PPMS user group training DEPARTMENT OF RETIREMENT SYSTEMS

Agenda  Error Prevention (Getting it right from the beginning)  The #1 Rule  Charts to use  Transmittal Reporting  Edit Messages  Reconciliation  New Service – RFEI (Request For Employer Information)

The #1 Rule What is the #1 most important thing to do when you’ve hired a new employee?

Member Reporting Verification

Member Reporting Verification

Tumwater City of

Scenarios New to Higher Ed eligible employment (no DRS history) New to Higher Ed eligible employment (with DRS history) Has made Higher Ed/Plan 3 choice (July 1, 2011 and after) Had previous Higher Ed eligible employment (before July 1, 2011) Not eligible for Higher Ed plan, but eligible for PERS

So you know where they’ve been…now what? For employees eligible for HERP and a DRS plan, select and use the appropriate chart below Faculty Reporting Chart Non-Faculty Reporting Chart Other Helpful Links Membership options for Higher Education Q & A Higher Education Plan 3 choice form

Higher Education Plan Choice Employees who become eligible for the higher education program who have elected to participate in: – TRS Plan 3 with faculty status – PERS Plan 3 without faculty status Member signs and returns form to employer Employer sends original to DRS

Transmittal Reporting

Information Flow MemberProfile EmploymentInfo DefinedBenefit DefinedContribution Plan Choice Human Resources Dept Payroll Dept Edit Messages P S A Y Y S R T O E L M L One Record MIS EIS A/R DRS Statement of Account

Reporting  File Transfer  For 2 year colleges directly sent from State Board  For 4 years file is uploaded to DRS via Secure File Transfer site  Web-based Employer Transmittal  Built-in edits for greater accuracy  Calculates contribution amounts  Limited space

Reporting  Reporting Period (Billing Period)  Identifies the year and month of the transmittal report. The same reporting period should be used for all entries in the reporting month even if more than one earning period is reported  Report Type  Used to indicate whether the report is a regular transmittal report or a correction report

Reporting  Report Version Number  Identifies which report this is in the month’s sequence of reports. Example: 01 or 02 if sending two files  First File paid on the 25 th of each month. Version 01 of 02  Second File paid on the 10 th of the following month. Version 02 or 02  Expected Monthly Reports  Identifies the expected number of regular reports for a specific month. If sending two files for the report period, the expected would be 02

Reporting  Compensation must be identified by the month and year in which it is earned  Report compensation as earned, not as paid

Edit Messages

 Information submitted on the transmittal is edited for accuracy  A Transmittal Edit Report is mailed or available online which identifies the errors found and the actions taken  If a problem is discovered the transaction may be:  Rejected  Corrected  Left as is

Edit Messages  “Snapshot” in time  Messages do not stay on report from month to month  Notifies you if information has not been reported  “Missing Earnings” Report

Edit Messages - Rejection The transaction creates an error or the system cannot determine the desired outcome so the transaction is not posted to the account JONES, MARCUS T Defined Benefit:Earn Per: Compen: Mbr contr: Employr Contr: Status: AType Code: 32 Hours: Days: 0 Rejected:The sum of the transactions on this report would create a negative balance of hours or days for the earning period being reported. Resubmit with the correct information. 01

Edit Messages – Information Changed The transaction was incorrect but the system can determine the problem and adjusts accordingly. The adjusted transaction is posted Thomas, Rob Defined Benefit: Earn: Compen: MBR Contr: 2.44 Employer Contr: 4.46 Status: A Type Code : 03 Hours:.0Days:.0 Info Changed: Member Contributions are invalid based on reported Compensation rate (4.26%). DRS changed Member Contributions from $2.44 to $3.10. Net change was $.66 Info Changed: Employer Contributions are invalid based on reported Compensation rate (8.46%). DRS changed Employer Contributions from $4.46 to $6.15. Net change was $1.69.

Edit Messages - Warning The transaction appears questionable, but is within allowable limits and is accepted and posted Leary, Dennis Defined Benefit: Earn: Compen: MBR Contr: Employer Contr: Status: A Type Code : 03 Hours: 200 Days: Warning: Reported Compensation is greater than $15,000 (or less than -$15,000). Please verify and correct if necessary. Cashouts require a Status Code other than “A”.

Reconciliation

Edit Messages

CLARKSTON, KELLY HUDSON, MIRANDA AKIN, DREW SWIFT, TIMOTHY HIGHLINE COMMUNITY COLLEGE

Edit Messages Account Reconciliation

PERS 2 PERS 3

Edit Messages Account Reconciliation A/R Statement

Some Examples

Debits/credits stay in the month they happened until moved or corrected This correction will be fixing 5 individual transmittals A/R statement report versionbilling periodamountmonthly balance 10/2014 R01Oct-14$ /2014 RO2Oct-14$490.72$ /2014 RO1Nov-14$ /2014 R02Nov-14$490.72$1, /2014 R01Dec-14$ Total $2,573.79

Correction

report version billing period amount monthly balance 10/2014 R01Oct-14$ /2014 RO2Oct-14$490.72$ /2014 RO1Nov-14$ /2014 R02Nov-14$490.72$1, /2014 R01Dec-14$ $2, A credit redistribution will be needed to move the $$ from November and October

RFEI – Request for Employer Information

New System implemented to handle requests from DRS to employers Tied to eServices Creates a standard Enhances ability to track requests Decreased response time RFEI instructions

RFEI – Request for Employer Information

Contacting DRS  – –  Telephone – Local – Toll free (option 6) Option 1 for Accounts Receivable Option 2 for Employer Support  DRS Web Site –

Thank You