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Verify TRS Membership Eligibility Warning Vs. Error

Two common TRS warnings seen on monthly Regular Payroll (RP) reports identify potential eligibility issues when: 

  • A TRS-eligible employee is reported to be working less than half time of the position’s full time equivalent (FTE). 
  • An ineligible employee is reported with time worked that is 50% or more of the position’s FTE. 

These warnings are a valuable tool for Reporting Employers (RE) to utilize in order to reduce future errors on their monthly RP report. 

Reminder

TRS eligibility should be evaluated at the time of hire and reevaluated when there is a change in position expectations. It should also be reevaluated at the beginning of each school year.

Warning Review Steps

When reviewing these warnings, TRS recommends that you take the following steps: 

  1. Verify with Supervisors and Managers

    Verify supervisors and managers understand scheduling employees to work more or less than original expectations can change the employee’s TRS membership status, which in turn can impact employees and RE when required to pay TRS contributions. 

  2. Ask About Workload Change

    Ask if the employee has a change in workload. Are employees working more or less than the amount they were hired to work? Find out if this is expected to continue or an isolated occasion? 

  3. Reevaluate for Eligibility

    Reevaluate the position for TRS eligibility if expectations have changed. An employee projected to continue to work half time or more of the position’s FTE for a period of 4½ months or more, likely meet the criteria for TRS membership. 

RP 20 Record Error

When an employee’s hours are reported more or less than what they were hired to work, the RP 20 record will trigger a warning. If by the third month the employee continues to work more or less than what they were hired to work, the warning becomes an error on your RP report, and you will need to work with your RE Coach to determine next steps. 

Provide your RE Coach with the following information for each employee receiving the verify membership error: 

  1. How many hours per week was the employee hired to work? 
  2. What is the Full time Equivalent (FTE) in hours per week for the position? (30-40 hours or 00 if no FTE) 
  3. What caused the employee to work more/less than normal? 
  4. When will the employee return to their expected hours?