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Procedures Manual

6.7: Certification of Sick Leave

Last Revised: Feb 1, 2016


Purpose

Use these procedures to submit and certify a member’s sick leave information during a member’s employment and at time of retirement. Employers can report and correct a member’s historical sick leave information with the “Online Update” processes or by transmitting a sick leave data input file. Employers can also report the number of sick leave days paid to a retiring member or to a member who is entering the Deferred Retirement Option Plan (DROP), if applicable.

Employers are encouraged to report the sick leave information to TRSL on an annual basis. Reporting the sick leave information enables employers to spend less time researching old records to retrieve data when a member applies for retirement and it provides a disaster recovery tool for both the employer and TRSL.

Employers will certify the following sick leave information for each fiscal year (July 1 – June 30):
  1. Months of contract (9, 10, 11 or 12)
     
  2. Number of sick leave days used, and if applicableNumber of summer school days worked with the percent effort
     
  3. At retirement employers will also report the number of sick leave days paid, even if zero.
 
Sections

Certifying Sick Leave Online

Certifying Sick Leave via Data File

Certifying Sick Leave Days Paid

General Notes

Certifying Sick Leave Online

The Sick Leave Online Update program allows authorized employer representatives to update an existing sick leave record or add new sick leave records. The same update or add functions can be done via a sick leave data file. See procedures below for this process.

Descriptions of all error messages, causes of the error, and correction actions can be found on the Online Reporting Error Messages table here:

  1. Log into TRSL’s Online Update program.
     
  2. Select the “Sick Leave Update” feature.
     
  3. Under “Query Record,” enter:
    • System: 4 - Regular; 3 - Plan B; 2 - Plan A.
       
    • SSN: Member’s Social Security number.
       
    • Use Employment History: This block is defaulted to use TRSL’s employment history unless the beginning and ending dates of employment are entered. Each FY found on TRSL’s employment history or from the entered dates of employment will be selected.
       
    • Beginning Date (Optional): Enter the member’s beginning date of employment.
       
    • Ending Date (Optional): Enter the member’s ending date of employment.
       
    • Contract Months (Optional): The valid contract months are 9, 10, 11 or 12. If the Contract Months are selected, the program will preload the Months of Contract in the input form. The preloaded data can be overwritten.
       
    • Under “Display Records,” choose one of the following:
      • Click “All.”
        • To add sick leave for all uncertified years and update previously certified years.
           
      • Click “Add Only.”
        • To add sick leave data only.
        • To add sick leave and summer school data.
           
      • Click “Updates Only.”
        • To update or delete previously certified sick leave or summer school data.
        • To add summer school data when the sick leave days have already been added.
           
  4. Click “Select.”
     
  5. Add or Edit Sick Leave.
NOTE: When adding data for multiple fiscal years and one year is missing, be sure to delete the months of contract or leave the fields blank for that year. If not, you will get an error message stating “Days Used must have a value to add this record.”

 (click to enlarge)


 

Certifying Sick Leave via Data File

Employers can report their employees’ sick leave information via a data file. Employers should begin reporting sick leave information on a fiscal year basis as well as all historical data. See Index 18.2 for a copy of the Sick Leave (SL) Data Input file layout and specifications.

  1. Sick Leave File Submission: Two Methods (EMIS or FTP)
    • Upload unencrypted file on the Employer/Membership Information Site (EMIS). Employers can obtain access for EMIS file submissions by submitting an Authorized Contacts form (Form 1) to TRSL.
      1. Select “Submit Files” Menu.
         
      2. Select “Sick Leave.”
         
      3. Click “Browse” button to select correct file path and filename for the sick leave file saved on employer’s system.
         
      4. Click “Upload and Post File” button.
         
      5. A message will be displayed to either confirm successful processing or if file upload error has occurred.
         
      6. Upon successful processing, records will update immediately in EMIS.  A summary report is also created for employers with information on any records rejected from the file.
         
    • Send encrypted file via File Transfer Protocol (FTP). Employers’ encryption software must be compatible with PGP encryption (Refer to Index 18.2).
      1. Use correct filename convention (SLnnnn_mmddyyyy.pgp) to ensure correct processing
        nnnn is employer ID number; mmddyyyy identifies date file created; .pgp identifies file as PGP encrypted.
         
      2. Transmit file via encryption software.
         
      3. File will transfer overnight.
         
      4. Upon successful processing, records will update in EMIS on the next business day.
         
  2. Rejected Records - records not updated onto TRSL's database from the Sick Leave Data file.
    • Reasons for Rejections:
      1.  Return-to-Work (RTW) Retirees – rehired retirees are not eligible to accrue TRSL sick leave credit.
         
      2. Invalid SSN – SSN does not exist on TRSL records.
         
      3. Duplicate Sick Lv Record – exact duplicate data previously reported.
         
      4. Retired Status – sick leave data for retirees (Service, DROP, Disability, etc) cannot be reported via data file.
         
    • Rejected records will not appear on the employer’s Sick Leave Error Report. 
       
    • To report sick leave for a previously rejected record (if still needed), use “Sick Leave Add and/or Update” program under Updates Menu in EMIS. Updates must be processed one record at a time; cannot use data file method to report.
       
  3. Retrieve Sick Leave Error Report
    • The Sick Leave Error Report is used to generate a listing of records that were reported via Sick Leave Data File with invalid sick leave data. As the errors are cleared (see instructions below), the errors are removed from the report. If there were no errors, the message will state “No Sick Leave Errors Exist.”
       
    • To generate the report, log onto TRSL’s Employer/Membership Information Site (EMIS).
      • Under Reports menu, select “Sick Leave Errors.”
      • Click “Select” on the left side of the page.
         
    • The report will include members’ names and SSNs along with the data reported via Data File and the following error codes:
      • A– NO LONGER USED.
      • B– Total days used cannot be > 265 days.
      • C– Days used cannot be negative.
      • D– Valid months of contract are 9, 10, 11 or 12.
      • E– Total summer school days cannot be greater than 55 days.
      • F– % effort for summer school days cannot be > 100%.
      • G– % effort required if summer days worked is > 0.
      • H– Invalid fiscal year.
         
  4. Procedures for Clearing Errors from the Sick Leave Error Report
    • To clear the errors from the Sick Leave Error Report, re-submit a new data file. Exact duplicate records will be rejected and will not appear on the Sick Leave Error Report. The records containing the corrected information will be processed, or
       
    • Use the “Sick Leave Add and/or Update” program under Updates Menu in EMIS. For code H, the data must be deleted first, and then the correct data must be added.


Certifying Sick Leave Days Paid
  1. The “Sick Leave Days Paid Update” program allows authorized employer representatives to report the number of sick leave days paid at the time of retirement (formerly certified on the Agency Certification (Form 11B). Report the number of “days” paid, not hours.
     
  2. If the payment of sick leave days occurred upon entering DROP, those days paid should also be reported.
     
  3. To report the number of sick leave days paid:
    • Log onto TRSL Inquiry.
    • Select Sick Leave Days Paid Update from the Online Update list on the Main Menu.
    • Enter the member’s social security number.
    • Click Select.
       
  4. To add the number of sick leave days paid, enter the number of days paid, then click ADD.
     
  5. To correct the number of sick leave days paid, enter the correct number, then click UPDATE. 
     
  6. To delete the number of sick leave days paid, click DELETE.
 (click to enlarge)



General Notes
  1. An employer representative cannot certify his/her own sick leave information.
     
  2. Contract Months – Enter 09, 10, 11 or 12. Round the months of contract to the nearest whole number. For example, if member’s months of contract is 9.25, round to 9. If member’s contract is 10.50 months, round to 11. When certifying sick leave days used for a fiscal year, if there are multiple months of contracts throughout the fiscal year, enter the months of contract with the higher percent of service credit. If the percent of service credit is the same (ex: 50/50) for each month of contract, then enter the largest number as the months of contract. For example, if the member worked three months as a 12-month employee then switched to a 10-month employee for the remaining 9 months, then enter 10 as the months of contract for the fiscal year since the member worked more as a 10-month employee than a 12-month employee.
     
  3. All sick leave information is reported based on a fiscal year (July 1 – June 30).
     
  4. Summer School Percent Effort – Enter the percent effort the member worked during the summer. If the member worked 2 hours out of a possible 4 hours, enter 050 for 50%. Here is another example: Member worked at more than one percent of effort during summer school for a fiscal year. For example, in fiscal year 2006-07, the member worked 45 days in July and August 2006 at 75% effort and 20 days in June 2007 at 50% effort. Convert the percents of effort and enter the total amount of summer school days worked as 100% effort.

    45 × .75    =    33.75 days
    20 × .50    =    10.00 days
    43.75 total days at 100% effort (report this information)
     
  5. Summer School Days Worked – Enter the number of summer days worked for the fiscal year (July 1 – June 30).  Generally, summer school covers the period from June through August.  This period covers two fiscal years.  The summer days worked in June would be reported on one fiscal year and the days worked in July and August would be reported in the next fiscal year.
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