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 Concord is a Tennessee Department of Treasury project to replace the many outdated legacy computer systems that are currently used to administer the Tennessee Consolidated Retirement System (TCRS).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

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 Months 12 Month Contract= Month Contract= Month Contract= 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 code 00 = 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 Reason Customized 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 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

TCRS Contributory = NO Non-Contributory NONC Employee 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 NONP Employee 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 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

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 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

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 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 $ The expected pay per pay period is $ per month over a 10-month contract. When we divide the actual pay of $ by the total expected pay of $ , the service credit totals Multiply times 1.20 service credit = Using TCRS table for 10 month contract we would round up 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”

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 for 9 months and 1.09 for 11 months Common Errors Reported by TCRS

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