The internal software that you use for TRS reporting is considered the true system of record.
What does that mean: Employment dates, contract information and payroll data (for both active employees and retirees) should be stored in your software.
Why does this matter: Submitting correct data to TRS is how you ensure that the employees are able to earn their benefits for retirement, put money in their actual TRS account, and create records that may be used to help purchase service credit in some situations.
It also helps fulfill your obligation as a RE to report data as accurately as possible.
Having accurate data in your software reduces time spent making corrections in the RE Portal and minimizes emails from the Exceptions teams at TRS.
Example: A teacher receives an eligible stipend for being a UIL sponsor. An RP20 was created for extra duties on an 03 position code, but it should have been reported on their 02 teaching record. The RP20 for the 03 record was deleted. Three years later, this employee wants to retire but he says his reported salary should be higher.
- Was the salary on the 03 record combined with the 02 RP20?
- Was the salary deleted and never reported in error?
Questions about discrepancies can only be resolved by reviewing your own records.
What can you do: Evaluate your processes so that the information submitted to TRS is as accurate as possible.
Make sure any changes submitted in the RE Portal are reflected in your internal software. For example, if you update the ending date of contract or TRS eligibility flag in the RE Portal, it should be reflected in your internal software. If you need to update the contract again, you want your software to populate the correct information.
It may help to reach out to your software provider that you use for TRS Reporting. They may be able to help configure your software so that it generates an accurate report with fewer errors. Ideally, the data you submit to TRS in the initial report is 100% accurate with no errors. This will help reduce time spent working on your TRS Reporting.