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The Contribution Detail Report (CDR) is the employer’s responsibility. It details the employees for whom you must report and remit contributions.

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This report must be submitted to SERS by five business days from the pay date. It may be submitted through:

  • A file sent by Secure File Transfer Protocol (sFTP) directly to SERS or through an Information Technology Center (ITC)
  • eSERS
  • Contribution File Upload

Once your CDR has been received you will receive a Transmission Acknowledgement via email that confirms the files receipt. This acknowledgement does not mean that the file did not contain errors or is acceptable for processing. It simply means that the file has been received.

If the file is processed with errors, a representative from Employer Services will contact you to resolve those issues.

The CDR, regardless of the method of submission, requires the employer’s name, employer’s SERS Employer Identification Number–which is the five-digit, hyphenated number–and the month and year being reported.

For an employee contributing to SERS, you will need the employee’s:

  • Name and Social Security number
  • Start Date – beginning date of the month being reported
  • End Date – ending date of the month being reported
  • Covered Compensation – the employee’s gross covered compensation for SERS purposes
  • Contributions – the amount of employee contributions being remitted to SERS
  • Days – the number of days during the month for which the employee is being paid
  • Hours – the number of hours during the month the employee is being paid

If the contributions are post-tax, the amount is placed in the “Taxed” column or field. If the contributions are covered by an authorized and accepted employer pick-up plan as pre-tax, the amount is placed in the “Pick-up” column or field.

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When reporting days, a day is any part of a day for which the employee is paid, whether for work or paid time off. This includes holidays, vacation, sick or personal leave, calamity days, and paid work on a weekend.

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Report only those days which were paid in the month reported. Days worked one month but paid in the following month should be reported on the next month’s CDR.

The days worked cannot exceed the number of days in that calendar month. There are two exceptions:

  • If an employee is paid on a 12-month basis even though the employee works only 9 or 10 months. While the employee will appear on 12 CDRs as being paid, the “Days” reported should be “zero” in the months the employee does not work.
  • If an employee is entitled to a lump-sum payment for more than one month’s covered compensation. The covered compensation, contributions, and days should be reported in the month actually paid. Coaches often fall into this exception.
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When reporting hours, report only those hours that were paid in the month reported. Hours worked one month but paid in the following month should be reported on the next month’s CDR.

The hours worked cannot exceed the number of days reported, multiplied by 16 hours per day.

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There are two exceptions:

  • If an employee is paid on a 12-month basis even though the employee works only 9 or 10 months. While the employee will appear on 12 CDRs as being paid, the “Hours” reported should be “zero” in the months the employee does not work.
  • If an employee is entitled to a lump-sum payment for more than one month’s covered compensation. The covered compensations, contributions, days, and hours should be reported in the month actually paid. Coaches often fall into this exception.

Covered compensation and contributions for all employees should be totaled in the report.

If any CDR is submitted in error or contains incorrect information that cannot be corrected by using an Adjustment Report, you should contact SERS before resubmitting another CDR.

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An employee receives service credit for the time worked for a school, college, or university. This is called contributing service credit. One year of service credit is granted upon completion of 120 or more days of paid school employment within a fiscal year (July 1 through the following June 30). 

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There is no distinction between full-time, part-time, or substitute positions in granting this service credit. Any portion of a day constitutes one full day. Paid days that are used, such as sick and vacation, count toward the 120 days.

If an employee works less than 120 days, the employee will receive a fractional amount of service credit prorated on the basis of a 180-day school year with the result shown in the following chart:

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