Chapter 7: Transmittal Codes
Status Codes
When to Use Cash Out Status Codes
Before Using a Cash Out Code
Before you use a cash out code for reporting a lump sum leave payment, be aware of the following points:
- Cash outs of vacation, sick leave, personal holiday, personal days or any accrued leave are reportable for PERS Plan 1, TRS Plan 1, and WSPRS Plan 1 members commissioned prior to July 1, 2001.
- Compensation reported with cash out codes must be considered reportable compensation.
- Some cash out codes may be used for reporting retirees returning to work and substitutes working in school districts or educational service districts. Refer to the Quick Reference Status Code Charts for a summarization of all status codes, including cash out status codes, for active members, retirees, and substitutes.
You should not report cash outs of compensatory time with a cash out code; instead, use status code A. (See the explanation of compensatory time under status code A.)
How to Report a Cash Out Code
If you use a cash out code to report a lump sum leave payment, be sure to:
- Use one line for your reporting.
- Assign the total lump sum payment to a single earning period.
Note: You can report a cash out payment for an employee who is separated from the transmittal. Enter the month and year in the Earning Period field the date the employee was last reported. If you want to use the June 2004 transmittal to report a cash out for an employee who was separated in March 2004, enter 03/04 as the earning period when you report the employee.
Report the lump sum payment in the compensation field, report the contributions due on that payment in the contributions field, and report the service in the hours/days field.
Keep a record of the payment and the months in which the leave cash out was earned. DRS may request this record if the cash out falls within the period of time used to determine a member's retirement benefit (the AFC period). Your documentation will help identify the calendar months in which the leave was earned.