Correcting Retirement - When No Retirement Was Withheld
- Andrea Boehm
- Lori Nye
It is advised before any corrections are made, please contact SERS/STRS for their determination on the best course of action.
SERS Retirement Corrections
No SERS Retirement Withheld for the Current Fiscal Year
SERS was missed and an error adjustment is being used during a payroll.
Go to Payroll Items and create a 400 - SERS and 590 - SERS Annuity (and/or a 690 - Employer SERS if the employee has SERS pickup).
If the employee does not have full SERS pickup, go to Error Adjustments and create an adjustment for the 590 - SERS Annuity and in the Amount field enter the total contribution missed.
Go to Employer Error Adjustment create an adjustment for the 400 - SERS (and/or a 690 - Employer SERS if the employee has SERS pickup) and in the Amount field enter the total contributions missed.
View the Pay Report and verify it’s accuracy before posting the payroll.
After the payroll is posted, go to Core>Adjustments and create the following:
Payroll Item 400 with the Type Total Gross for the Amount equaling the missed payroll(s) gross.
Payroll Item 400 with the Type Applicable Gross for the Amount equaling the missed payroll(s) applicable gross.
If applicable, Payroll Item 590 with the Type Total Gross for the Amount equaling the missed payroll(s) gross.
If applicable, Payroll Item 590 with the Type Applicable Gross for the Amount equaling the missed payroll(s) applicable gross.
If applicable, Payroll Item 690 with the Type Total Gross for the Amount equaling the missed payroll(s) gross.
If applicable, Payroll Item 690 with the Type Applicable Gross for the Amount equaling the missed payroll(s) applicable gross.
Type SERS Retirement Days for the Amount equaling the days missed from prior payroll(s).
Type SERS Retirement Hours for the Amount equaling the hours missed from prior payroll(s).
Run the Reports>SERS Reporting>SERS Per Pay Report. The Member Earnings and Employer Pick Up will include the adjustment(s) and will be listed with an Earnings Code of 51. Verify for accuracy.
Once the SERS Per Pay Report has been verified for accuracy, click Generate Submission File and Generate Adjustment Only Submission File. Upload both file to eSERS.
Run Reports>W2 Reports>W2 Report and Submission for employee and verify the report for accuracy.
Run Reports>Quarter Report and verify the report for accuracy.
Please reach out to SERS for any other questions and/or concerns.
No SERS Retirement Withheld for a Prior Fiscal Year
SERS was missed for a prior fiscal year. The employee corrections have been filed with SERS and the board has already fronted the money to SERS for the missed withholding amount. When the missed amount is withheld from the employee, it should be paid back to the board.
Go to Payroll Items and create a 400 - SERS and 590 - SERS Annuity (and/or a 690 - Employer SERS if the employee has SERS pickup).
If the employee does not have full SERS pickup, go to Error Adjustments and create an adjustment for the 590 - SERS Annuity and in the Amount field enter the total contribution missed.
Go to Employer Error Adjustment create an adjustment for the 400 - SERS (and/or a 690 - Employer SERS if the employee has SERS pickup) and in the Amount field enter the total contributions missed.
View the Pay Report and verify it’s accuracy before posting the payroll.
After the payroll is posted, the error adjustment amounts will be updated in the Processing>Process Outstanding Payables. You can see/verify these amounts(s) by going to the Payables Detail tab and filtering for the employee. The 400, 590, and/or 690 values will consist of the ‘regular’ and ‘error adjustment’ amounts. The following steps will need to be processed to correct the Payable:
Go to the Payables Adjustments tab.
Click Create. A payable adjustment will need to be created for all payroll items that were effected. Enter the Employee, Payroll Item, a negative in the Employee Amount (for the 590 - SERS Annuity and/or 690 - Employer SERS), and a Description. This will assure the check to SERS does not include the error adjustment(s).
Go to Payments>Manual, click Create. Select the Manual Check Type of Payee, the Payee equaling the Board of Education, verify Bank Account, Check Number, enter the appropriate Date, the Amount equaling the positive amount entered as the Payable Adjustment, and a note in the Memo Line. Click Save. If a Payee for the Board of Education doesn’t currently exist, one can be created by going to Core>Payee>Create.
The SERS Per Pay Report uses the 400 Payroll Item Total Gross to determine the Member Earnings and the 590 and/or 690 Payroll Item(s) Amount Withheld to calculate the Employer Pick Up. To correct these figures, go to Core>Adjustments and create the following:
Payroll Item 400 with the Type Total Gross for the Amount equaling the negative amount of the missed payroll(s) gross.
Payroll Item 400 with the Type Applicable Gross for the Amount equaling the negative amount of the missed payroll(s) applicable gross.
Payroll Item 400 with the Type Board’s Amount of payroll item for the Amount equaling the negative amount of the missed payroll(s) board amount withheld.
If applicable, Payroll Item 590 with the Type Total Gross for the Amount equaling the negative amount of the missed payroll(s) gross.
If applicable, Payroll Item 590 with the Type Applicable Gross for the Amount equaling the negative amount of missed payroll(s) applicable gross.
Payroll Item 590 with the Type Amount Withheld of payroll item for the Amount equaling the negative amount of the missed payroll(s) amount withheld.
If applicable, Payroll Item 690 with the Type Total Gross for the Amount equaling the negative amount of the missed payroll(s) gross.
If applicable, Payroll Item 690 with the Type Applicable Gross for the Amount equaling the negative amount of the missed payroll(s) applicable gross.
Payroll Item 690 with the Type Board’s Amount of payroll item for the Amount equaling the negative amount of the missed payroll(s) employee amount paid by the board.
Run the Reports>SERS Reporting>SERS Per Pay Report. Verify for accuracy.
Once the SERS Per Pay Report has been verified for accuracy, click Generate Submission File. Upload file to eSERS.
Run Reports>W2 Reports>W2 Report and Submission for employee and verify the report for accuracy.
Run Reports>Quarter Report and verify the report for accuracy.
Please reach out to SERS for any other questions and/or concerns.
STRS Retirement Corrections
No STRS Retirement Withheld for the Current Fiscal Year
STRS was missed and an error adjustment is being used during a payroll.
Go to Payroll Items and create a 450 - STRS and 591 - STRS Annuity (and/or a 691 - Employer STRS if the employee has STRS pickup).
If the employee does not have full STRS pickup, go to Error Adjustments and create an adjustment for the 591 - STRS Annuity and in the Amount field enter the total contribution missed.
Go to Employer Error Adjustment create an adjustment for the 450 - STRS (and/or a 691 - Employer STRS if the employee has STRS pickup) and in the Amount field enter the total contributions missed.
View the Pay Report and verify it’s accuracy before posting the payroll.
After the payroll is posted, go to Core>Adjustments and create the following:
Payroll Item 450 with the Type Total Gross for the Amount equaling the missed payroll(s) gross.
Payroll Item 450 with the Type Applicable Gross for the Amount equaling the missed payroll(s) applicable gross.
If applicable, Payroll Item 591 with the Type Total Gross for the Amount equaling the missed payroll(s) gross.
If applicable, Payroll Item 591 with the Type Applicable Gross for the Amount equaling the missed payroll(s) applicable gross.
If applicable, Payroll Item 691 with the Type Total Gross for the Amount equaling the missed payroll(s) gross.
If applicable, Payroll Item 691 with the Type Applicable Gross for the Amount equaling the missed payroll(s) applicable gross.
Type STRS Retirement Days for the Amount equaling the days missed from prior payroll(s).
Run the Reports>STRS Reporting>STRS Per Pay Report. Verify for accuracy.
Once the STRS Per Pay Report has been verified for accuracy, click Generate Submission File and upload to STRS or select the Generate Submission File and Submit to STRS.
Run Reports>W2 Reports>W2 Report and Submission for employee and verify the report for accuracy.
Run Reports>Quarter Report and verify the report for accuracy.
No STRS Retirement Withheld for a Prior Fiscal Year
STRS was missed for a prior fiscal year. The employee corrections have been filed with STRS and the board has already fronted the money to STRS for the missed withholding amount. When the missed amount is withheld from the employee, it should be paid back to the board.
Go to Payroll Items and create a 450 - STRS and 591 - STRS Annuity (and/or a 691 - Employer STRS if the employee has STRS pickup).
If the employee does not have full STRS pickup, go to Error Adjustments and create an adjustment for the 591 - STRS Annuity and in the Amount field enter the total contribution missed.
Go to Employer Error Adjustment create an adjustment for the 450 - STRS (and/or a 691 - Employer STRS if the employee has STRS pickup) and in the Amount field enter the total contributions missed.
View the Pay Report and verify it’s accuracy before posting the payroll.
After the payroll is posted, the error adjustment amounts will be updated in the Processing>Process Outstanding Payables. You can see/verify these amounts(s) by going to the Payables Detail tab and filtering for the employee. The 450, 591, and/or 691 values will consist of the ‘regular’ and ‘error adjustment’ amounts. The following steps will need to be processed to correct the Payable:
Go to the Payables Adjustments tab.
Click Create. A payable adjustment will need to be created for all payroll items that were effected. Enter the Employee, Payroll Item, a negative in the Employee Amount (for the 591 - STRS Annuity and/or 691 - Employer STRS), and a Description. This will assure the check to STRS does not include the error adjustment(s).
Go to Payments>Manual, click Create. Select the Manual Check Type of Payee, the Payee equaling the Board of Education, verify Bank Account, Check Number, enter the appropriate Date, the Amount equaling the positive amount entered as the Payable Adjustment, and a note in the Memo Line. Click Save. If a Payee for the Board of Education doesn’t currently exist, one can be created by going to Core>Payee>Create.
The STRS Per Pay Report uses the 450 Payroll Item Total Gross to determine the Member Earnings and the 591 and/or 691 Payroll Item(s) Amount Withheld to calculate the Employer Pick Up. These adjustments will also need removed from the STRS advance reporting. To correct these figures, go to Core>Adjustments and create the following:
Payroll Item 450 with the Type Total Gross for the Amount equaling the negative amount of the missed payroll(s) gross.
Payroll Item 450 with the Type Applicable Gross for the Amount equaling the negative amount of the missed payroll(s) applicable gross.
Payroll Item 450 with the Type Board’s Amount of payroll item for the Amount equaling the negative amount of the missed payroll(s) board amount withheld.
If applicable, Payroll Item 591 with the Type Total Gross for the Amount equaling the negative amount of the missed payroll(s) gross.
If applicable, Payroll Item 591 with the Type Applicable Gross for the Amount equaling the negative amount of missed payroll(s) applicable gross.
Payroll Item 591 with the Type Amount Withheld of payroll item for the Amount equaling the negative amount of the missed payroll(s) amount withheld.
If applicable, Payroll Item 691 with the Type Total Gross for the Amount equaling the negative amount of the missed payroll(s) gross.
If applicable, Payroll Item 691 with the Type Applicable Gross for the Amount equaling the negative amount of the missed payroll(s) applicable gross.
Payroll Item 691 with the Type Board’s Amount of payroll item for the Amount equaling the negative amount of the missed payroll(s) employee amount paid by the board.
Run the Reports>STRS Reporting>STRS Per Pay Report. Verify for accuracy.
Once the STRS Per Pay Report has been verified for accuracy, click Generate Submission File and upload to STRS or select the Generate Submission File and Submit to STRS.
Run Reports>W2 Reports>W2 Report and Submission for employee and verify the report for accuracy.
Run Reports>Quarter Report and verify the report for accuracy.
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