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.

Example:

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 coach is expected to work 400 hours in the school year.
  • 35 hours per week is full-time for a regular teaching position at your school.

The annual base should be calculated as follows:

  • $4,000 √∑ 400 hours = $10 per hour
  • 35 hours per week x $10 per hour = $350 per week
  • $350 per week x 36 weeks (9 months of school) = $12,600 (full-time salary)

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.

  1. Employment Status and Employment Status Date should only be reported when an employee's employment status changes from how they were previously being reported. All employees who were being reported to EMERS at the time of OASIS go-live were converted to OASIS as active employees and the Employment Status field should not be used unless those employees go on leave or terminate covered employment at some point in the future. The employment status date should be the effective date of the employment status change.
Employment Status: When Employment Status Field Should Be Used:

Active

When an employee returns to covered employment from being on leave

Military Leave

When an employee goes on military leave

Leave of Absence

When an employee goes on an unpaid leave of absence

Unpaid Sick Leave

When an employee goes on unpaid sick leave

Terminated

When an employee leaves covered employment or moves from one plan to another

  1. Hire Date must be indicated all enrollment records. This would be any time you hire a new employee, re-hire a previously terminated employee or have an employee that moves between retirement plan (Non-Member to PSRS or PEERS; PEERS to PSRS; PSRS to PEERS; or PSRS or PEERS to Non-Member). The date that should be indicated depends on the scenario below.
Hire Date For: Hire Date on Enrollment Record Should Be:

All new employees regardless of plan (PSRS, PEERS and Non-Members)

Their true employment start date

Non-Members who become eligible for PSRS or PEERS coverage

The date they become eligible for PSRS or PEERS coverage

PEERS members who become certificated (PEERS to PSRS)

The effective date of their teaching certificate

PSRS members whose teaching certificate expires (PSRS to PEERS)

The day after the expiration of their teaching certificate

Employees who return to covered employment after termination

The day they return to covered employment

  1. Termination Date must be reported when an employee terminates with your school district, or switches between retirement Plans (Non-Member to PSRS or PEERS; PEERS to PSRS; PSRS to PEERS; or PSRS or PEERS to Non-Member). The date that should be reported is either their true termination date, or the date that they no longer meet the PSRS/PEERS definition of eligibility.
Termination Date For: Termination Date on Final Payroll  Record Should Be:

PSRS or PEERS members who leave covered employment

Their true employment end date

Non-Members (subs) who become eligible for PSRS or PEERS

The day prior to when they become eligible for PSRS or PEERS coverage

PEERS members who become certificated (PEERS to PSRS)

The day prior to the effective date of their teaching certificate

PSRS members whose teaching certificate expires (PSRS to PEERS)

The day their teaching certificate expires

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.

Example:

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.

Step 1:

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.

Step 2:

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.

Step 3:

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.

Questions

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.