Whenever a Regular Payroll (RP) or Employment After Retirement (ER) record is removed before reaching a completed status, a Deleted Records Verification report is generated. This report provides detailed information to TRS about why the record was deleted. When completing the verification report, select one of the following reasons for deletion:
| Reason | Description |
|---|---|
| Record was Combined | This reason code should be used if your software generated multiple RP20 records for the same individual and you need to consolidate the information into one RP20 record. |
| Record Created in Error | Select this option if the RP20 record is unnecessary, and no reporting is required for that employee for that report month. |
| Duplicate Record | If your software has created two RP20 records with identical information, confirm they are duplicates and delete one RP20 record. |
| TRS Maintenance or Defect | Only use this reason code when instructed by your RE coach due to a defect. Sometimes, deletion is necessary, pending scheduled software maintenance. |
| Retiree Reported on RP | You have determined that the RP20 record created is for a TRS retiree and should be reported on ER report. Delete the RP20 record, create an ER20 to report the information, and update your software to reflect the employee is a TRS retiree. Note: You should not take this step unless all compensation and contributions that the retiree earned prior to retiring as an active member have been reported to TRS. If this is compensation earned prior to retirement, please reach out to your coach for assistance. |
| Non-Retiree Reported on ER Report | Confirm with your coach that the employee is not a TRS retiree. Once confirmed, delete the ER20 record from your report and create an RP20 record. Also, you should update your software to generate future RP20 records. |
| No Longer Employed | Confirm that an ED90 record was submitted for this employee before deleting the RP20 record. You may delete the RP20 record if it is determined that the record was generated after the final report month and no further reporting is needed. If you need to report final compensation after the final report month, please reach out to your coach for further assistance before you delete the RP20 record. |
| Other, Please Explain | Use this reason code if the record being deleted does not fall under one of the other options. When selecting Other, please make sure to provide sufficient information to justify the record’s deletion. |