EMERS Tips Printer-Friendly Version
Tip 1: Importing Annual Base Salary Files from Your Payroll System
Tip 2: Changing EMERS Default Fiscal Year
Tip 3: Create a Member Work File
Tip 4: Create Manual Correction Batch
Tip 5: How to Generate a YTD Report
Tip 6: Importing a Payroll
Tip 7: How to Get to the Member Summary Screen
Tip 8: Adding Termination Dates
Tip 1: Importing Annual Base Salary Files from Your Payroll System
From the EMERS Main Menu
Choose #5 - Explore Information, and click “Next”
Choose #2 - Members, and click “Next”
Choose #2 - Member Work File, and click “Next”
Choose #1 - Create, and click “Next”
Choose #2 - Import From A File, and click “Next”
Click on the "Look Up" button, and select your Annual Base Import file, and click “Next”
This creates a work file containing the Annual Base Salaries for your members.
Choose #2 - Edit, and click “Next”
Then, the annual base information can be entered/changed by in-line editing on the “Browse” screen
Once the Annual Bases are correct, you will need to post the work file we just created. The information will automatically be sent to PSRS/PEERS the next time you transmit data to our office.
If you have any questions, please contact your DSR.
Tip 2: Changing EMERS Default Fiscal Year
From the Main EMERS Wizard
Choose #6 - System Functions, and click "Next"
Choose #1 - Select School District, and click "Next"
Highlight the school district name, then click "Change"
Select
the "Payroll" tab across the top of the screen
Change the default year to 200X
Click the "OK" button at the bottom of the screen
(if the "OK" button is not visible, you can hit ALT O)
Tip 3: Create a Member Work File
In the EMERS Wizard—Main Selections
Select #5 - Explore Information, and click "Next"
In the Explore Information window
Select #2 -Members, and click "Next"
In the Members window
Select #2 - Member Work File, and click "Next"
In the Member Work File Options window
Select #1 - Create, and click "Next"**
In the Create Member Work File Options window
Select #1 - Copy from Current or Prior Year, and click "Next"
In the Member Work File Options window
Check the box - “Include Only Members With Problems,” and click "Next"
This should bring you back to the Member Work File Options window
Select #1 - Edit, and click "Next"
You should now be at the Browse the Member Work File window and the only members listed should be those with missing information.
Highlight the member’s name—
- Errors are shown in the bottom left of the window
- Either double click on the member or click on the "Change" button
- Fill in the missing information
After the missing information has been entered on all the members in the work file, click on the "Close" button in the Browse the Work File Window and select #3 - Finish, and click "Next"
This will complete the Member Work File and you can either transmit the information at this time (go back to the EMERS Wizard—Main Selections, select #4 -Transfer Data, and click "Next" and follow through as you would to transmit a payroll); or the information will be sent with your next transmission.
**NOTE: If you just need to change an annual base, when you get to the Create step, go to Manual rather than Copy from Current or Prior Year and select "Next" until you get a blank Member Work File, click on "Insert" and enter the information as needed.
Tip 4: Create Manual Correction Batch
In the EMERS Wizard—Main Selections
Select #2 - Edit Work File, and click "Next"
On the Edit/Create Work file window
Select #1 - Create, and click "Next"
On the Create New Work File window
Select #1, Manually Enter, and click "Next"
On the New Work File Defaults complete requested information:
- Batch Name,
- Start Date,
- End Date,
- Click on the Correction Box and then click "Next"
This brings you to the Browse the Work File window
Click on the "Insert" button which will bring you to the Record Will Be Added (New) window.
You can either type in the Social Security Number or click on the look-up button, highlight the member being corrected (you can use Social Security Number or Last Name tab to locate the member) and click on the "Select" button. Verify that you have selected the correct employee and the retirement system is correct. Complete the information that needs to be corrected and click on the "Validate" Button to check any messages. Click on "OK".
When all corrections have been entered, click on the "Close" Button.
On the Edit/Create Work File window, click on the "Control Totals" Button to check if the amounts agree with your figures/check. Click on "Next," which takes you back to the Edit/Create Work File window.
Select #4 - Finish, and click on "Next"
In the Finish Work File window
Select #1 - Post, and click on "Next
From this point, transmit as normal.
Tip 5: How to Generate a YTD Report
From the Main Selections
Choose #5 - Explore Information, and click " Next"
Select #3 - Reports, and click "Next"
Select #3 - Member, and click "Next"
Choose the appropriate options:
Member Reports: Select the order of the employees on the report
Include: Select who you want to include on the report
Click the appropriate box: Include YTD totals
(You can also choose the fiscal year at this time)
Click "Next" when your selections are made. The report will display on your screen—click to enlarge.
In the EMERS Wizard—Main Selections
Choose #1 - Import, and click "Next"
In the Import Payroll File to A Work File window
Click on the "Look-up" button next to Select Import File Name.
The Payroll Import File Name window will come up.
Click on the "Look-up" button. Click on the down arrow in the “Look in:” prompt.
Select the appropriate drive—select the payroll to be imported—click on the "Open" button
At the Payroll Import File Name window the Import File should be the name of the payroll.
Click on "Next" and click on "Next" again.
The Create New Work File window shows the start and end date, etc. Click "Next."
In the Import Payroll File Window click on "Next."
In the Finish Work File window choose #1 Edit - "Next" - "Next" again will bring you to the Browse the Work File window which will show any warnings or errors. Fix any problems and close.
This brings you to the Edit/Create Work File Window. Check the control totals to verify that they agree with the check to be sent to our office. If they agree, choose #4 - Finish, and click "Next."
Select #2 - Post, and click on "Next" until you get to the Transfer Data Window.
Choose #1 - Transmit, and then click "Next."
Choose #1 - Local FTP, and then click "Next," etc.
Tip 7: How to Get to the Member Summary Screen
From the Main Selections
Choose #5 - Explore Information, and click "Next"
Select #2 - Members, and click "Next"
Select #1 - Edit, and click "Next."
This brings you to the Browse the Member File screen.
Enter the Social Security Number if on the SSN tab, or the last name if on the Last Name tab, and "Enter." This takes you to the Member Will Be Changed screen.
Click on the Payroll tab then on the "Print" button. This brings up the Member Summary screen.
Click on the page to enlarge. This will show everything that was sent for a particular member by your district for the fiscal year indicated. You can print this by clicking on the printer button. To get back to the screen to enter another member—from the Member Will Be Changed screen click on "OK" or "Cancel."
If you want to look at information that was submitted in a prior year, follow the above steps until you get to the Member Will Be Changed screen. Choose the Annual Salary tab, highlight the year you want and click on the Payroll tab.
Tip 8: Adding Termination Dates
Termination dates can be added to a payroll work file when reporting the final payroll in EMERS for an employee.
1. In Browse the Work file window, click on the Last Name tab.
2. Scroll to find the correct employee, highlight the name and double click on the name.
3. Click on the More General Tab.
4. On the Record Will Be Changed window type in the Termination date (the last working day).
5. Click on the Terminate Member button.
6. On the Complete All Data to Terminate a Member window add the annual base (if missing) and check the final payroll box, then click OK.
7. On the Record Will Be Changed window, click on OK.
