TX 09R TRS TEAM Monthly Reporting

Transcription

1 TX 09R TRS TEAM Monthly Reporting What will be covered: This session will demonstrate the TRS TEAM monthly reporting options. This session includes a discussion on issues encountered and how the software determines the data to report. Update TRS Work Days: o Update Parameters: Discussion on updated from Employee Management, True Time or Sub Tracking o TRS Work Days Quick Update o TRS Work Days/Hours Export/Import o Adjust TRS Work Days o Zero Days Reason Mass Change Calculate Matching Expenditures (will not discuss in detail the calculations as time is limited and session 4R is for this topic) Extract TRS Data: o Pay Codes to Include with Primary o Employee Data (ED) Records Selection Parameters Position-Assignment/FTE Cross Reference o Regular Payroll (RP) Records o Employment after Retirement (ER) Records Maintain TRS Data Reporting TRS Data Creating the Submission File Post TRS Links to additional resources Link to PowerPoint TRS TEAM Processing Manual TRS TEAM Data Elements

2 Texas Skyward User Group Conference TRS TEAM Monthly Reporting Sara Olson - Skyward

3 TRS TEAM Monthly Reporting This session will demonstrate the TRS TEAM monthly reporting options. This session includes a discussion on issues encountered and how the software determines the data to report. Update TRS Work Days Calculating Matching Expenditures (not in depth in this session) Extraction of TRS Data Setting up templates Full vs. Partial Maintain TRS Data Reporting TRS Data Creating the Submission Files Post TRS (not in depth in this session)

4 TRS Work Days Update TRS requires that all employees be reported, regardless of eligibility and all employees will be reported with Days Worked. Most employees will also be reported with hours. Days Worked All employees Hours Scheduled weekly value employees who have a set schedule Hours Worked monthly value employees who clock in and out/track actual time, and also retirees regardless of the type of employee they are Non-retiree subs will not have hours reported

5 TRS Work Days Update continued Create 3 templates one for your Hours Scheduled employees, one for your Hours Worked employees, and one for your retirees

6 TRS Work Days Update continued If you have employees who cannot be pulled into the process via Employee Management, True Time or Sub- Tracking, you have two additional options for data entry

7 Adjust TRS Work Days Each month, run the Adjust TRS Work Days process. Create 3 templates that mimic those used during the TRS Work Days Update process.

8 Zero Days Reason Mass Change Use this process when you have large quantities of employees who received compensation but didn t work during the report period. TRS will not accept their RP record with 0 days/0 hours without a Reason Code

9 Calculate Matching Expenditures This process must be run prior to extracting your data. It will calculate the Federal Grant Matching, TRS Care, Stat Min, Non-OASDI, New Member Matching and On-Behalf for all applicable employees

10 Extraction Overview It is important to ensure that your extraction templates are consistent with one another, particularly with regard to the Pay Codes to Include with Primary Pay. Pay Codes to Include in Primary is used to tell the system which pay codes to ignore the TRS Position Code on and roll those pieces of compensation up with a person s primary pay. This will eliminate additional, unnecessary RP20 records for pay that may be used generically across your district but is not considered wholly separate. When selecting pay codes to include with primary pay, consider the following: Is the pay TRS Eligible (such as a phone allowance)? -- if not eligible, you can include the code Is the pay something that is used generically across different types of employees (such as a Dock pay some districts have a single Dock code set as Position Code 3)? -- if yes (used across multiple types of employees), you can include the code Is the pay used to represent a wholly separate type of duty (in particular for employees subject to the state base) (such as driving bus or extra duty athletics which could also be paid to teachers)? -- if yes do NOT include the code

11 Extraction Overview continued Because of the importance in making sure your templates are consistent, it is recommended that you create one template and use the Clone feature to copy it and modify the cloned version so it can be used for the next format type. Repeat until all templates have been created. Inconsistent templates lead to inconsistent record creation.

12 Extraction ED data This template will be used to generate your ED data each month

13 Extraction RP data This template will be used to generate your RP data each month

14 Extraction ER data This template will be used to generate your RP data each month

15 Extraction Process The extraction process produces an exceptions report for you to review. This report is going to look for higher level issues that could cause problems during the process (such as missing data)

16 Maintaining your data There are two different ways to review/maintain your extracted data. Maintain by Employee see one person at a time and all records they have ever had since TRS TEAM was implemented

17 Maintaining your data There are two different ways to review/maintain your extracted data. Maintain by Report Period see all the extracted data for a particular report period

18 Reporting/Reviewing your data Prior to sending your data to the TRS Portal, it is recommended that you run some additional reports within Skyward to verify that your information is as accurate as possible

19 Reporting/Reviewing your data Prior to sending your data to the TRS Portal, it is recommended that you run some additional reports within Skyward to verify that your information is as accurate as possible

20 Reporting/Reviewing your data Prior to sending your data to the TRS Portal, it is recommended that you run some additional reports within Skyward to verify that your information is as accurate as possible

21 Exporting your data creating your files When you are ready to send your data to the Portal, you will want to go into the Export TRS Data area. You can export one file type at a time (ED, RP, or ER) or all of them at once. The report that generates tells the total number of records in each file type

22 Saving your files locally Once you have processed the Export(s), you can retrieve your file(s) in the View Exported Files/Save Locally for Submission area. Highlight on the file you want to save and click View

23 Post TRS Run your Post TRS Process to create your Matching Expenditure and On- Behalf journal entries and your Invoice for the Matching Expenditure payments.

24 End of presentation Extra space for other notes

25 Texas Skyward User Group Conference THANK YOU FOR ATTENDING!