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Procedures Manual

4.7: Contributions Exception Report

Last Revised: Feb 1, 2016


Purpose

This index provides procedures for correcting errors on the Contributions Exception Report. The exception report identifies reporting and enrollment errors. It also identifies those members who have not been terminated. The exception report is available online for employers with access to TRSL web inquiry.

TRSL will notify all employers via email by June of the last possible day in July to submit salary corrections; in order to close the employer’s account by the August 1 deadline. TRSL will not accept Contribution Correction changes after the July deadline. Any changes or adjustments after that date will require a Prior Year Correction of Earnings and Contributions, see Index 4.6.
Sections

Action to be Taken

Sample Report


Action to be Taken
 

  1. Retrieve the Contributions Exception Report online:
    • Log in to the Employer/Membership Information Site and on the left column display under “Employers,” select “Employer Contribution Charges.”
       
    • Enter the appropriate system (2, 3, 4) and the fiscal year in “Query Record.”
       
    • Click on “Error” next to the last month reported to retrieve the report. Two windows will appear. One window contains the report, and the other contains descriptions of report options. See Sample Report below in this index.
       
    • You may discard older reports. As errors are cleared, they are removed each time a new report is generated. If an error was on an older report but does not appear on the current one, the error was resolved or cleared. Review the date and time stamp in the upper left hand corner to identify the latest exception report.
       
  2. The following information appears on the exception report:
    • Member Name - name on TRSL’s database that matches the Social Security number reported on the contributions report. If name reflects “Name Unknown,” that means the Social Security number reported does not exist on TRSL’s database. The person needs to be enrolled, or the member was enrolled / reported under an incorrect Social Security number or the money needs to be deleted. Refer to “Reported Not Enrolled” described later in this index.
       
    • SSN - Social Security number reported on the Contributions Report.
       
    • Start Date - latest enrollment date reported by the employer. If start date reflects 00/00/0000, no enrollment date has been reported. Either enroll the employee or delete the money.
       
    • Term Date - termination date reported by the employer. If term date reflects 00/00/000, no termination date has been reported. Refer to Employer Terminations, Index 4.4, for terminating procedures.
       
    • Status - Status on TRSL’s database. Some common statuses are:
      1. Active - member is enrolled and has not been terminated.
         
      2. Inactive - member has been terminated.
         
      3. Unknown - employee has not been enrolled.
         
      4. ORP Member - money must be deleted then reported on an Optional Retirement Plan (ORP) monthly contributions report. Refer to Index 16.0 for more information.
         
      5. DROP Mbr - a member who is currently participating in the Deferred Retirement Option Plan (DROP). No contributions are due during DROP participation.
         
      6. Activ-DROP - a DROP member who chose to continue employment after his or her DROP participation period ended.
         
      7. DROP Ret - a DROP member who terminated employment after DROP. This retired member is considered as a return-to-work DROP retiree. Refer to Index 15.0 for more information.
         
      8. Retired - a member who retired with a regular service retirement.
         
      9. RTW-ACT1173 - Retired AND became a re-employed prior to July 1, 2010.
         
      10. RTW-CS-FT - Critical Shortage Full Time.
         
      11. RTW-CS-PT - Critical Shortage Part Time.
         
      12. RTW-921SUSP - Suspension of Benefits (duration of employment).
         
      13. RTW-EL-ADJ - Earnings Limit Adjunct.
         
      14. RTW-ELK12SB - Earnings Limit PreK-12 Substitute Classroom Teacher.
         
      15. RTW-ELAELI - Earnings Limit Adult Education or Literacy program administered through a public institution of elementary or secondary education.
         
      16. RTW-ADVSPCH - Speech-related Advanced Degree (Advanced degree in speech therapy, speech pathology, or audiology, returning in any position. No earnings limit).
      •  
    • Status Date - date when the above statuses became effective.
       
    • Reporting Period - month/year in which earnings and contributions were reported or expected.
       
    • Contrib Type - identifies whether the contributions were reported as sheltered or unsheltered.
       
    • Actual Earnings - actual earnings as reported.
       
    • Contribution - contributions as reported.
       
    • Full-Time Earnings - full-time earnings as reported.
       
    • Exception Message - based on reported data.
       
  3. The Contributions Exception Report identifies either data reported in error or the lack of required data. Following are some common errors and the corrective actions required to clear the errors:
    • Enrolled not reported.
      • Active status: indicates that the member was enrolled during a period without a value of earnings submitted on the Monthly Salaries and Contributions Reports. See Index 4.0 for more information on how to report monthly contributions.
        To resolve the error:
        1. Verify that the enrollment and termination dates shown on the exception report are correct. Report to TRSL via email to your assigned liaison of any changes to these dates.
           
        2. If the member was inadvertently omitted from the contributions report, add the member’s salary and contributions using the online update for Contribution Correction. Refer to Contributions Corrections Report, Index 4.3, for more information on correcting reported information.
           
        3. If the member has terminated, process the termination online. Refer to Employment Terminations, Index 4.4, for more information on terminations.
           
        4. Adjust corresponding reports/deductions on your agency’s own software and payroll reports. This step will prevent future exceptions for the same issue on the same employee.
           
      • ACTIV-DROP status: indicates that the DROP member chose to continue to work after DROP with no earnings reported.
        To resolve the error:
        1. Verify that the enrollment and termination dates shown on the exception report are correct. Report to TRSL via email email to your assigned liaison of any changes to these dates.
           
        2. If the member was inadvertently omitted from the contributions report, add the member’s salary and sheltered contributions using the online update for Contribution Correction. Refer to Contributions Corrections Report, Index 4.3, for more information on correcting reported information.
           
        3. If the retiree has terminated, submit a copy of the Termination of Employment at the End of DROP Participation/Employment (Form 11H) that was completed when the DROP member terminated.
           
        4. Adjust corresponding reports/deductions on your agency’s own software and payroll reports. This step will prevent future exceptions for the same issue on the same employee.
           
    • Reported not enrolled - indicates that the member was reported on the contributions report during a period in which he or she was not enrolled.

      Note: A separate listing of all active, inactive, or return-to-work retirees who have been reported but not enrolled can be ordered online.
      • ‚ÄčTo order the listing:
        1. Log in to the Employer/Membership Information Site and under Reports click on “Reporting Not Enrolled.”
           
        2. Enter the appropriate system (2, 3, or 4), fiscal year, and click select in “Query Record.”
           
        3. The query will provide a listing of employees who have reported a value of earnings but are not currently enrolled in the system.|
           
      • To resolve the error:
        1. Verify that the enrollment and termination dates shown on the exception report are correct. Report to TRSL via email to your assigned liaison of any changes to these dates.
           
        2. If the member is listed as “Name Unknown” and the enrollment date reflects 00/00/000, this indicates that TRSL has not received a processed online enrollment or an Enrollment Application/Employment Notification (Form 2) from the employer. Refer to Membership Eligibility and Enrollment, Index 2.0, for more information on enrolling employees.
           
        3. If the member’s name is listed and the status is either “Active” or “Inactive,” process an online enrollment or complete an Enrollment Application/Employment Notification (Form 2). Refer to Membership Eligibility and Enrollment, Index 2.0, for more information on enrolling employees.
           
        4. If the member’s name is listed and the status is “Retired,” process an online enrollment for a return-to-work retiree. The member’s benefit may be subject to suspension once the enrollment is processed, and contributions may need to be deleted depending on whether the member is considered a “Retired Teacher” or “Retired Member.” Refer to Retiree Returning to Work (Index 15.0) for more information.
           
        5. Delete the value of earnings reported using the online Contribution Correction if this value was reported in error. Refer to Contributions Corrections Report, Index 4.3, for more information on correcting earnings and contributions.
           
        6. Adjust corresponding reports/deductions on your agency’s own software and payroll reports. This step will prevent future exceptions for the same issue on the same employee.
           
    • Contributions unreasonable - indicates that the contributions reported were not based on the appropriate contribution rate for that retirement plan. To resolve the error, process a Contributions Corrections online replacing the reported earnings and contributions with the correct values.
       
    • Contribution amount must be zero - indicates that member has reached the 100 percent limit and, therefore, no more member contributions are due. To resolve the error, process a Contribution Correction online replacing the reported contributions with the correct figures ensuring that the contributions are 0.00. Refer to Index 4.1 for more information on reporting members with over 40 years in the Regular Plan.
       
    • Contribution type invalid - indicates that the contributions reported were the wrong type (sheltered or unsheltered). To resolve the error, process an online Contribution Correction to delete the money reported and then add the salary + full-time earnings. The system will automatically change the contribution type.
       
    • Actual earnings > fulltime earnings - indicates that the actual earnings reported are greater than the full-time earnings reported. To resolve the error, process an online Contribution Correction, replacing the reported earnings with the correct full-time earnings.
Sample Report (click to enlarge)

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