NPERS accounting team warns schools: meet monthly report deadlines, use adjustment forms and resolve system flags promptly

NPERS accounting staff urged school reporting agents to follow monthly reporting deadlines, submit adjustment forms when corrections are needed, and address system flags promptly to avoid suspended reports and late fees. Sammy, an accounting staffer with NPERS, walked attendees through the monthly reporting process and common data flags in the agency’s reporting system.

Monthly deadlines and late fees: Sammy said monthly wage and contribution reports are due on the 10th of the following month (or the next business day) and that late confirmations trigger daily late fees. She asked reporting agents to respond quickly to NPERS questions to avoid penalties.

Adjustment workflow: NPERS requires an adjustment form and supporting documentation (fax, secure share file or mail preferred). Sammy explained the system records adjustments as deltas (the original incorrect amount remains visible and the adjustment is recorded as a plus/minus), and noted that excess contributions generally are corrected within one year of discovery while missing contributions may require historical corrections going back many years.

System flags and remediation: the accounting team enumerated suspension flags that will prevent report confirmation, gave remedies and urged preemptive notes when an anomaly is expected. Examples: • Contribution percent does not match statutory rate — edit the calculation and revalidate. • Hire date outside reporting month — edit the hire date in NPERS’ system to match eligibility and revalidate. • Name/SSN mismatch — update only after verifying the member’s social security card; leave a note in the member’s record to prevent repeated alerts. • Hours reported as zero but wages present (outside summer exception) — supply documentation or submit an adjustment so benefits staff can process purchase of service claims; zero hours with wages for summer‑paid certificated staff is an accepted exception.

Non‑contributing forms and termination dating: Sammy reviewed when to submit permanent vs leave‑of‑absence non‑contributing forms, how to set the termination date (contractual end date or last physical workday), and how to report the final wages and service period on the submission.

Sammy emphasized that clearer documentation and preemptive notes in member records reduce emails and processing delays: "If you know somebody is going to work over 300 hours, leave a note and you won't get an email from us about it." NPERS staff encouraged employers to contact the accounting team for help resolving complex cases.