Generate Report

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Report Title: SERS Per-Pay Report is the default file name for the report. This can be changed by entering a new file name in the Report Title field.

Select a Report Format from the drop down option:

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 Uncheck if not wanting to show Informational Messages on the Report

 Image Added Once the report is correct, check Image Addedto Set Employees Within Submission File as Reported to SERS.  By checking this option, it will no longer automatically show this payroll in the Historical Payrolls grid.

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Enter in a Pay Date of the current payroll 

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When all options are entered, click on on Note** . 

Clicking the Image Added button will generate both the regular submission file and the adjustments only file.  District will need to review the Adjustment file to determine if they need to submit the file to SERS. 

Note** Error will be produced if no Posted Payroll is found: 

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Click on to create an Adjustment Only Submission File to be submitted to eSERS for the VoidedUnVoided and Un-voided payments

Select any additional payments to include from past payroll.  Voided and Un-voided payments are shown below:

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If employee is paid with REG, MIS etc but has negative ACC wages and/or with a DCK, it will code it all as an Earn Code of 01

If employee is paid with REG, MIS etc, but has positive ACC wages and/or with a DCK, it will code it separate on the file as Earn Code 5* and an Adjustment File for submission will have to be created.

Generate SERS Submission File

Below is the how the SERS report determines:

IF pay type = RETRO

• IF Pay Type is EXCEPTION
  • 53
• ELSE
  • 03

ELSE IF accrued pay type AND amount > 0

• IF Pay Type is EXCEPTION
  • 54
• ELSE
  • 04

ELSE IF position is supplemental

• IF pay type is EXCEPTION
  • 52
• ELSE
  • 02

ELSE

• IF pay type is EXCEPTION
  • 51
• ELSE
  • 01

If employee has ONLY a negative pay type for a job, for example: MIS -100.00, retirement will NOT be calculated on this negative amount.  Add error adjustments to the employee Payroll Item 400, 590 and/or 690.

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Generate SERS Submission File includes Adjustments File automatically

'Set Employees Within Submission File as Reported to SERS?'

Once the report is correct, check to Set Employees Within Submission File as Reported to SERS.  By checking this option, it will no longer automatically show this payroll in the historical payroll grid.

Once all correct, select . This button should be selected for a regular submission file. If there were any adjustments added, an Adjustment Only Submission File will also need to be generated clicking on   Thie will generate both the regular submission file and the adjustments only file.  Districts will need to review the Adjustment file to determine if they need to submit the file to SERS.

District can still generate the adjustment File, if needed, by click on .

 will take you directly to the eSERS site.

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** Note that an adjustments submission file may be needed for SERS submission **

Check Click on the option, if only wanting to generate an Adjustment Only submission Submission File?  If there are any earning codes on the SERS per pay report that begin with the number 5, then these are adjustments.  Adjustments are earning codes 51-54.  Adjustment data does not appear on the regular submission file.  An adjustment submission file should be run after the regular submission file.  To generate a An adjustment submission file for adjustments, check the box to generate submission file for adjustments only and then click on the Generate Submission File button.  The should be run after the regular submission file. This will produce a file in the format of SERSccyy_mm_ddA.TXT.  The 'A" just before the .TXT signifies this is an a SERS Adjustment file.

Example of 'SERS Per Pay Report' with Voided Payment included:

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Calculating Regular and Retirement Pickup

Please click here for documentation on how Retirement is calculated.

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The Member Earnings uses the 400 Applicable Total Gross.

Employer Pick Up

The Employer Pick Up uses the 590 /Amount Withheld and 690 Employer Amount withheld.Amount

• If using Adjustments:
  • 590 Amount Withheld
  • 690 Board Amount of Payroll Item

How SERS Hours are calculated

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Example of how hours are calculated:

To calculate hours: Earning code 01 ==> $421.12 / $1,872.48 = .2248 * 124.50 hours = 27.9876, which rounds to 28 hours.
                                 Earning code 02 ==> $1,451.36 / $1,872.48 = .7751 * 124.5 hours = 96.4999, which rounds to 96.5 hours.
 (Also, for the last earning code of 01 or 02, it makes sure that 28 + 96.50 = 124.50 total hours.  If earning code 02 rounded to 30 hours and 96.50 + 29 = 125.5, the program would subtract 1 from the hours so that it doesn't exceed the total hours.) 

How SERS days are calculated 

The SERS per pay report shows Days Paid and to get this, we get the pay history for the payroll selected by the user in the report options and for each SERS positions we find the days on the calendar and also attendances/absences that fall within the pay group date range used on the payroll.  It also looks at the calendar start / stop dates for compensation to gather this info and compares it to the dates of the pay group / payroll.

**NOTE** If a contract has multiple contracts ( Example, legacy and a new contract) make sure the Calendar Stop date of the Legacy is before the Beginning date of the payroll the employee is being paid on the New Contract, otherwise, SERS will pick up Work Days on the calendar, Example, employee's new contract starts 09/01/2021 but their Old Legacy Calendar Start date is set to 08/31/2021 and the Job calendar has work days for all of August.  When running payroll for dates of 08/23/2021 - 09/05/2021, the system will pickup up all Work days starting from 8-23-2021 thru 09-05-2021.  So a Calendar Stop date on the Old Legacy needs to be 08/22/2021 so no Work days will be picked up from 08/23/2021 thru 08/31/2021. 

Example of how Days are distributed

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The SERS Per Pay report will distribute the days among the earnings codes that are applicable for days (codes 01, 02, 51, and 52) based upon the total earnings and the member earnings from each row.  If there are 2 rows with earnings code 01 that are applicable for days, the total earnings for the 2 rows is 421.12 + 1451.36 = 1872.48.  We use this to determine the percentage of earnings that comes from each row and then multiple that percentage by the total days to determine the number of days applied to each row.  There are 15 total days.  The first line has 421.12 member earnings.  So the days calculation for this row becomes (421.12/1872.48) * 15 = 3.37, rounded down becomes 3 days.  Then, on the second row we calculate days as (1451.36/1872.48) * 15 = 11.62, but since we know there are 15 total days and 3 were applied to the first row, the days gets set to 12 for the second row.

In order for the adjustment days to be picked up by the SERS per pay report, the adjustment must fall within the period beginning and end dates for payroll the employee is in, which is being reported. Normally this means the payroll period beginning and end dates, but if the employee was added to the payroll using the additions option and a different period beginning and end date were used then that would be the range the adjustment would have to fall within. The Transaction Date has to be within an open posting period or an error will occur.

The total day count is what is shown on the report. 

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