ERSGA employer on-line reporting quick reference guide [Nov. 2007]

ERSGA Employer On-Line Reporting
Quick Reference
Guide

TABLE OF CONTENTS
EMPLOYER REPORTING REGISTRATION.........................................2 MAINTAIN BANK (ACH) INFO.............................................................3 MAINTAIN MONTHLY DETAIL.............................................................3 MAINTAIN MONTHLY SUMMARY REPORT........................................4 UPLOAD SALARY DETAIL FILE..........................................................5

EMPLOYER REPORTING REGISTRATION
(Each employer must register for access to On-Line Reporting)

To Login for the first time:
Navigate to www.ersga.org. Select Employer Reporting from the Employers menu. From the Login page, click the Register button.

Employer Registration Pages: Enter Employer Code. Click Next. Select Plan(s) Check box for all Plans currently reported by employer. (Note: Selecting the Plan is not required for Tax Offices, Boards of Commissioners and State Courts.) Click Next. Enter Total Net Payment Due Payment reported on last two Summary Reports Submitted. (If you report multiple plans, use the ERS-AR Summary Report Net Payment Due.) Click Next.

Registration Security Credential Page:

Enter last 4 digits of SSN (a new contact form must be on file with ERSGA).

Create User ID Must be between 6 and 20 characters long; can use a combination of

numbers, letters and the following special characters (hyphen, underscore, period and the

@ symbol).

Create Password Must be between 8 and 20 characters long; must include the combination of

3 out of the following sets of characters (uppercase letters, lowercase letters, numbers or special

characters).

Re-enter Password. Select Secret Question. Enter Answer to Secret Question. Click Next.

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Employer Registration Contact Page: Review Contact Information (Reporting Official - name, address, telephone number, fax number, email address, city, state and zip code) and update if necessary. Click Next.

Registration Confirmation Page: Congratulations You have successfully completed registration. Click Login. Enter User ID and Password. (Your account will be locked after five unsuccessful login attempts.) If you forgot your User ID or password click on the appropriate button below the login box and enter requested security information to obtain User ID or create a new password.

Login for Registered Employers:
Navigate to www.ersga.org. Select Employer Reporting from the Employers menu. Enter User ID and Password. (Your account will be locked after five unsuccessful login
attempts.) If you forgot your User ID or password click on the appropriate button below the login box and enter requested security information to obtain User ID or create a new password. Click Login Button Employer Desktop Welcome Page displays.

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MAINTAIN BANK (ACH) INFO

The Maintain ACH Details page will be used by employers to setup ACH for each plan reported.

Employers will provide the routing and bank account number for the account to be debited. After

submitting your summary report, ERSGA will debit your account for the net payment due within 2 to

3 business days.

From the Employer Desktop, click Maintain ACH Details.

Click on the Plan to add or modify your ACH Account information.

Enter account number and reenter account number. Enter routing number.

ACH

Click Save - Receive Success Message.

MAINTAIN MONTHLY DETAIL

(THIS SELECTION IS ONLY AVAILABLE TO NON-STATEWIDE AGENCIES THAT MANUALLY CREATE AND SUBMIT THEIR MONTHLY EMPLOYEE DETAIL)

The Maintain Monthly Detail page will be used by employers each month to enter employee salary and contribution for submission to ERSGA, update employee information, terminate or create a new member. There are 5 tabs on this page. The Demographics Tab is used to update or make changes to employee demographic data. The Details Tab is used to change employees' contribution group, job classification, payment reason, payroll frequency and plan eligibility date. The Salary and Contribution Tab is used to report monthly salary and contribution data for eligible employees. The Comments Tab is used to submit comments that will be useful to ERSGA in balancing the agency/employees' account. The Summary Tab is a read-only overview of the information contained on all tabs.

To access the Maintain Monthly Detail page:
Select Maintain Monthly Detail from the Employer Desktop. Click on the bolded report month for which you are submitting information. Select the last 4 digits of an employee's SSN to access employee records.

Salary and Contributions Tab: Enter monthly pensionable salary and % time worked. Click calculate and save (use the previous and next buttons to move through the list of employees). See instructions on page 4 to create a new member.

Demographics Tab: Update or correct employees' name, address, gender or date of birth. Click save.

Details Tab: Update or correct employee's contribution group, job classification, payment reason, payroll frequency, termination date and reason or plan eligibility date. Click save. See instructions on page 4 for terminating a member.
Comments Tab: Enter comments/information that will be useful to ERSGA in balancing your agency/employees' accounts.

JRS PLAN NOTE: Make sure that the correct contribution is selected for
your employees:
S = GTLI N = Non GTLI 1 = Non spousal 2 = Spousal

(continued next page)
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Summary Tab: Click tab to review summary of employee data. Review this tab to verify employee detail data that will be submitted to ERSGA.
Creating New Member: Select Create New Member from Maintain Monthly Detail List. Enter data in all required fields on the Demographics, Details and Salary & Contribution Tabs (salary and contributions will be updated for the current month). Click save after completing each tab before you can move to the next tab. Submit comments as necessary. Review Summary Tab for accuracy.
Terminating a Member: Select member to terminate from Monthly Detail Summary List by clicking the last 4 digits of their SSN. Click on Details Tab to enter a termination date and reason. Click on Salaries and Contributions Tab to enter zeroes for salary and % time (click calculate and save). Submit comments as necessary. Review Summary Tab for accuracy.
Submitting the Monthly Detail File to ERSGA: When data has been entered and saved, click the Return to Monthly Detail List. Select the Maintain Monthly Summary Report link to enter your summary data (see instructions below). Return to Maintain Monthly Detail to verify summary and detail totals. If totals agree, return to Monthly Summary and click the submit box. Click the Submit to ERSGA button. Submit Monthly Detail from the Maintain Monthly Detail page.
MAINTAIN MONTHLY SUMMARY REPORT
The Maintain Monthly Summary Report page will be used by employers to submit total monthly salaries and contributions online. There are four tabs: Reports, Invoice, Adjustments and Comments. The Reports Tab is used to enter the monthly salary and contribution information. This replaces your paper monthly summary report. Once you have submitted your summary report to ERS, you will not be allowed to change any data. The Invoice Tab is used to apply any outstanding invoices. The Adjustments Tab is used to submit salary and contribution corrections to an employee's account for prior reporting months. This replaces your paper 2A/3A. Employers who submit adjustments with their detail file data will not be able to enter adjustments on the Adjustments Tab. To print a copy of the Summary Report submitted, navigate to View Summary Report History. Click on the Report month desired and print.
Reports Tab Enter the member count and reportable salaries. (PSERS employers only enter member count.) Click the Calculate button. To ensure that all the data entry changes are stored, you must click Save.
JRS Reporters please use the membership application and spousal election forms on file to confirm the contribution grouping of the members you report. It is very important that you enter the member salaries in the appropriate fields.
PSERS Reporters please note that the member count should only include members for which a $4.00 deduction was taken for the current reporting month.
(continued next page)
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Invoice Tab Select the invoice and click the Allocate button. To view your invoice online click on the invoice number.
Adjustments Tab If the member for which you are making a correction has been enrolled, entering the SSN, the Report Month range and clicking Retrieve will cause the data submitted for that time period to populate. Enter corrected salary and % time (only if applicable) and save. Before entering an adjustment for the next member click the Reset button. If the member for which you are making an adjustment has not yet been enrolled, you must enter the social security number, name, contribution group, date of birth, gender and appropriate payment reason before saving the adjustment. Click on "View in Printable Form" to view the list of adjustments entered and the grand total for all adjustments entered. Print a copy for your records.
Submitting the Report to ERSGA Manual Detail Employers When data has been entered and saved on the appropriate tabs, click the Employer Desktop link and select Maintain Monthly Detail to compare summary and detail totals (see instructions under "Submitting the Monthly Detail File to ERSGA" on page 4). All Other Employers When data has been entered and saved on the appropriate tabs, click the Return to Summary Report List link to submit the report. To submit a report, click the Submit box and then click the Submit To ERSGA button.
Ensure that data entered on the Reports Tab reflects the salary and contributions for current reporting month. Before attempting to submit your summary report, enter all adjustments. Allocate all outstanding invoices. Invoice and adjustment amounts on the Reports Tab must match the adjustment total entered on the Adjustment
page and the invoice total allocated.
UPLOAD SALARY DETAIL FILE
Upload Salary Detail File will be used by employers who currently upload detail files each month. On the Employer Salary Files page, a list that contains files that have previously been uploaded will be displayed. (This is a status page that is read-only.)
From the Employer Desktop, select Upload Salary Detail file. From the Employer Salary Files page, select Upload a New File. Enter the month and year for which you are submitting detail. Click the Browse button to locate and select the file to upload. Click the Upload button to submit the file. You will receive either an "upload is successful"
message or an error message. If an error message appears, confirm your file naming convention and employer code. The day after the file has been uploaded, return to the Employer Salary Files page to check the status of the file; it will either be approved or rejected. If the file has been rejected, make sure that the file layout is in the correct format and that all fields have the appropriate information, then resubmit the file.
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HELPFUL HINTS
Fields with asterisk (*) are required. You may not proceed to the next tab without entering data in a field that has an asterisk next to it.
If the page has a Save button, you must click on it before moving to the next tab or you will lose any data just entered.
You must click the calculate button to execute computations of newly entered data. Always be certain to click the Save button before moving to the next tab.
Please do not attempt to do an adjustment for the current report month. Every page on the site has a Help Icon ? . Click on this icon to review
detailed instructions and/or explanations of all fields on the page. Use the left sidebar menu to navigate to other pages within the Employer
Desktop on the site. Please be aware of the correct report month when uploading a file.
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Revised 11/07