use whichever is earlier. This is used when calculating days employed.

Service days will be determined by counting the days from the employee's job calendars plus attendance and absence days. These days must have a Pay Date stamped in order for them to be included in the count. (Dock Days use the Activity Date, no Pay Date stamped is required) The system then locates any CORE/Adjustment transactions 'STRS Retirement Days' for the fiscal year for STRS. Adjustment transactions entered are considered manual adjustments to what the system would calculate. Note that "manual adjustment" transactions are picked up based on the fiscal year instead of the date range that the employee was paid for. Any adjustment dated within the reporting period will be applied. The manual adjustment records are a bit different because they are not for specific days. The adjustments (if any) are added to or subtracted from the total unadjusted service days and that total is the total that will appear on the STRS Advance report.

If needing to correct STRS Days, use Core>Adjustments>STRS retirement days. The Transaction date of the adjustments will need to be in an open month and also the box 'Month To Date' needs to be checked, in order for the FYTD report to include them

If an employee is on the Non-Advanced Report and needs to advance, use the Compensation Adjustment, Days Worked for that compensation, to adjust 'Days Worked as of 6/30' field.

How the system calculates the 'STRS Advance Fiscal Year To Date' Report

The STRS Days is using the current FY Contract Start Date of employee till 06/30/2021 plus any days from prior FY starting from 07/01/2020. We count STRS days from the Job Calendars, Attendances within the FY (Pay stamp date within FY) and STRS retirement days adjustment entries.

For Example, an employee's FY 20-21 contract starts 08/02/2020 - 07/31/2021. The STRS Days is calculating from the Beginning of the contract, 08/02/2020 to 06/30/2021 total days of 224. Then it will look for day's prior from 07/01/2020 thru 08/01/2020, which is days from the employee's FY contract 19-20, to get Total STRS Days of 240.
If needing to correct STRS Days, use Core>Adjustments>STRS retirement days. The Transaction date of the adjustments will need to be in an open month and also the box 'Month To Date' needs to be checked, in order for the FYTD report to include them

The Earnings are calculated by taking the amount left on contract (obligation – amountPaid – amountDocked from the compensation). Only compensations that are not fully paid are counted. Next we add in the Total Gross FYTD from the 450 payroll item (All jobs that are advancing) for payrolls that are ran in redesign (non imported). You can, also, see these values on the payroll payments screen, first payroll in redesign and all payrolls after it are included. Next, we add in any Total Gross adjustments to the STRS item (classic 450 record) that fell within the fiscal year. If the STRS item has the increased compensation box checked, we calculate the inflated gross and add it to the earnings. The inflated gross is calculated as advance amount / .14, (1725.75 / .14 = $12,326,.84. Then if the inflated gross is more than the contract due (obligation - paid - docked on the compensation), then we add the difference to the earnings:

Obligation $72,841.00 - Amount Paid $61,634.76 = $11,206.24

Job 1 450 FYTD Total Gross = $55,470.78

Job 2 450 FYTD Total Gross = $2,989.01

450 Adjustments Total Gross = $12,326.84

= $81,992.87

Advanced amount $1,725.75/.14 = $12.326.84 Inflated Gross

If the inflated gross is more than the contract due (obligation - paid - docked on the compensation), then we add the difference to the earnings:

Inflated Gross $12,326,.84 - Contract Due $11,206.24 = $1,120.55 Inflated Gross

Then add the $1,120.55 to the $81,992.87 (earnings before inflated gross calculation) = $83,113.42 on the report

The Non-Taxed Deposit/Pickup is calculated by adding the Amount withheld for STRS Annuity and the Employer amount from the Employer STRS item for each payroll ran in redesign. These values can been found on the payroll payments screen. Then we add in amount withheld adjustments for the STRS Annuity item and board amount adjustments applied to the Employer STRS item that fall within the fiscal year. When we add these up, we get the $9,910.14 on the report.

Job 1 591 STRS Annuity Withholding from payments - $112.06 * 18 pays = 2017.08

MIS pay of $25.00 * 14% = $3.50

Job 2 STRS 591 Annuity Withholding from payments - $414.96

691 Employer STRS $319.38 * 18 pays = $5,748.84

591 STRS Annuity Amount Withheld from Adjustments within Fiscal Year = $448.24

691 Employer STRS Board's Amount of Payroll Item Adjustments within Fiscal Year = $1.277.52

$2,017.08 + 3.50 + 414.96 + 5,748.84 + 448.24 + 1,277.52 = $9,910.14

For the Non-Taxed Advance Amount, we first determine the pays left on the compensation (pays in contract – pays paid). We determine the amount left on the contract (obligation – amountPaid – amountDocked from the compensation). Then we calculate what the last payment should be by taking amount left on contract – any future pays that are docks with no effective date – (pay per period from compensation * (pays left – 1)). We take the pay per period for the compensation and multiply it by the strs annuity rate to get the advance amount for each remaining pay that is not the last pay. We multiply the pay per period by the employer strs rate for each remaining pay that is not the last pay and add it to the advance amount. Finally we multiply the last payment amount we calculated by the strs annuity rate and the employer strs rate and add these values to the advance amount. We came up with the 1725.75 non taxed advance on the report.

Job 1 Compensation 26 pays - 22 pays left = 4 remaining pays

Obligation $72,841.00 - Amount Paid $61,634.76 - Docks 0.00 = $11,206.24 Amount left on contract

Last Payment of the compensation by taking amount left - future docks - pay per period * (pays left - 1)

$11,206.24 - 0.00 - ($2,801.58 pay per period * (4 - 1) =$8404.74) = $2,801.50

Pay Per Period X 591 STRS Annuity rate X 3 for the payments left that are not the last pay

$2801.58 * 4% = $112.06 * 3 = $336.18

Pay Per Period X 691 Employer STRS rate X 3 for the payments left that are not the last pay

$2,801.58 * 11.4% = 319.38 * 3 = $958.14

Calculate the Advance for the last payment using both rates again from the 591 STRS Annuity Item and 691 Employer STRS Item

$2,801.50 * 4% = $112.06
$2,801.50 * 11.4% = $319.37

Then add up the 4 amounts we calculated

$336.18 + 958.14 + 112.06 + 319.37 = $1,725.75

The Rehired Retiree flag is pulled from the Employee's 450 STRS payroll item field.

Report Totals

Non-taxed Earnings is the total STRS Applicable Gross for the Fiscal Year. This does not include advance gross. It does include the amount remaining on the contract (compensation obligation - paid - docked) and is the total for employees who have a STRS annuity or Employer STRS withheld.

Non-taxed Earnings = Earnings

$22,286,426.54

Non-taxed Advanced Amount is the contributions that will be paid over the summer months for employees who have a STRS annuity or Employer STRS PU (?)withheld.

$756,501.33

Taxed earnings is total earnings for the Fiscal Year (including advance)

Taxed Earnings is the total STRS applicable gross for the Fiscal Year. This does not include advance gross. It does include the amount remaining on contract (compensation obligation – paid – docked). Taxed Earnings is the total for employees who have an employee amount withheld on their STRS item (non annuity).

Taxed Advanced Amount is the contributions that will be paid over the summer months

Taxed Advanced Amount is the contributions that will be paid over the summer months for employees who have an employee amount withheld on their STRS item (non annuity).

Taxed + Non-taxed is the Non-taxed Total (Non-taxed Advanced Amount + Non-taxed Deposit/Pick up) from the report totals plus the Taxed Total (Taxed Advanced Amount + Taxed Deposit/Pick up) from the report totals.

Taxed+Non-taxed = Non-taxed Total = Non-Taxed Total

$3,119,861.34

Amount Advanced is the amount that will be paid toward the advance over the summer months. It is the total of Non-taxed Advanced Amount and Taxed Advanced Amount.

Non-taxed Advanced Amount = Amount Advanced = Non-Taxed Advanced Amount

$756,501.33

Regular Employee Count

Regular Employee Count is a count of employees on the report who are not rehired retirees. A mid year retiree will count as both a regular employee and a rehired retiree.

357

Regular Employee Contributions

Regular Employee Contribution is the total employee amount withheld on STRS items (non annuity). Does not include rehired retiree amounts. This amount also includes total taxed advanced amount.

Regular Pickup

Regular Pickup is the total employee amount withheld on STRS annuity items plus total amount withheld for Employer STRS items. Does not include rehired retiree amounts. This total also includes total non-taxed advanced amount.

Regular Pickup = Taxed+Non-taxed - Retiree Pickup

$3,028,331.40 = $3,119,861.34 - $91,529.94

Non-taxed Deposit/Pick up is the amount contributed until June 30

Non-taxed Deposit/Pick up is the total employee amount withheld on STRS annuity items plus total amount withheld for Employer STRS items.

Non-taxed Deposit/Pick up = Non-Taxed Deposit/Pick-up

$2,363,360.01

Non-taxed Total is the total of contributions until June 30 + advanced contributions for current Fiscal Year

Non-taxed Total is the total of Non-taxed Deposit/Pick up plus Non-taxed Advanced Amount.

$3,119,861.34

Taxed Deposit/Pick up is the amount contributed until June 30

Taxed Deposit/Pick up is the total employee amount withheld on STRS items (non annuity).

Taxed Total is the total of contributions until June 30 + advanced contributions for Current Fiscal Year

Taxed Total is the total of Taxed Deposit/Pick up plus Taxed Advanced Amount

Retiree Advanced Amount

Retiree Advanced Amount is the total advanced amount for employees who are rehired retirees.

$13,259.46

Rehired Retiree Count

Rehired Retiree Count is a count of employees on the report who are rehired retirees. A mid year retiree will count as both a regular employee and a rehired retiree.

Retiree Contributions

Retiree Contribution is the total employee amount withheld on STRS items (non annuity) for rehired retirees. This amount also includes taxed advanced amount for rehired retirees.

Retiree Pickup

Retiree Pickup is the total employee amount withheld on STRS annuity items plus total amount withheld for Employer STRS items for rehired retirees. This total also includes non-taxed advanced amount for rehired retirees.

$91,529.94

Advanced Positions Report

Job 1 Compensation 26 pays - 22 pays left = 4 remaining pays

Obligation $72,841.00 - Amount Paid $61,634.76 - Docks 0.00 = $11,206.24 'Contract Amount Due'

Last Payment of the compensation by taking amount left - future docks - pay per period * (pays left - 1)

$11,206.24 - 0.00 - ($2,801.58 pay per period * (4 - 1) =$8404.74) = $2,801.50

Pay Per Period X 591 STRS Annuity rate X 3 for the payments left that are not the last pay

$2801.58 * 4% = $112.06 * 3 = $336.18

Pay Per Period X 691 Employer STRS rate X 3 for the payments left that are not the last pay

$2,801.58 * 11.4% = 319.38 * 3 = $958.14

Calculate the Advance for the last payment using both rates again from the 591 STRS Annuity Item and 691 Employer STRS Item

$2,801.50 * 4% = $112.06
$2,801.50 * 11.4% = $319.37

Then add up the 4 amounts we calculated

$336.18 + 958.14 + 112.06 + 319.37 = $1,725.75 'Advanced Pick-up and 'Total Amount Advanced'

Non-Advanced Payment Report

The Non Advance report figures 'Days worked as of June 30th' by adding in the contract days worked from the compensation first. Then it finds the most recent payroll the employee was paid in and uses the payroll stop date plus 1 day (so the day after the payroll stop date) as the starting date to look up days on the calendar up to an end date of June 30th. It looks for work, holiday, and calamity days on the calendar in this date range and then adds the total to the contract days worked from the compensation to get the days worked as of June 30th on the report. If an employee is on the Non-Advanced Report and needs to advance, use the Compensation Adjustment, Days Worked for that compensation, to adjust 'Days Worked as of 6/30' field.

The 'Contract Obligation' pull from the employee's compensation.

The 'Amount Due' pulls form the employee's compensation Accrued Wages.

Part-Time Employees Calculation

STRS has made changes to how part-time employees service credit is calculated. This is effective for the current STRSAD in July 2020. There are NO changes for full-time employees.

STRSAD determines whether an employee is full-time or part-time by the drop down box on the 450 Payroll Item record.

To view the changes online, go to the STRS website: https://www.strsoh.org/employer/_pdfs/guides/50-380.pdf

Here are the new calculations for Part-time employees:
- If less than 90 days worked. Calculate days/180 and calculate actual compensation/$12,000. The Service Credit is the LESSER of the two calculations.
- If greater than 89 and less than 120 days worked. Calculate days/180 and calculate actual compensation/$12,000. The Service Credit is the LESSER of the two calculations.
- If greater than 119 days and salary is less than the state minimum of $35,000. Calculate days/180 and calculate actual compensation/$12,000. The service Credit is the LESSER of the two calculations.
- If greater than 119 days and salary is greater than the state minimum of $35,000. The Service Credit is 1.00 or 100%.
Make sure the STRS Configuration is filled in for the 'State Minimum Salary' of $35,000

Please click on the link below for a printable doc of the calculation of Part-Time Employees:

STRS service credit calculation.docx

STRS Annual Reporting Record Layout

Field No	Field Name	Start Location	Field Length	Format	Valid Values	Example
1	Employer ID	1	4	X(4)
2	Taxed Member Contribution (Regular)	5	8	9(6)V99
3	Report Fiscal Year	13	4	X(4)
4	Service Credit	17	3	9V99
5	Member Type Code	20	1	X(1)
6	Social Security Number	21	9	X(9)
7	Last Name of Employee	30	15	X(15)
8	First Name of Employee	45	15	X(15)
9	Tax-deferred Member Contribution (Pickup)	60	8	9(6)V99		00007669 (no decimals 76.69)
10	Delivery Address Line 1	68	40	X(40)
11	Delivery Address Line 2	108	40	X(40)
12	Delivery Address Line 3	148	40	X(40)
13	City Name	188	20	X(20)
14	State Code	208	2	X(2)
15	ZIP Code	210	5	9(5)
16	ZIP Code Suffix	215	4	9(4)
17	ZIP Code Delivery Point	219	2	9(2)
18	Accrued Contributions	221	8	9(6)V99
19	Email Address	229	50	X(50)
20	Phone Number	279	10	9(10)
21	Phone Number Type	289	1	9(1)	Blank = Unknown C=Cell Phone H=Home Phone
22	Reserved	290	61	X(61)

Total Record Length = 350

**The file needs to have 351 Positions:

Taking a district out of Advance

If ITC needs to take a district out of Advance, please go to Configuration#TakedistrictoutofSTRSAdvanceforcorrection for instructions.

Errors and Warnings

The following alphabetical list describes errors and warnings that may appear when the STRSAD program is run.

The following error Warning: Employee has an archived compensation that was paid within the fiscal year is being changed to:

Info: Employee has an archived compensation that was paid within the Fiscal Year - No action required.

Address cannot be blank. Verify entire address in CORE/EMPLOYEE for previous SSN.
This indicates either the first line of address, city, state, or zip code on the CORE/EMPLOYEE is blank. No part of the address can be reported to STRS as blank. View CORE/EMPLOYEE and verify the fields.
Advance amount is negative for previous SSN, assuming zero.
Indicates a possible error correction from a previous fiscal year.
Check Compensation information and contact ITC if unable to resolve. It may also be necessary to contact STRS to resolve the problem.
Amount remaining on contract is zero for previous SSN, job #.
Indicates that pays are remaining with no contract amount to pay.
Verify Compensation information and run an AUDRPT to determine if manual changes were made.
Check for possible error in number of pays in contract for previous SSN.

Contract amount paid exceeds the contract obligation for previous SSN, job #.
Indicates the amount paid shown on Compensation exceeds the obligation.
Verify Compensation information and run an AUDRPT to determine if manual changes were made.
Contributions with zero service credit for previous SSN.
Regular contributions with no service credit have been detected. STRS requests that these situations be researched and corrected before submitting the data.
Check Payroll Items (450/591/691) start and stop dates, job calendar assignments, job calendar start dates, and Attendance records. Contact ITC if unable to resolve.
Refer to the section of this chapter called, "How STRSAD days are calculated" for assistance in resolving service credit problems.
Days worked in contract will exceed work days in contract for previous SSN, job #.
This message indicates that the remaining work days on the calendar through June 30th for the job will cause the days worked to exceed the work days in contract. This refers to jobs that still have work days remaining on the calendar.
Check the contract start date and the beginning date of the first payroll of the contract to insure days worked in the contract were correctly counted. Check for incorrect period beginning and/or ending dates that may have been entered. Adjustments to days worked may be necessary in Compensation.
Employee's first/last name cannot be blank. Verify in CORE/EMPLOYEE for previous SSN.
This message indicates either the first or last name on the CORE/EMPLOYEE is blank. The name cannot be reported to STRS as blank. View CORE/EMPLOYEE and verify the fields.
FTD total for board deduction is negative for previous SSN, assuming zero.
A 691 Payroll Item record has a negative amount in the FTD deduction field. This indicates that an error correction from a previous fiscal year may have been processed.
Research using AUDRPT (looking for manual updates) and contact STRS for possible correction procedures.
FTD total for retirement deduction is negative for previous SSN, assuming zero.
A 450 Payroll Item record has a negative amount in the FTD deduction field. This indicates that an error correction from a previous fiscal year may have been processed.
Research using AUDRPT (looking for manual updates) and contact STRS for possible correction procedures.
Job calendar is not assigned for compensation with code ######. Please assign a job calendar to get corrected values on report.

Add a Job Calendar to the Compensation.

Name and address for previous SSN not on file.
The Employee record does not have a name or address entered.
Enter these fields in Employee.
No active position level or employee level STRS item found for position #:

Verify Start and Stop dates on the employee's STRS item

Verify STRS Payroll items 450, 591 or 691

Check STRS Payroll Items to see if archived.

No service days for regular earnings for previous SSN.
No service days are found for this employee.
Check Payroll Items (450/591/691) start and stop dates, job calendar assignments, job calendar start dates, and Attendance records. Contact ITC if unable to resolve.
Refer to the section of this chapter called, "How STRSAD days are calculated" for assistance in resolving service credit problems.
Non-stretch pay job will advance for previous SSN.
It is not normal for a non-stretch pay job to advance. This message simply alerts the user to a possible problem but does not indicate that a problem exists. If the situation does occur, it could cause problems in the advance pay back calculations since the amounts for these jobs are not properly handled by Initialize.
Number of days worked exceeds work days in contract for previous SSN, job #.
The number of days worked is greater than the work days in Compensation.
Verify the days worked on the job and the job calendar assignment. Run an AUDRPT to determine if manual changes were made. Update Compensation if necessary.
Pay per period times remaining pays differs from accrued wages by more than $1.00 for previous SSN, job #.
This message indicates that a possible error in contract calculations has occurred.
The district should verify the contract amounts in Compensation with what has been paid on the job thus far. Run an AUDRPT and attempt to isolate the problem. A dock or payment of additional money may be necessary to make the correction. Contact your ITC for assistance if necessary.
Pick up amount is negative for previous SSN, assuming zero.
A 591 Payroll Item record has a negative amount in the FTD deduction field. This indicates a possible error correction from a previous fiscal year may have been processed.
Research using AUDRPT and contact STRS for possible correction procedures.
Retiree amounts for previous SSN exceed the regular contribution total.
The retiree amounts showing on the 450, 591, and 691 records are greater than regular amounts. This should not occur since retiree amounts are subsets of the regular contributions. The retiree amounts should be less than or equal to the regular contribution totals.
Run AUDRPT to determine if manual adjustments to regular or retiree fields were processed. Manual changes to the Payroll Item records may be required.

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