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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. We will adjust Mr. Doe’s retirement record
accordingly. A credit memo will be issued to you, the
employer, so that you may return this money to Mr. Doe. In
certain situations, including a member who is no longer
employed by you, a refund may be issued directly to Mr. Doe.
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: Sure, we can try to help you over the phone or
we could arrange a mutually convenient time for one-on-one
training at our office. If you’d prefer to meet
face-to-face, a training request form may be sent to you for
your completion. Upon our receipt of the completed training
request form, we’ll try to schedule something as soon as
possible. Until then, if you have any questions, contact us
at 512-3200 or via e-mail at
Employer.Services@mainepers.org. In addition, the
Teacher Payroll Reporting Manual is available on this
site.
Q: Do you have the new employer rate that goes into
effect July 1?
A: The rates are sent to employers electronically
each year after the MainePERS actuary has determined them
based on the annual valuation process. The most current
rates will be communicated via the Employer Update
newsletter or your Employer Services technician 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, 61-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. A credit memo will be issued to
you, the employer, so that you may return the money to your
employee. In certain situations, including a member who is
no longer employed by you, a refund may be issued directly
to the member.
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: 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: Please send MainePERS a memo explaining the
situation. We will adjust Mr. Doe’s retirement record
accordingly. A credit memo will be issued to you, the
employer, so that you may return this money to Mr. Doe. In
certain situations, including a member who is no longer
employed by you, a refund may be issued directly to Mr. Doe.
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 training session at our office. If you’d
prefer to meet face-to-face, a training request form may be
sent to you for your completion. Upon our receipt of the
completed training request form, we’ll try to schedule
something as soon as possible. Until then, if you have any
questions or concerns, you may reach us at 512-3200 or via
e-mail at
Employer.Services@mainepers.org. In addition, you will
find the latest
PLD Payroll Reporting Manual on this site.
Q: Do you have the new employer rate that goes into
effect July 1?
A: The rates are sent to the business office of
your PLD each year after they have been determined by the
MainePERS actuary, based on the annual valuation. The PLD
rates vary based on the plan(s) the employer makes available
to its MainePERS eligible employees. Please contact your
assigned Employer Services Technician to determine what your
current employer rate is.
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. A credit memo will be issued to you,
the employer, so that you may return the money to your
employee. In certain situations, including a member who is
no longer employed by you, a refund may be issued directly
to the member.
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: 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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