DRS Email

E-mail No.: E06-013
To: State Agencies
Sent: June 28, 2006
Subject: Retirement Reporting Using HRMS

Group 2 agencies will begin using HRMS for the July 10, 2006 payroll. During the first few months of Group 1 reporting, we have been reminded how important it is to use the recommended procedures for enrolling new employees and separating employees from HRMS.

We are providing the information below to assist all agencies in meeting our shared goal of accurate reporting of retirement information. As you know, it is important to correctly report your employees to DRS to allow for accurate calculation of benefits at retirement.

Below are some tips to help with the enrollment and separation processes.

Enrolling New Employees

The recommended method for setting up a new or returning employee in HRMS is to use the new hire/rehire flow (Transaction code PA40)
Key all new information prior to cutoff - this gives you time to review and verify the status is correct for new employees
Verify you have enrolled the employee in the correct retirement plan. If you have any questions, use Member Reporting Verification (MRV) to verify plan history for new employees.
Remember to add the correct employee retirement contribution percentage; otherwise, retirement contributions will not be deducted, or reported to DRS
For new PERS members who have the option to choose Plan 2 or Plan 3, it is important to select the correct plan choice code, such as 3C for Plan 3 or 2C for Plan 2, and to include the choice date. Choosing an incorrect choice code may result in DRS rejecting the transaction, which means the contributions will not go into the member’s account.
Refer to item 1 for additional information regarding the benefit enrollment process

Separating Employees from HRMS

Verify the correct dates have been keyed. Two dates are required; one date is the termination date that is reported to DRS and the other date controls payroll deductions.
When the wrong dates are entered, retirement contributions are not deducted or reported to DRS
Refer to item 2 for additional information regarding the separation process

Detail Information Provided by HRMS Project Staff

When processing a new hire or rehire, (Transaction code PA40) it is best to use the execute info group/continue to proceed with the hire flow. This may include a handoff in which the payroll/benefit role will proceed with execute info group/continue which will take the user through the benefit enrollment action.

If this is not possible, you can use transaction code PA30 and go directly to infotype General Benefits Information (0171) and click - create. This will bring up the benefit enrollment action that will display the appropriate retirement choice/s for the employee you are hiring. The benefit hire action that begins on IT 0171 will allow you to choose the retirement plan and enter the retirement contribution rate for the fields that are stored in infotype Savings Plan (0169).

There are specific scenarios in which the user must choose the correct 1st and 2nd Program Grouping on IT 0171 in order for the benefit enrollment action to bring up the correct choice for the employee. Examples of these are: Retiree - Eligible, Retiree - Ineligible, WSP Commissioned Officer, etc.
During the Separation Action, (Transaction code PA40) users are presented with the opportunity to delimit IT 0169. When using the delimit function you will delimit the record using the end date of the pay period plus one day - in the case of employee whose last day was any date within the 6-1 through 6-15 pay period, the delimit date is 6/16.

When not using the delimit function, you can use transaction code PA30 and go directly to IT 0169 and enter a change to the end date, in this case changing the date from 12/31/9999 to 6/15/2006. Please call Department of Personnel’s help desk if you have any questions, as an incorrect date will create retirement errors that you will need to fix in order for the employee to be correct.

Resources

Refer to the links below to access user procedures and training materials such as Maintain Payroll Master Data (MPMD). Please contact the help desk at DOP for support or with any questions or comments regarding HRMS.

The On-Line Quick Reference (OLQR) site provides access to procedures, job aids and other useful information. HRMS Staff have been updating this site, and we recommend you refer to these procedures whenever necessary.

HRMS End User Training Materials are the course manuals used to provide detailed, step-by-step illustrations of many of the HRMS processes.

Access Member Reporting Verification (MRV) to verify plan history for new employees and use WBET to submit correction reports.

ZHR_RPTBNN03: Retirement System Mismatch Report. This HRMS report will identify any contradicting values in the fields related to retirement.

ZHR_RPTPYN06: Run this HRMS report during payroll processing days, and it will list the employees with no IT 0169 (retirement).

Next Steps

We will continue to communicate relevant information with the goal of making the transition to HRMS as smooth as possible. Thank you for your ongoing support.

Should you have any retirement questions, please reply to this message or call Employer Support Services at 360-664-7200 (press option 2) or l-800-547-6657 (press option 6 then option 2)

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