WRS Basics Central benefits - January 3,2019 - PowerPoint Presentation

Slide1

WRS Basics

Central benefits - January 3,2019

Slide2

Agenda

Scope

WRS Eligibility Rules

Elig

Fld

1 Values

WRS Benefit Plans and Auto Enrollment

WRS Contribution Rates

WRS Payroll Mechanics

WRS Hours, Earnings, and Contribution Adjustments

WRS Transaction Table

WRS Reporting

WRS Queries

When to Create WRS Ticket

Questions

Slide3

Scope

Slide4

Scope

End Goal: Attendees have a better understanding of WRS through the hire/payroll/recon process

Not Included: We will not be addressing payments, over-under, or payment reconciliation. In addition, we will not be addressing military leave or workers compensation. There is a workers compensation job aid available on the Central Benefits website for your review.

Slide5

WRS eligibility rules

Slide6

WRS Eligibility Rules

WRS Administration rules are outlined in the

WRS Administration Manual

(ET-1127).

Chapter 3

of the manual outlines how to determine WRS eligibility and

Chapter 4

explains how to determine the appropriate WRS employment category.

WRS eligibility is reviewed at the following times:

At hire

If not eligible for WRS at hire, review eligibility…

When expectations change;

On the employee’s one-year anniversary;

During a 12-month rolling lookback

Slide7

WRS Eligibility - at Hire

To qualify for the WRS at hire, the employee must be expected to work at least one year (365 days/366 days if a leap year),

and

:

If the employee was first covered under the WRS

before July 1, 2011*

, must be expected to work at least

600 hours (non-teachers); or

440 hours (teacher)

If the employee was first covered under the WRS

on or after July 1, 2011*

, must be expected to work at least

1,200 hours (non-teachers); or

880 hours (teacher) during the preceding 12-month period.

Exception:

if an employee was covered by the WRS and returns to the

SAME

state agency within 12 months and has

NOT

taken a WRS separation or retirement benefit, the agency is

REQUIRED

to put the employee under WRS upon re-employment (regardless of the duration or expectation of the new appointment). Central Benefits monitors this each payroll.

*This date can be determined by doing a Prior Service Check on the employee.

Slide8

WRs eligibility - rehired annuitants

The employment and WRS eligibility of rehired annuitants is outlined in Chapter 15 of the WRS Administration Manual:

http://etf.wi.gov/employers/wrschap15.pdf

. Please see Tables 15.1 and 15.2 to review detailed information about when a Rehired Annuitant has the option to elect WRS coverage and when a Rehired Annuitant is required to re-enroll in the WRS.

If a rehired annuitant is not eligible to participate in the WRS at hire, the annuitant may be able to elect participation or be required to participate in the WRS when expectations change, at the one-year anniversary or at any point during a rolling 12-month lookback period.

Once an annuitant either elects to or is required to participate in the WRS, the annuitant must complete a

Rehired Annuitant Election Form

(ET-2319) and ETF will determine the WRS begin date.

Slide9

WRS eligibility – rehired annuitants

Rehired annuitants who meet the thresholds listed in Chapter 15 of the WRS manual will appear on the

WRS lookback report

. The following is a summary of the hour thresholds:

If the employee terminated prior to July 2, 2013, the annuitant is

eligible

to re-enroll in the WRS once the annuitant has worked more than:

600 hours (non-teachers) during the preceding 12-month period; or

440 hours (teacher) during the preceding 12-month period.

If the employee terminated on or after July 2, 2013, the annuitant is

required

to re-enroll in the WRS once the annuitant has worked more than:

1,200 hours (non-teachers) during the preceding 12-month period; or

880 hours (teacher) during the preceding 12-month period.

If the employee terminated on or after July 2, 2013, the annuitant is

eligible

to re-enroll in the WRS once the annuitant has worked more than:

600 hours, but less than 1,200 hours, (non-teachers) during the preceding 12-month period; or

440 hours, but less than 880 hours, (teacher) during the preceding 12-month period.

Per direction from the Department of Employee Trust Funds (ETF), if you identify a rehired annuitant who is either required to or can elect to go under the WRS,

the WRS enrollment is PROSPECTIVE ONLY

. Rehired annuitants will not be retroactively covered by the WRS.

Slide10

WRS eligibility – not immediately eligible

See the

WRS Lookback Job Aid

for information about how to evaluate and monitor employees not immediately eligible for the WRS.

Pay special attention to the section titled “

Understanding How an Employee Appears on the WRS Lookback Report

”

The report looks back 365 days from the Pay Period End Date that you use to run the report and will show any employee who is: 

Not currently enrolled under the WRS; and

In an employment class that is eligible for coverage by the WRS; and

Actively employed on the Pay Period End Date that you use to run the report; and

Was actively employed 365 days prior to the Pay Period End Date

Slide11

WRS eligibility – not immediately eligible

WRS Lookback Report Known Shortfalls

Termed/rehired, lookback is going to look back to the term date and you might have it looking back over a year

Rehired annuitants that you’ve already analyzed can’t be removed

The WI_WRS_LOOKBACK_DAY query has been updated

It was producing duplicate lines; that has been fixed

Slide12

WRS Eligibility

Benefits Service Date = WRS Begin Date (State WRS service only). Drives eligibility for the employer contribution towards health insurance premium.

For LEG and other employees not subject to 2 month waiting period for health – must adjust Benefits Service Date to at least 2 months prior to hire date to ensure employee immediately eligible for employer contribution on HIR event

For LTE’s that have 6 months of prior WRS service, the Benefit Service Date needs to be adjusted to 6 months prior to the hire date to ensure the employee is immediately eligible for employer contribution on HIR event

Slide13

Elig Fld 1 Values

Slide14

Elig Fld 1 Values

The agency is responsible for determining and entering the correct WRS employment category in job. Navigation: Main Menu > Workforce Administration > Job Information > Job Data (click on link to Benefit Program Participation page).

Slide15

Elig Fld 1 Values – Eligible for WRS

Values if Eligible for the WRS

Elig Field 1

WRS Category

30_GENERAL

30 - General

31_WCSREPT

31 - Court Reporter

32_EXECRET

32 - Executive

33_PROTECT

33 - Protective (all except DNR, DOA, Justice, Military Affairs, DOT)

33_PRTCTXO

33 - Protective Justice, Military Affairs, DOA. DOT – Non Grandfathered (as of 12-9-18)

33_PRTCTXX

33 – Protective (DNR) (as of 12-9-18)

33_DOTGRDF

33 – Protective (DOT Grandfathered)

40_TEACHER

40 - Teacher

41_EXECTEA

41 – Executive Teacher

42_EDUCSUP

42 – Educational Support Personnel

45_WCSSUPR

45 - Supreme Court Justice

46_EXECLEG

46 – Legislative Officers, Const Officers, DAs

47_WCSAPPL

47 - Appellate Judge

48_WCSCIRC

48 - Circuit Court Judge

Slide16

Elig Fld 1 Values – not Eligible for WRS

Values if NOT Eligible for the WRS

Elig Field 1

Definition

NOTELIG

Not Eligible Default – NEVER use for anyone with an employee relationship

NOTELIGLEG

For use by Legislature Only - Legislature-Annuitant Elected

NOTELIG_90

Not WRS eligible - No WRS service before 7/1/11

NOTELIG_91

Not WRS Eligible - Has WRS service before 7/1/11

NOTELIG_92

Rehired Annuitant termed before 7/2/13

NOTELIG_93

Rehired Annuitant termed after 7/1/13 and had WRS service prior to 7/1/11

NOTELIG_94

Rehired Annuitant termed after 7/1/13 and had NO WRS service prior to 7/1/11

BENELIG_95

In Milwaukee Retirement System – eligible for benefits but not covered by the WRS

Slide17

Elig Fld 1 Tips

The agency is REQUIRED to enter a value in

Elg

Fld

1 on the Benefits Program Participation page, even if the person is not eligible for the WRS.

If you enter an incorrect value in

Elg

Fld

1, do NOT try to fix it by adding another row to job. Submit a ticket and Central Benefits will correct the value and reprocess any applicable benefit events.

If you need to update the value in

Elg

Fld

1 due to a change (ex. employee now eligible for WRS, employee has a job change that changes the WRS category), add a row to job with an action reason of Data Change/Benefits Eligibility Config. This will ensure that the employee will be placed in the correct WRS benefit plan.

Protective WRS category – WRS contribution rates for protective employees vary by agency. If you are entering

Elg

Fld

1 for a protective employee, always confirm that you are using the code for your agency.

If an employee has multiple active

empl

rcds

at the same agency, the

elig

fld

1 values should match across those positions.

Slide18

WRS Benefit Plans and Auto Enrollment

Slide19

WRS Benefit Plans

Every WRS Category (Elg Fld 1 value) is mapped to a WRS Benefit Plan (Benefit Plan Type 7W). The WRS benefit plan determines the employee and employer WRS contribution rate.All employees enrolled in the WRS are also enrolled in the Sick Leave Conversion benefit plan (Benefit Plan Type 7Y). This benefit plan enrollment drives the employer contribution that funds the Accumulated Sick Leave Conversion Credit and Supplemental Health Insurance Conversion Credit programs.

WRS Benefit Plan

Elg Fld 1 Mapped to Benefit Plan

GENERL

30_GENERAL

31_COURTRP

40_TEACHER

42_EDUCSUP

EXEC

32_EXECRET

41_EXECTEA

45_WCSSUPR

46_EXECLEG

47_WCSAPPL

48_WCSCIRC

PROT

33_PROTECT

PROTXO

33_PRTCTXO

PROTXX

33_PRTCTXX

DOTGR

33_DOTGRDF

Slide20

WRS Auto Enrollment Process

WRS eligibility is reviewed nightly during the Benefits Administration process. STAR looks for the presence of a WRS-eligible value in

Elg

Fld

1 and enrolls the employee in the correct WRS benefit plan through the use of an automatically generated WRS event.

The WRS enrollment is effective as of the effective date of the job row that contains an eligible

Elg

Fld

1 value

Ex. if employee is covered by the WRS from the date of hire, the WRS enrollment date is the date of hire.

This process also automatically enrolls the employee in the Sick Leave Conversion (Plan Type 7Y) benefit plan.

Slide21

Navigation:

Main Menu > Workforce Administration > Job Information > Job Data (click on link to Benefit Program Participation page

Navigation:

Main Menu > Benefits> Enroll in Benefits> Retirement Plans

(By way of WRS Benefit Event)

Slide22

WRS Contribution Rates

Slide23

WRS Contribution rates

WRS contribution rates are determined on an annual basis by the Department of Employee Trust Funds.

The Annual WRS Memo is sent out by Central Benefits which details any changes in contribution rates and any protective category changes

WRS contribution rates are updated on the 1

st

pay period payable in a calendar year.

Current and historical contribution rates are available on ETF’s website. Agency-specific rates are available

here

.

Historical rates

are also available on ETF’s website.

Slide24

WRS Contribution Rates 2019

Benefit PlanDescriptionElig 1 FieldEmployee WRS Required ContributionEmployer WRS Required ContributionDuty Disability (Paid by Employer)Total Employer Required WRS Contribution (Required + Duty Disability)Sick Leave (Paid by Employer)Total(Employee + Employer + Duty Disability + Sick Leave)GENERLGeneral/Teachers30_GENERAL31_WCSREPT40_TEACHER42_EDUCSUP6.55%6.55%N/A6.55%1.1%14.2%EXECExecutive32_EXECRET41_EXECTEA45_WCSSUPR46_EXECLEG47_WCSAPPL48_WCSCIRC6.55%6.55%N/A6.55%1.1%14.2%PROTProtective - Most33_PROTECT6.55%10.55%0.17%10.72%1.1%18.37%PROTXOProtective – Justice, Military Affairs, DOA, and DOT (DOT moving from PROTXX to PROTXO for 2019)33_PRTCTXO6.55%10.55%0.34%10.89%1.1%18.54%PROTXXProtective – DNR 33_PRTCTXX6.55%10.55%0.67%11.22%1.1%18.87%DOTGRProtective – DOT Grandfathered (hired prior to 7-1-11)33_DOTGRDF1.55%10.55% + 5% of EE contribution0.34%15.89%1.1%18.54%

2019 Rates

Slide25

WRS Payroll Mechanics

Slide26

WRS Accumulators

The WRS Accumulators are one of the key components for all WRS reporting.

What are they?

Think of them as running balances for WRS-eligible hours and earnings.

WRS hours and earnings each have their own respective accumulators.

Only WRS-eligible earnings codes and their associated hours are mapped to the accumulators. The accumulators record the eligible hours and earnings by

payrun

ID, month, quarter and year.

The respective WRS accumulators are:

WRH:

WRS hours

WRS:

WRS earnings

Slide27

Generating wrs deductions

WRS and Sick Leave deductions are dynamically generated during the pay calc process. The two dependencies required to generate deductions are:

Enrollment in the WRS and Sick Leave benefit plans. The WRS and Sick Leave plan

Deduction Begin Dates

must be any time prior to the pay end-date of the pay run being calculated in order to calculate deductions.

The existence of a value in the

WRS

earnings accumulator. The value can be either positive or negative. If negative, contribution refunds will be generated.

If the amount in the WRS accumulator is negative and the employee has already termed, please submit a ticket to have Central Benefits to re-enroll the employee in the WRS and Sick Leave Benefit Plans. If you don’t, the refunds won’t process!

Slide28

Generating wrs deductions

The

WRS

earnings accumulator is visible on the Review Paycheck - Paycheck Earnings tab

(Main Menu>Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck>Paycheck Earnings tab)

.

Scroll down to the ‘Special Accumulators’ section at the bottom of the Paycheck Earnings tab.

Look for the ‘Earnings’ column opposite the

WRS

accumulator code. The WRS and Sick Leave plan contribution rates are multiplied times the

WRS

accumulator total to generate the respective contributions.

Slide29

The

WRS earnings accumulator is also reflected on the Review Paycheck>Paycheck Deductions tab as the WRS and Sick Leave ‘Calculated Base’.

$2,481.93 x .0655 (6.55% Contribution Rate for 2019) = $162.57

Slide30

WRS reporting Data

Once a pay calc confirms, three types of WRS data are captured by

payrun

ID for subsequent reporting to ETF:

WRS Hours*:

The sum of the

WRH

accumulator across all jobs for a specific Job

Elig

Config 1 value and Business Unit

WRS Earnings*:

The sum of the

WRS

accumulator across all jobs for a specific Job

Elig

Config 1 value and Business Unit

WRS and Sick Leave Contributions*:

The WRS and Sick Leave deductions by

Empl

ID,

Empl

Rcd

, tax class,

paygroup

and Business Unit

*These values are what appear on the WI_WRS queries used for WRS reporting and reconciliation

Slide31

WRS Hours, Earnings, and Contribution Adjustments

Slide32

Adjustment Overview

Several methods are available for adjusting the WRS hours, earnings, and WRS/Sick Leave contributions during the pay calculation process. They include:

Earnings POTTs (WAA, WAH, WAE)

Deduction POTTs (7W/7Y)

Special Use Earnings Codes

Slide33

Earnings Codes

Earnings POTTs:

Many earnings codes are available for earnings POTT use but three are used more than the others to directly adjust the WRS hours and earnings for the current WRS reporting year. These codes have the ability to selectively increase either the WRS hours, earnings, or both simultaneously.

WAA:

WRS hours and earnings accumulator adjustments. Should not be used if either the hours or earnings require adjustment

WAE:

WRS earnings adjustment

only

WAH:

WRS hours adjustment

only

Slide34

Earnings Adjustments

How the Earnings Adjustment Works:

Use of either the WAA or WAE earnings code directly increases or reduces the WRS earnings accumulator, which is multiplied by the WRS and Sick Leave contribution rates to generate the WRS and Sick Leave deductions.

 

NOTE:

Adjusting the WRS earnings accumulator also automatically adjusts the WRS and Sick Leave contributions tied to the WRS earnings update.

Reminder:

WRS earnings accumulator multiplied by the WRS contribution rates = calculated deductions.

Slide35

Earnings Adjustments Example

Late Discovery of WRS Eligibility:

An employee who was initially hired as ineligible for the WRS is later determined to have been eligible going back to the hire date. Two months have elapsed since the initial hire. You open a ticket to have the Job

Elig

Config 1 field updated going back to the date of hire. To collect the unreported hours, earnings, and contributions: You can use WAA POTTs over a number of payrolls to record the missed WRS-eligible hours and earnings, and distribute the collection of missed WRS and Sick Leave contributions, in effect creating a payment plan if discovered and collected in the same WRS reporting year.

Slide36

Hours Adjustments

How the Hours Adjustment Works: Use of either the WAA or WAH earnings code directly increases or reduces the WRH special accumulatorWAA: This will increase the hours and earnings, which will generate WRS deductionsWAH: Rarely used, but will increase/decrease only the hours on the WRH accumulatorThere will be no deduction impact on the paycheckMost often used when Overdrawn Leave (ODL) is being recouped, but the hours associated with the earnings that were recouped don’t calculate out nicely. The ODL will only have an amount in the “Amount” field, and an accompanying WAH Earnings Code will need to be processed to account for the hours

Slide37

Special use earnings codes

Special Use Earnings Codes: In addition to the WAA, WAE and WRH earnings codes already discussed, other certain earnings codes have the ability to add or subtract hours and/or earnings to the WRS hours and/or earnings accumulators. This process may begin with the use of absence codes, which eventually transition to earnings codes after Absence and Time & Labor processing. The complete list of earnings codes and their impact on the WRS earnings and WRH hours accumulators is found here:

Slide38

Current Year Deduction Codes

Deduction POTTs:

If the reportable WRS hours and earnings are correct by the Job

Elig

Config 1 value, but adjustments need to be made for either the WRS or Sick leave contributions, deductions POTTs are your best choice.

Normal plan type 7W (WRS) or 7Y (Sick Leave) deduction POTTs can be used to adjust current year employee and employer contributions.

Slide39

Prior Year Deduction Codes

General deductions are also available to adjust prior year deductions, to adjust or to collect for employee WRS contributions that were previously reported to the Department of Employee Trust Funds (ETF).

Naming convention: <”W”><

Paygroup

><arrears type>, Example: W505E - WRS Employee Payback code for

paygroup

505 and the vendor set to the INTER50500 inter-agency number

WXXXE – Used to collect employee WRS contributions for a prior year

WXXXR - Used to collect employer WRS contributions for a prior year

WXXXS - Used to collect Sick Leave employer contributions for a prior year

Deduction Code Types:

E – Employee

R – Employer

S – Sick Leave

Vendor: The new WRS arrears codes have been setup with the agency set as the deduction vendor, not ETF

Slide40

CodePlan TypeCurrent Year or Prior YearAdds to WRS Accumulator?Recoups Contributions Current YearRecoups Contributions Prior YearManual ETF Entry Needed?VendorAccountNotesWAAN/ACurrent YearYYes- contributions are calculated from the hours and earnings entered on the WAA transactionNNETFN/AAdjusts current year WRS hours, earnings and contributions; typically used for mid pay period and retroactive lookback7W Before Tax7WCurrent YearNY - EmployeeNNETF2105000Ideal Use: current year workers compensation; current year missed deduction7W Nontaxable7WCurrent YearNY - EmployerNNETF2052000Contribution adjustment only7Y Nontaxable (Sick Leave Conversion)7YCurrent YearNY – EmployerNNETF2052000Contribution adjustment onlyWXXXE00Prior YearNNY - EmployeeYAgency2105000Used for Prior Year DeductionsWXXXR00Prior YearNNY - EmployerYAgency2052000Used for Prior Year DeductionsWXXXS00Prior YearNNY – Sick Leave conversionYAgency2052000Used for Prior Year Deductions

Current Year: BluePrior Year: Green

** Note: WAH and WAE earnings codes are sometimes used for overdrawn leave (ODL) that involved a market parity. If you think you need to use these codes outside of ODL recoupment., please contact Central Benefits.**

Slide41

WRS transaction table

Slide42

WRS Transaction table Background

A PeopleSoft custom table has been created to store all of the WRS and Sick Leave data needed for WRS reporting. This table is called the WRS Transaction Table – or WRS Trans table for short.

The three types of data just described form the foundation for the information stored in the STAR WRS Trans table, but that is not all that is stored on the table.

On the following slide is a listing of all of the data elements stored on the table. The shaded fields represent data that is combined with other STAR data and reported to ETF

Only information from the pay calculation relative to WRS and Sick Leave are contained on the WRS Transaction Table. Personnel-related actions, such as hires, terminations, or other similar information are not stored on the table.

Slide43

Data ElementSourceEmployee IDPayrun confirm and WRS Transaction table loadEmployee RecordPayrun confirm and WRS Transaction table loadBenefit RecordPayrun confirm and WRS Transaction table loadCompanyPayrun confirm and WRS Transaction table loadGroupPayrun confirm and WRS Transaction table loadPay Period EndPayrun confirm and WRS Transaction table loadOff Cycle (Y, N)Payrun confirm and WRS Transaction table loadPagePayrun confirm and WRS Transaction table loadLine NumberPayrun confirm and WRS Transaction table loadSeparate Check NumberPayrun confirm and WRS Transaction table loadCheck NumberPayrun confirm and WRS Transaction table loadPlanPayrun confirm and WRS Transaction table loadSequencePayrun confirm and WRS Transaction table loadCheck DatePayrun confirm and WRS Transaction table loadPay Run IDPayrun confirm and WRS Transaction table load

Business Unit

Payrun

confirm and WRS Transaction table load

Eligibility Field 1

Payrun

confirm and WRS Transaction table load

WRS Hours

Payrun confirm and WRS Transaction table load

WRS Earnings

Payrun confirm and WRS Transaction table load

WRS Deduction Before-tax

Payrun

confirm and WRS Transaction table load

WRS Deduction Nontaxable

Payrun confirm and WRS Transaction table load

WRS Deduction After-tax

Payrun

confirm and WRS Transaction table load

Sick Leave Deduction Nontaxable

Payrun confirm and WRS Transaction table load

WRS Additional After-tax Contributions

Use of the WRSADD general deduction code

WRS Before-tax Not Taken Deductions

Created when there is insufficient net earnings to deduct the entire employee WRS deduction

WRS Arrears Deductions

Use of the WRS Arrears general deduction codes

WRS Prior Earnings Code

Use of the W1x earnings code

WRS Prior Year

Use of the WRS1xE, -R, or –S general deduction codes

WRS Prior Hours

Use of the W1x earnings code

WRS Prior Employee Deductions

Use of the WRS1xE general deduction codes

WRS Prior Year Employer Deductions

Use of the WRS1xR general deduction codes

Sick Leave Prior Year Employer Deductions

Use of the WRS1xS general deduction codes

Row Status

WRS Trans table load process, automated reporting or manual update

Row Update Time Stamp

WRS Trans table load process, automated reporting or manual update

Slide44

Wrs transaction table update overview

The WRS Transaction table can be updated either by running the STAR load process or by manual adjustments. The Central Benefits unit has responsibility for both.

Slide45

Wrs transaction table load process

WRS Transaction Table Load Process:

For biweekly payrolls, the WRS transaction table load process is part of the post-confirm stream that Central Payroll runs.

Central Benefits verifies that the WRS Trans Table load has processed for the payroll that previously confirmed prior to sending the WRS Periodic Interface to ETF.

For the Legislature on and off-cycle confirmed payrolls: The load process is run when Central Benefits is notified by the Legislature payroll office of the on and off-cycle payroll confirms.

Slide46

Manual WRS Trans Table Adjustments

Manual WRS Trans Table Adjustments:

The Central Benefits unit has the ability to update the WRS Transaction table in response to agency requests via SSO tickets or Central Benefits initiated review and reconciliation discoveries.

Examples of manual adjustments:

Updating the

Elig

Config1 field in the event of a late discovery of an eligibility change, or the update of the Row Status field to reflect unsent rows which were previously included in a manual ETF ONE transaction.

Offsetting a “Not Taken” value for an employee who paid back the missing WRS during the same year

Slide47

WRS Transaction table uses

The WRS Transaction table is used for all of the automated reporting via the weekly WRS Periodic reports and the Annual WRS Reconciliation report that are transmitted directly to ETF.

The table is also used to run the WI_WRS% public queries used to create the monthly agency WRS remittance report, as well as the other public queries used for WRS reconciliation.

Slide48

WRS Reporting

Slide49

Automated WRS Reporting – WRS Periodic Report

Each week the WRS Periodic report is manually run on Friday mornings. If there was a confirmed payroll the preceding Thursday night, the WRS Transaction load process is first run for the confirmed payroll, followed by the WRS Periodic report.The WRS Periodic report transmits the following general types of transactions to ETF:

ETF ONE CodeDescription060New employees001Terminations002Layoffs003Ineligible employees006Deaths031Demographic changes035Employer EIN Correction036Gender corrections

 

NOTE:

Corrective transactions are not included on the automated WRS Periodic report. Manual ETF ONE entry is currently used for any WRS transaction correction.

Slide50

WRS Periodic Reporting

When an employee terminates from an agency, all of the WRS-eligible rows related to the Business Unit the employee terminated from with a Row Status of ‘Not Sent’ are bundled along with the other STAR data required for a transaction. This aggregation of data is then included on the file row sent to ETF.

If an employee has multiple active WRS-eligible jobs, the employee must terminate from

all

of the jobs before the termination transaction is sent. Similarly, if the employee is either hired simultaneously into two WRS-eligible

Empl

Records or terminates on the same day form both jobs, multiple new employee or termination rows will be sent to ETF (one row for each job).

The duplicate rows

will

suspend in ETF ONE.

Slide51

Wrs periodic reporting

The WRS Periodic report applies a 20-day* waiting period before reporting termination transactions.

Reason:

20 days was the minimum period determined to be necessary to capture the payroll data from the employee’s last expected pay calculation on the Periodic report.

If an employee terminates and is then rehired by the same agency, the rehire ETF transaction also abides by the 20 waiting period.

The rehire transaction is not sent until the earlier termination transaction is sent.

Exception to the Waiting Period: If an employee terminates from one agency and transfers to a different agency, the hire transaction with the new agency is sent immediately.

The waiting period will still apply to the termination transaction from the former agency before it is included on the WRS Periodic report.

*In December and January the lag increases to 30 days

Slide52

WRS annual reporting

In the third week of January, by a date set by ETF, Central Benefits generates and transmits the WRS Annual report to ETF.

The report is generated on behalf of all agencies administered under the STAR system.

The report aggregates the WRS hours, earnings, and employee contributions by Business Unit,

Elig

Config1 fields with values that are WRS-eligible, and rows with a status of “NOT SENT”.

The WRS hours, earnings, and contributions are aggregated to a single row on the annual report for employees with multiple active

Empl

Rcds

for the same agency and

Elig

Config1 value.

ETF then uses the report to finalize the WRS hours, earnings, and employee contributions attributed to the employee by WRS employment category and agency for the calendar year.

Slide53

Manual wrs reporting – Current Year

All current year transactions that need to be entered should be submitted to Central Benefits via ticket for them to enter.

Reason

: Rows on the WRS Transaction table that are included in a manual transaction must have the Row Status updated in order to avoid duplicating the information either by the Periodic or Annual WRS reports. Even updating the Row Status may not be enough to completely avoid resending the transaction. Any manual entry must be accompanied by an SSO ticket to enable the Central benefits unit to mitigate any potential WRS data discrepancies.

Example: Separation benefit due to hardship prior to 20 day lag taking effect.

Slide54

Manual wrs reporting – Prior Year

Once a WRS Annual has been processed and finalized, Central Benefits does NOT update the WRS Transaction Table.

ETF is the official record; to review any prior year transactions, you will need to look in ETF (WRS Earnings Reconciliation Reports (Final))

Agencies, if comfortable, can make their own prior year transactions in ETF manually without contacting Central Benefits.

Information regarding manual WRS transaction entry into ETF ONE is covered in the WRS Administration Manual (ET-1127)

Chapter 9

.

Slide55

WRS Queries

Slide56

WRS Queries overview

Slide57

WRS queries

The queries you will need to run are listed in the chart below. Where you see an “XXXX”, that is where you will insert the year. There are specific queries for each year because contribution rates typically change annually and there is logic built into the queries to do some calculations for you based on the contribution rate for that year.

WRS Totals Queries (Total Earnings by Category)

WRS EE Detail Queries (EE Detail by Category)

WRS Trans Table

WI_WRS_XXXX_TOTALS_GENERL

WI_WRS_XXXX_EE_GENERL

WI_WRS_XXXX_TRANS

WI_WRS_XXXX_TOTALS_EXEC

WI_WRS_XXXX_EE_EXEC

WI_WRS_XXXX_TOTALS_PROT

WI_WRS_XXXX_EE_PROT

WI_WRS_XXXX_TOTALS_PROTXO

WI_WRS_XXXX_EE_PROTXO

WI_WRS_XXXX_TOTALS_PROTXX

WI_WRS_XXXX_EE_PROTXX

WI_WRS_XXXX_TOTALS_DOTGR

WI_WRS_XXXX_EE_DOTGR

Slide58

Data elements in wrs queries

Heading

Definition

Sum WRS Hours

Total WRS Reportable Hours

Sum WRS Earnings

Total WRS Reportable Earnings

Sum WRS Ded 7W B

Total WRS Employee Required Before-Tax WRS Contributions

Sum WRS

Ded

7W N

Total WRS Employer Required WRS Contributions (includes Duty Disability contribution amount if Protective)

Sum WRS Ded 7W A

Total WRS Employee Required After-Tax WRS Contributions

Sum WRS Ded 7Y N

Total Employer Contribution to Fund Sick Leave Credit Program

Sum WRS Add 00 A

Total Additional WRS Contributions

Diff Calc'd Minus Deduct 7W ER

Difference between Employer-Required WRS Contributions Owed vs. Collected

Diff Calc'd Minus Deduct 7W EE

Difference between Employee-Required WRS Contributions Owed vs. Collected

Diff Calc'd Minus Deduct 7Y ER

Difference between Employer Contribution Towards Sick Leave Credit Program Owed vs. Collected

Slide59

When to Create Ticket

Slide60

When to create WRS ticket

Manual ETF transaction for current year needed

Retro-discovery of WRS eligibility requiring Job updates, retro ben event processing, review of collection plan

Urgent need relative to a pay calc deadline (Start ticket with “PPXX – WRS”)

Incorrect hire date for WRS covered employee

WRS category change mid-pay period

WRS eligible mid-pay period in a payroll we haven’t already calculated

Wrong

Elig

Config 1 value

Questions on when to use WAAs vs deduction POTTs

Offsetting the Not Taken amounts for current year

Slide61

Resources

Slide62

Resources

Prior Job Aids

WRS Remittance Reporting

Workers Compensation

WRS Lookback

ETF

Contribution Rate History

ETFOne

WRS Manual