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Employees Retirement System Policy

  • Last Updated: 01/06/2017
  • Effective Date:

Policy Statement
Act. No. 821 (B.B. 661), Ga. Laws 1998, was enacted effective July 1, 1998 which allows individuals employed with an employer covered by Employees’ Retirement System (ERS) or Teachers Retirement System (TRS) to retain retirement membership in ERS or TRS if such individual maintains vest service with said retirement system.  An individual with 10 years of ERS membership service (vested) who is employed with the University of Georgia on July 1, 1998 or after, may continue ERS membership in the event such individual elects (irrevocable) within 60 days of employment to retain ERS membership. Membership with ERS would engage on the date of election, and any TRS service/contributions deducted within the 60 days would be transferred to ERS by TRS. The Payroll Department will process retirement deductions from employee pay as appropriate and remit these funds on a timely basis to the Employees’ Retirement System of Georgia (ERS). The Department will also prepare and transmit retirement reports as required.
Reason for policy
ERS requires the University of Georgia to manage retirement funding, remit the funds to the agency, and submit monthly reports of the activity for those employees who are members of ERS.
Procedures

The University of Georgia deducts ERS contributions from the pay checks of regular, benefits-eligible employees who are members of ERS. Eligible employees are required to participate in a retirement plan as a condition of employment. Benefit eligible employees who are vested with ERS and are transferring to UGA from another state agency have the option of continuing as ERS members or choosing to change to TRS or ORP (if they qualify). The University is also required to provide a retirement contribution (employer share) for each eligible employee. Per ERS regulations, the Payroll Department must properly account for the employee deductions and for the employer share of retirement contributions, remit the funds to ERS, and provide accurate and timely reports of the activity. Contribution rates are determined annually by the ERS Board of Trustees.

The Payroll Department will prepare and submit an electronic monthly report of retirement deductions taken from employee pay and employer share contributions provided by the University. This report is transmitted to ERS based on data extracted from UGA’s payroll/personnel system.

The data file must contain:

  • Record Type (CD)
  • Transaction Code (Z)
  • Department Code (NSW)
  • Location Code (NSW0XXX)
  • Provider Code (ZZREGN)
  • Retirement System (ERS or GDCP)
  • Social Security Number (National ID)
  • Name
  • Report Date
  • Month Base Compensation
  • Month Contribution Earnings
  • Monthly Contributions
  • Employee Percentage
  • File Date
  • Employee ID

The report must include:

  • Record Type (PD)
  • Transaction Code (Z)
  • Provider Code (ZZREGN)
  • Retirement System (ERS or GDP)
  • Social Security Number (National ID)
  • Name
  • Address Line 1
  • Address Line 2
  • State
  • Zip Code
  • Hire Date
  • Birth Date
  • Termination Date
  • Department Code (NSW)
  • Location Code (NSW0XXX)
  • Gender
  • File Date
  • Employee ID

Please verify that the totals from the data file match the adjusted invoice. The data file can be submitted electronically through the ERS File Transfer Utility. A link to employer logon for the Employee’s Retirement System website can be found under Related Information. The ERS 17E Form should also be completed using the amounts produced in the comparison of the appropriate retirement report to the payroll deduction register and other appropriate payroll reports. A link to this form is provided below in the Forms/ Instructions section. The completed ERS 17E Form should be used as the invoice and submitted to ERS along with payment. The Department will transmit retirement deduction revenue on a monthly basis to ERS by executing an Automated Clearing House transfer of funds.

More general information regarding the retirement systems utilized by the University of Georgia can be found by referencing Policy 3.2, with a link provided under Related Information.

Forms/Instructions
Additional contacts

 Lora Shue

Phone Number: 706-542-7740

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for University Business and Accounting Services

Policy Owner: Payroll

Policy Contact:  Julie Camp

Phone Number: 706-542-3431

Record Retention

This series documents deductions from salary checks authorized by employees. These records include lists with notation of authorized deductions as well as actual deduction forms. This series may include but is not limited to: deduction information on medical, dental, life, and disability insurance; American Association of University Professors, GCIU, Fair Share, and U.S. Savings Bonds; United Way and foundation contributions; payments for library fines/lost books, parking permits, and institutional credit union accounts; Veterans Affairs; ACH listings; personal use of state vehicles; and miscellaneous deductions.

Record Copy: Human Resources

Retention: 4 years after authorization expires or is superseded

Citation or Reference: Board of Regents: Deduction Authorization Records 0472-04-008