New York State and Local Retirement System (NYSLRS) Enhanced Reporting

Users need permission to two security components, New York Retirement List and New York System Settings Maintenance:

1. Navigate to Maintenance > new world ERP Suite > Security > Users. The User List page opens.
2. Use the filter in the User Name column to search for the user.
3. Select the user’s row.
4. Click Permissions. The User Permissions page opens, containing a grid of security components and a filter panel.

5. In the Search Security Components filter, type New York (the entry is not case sensitive). The grid reloads to contain the New York security components:

   

6. Select Full permissions for the New York Retirement List component.
7. Select Full permissions for the New York System Settings Maintenance component.
8. Click Save.
9. For the permissions to take effect, the user must log off and log back onto the system.

The following validation sets and user-defined fields (UDFs) required for NYSLRS Enhanced Reporting come preloaded with this update:

Validation Sets
Set Number	Name
616	New York NYSLRS Job Code
617	New York NYSLRS Employee Class

UDFs
Record Type	Name	Data Type
Employee Employment	NYSLRS ID (Values provided by state)	Text
Employee Job	NYSLRS Employee Class	Validation Set
Employee Job	NYSLRS Employment Instance (Values provided by state)	Numeric
Employee Job	NYSLRS Job Code	Validation Set

Note: To be included in the initial NYSLRS report and transmittal upload, an employee must have a selection in the NYSLRS Job Code UDF. Job codes are defined by the state of New York.

Human Resources > State Requirements > NY > System Settings Maintenance

Before creating your state retirement data, you need to perform additional setup on the new System Settings Maintenance page. The setup includes the selection of a reporting type and location code, the mapping of employment statuses and job events to the appropriate NYSLRS statuses, the mapping of benefit and deduction codes to system IDs and the mapping of contribution type codes and hours codes to earnings type codes.

The System Settings Maintenance page contains four tabs: General, Benefits, Deductions and Earnings.

Human Resources > State Requirements > NY > Retirement List

Use the Enrollment button on the New York Retirement List page to generate a Notepad file containing every eligible retirement system employee in Workforce Administration who has an NYSLRS Job Code selected on the Workforce Jobs tab and at least one employment status event or one job status event mapped in System Settings Maintenance but is missing the state-provided NYSLRS ID on the Workforce Employment tab or the state-provided NYSLRS Employment Instance on the Workforce Jobs tab:

You may upload this file to the state. The state in turn will send a .csv file containing an NYSLRS ID and NYSLRS Employment Instance for each employee who appeared on the enrollment file. To avoid having to enter this data manually on each employee's Workforce Employment and Jobs tabs, use the Import button on the New York Retirement List page:

Clicking this button opens the Import New York Retirement Enrollment Information dialog:

Select the .cvs file from the location where it is saved. If you want to generate a report of the enrollment data to review before actually importing it to Workforce, select the Report Only check box and click Ok. The New York Retirement Import Listing and an error listing will be generated and sent to myReports.

If you are satisfied with the enrollment data and are ready to import it to Workforce, deselect Report Only and click Ok.

Note: When uploading the enrollment file to the state, make sure to account for the time needed for the state to return the .csv file of NYSLRS IDs and employment statuses.

Human Resources > State Requirements > NY > Retirement List

Human Resources > State Requirements > NY > System Settings Maintenance > Retirement List button

Once you have completed the setup and are ready to create an on-screen work file of the data to be submitted to the Retirement System of New York, click the Create button on the New York Retirement List page. The Create New York Retirement Data dialog opens:

In the Payroll Data section, select the From Check Date and To Check Date of the payroll date range to be reported. The create process looks for wages and contributions for every check date that falls within the date range selected.

If you want the create process to include job events and new hires that have occurred within a date range that differs from the payroll date range, deselect the Same as Payroll check box in the HR Transaction Data section, and select the From Effective Date and the To Effective Date. If you want the create process to include job changes and new hires that have occurred within the same date range as the From Check Date and To Check Date selections, leave Same as Payroll selected.

After making your selections, Click Ok. If retirement data has been created previously, a dialog will ask whether you want to overwrite the data. If you click OK, employee data for the date range(s) selected populates the grid on the New York Retirement List page:

The grid summarizes the hours, earnings and contribution payments of each employee.

To review an employee's detailed data, click the Employee Name. The New York Retirement Entry page for that employee opens. This page contains four tabs: General, Jobs, Earnings and Contributions.

To add an employee to the retirement list, click the New button on the New York Retirement List page. The Add Employee dialog opens:

Select the Employee and click Ok. The New York Retirement Entry page opens with the employee's demographic data loaded on the General tab:

To generate the New York Retirement Listing and transmittal file, click the Print button on the New York Retirement List page. The Print New York Retirement Report dialog opens:

Using the Report Type field and the check boxes, you may select the types and amount of data you want to see on the report; however, regardless of whether you run the report in summary or detail, the transmittal file that is created with the report contains all data.

Selecting Enrollment Only generates a report showing only the New York Retirement List employees who do not have the state-provided NYSLRS ID or NYSLRS Employment Instance. This data needs to be submitted to the state, which in turn provides the IDs and employment instances.

Click Ok to generate the listing and transmittal file.

 

On the transmittal file, records 1 through 4 break down as follows:

• Record 1 = biographical data (new hires only)
• Record 2 = job data (anything that changes an employee's employment or job data, mapped in System Settings Maintenance
• Record 3 = days and contributions (mapped in System Settings Maintenance)
• Record 4 = wage reporting (employee paid an hours code mapped in System Settings Maintenance)

Records 1 and 2 constitute the enrollment file. Records 3 and 4 constitute the payroll file.

Note: To navigate from the New York Retirement List page to System Settings Maintenance, click the Settings button.