Processing My Monthly ORBIT Report

Transcription

1 Processing My Monthly ORBIT Report

2 How to Process my Monthly ORBIT Report Understanding ORBIT Errors and Edits Reporting Active Members Reporting Return to Work Retirees Navigating ORBIT Self-Service New View Membership Feature Health Insurance Vesting Training Manual Review

3 Submit Details Report Provides 36 pieces of data on your employees Gives membership Start Date Termination Dates Indicates pay period for salary earned. Submit CSI Report Salary and Contribution information for employees. Provides ER contribution information. Must be submitted by the 4 th business day of the month and posted on the 5 th business day.

4 LOAD Errors: A file will reject due to file submission with an improper format. Missing Header or Footer in the file. Incorrect formatting of the 36 data fields in the wrong columns. (Please see File Format) Incorrect file extension other than.cnt. A new file must be submitted if it fails a load error. FAIL Errors: A file will reject if it is missing a required mandatory data field, regardless of the file size. Missing Job Code, Missing Plan Code, Invalid Characters, Missing DOB, Invalid Agency number, Pay period end dates, Contract End dates. Contributions in Header and Footer does not match, total number of records incorrect.

5 Definition: These are file edits that each record must pass for compliance with Retirement Laws and Administrative Code

6 There are over 140 Business Edits that each record submitted for an employee must pass or it is considered to have failed a Business Edits. Each file submitted must pass a tolerance level to ensure file validity records=10% 100-1,000= 5% ,000= 2% A file will reject if the number of Business Edits reaches its tolerance percentage.

7 Each file will create an Edit Error Report that each ORBIT Team audits before posting records that fail an edit. Once all Errors produced on the Error Report have been cleared the agency s monthly file is considered cleared. Note: Failure to clear errors for a members account can result in incorrect service accrual, incorrect retirement calculation, and impact benefit eligibility.

8 Members who meet the definition of G.S 135-1(10). Who are Employees of State Agencies and Commissions who are employed in permanent job positions on a recurring basis and work 30 or more hours a week for nine or more months per calendar year. Those who meet this criteria should be reported on the monthly ORBIT Report

9 Reg-Regular (includes installment pay) Bonus-ABC Bonus & Other Types Bonus Leave payout Annlong- Longevity Pay Annleave-Lump-Sum Annual Leave Payout. This includes Comp Time payout Overtime-Overtime Pay

10 WORKCOMP-Workers Compensation (salary and contributions are zero). LEAVEPAY- Leave without pay, not exhaustion of leave. SUMMERPAY- Payment outside normal contract; a supplemental contract in addition to normal duties; a true summer school session; installment payment at termination.

11 Supplements/allowances provided to an employee to purchase additional benefits such as health, life, or disability coverage Travel supplements/allowances Employer contributions to eligible deferred compensation plans Lump-sum payouts of sick leave Sign-on bonuses (are not earnings or wages)

12 Employer-provided fringe benefits Reimbursements of uninsured medical expenses Reimbursements of business, personal, or moving expenses Incentive payments for early retirement Contract buyouts or severance pay

13 (STATE) DEFINITION OF MEMBERSHIP REQUIRING 6% DEDUCTION: G.S. 135-(10) Permanent JOB Position on a recurring basis. With at least 30 or more hours per week for at least 9 or more months per calendar year.

14 RETURN TO WORK RETIREES ARE REQUIRED TO BE REPORTED AS STRS WITH SALARY AND NO CONTRIBUTIONS REPORTED. THEY ARE SUBJECT TO A EARNINGS LIMIT ON ALL SALARY EARNED FOR THE CALENDAR YEAR. ER IS NOW SUBJECT TO PENALTY FOR FAILING TO REPORT RETURN TO WORK RETIREES SALARY EARNING VIA THE ORBIT REPORT. HOUSE BILL 642-EFFECITVE JULY 1, 2009.

15 David Banner believes his unique abilities are not appreciated and decides to retiree from the State as of January 1, It works out great since he is to receive his longevity in December David is a 10 pd 12 employee with a Contract Period of 8/18/2013-6/14/ ) How should record his final payments of Regular, Longevity, Annual Leave, Bonus Leave, Sick Leave and Installment pay on the December 2013 ORBIT Report? 2) How should the employer report the Termination information on the ORBIT Report? 3) How should the members Contract Period and Contract Type be reported to the Retirement System on the ORBIT Report?

16 Answer 1: There should a separate line item of each pay type reported with the appropriate dates and contract. The sick leave payout is not reportable to Retirement System. Installment pay should be reported as Summer Pay. Answer 2: Termination date should be last date worked and the reason should be Retirement Answer 3: The Contract Period should be the Beginning and End date of the employees contract The Type should be recorded as the number of months in the contract.

17 A RETRO ADJUSTMENT MUST BE REPORTED WITHIN 90 DAYS AFTER THE COMPLETE OMISSION OF THE PAY RECORD FROM A MONTHLY REPORT AFTER 90 DAYS, A MEMBER MAY ELECT TO PURCHASE THE OMITTED SERVICE OR SALARY BY COMPLETING A FORM PURCHASING RETIREMENT CREDIT FOR UNREPORTED SERVICE OMITTED THROUGH ERROR.

18 AN EMPLOYER ACCIDENTALLY FORGOT TO REPORT REGULAR PAY OF $3,000 FOR JILL DUNCAN FOR THE PAY PERIOD OF 8/1 8/31/13. THE EMPLOYER SHOULD REPORT THIS VIA ORBIT PAYROLL REPORTING DURING SEPT, OCT, OR NOV OF THE RECORD SHOULD BE REPORTED AS A RETRO ADJUSTMENT WITH $3,000 REGULAR PAY FOR PERIOD OF 8/1 8/31/13.

19 Negative prior period adjustments for current calendar year pay periods can be submitted on any monthly report within the same calendar year. The adjusted record pay type and pay period dates must match the pay type and pay period dates on the record to be adjusted. A negative adjustment received after a member is paid a refund, will be deleted and the employer will receive an invoice for the ER and EE contributions

20 A prior period adjustment should be reported when a member s record which had been previously reported incorrectly needs to be adjusted. After 90 days, A Member may elect to purchase the omitted service by completing a Form 466 Purchasing Retirement Credit for Underreported or Omitted service through Error.

21 While Reviewing David Banner s account the payroll office discovers that Mr. Banner was overpaid in the month of June Additionally, he was underpaid salary in the months of September, October, and November of This makes David Banner very angry and it is not good to make him angry! 1) How can the agency correct the overpayment made in June 2013 on the December ORBIT report? 2) How can the agency correct the underpaid salary on that same ORBIT Report?

22 Answer 1: The agency can send in a prior period adjustment for the same pay period in June for which the mistake occurred. Answer 2: The agency can send in a RETRO record on the next ORBIT Report that indicates the salary and pay period the error occurred in.

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25 Functions include: Submit Report: Uploads your employees detailed information. Submit CSI: Used to submit contributions to the Retirement System. View Invoices: Used to satisfy debit/credit invoices created from your last report. Download Member ID: Used to capture the Member id s of your active employees Death Notice: This can be used to report an active employees death.

26 Functions include: Missing Beneficiary Designations: This is used to check if members have designated a beneficiary. Agency Admin: This is used to add, remove or change user id and passwords of authorized agency Self- Service View Member Info: This is used to view the account history or summary of members. users. Check Retired Status: This tool is used to verify whether an employee is a retiree subject STRS reporting. Report View: This tool is used to retrieve service reports of employees.

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32 Employer Page Employer Manuals

33 First Hired date and the 10/1/2006 date are used only for determination of State Health Plan Group Insurance. First Hired and the 10/1/2006 have no relevance on the 10 year retirement vesting. A TSERS member hired on or after 8/1/2011 will not vest with Retirements until he or she has 10 years of membership service. 10 years vesting requires membership and not creditable service.

34 CONTRIBUTION SUMMARY ADJUSTMENT (CSA) INVOICES Generated by the balancing report process- They include underpayments/overpayment of Employee and Employer contributions on the CSI; may be the result of rounding difference; may include credits/debits due to error correction completed during the balancing process.

35 ADJUSTMENT INVOICES Generated by the error correction process These result when corrections to records include changes to Employee and/or Employer contributions. This is typically due to plan type corrections or internal accounting rounding functions in a agency s file.

36 VARIANCE INVOICES GENERATED WHEN RECORDS WHICH HAVE ALREADY BEEN POSTED REQUIRE CORRECTIONS. CSI PENALTY INVOICES GENERATED WHEN MONTHLY PAYMENTS (CSI S) ARE RECEIVED AFTER THE MONTHLY DUE DATE. MANUAL INVOICES CREATED BY THE ACCOUNTING STAFF TO OFFSET OTHER INVOICES IF NECESSARY.

37 Employers ORBIT Information File Format Requirements Schedule for Submitting Contributions Reference Materials New User Guides Reporting Checklist Employer Reporting Updates Invoices FAQ s Compensation and Pay Data OER@nctreasurer.com Toll Free Number:

38 All other employer questions-please direct your questions to our employer phone lines dedicated to Human Resources and Benefits professionals. Toll Free: In Raleigh area:

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