7.05.00 Finding and correcting errors, making adjustments
Errors in retirement data can have a significant impact on both the member and the reporting unit. A member may not be able to retire when expected if service hours are reported incorrectly or may have an inaccurate estimate of their pension amount if compensation is reported inaccurately. When errors are discovered, the reporting unit must correct the information, which is more work the longer the error goes undetected.
Once you have uploaded a report or accepted a report, the ORS Employer Reporting system runs a validation process each night to identify errors and potential errors. Records that the reporting unit can and must correct are labeled ORG Fix. (Some suspended records can be corrected by the reporting unit. Correct any suspended or bad format records before the record will post. You should also review flagged records and correct any errors found.)
The procedure for correcting errors in detail records depends on when the error is identified. The earlier you spot a problem, the easier it is to fix. You might identify an incorrect record:
- After you have loaded a report but on the same day, before it has gone through the overnight validation program. At this point you can add, edit, or delete records, or delete the report and start over. See section 7.05.01 Deleting a report.
- After you have loaded and accepted a report but on the same day, before it has gone through the overnight validation program. At this point you can unaccept the report to give yourself more time to add, edit, or delete records in the report. See section 7.05.02: Returning a report to Added or Suspended status.
- After you have uploaded or accepted your report and it has gone through the overnight validation program. Section 7.01.06 Viewing and verifying report totals explains how to view the results of the validation program. At this point you have a few choices, depending on your preferred approach:
- After the record has posted. Some errors are not found by the validations program, and the record may post. These records must still be corrected, but the only way to change retirement data after the record has posted is to submit a positive or negative adjustment record. For adjustments to DTL2 records, see sections 7.05.07 Adjusting DTL2 records - overview and 7.05.08: Adjusting wages or hours on a DT2 record.