Payroll 101. Region 18 Education Service Center

Payroll 101 Region 18 Education Service Center

Payroll Checklist PAYROLL MONTH YEAR Part 1 - Run Payroll and Post to the Master File Part 2 - Create the EFT File Part 3 - Make the Payroll Tax Payment Part 3 Continued - Post the Tax Payment in RSCCC Part 4 - Interface Payroll to Finance Part 5 - Run Deduction Checks Part 6 - Complete the TRS Submission Part 6 Continued - Post TEXNET Payment in RSCCC Part 7 - Reconcile Payroll Accounts Part 8 - Submit the FSP Staff Totals

PART 1: RUN PAYROLL AND POST TO THE MASTER FILE PAYROLL MONTH YEAR 1. CREATE PAYROLL BACKUP FOLDERS On the desktop create a master folder for the payroll. Name the folder Master Payroll. Inside the Master Payroll folder, create these additional folders: 1. Pre-Post 2. EFT File 3. Pre Interface 4. Pre Deduct Ck Interface 5. TRS 373 Stat Min 6. TRS 3 7. TRS 489 8. TRS On-Behalf 9. TRAQS 10. PDF Reports 11. Transactions Transfer Make a copy of the Master Payroll folder and paste it on the zip disk. Rename this copy indicating the month and year, i.e. Feb 08 Payroll. You will retain the Master Payroll folder on the desktop to be copied to the zip disk and renamed each month; or burn the backup folder to a CD. Once the payroll for the month is complete, the zip disk/cd contains all backups for the month for permanent filing. 2. BUILD PAYDATE TABLE Tables> Pay Dates> Right click Add Enter the Pay Date> Begin Date> End Date> TRS Month> TWC Quarter SAVE Recommended: In September, enter all pay dates for the year September through August. 3. UPDATE EMPLOYEE INFORMATION OR ADD NEW EMPLOYEES Maintenance> Staff Demo Maintenance> Staff Job/Pay> Employee Info> Pay Info> Job Info>Distribution> Deductions> Hourly/Substitute> Leave Balances Part 1 Run Payroll and Post to the Master File Page 1 of 9

4. 5. Review Take Retiree Surcharge check box (identify retirees w/user created report) Maintenance>Staff Job/Pay>Pay Info Retiree surcharges are payable only during the months the retired employee is working and reported on the ER10 Report in Area 1 or 2 unless the retiree is exempt from the surcharges. (ex: check box would be unselected for the months of June and July if employee has no work activity for these months and not on the ER10 report) The retiree is exempt if they meet one of the following criteria: 1. Retiree reported only as a substitute 2. Retirement date is prior to September 1, 2005 3. Retiree does not meet the requirements for TRS membership eligibility CREATE EFT PRENOTE FILE If you are doing direct deposits to the bank and this process is new for you or if you have added new banking entities you will need to create a prenote file. The prenote includes the employee name, account numbers and bank routing numbers. It does not include any money amounts. Send the prenote file to the bank and ask them to run it through ACH. The bank will be able to tell you within a short time if there are any errors. Payroll Processing> EFT Processing> Create EFT File tab Select Prenote. Enter an effective date. Click Create EFT File SAVE the file. Browse to find the Payroll Folder> EFT. The file name is prenote_mmddyyyy.txt. SAVE 6. CREATE PAY TRANSACTIONS Maintenance> Hours/Pay Transmittals Create Hours> Regular Hours> Overtime Hours> Coded Absence Deductions> Extra Duties> Non TRS> Additional Deductions> Deduction Refund> System Adjust Select the Pay Date and click RETRIEVE 7. 8. CREATE LEAVE/SUBSTITUTE TRANSACTIONS Maintenance> Leave Account Transaction> Staff Leave Maintenance enter employee leave without a substitute. Employee Substitute enter employee leave and substitute pay. VERIFY ALL TRANSACTIONS Maintenance> Hours/Pay Transmittals> Inquiry or Total tab. Select a Pay Date and click RETRIEVE Select Transactions--- PRINT Reports> HR Reports> Payroll Reports> HRS2050 Proof List of Payroll Transactions to verify transactions. Part 1 Run Payroll and Post to the Master File Page 2 of 9

9. RUN EMPLOYEE/SUBSTITUTE LEAVE REPORTS TO VERIFY TRANSACTIONS Reports> HR Reports> Leave Information Reports> HRS2600 Employee Substitute Report-- PRINT 10. 11. 12. RUN CONTRACT BALANCE VARIANCE REPORT Reports> HR Reports> Payroll Information Reports> HRS6050 Contract Balance Variance Report. Run report with Maximum Acceptable Difference = 0. If you have variances greater than 11 cents, determine why and make needed changes to the employee pay/job info screen. RUN ACCRUAL VARIANCE REPORT Utility> Payroll Accrual Variance Report RUN Enter pay date and pull employees to the right side of the window and This report will show any accrual discrepancies. Determine if you need to interface or make adjustments to the payroll information to correct the discrepancies. VERIFY PAYROLL PAY DATE CONTROL. Payroll Processing>Run Payroll> choose pay date Verify the pay date, the TRS month and TWC quarter. If incorrect, return to pay date table and make corrections. Tables> Pay Dates. Verify beginning check #. The computer will automatically record the next available check #. Select a payment method: Direct Deposit = if you are sending a checklist and check to each bank. Electronic Funds Transfer = if you are creating a file and sending deposits electronically to the bank. Checks will be printed for employees without direct deposit. Checks Issued = print all employee checks. Enter Reference # = this number will be used for the direct deposit checks instead of a check number on the check register and will be used for bank reconciliation. Print Void Cks =leave blank for direct deposit or electronic fund transfer Print Bank Cks =leave blank for electronic funds transfer and check issue Wage & Earnings Statements= Y for direct deposit employees only = N for no earnings statements = ALL prints earnings statements for all employees even if they are getting a printed payroll check Wage/Earnings Print Bank Acct Nbr = leave blank, no bank acct number will print = check, bank account number will print Deduction Register Print Employee SSN= leave blank, no SSN will print = check, SSN will print Increment Leave If leave needs to be incremented, check the leave type to be incremented and enter the number of days/hours to increment. Deductions all deductions that are to be deducted from the employees should be checked. NEXT 13. STAFF SELECTION Select all employees by clicking on the right double arrow. NEXT Part 1 Run Payroll and Post to the Master File Page 3 of 9

14. On the RUN CALCULATIONS, select Payroll Calculations NEXT 15. ON THE PAYROLL PROCESSING, RUN PAYROLL WINDOW, Select--- RUN CANCEL All errors must be resolved. If errors exist, select-- and make corrections. If the error is a Warning, the employee will get a check, but it may post incorrectly. If the error is a Fatal, the employee will NOT get a check. NEXT 16. CALCULATION REPORTS these reports will all print as Pre-Post Reports use for verifying. Transaction Proof List verify on the screen Transmittals Report this is a blank form to be used for collecting data for input if desired Payroll Earnings Register - use totals to balance payroll (screen print totals page) Check Register verify on the screen Deduction Register verify on the screen Account Distribution Journal verify totals to payroll balancing rept Check last page for any errors Bank Account Listing verify on the screen General Journal Report verify totals to payroll balancing report (screen print totals page) Account Code Comparison Report- verify on the screen Employee Leave Dock Report verify on screen Pay Control List Verify on screen Leave Status Report can be printed or viewed at any time from Reports menu Payroll Balancing Report Print the balancing report, attach to Run Payroll Procedures for the month SAVE report as PDF to PDF Folder Click ----- GENERATE REPORTS Part 1 Run Payroll and Post to the Master File Page 4 of 9

17. BALANCE THE PAYROLL NEVER INTERFACE PAYROLL TO FINANCE WITH AN OUT-OF- BALANCE CONDITION or if it is posting to 3600 Fund Balance. BALANCING THE PAYROLL Part 1 Run Payroll and Post to the Master File Page 5 of 9

Verify the Total Difference is Zero Part 1 Run Payroll and Post to the Master File Page 6 of 9

Verify amounts are same for each total. Difference MUST always be ZERO Part 1 Run Payroll and Post to the Master File Page 7 of 9

18. SELECT CHECK SIGNATURES Check #1 for only one signature Check #1 and #2 for two signatures Browse and select location of signature files Enter password the signatures will populate the signature box If you want to print the test choose PRINT OK 19. If you do not print the test and print the first check choose--- PRINT CHECKS View the 1 st check and verify the signature(s) is correct Insert check stock in printer Select--- PRINT NEXT NEXT 20. Did checks print correctly? --- YES NEXT 21. REMOVE CHECK STOCK FROM PRINTER 22. BACKUP PRE-POST Press Create Backup--- CREATE BACKUP Browse to find the Payroll Folder> PrePost Use your county/district as the password OK CANCEL 23. POST MASTER FILE Was the export successfully run? --- Would you like to post master? ----- POST Message: Posting to Payroll Successful! --- OK NEXT Part 1 Run Payroll and Post to the Master File Page 8 of 9

24. GENERATE PAYROLL REPORTS Payroll Earnings Register -- print or PDF for file Check Register----print or PDF for file Deduction Register --print or PDF for file Account Distribution Journal --- print or PDF for file Leave Activity Report--- print if desired Leave Status Report---- print if desired Employee Leave Dock Report -- print if desired Bank Account Listing ---print if desired Wage & Earnings Statement --print using print options School YTD Report --- print in August for filing and Audit Calendar YTD Report --- print each quarter for balancing with the 941-qtly reports and file Workers Compensation YTD Report --- print in August for filing GENERATE REPORTS -----------------All reports are to be printed and/or PDF as noted and filed. Save PDF reports in the PDF Reports Folder FINISH 25. MOVE MONEY FOR PAYROLL Physically move money at the bank to the payroll clearing bank account using the General Journal Fund Transfer Summary. The transfer can be done using a Bank Transfer form, calling the bank to request transfers or electronic transfer of funds. Part 1 Run Payroll and Post to the Master File Page 9 of 9

PART 2: CREATE THE EFT FILE 1. CREATE EFT FILE (Electronic File Transfer) for direct deposit to the bank. Payroll Processing> EFT Processing Select PayRun Highlight the payroll date line Enter the Effective Date (the pay date) CREATE EFT FILE --------(Top right) SAVE --------------Save the EFT file browse for the Payroll Folder > EFT OK The EFT file will always be named payeft_mmddyy. If your bank wants the file to be renamed, you can change the name of the file before saving it to the EFT file folder. Message: EFT file was created successfully The EFT Report will display. PRINT --------------- Print the EFT report if needed to send to the bank. OK 2. ELECTRONICALLY TRANSMIT EFT FILE TO THE BANK or copy the file to a disk and deliver to the bank. Part 2 Create the EFT File Page 1 of 1

PART 3: MAKE THE PAYROLL TAX PAYMENT 1. A) WIRE TRANSFER WITHHOLDING/FICA/MEDICARE TAXES Within 3 working days of the pay date, transfer all taxes using EFTPS Online System Refer to the Payroll General Journal Fund 863 for tax amounts. Account Description code 2151-00 Withholding Amount 2151-01 EIC ( ) 2152-01 FICA/Medicare employee 2152-02 FICA/Medicare-employer Total Equal to Payment Amount on EFTPS Part 3 Payroll Tax Payment Page 1 of 4

www.eftpssouth.com/eftps Taxpayer Name: TAX FORM SELECTION Please enter the number of the Tax Form you wish to pay, or select the Tax Form number from one of the drop-down lists. ENTER TAX FORM NUMBER or SELECT A TAX FORM Most Common Forms: All forms in numeric order: 941 Employers Quarterly Federal Tax select a form TAX TYPE SELECTION Please select a Tax Type: Federal Tax Deposit Balance due on return or notice Audit Adjustment Taxpayer Name: TIN: Payment - 941 EMPLOYERS QUARTERLY FEDERAL TAX BUSINESS TAX PAYMENT T Please enter the payment amount in the following format: $$$$$$$$. PAYMENT AMOUNT $ (example: 1234.56) TAX PERIOD Month Year (yyyy) SETTLEMENT DATE / / (mm/dd/yyyy) Part 3 Payroll Tax Payment Page 2 of 4

b) Data for sub category amounts can be found on the 941 worksheet (HRS5000), found in Reports HR Reports Quarterly/Annual Reports. Simply pull the data for payrolls beginning with the 1 st day and ending with the last day of the month you are reporting. Enter the total amount in taxes for Social Security (FICA) and Medicare. Remember to multiply the total for both taxes by 2 since you need to account for both the employee and district contributions. Then enter the total income tax withheld (you won t need to double this one). This total should match your total in step 1 (a). If it does not, you will need to do an adjustment. Part 3 Payroll Tax Payment Page 3 of 4

2. RECORD WITHHOLDING/FICA/MEDICARE TAX WIRE TRANSFER Recommended Record through TRANSFER TRANSACTION PROCESSING Or Record as a DISTRICT WRITTEN CHECK HR>Utilities>Transfer Transaction Processing>Transaction Maintenance Tab Right click and add a line for each entry you need to interface to finance. Account Description code 2151-00 Withholding Amount 2151-01 EIC ( ) 2152-01 FICA/Medicare employee 2152-02 FICA/Medicare-employer Total Equal to Payment Amount on EFTPS Verify the amount entered is equal the amount of the wire transfer on the EFTPS form. 3. PROCESS/POST THE TRANSFER CHECK HR>Utilities>Transfer Transaction Processing>Process Transfer Checks Tab Select Post to Account Period: Current or Next Select Print Check Stock: Payroll Enter Check Date PREVIEW Enter Check Number/JV Number NEXT UPDATE BACKUP PRE TRANSACTIONS TRANSFER INTERFACE Would you like to make a system backup? YES Browse to find the Payroll Folder > Transactions Transfer Enter your county/district as the password. This backs up finance and payroll tables. Part 3 Payroll Tax Payment Page 4 of 4

PART 4: INTERFACE PAYROLL TO FINANCE 1. INTERFACE PAYROLL TO FINANCE Payroll Processing> Interface Processing Create General Journal Tab Highlight the current payroll line CREATE GEN JOURNAL -------------(Top right) PRINT Print the General Journal Reports and/or PDF, which include: a. General Journal Transactions Listing b. Fund Transfer Summary you will need a copy of the fund transfer summary it cannot be printed from reports c. Auto JV Transaction Summary SAVE PENDING ----------(at the bottom of the report) Message: The General Journal transactions were successfully saved as pending. OK 2. Click the Interface to Finance Tab Select the correct Accounting Period to post to: Current or Next Highlight the current payroll pay date line INTERFACE ---------------------(Top right) 3. BACKUP PRE-INTERFACE YES Would you like to make a system backup? --- Browse to find the Payroll Folder > Pre-Interface Use your county/district as the password. This backs up finance and payroll tables. Do you want to continue process? -- YES Message: General Journal Transactions interfaced successfully to Finance. OK Part 4 Interface Payroll to Finance Page 1 of 1

PART 5: DEDUCTION CHECKS 1. CREATE DEDUCTION CHECK TRANSACTIONS Payroll Processing > Deduction Checks > Create Transactions Tab Enter Beginning pay date using dropdown Enter Ending pay date using dropdown -------------(Top center) EXECUTE -------------PRINT the Processed Deduction Checks list verify PROCESS OK Message: Deduction Checks Transactions Update completed. 2. MODIFY DEDUCTION TRANSACTIONS IF NECESSARY Payroll Processing > Deduction Checks > Transaction Maintenance Tab This tab allows users to modify deduction transactions before printing the Deduction Checks and posting to the General Ledger. Transactions that are grayed out on this tab have already had checks issued and cannot be modified. Modifications in this screen will only change the amount of the check to the Vendor. It does not correct anything for the employee in Payroll, nor does it change anything the payroll has posted to Finance. Note: If you have not yet processed deduction checks and you have to void or issue a payroll check, then those deduction transactions will be here also. If you have already processed the main payroll s deduction checks then any voids or supplemental payroll checks that include deductions will be on this screen pending to be processed. You will have to evaluate how you need to deal with them then. Part 5 Deduction Checks Page 1 of 3

3. PRINT DEDUCTION CHECKS AND POST TO FINANCE Payroll Processing > Deduction Checks > Process Deduction Checks Tab Select Post to Accounting Period: Current or Next Select Print Check Stock= Select Payroll Verify Beginning Check Number Enter Check Date: MMDDYYYY Sort Vendors: Alpha/Numeric PREVIEW Verify Deduction checks if there are any checks that you do not want to print, uncheck them. If changes are required go back to the Transaction Maintenance Tab. NEXT 4. SELECT CHECK SIGNATURES (bottom left) Check #1 for only one signature Check #1 and #2 for two signatures Browse and select location of signature files Enter password the signatures will populate the signature box If you want to print the test choose - PRINT OK If you do not print the test choose--- NEXT 5. PRINT CHECKS View the 1 st check and verify the signature(s) and beginning check number are correct. Insert check stock in printer Select --- PRINT NEXT 6. REMOVE PAYROLL CHECK STOCK FROM PRINTER Part 5 Deduction Checks Page 2 of 3

7. INTERFACE DEDUCTION CHECKS TO FINANCE Record Checks Printed Update Payroll Deduction Check Transactions Table Update Finance Tables Print Fund Transfer Summary Always update the transaction table and finance tables. Note: If deduction checks are printed on payroll check stock there will be no need to transfer funds. The money for deductions checks has already been transferred to payroll clearing with the payroll transfer. UPDATE YES Message: Verify that the checks have been printed. Select Yes to update the records. 8. BACKUP PRE DEDUCTION CK INTERFACE YES Would you like to make a system backup? ----- Browse to find the Payroll Folder > Pre-Deduction Ck Interface Enter your county/district as the password. This backs up finance and payroll tables. Do you want to continue process? -- YES Message: Check records were successfully updated. ----- OK OK Message: Printing Fund Summary Transfer. -- If printing deduction checks on Payroll Check Stock, the Fund Transfer Summary is not applicable. The funds have already been transferred to payroll clearing with the payroll transfer. CLOSE Part 5 Deduction Checks Page 3 of 3

PART 6: TRS SUBMISSION 1. RUN THE TRS STATUTORY MINIMUM #373 REPORT Logon to Human Resources > Reports > HR Reports > TRS Reports HRS4000 Statutory Minimum Report #373 TRS#372 is the summary sheet. PRINT ----Print the TRS worksheet and General Journals/Fund Transfer. Record Transfer Amount- TRS Statutory Minimum 373 $ -----------Interface to finance (Top Left) INTERFACE FIN- 2. BACKUP PRE STATUTORY MINIMUM INTERFACE Would you like to make a system backup? ---- YES Browse to find the Payroll Folder > Pre-TRS 373 Stat Min Enter your county/district as the password. This backs up finance and payroll tables. Do you want to continue process? --- YES Message: Posting to Finance completed successfully. ---- OK EXIT 3. COMPLETE THE MONTHLY CHILD NUTRITION WORKSHEET TRS 154 Obtain the information for the worksheet from the cafeteria manager. Since the number of lunches must go through the end of the month the Child Nutrition information can run a month behind. For example, the TRS3 and TRS489 deposits are for the month of September and the Child Nutrition information is for the month of August. For current reimbursement rates: www.squaremeals.com> For Child Nutrition Professionals> CNPIMS> scroll down to the current school year Reimbursement Rates 4. 5. Open the Child Nutrition Worksheet on the desktop. Complete the Child Nutrition Worksheet for calculations. SAVE the Child Nutrition Worksheet in the TRS 3 Folder Part 6 TRS Submission Page 1 of 11

TRS 3 TRS 489 Part 6 TRS Submission Page 2 of 11

6. RUN THE TRS-3 REPORT Reports> Hr Reports> TRS Reports> HRS4050 TRS 3 Report TRS 2 is the summary sheet. Child Nutrition? = Y Data Input for TRS 3 Report: Code = 26 Description = Child Nutrition Salary = from the Monthly Child Nutrition Worksheet TRS 154 line III-3 Contribution = from the Monthly Child Nutrition Worksheet TRS 154 line III-4 (6% of the salary amount) Account Code = I.e. 240-35-6146-00-999-X99-000 tab and the contra account will populate. I.e. 240-00-1111-00-000-X00000 OK The system will make the journal entries for Child Nutrition. You will not need to make any manual JVs for Child Nutrition. PRINT -----Print the TRS 3 Report. INTERFACE --------------Interface to Finance-- (Top left) PRINT ----------------- Print the TRS 3 General Journals and Fund Transfer. Record the TRS 3 Fund Transfer Amount $ Enter the transfer amount on the TRS Grid and TEXNET form. PROCEED -----------------(Top left) 7. BACKUP TRS 3 INTERFACE Would you like to make a system backup? Browse to find the Payroll Folder > TRS 3 Enter your county/district as the password. This backs up finance and payroll tables. Do you want to continue process? --- YES YES Message: Posting to Finance completed successfully. ----- OK EXIT Part 6 TRS Submission Page 3 of 11

8. RUN THE TRS 489 REPORT Reports> Hr Reports> TRS Reports> HRS4100 TRS 489 Report TRS 488 is the summary sheet. Child Nutrition? = Y Data Input for TRS 489 Report: Code = 26 Description = Child Nutrition Salary = from the Monthly Child Nutrition Worksheet TRS 154 line III-3 Contribution = from the Monthly Child Nutrition Worksheet TRS 154 line III-5 (1% of the salary amount) Account Code = I.e. 240-35-6146-00-999-X99-000 tab and the contra account will populate. I.e. 240-00-1111-00-000-X00000-- OK The system will make the journal entries for Child Nutrition. You will not need to make any manual JVs for Child Nutrition. PRINT -------Print the Federal Grant TRS-489 Listing. Gen Journals and Fund Transfer. Record the TRS-489 Fund Transfer Amount $ INTERFACE ------------------- Interface to Finance-- (top left) ----------------------Print the TRS 489 General Journals and Fund Transfer. Enter the transfer PRINT amounts on the TRS Grid and on the TEXNET form. -------------------------(Top left) PROCEED 9. BACKUP TRS 489 INTERFACE YES Would you like to make a system backup? Browse to find the Payroll Folder > Pre-TRS 489 Enter your county/district as the password. This backs up finance and payroll tables. Do you want to continue process? --- YES Message: Posting to Finance completed successfully. ---- OK EXIT Part 6 TRS Submission Page 4 of 11

10. TRANSFER THE DEPOSIT AMOUNTS USING THE FUND TRANSFER SUMMARY FROM THE STATUTORY MINIMUM-TRS373, TRS 3 AND TRS 489 (for Child Nutrition only). Physically move money at the bank to the payroll clearing bank account using the Fund Transfer amount from each TRS report as recorded in the steps above. This transfer can be done using a Bank Transfer form, calling the bank to request transfers or electronic transfer of funds. TRANSFER TRS TO PAYROLL CLEARING TRS Statutory Minimum 373 $ TRS 3 (Child Nutrition amount only) $ TRS 489 (Child Nutrition amount only) $ TOTAL TRANSFER AMOUNT $ 11. RUN THE TRS ON-BEHALF PAYMENT JOURNAL Reports> HR Reports> TRS Reports> HRS4150 TRS On-Behalf Payment Journal From Pay Date mmddyyyy To Pay Date mmddyyyy Single Revenue Acct per Selected Fund = Y Interface Transaction Date mmddyyyy Finance Accounting Period mm Expenditure Account Code use drop down to create mask I.e. 199-XX-6144-00-999-X -000 OK Carefully considered the program intent code as it affects the Maintenance of Effort calculations. However you choose to complete the account, use the same account every month. Select one distribution error account code- use drop down to select account I.e. 199-11-6144-00-999-X -000 Pull account from left to right window using the arrow OK PRINT ---Print the TRS On-Behalf Payment General Journals and Account Distribution Journals. INTERFACE FIN -----------------Interface to Finance-- (Top left) 12. BACKUP PRE TRS ON-BEHALF INTERFACE Would you like to make a system backup? ------- Browse to find the Payroll Folder >TRS On Behalf Enter your county/district as the password. This backs up finance and payroll tables. YES Do you want to continue process? --- YES Message: Posting to Finance completed successfully. ---- OK EXIT Part 6 TRS Submission Page 5 of 11

13. 14. TRAQS MONTHLY SUBMISSION PROCEDURE After the previous month s TRS files have reached the Completed status, verify that your employees master file data has been updated to clear warning messages from prior months' submission. EXTRACT MEMBER DATA RECORDS: Utilities > TRAQS Submission > TRAQS Extract Data Extract MD20/30/31 records (Demographic Data/Address Data) for applicable employees Extracts all new employees and all changes applicable to TRS within the reporting month indicated on the Auto TRAQS month on the District HR Options Table. Enter Report Date MMYYYY Extract Records - -------- Check the MD 20 and MD30/31 Records EXTRACT PROCESS CANCEL 15. Extract MD-40 records for applicable employees Contract Position Record. The extract process selects all records with the appropriate contract begin date from the Job Info screen. In September, check First Time Report to extract a MD 40 on every employee. To be extracted, employees must have a TRS position code and the contract begin date month must match the month being extracted. Enter Report Date MMYYYY EXTRACT PRINT PROCESS CANCEL 16. MAINTENANCE TRAQS RECORDS Utilities > TRAQS Submission > TRAQS Data Maintenance > Member Data (MD) Enter Reporting Month, Year and click on Retrieve. Any records that have been extracted will populate the appropriate screen. Make any manual corrections needed. Enter correction records (MD25, MD45) and/or enter new records (MD20, 30/31, MD 40). Right click Add. Complete all required information. To create a Termination Record (MD90), right click Add. Part 6 TRS Submission Page 6 of 11

Utilities > TRAQS Submission > TRAQS Data Maintenance > Regular Payroll (RP) Enter any RP record corrections (RP15 or 16) that are necessary, right click Add. Utilities > TRAQS Submission > TRAQS Data Maintenance > Employment of Retirees (ER) Create ER-10 record Employment of Retirees (ER10)-This record is used for reporting the employment of retirees who retired after January 1, 2001 and all disability retirees regardless of retirement date to include substitutes, half-time and full-time employees. Right click to add an employee and enter all appropriate data. (May use duplicate option from one month to another month, by selecting retired employee record to duplicate, right-click, and select Duplicate from the shortcut, select dates and click OK.) If the retiree is not physically working on the campus then they are not on the ER-10 report. 17. 18. TRAQS REPORTS Reports> TRAQS Reports> Print all TRAQS Reports: HRS9800 Member Data (MD) HRS9820 Regular Report (RP10) HRS9840 Regular Payroll Adjustment (RP15) HRS9860 Employment of Retired Members (ER) HRS9865 Payments for New Member HRS9870 Retiree Pension Surcharge HRS9875 Retiree TRS Care Surcharge CREATE THE MD 40 FILE Utilities > TRAQS Submission > TRAQS Create Submission > MEMBER DATA (MD) Enter Report Date = MM-YYYY EXECUTE SAVE ------SAVE THE TRAQS MD FILE (TRSRPTMD) Browse for the Payroll Folder > TRAQS Folder OK -------- The file will always be named TRSRPTMD_mmddyyy Gives record count of each record type created: MD20, 25, 30, 31, 40, 45, 90 Signature Data report will populate the screen -- ---Bottom Left PRINT CANCEL CANCEL TRS suggests that you submit the MD records first so they can go through verification. If there are corrections to make, the corrections can be submitted along with all other TRAQS reports. Part 6 TRS Submission Page 7 of 11

19. CREATE THE REGULAR PAYROLL (RP) FILE Utilities > TRAQS Submission >TRAQS Create Submission > Regular Payroll (RP) Enter Report Date = MM-YYYY EXECUTE SAVE ------SAVE THE TRAQS RP FILE (TRSRPTRP) OK Browse for the Payroll Folder > TRAQS Folder -------- The file will always be named TRSRPTRP_mmddyyyy Gives record count of each record type created: RP 10,11,15,16 Signature Data report will populate the screen -- ---Bottom Left PRINT CANCEL CANCEL 20. CREATE THE EMPLOYMENT OF RETIRED MEMBERS (ER) FILE Utilities> TRAQS Submission> TRAQS Create Submission> Employment of Retired Members (ER) Enter Report Date = MM-YYYY EXECUTE SAVE ------SAVE THE TRAQS ER FILE (TRSRPTER) Browse for the Payroll Folder > TRAQS Folder --------The file will always be named TRSRPTER_mmddyyyy OK Gives record count of each record type created: ER 10 Signature Data report will populate the screen -- PRINT ---Bottom Left CANCEL CANCEL Part 6 TRS Submission Page 8 of 11

21. COMPLETE THE TEXNET SUBMISSION FORM USING THE TRAQS SIGNATURE REPORT. ELECTRONICALLY TRANSFER TRS DEPOSITS TO TRS USING TEXNET Due by the 6 th of the following month. Submit online at: https://texnet.cpa.state.tx.us/ Teacher Retirement System Identification #: Location #: Total Amount $ Settlement Date 10/18/2005 Source Report Month 01 HRS9820-RP10 Retirement Contribution Amount - TRS1 or 4 $ HRS9820-RP10 Insurance Contribution Amount - TRS 374 $ 2155-00 2155-00 HRS4050-TRS 3 Federal Fund Contribution Amount - TRS 2 or 2B $ HRS4000-TRS 373 Statutory Minimum Contribution Amount - TRS 372 $ N/A Non-Education Contribution Amount - TRS 370 $ Interest Amount Due - TRS 376 $ HRS4100-TRS 489 Federal Insurance Amount Due - TRS 488 $ N/A Education/General-Local Funds Amount Due - TRS 553 $ Buy back SSBB Deduction - TRS 565 $ Invoice TRS Active Care Billed Amount Due $ HRS9820-RP10 Reporting Entity TRS-Care Contribution Amount - TRS 374 $ HRS9865 Reporting Entity Payments for New Members $ HRS9870 Reporting Entity Pension Surcharge for Retirees $ HRS9875 Reporting Entity TRS-Care Surcharge for Retirees * Replace X s with deduction codes $ 2155-01 2155-02 2155-03 *2159-00-XXX *2153-00-XXX 2155-04 2155-05 2155-06 2155-07 Part 6 TRS Submission Page 9 of 11

22. RECORD TEXNET WIRE TRANSFER FOR TRS ON THE BOOKS Recommended Record through TRANSFER TRANSACTION PROCESSING Or Record as a DISTRICT WRITTEN CHECK HR>Utilities>Transfer Transaction Processing>Transaction Maintenance Tab Select Unpaid Checks Only and Retrieve to view only transactions not posted. To add all TEXNET transfers, right click and add a line for each entry you wish to interface to finance. TOTAL Blanks=deduct codes Account Code Description Amount 863-00-2155-00-000 Teacher Retirement (TRS1 or 4 + TRS 374 from TEXNET) 863-00-2155-01-000 TRS Federal Deposit (TRS2 or 2B from TEXNET) 863-00-2155-02-000 TRS Statutory Minimum (TRS 372 from TEXNET) 863-00-2155-03-000 TRS Federal Insurance (TRS 488-1% from TEXNET) 863-00-2159-00- _ TRS Buy Back 863-00-2153-00- _ TRS Active Care (TRS Active Care invoice) 863-00-2153-00- _ TRS Active Care (TRS Active Care invoice) 863-00-2153-00- _ TRS Active Care (TRS Active Care invoice) 863-00-2153-00- _ Other Health Insurance in lieu of TRS 863-00-2155-04-000 TRS Care (.55%) (TRS 374 TRS Care Contrib Amt from TEXNET) 863-00-2155-05-000 Emplr New Member Surcharge (6.58%/90 days) 863-00-2155-06-000 Emplr Pension Surcharge (retiree 12.98%) 863-00-2155-07- _ Emplr TRS-Care Surcharge (retireehlth ins) Equal total amount of TEXNET Part 6 TRS Submission Page 10 of 11

23. PROCESS/POST THE TRANSFER CHECK HR>Utilities>Transfer Transaction Processing>Process Transfer Checks Tab Select Post to Account Period: Current or Next Select Print Check Stock: Payroll Enter Check Date PREVIEW Enter Check Number/JV Number NEXT UPDATE BACKUP PRE TRANSACTIONS TRANSFER INTERFACE Would you like to make a system backup? YES Browse to find the Payroll Folder > Transactions Transfer Enter your county/district as the password. This backs up finance and payroll tables. 24. 25. 26. SUBMIT TRAQS REPORTS ONLINE THROUGH TRS TRAQS SYSTEM using the TRAQS signature reports: www.trs.state.tx.us/traqs/traqs.htm. Query after TRAQS submission to verify reports were COMPLETE with no errors. TRAQS submissions are processed at 10:30 a.m. and 2:00 p.m. at TRS. Allow 2 hours for TRS to complete the processing before inquiry. CHANGE AUTO TRAQS ON THE DISTRICT HR OPTIONS SCREEN Tables> District HR Options> Automate TRAQS Increment the Report Month and verify the Report Year. Part 6 TRS Submission Page 11 of 11

PART 7: RECONCILING PAYROLL ACCOUNTS 1. RECONCILE FUND 863 LIABILITY ACCOUNTS In the payroll clearing fund, verify all liability accounts have been zeroed. If these accounts are not zero, make sure the balances can be accounted for. I.e. Over/under payments, employees covered by COBRA, or benefits not expended. Logon to Finance> Inquiry> General Ledger Inquiry> General Ledger Account Summary Enter the account mask: 863-XX-2XXX-XXX-XXXXXX Verify from the screen or print the report. Make any necessary changes in HR for the next payroll that are required to take care of the liability accounts. 2. RECONCILE TRS INSURANCE INVOICE TO MONTHLY PAYROLL TRS DEDUCTION CODES. Reports> HR Reports> Payroll Reports> Deduction Register (HRS2250). In the report selection criteria, select the report by Deductions, and then select only the TRS Active Care Insurance Codes and/or other Health Insurance codes that you may have instead of TRS Active Care. I.e. Scott & White or Legacy. These Deduction Registers should balance to the invoices. If not, adjustments need to be made before the next billing cycle. 3. RECONCILE THE ACCRUAL BALANCE ON THE SCHOOL YTD REPORT IN HUMAN RESOURCES TO THE ACCRUAL BALANCE IN FINANCE. A. Human Resources> Reports> HR Reports> YTD Reports> School YTD Report Scroll down to bottom of report to find the accrual balance. B. Logon to Finance> Inquiry> General Ledger Inquiry> General Ledger Account Summary Enter the account mask: XXX-XX-2161-XXX-XXXXXX Verify the total at the bottom matches the accrual balance on the School YTD report in HR. Part 7 Reconciling Payroll Accounts Page 1 of 1

Part 8: Submit the Staff Salary Report to TEA Districts are required to submit staff salary data to TEA on a monthly basis. That data can be retrieved from RSCCC using the FSP Staff Salary Report. 1. HR>Reports>HR Reports>TRS Reports>HRS4450 Staff Salary Report For this report to be accurate the FSP Salary Class Code in the Job/Contract table and the FSP Staff Salary Data fields on each employee s Pay Info tab must be maintained. 2. Logon through TEASE into the Foundation School Program to submit the district staff totals. Part 8 FSP Staff Salary Report to TEA Page 1 of 1 Last updated April 2008