Chapter 7: Transmittal Codes

Status Codes

List of Status Codes for Reporting Cash Outs

N | P | R | T | U | V | W | X | Y

N: Reporting Vacation Leave Cash Outs (Non-Retiree or Retiree Returning to Work)

Use this code to report vacation leave cash outs. This code is valid for non- retiring PERS Plan 1, TRS Plan 1 and WSPRS Plan 1 members commissioned prior to July 1, 2001, or retirees returning to work. Report compensation, contributions (not for retirees) and the hours or days used to determine the cash out amount.

P: For Reporting Sick Leave Cash Outs (Non-Retiree or Retiree Returning to Work)

Use this code to report sick leave cash outs. This code is valid for non-retiring PERS Plan 1 members or retirees returning to work. Report compensation, contributions (not for retirees), and the hours used to determine the cash out amount.

Note: If you are a state agency or an education employer, do not report sick leave cash outs for your employees. Sick leave cash outs are not included in the employee's retirement benefit calculation.

R: For Reporting Other Cash Out Payments (Non-Retiree or Retiree Returning to Work)

Use this code to report cash out payments other than regular compensation, overtime, sabbatical leave, vacation leave, compensatory leave, or sick leave. Examples of other cash out payments are severance pay accrued over time or personal days. The cash out payment must be considered reportable compensation. This code is valid for non-retiring PERS Plan 1 and TRS Plan 1 members or retirees returning to work. The cash out payment must be considered reportable compensation. Report compensation, contributions (not for retirees) and the amount of hours or days used to determine the cash out amount.

T: For Reporting Vacation Leave Cash Outs (Retiree)

Use this code to report vacation leave cash outs earned during the employee's last 24 months of employment. PERS and WSPRS may cash out up to 240 hours; TRS up to 30 days. This code is valid for retiring PERS Plan 1, TRS Plan 1 and WSPRS Plan 1 members commissioned prior to July 1, 2001. Report compensation, contributions and the hours or days used to determine the cash out amount.

Note: See status code U if an employee has a vacation leave cash out in excess of 240 hours to report.

U: For Reporting Excess Vacation Leave Cash Outs (Retiree)

Use this code to report the portion of a cash out of vacation leave earned during the last 24 months of employment that is over and above 240 hours or 30 days. This code is valid for retiring PERS Plan 1, TRS Plan 1 and WSPRS Plan 1 members commissioned prior to July 1, 2001. Report compensation, contributions, and the hours or days used to determine the cash out amount. Compensation reported with this code will result in an excess compensation billing if the compensation was earned in the AFC period.

Note: Vacation leave cash outs in excess of 240 hours or 30 days should not be reported for employees of state agencies or higher education institutions unless the employee has a letter of necessity authorizing this reporting. Per RCW 43.01.042, state institutions of higher learning may prescribe such rules and regulations as they may determine governing vacation leave for academic and professional personnel. For these cases, a letter of necessity is not required. Contact the PERS, TRS or WSPRS retirement system for assistance with determining whether an employee should be reported with this code. If instructed to use status code U, report only that portion of the vacation leave cash out that is over and above 240 hours (PERS, WSPRS) or 30 days (TRS).

V: For Reporting Vacation Leave Cash Outs (Retiree)

Use this code to report vacation leave cash outs earned prior to the employee's last 24 months of employment. This code is valid for retiring PERS Plan 1 and TRS Plan 1 members. Report compensation, contributions and the hours or days used to determine the cash out amount.

W: For Reporting Sick Leave Cash Outs (Retiree)

Use this code to report sick leave cash outs earned during the last 24 months of employment. This code is valid for retiring PERS Plan 1 members, provided the member can have the cash out payment included in the computation of the retirement benefit. Report compensation, contributions, and the hours used to determine the cash out amount. Compensation reported with this code will result in an excess compensation billing if the compensation was earned in the AFC period.

Note: If you are a state agency or an education employer, do not report sick leave cash outs for your employees. Sick leave cash outs are not included in the employee's retirement benefit calculation.

X: For Reporting Sick Leave Cash Outs (Retiree)

Use this code to report sick leave cash outs earned prior to the last 24 months of employment. This code is valid for retiring PERS Plan 1 members. Report compensation, contributions, and the hours used to determine the cash out amount.

Note: If you are a state agency or an education employer, do not report sick leave cash outs for your employees. Sick leave cash outs are not included in the employee's retirement benefit calculation.

Y: For Reporting Other Cash Out Payments (Retiree)

Use this code to report cash out payments other than regular compensation, overtime, sabbatical leave, vacation leave, compensatory leave, or sick leave. Examples of other cash out payments are severance pay accrued over time and personal days. The cash out payment must be considered reportable compensation. This code is valid for retiring PERS Plan 1 and TRS Plan 1 members. Report compensation, contributions and the hours or days used to determine the cash out amount. Compensation reported with this code will result in an excess compensation billing if the compensation was earned in the AFC period.