Error Message
Several TAMUS members have received the message that their RP file is placed on hold due to negative adjustments. TRS is requesting a special adjustment report and cover letter.
The following has been provided by TRS:
Any time a negative adjustment is made, which causes the report to have a HOLD status, I must have detailed documentation. Although a detail file is not a required component for this report, reporting entities are required to provide documentation for all members included on the original report, when submitting documentation needed for adjustments. This is required by TRS’ Internal Auditors. Please provide the following:
- Report month(s) being adjusted
- Original amounts reported (grand totals for the month)
- Corrected amounts (what the grand totals should have been)
- Adjusted amounts (amount of credit being taken for that month)
- Name and SS# of all members reported for each month
- Original amounts reported for each month for all members
- Corrected amounts for each month for all members
- Adjusted amounts for each month for all members
(REMEMBER TO LIST ALL THE MEMBERS ON THE REPORT FOR EACH MONTH YOU ARE ADJUSTING)
Also Required:
- Report month on which the adjustments are being made.
- Cover letter which includes reason for adjustments
TAMUS Notes
TAMUS was not aware of this requirement from TRS until the October 2017 TRS files were produced.
Cause of error
TAMUS payroll corrections and fund switches can cause TRS negative adjustments.
Work around / Resolution
Provide the cover letter and negative adjustment explanation for the impacted individuals as requested by TRS. You can obtain the Adjusted Salary and Adjusted Deposit values from the BP8508N_Detail Report that is in File Depot.
For TRS’ use in analyzing the fund changes, also provide the relevant FBPR081, 83, and 84 reports. These reports can be accessed from FAMIS’ DocumentDirect report store.
Action by TAMUS System Enterprise Applications
TAMUS SEA considered the possibility of creating a report to assist with the TRS requirement. Our understanding is that TRS will only be requiring this detailed reporting for adjustments made to FY 2017 and prior. So long as this remains true we DO NOT plan to create such a report. Our recommendation is to avoid making fund switches for prior years whenever possible.
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