- Will we know what validations invoke on a person?
When the edit invokes, you will see the edit description, severity (fatal, warning or informational) and the edit resolution (instructions of what fields to review and required corrections).
Fatal means the reported information is incorrect and a correction must be made before the member’s reported information will post to his/her record at TRS.
Warning means that the information may or may not be correct. You must review the reported information and make any necessary corrections.
Informational means that we are bringing information to your attention. You should review the information.
Following are examples of each type of edit:
Total number of Days Paid is greater than zero for an Employment Type of Extra Duty.
Resolution: Either the employment type or the days paid must be corrected. If none of the member’s duties required licensure, then the days paid must be changed to zero since TRS cannot award service credit for non-licensed work. If the member performed duties that required licensure, the employment type must be changed.
Employment Type is Full-Time or Part-Time Contractual and reported Days Paid appear to be greater than the number of possible work days based on the district’s payroll frequency.
Based on the district’s payroll frequency, the reported Days Paid are more than the possible number of work days in the pay period. Days Paid are greater than five for a weekly payroll frequency. Days Paid are greater than 10 for a bi-weekly payroll frequency. Days Paid are greater than 12 for a semi-monthly payroll frequency. Days Paid are greater than 23 for a monthly payroll frequency. Corrections are required to either the reported payroll frequency and/or days paid.
The member has been reported as Employment Type E – Extra Duty however, he/she has not been reported as a F- full-time or P - part-time contractual employment type with another TRS-covered employer.
If the member performed only extra duties not requiring licensure, ensure he/she is employed at another TRS-covered employer as a F – full-time or P – part-time contractual member when the extra duty was performed. If the member has been correctly reported because he/she worked as a F or P employment type at another employer confirm the reported information is correct. If the member performed work that required licensure, correct the employment type, days paid, etc.
The member’s Job Category is teacher and the reported Contract Days are over 220.
Ensure the Job Category and Contract Days are correctly reported. For a teacher, the contract days will generally be 180 or 185. For a teacher, report the contract days as the number of days paid on the district’s school calendar including any paid emergency days and/or paid holidays. Do not include any days the member performed licensed duties outside the contract calendar. These days will be reported the Payment Reason of Licensed Extra Duty Outside the Contract Calendar. Ten-, 11- or 12-month administrators will typically be reported as 220, 240, or 261 days. If a member works a partial year, the contract days will be equal to what he/ she would have worked had the member been employed the full year. Make any necessary corrections to Job Category and/or Contract Days or confirm the reported information is correct.
To date, a TRS annuitant has worked 550 or more hours but less than 600 hours.
The member is approaching the 600-hour post-retirement employment limitation. If the annuitant exceeds the post-retirement employment limitation of 600 hours, he/she will become an active member and will be reportable on the following pay period.
Work that would earn service credit for active members is subject to the post-retirement employment limitations for annuitants. All time that a teacher or administrator is required to be present for licensed duties is subject to the limitations. For teachers, this includes preparation periods and time before, between, and after classes. For administrators, this includes all time that is required to be spent on administrative duties, such as attendance at board meetings and contract negotiations. Paid sick, personal leave and vacation are subject to the limitations. In addition, licensed work performed on Saturdays and Sundays is subject to the limitations. Five hours is the maximum number of hours per day applied toward the limit, regardless of the actual number of hours worked. On days in which the employment is less than five hours, the actual time worked should be counted.
The reported Email Address does not match the member’s email address on file with TRS. The email address on file with TRS will be updated based on this report.
The reported Email Address does not match the member’s email address on file with TRS. Please review the reported Email Address and make any necessary corrections. The email address on file with TRS will be updated based on this report.
A list of all edit codes with their severity and resolutions will be provided.
- For members with warnings, will we be required to enter an explanation of why the reported information is correct?
No, you will not be required to enter an explanation. You will be required to review the reported information. If the reported information is incorrect, you will need to make any necessary corrections. If the reported information is correct, you will select that you verify that the reported information is correct.
- Are the validations by person?
Some load edits are File Level Validations, Header edits and Footer edits. The remainder of the edits are member level edits.
- Will there be an edit that identifies increases in earnings and if yes, will this edit invoke if a person is paid for coaching?
Yes, there is an edit that identifies change in base earnings from the last report by 15 percent or more without a corresponding change to Employment Type, Job Category, FTE Percentage, and/or Full Annual Rate. This edit compares base salaries only. This edit will not invoke if the coaching is reported under the correct payment reason. Coaching is reportable under the payment reason of ED – Extra Duty/Stipends.
- Who is verifying the validations?
Each district can have up to three System Administrators. The System Administrators will assign security roles at the employer. It is a district level decision to determine who at the district will review the validations that invoke on members.
- What is the turnaround time for errors?
You will be able to view your errors immediately.