Uniform Staff Payroll System (USPS)
User Guide
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10.2 Usage of Start and Stop Dates in NEWCNT

The NEWCNT program allows the user to enter contract start dates for employees who will be starting a new contract. The purpose of entering the contract start date is to allow flexibility in the purge and delete options of NEWCNT. If you would like to build the NEWCNT data prior to when the new contracts are effective, you can purge the data over to the JOBSCN by contract start date at the appropriate time. This allows you to build the new contracts for multiple groups of employees with different contract start dates.

Let's take an example of a group of classified employees who have new contracts starting 08/16/94 and the teachers contracts will begin on 08/30/94. If you enter contract start dates for all the classified employees as 08/16/94, you will be able to purge by contract start date and purge only the classified contracts.

The following sample run shows how this district could purge the contracts by using the contract start date. The following example is assuming that the build option of NEWCNT was already used and a contract start date of 08/16/94 was entered for the classified employees. 


 
$ RUN OECN$PAY:NEWCNT 
 
Copyright (C) 1989, 1992 Ohio Department of Education 
Division of Computer Services and Statistical Reports 
USPS Revision 3.8, (07/01/89) 
 
--------------------------------------------- 
|                   Decade of               | 
|             Educational Progress          | 
|                  1990 - 2000              | 
--------------------------------------------- 
 
Revision 3.8f 
 
This program builds a file with new contract information 
 
Main Menu: 
 
   B - Build new contract data 
   C - Change new contract data 
   D - Delete new contract data 
   L - Look at new contract data 
   P - Purge new contract data over old contracts (Employee data) 
   R - Report of new contract data 
   E - Exit program 
   ? - To display options 
 
Enter option:<B> _ 
                 P 
 
The user should select this option after the 
employee contracts have been changed. If you 
are not sure, call your system manager and 
verify this before processing.  Enter 'P' or 
<CR> to purge in the new contracts, or 
enter 'E' to exit this option. 
 
Enter <CR> to continue this process. 
 
Would you like to purge all contracts or 
only contracts with a specific starting date? 
 
Enter  (A)  to purge all contracts 
Enter  (D)  to purge by contract starting date 
 
Enter option: _ 
              D 
 
Please enter a contract starting date. 
All contracts with this date will be 
purged to the USPJOB file. 
 
Enter starting date: (MMDDYY) ______ 
                              081694 
 
Is  8/16/94 correct? (Y/N <Y>): _ 
                                Y 
Purge completed. There were     34 records purged. 
 
Please remember to use option (D) to delete the 
records already purged from the New Contract file. 
 
 
Main Menu: 
 
   B - Build new contract data 
   C - Change new contract data 
   D - Delete new contract data 
   L - Look at new contract data 
   P - Purge new contract data over old contracts (Employee data) 
   R - Report of new contract data 
   E - Exit program 
   ? - To display options 
 
Enter option:<p> _ 
                 E

You can also delete contracts by the contract start date in NEWCNT. In the above example, once the user had purged the contracts for 08/15/94, the delete option by contract start date could be chosen to eliminate those jobs which had just been purged from NEWCNT.

The following are the comparisons that take place in the NEWCNT program if the purge or delete options are being completed by start dates rather than selecting all contracts to be purged or deleted.

Purging Contracts by Contract Start Date

  1. If the date entered by the user in the purge option is not equal to the contract start date which exists in NEWCNT, the contract is NOT purged.
  Contract Start Date Not the Same as the Date Entered in the Purge Option  
Example: Contract Start Date: 08/30/94 or
  Contract Start Date: 00/00/00
  Date entered in Purge Option: 08/15/94
Result : New contract will NOT be purged  

  1. If the date entered by the user in the purge option of NEWCNT is equal to the contract start date which exists in NEWCNT, the contract WILL be purged.
  Contract Start Date is the Same as the Date Entered in the Purge Option  
Example: Contract Start Date: 08/15/94
  Date entered in Purge Option: 08/15/94
Result : New contract WILL be purged  

Deleting Contracts by Contract Start Date

  1. If the date entered by the user in the delete option is not equal to the contract start date which exists in NEWCNT, the contract is NOT deleted from the NEWCNT file.
  Contract Start Date Not the Same as the Date Entered in the Delete Option  
Example: Contract Start Date: 08/30/94 or
  Contract Start Date: 00/00/00
  Date entered in Delete Option: 08/15/94
Result : New contract will NOT be deleted  

  1. If the date entered by the user is equal to the contract start date which exists in NEWCNT, the contract will be deleted from the NEWCNT file.
  Contract Start Date is the Same as the Date Entered  
Example: Contract Start Date: 08/15/94
  Date entered in Delete Option: 08/15/94
Result : New contract WILL be deleted  

10.3 Usage of Start and Stop Dates with Job Calendar

The use of job calendars can be stopped only by placing a contract stop date on a job. Using any other methods of stopping the pay to an employee (i.e. making the number of pays equal the pays paid), will not stop the job calendars from accumulating contract work days, retirement service days, ODJFS work weeks, and EMIS attendance/absence days.

In cases where NEWCNT is used, the system will place the original contract date in the field, Calendar Start Date on the JOBSCN record. This will allow the calendars to correctly count the service, work, EMIS, and ODJFS credit for an employee.

  1. If the contract start date is in the middle of a contract, the job calendar will be used starting on the contract start date.
  Contract Start Date is in the Middle of a Calendar  
Example: Contract Start Date: 08/15/94
  First Date Marked on the Job Calendar: 05/20/94
Result : Job Calendar WILL be referenced for days after and including 08/15/94  

  1. If the contract stop date is before the last day of the calendar, the job calendar will not be used after the contract stop date.
  Contract Stop Date is Before the Last Date of the Calendar  
Example: Contract Stop Date: 02/14/94
  Last Date Marked on the Job Calendar: 08/15/94
Result : Job calendar will NOT be referenced after 2/14/94  

  1. If the contract is stopped by means other than the contract stop date, the job calendar will continue until the contract stop date has been reached.
  Contract Stops Before Contract Stop Date  
Example: Contract is stopped by method other than Contract Stop Date:
02/14/94
  Contract Stop Date: 02/21/94
Result : Job calendar WILL be referenced until 02/21/94  

Chapter 11
STRS Advance

The purpose of the STRSAD program is to provide you with a file which contains the fiscal report for STRS. This file will be placed on magnetic tape or transmitted electronically to STRS by your DAS. The program provides you with a report to verify the fiscal figures for each employee.

When processing this program, the user has the option to run a projection. The user must then verify these figures before choosing to perform the actual advance. After verifying all amounts, the program can be run to create the file to be sent to STRS.

11.1 Fields Affecting STRS Advance

The following section outlines which fields are utilized to determine if the employee is considered an advance employee.

  1. Are the "Days Worked in Contract" equal to the "Work Days in Contract"? The answer must be yes in order for an employee's job to be advanced. Only those jobs which have been completely fulfilled on or before June 30th are advanced. Advancement is determined on a job-by-job basis. The days in contract and the contract days worked must be greater than zero in order for the job to be advanced.
    There are situations where an STRS employee may work extended days causing work days to remain on the contract following the last payroll in June. Rather than make adjustments to days worked in JOBSCN thereby forcing the job into advance mode, the software will calculate the work days remaining in the month of June provided the job calendars and payroll beginning and ending dates have been input correctly.
    If the days worked do not equal the work days in contract for the job, the job calendar is checked to determine if the number of work days needed to fulfill the contract will be met by July 1st. If the calendar indicates that the days worked will equal the work days in contract by July 1st, the job will be advanced.
    For jobs that still have work days remaining, but are placed into the STRS advance, wages that would have normally been brought into the payroll as regular wages (REG pay type) will be added as accrued wages (ACC pay type). This allows for proper handling of the advance earnings and work days for the job.
  2. Are the "Number of Pays Paid in Contract" less than the "Number of Pays in Contract"? The answer must be yes in order for an employee's job to be advanced.
  3. Is the employee flagged as a part-time or full-time employee in the `450' deduction record? This will determine what service credit the employee will receive for the year.
  4. How many service days does the employee have for the fiscal year?
    Service days can be obtained from the STRSAD.RPT report or by running the USPRPT/RPTSUM program for service day counts for the fiscal year.
    If the employee is full-time and worked at least 120 days, then the service credit is 100%.
    If the employee is full-time and did not work 120 days, or is considered part-time, the service credit calculation is as follows:
    The employment relationship is determined by counting the number of work days from the first day school is in session for the reporting year or the Hire Date in BIOSCN (whichever is later) and the last day school is in session for the reporting year or the Termination Date in BIOSCN (whichever is earlier).
    For districts with multiple buildings opening on different dates, the first day school is in session is considered the first day classroom instruction begins in any building. The last day school is in session is the last day any classroom instruction occurs in all buildings.
    The employee termination date field must be updated when an employee leaves the district. This field should not be confused with the termination date on job records. The STRSAD program will check the employee termination date, not the job termination dates.

If the values in these fields are incorrect for any employee, the district must use USPSCN to make the necessary corrections to the appropriate fields. Extreme caution should be used when making these changes since some of these fields could actually affect an employee's pay.

11.2 STRS Advance Calculations

The following example illustrates how the STRS calculations are made. A full-time employee has a contractual obligation of $26,000.25 per year. The employee is paid biweekly and thus has 26 pays in contract, 21 of which have already been paid as of June 30th. The employee has 180 work days in contract, all of which will have been served as of June 30th. The employee had not been docked during the contract period. The employee's daily rate is $144.45 while the pay per period is $1000.00. On June 30th the employee's contract amount paid would be 21 times the pay per period ($1,000) or $21,000.00.

Using the example employee from above, the calculation would be as follows:

Number of pays left = 26 - 21

Last payment amount = 26,000.25 - 21,000.00 - (1,000 * (5 - 1)) = 1000.25

Advance = (1,000 * .093 * (5 - 1)) + (1,000.25 * .093)

ADV = 465.03

The above calculations look somewhat complex, however, they are actually designed to reflect a simple approach to the calculation of the advance. Basically the advance is calculated as an amount for each pay remaining in the contract. In this way it can be assured that the advance and its subsequent repayment will balance exactly provided the user makes no changes to the employee's payroll records for the advanced job until the contract has been completed, (i.e. the last pay paid).

The following is an example to further illustrate how the advance is calculated. The same contract information from the employee on the previous page will be utilized.
Contractual Obligation = $26,000.25
Contract Amount Paid = $21,000.00
Contract Amount Docked = $0.00
Number of Pays/Pays Paid = 26/21
Days in Contract/Contract Days Worked = 180/180
Pay Per Period = $1,000.00

22'nd Pay in Contract
Pay Per Period = $1000.00 Retirement Deduction = $93.00
Contract Amount Paid = $22,000.00      

23'rd Pay in Contract
Pay Per Period = $1000.00 Retirement Deduction = $93.00
Contract Amount Paid = $23,000.00      

24'th Pay in Contract
Pay Per Period = $1000.00 Retirement Deduction = $93.00
Contract Amount Paid = $24,000.00      

25'th Pay in Contract
Pay Per Period = $1000.00 Retirement Deduction = $93.00
Contract Amount Paid = $25,000.00      

Last Payment in Contract
Obligation = $26,000.25      
Contract Amount Paid = $25,000.00      
    -----------------      
Gross for Last Pay = $ 1,000.25      
    Retirement Deduction $1,000.25 * .093 = $93.03
      Total Advanced Amount = $465.03

11.3 Running the STRSAD Program

The program is executed by typing: 


$ RUN OECN$PAY:STRSAD

at the $ prompt or from the menu system type 


Menu>STRSAD



 
 
This program calculates the total amount to be 
deducted for the advanced payment to the State 
Teachers Retirement System. 
 
Main Menu Options: 
 
    1 - Projection of STRS advanced payments. 
        This option projects the STRS advanced 
        payments, fiscal YTD STRS deposits 
        and earnings for all employees.  NO STRS 
        reporting file is created. 
    2 - Actual STRS advance payment calculation 
        and STRS fiscal report generation. 
    3 - Exit program. 
 
Enter Option: _ 
              1 
 
Enter District code:<1111> ____ 
                           1111 
District code is "1111" 
 
Is this correct? (Y/N <Y>): _ 
                            
Enter starting date for the academic year: ________ 
                                           MMDDCCYY 
 
Enter ending date for the academic year: ________ 
                                         MMDDCCYY 
 
Enter Sort Option (S,N,? <S>): _ 
                               
Processing, please wait 
 
Report names are: STRSAD.TXT 
                  STRSAD.RPT 
    NONADV.TXT 
 
Processing Completed!

The projection option (Option 1) of this program can be run as many times as necessary without making any changes to the USPS files. Option 2 will actually flag the appropriate jobs as advanced jobs based on the fields mentioned previously in this chapter. The job will remain in "advance mode" until the last payment in contract has been paid. At that time, the job's advance flag is turned off and the job is no longer considered in "advance mode".

Three reports are generated each time the projection or actual advance options are executed. The first report called STRSAD.TXT lists all advanced jobs for the district. The second report called STRSAD.RPT is the complete fiscal year-end report for all STRS employees, including all advanced employees. The third report called NONADV.TXT shows employees who will not be advanced.

When Option 2 of the STRSAD program is utilized, the tape file is created and is called STRSAD.yy06 (yy = year). The ANNSTRSSND can then be used to submit the information to STRS.

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