Submit Details Report
› Provides 36 pieces of
data on your employees
› Gives membership
Start Date
› Termination Dates
› Indicates pay period
for salary earned.
Submit CSI Report
› Salary and
Contribution information for employees.
› Provides ER
contribution information.
› Must be submitted by
the 4th business day of
the month and posted on the 5th business
ERRO RS ER RO RS Cont
Load Errors: A file will reject due to file
submission with an improper format.
› Missing Header or Footer in the file.
› Incorrect formatting of the 36 data fields in the wrong columns. (Please see File Format)
› Incorrect file extension other than .CNT.
› A new file must be submitted if it fails a load error.
Fail Errors: A file will reject if it is missing a
required mandatory data field, regardless of the file size.
› Missing Job Code, Missing Plan Code, Invalid Characters, Missing DOB, Invalid Agency
number, Pay period end dates, Contract End dates.
› Contributions in Header and Footer does not match, total number of records incorrect.
There are over 140 Business Edits that each record
submitted for an employee must pass or it is considered to have failed a Business Edits.
Each file submitted must pass a tolerance level to
ensure file validity.
› 1-99 records=10%
› 100-1,000= 5%
› 1001-200,000= 2%
A file will reject if the number of Business Edits
Each file will create an Edit Error Report
that each ORBIT Team audits before posting records that fail an edit.
Once all Errors produced on the Error
Report have been cleared the agency’s monthly file is considered cleared.
› Failure to clear errors for a members account
can result in incorrect service accrual,
incorrect retirement calculation, and impact benefit eligibility.
Members who meet the definition of G.S
135-1(10). Who are Employees of State Agencies and Commissions who are
employed in permanent job positions on a recurring basis and work 30 or more
hours a week for nine or more months per calendar year.
Those who meet this criteria should be
Reg-Regular (includes installment pay) Bonus-ABC Bonus & Other Types
› Bonus Leave payout
Annlong- Longevity Pay
Annleave-Lump-Sum Annual Leave
Payout.
› This includes Comp Time payout
WORKCOMP-Workers Compensation
(salary and contributions are zero).
LEAVEPAY- Leave without pay, not
exhaustion of leave.
SUMMERPAY- Payment outside normal
contract; a supplemental contract in
addition to normal duties; a true summer school session; installment payment at termination.
Supplements/allowances provided to an
employee to purchase additional
benefits such as health, life, or disability coverage
Travel supplements/allowances Employer contributions to eligible
deferred compensation plans
Lump-sum payouts of sick leave
Sign-on bonuses (are not earnings or
Employer-provided fringe benefits
Reimbursements of uninsured medical
expenses
Reimbursements of business, personal, or
moving expenses
Incentive payments for early retirement Contract buyouts or severance pay
(STATE) DEFINITION OF
“MEMBERSHIP”REQUIRING 6% DEDUCTION: G.S. 135-(10)
PERMANENT JOB POSITION ON A RECURRING BASIS
WITH AT LEAST 30 OR MORE HOURS PER
WEEK FOR AT LEAST 9 OR MORE MONTHS PER CALENDAR YEAR.
RETURN TO WORK RETIREES ARE REQUIRED TO BE REPORTED AS STRS WITH SALARY AND NO CONTRIBUTIONS REPORTED.
THEY ARE SUBJECT TO A EARNINGS LIMIT ON ALL SALARY EARNED FOR THE CALENDAR
YEAR.
ER IS NOW SUBJECT TO PENALTY FOR FAILING TO REPORT RETURN TO WORK RETIREES
SALARY EARNING VIA THE ORBIT REPORT. HOUSE BILL 642-EFFECITVE JULY 1, 2009.
David Banner believes his unique abilities are not appreciated and
decides to retiree from the State as of January 1, 2013. It works out great since he is to receive his longevity in December 2012. David is a 10 pd 12 employee with a Contract Period of 8/18/2012-6/14/2012.
1) How should record his final payments of Regular, Longevity, Annual
Leave, Bonus Leave, Sick Leave and Installment pay on the December 2012 ORBIT Report?
2) How should the Employer Report the Termination information on the
ORBIT Report?
3) How should the members Contract Period and Contract Type be
Answer 1: There should a separate line item of each pay type
reported with the appropriate dates and contract.
› The sick leave payout is not reportable to Retirement System.
› Installment pay should be reported as SummerPay
Answer 2: Termination date should be last date worked and
the reason should be “Retirement”
Answer 3: The Contract Period should be the Beginning and
End date of the employees contract
› The Type should be recorded as the number of months in the contract.
A RETRO ADJUSTMENT MUST BE REPORTED WITHIN 90 DAYS AFTER THE COMPLETE
OMISSION OF THE PAY RECORD FROM A MONTHLY REPORT
AFTER 90 DAYS, A MEMBER MAY ELECT TO
PURCHASE THE OMITTED SERVICE OR SALARY BY COMPLETING A FORM 466 -PURCHASING RETIREMENT CREDIT FOR UNREPORTED
AN EMPLOYER ACCIDENTALLY FORGOT
TO REPORT REGULAR PAY OF $3,000 FOR JILL DUNCAN FOR THE PAY PERIOD OF 8/1 –8/31/12.
THE EMPLOYER SHOULD REPORT THIS VIA
ORBIT PAYROLL REPORTING DURING SEPT, OCT, OR NOV OF 2012.
THE RECORD SHOULD BE REPORTED AS A
RETRO ADJUSTMENT WITH $3,000 REGULAR PAY FOR PERIOD OF 8/1 –8/31/12.
Negative prior period adjustments for current
calendar year pay periods can be submitted on any monthly report within the same calendar year.
The adjusted record pay type and pay period dates must match the pay type and pay period dates on the record to be adjusted.
A negative adjustment received after a member is paid a refund, will be deleted and the employer will receive an invoice for the ER and EE contributions
A prior period adjustment should be
reported when a member’s record which had been previously reported incorrectly needs to be adjusted.
After 90 days, A MEMBER MAY ELECT TO
PURCHASE THE OMITTED SERVICE OR SALARY BY COMPLETING A FORM 466 -PURCHASING RETIREMENT CREDIT FOR UNREPORTED
While Reviewing David Banner’s account the payroll office discovers
that Mr. Banner was overpaid in the month of June 2012.
Additionally, he was underpaid salary in the months of September, October, and November of 2012. This makes David Banner very angry and it is not good to make him angry!
1) How can the agency correct the overpayment made in June 2012
on the December ORBIT report?
2) How can the agency correct the underpaid salary on that same
Answer 1: The agency can send in a prior
period adjustment for the same pay period in June for which the mistake occurred.
Answer 2: The agency can send in a
“RETRO” record on the next ORBIT Report that indicates the salary and pay period the error occurred in.
Functions include:
Submit Report: Uploads your employees detailed information.
Submit CSI: Used to submit contributions to the Retirement System. View Invoices: Used to satisfy debit/credit invoices created from your last report.
Download Member ID: Used to capture the Member id’s of your active employees
Death Notice: This can be used to report an active employees death.
Functions include: Missing Beneficiary
Designations: This is used to check if members have designated a beneficiary.
Agency Admin: This is used to add, remove or change user id and passwords of authorized agency Self-Service View Member Info: This is used to view the account history or summary of members.
users.
Check Retired Status: This tool is used to verify
whether an employee is a retiree subject STRS
reporting.
Report View: This tool is used to retrieve service reports of employees.
Empl oy er Pa ge Em p lo ye r M an ual s
First Hired date and the 10/1/2006 date are
used only for determination of State Health Plan Group Insurance. First Hired and the 10/1/2006 have no relevance on the 10 year retirement vesting.
A TSERS member hired on or after 8/1/2011
will not vest with Retirements until he or she has 10 years of membership service.
10 years vesting requires membership and
CONTRIBUTION SUMMARY ADJUSTMENT (CSA) INVOICES
Generated by the balancing report
process-
› They include underpayments/overpayment of Employee and Employer contributions on the CSI; may be the result of rounding
difference; may include credits/debits due to error correction completed during the balancing process.
ADJUSTMENT INVOICES
Generated by the error correction
process –
› These result when corrections to records
include changes to Employee and/or
Employer contributions. This is typically due to plan type corrections.
VARIANCE INVOICES –
› GENERATED WHEN RECORDS WHICH HAVE
ALREADY BEEN POSTED REQUIRE CORRECTIONS.
CSI PENALTY INVOICES –
› GENERATED WHEN MONTHLY PAYMENTS (CSI’S) ARE RECEIVED AFTER THE MONTHLY DUE DATE.
MANUAL INVOICES –
› CREATED BY THE ACCOUNTING STAFF TO OFFSET OTHER INVOICES IF NECESSARY.
•File Format Requirements
•Schedule for Submitting Contributions
•Reference Materials
•New User Guides
•Reporting Checklist
•Employer Reporting Updates
•Invoices
•FAQ’s
