7.03.00: Detail 2 (DTL2) records - special circumstances, common errors

Detail 2 records provide vital information for calculating the pension of a member with a defined benefit plan. Several factors make the accurate reporting of wages and hours complex. Some employees work in different positions, earning different wages in each. In addition, the Retirement Act defines what types of pay are considered compensation when it comes to reporting and making contributions to the pension system, and only reportable compensation should be included on a DTL2 record. Amendments to the Retirement Act have revised benefit plans and structures, how certain types of compensation must be reported, who must be reported, and so on.

The sections below address those special circumstances that arise for different compensation types and employment types that require more attention when reporting.

Some of the complexities of DTL2 records lead to common errors. The table below lists common errors and explains how to fix them.

Common DTL2 record error messages

Error Message
- suspended records

How To Fix

S-The member is reported more than once, each of record's class code and wage code are not unique, begin, end dates overlap.

Our system does not allow more than one DTL2 record with the same wage code/class code combination for the same begin and end dates.

Example: A report has two DTL2 records using class code 1240 and wage code 01 for one member. If you need two DTL2 records to report wages and hours for one member for the same pay period on the same report, select a different class code for the second record. See section 7.03.01 Multiple DTL2 records for different employment class codes.

For retirees that need two DTL2 records on one report, change the class code on one record to post them both. See the Working after retirement: Employer Guide.

If you have entered multiple records for adjustments, you may have not entered the correct begin and end dates. Check the download detail, where you can see all the records at once, and see if the begin and end dates are correct. Change the dates on any incorrect DTL2 records.

S-The hours are zero and the wage code is 01 or 11 and the employment class code is not 8000.

Wage Codes 01 and 11 are for regular wages, and our system requires that hours be reported on a record for regular wages. Add hours to this record to get it posted. (Class Code 8000 is for Workers' Compensation wages, so our system will post a workers' compensation record without hours.)

If no hours were earned, use Wage Code 09. See section 7.03.07: Reporting wages without hours on a DTL2 record

S-This ORS account is missing at least one of these data elements: First/Last Name, Date of Birth, Address or Gender. If a DTL1 record is on this report with all these elements, no action is required. If no DTL1 record exists, please submit one. The DTL2 record will post after the DTL1 record posts.

The ORS database does not have all the demographics required for this member. We may be missing all of the data or just pieces of the data included on a DTL1 record. ORS depends on your reporting unit for the most current address.

If there is no DTL1 record for this person on your report, add one to update our system. You must complete the entire record, including the country code and zip code (skip the postal code field unless the member lives outside of the USA), date of birth and gender. If you leave out any of that data, the record will suspend again.

See 7.02.01 Reporting member demographics data on a Detail 1 (DTL1) record.

S-The wage code is 04, 08, 09, 15, 45 or 85 and the retirement hours are greater than zero.

The wage codes listed are for reporting wages without hours, either original records or positive adjustments. These records cannot contain data in the Retirement Hours field. Delete the hours to post the record.

S-Record reported with Wage Code 08 and hours are greater than zero.

Wage Code 08 is for summer spread wages and by definition there are no hours reported with summer spread wages. Delete the hours to post the record.

See 7.03.03 Reporting summer spread wages on a DTL2 record.

S-The begin and/or end dates of this record do not match a payroll cycle or fall within a payroll cycle detailed in your calendar. Please verify and update the record.

Check your begin and end dates to ensure they match your payroll calendar. To view your payroll calendar, click Work On Payroll Calendar on the Things To Do menu. Click the calendar year for your records, locate the specific pay period and verify that the begin and end dates on your DTL2 record either match or fall between the begin and end dates on the calendar. If not, change the dates as needed.

S-Pay rate < 100 and the hourly rate computed by dividing the Employer rptd Wages by hours < rptd Pay Rate

One of the edits in our validations batch is to calculate a rate of pay for reported wages by dividing the reported wages by the reported hours on a DTL2 record. If the rate calculated by ORS is outside the range the system expects, the record will suspend.

Sometimes the DTL2 record is a combination of wages earned at different rates of pay. Enter more than one DTL2 record to report the wages and hours earned at different rates of pay, using a different class code for each record. Class codes 9510, 9520 and 9530 are supplemental codes that can be used for multiple DTL2 records for one employee.

Sometimes the DTL2 record is an adjustment to previously reported wages. Our system will use the original posted wages in the pay rate calculation. It will find the wages and hours on the original record, add or subtract the amounts on the DTL2 adjustment record, then divide the new wages by the new hours to calculate a pay rate. Verify that the amounts for wages and hours on the DTL2 record are correct.

S-The end date is not between the report begin and end date and the wage code is 09 or 11 or wage code is 01, 07 or 08 and job class code is not equal to 8000.

The end date of the DTL2 record is not between the report begin and end date and the wage and class codes on the DTL2 record are not codes that allow an exception to the end date rule.

If you are using Wage Code 01, 07, 08, 09, the begin and end dates must match the begin and end dates of the report. If you are using Wage Code 11, the end date must fall between the begin and end dates of the report. Change the end date as needed.

S-Pay rate should be greater than zero.
OR
S-The Pay Rate is NOT greater than zero and the wage code is 01, 07, 08, 09 or 11

These DTL2 records require a pay rate. Enter the rate on the record by calculating the wages divided by the hours for the pay period.

S-The pay rate is greater than 100 but the contract begin and end dates are not reported.

When a pay rate is $100.00 or more, the system assumes that the employee is salaried. ORS requires contract begin and end dates on these DTL2 records. Enter contract begin and end dates on the record. If there is no contract, use the begin and end dates of the fiscal year: 7/1/20xx - 6/30/20xx.

S-Suspended for election window.

This record will remain suspended until the member elects or defaults into a benefit plan per statute.