Flexgen Payroll – TCRS/Concord Project

1. Flexgen Payroll – TCRS/Concord Project Local Government Corporation 2014 Resource

2. Introduction – What is Concord? • Concord is a Tennessee Department of Treasury project to replace the many outdated legacy computer systems that are currently used to administer the Tennessee Consolidated Retirement System (TCRS).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.

3. 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

4. EMPLOYEE MASTER

5. PAYROLLMASTER

6. CONCORD TCRS MASTER MAINTENANCE

7. Date of birth – Previously optional now required for TCRS reporting • *** New *** • TCRS now requiring employers to report non-participants of TCRS 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

8. The amount of TCRS Service Credit is dependent upon the Contract Months 12 Month Contract = 1.000 11 Month Contract = 1.090 10 Month Contract = 1.200 09 Month Contract = 1.330

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

10. 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) 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)

11. Don’t confuse the status codes! The traditional Position Status code used for past 30 years 01 = Full-Time The new Concord Position Status code 00 = Regular Full Time

12. Pay Times: The number of times an employee will be paid in a calendar year Payment Method: Identifies the Member’s Rate of Pay as Hourly, Salary, or Daily

13. 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

14. 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

15. Don’t confuse the reason codes! Terminated Reason codes - user defined (customized) codes are allowed Concord Employment End Reason Customized codes are not allowed 03 = Termination

16. 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

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

18. 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+++

19. 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

20. Payroll Number Control: Other, Control, Control N-Z, Payroll Number Contribution Group: 1=Contributory CONT 2=Non-Contributory NONC 3=Non-Participating NONP TCRS Contributory: YES = money is deducted from employee pay NO = no money is deducted from employee pay

21. Non-Contributory NONC Employee is a participating member of TCRS but no money is deducted from pay TCRS Contributory = NO

22. Non-Participating NONP Employee is NOT a participating member of TCRS and no money is deducted from pay TCRS Contributory: YES = money is deducted from employee pay for retirement BUT NONP prevents payroll deduction

23. 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

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

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

26. Type of Rate of Pay: Identifies Member’s Rate of Pay as Hourly, Monthly or Yearly Not to be confused with the Payroll Frequency (Pay Times) Payment Method as Hourly or Daily = Hourly Salary and 12 pay times = Monthly Salary and 13 or more pay times = Yearly

27. 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

28. Adjustment Type Maint: Other, Control, Control A-L, Adjustment Type Classification: Additional classifications have been added to comply with Concord payment reasons

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

30. Another example of an adjustment type

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

32. TCRS Concord Project Reporting Process Payroll with three different Concord Payment Reasons plus the regular salary: Career Ladder = 13 Career Ladder Christmas = 03 Bonus Summer School = 15 Summer School Bonus

33. TCRS Concord Project Reporting Process

34. TCRS Concord Project Reporting Process – Add-On Maintenance

35. TCRS Concord Project Reporting Process – Add-On Report Run this report to confirm add-on records

36. 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

37. TCRS Concord Project Reporting Process - Step 1 Build Working File

38. TCRS Concord Project Reporting Process - Step 2 Error Report Make necessary corrections and then Reset (F5) step 1 and build again

39. TCRS Concord Project Reporting Process – Step 3 Department Report Add-On Maintenance employee

40. TCRS Concord Project Reporting Process – Step 3 Department Report Pay Types BON = Bonus CL = Career Ladder SSB = Summer School Bonus

41. TCRS Concord Project Reporting Process – Step 3 Department Report Multiple Records An asterisk indicates there are multiple pay types for the employee

42. TCRS Concord Project Reporting Process – Step 3 Department Report Service Credit Reported on one pay type but encompasses all the retirement gross pay that is subject to retirement

43. 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

44. TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll Old way enter a percentage New way enter the amount to report rounded to next 1/8 month

45. TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll 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 0.9499 Multiply 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

46. TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll Percentage Method: 10 month contract employee normal working days is 20 Employee misses one day making 19 days worked 19/20=.95 percent worked 1.2 x .95=1.14 service credit Using TCRS table for 10 month contract we would round up 1.14 to 1.20

47. TCRS Concord Project Reporting Process – Step 4 Service Credit Scroll Using the TCRS Concord Contract Service Calculation Spreadsheet

48. 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

49. TCRS Concord Project Reporting Process – Step 5 Maintenance Scroll Select the employee record you wish to maintenance

50. TCRS Concord Project Reporting Process – Step 5 Maintenance Scroll 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