The Saskatchewan Retro Process generates retro timesheets and pension adjustment variable deductions unique to the Saskatchewan Teachers grid increments and pension requirements. This process generates a retro percentage per employee per pay period by dividing the new rate of salary by the old rate of salary. The new and old salary values are taken from predefined grid points from the salary grid database. The salary grid database must be preloaded with both the old and new salaries.
Salary grid matching on the Support Staff option is based on the salary grids defined on the employee's active function lines. Salary grid matching on the Teachers payroll is accomplished by comparing the full time annualized contract salary against the old salary values in the salary grid database.
The Substitute retro is based on an increase per day. The accumulated days for selected pay codes is multiplied by the retro per day amount for each pay period. The pension is also calculated based on a pension per day increase, per pay period.
The Teachers option requires the use of the Contract pay type. The retro percentage calculated per pay period per employee is then applied to all applicable earnings for that pay period. The timesheet entry retro record is generated per employee per retro pay period. Retro will not be processed when a match on the salary grid level is not made.
For Teacher retro this process will also accumulate all applicable pension information per pay period, apply the new retro earnings as Salary and recalculate the pension eligible and employee deduction amount. A variable deduction containing the pension adjustment will be generated per employee per retro pay period. These pension variable deductions entries will be processed through the payroll system to be taken over and above the regular pension amounts as well as considered for the June pension recalculation and the salary and pension recalculation on the Teacher Termination process. The details of these pension adjustments will be also be included on the reporting of the Saskatchewan Pension reporting. When this retro process is run following the completion of the June pension recalculation, this retro process will also take the pension bump up adjustments into account when recalculating the retro pension entries.
The Teachers retro recalculation will only include those pensionable earnings as defined by the PENSIONABLE Deductions Earnings include/exclude list. This includes the pay codes defined on the Step line of the pension deduction codes as well as those pay codes defined under the CONTRACT Salary Pay Codes on the Saskatchewan Teachers Profile.
For sites using a varying School days to Pension days you will need to complete the Retro Reporting details on field 'Retro Reporting' of the Saskatchewan Teachers Profile. This profile prompt will allow you to define multiple sets of Pension / School days per pay period range for use in calculating the correct daily rate per pay period. The daily rate reported is the school days daily rate even though the pension is calculated using the pension day's daily rate.
The Saskatchewan Retro includes an option to report Terminated and On-Leave employees. When field 'Allow Timesheet/Retro for Inactives', under the Users Specific Parameters Profile, is active you can generate Retro and pay Terminated and On Leave employees without reactivating them. This includes both the retro timesheet and the retro variable deduction for Teacher pension. When the Allow Timesheet/Retro field is inactive, then these two types are reported only. Refer to documentation under the Users Specific Parameters Profile, field 'Allow Timesheet/Retro For Inactives' for more details on paying inactive employees.
This retro process can auto include predetermined Lump Sum retro amounts to the calculated retro payment and resulting Teachers Pension adjustments as needed. To include additional retro amounts you build a comma delimited file by the name of payid_Retro_YYYYPP.CSV where PAYID is the applicable payrolls four digit id code (e.g.: TEAC) and YYYYPP is the pay period to process this retro run, as related to the prompt Enter Batch Period. This Lump Sum retro file must be placed at the location pointed to by the logicals SRB$OPSWRK: this is the payrolls work directory.
The structure of this retro file must contain the following format: PAYID,
Employee#, pay period, lump retro amount, for example:
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TEAC,00001,201409,45.50,
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TEAC,00001,201410,45.48,
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TEAC,00001,201411,45.49,
This retro file must contain one line per employee per pay period with the exact retro amount to be added to the salary retro calculation. This process will notify you when a retro file has been detected and will be included in the retro run once the Batch Period is completed the inclusion of the retro file and file name as well are included in the header of the report. The Lump Sum retro amounts are reported individually as totaled for confirmation. You can control when this retro file is applied to the retro run by adding or removing this file from the payroll work directory.
Note: This module will be run in batch only.
Process Teachers, Support Staff or Subs Retro
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Enter 'T' to process retro for a Teachers payroll. The Teachers retro includes special processing for pension adjustments.
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Enter 'S' to process retro for Support Staff payroll. Salary grid matching on the Support option is based on the salary grids defined on the employee's active function lines.
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Enter 'B' to process retro for a Substitute payroll. The Subs retro will be calculated based on an amount per day, entered below.
Enter Starting Period for Retro
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Enter the starting period. This range determines the periods that the retro is calculated.
Enter Ending Period for Retro
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Enter the ending pay period.
If Substitute was selected, the following prompt will appear:
Enter Subs Retro per Day Amount
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Enter the additional amount per day the Subs are to receive.
If 'T'eacher or 'S'upport staff was selected, the following prompts will appear:
Old Salary Use Grid Point 1 through to 12
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Enter the grid point which contains the old or original salary.
New Salary Use Grid Point 1 through to 12
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Enter the grid point which contains the new salary.
Salary grids that do not have a value in either of the defined salary grid points will be omitted. Omitted salary grids will be listed in the log for reference.
Include/Exclude Pay Code List
On a Teach payroll, the Include/Exclude list will only apply to contractual salary earnings.
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Enter 'I' to indicate the pay codes to be entered are the only pay codes to include.
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Enter 'E' to indicate that the pay codes to be entered are excluded from retro.
Pay Codes to Include/Exclude from Retro
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Enter the pay codes, one at a time, to be included/excluded from the retro.
If 'T'eacher retro was selected, the following prompt will appear:
Retro Adjustment to Reflect 10 Pay Periods
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Enter 'Y' to have all retro paid out over 10 months. (Relates mostly to 12-month employees.) Unless you have taken separate action to pay the 12-month employees' retro differently, this prompt should be set to Yes. This prompt ensures that the retro paid to a 12-month employee is the full retro amount as is paid to the 10-month employees. The retro amount paid to 10 and 12-month employees on the same salary grid should be the same amount.
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Enter 'N' to omit having all retro paid out over 10 months. This option would only be used when you have taken separate actions for payments to 12-month employees.
If 'T'eacher or Substitute was selected, the following prompts appear:
Pension Deduction Codes to be Recalculated with Retro
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Enter one or more Group 1 Type 6 pension deduction code. It is mandatory that for the Teachers retro at least one pension deduction code be defined. The recalculation of the pension will be based on the Step and Extra parameters for the employee's applicable pension deduction code. The pension deductions entered here should also appear on fields ' Fall Rates' and 'Fall Rates' of the Saskatchewan Teachers Profile.
If substitute was selected, the following appears after each pension deduction entered:
Enter Pension per day amount
For each pension deduction, enter the additional pension to be taken per day.
Costing by Base Function/Multiple Function/Cost Center
For function line costing Base and Multiple:
When the employee's function line contains a GL code that GL will be used. When no GL code exists on a function line the GL is taken from the cost center for that function line based on the retro pay code.
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Enter 'B' to distribute retro pay based on the first or master function line.
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Enter 'M' to distribute the retro pay over multiple function lines.
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Enter 'C' to distribute the retro pay based on one specific cost center.
If 'M' selected, the following prompts will appear:
Pay Codes to Exclude on Function Line Costing
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Enter pay codes to indicate function lines to be omitted from the costing over multiple function lines.
If 'C' selected, the following prompts will appear:
Costing by Cost Center
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Enter a valid cost center.
Select Employee by Employee Number or Salary Grid
If 'E' selected above, the following prompt will appear:
Report All or Selected Employees
If 'S' selected above, the following prompt will appear:
Selection by salary grid allows you to define all or a portion of the salary grid to match on as well as the value that section of the salary grids must match.
Enter Selection Start Position
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Enter the start position of the section of the salary grid to use for selection.
Enter Selection End Position
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Enter the end position of the section of the salary grid used for selection. This must be greater or equal to the start position.
Enter Selection Include Value
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Enter as many or as few characters of a salary grid to base selection on. Only employee's with salary grid matching the characters entered will be selected.
Report Terminated Employees
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Enter 'Y' to also produce a report listing values for Terminated and On Leave employees. A timesheet will not be generated for inactive employees. Inactive employees will be listed on a separate report.
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Enter 'N' to omit the report.
Exclude Employees by Employee #, Salary Grid, None
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Enter "N' when no specific employee's should be excluded from this retro processing.
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Enter 'E' to select specific employees based on employee number to be omitted from this retro processing.
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Enter 'S' to define specific salary grids for employee exclusion.
If 'E' selected above, the following prompt will appear:
Enter the Number of Employee to be Excluded
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Enter the employee numbers one at a time for those employees to be omitted from the retro process.
If 'S' selected above, the following prompt will appear:
Enter Salary Grids for Employee Exclusion
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Enter 1 to 55 salary grids for employee exclusions. Employee's with one of these salary grids on their master function line will be omitted from this retro process.
Report Only or Process
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Enter 'R' to generate just the reports.
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Enter 'P' to generate the reports and process the retro timesheets and when applicable the variable deduction entries.
Enter Batch Period
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Enter the pay period for the batch. This would be the period the retro is to be paid in. Employees not in cycle for this pay period will be bypassed.
Enter Retro Pay Code
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Enter the pay code to pay the retro under. This should be pay codes reserved for use for retro payments only.
If 'F'inal was selected the following prompts will appear:
Enter Batch Type
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Enter a valid batch type code. The batch type code entered will be used to generate batches of retro transactions.
The report lists the following:
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Employee number and name
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Pay period of retro calculation
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FTE
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Salary grid used or matched on
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Original salary
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New salary
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Salary Percent increase
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Salary applicable to retro
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Retro costing
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Retro amount per period
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Totals per employee
When additional Lump Sum retro has been included:
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Header details the inclusion of the Lump Sum retro file
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Separate reporting of Salary Retro amount
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Separate reporting of Allowance Retro amount
For Teachers retro the pension adjustment per pay period following immediately after the retro earnings calculation, listing:
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Pension deduction code and description
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Original pension eligible and deduction amount
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Recalculated pension eligible and deduction amount
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Amount of pension adjustment for eligible and deduction amount
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New daily rate used in recalculation
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Totals per employee