Earnings Codes & Job Data for Employer Repor8ng NYSLRS - PowerPoint PPT Presentation

Earnings Codes & Job Data for Employer Repor8ng NYSLRS Retirement Online Employer Workshop Presented by: New York State & Local Retirement System Office of the New York State Comptroller Thomas P. DiNapoli

Agenda Topics Time Overview & Purpose of Data Mapping 5 minutes Job Codes for Enrollment 10 Minutes Earnings Codes for Employer ReporAng 10 Minutes ReporAng Job Status Changes 10 Minutes Q&A Session 10 Minutes

Overview of Data Mapping • NYSLRS has defined standard values for: • Job Codes • Earnings Codes • HR TransacAons • These values allow employers to provide the detailed informaAon needed for enrollment and benefit calculaAons • Job Codes need to be provided at Ame of enrollment • Earnings Codes are reported on the Enhanced File Format • HR Transac8ons are reported on the Enhanced File Format when an employee has a job status change

JOB CODES FOR ENROLLMENT

Job Codes for Enrollment • Job codes are used to determine what benefit plan an employee qualifies for • i.e. A sheriff may be enrolled into a plan specific to sheriffs while an accountant may be enrolled in a general plan • Job codes are system specific to either ERS or PFRS • ERS job codes end with “E” • PFRS job codes end with “P” • The standardized job codes are required for all enrollment channels in Release 2

Sample Job Codes for Enrollment – ERS Job Code Job Code Descrip8on Descrip8on Job Code Descrip8on 00100E AdministraAve Fire Official 02800E EducaAon Administrator 05600E Programmer/Technician 00200E AdministraAve Law Enforcement 02900E Elected ExecuAve 05700E Prosecutor 00300E Fire Commissioner 03200E Elementary/Secondary Educator 05800E Public Advocate 00400E Fire Marshal 03300E Engineer 05900E Recorder/Stenographer 00500E Police Commissioner 03400E Engineer Technician 06000E Safety Officer 00600E Accountant 03500E Equipment Operator 06100E Safety/Security 00700E Admin of Assigned Counsel 03600E General Employee 06200E ScienAst 00800E Ambulance Medical Technician 03700E Government RelaAons 06300E Sec Hospital Treatment Asst 00900E Appointed Office 03800E Higher EducaAon Instructor 06400E Sheriff 01200E Architect 03900E IdenAficaAon Officer 06500E Sheriff - Civil 01300E AthleAcs Official 04100E Labor RelaAons Specialist 06600E Sheriff - Jailor 01400E Acorney/Counsel 04200E Laborer 06700E Treasurer 01500E Auditor 04300E Management 06800E Skilled Laborer 01600E Civil Law Enforcement 04400E Medical Support Staff 06900E Special InvesAgator 01700E Coach 04500E Office Staff 07000E Staff Physician 01800E Conflict Defender 04600E Paramedic 07100E Superior CorrecAon Officer 01900E Consultant 04700E Paraprofessional/Aide 07200E Unified Court Peace Officer 02000E CorrecAon Officer 04800E Paraprofessional/Paralegal 07300E CorrecAons Superintendent 02100E Deputy Sheriff – Court Security 05000E Peace/ProbaAon Officer 07400E Park Police/Ranger 02200E Deputy Sheriff – Jailor 05100E Planning Board Acorney 08300E Traffic Officer 02400E DetecAve InvesAgator 05200E Police Cadet/Recruit 08400E ERS Military 02700E Doctor/Physician 05300E Police Surgeon ILLUSTRATIVE

Sample Job Codes for Enrollment – PFRS Job Code Descrip8on 00100P AdministraAve Fire Official 00200P AdministraAve Law Enforcement 00300P Fire Commissioner 00400P Fire Marshal 00500P Police Commissioner 01400P Acorney/Counsel 05200P Police Cadet/Recruit 07300P Fire Fighter 07400P Forest Ranger 07500P SUNY Police 07600P Park Police Officer 07700P EnCon Police 07800P Police Officer 07900P State Police 08000P Police/Patrol Officer 08100P Superior Fire Fighter 08200P Superior Police Officer 08400P PFRS Military ILLUSTRATIVE

Entering Job Codes in Re#rement Online Job Codes are entered on the Enroll a Member pages. The user can click on the magnifying glass to see all of the opAons. ILLUSTRATIVE

Job Codes in the Enhanced File Format • There are four transacAons types in the Enhanced file Format • (1) Biographical Data • (2) Job Data • (3) Days & ContribuAons • (4) Earnings Details • When a new employee is included on the employer report, the Biographical Data (1) and Job Data (2) are required • This informaAon creates the person in the system and evaluates if the person is a mandatory or opAonal member • Job code is a required field for the Job Data transacAon

EARNINGS CODES FOR EMPLOYER REPORTING

Earnings Codes for Employer Repor8ng • Earnings codes are the line item breakdown of the different components of pay • i.e. OverAme pay, retroacAve pay, uniform allowance, etc. • Can be found on employee’s paycheck • Earnings codes help NYSLRS determine what porAon of an employee’s income is pensionable • The required contribuAon rate should be applied to the total pensionable earnings • Earnings codes can be reported using the Enhanced File Format

Examples of Earnings Codes Earnings Code Descrip8on REG Regular Earnings OVT Regular OverAme BOC Balance of Contract CMP Compensatory Time GRA Grievance/ArbitraAon Award LSV Lump Sum VacaAon MAI Maintenance PAR Payment in AnAcipaAon of ReArement PEO Private EnAty OverAme RET RetroacAve Seclement VBB VacaAon Buy Back ILLUSTRATIVE

Repor8ng Earnings Codes in Re#rement Online Earnings Codes can be entered in the View/Edit page of the Enhanced Report. ILLUSTRATIVE

REPORTING JOB STATUS CHANGES

HR Transac8ons • Changes to certain employee acributes can impact service credit and benefit calcula8ons for employees • Currently, NYSLRS is not always aware if an employee’s status changes • Moving forward, NYSLRS will track various leaves of absences and returns from leaves through HR TransacAons • Employers will be able to include this informaAon in Job Data Transac8ons on Enhanced file format . • This will allow for greater accuracy and will require fewer follow- ups from NYSLRS

Sample HR Transac8ons Transac8on Type Details Hire • New employee • ReAree that has returned to work TerminaAon • Employment has been terminated • Does not terminate NYSLRS membership Data Change • If any of the employee’s job acributes change for an exisAng job (i.e. pay rate, full/part Ame status) • If the employee has a new job, it should be reported as a hire Leave of Absence • Any non-paid leave except military leave Paid Leave of Absence • Any paid leave except military leave Military Leave • Leave for military duty Return from Leave • Return from any type of leave Rehire • Rehired employee to the same employer and posiAon ILLUSTRATIVE

Repor8ng HR Transac8ons in Re#rement Online HR TransacAon Types can be entered in the View/Edit page of the Enhanced Report. The user can either type them in or click on the magnifying glass to see all of the opAons. ILLUSTRATIVE

Key Takeaways • Standardized job codes, earnings codes, and HR transacAons allow employers to provide the detailed informaAon needed for enrollment and benefit calculaAons • Job codes determine what benefit plan an employee qualifies for • Earnings codes determine what porAon of an employee’s earnings are pensionable. • HR Transac8ons can be included on the Enhanced file format to communicate changes to an employee’s status that can impact service credit and benefit calculaAons

QUESTIONS