Oklahoma Public Employees Retirement System (OPERS) Online Payroll Reporting System User Manual

Transcription

1 The Payroll Reporting System provides participating government agencies a safe and convenient way to report their payroll contributions to OPERS over the internet. 1

2 Contents Page Web Server Security 3 Browser Requirements 3 Web Address 3 Contact Information 3 Getting Started Your Responsibility for Security 4 Create UserIDs 4 Site Availability 4 Logging On 5 The First Page 6 Menu Item 8 Change Password 10 Typical Processing Scenario 12 Menu Item 2 - Payroll Entry 13 Menu Item 3 - Payroll Entry History 23 Menu Item 4 Supplemental Entry 25 Menu Item 5 - Supplemental Entry History 34 Menu Item 6 Supplemental Staging 36 Menu Item 7 - Payroll Payment History 44 2

3 Web Server Security The web site uses the Secure Socket Layer (SSL) communication protocol which encrypts your information while you are connected to the web server. This prevents eavesdropping and ensures the security of the data transmitted over the Internet. In addition, sensitive data is stored as encrypted files in the database and is only decrypted when viewing during your session. Browser Requirements Your browser must be set to accept cookies and support 256-bit encryption. This is the default setting for most modern browsers. The following browsers meet this requirement: - Microsoft Internet Explorer 9.0 or higher (Windows only) - Google Chrome version 40 or higher - Firefox version 35 or higher Contact Information Web Address OPERS Address Oklahoma Public Employees Retirement System P.O. Box Oklahoma City, OK OPERS Main Phone (405) ( OPER) or toll free at (800) Payroll Questions Accounting Department Phone: (405)

4 Getting Started - Your Responsibility for Security To protect your employees' data, in addition to the web server security mentioned on page 3, you are responsible for the following: 1. Don't reveal your password to anyone. 2. Change your password regularly and contact OPERS if an unauthorized person gets access to your password or if you discover unauthorized activity. 3. Don't leave your computer while you are logged on in the middle of a session. 4. Always use the secure Log Off (log off using the Logout button instead of the red X on the top right corner of your browser window) when you have completed your visit. 5. Use a strong password that consists of letters (both upper and lower case) and numbers. 6. Note and report any observed or suspected security weaknesses in this online reporting system to OPERS Getting Started - Create a User ID First, complete and submit a UserID request form. OPERS will then create and manage your user ID. To get a UserID request form, please go to and click on User Enrollment Form for Enrolling Users and Reporting Payroll. This requires the Adobe Acrobat Reader. If you need to install this reader, please go to The UserID request form can be filled out online and then printed. Page 2 of this form is the help text describing how to complete this form. When completed, please send the form to the address at the bottom of the form. When received, OPERS staff will assign a user ID for the user mentioned on the form, and either call or the user with their userid and password. Getting Started - Site Availability The site is available Monday through Friday from 7:00am to 5:30pm excluding holidays. 4

5 Getting Started - Logging On Once you have your user ID and password, please go to the website The login screen will appear. Please key your User ID in the User Name field, press the tab key, then key in your password in the Password field. The User ID is not case sensitive but the password is case sensitive. Click on the Login button to login. 5

6 Getting Started - The First Page The first time you log in, the system will prompt you to change your password. Please click OK, and you will be re-directed to Menu option 8, Change Password, for you to change your password. If you have not previously logged in, please continue to page 10 of this documentation for more details about the Change Password menu option. 6

7 Getting Started - The First Page (continued) This page has the following four sections: Menu, Welcome, Welcome Group Health and Download Adobe Acrobat Reader. 7

8 The Menu Section This section has links to the pages in this application. You will see the following links: 1. Home - displays this page. 2. Payroll Entry - displays the page where you manage your agency's prelist payroll contributions. 3. Payroll Entry History - displays the page where you see previous months' prelist payroll details. 4. Supplemental Entry - displays the page where you manage your agency's supplemental payroll contributions. 5. Supplemental Entry History - displays the page where you see previous months' supplemental payroll details. 6. Supplemental Staging the purpose of this page is to hold/process records of different detail dates (MMYY) before sending them to OPERS. 7. Payroll Payment History not in use at the moment. 8. Change Password - displays the page to change passwords. 9. New Employee Enrollment Form - displays enrollment forms that have been completed but not sent to OPERS. Please refer to the Enroll Form User Manual for enrollment details. 10. New Employee Enrollment History - shows enrollment forms already sent to OPERS. 11. Change Employee Address here, you may make changes to a member's address and submit the change to OPERS. 12. Final Retirement Certification here, you may view current and future retirees, and you may submit completed Final Certification Letters. 13. Final Retirement Certification History shows Final Certification Letters already submitted to OPERS. 14. Payroll User Manual displays this user manual. 15. Enroll Form User Manual - displays this user manual. 16. Contact Us - displays OPERS mailing address, phone numbers, and address. 8

9 The Welcome Section This section displays welcome text, site availability, and OPERS contact information. The Welcome Group Health Section This section displays welcome text, site availability, and OPERS contact information. The Download Adobe Acrobat Reader Section This section contains the link to download Adobe Acrobat Reader. The reports on this website require Adobe Acrobat Reader. 9

10 Menu Item 8 - Change Password This page allows you to change your password. Please see page 11 for password rules: 10

11 Field Definitions New Password - key in a new password following the rules below. Confirm Password - key in the new password again. Change - click this to accept your new password. If the password is accepted, you will return to the Home page and a message will be displayed on the top left hand part of the screen stating that the Password has changed. Cancel - click this to return to the Home page without changing the password. Password rules: 1. The New Password and Confirm Password fields must match. 2. The password length must be at least 8 but no more than 10 characters. 3. The password must be made up of letters and numbers. 4. The password cannot be reused for 10 password changes (your new password must be different from the previous 10 passwords). 5. The password will automatically expire 90 days from the date it was last changed. 11

12 Getting Started - Typical Processing Scenario 1. Connect to website 2. Login with your userid and password. 3. Click Menu Item2, Payroll Entry. If you have employees on payroll that you have not enrolled, a notification will pop up every time you enter the screen until you enroll them (click on Print No Enrollments to view the employees). 4. Change the reporting period for all records by keying in the month and year in a four-digit format (e.g for January 2017) in the Payroll Date MMYY field on the Payroll List page and click the Update Payroll Dates button. 5. Change member information by clicking the blue Edit button at the far left of the Payroll List page (this takes you to the Payroll Form page), make changes on the Payroll Form page, and then click the Apply Changes button on the Payroll Form page. (See page 19 for details). 6. Delete a member by clicking the Edit button on the Payroll List page (this takes you to the Payroll Form page), then click the Delete button on the Payroll Form. 7. Add a new employee to your payroll by clicking the Add New Employee button on the Payroll List page (this takes you to the Payroll Form page), key in the required information, then click the Create button. (See page 17 for details on the fields on this page.) 8. Verify that your totals balance by navigating to the last page to display totals using the drop down list (row(s) 1-15 of ) at the bottom right of the page. 9. (optional) Download your detail records to a file on your PC by clicking the Download link at the bottom left of the page. 10. (optional) Print your detail by clicking the Print by SSN button at the top of the page. 11. Once records balance, send the detail records to OPERS by clicking the Lock Records for Processing button on the Payroll List page. 12. Using main menu option 4 Supplemental Entry, create, edit and/or delete Supplemental payroll on the Supplemental Date page and send the completed detail records to OPERS (See page 25 for details). 13. Copy Supplemental payroll to the Supplemental Staging page to hold/make changes before submitting the payroll to OPERS (See page 36 for details). 14. Logoff by clicking the Logout link at the top right of the page. 12

13 Menu Item 2 - Payroll Entry This page is where you will - view your current payroll member information - access the screen in which to make changes to payroll - access the screen in which to add and delete members to your payroll - change the reporting date - print a report of records displayed - download spreadsheet data - lock records for OPERS to process When you first access the screen, you may see the following message (depending on how many employees don't have enrollments): This message will be displayed when there is an SSN in the Payroll List page but OPERS has not received an enrollment for that SSN. Please go to Menu 9. New Employee Enroll Form link to complete the enrollment (please refer to the Enroll Form User Manual for details about the enrollment process). If you are certain that you have completed an enrollment for the employee(s) in question, please verify that the SSN on the enrollment is the SSN on payroll. If it is not (you may be a digit or more off), this will result in the message above. 13

14 Menu Item 2 - Payroll Entry (continued) 14

15 Definition of Fields/buttons on the page Agency Name - your agency name. Agency Number - your agency number. Payroll Date MMYY- the month and year of the payroll contributions that you are reporting (this should be the month the hours were worked, not when the agency pays the contributions). Update Payroll Dates after you key in a new payroll date in the Payroll Date MMYY field, click this button to change the month and year for the displayed payroll records to the value you entered in the Payroll Date field. Only one payroll may be submitted each day (e.g. if your agency is two months behind in paying contributions, you would need to upload one month of data one day, and upload the second month of data on another day). If the Records Locked field (on the right side of the screen) is Y, then this button is not displayed. Records Locked? - shows whether these records have been locked for OPERS to process (please see pages 21 for details). Date Updated - shows the last date and time this information was locked or unlocked. Updated By - shows the last userid that updated the Lock. Lock Records For Processing - click this button to lock these records for OPERS to process. (see page 21 for details). Return takes you back to the Home Page. Print by SSN prints a report of the payroll in SSN order Print No Enrollments prints a report of SSNs that are in the Payroll List page but for whom OPERS has not received an enrollment (see page 13 for details). Print by Last Name prints a report of the payroll in alphabetical order by last name. Add New Employee takes you to the Payroll Form page where you can create a new record (see page 17 for details). Download create a csv report of the Payroll records to save on your PC. Find SSN or Last Name if there are records displayed, you may search by SSN (or partial SSN) or a Last Name here. Key in the SSN or the Last Name, and click on the Go button (or press the Enter key). To display all the records again, click on Reset. 15

16 You can sort the following fields by either ascending (A to Z, or smallest to largest number) or descending (Z to A, or largest to smallest number) order: - Emp Cd - Hrs - First Name - Step Up - MI (Middle Initial) - Emp Ntx Amt - Last Name - Modify Date SSN - Emp Tx Amt - Earnings - Agy Amt 16

17 Menu Item 2 - Payroll Entry (continued) When you click the Add New Employee button in the Payroll List page, it takes you to the Payroll Form page below: 17

18 Definition of Fields/buttons (fields with asterisks are mandatory): Cancel this takes you back to the previous page. If you have started creating a record, you will exit without being prompted to save the record. Create this creates the record for the data you have just entered and takes you back to the Payroll List page if there is no error. The message "Action Processed" will be displayed on the top left of the page, and the record you have created will be displayed in addition to all the other records. If there is an error, it will be displayed on the top left of the current page (Payroll Form page), and you cannot save the record until the error is corrected. Emp Code - select an employee code from the drop down list. The codes represent the employee and employer contribution rates for your agency for the fiscal year you keyed in in the Payroll Date (MMYY) field on the previous page. Agency - shows your agency number. First Name - the member's first name. Middle Initial - the member's middle initial. Last Name - the member's last name. SSN - the member's SSN. Earnings - the member's gross pay based on the agency's pay interval (hourly, weekly, biweekly, semimonthly or monthly). This amount should exclude overtime pay or any other types of pay on which OPERS contributions should not be collected. Payroll Date - displays the month and year (this is the date you keyed in in the Payroll Date (MMYY) field on the previous page). If you need to change the month/year, you must change it on the previous page. Click Cancel to go back to the previous page (Payroll List page). Hours - the numbers of hours the member worked. Employee Stepup - enter a W if the employee is enrolled in the Stepup program. Once enrolled, the member cannot be unenrolled. Birth Date (mmddyyyy) the member's birth date in a two-month, two-day, fouryear format without slashes or hyphens in between the numbers. Taxable Employee Contributions - this amount is automatically calculated (but not displayed) if your agency is enrolled to report taxable employee contributions. Non Taxable Employee Contribut - this amount is automatically calculated (but not displayed) if your agency is enrolled to report non taxable employee contributions. Employer Contributions this employer contributions are automatically calculated (but not displayed). 18

19 Menu Item 2 - Payroll Entry (continued) If you want to make changes to an existing record in the Payroll List page, click on the Edit button beside the record. This takes you to the Payroll Form page below: 19

20 Definition of Fields/buttons (fields with asterisks are mandatory): Cancel this takes you back to the previous page. Delete - a pop up message will prompt you to confirm the deletion. Click OK to delete the record and return to the Payroll Date page. Click Cancel to remain on current page. Apply Changes this saves changes and takes you back to the Payroll List page. The message "Action Processed" will be displayed on the top left of the page. If there is an error, it will be displayed on the top left of the current page (Payroll Form), and you cannot save the changes until the error is corrected. Emp Code - employee payroll code. The codes represent the employee and employer contribution rates for your agency for the fiscal year of the payroll. Agency - shows your agency number. First Name - the member's first name. Middle Initial - the member's middle initial. Last Name - the member's last name. SSN - the member's SSN. Earnings - the member's gross pay based on the agency's pay interval (hourly, weekly, biweekly, semimonthly or monthly). This amount should exclude overtime pay or any other types of pay on which OPERS contributions should not be collected. Payroll Date - displays the month and year. Hours - the numbers of hours the member worked. Employee Stepup - enter a W if the employee is enrolled in the Stepup program. Once enrolled, the member cannot be unenrolled. Birth Date (mmddyyyy) the member's birth date in a two-month, two-day, fouryear format without slashes or hyphens in between the numbers. Taxable Employee Contributions - this amount is automatically calculated and displayed if your agency is enrolled to report taxable employee contributions. It is based on the employee code selected in the Emp Code drop down list. If you change the code, you must click on Apply Changes for the new rates to be displayed. Non Taxable Employee Contribut - this amount is automatically calculated and displayed if your agency is enrolled to report non taxable employee contributions. It is based on the employee code selected in the Emp Code drop down list. If you change the code, you must click on Apply Changes for the new rates to be displayed. Employer Contributions these employer contributions are automatically calculated and displayed. 20

21 Menu Item 2 - Payroll Entry (continued) In the Payroll List page, when the Records Locked? field is 'N', the page looks like the screenshot below: 21

22 Menu Item 2 - Payroll Entry (continued) When you click the Lock Records for Processing button, the following message will prompt you to confirm: If you click OK to confirm, the data will then be transmitted to OPERS, no further changes may be made, the Records Locked? field changes to 'Y', the message 'File Locked' is displayed on the top left side of the screen, and the Update Payroll Dates, Add New Employee, and Edit buttons next to each record will not be displayed: 22

23 Menu Item 3 - Payroll Entry History This page displays previous months' payroll details ordered by YYMM (two-digit year and two-digit month). Click the down arrow next to Prelist History Date to select a previous month to display. If no months exist, your agency has not submitted any payroll to OPERS yet. Print prints a report of the payroll history that is currently displayed by SSN. Please note that if there is no history displayed, the Print button will display an error. Return takes you back to the Home Page. 23

24 When you make a selection, the payroll records for that date will be displayed. In the example below, we selected 1605 from the drop down list (May 2016 payroll): Once selected, the page is refreshed with that month's activity. This information can be downloaded to your PC by selecting the Download link at the bottom of the page. 24

25 Menu Item 4 Supplemental Entry This page is where you will - view your current supplemental employee payroll - make changes to supplemental employee payroll - add and delete members to your supplemental employee payroll - change the reporting date for a supplemental payroll - print a report of records displayed - download spreadsheet data - send records to the Supplemental Staging page. - send records to OPERS When you first access this page, there are no records to display: 25

26 Definition of Fields/buttons: Agency Name/ Agency Number the agency name and number that your username is assigned to. Supplemental Date (MMYY) use this field to change the detail date of the supplemental payroll. You may submit as many supplemental payrolls per month as you need to. Return - takes you back to the Home Page. Print prints a report of the supplemental payroll that is currently displayed by SSN. Copy All Employees From Last Payroll copies the prelist payroll records from the Payroll List page (please see page 27 for more details). Create Single Record this button lets you create a single supplemental record. You MUST key in a supplemental date in the Supplemental Date (MMYY) field before you click this button (so as to use the correct contribution rates for the new record). If the field is blank, the following error message is displayed on the top left hand part of the page: "1 error has occurred. Supplemental date must have some value before creating a record." (please see page 29 for more details about creating a new record.) Find SSN or Last Name if there are records displayed, you may search by SSN (or partial SSN) or a Last Name here. Key in the SSN or the Last Name, and click on the Go button (or press the Enter key). To display all the records again, click on Reset. 26

27 Menu Item 4 Supplemental Entry (continued) When you click on Copy All Employees From Last Payroll button, all the records from the Prelist Payroll page are copied to the Supplemental Date page below: 27

28 Definition of Fields/buttons: Agency Name/ Agency Number the agency name and number that your username is assigned to. Supplemental Date (MMYY) use this field to change the detail date of the supplemental payroll. Supplemental Date Update if you change the Supplemental Date (MMYY) field, clicking on this button will change the records to display the same date in the Date MMYY field. Send to Supplemental Staging this copies the Supplemental payroll records currently displayed to the Supplemental Staging page (see page 37 for more details). You will not be prompted to confirm the copy, and the records will disappear from this page. Send Supplemental to OPERS sends the Supplemental payroll to OPERS. A message box pops up asking you to confirm sending the Supplemental to OPERS (see page 33 for details). Return - takes you back to the Home Page. Print print a report of the Supplemental payroll records. Copy All Employees From Last Payroll copies the prelist payroll records from the Payroll List page. Delete All Supplemental Records deletes all the displayed records. A message box pops up asking you to confirm the deletion. Create Single Record you can create a single supplemental record (see page 29 for details). Edit - click this button to make changes to the single supplemental record (see page 31 for details). Delete - click the red X to delete this record (you will be prompted to confirm). Download create a csv report of the Supplemental records to save on your PC. Find SSN or Last Name search by SSN (or partial SSN) or a Last Name. You can sort the following fields by either ascending (A to Z, or smallest to largest number) or descending (Z to A, or largest to smallest number) order: - Emp Cd - Hours - First Name - Step Up - Last Name - Emp Ntx Amt - SSN - Emp Tx Amt - Earnings - Agy Amt - Date MMYY - Modified Date 28

29 Menu Item 4 Supplemental Entry (continued) When you click on the Create Single Record button in the Supplemental Date page, it takes you to the Form on SUPPLEMENTAL page below: 29

30 Definition of Fields/buttons (fields with asterisks are mandatory): Cancel this takes you back to the previous page. If you have started creating a record, you will exit without being prompted to save the record. Create this saves the record you have just created and takes you back to the Supplemental Date page if there is no error. The message "Action Processed" will be displayed on the top left of the page, and the record you have created will be displayed in addition to all the other records. If there is an error, it will be displayed on the top left of the current page (Form on Supplemental page), and you cannot save the record until the error is corrected. Emp Code - select an employee code from the drop down list. The codes represent the employee and employer contribution rates for your agency per fiscal year (the fiscal year is displayed as the first four digits). Please make sure that the fiscal year on the Emp code matches the fiscal year in the Supplemental Date (MMYY) field e.g. if your supplemental date is 0815, then the Emp Code you select needs to be in fiscal year Agency - shows your agency number. First Name - the member's first name. Middle Initial - the member's middle initial. Last Name - the member's last name. SSN - the member's SSN. Earnings - the member's gross pay based on the agency's pay interval (hourly, weekly, biweekly, semimonthly or monthly). Supplemental Date (MMYY) - displays the month and year (this is the date you keyed in in the supplemental date in the Supplemental Date (MMYY) field on the previous page). If you need to change the month/year, you must change it on the previous page. Click Cancel to go back to the previous page. Hours - the numbers of hours the member worked Employee Stepup - enter a W if the employee is enrolled in the Stepup program. Once enrolled, the member cannot be unenrolled. Taxable Employee Contribut - this amount is automatically calculated (but not displayed) if your agency is enrolled to report taxable employee contributions. Non Taxable Employee Contributions - this amount is automatically calculated (but not displayed) if your agency is enrolled to report non taxable employee contributions. Employer Contributions these employer contributions are automatically calculated (but not displayed). 30

31 Menu Item 4 Supplemental Entry (continued) If you want to make changes to an existing record in the Supplemental Date page, click on the Edit button beside the record. This takes you to the Form on SUPPLEMENTAL page below: 31

32 Definition of Fields/buttons (fields with asterisks are mandatory): Cancel this takes you back to the previous page. Delete - a pop up message will prompt you to confirm the deletion. Click OK to delete the record and return to the Supplemental Date page. Click Cancel to remain on current page. Apply Changes this saves the changes to the record and takes you back to the Supplemental Date page if there is no error. The message "Action Processed" will be displayed on the top left of the page. If there is an error, it will be displayed on the top left of the current page, and you cannot save the changes until the error is corrected. Emp Code - select an employee code from the drop down list. The codes represent the employee and employer contribution rates per fiscal year (the fiscal year is displayed as the first four digits). Please make sure that the fiscal year on the Emp code matches the fiscal year in the Supplemental Date (MMYY) field e.g. if your supplemental date is 0815, then the Emp Code you select needs to be in fiscal year Agency - shows your agency number. First Name - the member's first name. Middle Initial - the member's middle initial. Last Name - the member's last name. SSN - the member's SSN. Earnings - the member's gross pay based on the agency's pay interval (hourly, weekly, biweekly, semimonthly or monthly). Supplemental Date (MMYY) - displays the month and year (this is the date you keyed in in the supplemental date in the Supplemental Date (MMYY) field on the previous page). If you need to change the month/year, you must change it on the previous page. Click Cancel to go back to the previous page. Hours - the numbers of hours the member worked Employee Stepup - enter a W if the employee is enrolled in the Stepup program. Once enrolled, the member cannot be unenrolled. Taxable Employee Contribut - this amount is automatically calculated and displayed if your agency is enrolled to report taxable employee contributions. Non Taxable Employee Contributions - this amount is automatically calculated and displayed if your agency is enrolled to report non taxable employee contributions. Employer Contributions these employer contributions are automatically calculated and displayed. 32

33 Menu Item 4 Supplemental Entry (continued) When you click the Send Supplemental to OPERS button, the following message will be displayed: If you click OK to confirm, the records will disappear from the screen. To view them, go to the Supplemental Entry History page. If you click Cancel, the records will remain on this page. 33

34 Menu Item 5 Supplemental Entry History This page displays previous months' payroll details ordered by MMYY (two-digit month and two-digit year). Click the down arrow next to Supplemental History Batch Number - Date (MMYY) to select a month and year to display (the display is batch number - detail date - gross contributions (employee+employer)). If no months exist, your agency has not submitted any supplemental payroll to OPERS yet. Print prints a report of the payroll history that is currently displayed by SSN. Please note that if there is no history displayed, the Print button will display an error. Return takes you back to the Home Page. Copy to Supplemental you must have records displayed before you click this button. It copies the Supplemental payroll records currently displayed to the Supplemental Date page. You will remain on the Supplemental Entry History page, and the records will still be visible on this page. 34

35 When you make a selection, the payroll records for that date will be displayed. In the example below, we selected the May 2016 supplemental payroll from the drop down list: Once selected, the page is refreshed with that month's activity. This information can be downloaded to your PC by selecting the Download link at the bottom of the page. 35

36 Menu Item 6 Supplemental Staging The purpose of this page is to hold/process records of different detail dates (MMYY) before sending them to OPERS. For records to show up, you must copy them from the Supplemental Date page (click on the Send to Supplemental Staging button). If you have not sent any records to this page from the Supplemental Date page, there are no records to display: 36

37 Menu Item 6 Supplemental Staging (continued) If you sent records to the Staging page, the records will be displayed as shown below: 37

38 Definition of Fields/buttons: Agency Name the agency name that your username is assigned to. Agency Number - the agency number that your username is assigned to. Supplemental Date drop down list to display records based on the detail date (MMYY) of the supplemental payroll. The default is ALL, which displays all the records regardless of detail date, grouped by detail date (Date MMYY column). Send Supplemental to OPERS sends the currently displayed Supplemental payroll to OPERS (please see page 39 for details). Copy This Date To Supplemental you must select the detail date that you want to copy (MMYY) from the Supplemental Date drop down list. If you click the button while the selection is 'ALL', the following message will be displayed: Return - takes you back to the Home Page. Delete All Staging Records deletes all the displayed records. A message box pops up asking you to confirm the deletion. Print print a report of the displayed Supplemental payroll records. Create this button lets you create a single supplemental record (see page 40 for details). Find SSN or Last Name search by SSN (or partial SSN) or a Last Name. Key in the SSN or the Last Name, and click on the Go button (or press the Enter key). To display all the records again, click on Reset. Edit - click this button to make changes to the single supplemental record (see page 42 for details). Delete - click the red X to delete this record (you will be prompted to confirm). Download create a csv report of the Supplemental records to save on your PC. 38

39 Menu Item 6 Supplemental Staging (continued) When you click the Send Supplemental to OPERS button, you must select the detail date that you want to send (MMYY) from the Supplemental Date drop down list. If you click the button while the selection is 'ALL', the following message will be displayed: Once you have made your selection, when you click the Send Supplemental to OPERS button, the following message will be displayed: If you click OK to confirm, the records will disappear from the screen. To view them, go to the Supplemental Entry History page. If you click Cancel, the records will remain on this page. 39

40 Menu Item 6 Supplemental Staging (continued) When you click on the Create button in the Staging page, it takes you to the page below: 40

41 Definition of Fields/buttons (fields with asterisks are mandatory): Cancel this takes you back to the previous page. If you have started creating a record, you will exit without being prompted to save the record. Create this saves the record you have just created and takes you back to the Supplemental Staging page if there is no error. The message "Action Processed" will be displayed on the top left of the page, and the record you have created will be displayed in addition to all the other records. If there is an error, it will be displayed on the top left of the current page (Form on Supplemental page), and you cannot save the record until the error is corrected. Emp Code - select an employee code from the drop down list. The codes represent the employee and employer contribution rates. Agency - shows your agency number. First Name - the member's first name. Middle Initial - the member's middle initial. Last Name - the member's last name. SSN - the members SSN. Earnings - the member's gross pay based on the agency's pay interval (hourly, weekly, biweekly, semimonthly or monthly). Detail Date - the month and year of the supplemental payroll (MMYY). Hours - the numbers of hours the member worked Employee Stepup - enter a W if the employee is enrolled in the Stepup program. Once enrolled, the member cannot be unenrolled. Taxable Employee Contribut - this amount is automatically calculated (but not displayed) if your agency is enrolled to report taxable employee contributions. Non Taxable Employee Contributions - this amount is automatically calculated (but not displayed) if your agency is enrolled to report non taxable employee contributions. Employer Contributions these employer contributions are automatically calculated (but not displayed). 41

42 Menu Item 6 Supplemental Staging (continued) When you click the Edit button on one record in the Supplemental Staging page, it takes you to the page below: 42

43 Definition of Fields/buttons (fields with asterisks are mandatory): Cancel this takes you back to the previous page. Delete - a pop up message will prompt you to confirm the deletion. Click OK to delete the record and return to the Supplemental Date page. Click Cancel to remain on current page. Apply Changes this saves the changes to the record and takes you back to the Supplemental Staging page if there is no error. The message "Action Processed" will be displayed on the top left of the page. If there is an error, it will be displayed on the top left of the current page, and you cannot save the changes until the error is corrected. Emp Code - employee payroll code. The codes represent the employee and employer contribution rates. Agency - shows your agency number. First Name - the member's first name. Middle Initial - the member's middle initial. Last Name - the member's last name. SSN - the members SSN. Earnings - the member's gross pay based on the agency's pay interval (hourly, weekly, biweekly, semimonthly or monthly). Detail Date the month and year for the payroll record. Hours - the numbers of hours the member worked Employee Stepup - enter a W if the employee is enrolled in the Stepup program. Once enrolled, the member cannot be unenrolled. Taxable Employee Contribut - this amount is automatically calculated and displayed if your agency is enrolled to report taxable employee contributions. It is based on the employee code selected in the Emp Code drop down list. If you change the code, you must click on Apply Changes for the new rates to be displayed. Non Taxable Employee Contributions - this amount is automatically calculated and displayed if your agency is enrolled to report non taxable employee contributions. It is based on the employee code selected in the Emp Code drop down list. If you change the code, you must click on Apply Changes for the new rates to be displayed. Employer Contributions these employer contributions are automatically calculated and displayed. 43

44 Menu Item 7 Payroll Payment History This page is currently not in use. Return takes you back to the Home Page. 44