- Please submit your ‘ED’ file first versus the RP25 Hours True Up File. The RP25 Hours True Up now has New Employees that will need their ED20, ED40 Records processed by TRS prior to submitting a RP25 True Up record.
- RP25 Hours True up for New Employees. There has been a long issue regarding New Employees and the way their hours were being reported. If a new employee started in September and first got paid in October, this person would first get reported to TRS in October. TRS requires the hours worked to be reported in the month the hours are worked, in this case September. This issue has been fixed with the RP25 Hours True Up. The October RP25 True Up file will have new employees who worked in September but did not have their hours worked reported.
- RP25 Hours True up for those switching workstations. This is true for any employee switching workstation but to better explain will discuss the switch between workstation ‘S’ and workstation ‘B’ TDEM Employees. September Hours worked would have been applied to ‘S’ which is incorrect. The October true up for September would produce a true up record for both ‘S’ and ‘B’. The ‘S’ true up record would back out the Hours/Days Worked applied. Workstation ‘B’ True Up record would then apply the Hours/Days Worked to the correct workstation.
- Gross Salary was in error in situations where there was more than one TRS Deduction on a source line. The Gross Salary was being accumulated for every TRS deduction on the source line. This affected a small number of employees and has been fixed.
- Each month the TRS TEAM programs will go through a number of steps when a person does not have either a Temp TRS ID or a Permanent SSN. If it determines it cannot find either of these identifications, the process formerly would replace the SSN with ‘XXXXXXXXX’. It was determined this caused issues, since the replacement value needs to be unique. Effective with the October Transmission the replacement value for the SSN will now be the UIN for this situation. If you upload the record to the TRS TEAM Portal, the record should error out, asking for either the Temp TRS ID or the Permanent SSN.
- Transitioning from .068 to .075 on the TRS Employer Percent had outlying issues for some parts. Efforts have been made to make this transition work more smoothly in future years.
- ED45 Record Types. In the August 2019 Transmission, we transitioned from using the ‘E’ Adjustment Reason Code to using the ‘A’ Adjustment Reason Code. The ‘E’ Adjustment Reason Code will do a full replacement of the Contract Record. The ‘A’ Adjustment Reason Code will allow you to keep the old contract in place and create a new contract during the Summer. In conjunction with the ‘A’ Adjustment Reason Code change it was necessary to change the start date. The start date was previously populated with the beginning of the fiscal year or for new employees the hire date. The start date is now populated with the previous month, this is in alignment with hours worked reporting.
- It was determined that the October Transmission should go back to using the ‘E’ Adjustment Reason Code for this month. The reason being is that in September ED40 Contract records got populated with the beginning and end of the Fiscal Year. If a person was part time in August and got paid in September, the ED40 record for September would have reflected part time. In October the person now reflects Full Time and gets populated with the previous month on the ED45 Record. The previous month in this case is September, which is why it is necessary to send the ‘E’ Adjustment reason code for this month.
- ED40 Record Types. The Health Science Center was receiving an error stating they could not have a date employed date that was less than the date they became a reporting entity or 07/01/2001. TRS TEAM now no longer allows a date employed date less than this date. If you are experiencing a similar issue, please let us know. This is an issue that primary affects the September transmission when ED40’s are created.