Flexgen Payroll – TCRS/Concord Project

Flexgen Payroll – TCRS/Concord Project

Local Government Corporation 2014 Resource

Introduction – What is Concord?• Concord is a Tennessee Department of Treasuryproject to replace the many outdated legacycomputer systems that are currently used toadminister the Tennessee Consolidated RetirementSystem (TCRS).•We will discuss the new TCRS/Concord fields within the Flexgen Payroll program and what they represent. We will also cover some common errors in TCRS/Concord reporting and how to reconcile them.

Employee Master: Allows you to access and change any information involved in employee setup

Payroll Master: Also accessible through the Employee Master. The Payroll Master contains the critical W4 data, pay rate, and TCRS information

EMPLOYEE MASTER

PAYROLL MASTER

CONCORD TCRS MASTER MAINTENANCE

Date of birth – Previously optional now required for TCRS reporting

TCRS Service Credit: Amount of service credit to be reported on a monthly basis

Member ID: Assigned by TCRS, required even for non-participating employees

*** New *** TCRS now requiring employers to report non-participants of TCRS

The amount of TCRS Service Credit is dependent upon the Contract Months12 Month Contract = 1.00011 Month Contract = 1.09010 Month Contract = 1.20009 Month Contract = 1.330

Helpful hint: Pressing F1 button on keyboard will provide information about that field (Most of the time)

Scheduled Hours Per Day: The hours an employee is expected to work on a daily basis. Required for hourly employees

Position Status and Hire Date - Required for TCRS reporting. The employee’s position status (full-time, part-time, seasonal, etc)

TCRS Type: Required as before. Known to Concord as Contribution Group

Contract Months: Number of contracted months for a LEA employee. (Required for educational employees only)

Don’t confuse the status codes!

The new Concord Position Status code00 = Regular Full Time

The traditional Position Status code used for past 30 years

01 = Full-Time

Payment Method: Identifies the Member’s Rate of Pay as Hourly, Salary, or Daily

Pay Times: The number of times an employee will be paid in a calendar year

Employee Status: If Employee Status is Terminated then an Employment End Date and Terminated Reason are required

Employment End Date: Date member terminated employment or changed contribution group or status. Required for all Employee Status other than Active or Inactive

Terminated Reason: Required if Employee Status is Terminated

Rehire Date: If Employee Status is 0006 Change In Contribution Group or 0009 Change In Position Status then Employment End Date and Rehire Date are required

Terminated Reason codes - user defined (customized)

codes are allowed

Concord Employment End ReasonCustomized codes are not allowed

03 = Termination

Don’t confuse the reason codes!

Don’t confuse the status and reason

codes!

Employee Status – customized codes are no longer allowed

07 = Retirement

Employment End Reason - customized codes are not allowed

01 = Retirement

TCRS Add Comp: Allows you to set the distribution line to the TCRS Concord Payment Reason that applies to the employee

Example: Employee is paid from two different payrolls. Payroll 3 is $1500 rate of pay, Payroll 7 is $500 rate of pay. Higher rate of pay will need to be 00 Regular Pay and the other 01 Regular Pay+++

Payroll Parameter Maint:Other, Control, Parameters, Payroll

Employer Code (also known as Department Code):Previously known as Assigned File Name such as CONTRIB This code number is incorporated into the TCRS file name

Contribution Group:1=Contributory CONT2=Non-Contributory NONC3=Non-Participating NONP

Payroll Number Control:Other, Control, Control N-Z, Payroll Number

TCRS Contributory:YES = money is deducted from employee payNO = no money is deducted from employee pay

TCRS Contributory = NO

Non-Contributory NONCEmployee is a participating member of TCRS but no money is deducted from pay

TCRS Contributory:YES = money is deducted from employee pay for retirement BUT NONP prevents payroll deduction

Non-Participating NONPEmployee is NOT a participating member of TCRS and no money is deducted from pay

Employment End Reason: The reason member terminated employment or changed Contribution Groups or Position Status. Required when Employment End Date is entered on Payroll Master

Position Status:Lists the employee’s position status (full-time, part-time, seasonal, etc.)

Payroll Frequency: Identifies the frequency by which a member receives compensation for wages earned (Pay Times). Should not be confused with Reporting Frequency

Type of Rate of Pay:Identifies Member’s Rate of Pay as Hourly, Monthly or YearlyNot to be confused with the Payroll Frequency (Pay Times)

Payment Method as Hourly or Daily = HourlySalary and 12 pay times = MonthlySalary and 13 or more pay times = Yearly

Sick Leave Days:Member’s accrued sick leave days

Required if Employment End Reason = Termination, Retirement, or Death and employer participates in sick leave plan provision

Must be reported in “Days” or fraction thereof (not hours). Zero balance is allowed to be reported

Classification:Additional classifications have been added to comply with Concord payment reasons

Adjustment Type Maint:Other, Control, Control A-L, Adjustment Type

TCRS Payment Reason: Used to record the type of compensation Explains fluctuations in salary; impacts service credit, eligibility for benefits, and benefit calculations

Another example of an adjustment type

Concord Payment Reason:This defaults in from the TCRS Payment Reason from the Adjustment Type Maintenance screen

Payroll with three different Concord Payment Reasons plus the regular salary:Career Ladder = 13 Career LadderChristmas = 03 BonusSummer School = 15 Summer School Bonus

TCRS Concord Project Reporting Process

TCRS Concord Project Reporting Process

TCRS Concord Project Reporting Process – Add-On Maintenance

TCRS Concord Project Reporting Process – Add-On Report

Run this report to confirm add-on records

TCRS Concord Project Reporting Process – Add-On Select

Select the records you need to report to TCRS then click Exit (Esc)

Press Enter and click Yes

TCRS Concord Project Reporting Process - Step 1 Build Working File

TCRS Concord Project Reporting Process - Step 2 Error Report

Make necessary corrections and then Reset (F5) step 1 and build again

TCRS Concord Project Reporting Process – Step 3 Department Report

Add-On Maintenance employee

Pay TypesBON = BonusCL = Career LadderSSB = Summer School Bonus


Multiple RecordsAn asterisk indicates there are multiple pay types for the employee


Service CreditReported on one pay type but encompasses all the retirement gross pay that is subject to retirement


TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll

Service Credit: Reported in increments of 1/8 of a month based on the time a member worked in the month. Round up to the next nearest 1/8 of a month


Old way enter a percentage

New way enter the amount to report rounded to next 1/8 month


Using the calculation provided by TCRS: Employee was paid $3975.27. The expected pay per pay period is $4184.50 per month over a 10-month contract. When we divide the actual pay of $3975.27 by the total expected pay of $4184.50, the service credit totals 0.9499Multiply 0.9499 times 1.20 service credit = 1.1398

Using TCRS table for 10 month contract we would round up 1.1398 to 1.200


Percentage Method: 10 month contract employee normal working days is 20 Employee misses one day making 19 days worked 19/20=.95 percent worked1.2 x .95=1.14 service credit

Using TCRS table for 10 month contract we would round up 1.14 to 1.20


Using the TCRS Concord Contract Service Calculation Spreadsheet

TCRS Concord Project Reporting Process – Step 5 Maintenance Scroll

While on Department field, Press F2 function key on your keyboard to bring up the Lookup Options, Choose TCRS Work Record


Select the employee record you wish to maintenance


This feature allows you to add, change or delete a record within the TCRS Concord Reporting File (not from payroll history). Any changes made within this step will be omitted IF Step 1 Build Working File is re-ran

TCRS Concord Project Reporting Process – Step 6 Build Reporting File

Navigate to your appropriate folder for which to copy the file

Name of file is shown in the “Select Folder” window. File format is Year (2014), Reporting Month (02), Employer Code (87060)

TCRS Concord Project Reporting Process – Step 6 Build Reporting File

Be sure to press enter at each screen otherwise another user cannot complete the process

Right click to use the “Find” feature to search for specific criteria

Click arrow keys to navigate to each occurrence of “service credit”

• ER0022: Employment End Date must be accompanied by a valid Employment End Reason (ER0023 is vice versa)– Verify that the Employment End Reason field is populated when

an Employment End Date is reported

Common Errors Reported by TCRS

• ER0028: Position Status must be reported– Verify that the Position Status field is populated on the Concord

TCRS Master Maintenance screen


• ER0076: Invalid Type of Rate of Pay reported– Value must be Hourly, Monthly, or Yearly


• ER0078: Rate of Pay is less than Minimum Wage Rate or greater than the maximum hourly wage– Verify that the Rate of Pay value is greater than the minimum

wage rate or is less than the maximum hourly wage rate


• ER0084: Contribution Salary is higher than the Monthly Rate of Pay with a payment reason of Regular. Please use a appropriate payment reason or update the salary– Verify that the Salary reported is accurate. If the Salary is greater than

the Monthly Rate of Pay, please report a Payment Reason other than Regular


• ER0085: Scheduled hours per day is required and is not provided– Verify that the Scheduled Hours Per Day is populated if the

employee is hourly


If a part-time or hourly employee does not have regularly scheduled hours, put in what employee was hired to do. If employee was hired to work 4 hours per day, key in 4

• ER0091: EECON Amount must be equal to the Contribution Salary times the applicable Contribution Rate– Verify that the Employee Contribution amount is the Salary

multiplied by the correct Employee Contribution Rate


Contact LGC if you receive ER0091 and the Employer Calculated and Actual has a significant difference

• ER0094: Type of Rate of Pay or Rate of Pay Amount is required and not provided– Verify that both Rate of Pay and Type of Rate of Pay field are

populated


• ER0101: The individual is younger than 14 years of age• ER0102: The individual is older than 100 years of age

– Verify the member's date of birth


• ER0156: Sick Leave Days not reported and are required with this employment end reason– Verify that Sick Leave Days are reported when a member's

Employment End Reason is Death or Retirement AND employer participates in the sick leave plan provision (a zero balance is allowed to be reported)


• ER0161: Service credit reported is outside of pre-defined TCRS parameters– Verify contract months. Verify that the Service Credit is valid

based upon Salary (or hourly) and Rate of Pay


• ER0162: Service credit reported is greater than the maximum allowable service credit for the employer – Verify that the Service Credit value is not more than the

maximum allowable Service Credit for the employer


• ER0170: The service credit reported is not an allowable amount. Service credit must be rounded up to the nearest 1/8 of a month based on the member's reported salary and rate of pay information– Verify that the Service Credit is rounded to the nearest 1/8 of

the month. 1.33 for 9 months and 1.09 for 11 months


Questions?

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Documents

Flexgen Payroll – TCRS/Concord Project