flexgen payroll – tcrs/concord project
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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 • Concord is a Tennessee Department of Treasury project to replace the many outdated legacy computer systems that are currently used to - PowerPoint PPT PresentationTRANSCRIPT
Flexgen Payroll – TCRS/Concord Project
Local Government Corporation 2014 Resource
Introduction – What is Concord?• Concord is a Tennessee Department of Treasuryproject to replace the many outdated legacycomputer systems that are currently used toadminister the Tennessee Consolidated RetirementSystem (TCRS).•We will discuss the new TCRS/Concord fields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
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
*** New *** TCRS now requiring employers to report non-participants of TCRS
The amount of TCRS Service Credit is dependent upon the Contract Months12 Month Contract = 1.00011 Month Contract = 1.09010 Month Contract = 1.20009 Month Contract = 1.330
Helpful hint: Pressing F1 button on keyboard will provide information about that field (Most of the time)
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)
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)
Don’t confuse the status codes!
The new Concord Position Status code00 = Regular Full Time
The traditional Position Status code used for past 30 years
01 = Full-Time
Payment Method: Identifies the Member’s Rate of Pay as Hourly, Salary, or Daily
Pay Times: The number of times an employee will be paid in a calendar year
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
Terminated Reason codes - user defined (customized)
codes are allowed
Concord Employment End ReasonCustomized codes are not allowed
03 = Termination
Don’t confuse the reason codes!
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 CONT2=Non-Contributory NONC3=Non-Participating NONP
Payroll Number Control:Other, Control, Control N-Z, Payroll Number
TCRS Contributory:YES = money is deducted from employee payNO = no money is deducted from employee pay
TCRS Contributory = NO
Non-Contributory NONCEmployee is a participating member of TCRS but no money is deducted from pay
TCRS Contributory:YES = money is deducted from employee pay for retirement BUT NONP prevents payroll deduction
Non-Participating NONPEmployee is NOT a participating member of TCRS and no money is deducted from pay
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 YearlyNot to be confused with the Payroll Frequency (Pay Times)
Payment Method as Hourly or Daily = HourlySalary and 12 pay times = MonthlySalary 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
Classification:Additional classifications have been added to comply with Concord payment reasons
Adjustment Type Maint:Other, Control, Control A-L, Adjustment Type
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
Payroll with three different Concord Payment Reasons plus the regular salary:Career Ladder = 13 Career LadderChristmas = 03 BonusSummer School = 15 Summer School Bonus
TCRS Concord Project Reporting Process
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
Pay TypesBON = BonusCL = Career LadderSSB = Summer School Bonus
TCRS Concord Project Reporting Process – Step 3 Department Report
Multiple RecordsAn asterisk indicates there are multiple pay types for the employee
TCRS Concord Project Reporting Process – Step 3 Department Report
Service CreditReported on one pay type but encompasses all the retirement gross pay that is subject to retirement
TCRS Concord Project Reporting Process – Step 3 Department Report
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 0.9499Multiply 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 worked1.2 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”
• 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
Common Errors Reported by TCRS
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
• 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
Common Errors Reported by TCRS
Contact LGC if you receive ER0091 and the Employer Calculated and Actual has a significant difference
• 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
Common Errors Reported by TCRS
Questions?
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