Instructions for:
Setting up employee's retirement fields
Setting up payroll file
Running state retirement report
1. There are several fields that need to be populated on the employee in Modify Existing Employees- Job tab- Retirement subtab.
2. These fields are required for the payroll file to upload to the state:
Personnel status code
Position classification code
Rate schedule
3. These fields are optional for the payroll file to upload to the state:
Expected full time for one week- enter the expected hours or days expected for
Expected weeks per year
Rate of pay
Time unit code- Set this field to the type of pay contract the employee has. It is used to calculate the required rate of pay for the electronic file.
4. This fields is needed for state employees.
Bargaining unit code- this code is for state employees only
1. Open Connect to Payroll > State Reports> State Retirement Report.
2. If the Select a State dialog box appears, select Maine.
3. Select the Report Definition: State Retirement Report (ME) – Payroll File [Caselle Master].
4. Verify the report dates are the needed reporting period.
5. Select the preferred Include option.
Report – Only prints the Caselle report
Report and State file – Prints the Caselle report and creates the electronic file
State file – Only creates the electronic file
6. Go to State Reporting tab > Options subtab.
7. Populate the following fields to generate the correct information in the file:
Transmitter code –
Employer location code –
Maine PERS reporting code –
Employer payroll cycle –
8. Go to State Reporting > Fields tab.
The Setup tab feeds the Fields tab and already has the needed information based on the master file selected.
9. Select the Retirement pay code(s) that are tied to the employees that need to be included in the file.
The pay codes can be selected two different ways:
First options- The pay codes can be selected all at once and the each column of information is populated individually. This is done by clicking the left button above the grid.
Second option- One pay code can be selected and all the fields can be set up and then using the copy button (the right button in the top left corner) the setup can be copied for another pay code that needs to be included.
10. Populate the columns as needed for the pay code(s) in the grid. There are the options available:
Check the box yes for the Payback Status, leave unchecked for no.
Select the Retirement Plan Participation status from the options included.
Select the pay code(s) that make up the Earnable Compensation amount
Select the pay code(s) that make up the Employee Retirement Contributions amount.
Select the pay code(s) that make up the Additional Employee Retirement Contributions amount.
Select the pay code(s) that make up the Time Paid hours
Select the Benefit Plan Class from the options included.
11. Go to the State File subtab and then the Export settings tab
Enter the location and file name for the electronic file.
The states required file name format is EEEEEEMMYYX.txt
12. If you would like the report to prompt for conversion when the report is open, click the options button in the toolbar. Check the box for that option and click OK.
13. Save the Report Definition- setup is complete.
14. If you would like to set the new report as the default report, select the options button in the toolbar. Select the save report in the Default Report drop down. Click OK to save.
1. Go to Payroll > State Reports> Select the state retirement report.
2. Select the saved report definition needed.
3. Verify the correct dates.
4. Two options to proceed.
Select Preview. (Option 1)
If the dates have changed since the data was converted, a dialog will appear confirming which dates and data needs to be seen.
If Yes is selected, review the information on the Review tab and then click Preview again.
If No is selected, the report and electronic file will create using the dates from the review tab.
Go to the Review tab and click refresh. (Option 2)
Review the information on the review tab and then click Preview to create the report and file.
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