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:
The report must include:
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.
Phone Number: 706-542-7740
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
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