State Teachers Retirement System of Ohio

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Payroll Reporting

1. When are payroll reports and contributions due? Are there consequences to my school if I submit my payroll report or payment late?

 

Payroll reports and contributions are due to STRS Ohio no later than five business days after the actual pay date. Your school may incur penalties (up to $2,000 per occurrence) for late contribution reporting and interest for late payment, in accordance with Administrative Code Rule 3307-3-05.

2. What if my payroll report is incorrect? Can I send a new payroll report?

 

As long as contributions have not been posted to the Defined Contribution Plan or the Combined Plan participant accounts, a new payroll report can be submitted. Contact STRS Ohio immediately if you need to submit a new payroll report so that processing of the incorrect report does not continue.

If contributions have already been posted to member accounts, a replacement or payroll adjustment report can be sent and member accounts can be adjusted accordingly. A replacement report is defined as a “new” report with corrected total contributions for each member. A payroll adjustment report is a report of only adjustments — positive or negative — to affected members’ reported contributions that, once applied to contributions already reported, will reflect the correct total.

3. I need to send a payroll report correction for the current fiscal year. There will not be an effect on a prior fiscal year annual report. How do I make the correction?

 

These types of adjustments could include additional pay due a member, an overpayment to a member that is netted against a subsequent check or voided payroll checks.

No special processing is required in these situations as long as the net impact of the adjustment does not affect prior fiscal year annual report totals and is included in the current fiscal year annual report. The additional pay, netted pay or voided payroll check can be included in your next payroll report to STRS Ohio.

4. I need to send a payroll report correction that affects a prior fiscal year annual report. How do I make the correction?

 

These types of adjustments could include additional pay due a member, an overpayment to a member that is netted against a subsequent check, voided payroll checks or member contribution payments for work performed in a prior fiscal year.

In all of these cases, the additional pay or the voided check and negative adjustment should be included in payroll reporting during the period the payment or adjustment is made. In addition, STRS Ohio needs notification of the amount of adjustment to be made to a prior fiscal year annual report, called a backposting. Backpostings can be submitted via one of the following methods:

  • Electronic transmission of a backposting adjustment record; or
  • Backposting adjustment submitted in ESS.

Please see the Backpostings and Account Adjustments fact sheet for more information. An online tutorial and step-by-step ESS Instructions are available to assist you with creating a backposting in ESS. In cases where a prior fiscal year adjustment results in interest due, STRS Ohio will generate an invoice that is payable by the employer within 30 days of the invoice date. If the invoice becomes past due, additional interest charges may be assessed. Contact the Employer Reporting Department with invoice questions. Employers can estimate the interest on a backposting that may be due by using the interest on backpostings calculator.

5. We sent contributions to the wrong retirement system. Contributions were mistakenly sent to STRS Ohio instead of SERS. How do we correct this error?

 

If contributions were sent to STRS Ohio in error during the current fiscal year, report the negative contribution amount in your next payroll report and short your next payment by the same amount. You will also need to send an email to your payroll account representative so that we can cancel the member account.

6. Is the five-business-days deadline calculated from the date of the payroll run or the actual pay date?

 

The payroll run date is often earlier than the actual pay date. As long as the payroll information is final and not expected to change, STRS Ohio will accept payroll reports and contributions prior to the actual pay date, but the deadline is within five business days of the actual pay date.

7. What are the consequences to my school if I submit my payroll report or remit my payment late?

 

Your school may incur penalties (up to $2,000 per occurrence) for late contribution reporting and interest for late payment, in accordance with Administrative Code Rule 3307-3-05.

8. Can payroll reporting handle negative amounts, such as voided checks?

 

Yes. Payroll reporting file layouts accommodate negative amounts.

9. Can I send multiple payrolls in the same file transmitted to STRS Ohio?

 

Multiple payrolls can be included in the same file. However, the pay date included for each record must be accurately reported.

10. Since we are sending payroll reports, why do we need to complete the annual report?

 

For STRS Ohio to properly pay benefits for all members, we need to know the amount of compensation and service credit each member earns during the fiscal year. All employers are required to submit payroll reports and contributions after each pay period. Payroll report information is only based on paid compensation during the pay period. However, a member's retirement benefit is based on compensation earned, not paid, during the fiscal year. STRS Ohio currently uses the annual report as a tool for balancing paid compensation to earned compensation. The annual report also provides earned service credit. Therefore, annual reports are necessary to give us the extra information we need.

11. How does STRS Ohio reconcile the contributions submitted with payroll reports to the annual report?

 

After we receive your annual report, we compare the total member contributions to fiscal year payroll reports and accrued contributions to ensure that contributions reported in your annual report agree with your payroll reports.

In other words, total member contributions = current fiscal year payroll report totals - prior fiscal year accrued contributions + current fiscal year accrued contributions +/- adjustments.

12. Can I view information about contributions previously submitted to STRS Ohio?

 

Yes. You can view or print historical payroll contribution information in the Payroll Summary section of ESS. Refer to the ESS Instructions for details.

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