DRS Interface and Transmittal

Purpose:  Use this document as a reference for how to understand the DRS interface and transmittal's relationship to jobs and payroll at a high leve in ctcLink.

Audience:  Benefits Administrators, Payroll Administrators, HR Administrators

DRS Interface and Transmittal flow chart

DRS Calendars

Navigation:  Main Menu > Set Up HCM > CTC Custom > DRS Calendar

  1. Custom tables were created in PeopleSoft to accommodate the need for a calendar that defines the actual number of hours worked in a day for an Empl Class as well as the number of days worked in a given month for the year
    • This was needed because DRS expects retirement funding to be reported “as earned” as opposed to “as paid”
  2. Every calendar number is unique to an Empl Class as well as a college, for instance here are calendar numbers associated with colleges and Empl Class:
    • Tacoma has: Full-Time Faculty (01), Correctional Faculty (02), Part-Time Faculty (03)
    • Spokane has: Faculty (01), Classified (02), Exempt (03), Summer Faculty (04), Part-Time Faculty (05)
  3. These calendars are maintained by ERP yearly, and are not accessible by the college administrators
DRS Calendar page

Assigning a DRS Calendar

Navigation:  Main Menu > Workforce Administration > Job Information > Job Data

  1. A custom page in Job Data was created to accommodate information that was not delivered PeopleSoft, and the DRS calendar falls into this tab named CTC Job Data
  2. The field DRS Calendar needs to be populated with the college specific DRS Calendar code that is outlined by the custom tables which were defined in the setup page
    • The DRS Calendar chosen must correspond with the Empl Class as defined on the delivered PeopleSoft field Empl Class in the Job Information tab of Job Data
Job Information tab
CTC Job Data tab

Viewing the DRS Transaction Page

Navigation:  Main Menu > Benefits > CTC Custom > DRS Transaction

  1. A custom page called DRS Transaction was created so that there was a way to keep track of transactions, and to be able to view them by employee easily
  2. Required Payroll adjustments (i.e. adjustments for future payrolls) must be entered on the normal, delivered payroll pages, not on the DRS Transaction page. (This is a change from legacy.)
  3. To use the page, the Benefits Admin will need to know the EMPLID or name of the employee they wish to examine, enter the needed information, and click Search
    • If an employee is in a TIAA-CREF plan (i.e. they do not need a DRS calendar), then they will not be searchable on this page
Find an Existing Value tab
  1. The informational page will display:
    • Begin Date, Sent Date, Benefit Record, Plan Type, Benefit Plan
    • Upon retirement/separation these will populate: Separation Date, Retiree Type, Separation Sent
  2. The inset DRS Reporting Period tab will display:
    • Reporting Period, Reporting Period Sent, Version (if the pay end date ends in 15 then it’s 01, otherwise it’s 02), Pay End Date, Retirement Gross, Retirement Deductions, Retirement Contributions
    • DRS Transaction Detail further outlines everything associated with the payroll that was paid defined by the Pay End Date
DRS Transaction page

DRS Data Load from Payroll

Navigation:  Main Menu > Benefits > CTC Custom > CTC Processes > DRS Data Load From Payroll

  1. This is a custom process designed to load payroll related retirement information into the DRS Transaction holding tables from the payroll that was most recently run
  2. This process is run by the colleges as part of their post payroll confirm processing
    • Benefits Administrators should run this the working day after payroll confirms
Find an Existing Value tab
Process Request Parameters section

DRS Redistribution

Navigation:  Main Menu > Benefits > CTC Custom > CTC Processes > DRS Redistribution

  1. The custom process DRS Redistribution was created to calculate retirement distribution data to then load to the DRS transaction holding table
    • This performs the Redistribution process, displays in the Transaction Details,
    • Also redistributes on a per pay period basis for those employees with a Separation date within that pay period and not previously sent to DRS or in the case where an employee has multiple jobs, having a job end or terminated, or no longer contributing or contract end date falls within the pay period
  2. The process specifically does the following:
    • Determine employees job DRS Calendar, job termination date, job contract end date to process redistribution for
    • Determine Compensation Hourly Rate for employee
    • Gather DRS Calendar Months and Day/Hours
    • Compute compensation rate multiply compensation hourly rate by computed hours from DRS calendar months. If calendar indicator equals days multiple FT hours per day by days in month.
    • Take original rolledup earnings for reporting period subtracting computed amount from the previous step
    • Previous step amount will be placed in the Transaction detail section of the DRS page
    • Determine Proration Percentage amount for multiple jobs ( Total Earnings / Job Earnings )
    • Take original Employee Deductions minus the new Prorated Deduction amounts in Ret Deduction column
    • Take original Employer Contributions  minus the new Prorated Contribution amounts in Ret Contribution column
    • This process is run by colleges as part of their post payroll confirm processing
    • This process is run by the Benefits Administrator about 2 days after the Data Load From Payroll has been run
Find an Existing Value tab
Process Request Parameters section

DRS Transmittal

Navigation:  Main Menu > Benefits > CTC Custom > CTC Interfaces > DRS Transmittal

  1. The custom process DRS Transmittal creates a flat interface file to send to DRS and sends it to DRS
  2. This process is run by ERP as part of the all college post payroll confirm processing
Find an Existing Value tab
Process Request Parameters section

DRS Email to SBCTC

After the Check Register and Tax Deposit Summary have been completed, and the DRS Data Load from Payroll and DRS Distribution has been run, the Benefits Administrator must send an email to SBCTC to let them know all those processes have been completed and the information is ready to be sent to DRS