Build Monthly Work File Prompts

Run Code

To specify a group of employees for the work file, click the run code in the drop-down list.

Or, 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 a 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 using this button.

• This creates a second record for the selected 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 employer code assigned by MainePERS.  (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.  (mmddyy)

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.  Retired employees are assigned to retirement code 5.

• To include only retired employees, check the box.

• To include only active employees, leave this box unchecked.

Codes List Area

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.

You can enter selection criteria two ways:

• Click an option in the Code Selection drop-down list to select groups of codes.

• Or, select specific position classification codes and personnel status codes in the Codes List.

Codes List Example:

Position Classification Codes:

Position Classification can be used to select groups of position classification codes and personnel status codes or to select specific position classification codes to report.

To select a group of position classification codes and personnel status codes, click one of the following options in the drop-down list, and then click Add :

Groups of Position classification codes Drop-Down List Choices:

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.

To select specific position classification codes for generating the monthly work file:

1.  Select a position class code from the drop-down list.

2.  Click Add to add the code to the list.

3.  Repeat until all position classification codes are listed.

Note:  To remove a code from the list, click to highlight the code and then click Delete Selected Code .

Personnel Status Codes:

Manual Entry

To add specific personnel status codes to report:

1.  Select a personnel status code from the drop-down list.

2.  Click Add to add the code to the list.

3.  Repeat until all personnel status codes are listed.

Note:  To remove a code from the list, click to highlight the code and then click Delete Selected Code .

Exclude Status Codes

Manual Entry

To manually exclude specific personnel status codes from the monthly work file totals, add the codes to the Codes List:

1.  Select a personnel status code from the drop-down list.

2.  Click Add to add the code to the list.

3.  Repeat until all personnel status codes are listed.

Note:  To remove a code from the list, click to highlight the code and then click Delete Selected Code .

or

After entering the monthly work file prompts, click Print or Print View.  The summary page displays.

Keyboard shortcut:  [ALT + p]

Or, 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.

The summary page criteria is saved with the report selection number for use on subsequent reports.

For detailed instructions for entering the summary page fields, refer to the appropriate MainePERS Payroll Reporting Manual.

Telephone

Enter the employer's telephone number.  (up to 14 characters)

Contact Person

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 Rep

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, check the box.

To omit the non-consolidated summary page, check the box.

Update Retirement Fringe

To specify updating of the retirement fringe, check to update the fringe or leave the box blank to omit updating.

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.  (4.2 numeric)

To run the build and include the summary page, click Continue.

Keyboard shortcut:  [ALT + o]

Or, to delete summary page prompt values for the currently displayed Report Selection, click Delete .

Keyboard shortcut:  [ALT + e]

Completion

While the work file is processing, the following messages display.

When the process is complete, click to close the window.