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Employer
Assistance
NEW REMITTANCE AND RECONCILIATION FORMS FOR 08
The new employer matching rate should apply to any pay periods where the payroll processing date is on or after July 1, 2008 (even if the pay period began in June). Contact our Reporting Unit staff if you have any questions concerning the new rate.
• Additional Employer Forms
A printable version of the following instructions can be downloaded here
REMITTANCE FORM INSTRUCTIONS
- Complete the spaces marked “Reporting Month” and “Payroll Processing Date”. Processing of your remittance will be delayed if these spaces are not completed.
- A separate remittance form must accompany the warrants/checks submitted for each payroll processing date.
- DO NOT list warrants/checks covering more than one pay period on the same remittance form. List only those warrants/checks actually sent.
- Use the Remittance Reconciliation section of the remittance form to determine whether you have paid the correct employer and employee contributions. The total of the checks listed under “Employee” and “Employer” Contributions should be the same as the “Total Remittance Submitted” in the reconciliation. Use the Reconciliation Form to determine whether you have paid the correct employer and employee contribution for the entire month reporting period.
- The Reporting Offi cial must sign the remittance form and include that person’s title and telephone number.
RECONCILIATION FORM INSTRUCTIONS
Below you will find step-by-step instructions on using the Excel version of the APERS Reconciliation form. If you do not wish to use the excel form, you can download the PDF version of the Reconciliation form and fi ll it out manually.
You will need to have the free Adobe Acrobat Reader installed on your computer to use the PDF version.
Using the Excel form
To complete Part 1:
Using the records from your payrolls for the applicable reporting month:
- Add the salaries of all contributory employees and enter it in the cell labeled (A) on the worksheet.
- Add the salaries of all employees and enter it in the cell labeled (B) on the worksheet. The formula should calculate the amounts for each, and post the result at (1) & (2). The formula will also calculate the total due at (3).
To complete Part 2:
Enter the employee contributions and employer matching submitted on each remittance to APERS during the applicable reporting month by payroll processing date. The amounts for the total column for each remittance will calculate automatically, as will the total remittances for the Employee, Employer and Total Remittance columns.
To complete Part 3:
The worksheet will automatically pull the amounts from items 1, 2, 3 (From Part 1) and 4, 5, 6 (From Part 2) and enter it in the appropriate portion of the reconciliation. The difference will also calculate automatically.
If the difference is zero:
The Reporting Official is ready to sign and date the APERS Reconciliation Report and attach it to the Earnings and Service Report.
If a negative or a positive number appears:
The Reporting Offi cial must determine where/why the difference occurred and write a brief explanation (i.e., affected employee name/SSN/amount) in the space provided before signing and dating the report and submitting it to APERS.
Reminders
Please do not list the following items on the monthly Remittance Form:
- Retroactive Pay Increases
- Lump Sum Payment
- Court Settlements
For instructions on how to properly submit these earnings contact:
Cathy Shipley
Reporting Supervisor
Arkansas Public Employees Retirement System
(501)683-4081
Avoiding Penalties for Submitting Late Remittances/Reports
In accordance with Act 299 of 1997 and APERS Board Regulation 64 adopted on May 21, 1997 you are required to remit employer and employee contributions to APERS after each payroll processing date. These remittances are to be in our offi ce by the 10th calendar day after the payroll processing date.
Remittances postmarked within nine (9) calendar days after the payroll processing date shall not be considered delinquent. Interest at 8% will be charged on any delinquent monies from the date due until the date received. A remittance form must accompany all monies submitted. APERS will provide one copy of the remittance form with the monthly packet; copies should be made as needed for your particular payroll processing cycle(s).
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