Error Resolution Quick Search

May be eligible

Error Message: Please verify TRS membership eligibility for this employee. Based on prior reporting, employee may be in a TRS-eligible position since the hours reported are one half or more of the full-time equivalent. If you feel the reported information related to this error is correct, please contact TRS. (Error Message: 570)

Remedy: Please verify that the employee is being reported correct and that the contract on file is correct. Review the hours that have been reported and confirm if employee should be ineligible. If you have verified that the employee should not be eligible, please provide the answers to your coach for each of the below questions:

1. How many hours per week was the employee hired to work?
2. What is the Full Time Equivalent (FTE) of the position held by the employee? (i.e. no FTE, 30-40)
3. What caused the employee to work more or less than their normal schedule? (Please select one)
   • temporary increase in hours due to business needs. As of what date is the employee expected to resume working less than 50% of the FTE?
   • Unpaid Leave
   • Did not observe Federal holiday(s)- employee worked scheduled hours
   • Other- please provide brief explanation

May not be eligible

Error Message: Please verify TRS membership eligibility for this employee. Based on prior reporting, the hours reported are less than half of the full-time equivalent. If you feel the reported information related to this error is correct, please contact TRS. If you feel the reported information related to this error is correct, please contact TRS. (Error Message: 573)

Remedy: Please verify that the employee is being reported correct and that the contract on file is correct. Review the hours that have been reported and confirm if employee should be eligible. If you have verified that the employee should be eligible, please provide the answers to your coach for each of the below questions:

1. How many hours per week was the employee hired to work?
2. What is the Full Time Equivalent (FTE) of the position held by the employee? (i.e. no FTE, 30-40)
3. What caused the employee to work more or less than their normal schedule? (Please select one)
   • Temporary decrease in hours due to business needs Error Resolution Guide 14 |Page As of what date is the employee expected to resume working 50% of the FTE?
   • Unpaid Leave
   • Other- please provide brief explanation

RP Reporting – General Tips

• Regular Payroll Report: The RP report can only be brought to Complete once each report month. Any corrections or additions must be submitted on an RP Adjustment report.
• RP20: When an hourly person hired to work exactly 50% ends up with less than half time hours each month due to unpaid holidays, an error will result in the third consecutive month indicating the person’s eligibility is incorrect. TRS will need to override this error is the person is truly hired to work in an eligible position.
• RP25: An RP25 adjustment record can be submitted with both positive and negative adjustments to different fields on the same record. For example, TRS Eligible Gross Compensation and Member Retirement Contributions can be positive while Federal Fund Compensation and Federal Fund Contribution amounts can be negative on the same record if the original TRS Eligible Compensation/Member Retirement Contributions were under-reported while the Federal Fund Compensation was over-reported.
• New Member Contributions: New Member Contributions are due on any pay received by the employee in the first 90 days of TRS membership. New Member Contributions are not based on when the person is paid for the first 90 days.
• Non TRS-Retirees Substitutes: If reporting employees who are substitutes (non TRS-retirees), then the Salary flag (S) should be reported instead of an Hourly flag (H). 12 | P a g eError Resolution Guide
• Non TRS-Retirees Substitutes: When reporting substitutes who are non TRS-retirees, report only days worked. Hours are not required if the substitute is not a TRS retiree.
• Substituting in More than One Position: If an employee is substituting in more than one position in the same calendar month, then only one ED40 record and one RP20 record should be submitted. Please report the position code in which the employee primarily substituted.

Error message: Transactions exist for a period after the Final Report Month for TRS Contributions. Please contact TRS. (Error message: 610)

Remedy: Using the View Employee Information screen, review the transactions posted. If the last transaction contains days and hours posted, double check the termination date. Days and hours cannot be reported after termination. If the days and hours were reported incorrectly, submit an RP 25 to remove the days/hours reported and enter the zero day reason code F-Final Pay. Once the days/hours have been removed, the ED 90 should clear.

Error Message: Final Report Month for TRS Contributions cannot be more than 2 months after the termination date unless the position end date was in May. If the reported Final Report Month for TRS Contribution is correct, please provide an explanation to your coach and request an override. (Error message: 781)

Remedy: Confirm the Final Report Month for TRS Contributions. Please contact your RE Coach for assistance with late paid compensation. If the employee moved from an eligible to ineligible position, please update the FRM to the last month an employee was paid for his TRS eligible position.

ORP election – after day 1

Error message: Employment Type 'F' cannot be used when the TRS Membership Eligibility Flag is set to No. If you feel the reported information related to this error is correct, please contact TRS. (Error Message: 414)

Remedy: Confirm a TRS 28 - Election to Participate in Optional Retirement Program and/or Refund Form has been sent to TRS. Reach out to your RE Coach for assistance. 

Posted Transactions Exist

Error message: Cannot change TRS Membership Eligibility Flag to ‘ ’. Posted transactions exist. (error 791)

Remedy: Review the dates being entered on the ED 45 to verify the position dates with your system. If dates are correct reach out to your coach for assistance with corrections. 

End/Add – Changing positions

Error: Adjustment Reason Code of ‘A-End/Add’ cannot be reported to end contract as of <<day prior to New Beginning Date of Contract/ Work Agreement >>, and begin new contract as of <<New Beginning Date of Contract/Work Agreement>>, because an RP record is posted after the New Beginning Date of Contract/Work Agreement. (Error message: 203, 742, 743,753, 754, 760)

Remedy: Using the View Employee Information screen, review the RP transactions posted. If there are transactions posted after the ending date of the original position, those transactions will need to be reversed before the contract can be changed. Contact your coach for assistance.Remedy: Review the dates being entered on the ED 45 to verify the position dates with your system. If dates are correct reach out to your coach for assistance with corrections. 

Error Message: The reported TRS Membership Flag for this employee <<display value>> does not match the TRS Membership Flag found in the TRS system <<display value>>. (Error Message: 055)

Error Message: The reported Beginning Date of Contract/Work Agreement for this employee <<display value>> does not match with the original Beginning Date of Contract/Work Agreement found in the TRS system<<display value>>. (Error Message 058)

Remedy: If you are entering an ED45 for an existing contract please verify that the information being entered in the original fields match the contract we have on file by reviewing the View Employee Information Screen. If the information on the ED45 does not match the contract on file, please update the corresponding “original” fields on the ED45. If the contract needs to be edited, please enter the updated information in the “new” fields.

Contract Already Exists

Error message: A contract/position record already exists for this RE and this position with overlapping dates. (Error Message: 109)

Remedy: Use the View Employee Information screen to review the ED40 contract information submitted to TRS. Compare the ED40 to the contract on file. If there is an edit that needs to be made, enter an ED45 adjustment record. If the record is not needed because the ED40 contract on file at TRS is correct, the ED 40 can be removed from the file.

Contract Exceeds 12 Months

Error Message: The Contract/ Work Agreement cannot exceed 12 months. (Error Message: 117,118)

Remedy: Review the ED40 record and make sure the beginning/ending contract dates do not exceed 12 months. For example, a contract cannot be submitted for 8/01/2021-8/31/2022, as this would exceed 12 months. Note: ED40 records should be submitted for the contract dates an employee is expected to work.

Start date cannot be a future date

Error Message: The Employment Start Date is not a valid date. (Error Message 127)

Remedy: First, please verify that the Employment Start Date being entered is in MM/DD/YYYY format. Then verify that the date being entered is either in the current month or for a prior month. If the employment is beginning in a future month, then the ED40 will need to be submitted in that month. For example, if you are working on your August reports, and an employee’s contract start date is 9/01, then you will need to wait until you are working on your September reports before you can submit the ED40.

Employee not enrolled

Error message: The employee has not been enrolled with this RE. Submit ED20/ED25. If an ED20/ED25 was submitted on the same report, please verify the Employee Identification Number, First Name, Last Name, Date of Birth, and Gender are matching. (Error message: 058)

Remedy: Please review your ED reports and verify if an ED 20 or ED25 has posted for the employee. If no ED 20 or ED25 is posted, submit and ED20 record to enroll this person with your RE. If you receive errors on the ED20, such as the name does not match what TRS has on file, please remove the ED20 an submit an ED25 record. This will take the place of the ED20 and enrolls the employee with your employer. If an ED 20 or ED25 record is suspended with errors, the errors on the record will need to be resolved before the ED40 can be submitted.

Full time employment

Error Message: Employment Type 'F' cannot be used when the TRS Membership Eligibility Flag is set to No. If you feel the reported information related to this error is correct, please contact TRS. (617)

Remedy: Verify the employment type is listed correctly as F – ½ time or more. If the reported employment type is correct, and the employee meets the Membership Eligibility Criteria, this person must be TRS eligible. If the employee does not meet the criteria for TRS membership, update the employment type to accurately reflect the correct employment type.

• S = Substitute - only applies to employees filling in for an employee of record who is out on leave.
• P = Less than half-time - used for employees who are working less than ½ time of a position’s FTE.
• F = Half Time or More - used for employees who are working ½ time or more of the position’s FTE. Employee must be eligible for TRS if using this employment type.
• M = Temporary - used for employees whose overall employment is expected to last less than 4 ½ months in a school year. TRS defines 4 and ½ months as 18 weeks.
• D = Student Employment (higher education only) – used when being enrolled as a student is a condition of employment. Student employment is not required to be reported to TRS.

Temporary Employment – Exceeds 18 weeks

Error Message: Temporary Employment cannot exceed 4 ½ months (Error Message: 800)

Remedy: TRS has further defined 4 and ½ months as 18 weeks. If the employment is expected to last for an indefinite period; or a defined period of 18 weeks or longer, and the employment is for half-time or more, then the employment not be considered “Temporary”. This employment would need to be reported as “F=Half-time or More” and would be considered TRS Eligible. If the employment is expected to last longer than 4 and ½ months (18 weeks), but is not expected to be half-time or more, this would not be considered “Temporary” employment either, and would need to be reported with the employment type of “P-Less than Half-time”. If you are entering an ED40 and the employee’s total employment does not exceed 18 weeks, please reach out to your RE Coach for assistance.

ORP election – 1st day election

Error message: Employment Type 'F' cannot be used when the TRS Membership Eligibility Flag is set to No. If you feel the reported information related to this error is correct, please contact TRS. (Error Message: 414)

Remedy: Ensure a TRS 28 - Election to Participate in Optional Retirement Program and/or Refund Form has been sent to TRS. Reach out to your RE Coach for assistance. 

Error Message: The Employee Identification number is not found in the TRS system. If reporting the employee for the first time, submit the ED20. (Error Message 045)

Remedy: Please review the SSN being reported and verify that it is correct. If this is a new employee, please submit an ED20 for the employee.

Error Message: The reported Employee Identification Number has been changed on TRS system. Verify the EIN and resubmit the report to TRS. (Error Message: 044)

Remedy: Verify the SSN with the Social Security card on file. If the number is correct on your file, reach out to your RE Coach. If the number is incorrect in your system, update your system with the correct SSN as it appears on the employees Social Security card.

Error Message: This change is not allowed. Please contact your RE coach. If you feel the reported information related to this error is correct, please contact TRS. (Error Message: 641, 642)

Remedy: Reach out to your RE Coach for assistance, documentation will be required to update demographic data.