Summarized Record Criteria

 

The following information pertains only to the CIRS Payment History (PH) fiscal year and Payment History Summary (PHS) files. It does not pertain to the Payment Extract (PY) file, or the payment system and files maintained by the SCO.

 

The IBM system limits the number of characters per record to 32,000. Due to the large amount of information that is maintained per payment, some employee records with excessive retroactivity exceed the 32,000 record limit size. Since the majority of the retroactivity is for a prior fiscal year, we have developed summarization criteria that will sum the expenditure, hours and days fields for multiple payments into a single payment. This results in preserving grand total information and losing some detail payment information such as pay period. When a payment contains a summarization of other payments, the field Summarized Record (XX:SUMREC) contains an * (Note: an additional field Summarized Employee (XX:SUMEMP) is provided to help identify an employee that has payments summarized for the fiscal year).

 

Summarized Fields

Due to the summarization, monthly gross amounts for the employee may not be correct. However, the employee's total gross amount for the fiscal year will be correct for the fiscal year. For summarized payments, the fields below are summed and may contain information for multiple pay periods. The remaining fields on the payment record contain the information from the payment into which all the other payments are summed.

 

  1. Days Paid *

  2. Federal Tax Gross

  3. Federal Tax Withheld

  4. Gross Pay

  5. Gross Subject to Retirement

  6. Hours Paid *

  7. IDL Offset Amount

  8. Medicare Tax Gross - Employee

  9. Medicare Tax Gross - Employer

  10. Medicare Tax Withheld - Employee   

  11. Medicare Tax Withheld - Employer

  12. Net Pay

  13. Retirement Employer Paid Member Contrib.

  14. Retirement System State Share Amount

  15. Retirement Withheld

  16. Social Security Tax Gross - Employee

  17. Social Security Withheld - Employee

  18. Social Security Tax Gross - Employer

  19. Social Security Withheld - Employer

  20. State Tax Gross - 1 & 2

  21. State Tax Withheld - 1 & 2

 

*These fields will not be accurate if full-time payments are summed.

 

Summarization Steps

The following 3-step process is used to summarize payments when necessary:

Step 1:

If the payments meet all the criteria below they are summarized into a single payment:

  • Fiscal year, Agency, Reporting Unit, Pay Period Type, Payment Type, Payment Type Suffix and Roll Code are all equal  

  • Payments do not have deductions  

  • Days paid is not equal to 99 or -99

Step 2:

If after step 1 the summarized record size still exceeds the system limits, then payments that meet all the criteria listed below are summed to further reduce the size of the record:

  • Fiscal year, Agency, Reporting Unit, Pay Period Type, Payment Type, Payment Type suffix and Roll Code are all equal  

  • Payments where days paid is equal to 99 or -99

Step 3:

If after steps 1 and 2 the summarized record size still exceeds the system limits, it is necessary to eliminate deductions that meet the following criteria:

  • Fiscal year, Agency, Reporting Unit, Pay Period Type, Payment Type, Payment Type Suffix and Roll Code are all equal; and one of the following is true:

  • Payments where days paid is equal to 99 or -99 are summed

  • Payments with a low number of deductions are summed and deduction detail is lost

 

Summarized Record Examples

The following is an example of a summarized record for an employee (e.g. The value of the field PH:SUMREC for this payment is *).

 

Payment in the PH-fiscal year file

PH:PAYPERIOD  PH:GROSS  PH:SUMREC
------------  --------  ---------
1998/03         906.36  *

 

Payments in the PY extract file (As noted above, the PY file is not summarized)

PY:PAYPERIOD  PY:GROSS
------------  --------
1998/03         302.12
1998/04         302.12
1998/05         302.12

TOTAL           906.36