MSR Build Monthly Work File

Use the MSR Build Monthly Work File to generate the monthly retirement information required by the MainePERS retirement office for certain municipalities and school districts.  This routine also generates the necessary information for magnetic filing, fringe processing and the Retirement Detail Report.  You can define up to nine different combinations of report selections and save them for future use.  As an option you can generate the summary page for the consolidated or non-consolidated plan.

Tips:

• For your convenience, you can save up to nine sets of report criteria, which you can recall later.

• For information on the timing and sequence of MSR Magnetic Filing tasks, see MSR Magnetic Filing Procedure.

• For detailed instructions for the MainePERS fields, refer to the appropriate MainePERS Payroll Reporting Manual.

Directions:

To see directions for...

• Opening the MSR Build Monthly Work File routine, click More.

   

  1. Click Payroll from the Menu Bar.

  2. Click Government Reports.

  3. Click MSR Magnetic Filing.

  4. Click MSR Build Monthly Work File.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [e] [g] [m] [o].

   

   

  MSR Build Monthly Work File Window Example:

  

   

• Choosing the selections at the prompt window, click More.

   

  Build Monthly Work File Prompts Options Tip: To see more information about a field, click the hyperlink for the field name.
  Run Code	To include a specific group of employees in the work file, click the Run Code in the drop-down list.  (1.0 numeric) Tip:  To specify all employees, click All Run Codes.
  Report Type	To specify the work file type, click one of the following options in the drop-down list: 1 - Participating Local District 2 - School Support 3 - Teachers Tip:  The Report Type is required for magnetic filing.
  Report Selection	To specify a selection number for an existing or new group of magnetic report criteria, click the number in the drop-down list or simply type the number in the field.  You can use the same criteria on subsequent reports.  (1-9) Tips: If any report criteria has already been defined for the selection number, you will see the recalled information filled in. For consistency, you may want to use the same Report Selection number as the Run Code number. If the build criteria is for a new selection, you will see New displayed next to the selection field. After you fill in the information and click Continue , the information for the current selection is automatically saved for future use. To Search for an existing Report Selection, click Search .
  	To create another version of the build for the same Report Selection number, click Next. Keyboard shortcut:  [ALT + n] Tips: Most facilities, including schools, can skip this button. This creates a second record for a particular Report Selection. Example:  You may want to create two versions of the build for Run Code 1 - one for retired employees and one for non- retired employees.  First enter Report Selection 1 and fill in the fields for retired employees and run the report.  Then specify Report Selection 1 and click Next; fill in the fields for non-retired employees.
  Report Title	Enter the Report Title to include in the monthly work file.  (up to 15 characters)
  Employer Name	Enter the name of the employer, municipality or school district.  (up to 30 characters)
  Employer Code	Enter the assigned Employer Code.  (up to 10 characters)
  Number of Pay Periods	Enter the Number of Pay Periods to include in this monthly work file.  (1.0 numeric) Tip:  The Number of Pay Periods is used as a multiplier for the employer share of the premium.
  Pay Periods Ending	Enter up to five Period Ending Dates for the Pay Periods to be included in the monthly work file  Enter a single space between each date.  (MM/DD/CCYY) Example: 04/03/2006 04/10/2006 04/17/2006 04/24/2006 04/31/2006 Tip:  The Period Ending Dates are required for magnetic filing.
  Basic Monthly Insur. Rate	Enter the Basic Monthly Retiree Insurance Rate (established by the MainePERS).  (1.2 numeric) Note:  If a flat Retiree Ins Amount exists for an individual employee, the flat amount overrides the amount calculated by using the rate.
  Retired	Specify if the monthly work file is to include retired employees. To include only retired employees, select the box. To include only active employees, de-select the box. Tip:  Retired employees are assigned to Retirement Code 5.
  Codes List Area Tips: To select the gross wages for certain groups of employees for the report, enter the applicable Position Classification Codes and Personnel Status Codes.  For an employee to be included in the work file, all criteria entered in a row must match the employee's information (AND logic).   You can enter selection criteria two ways: Click an option in the Code Selection drop-down list to select groups of codes. Or, manually enter the specific Position Classification Codes and Personnel Status Codes in the Codes List.
  Codes List Example:
  Code Selection	To select groups of Position Classification Codes and Personnel Status Codes, click one of the following options in the drop-down list, and then click Add : Drop-Down List Example: Options: blank:  Manually enter the Position Classification Codes and Personnel Status Codes into the Codes List. All Position Class Codes:  The monthly work file includes employees for all Position Classification Codes. '0' - All PLD:  The monthly work file includes all Participating Local District employees with Position Classification Codes that have "0" (zero) in the first character. 'N' - All School Support:  The monthly work file includes all School Support employees with Position Classification Codes that have "N" in the first character. 'Y' - All Teachers:  The monthly work file includes all Teacher employees with Position Classification Codes that have "Y" in the first character. AllPer Status Codes:  The monthly work file includes employees for all Personnel Status Codes. All Status Codes Included in Totals:  The monthly work file excludes employees assigned to all Position Class Codes from the totals, but includes them in the detail. Tips: You can combine a Position Classification Code option with a Personnel Status Code Option. The selected option displays in the first row of the Codes List within the appropriate column.
  Position Classification Codes: Manual Entry	To manually add up to eight Position Classification Codes to the Codes List: Position the pointer in the row you want to update, within the Position Class Code column.  Click once. Confirm that the Item # for the row appears next to the entry field and that the field label changes to Position Class Code. Enter the new or changed value in the Position Class Code field. Click Add to make the change. Repeat for each field you want to update.
  Personnel Status Codes: Manual Entry	To manually add up to fourteen Personnel Status Codes to the Codes List: Position the pointer in the row you want to update, within the Personnel Status Code column.  Click once. Confirm that the Item # for the row appears next to the entry field and that the field label changes to Personnel Status Code. Enter the new or changed value in the Personnel Status Code field. Click Add to make the change. Repeat for each field you want to update.
  Status Codes Not Included: Manual Entry	To manually exclude specific Personnel Status Codes from the monthly work file totals, add the codes to the Codes List: Position the pointer in the row you want to update, within the Status Not Included column.  Click once. Confirm that the Item # for the row appears next to the entry field and that the field label changes to Status Code Not Included. Enter the new or changed value in the Status Code Not Included field. Click Add to make the change. Repeat for each field you want to update.
  Codes List	The Codes List displays the following fields in each of the 14 rows: Item #:  Identifies the row. Position Class Code:  Displays a Code Selection or the actual Position Class Code. Personnel Status Code:  Displays a Code Selection or the actual Personnel Status Code. Status Code Not Included:  Displays a Code Selection or the actual Personnel Status Code for omission.
  	To update a Code Selection or changed field, click Add or press [ENTER]. Keyboard shortcut:  [ALT + a]
  	To clear the value for a field in the Codes List: Position the pointer in the row that contains the field you want to clear (within the appropriate column).  Click once. Confirm the displayed Item #, field label, and field value in the entry field. Click Delete. Keyboard shortcut:  [ALT + d]
  	After entering the monthly work file prompts, click Print to display the Report Writer prompts. Keyboard shortcut: [ALT + o]
  	To escape from the monthly work file routine, click Cancel. Keyboard shortcut: [ALT + c]
  	To delete all of the monthly work file values for the currently displayed Report Selection, click Delete. Keyboard shortcut: [ALT + e]
  Build Monthly Work File Summary Page Prompt Tips: There are two types of summary pages with different layouts, the Consolidated Summary and the Non-Consolidated Summary. As with the first prompt, the Summary Page criteria is saved with the Report Selection number for use on subsequent reports. After you enter the Report Writer prompts and click OK, you will see the Build Monthly Work File Summary Page prompt. To omit the summary page, leave the fields blank, and then click No Summary . For detailed instructions for entering the summary page fields, refer to the appropriate MainePERS Payroll Reporting Manual. Example:
  Telephone No.	Enter the Employer's Telephone Number.  (up to 14 characters)
  Person Preparing Report	Enter the name of the person preparing the monthly work file.  (up to 30 characters)
  Payroll Payments in Teacher Contract Year	Enter the number of payroll payments in the teacher contract year.  (3.0 numeric) Tip:  This field pertains only to the Non-Consolidated Summary Page.
  Days Worked in Contract Year No.	Enter the number of days worked in the Contract Year.  (6.0 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Covered Employees Previous Report No.	Enter the number of covered employees included in the previous build.  (3.0 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Covered Employees Separated Last Month No.	Enter the number of covered employees separated last month.  (3.0 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Covered Employees Added This Month No.	Enter the number of covered employees added this month.  (3.0 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Covered Employees Separated This Month No.	Enter the number of covered employees separated this month.  (3.0 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Participating District Employer Contributions % X Gross Wages	Enter the value for the participating district employer contributions percent (to be multiplied by the gross wages). (3.2 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Participating Local Employer Contribution Amount	Enter the amount of the participating local employer contribution.  (6.2 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  Teacher Employer Contributions (Fed Funded % X Gross Wages)	Enter the value for the federally funded teacher employer contributions percent (to be multiplied by the gross wages). (3.2 numeric) Tip:  This field only pertains to the Non-Consolidated Summary Page.
  On Consolidated Plan	To include the Consolidated plan summary page, select the box. To omit the Non-Consolidated plan summary page, de-select the box.
  Update Retirement Fringe	To specify updating of the retirement fringe, select or de-select the box. Tip:  For this option to be active, the following Company Control Options must be set: Create Automatic Invoices/Checks must be 1 - Single Post or 2 - Dual Post at the Payroll 1 tab. Auto Fringe Active must be Y(es) at the Payroll II tab. Update Employee Fringes During Post must be Y(es) at the Payroll II tab. If any of these options are not set accordingly, the Update Retirement Fringe option is dimmed.
  Adjustment Invoice #:  1 - 3	Enter up to three invoice numbers for adjustments applied due to adjustment invoices.  (up to 10 characters)
  Adjustment Amount:  1 - 3	Enter up to three invoice amounts for adjustments applied due to adjustment invoices.  (3.2 numeric)
  	To run the build and include the summary page, click Continue. Keyboard shortcut:  [ALT + o]
  	To delete summary page prompt values for the currently displayed Report Selection, click Delete. Keyboard shortcut: [ALT + e]