PRWIN – TRS and IMRF Setup/Electronic File Reporting
Tuesday, 1:15 p.m. – Redbird E
TRS Setup
1)
TRS-related deductions and benefits
a. TRS (Teachers’ Retirement, 9.4%)
b. NEC or ETRS (Board Paid TRS Contribution, .58%)
c. THIS (Teachers’ Health Insurance, 1.02%)
d. ETHIS (THIS Board Paid Contribution, .76%)
e. TRS Federal (Board Paid TRS Contribution on federally funded salary, 33%)
2)
On what payrolls are TRS-related deductions and benefits active?
a. Active on every payroll because all checks are written before the end of June
OR
b. Active only on the pay checks the employee is receiving while actually
working. During the summer, no TRS is deducted.
3)
How is TRS handled at your agency?
a. TRS is a full deduction
b. TRS is a full benefit
c. TRS is part deduction and part benefit
d. All of the above
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IMRF Setup
(Actual Instructions 37-42)
•
IMRF has changed their magnetic media to an Excel format. PRWIN version
1.8.316 or higher contains the required changes.
The IMRF changes will require PRWIN to have a separate IMRF deduction
for each IMRF plan. Within the base deduction the IMRF Plan will be
selected after IMRF is selected as the State Retirement Code.
•
The names of base deductions and/or benefits may need to be changed.
Following are two things of which you should be aware:
Depending on the date range of a report, some reports will show the old and
new deduction/benefit name and the corresponding amounts.
Some reports that are run for a time when only the old name was active will
now show the new name.
•
Very Important: The new IMRF deductions must be set up and implemented
before running the first payroll of the month chosen to make the change.
•
Currently PRWIN asks for the employee’s IMRF plan to be selected on the
Personal tab and when running the IMRF magnetic media, each deduction
and/or benefit that represents any part of the 4.5% IMRF deduction is selected
by placing a check mark in front of it.
When the new changes for the IMRF magnetic media format are
implemented the magnetic media will already know which deductions and/or
benefits should be used to create the IMRF magnetic media because the
deduction and/or benefit is already assigned an IMRF plan.
•
Continue to use the IMRF magnetic media as it is until you are ready to make
the change. Chalkable recommends making the change as soon as possible.
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Report IMRF in the New Excel Format
In the first month that users select to start reporting in the new Excel format all payrolls for the month must be run using
the new setup below.
The IMRF plans of the employees can be found on the IMRF website.
1)
Create a payroll backup.
2)
Data Entry Æ Deductions
Search for and select the existing IMRF deduction.
Name: Change the name to include the IMRF Plan name. It is recommended this existing IMRF deduction be
used for the plan used by most employees.
State Retirement Code: Click the drop down control and select IMRF if it is not already selected.
IMRF Plan: Click the drop down control and select the IMRF Plan. The IMRF Plan will not be displayed
until a State Retirement Code is selected.
EIS Classification: If appropriate, click the drop down control and select an EIS Classification. Warning!
Adding an EIS Classification to a deduction will cause it to be included in the ISBE EIS report.
Save the changes.
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3)
Repeat step 2 for each existing IMRF deduction you have including voluntary.
4)
Add new IMRF deductions the same as step 2 for each IMRF Plan used by the
employees that does not exist.
Be sure the Pays to Deduct are the same as the job class’s Pay Frequency.
Go to any original IMRF deduction or benefit and click the Based On button.
Slide the bar up and down to see all that are checked. Do a print screen or write
down all that are checked.
In any newly added IMRF, check mark the same Deductions and/or Benefits in
Based On that are marked in the old ones. These must be marked in every
IMRF deduction and benefit.
If new board paid member contribution benefits are added they must also be
check marked in the Based Ons.
An IMRF deduction is tax-sheltered. Go to the base FIT (federal income tax)
and SIT (state income tax) deductions and select the Based On button. Check
mark any new IMRF deductions that have just been added.
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5)
Data Entry Æ Benefits
Search for and select the existing IMRF Benefit that is all or part of the 4.5%
deduction. These are the board paid member contributions.
If the 4.5% deduction is not paid in any part by the employer you may skip to
step 8.
Name: Change the name to include the IMRF Plan name. It is recommended this
existing IMRF board paid member contribution be used for the plan used by
most employees.
State Retirement Code: Click the drop down control and select IMRF if it is not
already selected.
IMRF Plan: Click the drop down control and select the correct IMRF Plan. The
IMRF Plan will not be displayed until a State Retirement Code is selected.
EIS Classification: If appropriate, click the drop down control and select an EIS Classification. Warning!
Adding an EIS Classification to a deduction will cause it to be included in the ISBE EIS report.
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Save the changes.
6)
Repeat step 5 for each existing IMRF employer paid deduction you have.
7)
Add new IMRF board paid member contributions the same as step 5 for each
IMRF Plan used by the employees that does not exist.
Be sure the Pays to Provide is the same as the job class’s Pay Frequency.
Go to any original IMRF
deduction or benefit and click
the Based On button. Slide the
bar up and down to see all that
are checked. Do a print screen
or write down all that are
checked.
In any newly added IMRF
check mark the same
Deductions and/or Benefits in
Based On that are marked in
the old ones. These must be
marked in every IMRF
deduction and benefit.
If new board paid member contribution benefits are added they must also be
check marked in the Based Ons.
8)
Data Entry Æ Benefits
Regular employer’s share IMRF benefits must be left unchanged. Do not assign
a 941 Classification or a W-2 Classification.
9)
Reports Æ Effects List
Run the Effects List to verify each IMRF deduction and benefit have the same
deductions and benefits marked in Based On.
Note: The only difference that may be seen among them is a deduction or benefit
cannot be marked in its own Based On screen.
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10)
Data Entry Æ Employees Æ Deductions tab
Verify each employee, per job class, has the correct IMRF Plan deduction. If not,
mark the existing IMRF deduction inactive and add the new one according to the
employee’s IMRF Plan.
11)
Data Entry Æ Employees Æ Benefits tab
Verify each employee, per job class, has the correct IMRF Plan for their Board
Paid Member Contribution. If not, mark the existing one inactive and add the
new one according to the employee’s IMRF Plan.
12)
Do the payrolls for the month as usual. Take some extra time to make sure all
IMRF deductions, benefits, and wages are calculating correctly.
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13)
Payroll Æ Magnetic Media Æ IL – IMRF
Because the IMRF deductions and IMRF board paid member contributions were
marked with an IMRF Plan in the base deductions and benefits, the IMRF
Magnetic Media already has them selected.
When OK is clicked to begin the process, a grid will be displayed with all the information that will be on the
magnetic media. Verify all the data in grid is correct before submitting the electronic file to IMRF.
Electronic File Reporting
1)
Balance Every Payroll and Reports will be Accurate
a. Verify non-certified totals on each payroll
b. There should be no TRS-related deductions or benefits on the non-certified
list
c. FICA and Medicare deduction and benefit wages must be the same
o
Verify FICA and Medicare wages
o
Verify FICA and Medicare deduction and benefit amounts
d. IMRF deduction and benefit wages must be the same
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o
Verify IMRF wages
o
Verify the IMRF deduction and benefit amounts
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e. Verify certified totals on each payroll
f. Verify that FICA and IMRF are not on the certified list.
g. Medicare deduction wages and Medicare benefit wages should be the same.
o
Verify wages.
o
Verify deduction and benefit amounts.
h. TRS-related deduction and benefit wages per category should be the same.
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o
Verify wages.
o
Verify deduction and benefit amounts.
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i. Verify grand totals on each payroll
i.
FIT and SIT wages must be the same. Verify the wages
ii. FICA deduction and benefit wages must be the same. Verify the wages and the deduction and benefit
amounts.
iii. Medicare deduction and benefit wages must be the same. Verify wages and the deduction and benefit
amounts
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2)
ACH Transfer
a. Reports ´ Direct Deposit List
b. Payroll ´ Magnetic Media ´ ACH Transfer
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3)
Unemployment
a. Reports ´ Unemployment Report
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b. Payroll ´ Magnetic Media ´ Unemployment
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4)
Deferred Compensation: To activate the option the PRWIN program must be
updated to at least version 1.8.292 and you will need a new customer license file.
To purchase Go Green, contact sales at 800-844-0884.
Setting Up The Program
Before running the option, retirement may need to be identified as TRS or IMRF. Consult your TPA.
Data Entry > Deductions
TRS: One at a time, select the deductions that represent any part of the TRS 9.4%. They should have a W-2
Classification of Retirement Plan. As soon as that is selected, a new option called State Retirement Code will
be displayed. Select TRS. Benefits are not included in this.
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IMRF: One at a time, select the deductions that represent any part of the IMRF 4.5%. They should have a W2 Classification of Retirement Plan. As soon as that is selected, a new option called State Retirement Code will
be displayed. Select IMRF. Regular IMRF benefits or benefits representing the 4.5% deduction are not
included in this.
Running the Deferred Compensation Option
Payroll ´ Magnetic Media ´ Deferred Compensation
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•
Name: Select CPI or ING if that is the Third Party Administrator (TPA) or if the
TPA will accept Gatekeeper’s format. Select Generic if the TPA can use the
selections shown in the bottom screen.
•
File Path: Select the file destination which can be a zip drive, a flash drive, or a
file created on the hard drive. The folder must be created prior to the export.
•
Dates: Select the beginning and ending dates according to the needs of the TPA.
•
Deductions/Benefits: Place a checkmark in each deduction and/or benefit title
that is needed by the TPA. Then select the deductions and/or benefits that
represent each title.
Note: Chalkable cannot advise on which of the deductions and/or benefits
should be selected. Please contact a TPA or auditor.
•
OK: Click the OK button to review and verify the information in the grid that
will be displayed. Note: Users may need to click the Next button to view
additional items before the OK button will become active.
•
Print: Click the Print button to print the grid if desired.
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•
Finish: Click the Finish button to create the file.
•
Possible Error: If you try to create the file and receive an error, there may
already be a file of the same name in the file location. Delete or rename the
existing file. It may also be because the folder’s name has spaces. Delete the
spaces from the folder name and if there is an existing file, it should over write
it.
•
A message will be displayed stating the file has been created and give you the
name of the file, which is DefComp_CPI(or Generic, etc.).csv.
•
Click OK.
•
Click OK.
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•
To submit the file click the Website button at the top right of the main screen.
Contact your TPA for further instructions.
Known Issues with the File
After the file has been created, double-click on it and open it in Excel.
In this example for Rebecca Alba everything is being bumped into the column to the right starting with the address.
This is happening because there is a comma in the address line on the employee’s Personal tab. This can happen if a
comma is found in any part of the employee’s name or address. Remove all commas and create a new file.
Note – The pound signs in column F of the grid are because there is not enough room to view all the characters. This is
ok. Make the column wider to be able to see all the characters.
5)
Time Clock Codes: The Go Green module has an option to import time card
data from a third-party time clock software (ex. YTIME: Now.) The time clock
needs a way to identify the employee, the job, and the type of pay.
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6)
IMRF
a. Reports ´ Quarterly Report – Select date range for report month.
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Benefit
Benefit
Total Deductions and Benefits $1511.63
b. Payroll ´ Magnetic Media ´ IL IMRF – Deductions and benefits will be selected
according to IMRF Plan selected on the base record.
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7)
TRS
a. Reports ´ Quarterly Report - Select date range for fiscal year.
Total TRS Deductions
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Total TRS Benefits
b. Payroll ´ Magnetic Media ´ IL TRS – Select each deduction and/or benefit that
represents the 9.4%.
8)
IN – TRF
Payroll ´ Magnetic Media ´ IN TRF
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9)
IN – PERF
Payroll ´ Magnetic Media ´ IN PERF
10)
W-2
a. Reports Æ 941 Information – Select All Year for Report Date
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Verify the remainder of the amounts on the 941 Information Report using the
Ledger Card or Quarterly Report.
b. Reports Æ Print W-2s – Print the Totals Report.
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The FIT and Medicare wages are off between the Ledger Card Report and the
W-2 Totals report by $75.12. The reason is Betty Barger has an employee W2 Classification for Insurance > $50,000 in the amount of $75.12.
c. Balance the W-2 information with the quarterly 941 Forms that have been
submitted throughout the year.
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d. Payroll ´ Magnetic Media ´ W-2
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