March 6, 2014
Welcome to the March 6, 2014 e-newsletter regarding OASIS!
Uploading and Submitting Employer Reporting (ER) Summaries
We recommend you only upload one file at a time and not upload a new file until you have submitted, and we have posted, your current file. Once you have received notification that an invoice has been created that is ready for payment, you should then proceed with uploading your next file. This will allow payroll to be posted in the proper order and will also prevent the generation of duplicate errors and warnings that may have been resolved in the previous file.
Once you've successfully uploaded a file to OASIS, it is necessary to work through the file to ensure all Enrollment Records, Demographic Records, and Payroll Detail Records are valid. Within each of the three sections there are three different header types: PSRS, PEERS and NON MEMBER; each header type must be in a Valid status in order for the file to be submitted to PSRS/PEERS. As a reminder, we recommend you click the Details by Error/Warning/Information tab within each header type to work through any issues by the error or warning message. Keep in mind, Information messages are simply informational and do not require action unless you discover a problem upon reviewing them. The Submit/Post button will not appear at the top of the ER Summary Maintenance screen until the entire file is considered "Valid".
Annual Base Salaries
A topic we've discussed in our previous newsletters is annual base salaries. There is confusion regarding what should be reported and when so please review the following and let your ESR know if you have further questions.
You are required to report accurate annual base salaries for each of your PSRS- or PEERS-covered employees. This is not a new requirement and has always been in place. Keep in mind, if an employee of yours is also being reported by another employer, all of that employee's salary earned at all employers requires contributions and must be reported. Since OASIS is designed to calculate service on an employer-by-employer basis, each employer must report the annual base the employee would earn in that particular position if they worked the same number of hours as a full-time classroom teacher.
Additionally, you must report the annual base salary for your working PSRS retirees. The requirement to track this information hasn't changed, however you are now required to report this information in OASIS. To determine the annual base salary for a PSRS retiree who is working after retirement, you first need to determine how much you would pay the retiree if he or she was working full-time in that position, based on his or her education and work experience and your salary schedule.
When a salary schedule is not used for the position, or it is not typically worked full-time, it may be necessary to calculate how much the individual would make per hour and then multiply that by the number of hours required for a full-time classroom teacher at your place of employment. Consider the example below.
A PSRS retiree is working as a coach after retirement and expected to earn $4,000 for the year in the position. The position is not normally a full-time position. In this example, consider:
The annual base should be calculated as follows:
In this example, the retiree's annual base salary is $12,600. This is the amount you must report to PSRS/PEERS. The retiree could earn no more than $6,300 (50% of $12,600) without losing benefits.
For retirees working in multiple positions, report the annual base salary for the highest-paid position in which the retiree works at least one-fifth of the total hours worked during the year.
Further Defining Employment Status and Date, Hire Date, and Termination Date for OASIS Purposes
We are aware that terminology can be confusing, so we want to further define what we mean when you see the Employment Status, Employment Status Date, Hire Date and Termination Date in OASIS.
An example worth covering in this newsletter is how to handle reporting an employee who goes from being a Non-Member (substitute) to a PSRS or PEERS member. This same process would be done any time an employee switches from one Plan to another, including going from not being eligible to being eligible, vice versa.
Suzie is employed by your school district as a substitute teacher and subbed a few times during the current pay period. She also earned her teaching certificate on March 1 and was then hired as a full-time teacher at your school district. Your next payroll to be reported to OASIS is the one that covers February 16 - March 15 and will include Non-Member payroll as well as PSRS payroll.
After you've uploaded your file that includes final payout as a Non-Member as well as pay as a PSRS member you need to edit the Non-Member Payroll Detail and change the Employment Status to "Terminated" and indicate the Employment Status Date as the last day she worked as a substitute. You also need to change the Payroll End Date to match what you've entered as the Termination Date. If applicable, you also need to check the Final Pay checkbox to indicate there will not be any additional pay reported under the Non-Member Plan.
Until further notice you will need to either submit a manual adjustment through OASIS to report the termination date under her Non-Member account, or contact your ESR to have the information entered internally. Once the termination date is manually submitted by you, or your ESR, your Non-Member Payroll Detail should change to Valid once you click Save.
You need to go into the PSRS Payroll Detail and ensure the Payroll Start Date is after the Payroll End Date on her Non-Member Payroll Detail and then click the Enrollment button to enter her enrollment as a PSRS member. Once you've properly completed the enrollment process and click Save the status should be Valid.
Paying an Invoice with Multiple Checks
As mentioned in our previous newsletter, you must enter each check in a separate deposit in OASIS when paying an invoice with multiple checks. If the payment process is not completed accurately it will cause Employer Service Memos to generate erroneously. For your convenience, we have once again attached the steps you need to follow.
If you have questions, please call your ESR.
Previous OASIS e-newsletters
You can view previous issues of this e-newsletter at our newsletter archive.