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Procedures Manual

14.2: Monthly Updates

Last Revised: Oct 1, 2010


Purpose

This procedure is used to make necessary changes on a monthly basis to retiree insurance deductions. Employers may submit monthly updates via FTP or TRSL Online Update.
Sections

Action to be Taken
Sample 1

Sample 2

Action to be Taken

The monthly insurance update submitted by each employer provides the necessary information to make the automatic insurance deduction from each retiree’s benefit.  This monthly update will contain all transactions involving retiree insurance deductions.  Each transaction will either be an add, a change, or a delete.

Alternatively, TRSL offers registered employers the ability to process insurance updates online. The agency or school board must first be registered to access the TRSL database, and the staff member who actually enters the insurance update must be specifically authorized to perform this function.  The authorization can be granted if so designated on TRSL Form 1, Authorized Contacts (Index 1.1).  Also, see Index 18.2 for electronic reporting instructions.

NOTE: Employers can access SSN records that match the Employer ID on member benefit record to process Retiree Insurance Deduction updates.

(click to enlarge)

 

NOTE:  New participating employers must submit to TRSL the FTP containing the information needed to set up retirees on TRSL records for the insurance deductions.

Tips for successful transaction processing:

  • Review member record on TRSL Inquiry System to ensure benefit record exist
  • Review benefit record on TRSL Inquiry System to determine if a deduction exist
  • Verify benefit status on TRSL Inquiry System is Active
File Name and Label
File name:  INSnnnn_mmyyyy 
  where ‘INS’ identifies the file type
  where ‘nnnn’ is the employer/agency number
  where ‘mmyyyy’ in the month and year of the processing period of the file

Refer to Index 18.2 for file layout and electronic reporting instructions.

Electronic Reporting Guide
 
Employer/Vendor ID This is the 4 digit numeric identification number assigned to each employer/vendor.
System Code This 1 digit field is the system plan code of the retiree. 
This information can be retrieved from the TRSL Membership System.
Social Security Number This 9-digit field represents the social security number of the benefit recipient.
Benefit Sequence This 1-digit field is the benefit sequence number assigned to the benefit recipient when benefit record is created. 
This information can be retrieved from the TRSL Membership System.
Valid Operation Codes A (Add) code is to be used when adding any “New Deductions” to TRSL file.
If a retiree chooses only one of the insurance deductions types initially and
adds the other deduction type later, the operation code to add the new option would be “A”.
C (Change) code is used when changing any existing deduction amount.
Once a deduction type and amount have been added to TRSL files by the above
procedure, the deduction amounts remain the same until a change or delete is submitted. 
If a 6070 or 6075 deduction already exists for a retiree, any changes in the deduction
amount will be submitted as a “C” in the Operation Code.
D (Delete) code is used when discontinuing a deduction type. 
It is used when a retiree drops one or both deduction types (6070 or 6075).
When entering a delete transaction, show only the “Deduction Type”.
The “Deduction Amount” and “Total New Amount” should show zeros on the transaction.
Deduction Type and Deduction Amount The deduction information includes up to 2 deduction types and corresponding amounts.
Valid Deduction Types 6070 Retiree Health Insurance
6075 Retiree Life Insurance
Deduction Amount The amount of the premium deduction for each deduction type on the transaction being made. It should be the amount to which the premium is being changed. The old amount will be overlaid.
  • If a deduction is being added, changed, or deleted on only one of the deduction types, enter only the deduction type and amount being added, changed, or deleted in the first entry of the table.
  • If the transaction contains only one entry, the second entry should be zero filled.
  • If nothing is being changed on the other deduction type, do not include it in the transaction. Enter zeros in the second entry of the table. It will remain on the deduction file exactly as it was the previous month.
  • If a change is to be made on an existing deduction and the retiree wishes to add or delete the other deduction, two separate transactions must be made.
Total Deduction Amount A control total of the deduction amounts in a single add, change, or delete transaction. It is not the total of the current coverage of the retiree.
  • If both deduction types exist on the retiree’s TRSL file and only one deduction type is to be changed, the transaction should involve only the deduction type being changed and the deduction amount to which it is being changed. The “Total New Amount” would be the total of the changed deduction amount.
  • If both deduction types are having changes in the deduction amount, the “Total New Amount” would be the total of the two changed deduction amounts.
  • If the transaction is rejected because of an error, the deduction file will remain the same as the previous month until a change is made.

Deadlines for Submitting Updates
The employer will notify TRSL when the original production input is to be submitted. The original automatic monthly production input should include all eligible retirees and will show only “A” in the Operation Code. This input creates the TRSL file for each retiree’s insurance deduction.

The TRSL Payroll Run is generated around the 20th of each month; therefore, production inputs must be in the TRSL office by the 10th of the month. This will allow time to correct errors, when possible, before the final payroll runs. The most recent production input will be held for one month.

Updates to the retiree insurance deductions file are made on an exception basis. This means only retirees requiring changes to their insurance deductions are to be included on the monthly updates.

*Monthly, TRSL places encrypted output insurance files on TRSL’s FTP site at the employer’s request.  These agencies use FTP “get” to pick up their encrypted file. Files are overwritten each month, so only the last file processed is available.

The Insurance Deduction File Processing and Deduction Update for Retirees/Beneficiaries reports are produced from file processing of input transactions.  This report is reviewed by TRSL and forwarded to the employer for corrections. Where there are error messages, appropriate corrective action is suggested by TRSL. See Sample Report 1-Insurance file processing validation report and Sample Report 2- Deduction Update for Retirees/Beneficiaries provided in this index. Possible error messages are referenced below.

Error Messages are given when the information on the monthly update input is incorrect. Errors will result in the transaction being rejected, and the member’s file will not be updated. When a transaction is rejected and time does not permit the change to be resubmitted, the deduction will be the same as from the last check. The employer may have to bill or refund retirees who have incorrect amounts deducted from their checks.
   
Possible Error Messages -validation process
Deduction must be zero Delete deductions amounts on the input transaction must be zero.
Invalid deduction type Review input data and refer to valid deduction type codes in this index.
Invalid Vendor/
Employer ID
This error occurs when the employer ID code of the input file being processed does not match the TRSL vendor/employer table.
Operation code invalid Valid operation codes are A,C, or D. Refer to Valid Operation Codes in this index for further details.
System code required for change Valid system codes are 2, 3, or 4. Refer to TRSL Membership System to validate your input transaction.
Vendor not last employer This error occurs when the employer ID code of the input file being processed does not match the employer ID of the benefit recipient.
Amt out of balance for SSN This error may occur when the total deduction amount field does not equal input file control total for the deduction amounts in a single add, change, or delete transaction. It is not the total of the current coverage of the retiree.
Invalid deduction amount This error may occur if the amount of the deduction on the input file is greater than the benefit recipient’s net amount. Refer to TRSL Membership System to validate net benefit amount.
   
Possible Error Messages –update process
Deduction exists, add invalid This error may occur when an Add operation code is on the input file and a deduction already exist on the benefit recipient record.
Deduction not found for update This error may occur because the operation code is invalid. Example: The employer operation code is C (change) for a record that did not have an existing deduction. The correct operation code should be A (add); the employer operation code is D (delete) for a record that did not have an existing deduction. No transaction required.
Benefit not found This error may occur because a payroll record does not exist or the person is not a member of this system. Member may be in the process of retiring but the processing is not complete and a benefit payroll record does not exist. Go to TRSL Employer/Membership Information System to verify benefit status.
Deduction too large for source The deduction amount is greater than the benefit recipient’s net benefit amount.
Benefit is suspended The benefit for this retiree has been suspended or canceled and no benefit payment will be issued. Refer to TRSL Membership System to validate the benefit status. Resubmit input transaction when suspended benefit changes to active status.
Online Processing – TRSL Membership System The Online Insurance Deduction Update is used to update retiree benefit deduction information. The agency or school board must first be registered to access the TRSL database, and the staff member who actually enters the insurance update must be specifically authorized to perform this function.  The authorization can be granted if so designated on TRSL Form 1, Authorized Contacts (Index 1.1).
Can not have state and retiree deductions A valid deduction type exist on the benefit recipient record.  Multiple deduction types are not allowed.

Click to enlarge

Insurance deduction update transactions are allowed from the 1st through the 15th day of the month.  A reminder message is displayed on the screen (shown below).

Online Insurance Deduction Update
Online Deduction processing updates the insurance deduction transaction immediately. Changes can be viewed on the Benefit Payroll record. No input file is needed.

Enter SSN in the Query Record box on the left side of the form and click select.  This will retrieve the current retiree deduction information on the system.  Employers have the option to add, delete, or change a deduction amount.  To update an existing insurance deduction amount you must enter the new deduction amount and click the Update button to complete the transaction. A confirmation / error message will be displayed at the top of the page.
Transaction Type   Add Denotes that a deduction does not currently exist. If desired, the deduction can be added by entering an amount greater than zero.
Delete Check the box to process the removal of the insurance deduction.
Change Deduction Amount To change the deduction amount, enter the new deduction amount in the insurance deduction column and click the update button. (do not select the delete box)
Deduction Type Displays the deduction type code and the description name.
Amount   The insurance deduction amount displayed with a zero amount and Add Transaction Type, indicates this is an insurance deduction not currently active on the benefit record, but available to be added as an insurance deduction if desired. An existing insurance deduction will be displayed with a Transaction Type Delete option.  The amount field will display the current deduction amount.  To change, enter new insurance deduction amount and click Update.
Update Function Select this button to process the insurance deduction transaction. Once all required information has been modified, click the Update button. A confirmation / error message will be displayed at the top of the page.

Example (click to enlarge)

:
Any questions regarding monthly updates may be directed to TRSL Accounting Department staff by calling 225-925-6446, ext. 7261.

  
Sample Report 1 (click to enlarge)




Sample Report 2 (click to enlarge)


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