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Defined Benefit (DB) Reporting Process

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Michigan Office of Retirement Services

Defined Benefit (DB) Reporting Process

Defined Benefit (DB) Reporting Process

Note: This section applies to the DB-specific report format only. If you are referencing the DC report format, see the DC Reporting Process page.

Use the links to jump to the sections below.

Adding a New Employee Record (DB)

When it is necessary to add a new employee to your report you will complete the following steps.

  1. Click on the Regular Wages tab of your retirement report. Note: To ensure that the report loads properly, do not make changes to the preformatted headers.
  2. Select the row that alphabetically follows the new employee’s name and insert a new row; this row will already be in the correct format.

report example

 

report example

  1. Enter the employee information into the new blank row.
  2. Save the file using the corresponding pay period end date in the naming convention; MMDDYY (example: 09-28-13.xls). Keep a copy of the report for your records.

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Updating the DB Retirement Report Spreadsheet

After reviewing the DB Excel spreadsheet report, if all employee data is the same, you will need to change the pay period begin and end dates only.

  1. The retirement report is an Excel spreadsheet that is divided into three worksheet tabs indicated at the bottom of the workbook.
    1. Regular wages
    2. Wage Adjustments
    3. TDP Payments

report example

  1. The example below shows how the formatting appears in the report spreadsheet. It is important that you do not change any of the formatting or your report will fail to load.

report example

  1. In the examples above and below you will see codes in the Section Header and Footer as well as codes in the employee line items. Here is an explanation of each code.
    • Codes 00, 99, and 98 must stay in their formatted positions at the beginning and ending of each report section. All updates are entered in between them.
    • 00 indicates the beginning of the regular wage report
    • 99 indicates the end of the report
    • 98 indicates the beginning of the wage adjustment report
    • 01 wage code for regular wages
    • 05 wage code for a positive wage adjustment
    • 06 wage code for a negative wage adjustment

     

  2. The Section Footer also includes the total number of records/employees in the section. You will enter this total manually under column E-NoEmp. The remaining codes and totals in the Section Footer are preformatted.

report example

  1. Under columns C-BeginDate and D-EndDate you will change the dates for each employee record to the current pay period you are reporting.
  2. If you need to change an employee’s name, hours, wages, or pay rate, enter the data in the correct field and hit the Enter key.
  3. Column A-SSN is preformatted with hyphens; enter numerals without them.
  4. Wage, hours, pay rate, and scheduled deduction (TDP) are all formatted with two decimal places.
  5. To ensure that your report loads properly, do not click/ drag or copy any information into or within the report.
  6. You must save the file using a different naming convention each time you update the report. Using File-Save As, rename your report with the corresponding pay period end date. Keep a copy of all reports you have submitted for your records.
    Renaming rule: the file must be renamed using the pay period end date. Use two digit numbers for the month, date, and year including a hyphen (-) between each set of numbers (example: 09-28-13.xls).

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Adjusting Wages or Hours for a Previous Pay Period (DB)

Occasionally it may be necessary to make an adjustment to a previous pay period on your current report. You may do this using the following steps.

  1. Click on the Wage Adjustments tab of your retirement report. Note: To ensure that the report loads properly, do not make changes to the preformatted headers.
  2. After the code 98, insert a row. This new row will already be in the correct format.

example of insert row

  1. Enter the employee information into the new blank row. Each column is preformatted with headers. It is important that you do not change the headers so the report will load properly.
     

    Column

    Description

    A - SSN

    Enter employee’s nine digit social security number

    B - WagCD

    05 for a positive wage adjustment
    06 for a negative wage adjustment

    C - Begin Date

    Enter beginning date of the pay period you are adjusting

    D - EndDate

    Enter end date of the pay period you are adjusting

    E - NoEmp

    Enter employee’s name and total employees/records in section footer

    F - Org

    Enter your organization number

    G - Year

    Enter fiscal year in which wages adjustment is for

    H - Wages

    Enter amount of the wage adjustment

    I - Hours

    Enter amount of the hours adjustment

    J - PayRate

    Enter hourly pay rate for adjustment period

    K - EmployeePre-TaxContribution

    Enter amount of the employee pre-tax contribution

    L - EmployerContribution

    Enter amount of the employer contribution

     

  2. Save the file using the corresponding pay period end date in the naming convention; MMDDYY (example: 09-28-13.xls). Keep a copy of the report for your records.

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Tax Deferred Payment (TDP) Plan

The TDP plan is a voluntary program that allows members of SERS to purchase additional service credit or repay refunds on a tax-deferred payroll deduction basis.

Note: All TDP agreements that were initiated on October 1, 2004 and later are subject to eight percent (8%) annual interest on the unpaid balance.

Before NCA employees can participate in the TDP program, your agency must submit a resolution to ORS for approval. The resolution indicates agreement to participate in the program. Contact ORS for more information.

Reporting TDP Deductions

If you have employees who are purchasing service credit for retirement purposes and paying for these purchases with the tax deferred payment plan, you will include these pretax deductions on your retirement report. Here's how.

  1. Click on the TDP Payments tab of your retirement report.

report example

  1. Under the header Pay Date, change the actual pay days for each individual record to the current pay period end date you are reporting for.
  2. Save the file using the corresponding pay period end date in the naming convention; MMDDYY (example: 09-28-13.xls). Keep a copy of the report for your records.

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Uploading Your Report to ORS

A preformatted Excel spreadsheet will be delivered to you through the DEG. After receiving the initial Excel spreadsheet, and making adjustments if needed, pay period reports must be submitted to ORS through the DEG.

Uploading instructions are as follows:

Note: The upload function is referred to as "Deliver."

  1. Open your Internet Browser and enter the DEG address: https://dxgweb.state.mi.us
  2. On the Login page enter your id and password, then click the Logon button.
  3. If this is your first time using your account, you will be prompted to change your password.

DEG login example

  1. On the next page, click on the upload link. You'll receive the following page:

upload message example

  1. On this page enter your upload information.

    Column Description
    Source Station: Your Account ID
    Destination Station: MUST be ORSNCA
    Application ID: Pay period end date.
    MUST be in the format MMDDYY.
    Example: 092813
    Binary: Click on the binary button.
    File: Click the Browse button to search for the file to upload.
  1. When the information has been entered, click on the Upload button.

Note: DO NOT CLICK ON ANY BUTTON IN THE BROWSER UNTIL THE TRANSFER IS COMPLETE.

  1. Wait for the file to upload; status progression is indicated at the bottom of your browser window. The DEG is unable to estimate how long this will take.
  2. When the transfer is finished you'll see a screen similar to the following:

success message

  1. At this point your upload is complete and you can resume using your browser normally.
  2. To see a history of your upload activities, click on the Updated Msgs link.
  3. When finished, click on Logout.

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Submitting Payments to ORS

Defined Benefit (DB) contribution payments should be submitted to:

Office of Retirement Services (ORS)
Attention: Jamin Schroeder
P.O. Box 30673
Lansing, MI 48909-8173

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