As part of the monthly reporting process, it is important to keep member account status information accurate for all covered employees at your organization.
If an employee’s account status changes, update their record on your monthly wage report. Account status updates should be reported for employees who terminate, return to work, transfer departments, or pass away.
Below are the eight member status changes available in ECLIPSE, along with guidance on when each status should be used:
You may also see an “Enrollment” status in the Member Status dropdown menu. This status only appears when an employee is added to the wage report for the first time. ECLIPSE automatically assigns this status, so no action is required on your part.
You can view each employee’s wages and current status for their department on the Payroll Summary screen under the Payroll Header section.
To update an employee’s status:
- Locate the employee on the Payroll Summary screen.
- Select the appropriate status from the Member Status dropdown menu.
Enter the effective date of the status change in the Member Status Date field.
Transferred
The “Transferred” status is used to move an employee between two general departments (if your organization has more than one general department). This status cannot be used to move an employee between general, police, fire and public safety departments.
Instructions on transferring:
- Locate the employee’s name in the “Payroll Header” section.
- Select the hyperlink to open the Payroll Detail section.
- Select “Transferred” from the “Member Status” drop down menu.
- Select the department the employee is transferring to from the “Transfer to Department” drop down menu.
- Do not enter a Member Status Date.
- Click “Save and Validate.”
Terminated
The “Terminated” status is used when a covered employee leaves employment. If an employee is terminated, this should be reported on your current wage report, even if final wages will be reported next month.
Instructions for terminating an employee:
- Navigate to “Monthly Reporting.”
- Click “Report Monthly Wages.”
- Click the “Month / Year” hyperlink displayed in the “Un-submitted” section.
- ECLIPSE displays the “Payroll Summary Maintenance” screen.
- Under the “Department” column, click on department hyperlink.
- ECLIPSE displays the “Payroll Header Maintenance” screen.
- Locate the employee’s name In the “Payroll Header” Section.
- Enter their wages, excluding any one-time, lump sum payouts.
- Select “Terminated” from the Member Status dropdown menu.
- In the “Member Status Date” field, enter the employee’s last date of employment.
- Click “Save and Validate.”
If the employee is still within their free six-month period, contact your employer services specialist for assistance.
The “Terminated” status is also used when moving an employee between general, police, fire, and public safety departments. To complete this type of transfer, “terminate” the employee from their current department and then enroll them in their new department.
The hire date on their new enrollment should be the date they began working in their new department.
Military Leave
The “Military Leave” status is used when an employee is called away to upaid active military duty. Employees continue to receive service credit toward their benefit while on active duty.
If an employee will be away for at least one full working day during a calendar month (including routine drills, training, or U.S. Armed Forces deployment), change their status to “Military Leave,” report zero wages, and enter the first day of unpaid leave as the Member Status Date.
To receive service credit for military leave, the employee must return to LAGERS-covered employment within one year of returning from duty.
Workers’ Compensation
The “Workers’ Compensation” status is used when an employee is out on approved workers’ compensation leave. Employees continue to receive service credit during this time.
If the employee will be on workers’ compensation leave for at least one full working day during a calendar month, change their status to “Workers’ Compensation,” report zero wages, and enter the first day they went on leave as their member status date in ECLIPSE. Note: Only update this status if the workers’ compensation claim has been approved.
Educational Leave
The “Educational Leave” status is used when an employee is on approved educational leave by your organization. Employees may receive service credit toward their benefit if the leave is granted for two years or less. If the employee will be out for at least one full working day during a calendar month, change their status to “Educational Leave” report zero wages, and enter their first day of leave as the Member Status Date. To receive service credit, the employee must return to covered employment following the completion of their leave.
Leave of Absence
The “Leave of Absence” status is used when an employee takes unpaid leave from employment. Employees do not receive service credit while on unpaid leave of absence. If an employee will be on unpaid leave at any time during a calendar month, change their status to “Leave of Absence” and enter the first day of unpaid leave as the Member Status Date.
If the employee is using paid vacation, sick, or donated leave and continues to receive regular pay, do not update the status until the paid leave ends.
Return to Work
The “Return to Work” status is used when an employee returns from military leave, worker’s compensation, educational leave, or an unpaid leave of absence.
You should also select this status when an employee who was previously terminated with your employer returns to covered employment as a rehire.
Death
Select the “Death” status if a current covered employee passes away. Any wages earned before the employee’s death (excluding any one-time, lump sum payouts) must still be reported for the month. For example, if the employee passed away on March 5, report any wages paid in March on the March wage report.
If the employee passed away on March 29, report any wages paid in March on the March wage report. and any carryover wages paid in April on the April wage report.
How to Update These Statuses in ECLIPSE
Use the same steps below for all six statuses
- Navigate to “Monthly Reporting.”
- Click “Report Monthly Wages.”
- Click the “Month / Year” hyperlink displayed in the “Un-submitted” section.
- ECLIPSE displays the “Payroll Summary Maintenance” screen.
- Under the “Department” column, click on department hyperlink.
- ECLIPSE displays the “Payroll Header Maintenance” screen.
- Locate the employee’s name on the wage report.
- Enter wages as required for specific status
- Under the “Member Status” drop down, select the appropriate status.
- In the “Member Status Date” field, enter the date based on the status rules above.
- Click “Save and Validate.”
