7.03.00: Payroll Calendars


ORS requires your retirement detail reports to be on a wage and service paid basis. In other words, you report the wages when they are paid, not when they are earned. We will use these pay period start dates and pay period end dates to create your payroll calendar. Much of ORS programming for wage reporting and granting service credit is based on consistency of payroll reporting frequency.

Before the start of each school fiscal year (July 1), ORS will automatically add payroll calendars for the new fiscal year to your Employer Reporting website based on the previous year’s calendar. You will receive an email notification asking you to verify the added pay dates.  The email will instruct you how to contact ORS if the added payroll calendar needs to be modified in any way.

All changes to a payroll calendar at any time of the year must be made by ORS. ORS policy allows calendar modifications due to a change of payroll frequency, such as changing from a biweekly to semi-monthly frequency, or in the event of a fiscal year with 27 pay periods.

ORS cannot change payroll calendars after a pay period begin date has passed. Only future pay periods may be changed. ORS will not change calendar dates in the event that a pay period end date falls on a holiday or weekend. Employees may be paid ahead of the holiday or weekend date but you must use the holiday or weekend date for your detail report header when reporting to ORS.

If you pay employees on a day other than your pay period end date, adjust your record end date accordingly, while keeping the same report end date. For example: If your pay period end date falls on January 1, 20xx, but you pay your employees on December 30, 20xx, you would submit a report header with a pay period end date of January 1, 20xx and records within the report with a date of December 30, 20xx. This is especially important for retiree earnings limits on a DLT2 records and IRS limits associated with DC/PHF contributions on a DTL4 record. Be advised that records will flag because they do not match your payroll calendar, and if the record posts the employee may receive inaccurate service credit.

Important Note: Adjustments to your payroll calendar will result in changes to your report and payment due dates.

Your payroll calendar can contain biweekly, monthly, or semimonthly dates. Some employers use different pay periods for different types of employees and will need multiple calendars.  For help with multiple calendars see section 7.03.01: Payroll Calendars with More than One Pay Schedule.

To view your payroll calendar, log in to your Employer Reporting website and click the View Payroll Calendar link in the Things To Do Menu. Select the fiscal year calendar you wish to view.

Screenshot of the Work on Payroll Calendar section of the Employer website

The report pay period start date is the first date of your pay period, or the day after payday. The report pay period end date is the pay date.
Screenshot of the Payroll Calendar - View Payroll Period Dates. Enter Report start

When you create your retirement report each pay period, you will enter your report start and end dates on the Create A New Report screen. If the dates entered do not match the dates on the payroll calendar you will receive an error message and must make a correction to the dates. Your retirement detail report and the individual records will be matched to the payroll calendar dates on your web site. If the detail record dates fall outside the report dates on your payroll calendar, your report will go through the upload process but each record will suspend and must be corrected in order to post the wages and service hours.

If you need to have a change made to your current payroll calendar, please submit the Payroll Calendar Submission and Change Request (R1073C).

If you do not have any active or retired members to report for a pay period listed on your payroll calendar, please notify ORS at ORS_Web_Reporting@Michigan.gov before your report due date or you may be assessed fees.

 

Last updated: 03/07/2017