REQUEST FOR SERVICE CREDIT COST INFORMATION SERVICE PRIOR TO MEMBERSHIP AND LAYOFF, PRIOR SERVICE, OR OPTIONAL MEMBER SERVICE FORMS (PAY-W081)

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1 1.0 SCOPE: 1.1 This work instruction is applied to complete a Request for Service Credit Cost Information - Service Prior to Membership (PERS-MSD-370) and Request for Service Credit Cost Information Layoff, Prior Service, or Optional Member Service (PERS-MSD-372) forms for the. This also covers the process of researching and compiling employment history. 2.0 RESPONSIBILITY: 2.1 Lead Payroll Technician 2.2 Fiscal Services Technician I 3.0 APPROVAL AUTHORITY: Signature Date 3.1 Supervisor IV, Payroll Services 4.0 DEFINITIONS: 4.1 PERS employees may buyback and/or payback for service that was prior to their PERS membership, time spent away from work as a result of a formal layoff, prior service (time worked for an employer before its contract with CalPERS or before the contract included this option):, and optional member service (time spent working in certain exempt, appointed, or elected positions). To implement these requests, the corresponding forms, Request for Service Credit Cost Information Service Prior to Membership and Request for Service Credit Cost Information Layoff, Prior Service, or Optional Member Service, are submitted to the retirement team. On these forms employment history information needs to be researched and completed by the retirement team. 4.2 PERS Public Employees Retirement System 5.0 WORK INSTRUCTION: 5.1 Request for Service Credit Cost Information Service Prior to Membership (PERS- MSD-370) Review Section A, Part 2 Prior Employment Information under the following titles: From; To; Location and Position; and Hours Worked per Month or Time Base Fraction of Full-Time. Verify the timeframe of employment history the employee is requesting and verify that the information is complete and not vague If the information the employee filled out is complete in Section A, Part 2, start researching the employment history per steps 5.3 through 5.6. With complete information in Section A, Part 2, ultimately you will be signing off on Section A Documentation of Service, Part 4 Statement and Signature of Authorized Employer Representative. Date: 11/03/04; Rev. A PAY-W081 Page 1 of 6

2 If the information is incomplete and vague (i.e. employee entered years and not specific From and To dates), start researching the employment history per steps 5.3 through 5.6. With incomplete and/or vague information in Section A, Part 2, ultimately you will be completing Section B: Employer Certification Part 2 Member Employment History rather than signing off on Section A, Part Request for Service Credit Cost Information Layoff, Prior Service, or Optional Member Service (PERS-MSD-372) Review Section A, Part 2 - Employment Information under the following titles: From; To; and Employer. Verify the timeframe of employment history the employee is requesting Start researching the employment history per steps 5.3 through 5.6. Ultimately you will be completing Section B - Employer Certification Part 2 Member Employment History and Part 3 Statement and Signature of Authorized Employer Representative. 5.3 For employment information for July 1, 1998 through the current year, verification can be obtained from Escape Pull an Accumulated PERS History Report for the individual employee In Escape hit <Enter> on Modules Select PERS and hit <Enter> Arrow to Reports and hit <Enter> Select History and hit <Enter> Enter the Starting Service Period and Ending Service Period for the timeframe required Enter the Starting Report Period and Ending Report Period for the timeframe required When the cursor is in the Selected Employees, hit <Shift Enter> Tab to the social security number and enter the social security number and hit <Enter> When the employee s name appears on the screen and is highlighted, hit <Enter> to mark it. A asterisk will appear next to the name when it is marked Hit the <F3> key Hit the <F3> key again Date: 11/03/04; Rev. A PAY-W081 Page 2 of 6

3 Hit <Enter> when it asks Are you ready to print Hit the <Esc> key to exit out Pull an Earnings History Report Review the Personnel Tracking records In Escape, hit <Enter> on Modules Arrow down to Personnel and hit <Enter> Hit <Enter> on Personnel again Hit <Enter> on Access Method Hit <Enter> on Person Locator Enter the Name or tab to Social Security Number and enter the SSN Hit the <F3> key Hit <Enter> on the highlighted employee s name Hit <Ctrl A> to get to the employee s Track Record(s) Arrow down and hit <Enter> on the Tracking Record you want to view View the Tracking Record Hit <Esc> Hit <Esc> again to exit the Tracking Records altogether 5.4 For employment information for July 1992 through June 1998, verification can be obtained from the SCUSD Payroll History online Click on the Pay History icon (IPPS) Enter your User Name Enter your Password Enter Employee s ID (no hyphens required) Click on the corresponding Payroll/Cal Yr or Payroll/Fiscal Yr When the Paycheck List appears on the screen, click on Print To view the detailed information for each check, click on the Check Date Date: 11/03/04; Rev. A PAY-W081 Page 3 of 6

4 5.4.8 Note Amount, Hours, Rate, Begin Date and End Date as required for the timeframes you are researching Verify that no retirement contributions were deducted by looking at the field titled Red. This is the name of the retirement contribution field Either click on Next to view the next check or click on Return to Check List to go back to the list you were originally viewing After compiling all the information needed, click on the X button to exit out 5.5 For employment information for July 1976 through June 1992, verification can be obtained from the microfiche At the microfiche area, pull the microfiche from the binder for the first timeframe you need to review. The microfiche are broken out in six month increments, i.e. 1/1/84 to 6/30/ On the microfiche screen locate the employee s name and social security number If you cannot locate the employee s name, then review the next microfiche If you locate the employee s name, hit the Green button on the microfiche to print Follow steps through for all timeframes required Review each microfiche printout and note all pertinent information: Pay Dates; Gross Amt; Retirement; Pos number; and Loc number 5.6 For employment information for years prior to July 1976 or when additional information is required for any of the other years, verification can be obtained from the employee s personnel file Before requesting an employee s personnel file, send an to the Personnel Services Department requesting a copy of the employee s Job Assignment Sheet. If the employee s file has been scanned in BMI, the Job Assignment Sheet should be available Review the Job Assignment Sheet for pertinent information: Job Title; Length of Employment; and Salary If the Job Assignment Sheet does not provide all the information needed, send an to the Personnel Services Department requesting a copy of the employee s file. In the include the employee s full name, former name (if applicable), social security number, and whether or not the employee is a current employee or prior employee Upon receipt of the personnel file, go through the entire file pulling out any documents that can support employment history for the timeframe the employee is requesting information Date: 11/03/04; Rev. A PAY-W081 Page 4 of 6

5 5.6.5 Review old salary schedules as required. These are filed in the common Payroll area in the overhead binder bins 5.7 Request for Service Credit Cost Information Service Prior to Membership (PERS- MSD-370) Initially if Section A, Part 2 was filled out completely by the employee, sign off on Section A, Part 4 Statement and Signature of Authorized Employer Representative Initially if Section A, Part 2 was not filled out completely by the employee and/or the information was vague, complete Section B, Part 2 Member Employment History and Part 3 Statement and Signature of Authorized Employer Representative 5.8 Request for Service Credit cost Information Layoff, Prior Service, or Optional Member Service (PERS-MSD-372) Complete Section B, Part 2 - Members Employment History and Part 3 Statement and Signature of Authorized Employer Representative 5.9 Forward the original to CalPERS 5.10 Mail a copy to the employee 5.11 Keep a copy and file in the PERS history file drawer 6.0 ASSOCIATED DOCUMENTS: 6.1 Request for Service Credit Cost Information Service Prior to Membership (PERS- MSD-370) 6.2 Request for Service Credit Cost Information Layoff, Prior Service, or Optional Member Service (PERS-MSD-372) 7.0 RECORD RETENTION TABLE: Identification Storage Retention Disposition Protection Check and Backup PERS history file cabinet in office Two years, current and previous fiscal year. After two years, sent to warehouse. None. Must keep all payroll records per Internal Audit Department. Access with approval of Payroll Services Department. 8.0 REVISION HISTORY: Date: 11/03/04; Rev. A PAY-W081 Page 5 of 6

6 Date: Rev. Description of Revision: 11/03/04 A Initial Release ***End of procedure*** Date: 11/03/04; Rev. A PAY-W081 Page 6 of 6