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Teacher Payroll FAQs

Q:  I overpaid employee contributions on John Doe on the July report.  How do I make the adjustment?
A: 
Send MainePERS a memo explaining the situation. A refund of contributions taken in error will be issued directly to Mr. Doe.  This refund will adjust Mr. Doe’s retirement record accordingly. 

Q:  I received a Credit Memo (CM), or Debit Memo (DM).  How do I make the adjustment?
A: 
You may take the adjustment with your next monthly payroll remittance. Report the memo amount on line 13 of the Teacher Plan Monthly Payroll Summary Report form.  Do not report the difference within your monthly detail information.  The detail should reflect only the Earnable Compensation or Employee Contributions for the month in which you are reporting.  Be sure to reference the CM or DM number on that same line, #13.  

Q:  I am a new payroll clerk and the person that I replaced left before I started; therefore I received no training on how to complete the payroll reports for MainePERS.  Could you help me?
A:
We can try to help you over the phone or we could arrange a mutually convenient time for one-on-one training at our offices in Augusta. Until then, if you have any questions, contact us at 512-3200 or via e-mail at Employer.Services@mainepers.org. In addition, the Payroll Processing Manual is available on this site.  

Q:  Do you have the new employer rate that goes into effect July 1?
A:
  The most current rates will be communicated via the Employer Update newsletter and posted on the our web site each year after the MainePERS actuary has determined them based on the annual valuation process.  You may also contact your Employer Services Technician who can provide you with that information.  

Q:  I just discovered that I have an employee that I should have been deducting MainePERS from, and for some reason, he did not appear on my monthly payroll report.  This has been happening for a few months.  What do I do?
A:
  If the unreported information is in this current tax year, you will need to send us a separate monthly payroll summary and detail report for this employee containing the missing information.  You will need a separate summary and detail for each month needing to be reported.  If the unreported information is not in this current tax year, send us a detailed memo.  Our Retirement Services Department will bill you, as the employer, and the member for whatever amounts are due.  

Q:  What am I supposed to use for paid dates ending?
A:
  The term "paid dates ending" has been simplified.  Very simply, we mean "pay dates".  Report the actual dates that your employee checks were distributed.  

Q:  Do I have to fill in every line on the summary report?
A: 
Yes, every line has a special purpose to MainePERS.  If a certain line does not apply to you, only then should you leave it blank. If you are not sure, contact your assigned Employer Services Technician.   

Q:  Are we still required to use Remark Codes?
A: 
Yes, refer to your Payroll Reporting manual for specific information on Remark Codes.

Q:  How do I report a full-time employee that is out on a LOA?
A:  If you are continuing to pay this employee, report him/her in the same manner as you did before, using the full-time Personnel Status Code (PSC) and Position Code.   You would also need to submit a Personnel Status Change Form for this employee, notifying MainePERS of the employee’s leave of absence.  Lastly, a Personnel Status Change Form should be submitted to MainePERS upon the employee’s return to work, thus notifying us about the end of the leave.  

Q:  I have an employee that is a substitute teacher and also a substitute Ed Tech II. How do I report this?
A: 
If your employee is paid on an hourly basis as a Substitute Ed Tech II and on a daily basis as a Substitute Teacher, the information for each position must be reported separately.  This enables MainePERS to credit your employee with an accurate amount of creditable service.  You should use Position Code Y0209 for both positions, and report each time unit code (H or D) as separate lines on the monthly payroll detail report.  

Q:  I have an employee that is getting paid two different hourly rates.  He gets paid for night differential when he works the night shift.  My payroll software does not have the capability to separate these positions into two on my payroll.  What do I do?
A: 
If your employee holds one position but simply gets paid two separate rates of pay, the employee doesn’t have to be separated on the MainePERS detail report.  In the rate of pay field, it is okay for you to report the employee’s base rate of pay.  If, however, your employee holds a different position for the time that qualifies as "night differential," each position should be reported separately.  If your software doesn’t have that capability, it is appropriate that you refine the information on your report manually.  

Q:  I have an employee that is a long term substitute.  What PSC and Position code do I use?
A: 
You should code them as a substitute, 17-Y0209.  

Q:  I have an employee that should have been reported as Grant Funded but has been reported as Regular for the past school year.  How do I correct this and what about the employer contributions owed to MainePERS?
A:
  This correction can be made with your very next report submitted to MainePERS.  Report your Grant Funded correction to Compensation on line 14 of the new Teacher Summary Report.  Additionally, any money due to MainePERS, based on the Grant Funded adjustment you’re making now, is reported on line 15 of the new Summary Report and paid along with whatever is due for the rest of the report.  

Q:  I’ve been deducting contributions from a retiree.  How do I report him correctly on the payroll report and what about the contributions that have already been deducted and sent to MainePERS?
A: 
The proper Personnel Status Code (PSC) that should be used to report a retiree returning to work under the same retirement plan is 53.  The Position Code, however, should reflect the actual job classification for that position held by that employee.  To correct any past reports, please send a detailed memo to MainePERS informing us of the need to refund employee contributions, identifying the miss-reported months.  MainePERS will process a refund of contributions taken in error which will be directly paid to the retiree.

Q:  I have a new hire and I would like to check and see if they were previously a member of MainePERS.
A: 
 Contact MainePERS and we will check our records to determine if your employee has ever been a member of the Retirement System.  

Q:  I would like to know if this employee is retired from MainePERS.
A:
  Contact MainePERS and we will check our member records to see if this employee is a retiree.   

Q:  Our system did not clear out the previous months information.  It combined last month and this month on one report.  What do I do?
A:
  Unfortunately, if your software can not separate the two months, you will need to correct the payroll reports manually, creating one report for each month.  Because each month (or filing period) must be entered into MainePERS records separately, we cannot accept combined reports.  

Q:  We have to enter negative amounts to correct Earnable Compensation (EC) and Employee Contributions. If your system at MainePERS does not handle negatives how are we supposed to report this?
A: 
If your negative amounts are printing out separately on your detail report and this negative amount is affecting the same month that is being reported, one way is to eliminate the negative amount from your detail report and manually change the positive amount to reflect the net difference.  If your negative amounts affect a month outside of the current reporting period, the negative amounts should still be eliminated from the detail report and a separate communication should accompany the report that you are filing, informing MainePERS of who the member is and what reporting period should be adjusted for how much money.   

Q:  My system will not break out the Payback amount from the contributions paid.  What do I need to do to fix this problem?
A: 
This is a software issue and should be addressed with your software vendor.  For now, you will have to manually adjust the member’s information, entering in the correct amount of regular contributions, and creating a data line to report the payback information as outlined in your Payroll Reporting Manual.  

Q:  One of our employees is a Teacher with our school district but also works for our school support PLD.  I can only report this person once in our system.  How do I handle this so my employee’s earnings and contributions are reported correctly?
A: 
This is a software problem and should be addressed with your software vendor.   For now, you will have to adjust your reports manually by entering the appropriate information on the correct report (Teacher vs. PLD) with the correct compensation and contributions on each.  

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PLD Payroll FAQs

Q:  I over-reported earnings and overpaid employee contributions for my employee, John Doe, on the July report, how do I make the adjustment?
A:
  Send MainePERS a memo explaining the situation. A refund of contributions taken in error will be issued directly to Mr. Doe.  This refund will adjust Mr. Doe’s retirement record accordingly. 

Q:  I received a Credit Memo, (CM) or Debit Memo, (DM) how do I make the adjustment?
A: 
You will need to make the adjustment with your next monthly payroll remittance. You will report the Credit and/or Debit on the Monthly Payroll Summary Report only in box 13 (and box 14 if you are making more than one adjustment).  Do not report the difference within your monthly detail information.  The detail should reflect only the Earnable Compensation or Employee Contributions for the month in which you are reporting.  Additionally, please reference the CM or DM number on that same line 13.  

Q:  I am a new payroll clerk and the person that I replaced left before I started.  I’ve received no training on how to complete the payroll reports for MainePERS.  Could you help me?
A:
We can try to help you over the phone or we could arrange a mutually convenient time for one-on-one training at our offices in Augusta. Until then, if you have any questions, contact us at 512-3200 or via e-mail at Employer.Services@mainepers.org. In addition, the Payroll Processing Manual is available on this site. 

Q:  I just discovered that I have an employee that I should have been deducting MainePERS from, and for some reason, he did not appear on my monthly payroll report.  This has been happening for a few months, what do I do?
A:
 If the unreported information is in this current tax year, you will need to send MainePERS a separate monthly payroll summary and detail report for this employee containing the missing information.  You will need a separate summary and detail for each month needing to be reported.  If the unreported information is not in this current tax year, please send MainePERS a detailed memo.  Our Retirement Services Department will bill you, as the employer, and the member for whatever amounts are due.  

Q: Do you have the figures yet for my IUUAL split?
A: 
IUUAL splits are communicated each year at about the same time that you would be notified of your new employer rates.  For any questions regarding your IUUAL split, contact your assigned Employer Services Technician.  Copies of forms can be faxed to you.  

Q:  Where do I report the IUUAL cost or credit on my summary report?
A: 
If you are using the correct summary sheet, “Consolidated Plan for PLD’s” you would report that at column 5.  

Q:  What am I supposed to use for paid dates ending?
A:
  The term "paid dates ending" has been simplified.  Very simply, we mean "pay dates."  Report the actual dates that your employee checks were distributed.  

Q:  Do I have to complete every line on the summary report?
A: 
Yes, every line has a special purpose to MainePERS.  If a particular line does not apply to you, only then should you leave it blank.  If you are not sure, please contact your assigned Employer Services Technician.  

Q:  Are we still required to use Remark Codes?
A:
  Yes, please refer to your Payroll Reporting manual for specific information on Remark Codes.  

Q:  How do I report a full-time employee that is out on Leave of Absence (LOA)?
A: 
If you are continuing to pay this employee, please report him/her in the same manner as you did before, using the full-time Personnel Status Code (PSC) and Position Code.   You would also need to submit a Personnel Status Change Form for this employee, notifying MainePERS of the employee’s leave of absence.  Lastly, a Personnel Status Change Form should be submitted to MainePERS upon the employee’s return to work, thus notifying us about the end of the leave.  

Q:  I’ve been deducting contributions from a retiree, how do I report him correctly on the payroll report and what about the contributions that have already been deducted and sent to MainePERS?
A: 
The proper Personnel Status Code (PSC) that should be used to report a retiree returning to work under the same retirement plan is ‘53’.  The Position Code, however, should reflect the actual job classification for that position held by that employee.  To correct any past reports, send a detailed memo to MainePERS informing us of the need to refund employee contributions, identifying the miss-reported months. MainePERS will process a refund of contributions taken in error which will be directly paid to the retiree.

Q:  I have a new hire and I would like to check and see if they were previously a member of MainePERS.
A: 
 Contact MainePERS and we will check our records to determine if your employee has ever been a member of the Retirement System.  

Q:  I would like to know if this employee is retired from MainePERS.
A: 
Contact MainePERS and we will check our records to see if this employee is a retiree.  

Q:  Our system did not clear out the previous month’s information, it combined last month and this month on the report, what do I do?
A: 
Unfortunately, if your software can not separate the two months, you will need to correct the payroll reports manually, creating one report for each month.  Because each month (or filing period) must be entered into MainePERS records separately, we cannot accept combined reports.  

Q:  I have been reporting an employee under the wrong plan code for the past 3 years, do we have to pay back the past Employer Contributions that were due?  How do we do that?
A:
Yes, our Accounting Department will be notified and a Debit Memo (DM) will be issued to you.  

Q:  We have to enter negative amounts to correct Earnable Compensation (EC) and Employee Contributions. If your system at MainePERS does not handle negatives how are we supposed to report this?
A:
  If your negative amounts are printing out separately on your detail report and this negative amount is affecting the same month that is being reported, one way is to eliminate the negative amount from your detail report and manually change the positive amount to reflect the net difference.  If your negative amounts affect a month outside of the current reporting period, the negative amounts should still be eliminated from the detail report and a separate communication should accompany the report that you are filing, informing MainePERS of who the member is and what reporting period should be adjusted for how much money.   

Q:  My system will not break out the Payback amount from the contributions paid, what do I need to do to fix this problem?
A: 
  This is a software issue and should be addressed with your software vendor.  For now, you will have to manually adjust the member’s information, entering in the correct amount of regular contributions, and creating a data line to report the payback information as outlined in your Payroll Reporting Manual.

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