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ATRF-CS Quick Reference Manual

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1. Target type Application Target location ATRFCS Shortcut key None Troubleshoot compatibility Open file location Run Normal window q i Run as administrator Comment Pin to Taskbar Pin to Start Menu Open File Location Change Icon Advanced Restore previous versions Send to Cut Copy Create shortcut Delete Rename Errors logging into ATRF CS These often occur if the workstation installation has not been done on a new client workstation or if the client workstation name has been changed after ATRF CS has been installed If the workstation name is changed the server ini file located in the ATRF CS installation folder will need to be updated to reflect the new PC name 33 Page Performing Program Updates Performing Program Updates The ATRF CS application requires various rate updates YMPE ATA etc from time to time The program logic may also require updates when bugs are found and fixed or new features are added There are two ways you can get these updates e Auto Update e Script File Auto Update ATRF CS will be updated from time to time changes to the Yearly Maximum Pensionable Earnings of the Canada Pension Plan ATRF contribution rates ATA fees etc The program will also be updated when bugs are found and fixed or when new features are added The Auto Update program released with ATRF CS will provide a means to perform these upgra
2. e Each Contribution can be tagged to perform a specific type of Payout ie Deduct 1 200 Pay 1 200 etc An additional Payout Type has been added called Average FTE which is essentially a Deduct 1 x where x operational days year e Make sure NT code has been entered correctly e Make sure Total Days for the year have been accounted for e Make sure Allowance Fields have been populated correctly 5 Invalid Contribution e When validating any given Contribution record the validation process will look at ALL records in that month for that Contract ID e The sum of the FTE equivalent days paid days missed must equal the Operational Days in the MONTH as specified by the Schedule record e The sum of the FTE equivalent days paid days missed must not be greater than the Operational Days in the YEAR as specified by the Schedule record Submit Signing Bonuses in the Signing Bonus Miscellaneous field Submit Allowance Acting Pay in the Allowance Miscellaneous field Specify what type of payout to perform on the Allowance portion Invalid code combinations will be enforced See Maintenance Invalid Code Combinations for a listing 6 Termination Deceased Date is required for TT DE code e Entering a TT or DE status code without completing the Termination Date field in the Employee Data will give this message 7 Critical Error e Reporting a pensionable record with zero for PSP or FTMRS will give a Critical Error m
3. NAME OF THE EMPLOYER for example St Albert Public School or Wolf Creek School Division SCHOOL YEAR the school year to which the information provided applies This does not necessarily have to conform with the date of contract termination as in the case of retroactive salary for the previous year e g for the school year 2015 16 indicate 2015 16 in this section ATRF BOARD NUMBER the three digit number assigned to you by ATRF NAME OF ATRF PLAN MEMBER e g Jones John William MEMBER S S I N SOCIAL INSURANCE NUMBER must be a valid SIN MEMBER S DATE OF BIRTH e g June 25 1957 or 1957 06 25 THIS PLAN MEMBER WAS PAID ACCORDING TO THE SALARY AGREEMENT e Teachers under the collective agreement 200 day maximum year or e Administrators 260 day year PLAN MEMBER S CONTRACT TERMINATION DATE If the member s contract termination date has passed complete A If the member s termination date is in the future complete B or you would leave it blank if you are completing the ERTN for a purchase or a transfer If the end of the school year is the contract termination date for a teacher use June 30 rather than August 31 as their service for the year has been completed In the event of death while under contract the date of termination of contract is the date of death Provide the employment period days paid FTE annual rate salary paid ATRF contributions for each record in the appropriate month and total days in th
4. 22 Click the Color Legend button to view the color legend menu 23 The Show Misc button is outlined in more detail in the What To Report section of this manual 24 Click the Print button to preview and print the employee record 25 Refer to the Reviewing Validation Errors section of this manual for further explanation of the Show Calculation and Show All Calcs functions 43 Page Reviewing Validation Errors Reviewing Validation Errors Viewing Employee Records Sometimes there may be a delay in obtaining a SIN for your employee It is recommended that you do not input the data for this employee into ATRF CS until you have all the correct information Once you submit your monthly file ATRF uploads the data into our Plan Member Benefit System This system contains all the information relevant to the plan member This includes personal information such as name address birthdate etc It also includes ALL the service that a plan member has earned from ALL the employers they have been employed with The identifier for these plan member records is the SIN If an employee has a change in SIN theft temporary number replaced by permanent number then it is imperative that you inform ATRF of the change You will then be required to resubmit all previous data reported under the old or incorrect SIN under the correct SIN and delete the data from the old SIN Addresses are another important component of our Plan Member
5. ATRF ATRF CS Quick Reference Manual Updated September 2015 1 Page Table of Contents l ATRE 101 Who contributes to the plan Working in 10 paid in 12 How Charter Private schools are different from Public Schools The School Act The Payout General overview of the monthly reporting process ll lari What is Pensionable Salary Pay 1 200 vs Deduct 1 200 o The rules o What happens when employers have a different interpretation Calculating Contributions lil rvi How Service is Calculated e Full time vs Part Time Types of Service IV Plan Members on Leave How leaves are reported Purchasing service Accruing service while disabled V When Plan Members Terminate Their Contract e The Termination Benefit o What do we need from you o What do we need from the plan member The Pension Benefit o What do we need from you o What do we need from the plan member VI Hiring Teachers Receiving an ATRF Pension How to report them No contributions are deducted Vil__ATRF CS v4 2 Installation Instruction Installing ATRF CS on a Standalone workstation database residing on that workstation Installing ATRF CS on a workstation with the ATRF CS database residing on a server 2 Page VII ___ Performing Program e Auto Update Running a Script File IX Entering Schedules Traditional Teachers Substitute Teachers e Administration Staff X Navigating Through ATRF
6. When Plan Members Terminate Their Contracts If a teacher resigns from their contract or their contract is terminated their contributions cease and they must then decide what to do with their benefits Plan Members should obtain the information kit entitled Benefits at Termination from their employer or ATRF There are several choices that teachers have They include Immediate Pension if applicable Contributions Left on Deposit Termination Benefit Reciprocal Transfer with another Pension Plan where applicable Termination Benefits Plan Members who terminate their contracts with their employers and are younger than age 55 are eligible to withdraw their funds The benefit payable for the Pensionable Service earned before September 1 1992 is equal to the teachers contributions plus interest The can elect one of two options Payment in cash directly less income tax or Transfer directly to a Registered Retirement Savings Plan RRSP with no income tax deducted The benefit payable for Pensionable Service earned after September 1 1992 depends on whether or not they are vested If they are not vested they have the same options as outlined above If they are vested the benefit is the greater of e Their contributions plus interest or o The commuted value of their pension The commuted value is a figure which represents the present value of a future benefit This benefit must be transferred into a Locked
7. can they accumulate more than a year of service in a school year September to December e This becomes especially important when an employee takes a leave of absence in December A payout cannot be reported in this case as it will put the employee s service to greater than a year for the calendar year assuming he worked full time the previous school year Full Time vs Part Time e Service in the Fall Period September to December for a teacher with an FTE of 1 0 and no days missed will be 333332 083333 x 4 and for the Spring Period January to June will be 666664 083333 x 8 This rounds to 1 0000 years of service on the Plan Member s Statement e Part Time teacher s service accumulates at their FTE For example a teacher with a 0 5000 FTE will accumulate service at a rate of 0 041667 per month assuming no days missed 14 Page Plan Members On Leave 4 Plan Members On Leave How Leaves are Reported In ATRF CS there is a listing of special codes which will enable you to report when a teacher takes a leave of absence from teaching for various reasons The following is a listing of the special codes and a description DT Disabled Teacher LM Maternity Leave LO Other Leave LP Parental Leave LS Sabbatical Leave LK Lock Out These are classified as employer approved leaves By submitting records with the above codes you are indicating that the time missed by the teacher was an a
8. 6 When all the above is completed click Save The Schedule record is saved to the database and all 12 months are automatically generated and are given default Days per Month based on your Days per Year ie 0 days per month for substitute schedules or 20 days per month for regular schedules 7 Edit the Days Per Month for any month s according to the number of days in that year To add an ADDITIONAL entry to a month right click in the list and choose add NOTES 38 Page Schedules can be created at the beginning of the school year that way the Schedule data entry is out of the way for 12 months Schedules cannot be deleted IF there is contribution data using those entries The program will generate an error message if you attempt to do so If Schedule entries are edited and there is contribution data using those entries ALL of the contribution records will automatically get altered i e schedule data for September was 20 days and then a month later you change the schedule to read 19 days all Contribution data for September will now show 19 days Separate schedules may be required for traditional school years year round school years administration staff and substitute teachers Navigating Through ATRF CS P A A Ae Navigating Through ATRF CS Before you enter payroll data you should have completed your schedule entry Smaller employers manually key data into ATRF CS rather th
9. ERTN must be accompanied by an EMPLOYEE TERMINATION NOTICE EETN that has been completed by the employee The ERTN should be completed when an employee terminates or will terminate from contract in the current school year and by completing an EETN has requested a e termination benefit or a e immediate pension dies while under contract in the current school year EETN is not required An ERTN may also be requested by ATRF for an employee who has died or when an application has been made for any of the following EETN is not required e transfer of benefits to or from a pension plan with which ATRF has a reciprocal agreement e purchase of service or a e disability accrual PROCEDURES e Whenever an employee resigns from contract the employer should provide that employee with an EETN to complete and return to the employer As outlined above the choice made on EETNs may require the completion of an ERTN by the employer Refer to the end of this section for a sample EETN e An Authorized Officer of the employer should accurately complete the form and forward it together with the completed EETN where applicable to ATRF 61 Page Submitting an ERTN e ERTNs are not always promptly submitted which may cause delays in providing termination benefits or pensions to employees We appreciate your co operation in the timely forwarding of required documents NOTE The information provided on ERTNs is considered accura
10. In Retirement Account LIRA What We Need From the Plan Member Once a teacher has determined that they wish to proceed with the termination benefit we will require them to submit an Employee Termination Notice EETN and if vested certified copies of their birth certificate and marriage certificate for married female teachers whose name is now different from their birth certificate 20 Page When Plan Members Terminate Their Contracts What We Need From the Employer Once ATRF receives the Employee Termination Notice they will contact the employer to confirm the contract termination date and will require the employer to submit an Employer Termination Notice ERTN to confirm the final service and salary details for the plan member This can be done electronically through the ATRF CS Pension Benefits A plan member is eligible for a pension when they are 55 years of age or more and have 5 years of Pensionable Service after August 31 1992 or 5 years of Pensionable Service that includes a period of Pensionable Service in each of the 1991 92 and 1992 93 school years or 10 years of Pensionable Service Pensions are payable from the later of the first of the month following the Plan Members 55 birthday The termination of their last teaching contract The last accrual of Pensionable Service with ATRF or e The last substitute service purchased If a plan member has enough Pensionable Service to be eligible
11. a contract teacher for a relatively large number of days ATRF suggests that for absences in excess of ten 10 days employers should not report salary service and contributions Plan members should be required to purchase the service if eligible e g leave of absence In addition a Deferred Salary Leave Plan whereby salary is deferred over a number of years to be used by a Plan Member on a leave of absence in some future year is also not deemed to be a reduction in gross salary for pension purposes In these instances the employer should report the full salary service and contributions for the deferring years and report a leave record in the year of absence 9 Page Salaries Section 1 1 vv salary means i in the case of a contributing active member the remuneration including any isolation living and location allowances that are fixed by the member s employer that relates to the member s performance of the duties of the employment including any payment that is deferred by agreement between the employer and the member under a contract that is in accordance with the School Act or under a voluntary remuneration deferral scheme but excluding A B C D E any payments other than any such deferred payments that relate to or that are made in conjunction with the member s termination any automobile or expense allowance or any perquisites related to the employment any payment made in l
12. copies of their birth certificate and marriage certificate for married female teachers whose name is now different from their birth certificate What We Need From the Employer For any leaves prior to September 1 1997 we require a letter from the employer that granted the leave to confirm that the leave was employer approved If a teacher is purchasing substitute service prior to September 1 1997 we will require that the employer provide a letter confirming the days of substitute teaching broken down by the fall and spring periods of a school year 17 Page Plan Members On Leave If your reporting is not up to date we will require you to submit an ERTN to update the salary and service details to the current month Accruin rvice While Di I After September 1 1992 if a teacher becomes disabled they may continue to accrue Pensionable Service without having to make any contributions if They were a contributing active ATRF member on a leave of absence or on strike immediately before the disability began They received or are receiving a long term or extended disability benefit through their employer during the period of disability If a teacher accrues Pensionable Service for any period of disability from September 1 1992 the tax rules require ATRF to issue a T4A with a Pension Adjustment PA This PA will reduce the RRSP contribution room 18 Page When Plan Members Terminate Their Contracts 0 2
13. for a pension they can receive an unreduced pension when The sum of their age and Pensionable Service is at least 85 this is also known as index They are age 65 normal retirement If a plan member retires before reaching their 85 index the pension will be reduced by 2 for each year or portion of a year that Age plus service index is less that 85 or They are under age 65 whichever is less The maximum reduction is 20 If a plan member terminates their last contract before they are 55 they cannot apply for their pension until 4 months prior to their 55 birthday This is called a deferred pension The deferred pension will accumulate any cost of living COLA increases that are granted during the time of deferment 21 Page When Plan Members Terminate Their Contracts What We Need From the Plan Member Once a teacher has determine that they wish to proceed with the pension application we will require them to submit an Employee Termination Notice EETN the Spousal Pension Partner Status Declaration which needs to be declared before a Commissioner for Oaths and certified copies of their birth certificate their spouse s birth certificate and marriage certificate if applicable What We Need From the Employer Once ATRF receives the Employee Termination Notice they will contact the employer to confirm the contract termination date and will require the employer to submit an Employer Terminati
14. of employment that is in accordance with section 24 5 as it incorporates section 77 78 or 94 1 of that Act D by the Association E by a local of the Association or F by the Lloydminster Public School District or the Lloydminster Roman Catholic School Division under circumstances equivalent to those covered by paragraph A B or C if he has not opted to become an active participant of an equivalent pension plan in Saskatchewan and who holds a certificate of qualification as a teacher issued under that Act the holding of such a certificate being a condition of that person s employment with the employer and being a normal vocational requirement in Alberta for work of the general class or category into which that employment falls ii any other person who was immediately before commencement contributing as a member on a current service basis under the former Act and has not subsequently ceased to participate in the Plan by virtue of ceasing to participate on the basis that applied immediately before commencement or by virtue of death or iii a person to whom section 3 applies Section 1 1 I contributing active member means an active member who is not a disabled member not on a leave of absence and not on strike 5 Page ATRE 101 A General Overview harter and Priv hools vs Publi hool ATRF administers two teacher pension plans in Alberta The first is the Public Teachers Pension Plan a
15. pear z e Hint Experience and personal preference will determine which report is best for you See the Reports section in this manual for the reports you can print from ATRF CS 6 Compare each employee in the ATRF CS report with the same employee in your payroll report Note all discrepancies for each employee gA e Hint To help in comparing and reconciling you can create a spreadsheet to list all discrepancies A P 7 Once all employee records have been checked the total of any differences should equal the difference between the Contributions Summary YTD report and the Remittance Statement Summary 8 Ifthe totals do not match e Contact your ATRF representative if you think it is an ATRF error e Correct your data by creating change records in ATRF CS Follow the steps in the How to Report Monthly section of this manual under the heading Changing Records after data transferred to ATRF 56 Page Submitting Data to ATRF 9 If you are changing your records for a previous school year ATRF must know in advance in which month the corrected data will be submitted You can notify your ATRF contact by telephone fax or e mail Be sure you also include the changes on the Remittance Statement See the Remittance section in this Manual for the correct procedure For example if you are making changes to March and April 2015 and your next regular submission will be for January 2016 let ATRF know that you will be send
16. 014 8 35 AM Application 6 697 KB ATRECS fdb 8 1 2014 2 37 PM F06 File 27 532 KB MR Computer 9 1 2007 2 14 AM 497 KB EE Local Dick C Ge 15 fieserver X D Sharefies Qlaloha 10 23 2013 9 48 AM o 5 GE Appkations Nat CO txt 7 8 2014 8 53AM Text Document 1168 GP admin apps alch CS_Update_536 trf 8 1 2014 2 20 M TRF Fie 4 102 KB W my Web Stes on M T cul exe 2 17 2009 10 23 AM Application 185 KB curl dl 2 17 2009 10 19 AM Application extension 190 KB Gi Network Bn Dbmodfy sql 8 2 2013 10 37AM SQL File 4B MR ALPHA can Eh OOLscript sql 10 26 2008 8 23PM SQL File 2x8 Micon a OMLscriptt sql 11 4 2009 8 32AM SQL File 2x6 Once complete open ATRF CS and click Help gt About and confirm the build number is as expected Alberta Teachers Retirement Fund Client Software Version 4 2 0 Build 536 Validations Library build 4 2 0 536 ATRF Last Updated on 2015 08 31 exe c program files atrf at fes at fes exe db vbis107a at fes Loppricht C 1996 2014 Alberta Teachers Betsement Fund Board Website www att com E Mail helpdesk atrf com 28 Page ATRF CS v 4 2 Installation Instructions Installing ATRF CS on a workstation with the ATRF CS database residin onaserver Run the ATRFCS_v4_2_ServerInstall exe on the SERVER that will share the ATRF CS database Select all components 48 Install ATRFCS v4 2 Setup Installation Options o e Check the components you want to install and
17. ATRFCS v4 2 Setup Installation Folder e Setup will install Install ATRFCS v4 2 in the following folder To install in a i different folder dick Browse and select another folder Click Install to start gt the installation Destination Folder p MTRF Browse Space required 4 4MB __ Cancel Moving ATRF CS to a new workstation or server When moving ATRF CS to a new workstation perform the typical installation steps depending on the situation workstation or server Once ATRF CS is installed copy the existing ATRFCS FDB and ARCHIVE FDB database files from the old server or workstation to the new server workstation placing them in the folder where ATRF CS has been installed to Note that you ll be prompted to overwrite the existing ATRFCS FDB database a blank created during the installation Troubleshooting Updating rates or build level When performing ANY updates to ATRF CS make sure to manually download the Current ATRF CS Rate File addallrates zip and Current ATRF CS Build CS_Update_ trf files from https atrfcs atrf com and place them in the folder where ATRFC CS is installed to 32 Page ATRF CS v 4 2 Installation Instructions NOTE The installation folder can be confirmed easily by right clicking on the ATRF CS icon typically on the desktop of a workstation and choosing Properties and making note of the Target K ATRF CS Properties o Seourty General et ar ATRFCS
18. DL ccnpt a DML script ab DMuscriet2 a eded Nbchent sii x M do i Te end sow Aetolipdate ete tet 2 22 2006 DM AM mtn crested B 2 200T 12 55 PM Specify the update file manually select the CS_Update_ trf file which is also in the ATRF CS installation folder Click Update This will upgrade ATRF CS to the current build level 27 Page ATRF CS v 4 2 Installation Instructions NOTE It s important to ensure that when performing any ATRF CS updates build level or rates that all update files are downloaded from the ATRF CS web site manually and that the update files are run from within the folder where ATRF CS is installed ATRF CS Auto Update version slot xi Option Auto Download from ATRF s HTTPS site at fcs at f com C Da i ALR D a Specify Update File manually Filename C Program Files ATRF ATRFCS CS_Update_536 trf Due FF LaunchATRF CS ones gt ER J 15 x X a Search ATRFCS L2 Organze f Open New folder i a a Sir Favortes Name Date modified Type Sze E Desitop D Report 1 3 2014 8 59 AM Fie folder JB Downloads bs UpdateTemp 8 1 2014 2 22 PM File folder 4 Recent Places BR 01871310 exp 7 8 2014 8 53 AM Exports Library File 438 z Act 7 8 2014 8 53 AM Text Document one iaj Lbraries UB AddARates zp 7 8 2014 8 53AM Compressed zippe 4518 Documents d ARCHIVE fdb 74812014 8 53 AM FOB File 1 140 KB i Pictures wh ATArates sq 1 7 2014 7 54 AM SQL File 149 KB H videos 71242
19. FCS_v4_2_ServerInstall exe on the standalone workstation selecting all components 5 Install ATRFCS v4 2 Setup Installation Options oe ee Check the components you want to install and uncheck the components you don t want to install Click Next to continue Select components to install Start Menu Shortcuts Space required 16 7MB Cancel 26 Page ATRF CS v 4 2 Installation Instructions By default the installation will install ATRF CS to C program files ATRF ATRFCS Setup will install Install ATRFCS v4 2 in the following folder To install in a different folder dick Browse and select another folder Click Install to start the installation E Folder C Program Files ATRF ATRFCS Browse Space required 16 7MB Space available 14 4GB c Once installed copy the files AutoUpdate exe and CS_Update_ trf to the folder ATRF CS has been installed to note that you will be prompted to overwrite the file AutoUpdate exe Open the installation folder and run AutoUpdate exe Br Ef anac Progamf m AT ATRICS Sok Orgen m a Open Nem fake We Foren BE Onkos D bpon UB Doenisedi p Import IL Recern Puces D Repos amp UpseteTeng J Liteanes OT PM e rT Document db Alan r i dk d Mux A nra 12 30 2013 10 2 r oT u Pxtures ATRICS Aa i H vdeo D AM AM wc ers LALMI 1024 AM Appicaten LEN KE MW Compute rs CS Updete SIA T x u Meteo Demos dd D
20. SQL Fie 4 om ALPHA at ceasing OL scripts 10 26 2008 8 23PM SQL File 2xB 52008 RER am OM scripti sql 11 4 2009 8 32AM SQL Fie 2x6 30 Page ATRF CS v 4 2 Installation Instructions Once complete open ATRF CS and click Help gt About and confirm the build number is as expected t Alberta Teachers Retirement Fund Client Software AN Version 4 2 0 Build 536 Yalidations Library build 4 2 0 536 ATRF Last Updated on 2015 08 31 exe c program files atrf atrfcs atrfcs exe db vbis107a at fes Lopertaht C 1996 2014 Alberta Teachers Retirement Fund Board Website www atrf com E Mail helpdesk atrf com The next step is to install ATRF CS on the client workstation s that will access the database residing on the server On the client workstation run ATRFCS_v4_2_WorkstationInstall exe selecting all components Check the components you want to install and uncheck the components you don t want to install Click Next to continue Space required 4 4MB 31 Page ATRF CS v 4 2 Installation Instructions Point the installation to the shared folder on the server as it is seen by the workstation NOTE This will install a shortcut on the workstation desktop pointing to the ATRF CS executable exe file residing on the server as well as a number of dependent components needed to access the database service running on the server Updates to ATRF CS can typically be done on ANY given workstation OR the server 25 Install
21. Save button under the Employee menu and you will then have access to the contribution section for the employee 41 Page Navigating Through ATRF CS K 1 in ntribution D Enter the effective date start date for your payroll information The effective date is usually either the first or last day of the month Once the effective date is keyed select the schedule data that corresponds with the effective date Click on the Schedule button Choose the school year the month and days then click the Select button Enter the Record Type regular change retroactive Enter the Status Code and Special Code if any Check that the Days Paid and Days Missed equal the Operational Days in the month Multiply the FTE by the Operational Days to check the number of possible days paid FTE x operational days number of possible days paid un Hint An employee cannot work more than the number of days weer x paid Hint If a teacher works less than the possible number of days there will be Days Missed to report 7 Enter Days Paid Days Missed and FTE 9 Enter the Full Time Monthly Rate of Salary FTMRS or Full Time Monthly Rate of Salary is the annual rate divided by 12 10 Enter the Part Time Monthly Rate of Salary PTMRS or Part Time Monthly Rate of Salary is the FTE x FTMRS 11 Enter the Pensionable Salary Paid PSP or Pensionable Salary Paid is the days paid divided by operational days in th
22. Setting Up Employer Data Setting Up Employee Data e Keying Contribution Data XI Reviewing Validation Error e Viewing Employee Records Correcting Validation Errors View Validation Error Report Common Validation Errors Error Codes Retro versus Change records Corrections for Previous Months Deleting submitted Records Retro active Pay XII mitting D ATRE Reconciling contribution totals XIII mpleting an mitting the Remittan men XIV __ Submitting an ERTN XV Calculating Payouts Termination or Leave e Pay 1 200 vs Deduct 1 200 3 Page ATRF 101 A General Overview ATRF 101 A General Overview Wh ntri he Plan ATRF contributions must be deducted and remitted for all employees e who are required to have a valid Alberta teaching certificate for the position they hold and e who are employed on a full or part time basis under a temporary or permanent contract e who are on sick disability leave and are being paid by the employer e during the health related portion of a maternity leave female employees contributions should be made on the basis of full salary e who have received retroactive pay for the previous school year including all former employees Section 1 1 p employee means i a person who is employed A under a contract of employment that is in accordance with section 78 or 94 1 of the School Act B under section 77 of that Act C in a chartered school under a contract
23. a 8 The new data will automatically be sent with your next month s submission Deleting Submitted Records Only records that have not been submitted to ATRF can be deleted NEVER delete a submitted record Deleting a submitted record only erases it from your database The information remains with ATRF therefore your contribution totals will not reconcile with ATRF s information Shortages could occur at your year end reconciliation 51 Page Reviewing Validation Errors Submitted data should be deleted by using the DR status code The DR code ensures the data is also deleted from the ATRF system and allows you to keep an accurate record of submitted data Retro active Pay When retro active pay is issued it must be reported to ATRF back to the months the retro active changes are applicable to For example you have reported a monthly salary for an employee of 4 500 00 month for the 2015 2016 school year by the end of August 2015 In October 2015 the employee received retro active pay to increase the monthly payment from 4 500 00 month to 4 600 00 month Following the steps listed under Corrections for Previous Months you would select each of the 2015 2016 records and enter the new salary and contribution information Instead of selecting the Change option you would select the Retro option The new data will automatically be sent with your NEXT monthly reporting file There is no need to resubmit each month i
24. act ATRF ATRF CS records for these employees should be coded with a special code of 55 for pensions under a temporary contract or 53 for pensioners that are substitute teaching NOTE No contributions are to be deducted from employees that are employed and in receipt of pension benefits NOTE Other types of employment do not affect ATRF pensions 24 Page ATRF CS v 4 2 Installation Instructions Te WAY 25 Page ATRF CS v 4 2 Installation Instructions Prerequisites 1 Administrator level access to the workstation ATRF CS is being installed to as well as the server that will be sharing the ATRF CS database if applicable Download the following files from https atrfcs atrf com https atrfcs atrf com Windows Internet Explorer Go gt https atrfcs atrf com g atrF com x ATRF CS Software Downloads Download the ATRF CS Server Installation Package here Download the ATRF CS Workstation Installation Package here Download the ATRF CS Update Utility here Download the Current ATRF CS Build here Download the Current ATRF CS Rate File here Download TeamViewer 6 here ATRF CS Server Installation Package ATRFCS_v4_2_ServerInstall exe e ATRF CS Workstation Installation Package ATRFCS_v4_2_WorkstationInstall exe e ATRF CS Update Utility AutoUpdate exe e Current ATRF CS Build CS_Update_ trf Installing ATRF n ndalone work ion residing on th workstation Run the ATR
25. an importing their payroll data into ATRF CS Set up is required before data can be entered manually into ATRF CS e There can be only one employer record for each unique employer e Each employer must have a unique import and export file e An employer record must be created before employee records are created Employer records consist of school board name address phone numbers contact names and ATA information if applicable e There can be only one employee record for each unique employee identified by SIN number NOT by name within a given board number e An employee record must be created before respective contribution records are created e Employees may have multiple contribution records for each employment month in Empl rD 1 Click on the Employer Button A blank Employer Data window appears if you have not yet entered any data for your board 2 Enter the following Board number ATRF 4 digit board number e g 0111 for board 111 EmployerNm name of school board ContactNM person to contact at your board to discuss ATRFCS ContactPhone Checkmark ATA fees if applicable Def ATA from drop box select your ATA if applicable Payout Type defaults to No Override which then uses 50 50 for July amp August Address information including mailing address section and E Mail e Pension Plan select public or private from drop box Click on the Save button The Add button is used to add anoth
26. ates exist 5006 Default Payout Scenario not found 5007 Strike Rates are missing from table Please use the Administration menu item to check all rates 6000 Contribution record type is invalid Must be regular RG retro active RA or change CR 6001 Special code is invalid 6002 Status code is invalid 6003 Special Status code combination is invalid 6004 Termination Deceased Date is required for TT DE code 6005 Must tag as retro active RA for code 43 Subs 6006 Termination Deceased Date required for Central Office Staff 6007 Termination Deceased Date required for TT DE RT code 6100 Days Paid must be zero for Disabled status 6101 Days Paid must be zero for Strike status 6102 Days Paid must be zero for Payout Termination Death status 6103 Days Paid must be zero for Leave status 6104 Days Paid must be zero for Continuing education status 6105 Days Paid is invalid 6106 Days Paid must be greater than zero for Subs 6107 More days reported than days in the month 6108 Fewer days reported than days in the month 6109 More days reported than days in the year 6110 Days Paid must be zero for Lump sum retro for Subs 6200 Days Missed must be zero for Substitute status 6201 Days Missed must be zero for Continuing Education status 6202 Days Missed must be zero for Payout Termination Death status 6203 Days Missed must be gt 0 and lt Days Mth x FTE for Leave Strike status 6204 Days Missed cannot be more than 16 report a l
27. ave been deducted from your teachers salaries the contributions that were actually deducted and the contributions that you sent to ATRF during the year Reconciliation happens at the end of a school year after you have sent all of your data for the school year and ATRF has compared your data to the amount you submitted each month with Remittance Statements 54 Page Submitting Data to ATRF This section gives you step by step instructions a list of reports that you can print and ideas that may help when you are completing the reconciliation process 1 After you have sent all of your data for aschool year ATRF will review your data and compare the contributions that you reported as being deducted from your teachers salaries to the contributions you remitted to ATRF e ATRF will send you a Summary of Data Processed and a Remittance Statement Summary e The Summary of Data Processed provides a sum of the total contributions reported through ATRF CS for each month e The Remittance Statement Summary adds the contributions you sent through ATRF CS for each month and deducts the contributions you sent for each month with a Remittance Statement e If the contributions you deducted and sent match the contributions that should have been deducted from the salaries you reported the reconciliation is complete e f you remitted more than what was required ATRF will send you a cheque for the difference e f you remitted less
28. d for the July and August pay periods 16 Page Plan Members On Leave Method 3 Deduct 1 200 in the Month of the Leave If your teacher misses one teaching day out of twenty possible teaching days and you will be calculating a deduction based on 1 200 of salary this is called deduct 1 200 In this case you will be reporting one record to ATRF for that month The one record will show 19 days paid 1 days missed and the PSP will be the product of the full salary less the 1 200 of salary for the one day missed A special code is NOT required A reconciliation or payout calculation will NOT be performed for the July and August pay periods Purchasin rvi When a teacher goes on a leave they do not and cannot contribute to the pension plan while they are on the leave Once the teacher returns from a leave they may be eligible to purchase that service It is recommended that the teacher contacts one of our pension counselors to obtain an estimate of the costing of the service and to realize the impact purchasing this service will have on their pension This will help the teacher to make an informed decision to determine if it is in their best interest to purchase this service Plan Members are also able to purchase substitute service What We Need From the Plan Member Once a teacher has determine that they wish to proceed with the purchase of their service we will require them to submit a Purchase Application and certified
29. d over a 12 month period As such there is no money being held back to pay over the summer months Administrators will never have a payout record submitted by their employer 6 Page ATRE 101 A General Overview The Monthly Reporting Process Employers enter payroll data in their payroll software This software enables them to generate a file that can be imported into the ATRF CS Once the data is in ATRF CS it is validated to ensure that the salary and contributions are being reported in accordance with rules outlined in the School Act Employers correct any errors found and then submit data to ATRF Data is revalidated at ATRF and is held in the Data Warehouse Data is transferred from the Data Warehouse into the ATRF Plan Member Benefit System PMBS on Thursday evenings We are also able to request ad hoc data transfers Monthly files are electronic files which contain data for ALL employees Electronic Employer Termination Notices ERTN are electronic files which contain data for specified employees only They contain future dated records which allow us to calculated pension packages well before the pension effective date Data submitted on ERTNs is submitted with the understanding that the amounts shown may change by the end of the year In these cases changes are tracked within the PMBS system reviewed and pensions affected will be recalculated 7 Page Salaries Salaries What is Pensionable Sala
30. d portion and then report another payout at the end of their health related leave Calculating Contributions While employers are entitled to pay their employees in any manner allowed by statute daily bi weekly monthly etc contributions to ATRF must be calculated 11 Page Salaries on the full time monthly rate of salary FTMRS or 1 12 of the annual rate of salary The Full Time Monthly Contribution FTMC is determined by using a lower rate up to the Monthly Maximum Pensionable Earnings MMPE and then a higher rate for monthly earning above the MMPE The MMPE is the Yearly Maximum Pensionable Earnings YMPE divided by 12 The formula for calculating the Full Time Monthly Contribution is FTMC MMPE x the lower contribution rate for earnings up to the MMPE FTMRS MMPE x the higher contribution rate for earnings above the MMPE The formula for calculating the Contributions Payable CP when the salary paid is less than or greater than the FTMRS is CP PSP FTMRS x FTMC ATRF contribution rates may be subject to change each September The YMPE changes each January 12 Page Service 13 Page Service How Service is Calculated ATRF calculates service for pension through the following formula Service PSP FTMRS x 12 e A full month of service is equal to 083333 e According to the Income Tax Rules an employee cannot accumulate more than a year of service in a calendar year January to December nor
31. data The address you submit through your monthly reporting file will override the address we have in our Plan Member Benefit System It is important that any address changes are updated in your ATRF CS rrecting Validation Error To view validation errors click on the Reports icon at the top of the ATRF CS window There will be several tabs indicating various reports that can be selected Click on the Validation Errors tab View Validation Error Report e Inthe employment month click on the drop down box and select the month you wish to view Click on Preview button to view the report Select Print to print the report to hard copy Common Validation Errors 1 Days Reported e Check the FTE days missed days paid Ensure the proper schedule is being utilized for days month field e Check the chosen schedule data i e days month days year 45 Page Reviewing Validation Errors 2 ATA Fees e Not more than 2 ATA Local Levies per payout period can be charged e Not more than 12 ATA Local Levies per school year e Check the local number or contact the ATA 3 Invalid value for PSP e Check the days paid FTE and days missed fields Ensure the proper schedule is being utilized 4 Invalid Payout e Ensure the correct overall scenario is used e Select the correct payout type or confirm total with Show Calculation screen e Year end payouts will be enforced using any Payout Scenarios setup in the system ie July 50 August 50
32. days regardless of the contract start or end date a payout override can be done in the miscellaneous fields of the employees contribution record If an employee is under contract ALL the days of the school year and takes a leave of absence and works LESS than 100 days ATRF CS will validate the payout based on a Pay 1 200 calculation Deduct 1 200 If an employee is under contract ALL the days of the school year and takes a leave of absence and works MORE than 100 days ATRF CS will validate the payout based on a Deduct 1 200 calculation 66 Page
33. des automatically Auto Update is located in the same folder as your version 4 2 0 software Go into your ATRF Cs installation folder and locate the AutoUpdate exe application and double click The Auto Update application runs in two modes e Automatic The Auto Update application will attempt to automatically connect to the ATRFCS web site and download an Update file then apply these changes to the ATRF CS program Your firewall settings may prevent the automatic update from working if the Auto download option doesn t work proceed to the manual update instructions below ATRF CS Auto Update ve 10 x Option Auto Download from ATRF s HTTPS site atsfes at f com Auto Download from ATRF s FTP site ftp attcom Specify Update File manually LY Update 7 Launch ATRF CS on exit gt Exit 35 Page Performing Program Updates e Manual The Auto Update application will query the user for the location of the Update file then apply the changes This Update file can be obtained by e mail from the Helpdesk or through other means Use this feature when your Firewall is blocking FTP downloads E ATRF CS Auto Update version 4 ke le ss Option C Auto Download from ATRF s HTTPS site at fes at f com Auto Download from ATRF s FTP site Specify Update File manually Filename Ic Program Files 4ATRFSATRFCS SCS_ Update_ 536 trf amp EY Update 7 Launch ATRE CS on exit g
34. downloaded from the ATRF CS web site manually and that the update files are run from within the folder where ATRF CS is installed to on the SERVER ATRF CS Auto Update versio o xi Option Auto Download from ATRF s HTTPS site atrics atif com e D ALR ELE sil Specify Update File manually Filename C Program Files ATRF ATRFCS CS_Update_536 trf CY Update FF LauchATRFCS oner ER 7 J a Als ES X a Search ATRFCS A No 5 z Bini Name Date modified Type Sie EE Desktop J Report 1 3 20148 59AM File folder Jp Downloads bs Updatetemp 8 1 2014 2 22 PM Fie folder Recent Places Be 7 8 2014 8 53 AM Exports Library File 43e AC ot 7 8 2014 8 53 AM Text Document oke ag Ib Addatrates 2ip 7 8 2014 8 53 AM Compressed zippe 4518 ER 7 8 2014 8 53 AM FOB File 0 KB CHIVE fi 12014 2 ARCHIVE fdb 184201 1 140 G Pictures AATA ates sq 1 7 2014 7 54 AM SQL File 149K8 Videos 712412014 8 35 AM Application 6 697 KB ATRFCS fdb 8 1 2014 2 37 PM FOB File 27 532 KB I Computer 9 1 2007 2 14AM Help fle 497 KB _ E Local Disk C Ga Is Wfileserver X 10 23 2013 9 48 AM SQ File I Sharefiles aipha lt gt Applications lalot con 718 2014 8 53 AM Text Document 116KB GP admin apps N alph CS_Update_536 trf 8 1 20142 20 M TRF Fie 4 102 KB W My Wed stes on M Ti cwlexe 2 17 2009 10 23 AM Application 185 KB X curbb di 2 17 2009 10 19 AM Application extension 190x8 Sia Network fed Doody sql 8 2 2013 10 37AM
35. e month x the FTMRS 12 Enter the Contributions Payable The CP or Contributions Payable are calculated by first calculating the full time rate of contributions and then prorating the amount based on the PSP 13 Enter ATA fees if applicable If no ATA fees are required enter 0 00 42 Page Navigating Through ATRF CS 14 Enter September as the start of School Year even if the school year commences at the end of August e g 09 2015 15 After data is entered for each record always click on the Validation button Red text indicates a validation error The Validate All button will go back to the beginning and validate all records If there are any errors they will be listed at the bottom of the window 16 All validation errors must be cleared before running the submission process Refer to the section of this manual dealing with Validation Errors 17 To add a new contribution record click on Add under Contributions menu and a blank line will appear Repeat all the above steps 18 To copy a record forward to the next month click on Copy and specify the number of months to copy forward Ensure that all data is correct 19 To delete a contribution record that has NOT been submitted to ATRF click on the Delete button under Contributions menu 20 The AddComm button allows you to add comments to a contribution record These comments are for your reference only 21 Click the Refresh button to refresh contribution records
36. e school year 63 Page Submitting an ERTN COMPLETED BY name of person to be contacted if there are questions POSITION position title of the person completing the form TELEPHONE AND FAX NUMBERS of the contact person SIGNATURE OF AUTHORIZED SIGNING OFFICER POSITION position title of the authorized officer PRINTED NAME OF THE AUTHORIZED OFFICER DATE the date the document is signed TELEPHONE AND FAX NUMBERS of the employer 64 Page Calculating Payouts Calculating Payouts It has always been ATRF s position not to tell Employers how to pay their employees but only how to report the data for ATRF purposes ATRF CS has been programmed with the validations for payouts based on ATRF s interpretation of the School Act ATRF CS has been programmed with the ability to override certain payout types based on the data reported for those employers that have a different interpretation of the School Act This document is presented as an interpretation of ATRF s methods for calculating payouts as programmed into ATRFCS Pay 1 200 vs D 1 200 The Basic Rul Pay 1 200 If an employee is NOT under contract ALL the days of the school year ie the employee started AFTER Sept 1 or terminated BEFORE June 30 ATRF CS will validate the payout based on a PAY 1 200 calculation regardless of the number of days taught NOTE If an employer chooses to calculated a deduct 1 200 for those employees working more than 100
37. eave 6205 Days Missed is invalid 6300 Days Month must be zero for Substitute Continuing Ed status 48 Page Reviewing Validation Errors Error Error Code Description 6301 Days Month must be gt 0 and lt 31 6302 Days Month cannot be zero 6400 Days Year must be zero for Substitute Continuing Ed status 6401 Days Year must be between 260 and 262 for Special codes 50 59 98 99 6402 Days Year must be between 180 and 200 6500 FTE must be between 0 and 1 6501 FTE must be gt 1 6502 FTE must be zero for Substitute Continuing Ed status 6503 FTE cannot be 1 for Rehabilitation Program status 6504 FTE on a payout record must be within the extremes of the school year thus far 6505 FTE cannot be zero 6506 CRITICAL ERROR Days Month cannot be zero for NT 6600 FTMRS must be zero for Substitute Continuing Ed status 6601 FTMRS on a payout record must be within the extremes of the school year thus far 6602 FTMRS must be gt 0 6603 CRITICAL ERROR FTMRS cannot be zero 6700 PTMRS must be zero for Substitute Continuing Ed status 6701 PTMRS on a payout record must be within the extremes of the school year thus far 6702 PTMRS must be gt 0 6703 PTMRS should equal FTMRS x FTE 6800 Effective Date cannot be prior to start of school year 6801 Effective Date cannot be after start of school year 6802 Effect
38. er Employer Board 40 Page Navigating Through ATRF CS The Delete button will permanently delete a selected Employer Board you must be careful as this also deletes all employees already keyed to this board The Cancel button cancels any typing you have done since your last Save The ATA s button gives you a list of ATA numbers to choose from or add to if applicable in Empl D To add employees click on the Employee icon at the top of the ATRF CS window A Criteria panel appears Select the board number from the drop down menu and click on search e f no employees have been entered yet a blank employee contribution screen will display in the Edit panel e fthere are existing employees the Results panel will appear with a list of all employees e Click on the Edit tab and then click the Add button under Employee A blank Employee contribution window will appear To cancel any editing to employee data before they have been saved click on the Cancel button under Employee menu To delete employees click on the Delete button under Employee menu This deletes all data for this employee For more information on the ERTN button refer to the Submitting an ERTN section of this manual Enter Employee data employee name address date of birth social insurance number ATA codes and school codes e You will only have to enter this information once for each employee e After the employee data has been entered click on the
39. essage This type of record creates a zero service record 46 Page Reviewing Validation Errors when received by ATRF causing service and pension problems for the teacher This error cannot be overridden with a release code but must be fixed by you You will need to report a leave record if applicable or delete the zero service record and enter the termination or death date in the Termination Date field in the Employee Data When reporting a deceased or terminated teacher the Termination Date field in the Employee Data must be completed 8 Show Calculation e f you do not agree with an ATRF CS calculation you should contact the ATRF Helpdesk Consultation with the Helpdesk may determine that a release code is required A release code will over ride the error and allow the data to be submitted 47 Page Reviewing Validation Errors Error Codes The following table lists the possible error codes you may encounter Error Error Code Description 5000 No valid contribution record to validate 5001 Rates are missing from tables Please use the Administration menu item to check all rates 5002 Extraneous entries in the rate table s exist Please use the Administration menu item to check all rates 5003 Error retrieving ATA rates Rates could not be found 5004 Contribution rates not found 5005 Too many Contribution r
40. ieu of vacation not taken bonuses other than signing bonuses under a collective agreement within the meaning of the Labour Relations Code and Any remuneration payable with respect to any service that is incapable of acquisition by virtue of section 18 4 Whether those excluded payments are aid under contract or gratuitously Pay vs Deduct 1 200 The Rules It has always been ATRF s position not to tell Employers how to pay their employees but only how to report the data for ATRF purposes ATRF CS has been programmed with the validations for payouts based on ATRF s interpretation of Section 92 1 c of the School Act Pay 1 200 If an employee is NOT under contract ALL the days of the school year i e the employee started AFTER September 1 or terminated BEFORE June 30 the payout calculation is based on a PAY 1 200 calculation regardless of the number of days taught If an employee IS under contract ALL the days of the school year and misses days due to a leave of absence and works LESS than 100 days the payout calculation is also based on a PAY 1 200 calculation 10 Page Salaries Deduct 1 200 If an employee is under contract ALL the days of the school year and misses days due to a leave of absence and works MORE than 100 days the payout calculation is based on a Deduct 1 200 calculation 12 Month Work Year Employees Administrative Staff Employees whose general work year is 12 months or 260 days per
41. ing Change Records CR for March and April 2015 with the January 2016 submission 10 If you are unable to reconcile e Telephone ATRF at 1 800 661 9582 and ask for your HelpDesk Representative 57 Page Completing and Submitting the Remittance Statement Completing and Submitting the Remittance Statement School Jurisdictions and Charter Schools Remittance statements are to be sent to ATRF along with your payment by the 5 business day of the following month that the contributions are for This means the payment and remittance statement for April 2016 must be received by ATRF by the 5 business day of May 2016 ATRF uses the salary information that is provided to bill the Government their portion of contributions It is important that you split the contributions out that are for the current month fiscal year and prior years For example your total payment for April 2016 is 5 000 00 but you have made an adjustment paid retro for the 2014 15 fiscal year of 1 000 00 You would report this to ATRF as 4 000 00 payment for the month of April 2016 and a prior year adjustment for the 2014 15 year of 1 000 00 for a total payment of 5 000 00 In the salary information section of the remittance statement it is important that you break out the number of full time and part time teachers and the salaries for each Private Schools Remittance statements are to be sent to ATRF along with your payment by the 5 business day of the fol
42. ive Date cannot be must be within the current employment month 6900 PSP cannot be negative 6901 Invalid value for PSP 6902 Invalid payout amount 6903 Report a leave strike or disabled status for records without salary or contributions 6904 PSP cannot be zero for Substitute Continuing Ed status 6905 CRITICAL ERROR PSP cannot be zero 6906 PSP cannot be zero for code 43 6907 Invalid negative payout amount 6908 Invalid PSP for Central Office Staff 7000 Contribution must be zero for Substitute status 7001 Contribution must be zero for Continuing Education status 7002 Contribution must be zero for Superintendent and Pensioner status 7003 Contribution must be zero for Persons over the age of 71 7004 Contribution must be zero for Disabled status 7005 Contribution must be zero for Strike Leave status 49 Page Reviewing Validation Errors Error Error Code Description 7006 Contribution cannot be zero 7007 Contribution is invalid 7008 Contribution is incorrect 7100 ATA fees cannot be negative 7101 ATA fees are incorrect 7102 No more than 12 local levies can be taken per school year 7103 No more than 2 local levies can be taken per year end payout period 7104 ATA fees must be zero for RS status 7105 RS code must be used in conjunction with an SR code within Strike period 7200 Found more than 1 year of service in this school year 7300 Invalid value for Payou
43. lowing month that the contributions are for This means the payment and remittance statement for April 2016 must be received by ATRF by the 5th business day of May 2016 It is very important that you split the contributions on the remittance statement to be Employee and Employer portions that way you do not miss paying the Employer portion of contributions when you send the payment in It is also important that you split the contributions out that are for the current month fiscal year and prior years For example your total payment for April 2016 is for 5 000 00 but you have made an adjustment paid retro for the 2014 15 fiscal year of 1 000 00 You would report this to ATRF as 4 000 00 payment for the Month of April 2016 and a Prior year adjustment for the 2014 15 year of 1 000 00 for a total payment of 5 000 00 In the salary information section of the remittance statement it is important that you break out the number of full time and part time teachers and the salaries for each 59 Page Submitting An ERTN Submitting an ERTN On an ad hoc basis employers may be requested to provide information regarding an employee s service salary and contributions This information is needed to calculate benefits for plan members and should be provided on an EMPLOYER TERMINATION NOTICE ERTN ERTNs can be generated and submitted to ATRF through the ATRF CS or can be sent to ATRF by completing a form that is available from ATRF The
44. nd the second is the Private School Teachers Pension Plan All public schools and all charter schools are subject to the rules and regulations of the Public Teachers Pension Plan Act All public school teachers and some charter school teachers belong to the ATA and are subject to payment of ATA fees Private schools are subject to the rules and regulations of the Private School Teachers Pension Plan Act Most private school teachers do not belong to the ATA and are not subject to payment of ATA fees Working in 10ths Paid in 12ths Teachers typically work in a 10 month period September through June however employers are required to submit their monthly data over a 12 month period Every month money is held back to pay salary over the summer months July and August Ih hool A The School Act defines how teachers are to be paid It is subject to interpretation ATRF cannot tell employers how to pay their teachers We are responsible to advise them what is considered pensionable and how to report the salary information to ATRF The Payout Teachers work on a traditional school schedule The days in the schedule typically vary from 196 days to 200 days Each month money is held back from a teacher s salary to pay salary over the summer months July and August The records an employer submits to report salary for July and August are called payout records Administrators work on a 260 day schedule They are pai
45. ndividually 52 Page Submitting Data To ATRF Submitting Data to ATRF Once you have corrected any errors you are ready to submit your file to ATRF Click on the Submit icon at the top of the ATRF CS window You should verify that your ATRF submission payroll files and remittances are reconciled If there are any errors and or variances you should go back and review all records for that month and make any necessary corrections To view the number of errors employees contributions fees and contribution totals click on the Total button These totals include any change or retroactive records you have not yet submitted If you are satisfied with your totals and there are no errors click on the Submit button If you require a release code contact ATRF You may not submit files out of sequence i e you cannot submit the October month until September has been submitted If September and October are both submitted then at a future date you can go back and re submit a month if needed When submitting a particular month all data for that month PLUS any prior unsubmitted Change Retroactive records and any changes to employee data i e address name or termination date changes will be included For those without Internet access contact ATRF Reconcilin ntribution Total This is the final step in the entire ATRF CS monthly reporting process Reconciliation is balancing or matching the contributions that should h
46. on Notice ERTN to confirm the final service and salary details for the plan member This can be done electronically through the ATRF CS Once all the necessary documents and final salary details are confirmed ATRF mails out an Alternative Package to the plan member The plan member must then complete their pension option selection beneficiary information and banking information Pension benefits are payable on the 3 last banking day of each month 22 Page Hiring Teachers Already In Receipt of ATRF Pension Benefits az Hiring Teachers Already in Receipt of ATRF Pension Benefits All employees in receipt of an ATRF pension must be reported to ATRF even though this service is not subject to ATRF contributions This information is used to monitor the total amount of service rendered in a school year by pensioners Under current legislation ATRF pensioners are allowed to teach to a maximum of 0 6000 of a year per school year without their pension being affected Any salary earned over their 6000 service is deducted dollar for dollar from their pension If you have reported records for a teacher that is on pension and working in your district and later discover there was an error in your submission it is imperative that the appropriate changes be made in ATRF CS and resubmitted to ATRF If an employee is age 55 or older and it is not known if he or she is receiving an ATRF pension you should ask the employee or cont
47. pproved leave and they may be entitled to purchase this service There is one other type of leave with the special code of SR Strike record This would indicate to ATRF that the plan member participated in a strike and would not be eligible to purchase this service There are a few ways to report service when a teacher is absent It is dependant upon how the teachers salary was affected Method 1 Loss of Sub Pay If salary was deducted as loss of sub pay to cover the cost of the substitute teacher then the FULL Pensionable Salary Paid for the teacher is reported and the FULL monthly contributions would be paid and reported There would be NO days reported as missed and the teacher received full service for that month Method 2 Pay a Fraction of the Month If your teacher misses one teaching day out of twenty possible teaching days and you will be paying the teacher 19 20 of salary for the month this is called paying a fraction of the month In this case you will be reporting two records to ATRF for that month The one record will show 19 days paid 0 days missed and the PSP will be the product of the 19 20 calculation A second record will be added for the same month The days paid will be 0 and the days missed will be 1 You will input the appropriate special code ie LO LM DT etc The PSP will be 0 00 and the contributions will be 0 00 as well A reconciliation or payout calculation will be performe
48. ry Section 1 1 ii pensionable salary means subject to clause jj and section 25 3 and 4 in respect of a calendar year before 1992 salary and in respect of any calendar year after 1991 salary that is compensation within the meaning of the tax rules subject however to such limitation as is necessary to ensure that no benefit accrual exceeds the defined benefit limit fixed by the tax rules for that year Section 1 1 jj pensionable salary paid or PSP means the pensionable salary that is or would be paid to a contributing active member in respect of a given months excluding retroactive salary adjustments other than those directly relating to that month if the member is or were paid the monthly rate of salary for working exactly on a full time actual basis but based on the actual period for which the member is paid in respect of that month With reference to the above section ATRF is of the opinion that amounts deducted bear no relationship to the gross pensionable salary Consequently the cost of a substitute teacher replacing a contract teacher who was absent and who has had salary deducted because of the absence is classified as a deduction only and is not a reduction is gross salary for pension purposes In these instances the employer should report the full salary service and contributions for the day s absence rather then the net figures unless you have a situation where a substitute replaced
49. t Exit Script File A script file may be sent to you as an attachment in an email with instructions on how to update your program You may also retrieve script files from https atrfcs atrf com Generally you will be instructed to copy an attached file to your ATRF CS Installation folder You do not need to open this script file You will run the script under the Utilities menu and select the option of Database Utilities and Run Database Script You will get a message stating that the update is complete You may then commence working on your enhanced ATRF CS 36 Page Entering Schedules Entering Schedules Schedules are a function that ensures service for your employees are reported correctly to ATRF At the beginning of each school year you create new schedules for administration staff teachers and substitute teachers that outline the days in each month and days in your school year Schedule entry panels can be found under the Maintenance heading The menu selection is Edit Schedules Complete the following steps 1 Click the Add button this creates a new Schedule record 2 Key in the desired School Year ie 2015 would be entered for the School year starting September 2015 3 Key in the desired starting month default is Sep September 4 Key in the desired days in the school year 5 Give the schedule a name this is for your reference but it is a required field
50. t Type 7400 Code 55 cannot be used until age gt 55 7500 Status code DE should be used with Deceased status 7501 Status code TT should be used with Termination status 9000 Warning Service exceeds 1 000000 for year 9001 Warning Pensioner has reached 0 6 Service 9002 Warning PSP PTMRS gt 1 month Service may be affected 9003 Warning Total Service exceeds maximum FTE in the year 50 Page Reviewing Validation Errors Retro vs Change R r There may be times when you need to change data after it has been submitted to ATRF There are two types of changes that may be required The Change Record CR is when a record has been submitted and then subsequently an error was found and requires correction The Retro active Record RA is when a record was submitted under one Collective Bargaining Agreement and then the retro active salary was paid due to the signing of a new Collective Bargaining Agreement Corrections for Previous Months ATRF CS will allow you to change data by following a few simple steps Identify the record that requires an adjustment Select the teacher s record by double clicking on the teacher s name in the Results section of the Employer folder Data that appears in blue has been submitted Click on the information that you want to change A Change Record box will appear Select Change Record NO DARY Create change record 7 Change and validate the dat
51. te and official At any subsequent date if the information changes employers are responsible for ensuring that the revised information is provided to ATRF This is particularly important when a member has requested a termination benefit If the initial ERTN has overstated contributions and the member has received a Termination Benefit the employer is required to make up the shortfall ATRF ENERATED EMPLOYER TERMINATION NOTICE To eliminate the task of completing and sending ERTN s manually ATRF CS has provided Employers with the capability of entering and copying monthly data then submitting it on an ERTN to ATRF electronically ERTN s can be sent for one teacher or many teachers in one transmission Creating your ERTN File Step 1 Create your future dated records NOTE these future dated records won t come with your monthly files until the appropriate month Step 2 Click on the ERTN button on the right side of your screen Step 3 Complete the Termination Status ie Terminated vs Deceased Step 4 Complete the Termination Date Step 5 Click on Terminate EE Step 6 Click on Close to add another file and repeat steps above OR Click on Submit to submit the ERTN to ATRF Refer to the end of this section for an example of a completed ATRF CS generated ERTN 62 Page Submitting an ERTN MANUAL EMPLOYER TERMINATION NOTICE If you do not use the ATRF CS the following areas must be completed on the ERTN form
52. than what was required ATRF will send you an invoice for the difference 2 If you do not balance you can use the Remittance Statement Summary to reconcile your payroll data to ATRF CS e Compare the amounts reported in the Remittance Statement Summary to your payroll data to identify differences 3 Print the Contributions Summary YTD Report for the school year This report totals the contributions you reported through ATRF CS for each month 4 Compare the Contributions Summary YTD contributions you reported through ATRF CS to the Remittance Statement Summary contributions you sent to ATRF to find the month s that do not match 55 Page Submitting Data to ATRF 5 For each month that does not match e Print one or all of the following reports e Contributions and Service Summary lists all employees contributions for one or more months e Employee Contributions lists all contribution data for all months for one employee then all months for the next employee etc e Employee Summary totals all contribution data from all months for one employee then all months for the next employee etc This report is similar to the Contributions and Service Summary but is in summary format e Print one or all of your payroll software generated reports that show a summary for each employee for the month s in question os Hint Print data in alphabetical order by last name to compare ATRF s reports and your payroll reports
53. uncheck the components 15 you don t want to install Click Next to continue Database Engine ATRF CS Start Menu Shortcuts Space required 16 7MB __ cancel By default the installation will install ATRF CS to C program files ATRF ATRFCS NOTE The location you choose to install ATRF CS to on the server must be shared with the workstations that will run ATRF CS The users logged onto those workstations require read write access to this share 28 Install ATRFCS v4 2 Setup Installation Folder Setup will install Install ATRFCS v4 2 in the following folder To install in a oy different folder dick Browse and select another folder Click Install to start the installation Destination Folder Program Files ATRF ATRFCS Browse Space required 16 7MB Space available 14 4GB Cancel Once installed copy the files AutoUpdate exe and CS_Update_ trf to the folder ATRF CS has been installed to note that you will be prompted to overwrite the file AutoUpdate exe 29 Page ATRF CS v 4 2 Installation Instructions Open the installation folder and run AutoUpdate exe Specify the update file manually select the CS_Update_ trf file which is also in the ATRF CS installation folder Click Update This will upgrade ATRF CS to the current build level NOTE It s important to ensure that when performing any ATRF CS updates build level or rates that all update files are
54. year central office administrators are not covered under the School Act in tne same sense as the 200 day personnel Pensionable Salary Paid PSP should be based on the employee s full annual rate of salary divided by 12 However if the employee did not work a full month they should be paid a fraction of a full month of salary proportionate to the number of days worked of the total number of days in the month Capped Salary Effective January 1 1992 the Income Tax Act capped salaries for pension purposes No pension benefit is paid on any salary above the capped amount nor are contributions to be deducted on any portion of monthly salary above the capped amount What happens when an employer has a different interpretation ATRF CS has been programmed with the ability to override certain payout types based on the data reported for those employers that have a different interpretation of the School Act We will accept data from an employer as long as it complies with a feasible interpretation of the School Act Maternity Leaves While an employee is on their health related portion of their maternity an employer reports their service salary and contributions as if they were at work full time A payout is then reported at the end of their health related leave Some employers may report a payout prior to the health related portion of their maternity leave then report the service salary and contributions for their health relate

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