2014 Resource - FG Payroll - TCRS-Concord

Report
Flexgen Payroll – TCRS/Concord Project
Local Government Corporation
2014 Resource
Introduction – What is Concord?
• Concord is a Tennessee Department of Treasury
project to replace the many outdated legacy
computer systems that are currently used to
administer the Tennessee Consolidated Retirement
System (TCRS).
•We will discuss the new TCRS/Concord fields within
the Flexgen Payroll program and what they
represent. We will also cover some common errors in
TCRS/Concord reporting and how to reconcile them.
Employee Master:
Allows you to access
and change any
information involved in
employee setup
Payroll Master: Also
accessible through the
Employee Master. The
Payroll Master contains
the critical W4 data, pay
rate, and TCRS
information
EMPLOYEE MASTER
PAYROLL MASTER
CONCORD TCRS MASTER MAINTENANCE
*** New ***
TCRS now requiring employers to
report non-participants of TCRS
Date of birth – Previously
optional now required for
TCRS reporting
TCRS Service Credit:
Amount of service
credit to be reported on
a monthly basis
Member ID: Assigned by TCRS, required
even for non-participating employees
The amount of TCRS Service Credit is
dependent upon the Contract Months
12 Month Contract = 1.000
11 Month Contract = 1.090
10 Month Contract = 1.200
09 Month Contract = 1.330
Helpful hint: Pressing F1
button on keyboard will
provide information about
that field (Most of the time)
TCRS Type: Required as before. Known
to Concord as Contribution Group
Contract Months: Number of
contracted months for a LEA
employee. (Required for
educational employees only)
Scheduled Hours Per Day: The hours an employee is expected to
work on a daily basis. Required for hourly employees
Position Status and Hire Date - Required for TCRS reporting. The
employee’s position status (full-time, part-time, seasonal, etc)
Don’t confuse the
status codes!
The traditional Position Status
code used for past 30 years
01 = Full-Time
The new Concord Position Status code
00 = Regular Full Time
Pay Times: The number of times
an employee will be paid in a
calendar year
Payment Method: Identifies the
Member’s Rate of Pay as Hourly,
Salary, or Daily
Employee Status: If Employee
Status is Terminated then an
Employment End Date and
Terminated Reason are required
Employment End Date: Date
member terminated employment or
changed contribution group or
status. Required for all Employee
Status other than Active or Inactive
Terminated Reason: Required if
Employee Status is Terminated
Rehire Date: If Employee Status is
0006 Change In Contribution Group or
0009 Change In Position Status then
Employment End Date and Rehire Date
are required
Don’t confuse the
reason codes!
Terminated Reason codes user defined (customized)
codes are allowed
Concord Employment End Reason
Customized codes are not allowed
03 = Termination
Don’t confuse the
status and reason
codes!
Employee Status – customized codes
are no longer allowed
07 = Retirement
Employment End Reason customized codes are not
allowed
01 = Retirement
TCRS Add Comp: Allows you to set
the distribution line to the TCRS
Concord Payment Reason that
applies to the employee
Example: Employee is paid from two different payrolls. Payroll 3 is
$1500 rate of pay, Payroll 7 is $500 rate of pay. Higher rate of pay will
need to be 00 Regular Pay and the other 01 Regular Pay+++
Payroll Parameter Maint:
Other, Control, Parameters, Payroll
Employer Code (also known as
Department Code):
Previously known as Assigned File
Name such as CONTRIB
This code number is incorporated
into the TCRS file name
Contribution Group:
1=Contributory CONT
2=Non-Contributory NONC
3=Non-Participating NONP
Payroll Number Control:
Other, Control, Control N-Z,
Payroll Number
TCRS Contributory:
YES = money is deducted
from employee pay
NO = no money is deducted
from employee pay
Non-Contributory NONC
Employee is a participating
member of TCRS but no
money is deducted from pay
TCRS Contributory = NO
Non-Participating NONP
Employee is NOT a
participating member of
TCRS and no money is
deducted from pay
TCRS Contributory:
YES = money is deducted
from employee pay for
retirement BUT NONP
prevents payroll deduction
Employment End Reason: The reason member
terminated employment or changed Contribution
Groups or Position Status. Required when
Employment End Date is entered on Payroll Master
Position Status:
Lists the employee’s
position status (full-time,
part-time, seasonal, etc.)
Payroll Frequency: Identifies the
frequency by which a member
receives compensation for wages
earned (Pay Times). Should not
be confused with Reporting
Frequency
Type of Rate of Pay:
Identifies Member’s Rate of Pay as Hourly,
Monthly or Yearly
Not to be confused with the Payroll
Frequency (Pay Times)
Payment Method as Hourly or Daily =
Hourly
Salary and 12 pay times = Monthly
Salary and 13 or more pay times = Yearly
Sick Leave Days:
Member’s accrued sick leave days
Required if Employment End
Reason = Termination, Retirement,
or Death and employer
participates in sick leave plan
provision
Must be reported in “Days” or
fraction thereof (not hours). Zero
balance is allowed to be reported
Adjustment Type Maint:
Other, Control, Control A-L, Adjustment Type
Classification:
Additional classifications have been
added to comply with Concord
payment reasons
TCRS Payment Reason:
Used to record the type of compensation
Explains fluctuations in salary; impacts
service credit, eligibility for benefits, and
benefit calculations
Another example of an
adjustment type
Concord Payment Reason:
This defaults in from the TCRS Payment
Reason from the Adjustment Type
Maintenance screen
TCRS Concord Project Reporting Process
Payroll with three different
Concord Payment Reasons plus
the regular salary:
Career Ladder = 13 Career Ladder
Christmas = 03 Bonus
Summer School = 15 Summer
School Bonus
TCRS Concord Project Reporting Process
TCRS Concord Project Reporting Process – Add-On Maintenance
TCRS Concord Project Reporting Process – Add-On Report
Run this report to confirm add-on records
TCRS Concord Project Reporting Process – Add-On Select
Select the records you need
to report to TCRS then click
Exit (Esc)
Press Enter and click Yes
TCRS Concord Project Reporting Process - Step 1 Build Working File
TCRS Concord Project Reporting Process - Step 2 Error Report
Make necessary
corrections and then
Reset (F5) step 1 and
build again
TCRS Concord Project Reporting Process – Step 3 Department Report
Add-On Maintenance employee
TCRS Concord Project Reporting Process – Step 3 Department Report
Pay Types
BON
= Bonus
CL
= Career Ladder
SSB
= Summer School Bonus
TCRS Concord Project Reporting Process – Step 3 Department Report
Multiple Records
An asterisk indicates there are multiple
pay types for the employee
TCRS Concord Project Reporting Process – Step 3 Department Report
Service Credit
Reported on one pay type but
encompasses all the retirement gross
pay that is subject to retirement
TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll
Service Credit: Reported in increments of 1/8 of a month based on the time a member
worked in the month. Round up to the next nearest 1/8 of a month
TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll
Old way enter a
percentage
New way enter the amount
to report rounded to next
1/8 month
TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll
Using the calculation provided by TCRS:
Employee was paid $3975.27. The expected pay per pay period is $4184.50 per month
over a 10-month contract. When we divide the actual pay of $3975.27 by the total
expected pay of $4184.50, the service credit totals 0.9499
Multiply 0.9499 times 1.20 service credit = 1.1398
Using TCRS table for 10 month contract we would
round up 1.1398 to 1.200
TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll
Percentage Method: 10 month contract employee normal working days is 20
Employee misses one day making 19 days worked
19/20=.95 percent worked
1.2 x .95=1.14 service credit
Using TCRS table for 10 month contract we would
round up 1.14 to 1.20
TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll
Using the TCRS Concord Contract Service Calculation Spreadsheet
TCRS Concord Project Reporting Process – Step 5 Maintenance Scroll
While on Department field, Press F2 function
key on your keyboard to bring up the Lookup
Options, Choose TCRS Work Record
TCRS Concord Project Reporting Process – Step 5 Maintenance Scroll
Select the employee record you wish to
maintenance
TCRS Concord Project Reporting Process – Step 5 Maintenance Scroll
This feature allows you to add, change or
delete a record within the TCRS Concord
Reporting File (not from payroll history).
Any changes made within this step will be
omitted IF Step 1 Build Working File is re-ran
TCRS Concord Project Reporting Process – Step 6 Build Reporting File
Navigate to your appropriate folder
for which to copy the file
Name of file is shown in the “Select Folder” window.
File format is Year (2014), Reporting Month (02),
Employer Code (87060)
TCRS Concord Project Reporting Process – Step 6 Build Reporting File
Be sure to press enter at each
screen otherwise another user
cannot complete the process
Right click to use the “Find” feature to search for specific criteria
Click arrow keys to
navigate to each
occurrence of
“service credit”
Common Errors Reported by TCRS
• ER0022: Employment End Date must be accompanied by a
valid Employment End Reason (ER0023 is vice versa)
– Verify that the Employment End Reason field is populated when
an Employment End Date is reported
Common Errors Reported by TCRS
• ER0028: Position Status must be reported
– Verify that the Position Status field is populated on the Concord
TCRS Master Maintenance screen
Common Errors Reported by TCRS
• ER0076: Invalid Type of Rate of Pay reported
– Value must be Hourly, Monthly, or Yearly
Common Errors Reported by TCRS
• ER0078: Rate of Pay is less than Minimum Wage Rate or greater
than the maximum hourly wage
– Verify that the Rate of Pay value is greater than the minimum
wage rate or is less than the maximum hourly wage rate
Common Errors Reported by TCRS
• ER0084: Contribution Salary is higher than the Monthly Rate of Pay with a
payment reason of Regular. Please use a appropriate payment reason or
update the salary
– Verify that the Salary reported is accurate. If the Salary is greater than
the Monthly Rate of Pay, please report a Payment Reason other than
Regular
Common Errors Reported by TCRS
• ER0085: Scheduled hours per day is required and is not provided
– Verify that the Scheduled Hours Per Day is populated if the
employee is hourly
If a part-time or hourly employee
does not have regularly scheduled
hours, put in what employee was
hired to do. If employee was hired
to work 4 hours per day, key in 4
Common Errors Reported by TCRS
• ER0091: EECON Amount must be equal to the Contribution Salary
times the applicable Contribution Rate
– Verify that the Employee Contribution amount is the Salary
multiplied by the correct Employee Contribution Rate
Contact LGC if you receive
ER0091 and the Employer
Calculated and Actual has
a significant difference
Common Errors Reported by TCRS
• ER0094: Type of Rate of Pay or Rate of Pay Amount is required and
not provided
– Verify that both Rate of Pay and Type of Rate of Pay field are
populated
Common Errors Reported by TCRS
• ER0101: The individual is younger than 14 years of age
• ER0102: The individual is older than 100 years of age
– Verify the member's date of birth
Common Errors Reported by TCRS
• ER0156: Sick Leave Days not reported and are required with this
employment end reason
– Verify that Sick Leave Days are reported when a member's
Employment End Reason is Death or Retirement AND employer
participates in the sick leave plan provision (a zero balance is
allowed to be reported)
Common Errors Reported by TCRS
• ER0161: Service credit reported is outside of pre-defined TCRS
parameters
– Verify contract months. Verify that the Service Credit is valid
based upon Salary (or hourly) and Rate of Pay
Common Errors Reported by TCRS
• ER0162: Service credit reported is greater than the maximum
allowable service credit for the employer
– Verify that the Service Credit value is not more than the
maximum allowable Service Credit for the employer
Common Errors Reported by TCRS
• ER0170: The service credit reported is not an allowable amount.
Service credit must be rounded up to the nearest 1/8 of a month
based on the member's reported salary and rate of pay information
– Verify that the Service Credit is rounded to the nearest 1/8 of
the month. 1.33 for 9 months and 1.09 for 11 months
Questions?
THANK YOU!!
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