RSCCC TRS REPORTING Page 1
The Provider of Choice for Education Services and Solutions ESC Region 12, Business Services department, supports the Regional Service Center Computer Cooperative (RSCCC) Business system that has been carefully designed to meet the changing needs of our customers. The Business applications are comprehensive in nature, performance based, incorporate state-of-the-art functionality, and will significantly increase user productivity. PEIMS requirements, as well as school district practices and education law, are considered from the inception of new application functions so that the PEIMS extract and submission of data are an integral part of the Business system. The Education Serv ice Center Region 12 does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs, activ ities, or hiring practices. Inquiries regarding the Title IX policies should be directed to the Associate Executive Director of Human Resources at ESC Region 12, 2101 W. Loop 340, Waco, TX 76712 or (254)297-1212. Page 2
Table of Contents First Step Compare RP 10... 4 Statutory Minimum Report... 4 TRS 3 Federal Fund/Grant Member Report... 6 TRS 489 Federal Fund/Grant Care Member Report... 8 TRS Form 154 Child Nutrition Worksheet... 10 TRS On-Behalf Journal... 11 TRS Eligible Employees List... 12 Health Insurance Participation Report... 12 FSP Staff Salary Report... 13 TRAQS Data Extract... 15 MD 20/21 Demographic/Address... 15 MD 40 Contract & Position... 16 TRAQS Data Maintenance... 17 Member Data (MD)... 17 Regular Payroll (RP)... 17 Employment of Retired Members (ER)... 18 Creating TRAQS Submission Files... 19 TRAQS Reports... 20 Member Data (MD)... 20 Regular Payroll (RP)... 20 Other TRAQS Reports... 20 Page 3
RSCCC TRS REPORTING 1. Compare previous month RP 10 report (HRS 9820) to this month s report. To run report go into Human Resources then Reports/TRAQS Reports/HRS9820 Regular Payroll (RP10). Select the current month s Report Date in the parameters. a. Compare the members listed on each month s report to see if there have been any additions or terminations of members that need to be reported elsewhere also. 2. In HR, Go to Reports/HR Reports/ TRS Reports/Statutory Minimum Report #373 a. This report must be run and interfaced before TRS On-behalf for the TRS Onbehalf calculation to be correct. b. Complete the print parameters for the appropriate month c. Then Run Preview which will create the Statutory Minimum Employee Listing. Please review the listing for accuracy and review those that have * by them. Note at the bottom it states that those with an * have a TRS Position Code not Equal to 02 (Teachers). Confirm that these are accurate. d. Print and/or Save reports. e. Once you have verified that the report is accurate, click on the button at the top Interface Fin to interface the journal entry to the General Ledger. Page 4
` f. You will be prompted to create a system backup which you will do. Then it will tell you that it was Interfaced to Finance Successfully. g. Important: If your Statutory Minimum Employee Listing is not correct, you will need to manually make the adjustment at the bottom of the report and make the corresponding journal entry to correct the entry interfaced to the General Ledger. Because Statutory Min is calculated when you Run payroll, you cannot go back and make corrections on the HR Job Pay screens and see changes on the reports for payroll months already run, thus the need to change manually and with journal entries. Page 5
3. In HR, Go to Reports/HR Reports/TRS Reports/HRS4050 TRS 3 Report. This report includes your employees that have some or all of their salary coded to a grant. a. Child Nutrition is part of this reporting so make sure that you select Y in the Child Nutrition print parameter as shown below and the appropriate month. b. When you select Y for Child Nutrition and Run Preview, a popup box will be displayed that allows you to input the Child Nutrition information from your Worksheet 154. (Note: you are allowed to report a month behind on Child Nutrition. For instance, you may be reporting September s Child Nutrition on November s TRS report). You will input any two digit code (doesn t matter what it is) then input Child Nutrition in the Description, input the Salary Amount and the Contribution Amount from Worksheet 154 Section III items #3 & #4. (See attached Worksheet 154) c. The account code that you will insert in this popup box will be 240-35-6146-00-999- X99000 and the Contra should come in for your Food Service account. d. Then Click OK. e. Once you click OK, then your report should appear listing your Child Nutrition information as well as your personnel being paid through your grants. Please verify all information for correctness. Page 6
f. Print and/or Save reports. g. Then click the Interface button at the top left to interface this TRS information to the General Ledger. h. Print Preview Report then click Proceed. i. Create a backup when prompted. Page 7
4. In HR, Go to Reports/HR Reports/TRS Reports/HRS4100 TRS 489 Report. This report includes your employees that have some or all of their salary coded to a grant and calculates the TRS Care portion. a. Child Nutrition is part of this reporting so make sure that you select Y in the Child Nutrition print parameter as shown below and the appropriate month. b. When you select Y for Child Nutrition and Run Preview, a popup box will be displayed that allows you to input the Child Nutrition information from your Worksheet 154. You will input any two digit code (doesn t matter what it is) then input Child Nutrition in the Description, input the Salary Amount and the Contribution Amount from Worksheet 154 Section III items #3 & #5. (See attached Worksheet 154) c. The account code that you will insert in this popup box will be 240-35-6146-00-999- X99000 and the Contra should come in for your Food Service account. d. Then Click OK. e. Once you click OK, then your report should appear listing your Child Nutrition information as well as your personnel being paid through your grants. Please verify all information for correctness. f. Print and/or Save reports. Page 8
g. Then click the Interface button at the top left to interface this TRS information to the General Ledger. h. Print Preview Report then click Proceed. i. Create a backup when prompted. 5. The Federal Grant Report is a report that combines the information on both the TRS 3 & 489. You may choose not to print this report. Page 9
Form 154 Revised 09-2009 Guidelines for Calculating the Monthly Child Nutrition Contribution For Federal Fund/Private Grants and Federal Grant TRS-Care The information needed to complete the calculations below is taken from the monthly Basic Claim form. I. Allowable Federal Fund Base: 1. Grand Total........................ $ 2. Number Free Meals Served X Reimbursement Rate = Total For Paid Mea ls 2a. Lunches $ $ 2b. Breakfasts $ $ 2c. Snacks $ $ 2d. Total $ 3. Allowable Federal Fund Base (1 2d) $ II. Labor Cost Percentage: In lieu of computing the labor cost percentage each month, a school district may use a standard labor cost percentage of 35% (estimated State average). If the district elects to compute this percentage monthly, complete items 1 through 3 below. Retain supporting data for potential audit requirements. 1. Total all food service costs (food, labor, other) for month....... $ 2. Total labor cost for month....................... $ 3. Labor Cost Percentage (II, 2) divided by (II, 1)........... % III. Teacher Retirement State Contribution from Federal Funds: 1. Allowable Federal Fund Base (I, 3).................. $ 2. Labor Cost Percentage (35% or II, 3)................ % 3. Federal Fund Base for Computing State s contribution (1 x 2 = salary.. $ 4. Federal Fund/Private Grant Report contribution (6.4% x salary)... $ 5. Federal Grant TRS-Care contribution (1.00% x salary)........ $ Page 10
6. In HR, Go to Reports/HR Reports/TRS Reports/HRS4150 TRS On-Behalf Payment Journal. This allows you to calculate and interface your TRS On-Behalf on a monthly, or any other periodic basis, to your General Ledger. This must be run AFTER Statutory Minimum reports have been run and interfaced so that calculations will be correct. a. Carefully select your print parameters. i. Select your pay dates that you want to run it on. ii. Single Revenue Acct if select Y it will put all revenue in one code instead of breaking out by Org and PIC codes. iii. Expenditure Account code suggest you input PIC code 99 so it does expense into separate PIC codes that are not allowable for special program expenditure compliance. iv. Select one Distribution Error Account Code input an account code that is default for expensing any codes that are not found in the chart of accounts at time of interface. b. Run Preview and reports will appear showing the Journal Entry and detail for TRS On- Behalf. Print and/or Save reports. (The 1 st screen may be blank, scroll down). c. Click the Interface Fin button at the top left to interface journal entry to the General Ledger. Page 11
d. Print Preview Report then click Proceed. e. Create a backup when prompted. 7. The TRS Eligible Report can be found in HR under Reports/HR Reports/ TRS Reports/TRS Eligible Employees List. Please review this report to make sure you have the correct number of TRS eligible employees. This report can be affected by the Termination Date and TRS Begin Date. Make any appropriate adjustments needed to correct report. 8. The Health Insurance Participation Report should be reviewed also for accuracy. You will find this report in HR under Reports/HR Reports/TRS Reports/HRS4300 Health Insurance Participation Report. Found on Pay Info tab in TRS block Found on Pay Info tab in FSP Staff Salary Data block Page 12
9. In HR, Go to Reports/HR Reports/TRS Reports/HRS4450 FSP Staff Salary Report. This report may be used to input into TEA s FSP Reporting Module each month. a. In the print parameters, you can select to see only the Summary numbers or see the Detail Information that lists the employees in each category. b. Then Run Preview and print report. The Full-Time and Part-Time information is pulled from the Pay Info tab in the FSP Staff Salary Data area Page 13
c. This information is pulled from the Job Code Table and the job codes assigned to the employees. Please review this table and your employee assignments for accuracy. Page 14
10. The next step will be found in HR under Utilities/TRAQS Submission/TRAQS Extract Data/Demographic Data/Address to pull information on MD 20, 30 & 31 (if any). This will extract Demographic information for new employees. Note: if you change your Report Month under the Automate TRAQS section on the Table named District Human Resources Options, any new employee information will be pulled when running this utility. However, you may add these employees manually also. a. Input Report Date and whether this is the First Time Reporting MD 20s. b. Then click Extract. It will then tell you how many employee records it extracted. c. You may also manually extract the new employee data under Data Maintenance which is explained later in this document. Page 15
11. MD 40 extraction will be found in HR under Utilities/TRAQS Submission/TRAQS Extract Data/Contract and Position MD 40 (if any). This will extract Contract information for new employees. Note: if you change your Report Month under the Automate TRAQS section on the Table named District Human Resources Options, any new employee information will be pulled when running this utility. a. Input Report Date and whether this is the First Time Reporting MD 40s. b. Then click Extract. It will then tell you how many employee records it extracted. c. You may also manually extract the new employee data under Data Maintenance which is explained later in this document. Page 16
12. To manually extract new employee Demographic/Contract or Position data or changes to TRS, you will go to Utilities/TRAQS Submission/TRAQS Data Maintenance/Member Data (MD). Here you will indicate the reporting month and then you may import the appropriate data on employees by selecting the employee from the Directory on the appropriate tab. The tabs across the top indicate the type of MD records that may be captured, including Terminations (MD 90). Please complete each tab for the reporting month then Save. 13. If you need to make changes to an employee s RP 10 submission, you will make it in a RP 15 record which is available in Utilities/TRAQS Submission/TRAQS Data Maintenance/Regular Payroll (RP). When making these changes, please make sure that an adjusting journal entry has been made also, if needed. Example: already submitted TRAQS and have an additional payroll or void a payroll check. Page 17
14. Reporting of Employment of Retired Members is captured in Utilities/TRAQS Submission/TRAQS Data Maintenance/Employment of Retired Members (ER). a. You may pull these employees manually by using the Directory button or, if you report the same employees each month, you may retrieve the previous month s information by selecting the prior month Reporting Period, then Retrieve. b. Then Right Click and Select Duplicate at the bottom of the popup menu. It will then popup with a box that you will select the date you are duplicating from and to. Then click OK. c. Then change the Reporting month to the current month and Retrieve. You may then make the appropriate adjustments in the information for the current month, ie. Units Worked, etc. Then Save. Page 18
You are now ready to create your TRS Submission Files! 15. Go to Utilities/TRAQS Submission/ TRAQS Create Submission. Then click the Member Data menu option, input the Report Date and Execute. a. You will then be asked to choose a place to save the submission file. Identify the drive and folder that you wish to save it to so that you can find it when you actually submit the file to TRS. You will notice that it assigns a file name that identifies the file by the TRSRPTMD and the date. You may change the date to reflect the end of the month if you wish. Then Click Save. b. It will provide popups on the screen for each type of MD records with the quantity that is included in the file. Just continue to click OK until your Signature Data report comes up. c. Print your Signature Data Report and make sure this total correctly matches the number of MD records that you created and intended to submit. Then click Cancel. d. Save this printout for your actual TRAQS submission. 16. Follow the same process in Step 14 for Regular Payroll and Employment of Retired Members. Page 19
Now let s print the remainder of the TRAQS Reports! 17. In HR, go to Reports/TRAQS Reports/HRS9800 Member Data (MD). Select the appropriate print parameters. a. Once you have inputted the Report Date From & To, then click on the small box icon to the right of the parameter option Include Reports (Select from List). This will bring up a popup menu to select all the available options (depending on the records you created for submission). Click OK on popup and it will populate the parameter field appropriately. b. Then Run Preview and Print and click Cancel. c. Save this printout for your actual TRAQS submission. 18. In HR, go to Reports/TRAQS Reports/HRS9820 Regular Payroll (RP10). Select the appropriate print parameters. a. Run Preview and Print. b. Save this printout for your actual TRAQS submission. 19. If you have Performance Pay you will go to Reports/TRAQS Reports/HRS9825 Performance Pay (RP 11). a. Run Preview and Print. b. Save this printout for your actual TRAQS submission. 20. You will continue to do the same steps as above for the remainder of the reports available, if needed: a. HRS9840 Regular Payroll Adjustment (RP 15) Report, if needed b. HRS9845 Performance Pay Adjustment (RP16) Report, if needed c. HRS9860 Employment of Retired Members (ER) d. HRS9865 Payments for New Member (for new members to TRS) i. If the employees reported are incorrect or missing, look at their Pay Info tab at the Begin Date in the TRS section. 1. Make appropriate changes for future reporting however, make changes for the current report manually. 2. Make any adjusting journal entries for changes. Page 20
e. HRS9870 Retiree Pension Surcharge i. If the employees reported are incorrect or missing: 1. Look at their Employment Info tab and make sure their Employee Status is Retired and make sure there is a Retirement Date on that same tab. 2. Also on the Employment Info tab check Take Retiree Surcharge if Surcharge is applicable (See TRS for rules). 3. Look at Pay Info tab under TRS and make sure Status is Retired. ii. Make appropriate changes for future reporting however, make changes for the current report manually. iii. Make any adjusting journal entries for changes. f. HRS9875 Retiree TRS Care Surcharge i. If the employees reported are incorrect or missing: 1. Look at their Employment Info tab and make sure their Employee Status is Retired and make sure there is a Retirement Date on that same tab. 2. Also on the Employment Info tab, check Take Retiree Surcharge if Surcharge is applicable (See TRS for rules). 3. Look at Pay Info tab under TRS and make sure Status is Retired. ii. Make appropriate changes for future reporting however, make changes for the current report manually. iii. Make any adjusting journal entries for changes. Page 21