As a part of the full payroll reporting requirement, TRS expects a record for each employee for every month of their contract. This helps to ensure that the employee’s information is being reported accurately and that each member’s annual statement is correct. There are seven warnings that identify individuals with active contracts covered by the current report month, and who have information missing from the current or prior months. This article will cover three of the warnings. Additional articles will follow with information about the remaining report warnings.
Working these warnings will help ensure that all your employees are being reported correctly and are in compliance with the TRS Laws and Rules. It also helps minimize corrections needed through early detection of incorrect reporting. It’s recommended to begin working your warnings for the current report month as soon as the RP report has cleared. Investigation into the three warnings will need both the View Employment Information screen and your employer system. The View Employee Information Guide provides a full walkthrough of this screen.
The three warnings for Missing Regular Payroll records that this article will focus on are as follows:
Each of these warnings focus on individuals with an open contract that did not have an RP20 (employee compensation and contribution record) record for the current month. To work warnings of this type, review the person’s status in your system. Simultaneously, please open the View Employee Information screen in the RE Portal.
Terminated Employee
If this employee has terminated all employment, regardless of the termination reason, submit an ED90 (employee compensation and contribution record). Review the transactions on the View Employee Information screen to ensure the employee has an RP transaction for each month they have worked and/or received pay from your RE.
Non-terminated Employee
Verify the employee’s reported position code(s) on the View Employee Information screen and compare it to your system. If the position code is incorrect, please submit an ED45 (employment and position adjustment record) record to update the position code on file with TRS. Contact your RE coach if you encounter any unexpected errors on the ED45 record.
If the position code in TRS matches your system, review your system to see if this person received any pay and/or worked any hours/days in the report month. If there are no hours and days, you will need to submit a Zero Record with the appropriate Zero Day reason code to TRS using an RP25 (adjustments to employee compensation and contribution information record).
If you determine there should have been a record created, review your system to see if an RP25 will be created on the next month’s report. If you are not certain, please contact your software provider so that your set up can be reviewed. If the RP25 will not automatically be created by your software system, create an RP25 on an RP Adjustment report within the RE Portal.
