TRS has compiled a list of important frequently asked questions (FAQs) that reporting employers may find useful when using the RE Portal system. These will be helpful for questions about new employers, current employees and employment after retirement.
While this list is not exhaustive, it is intended to be a good starting point to address some of the more common questions/issues reporting employers may encounter with the reporting system. We encourage each reporting employer to thoroughly review these FAQs. Of course, if there are questions not addressed on this list, please contact your reporting coach for assistance.
New Employees (New Hires)
Every new employee should be researched in ‘View Employee Information’ on the RE Portal.
The ‘View Employee Information’ screen will advise you:
- if the person is or is not already a TRS member
- if the New Member contribution is due on the person
- if the person is a TRS retiree and, if so, if the retiree is subject to the Pension and TRS-Care Surcharges
If the person is NOT a TRS retiree, and the demographic information displayed on ‘View Employee Information’ is different from what was provided to you (the reporting employer) by the employee, it will impact which records are submitted in the RE portal.
For all new hires who are NOT TRS retirees, an ED20 record and ED40 record should be submitted during the report month the employee will be on the Regular Payroll (RP) report for the first time.
Do NOT submit Employee Demographic (ED) records for TRS retirees.
If the demographic information displayed on ‘View Employee Information’ is different from what was provided by the employee, submit an ED25 and ED40 instead of an ED20 and ED40.
Submit the ED20 record (or ED25 record-whichever is applicable) and the ED40 record in the month the person is on the Regular Payroll (RP) report for the first time. If the employee terminated and received their final pay in that same initial report month, the ED90 will also be included on that same Employee Demographic (ED) report.
If the employee received their final pay in the month following the termination, submit the ED90 record in the month the person is reported on the Regular Payroll (RP) report for the final time.
Current Employee
Adjusting Hours/Changing Positions
An ED45 record would be submitted to end the original contract/work agreement and a new ED40 record should be submitted to start the new contract/work agreement. The RP20 record for that transition month should reflect only the days the person worked in the TRS eligible position.
All ‘Original’ fields must be completed on an adjustment record (ED25, ED45, RP25, ER27). Complete only the ‘New’ or ‘Adjustment’ fields for the fields that are being changed/updated.
Reporting Hours
For non-TRS retirees reported on the Regular Payroll (RP) report, actual hours worked in the calendar month must be reported if the employee’s time is tracked in some way (time clock, time sheets, etc.). If the employee’s time is NOT tracked in any way, you may report the number of hours the employee is scheduled to work per week.
If the employee’s time is tracked, but the total time for the month is not available at the time reports are due, you may estimate time worked for the report month for the Regular Payroll (RP) report. Once the actual time is available, adjustment records will be required to correct any hours worked that were initially reported incorrectly.
For non-TRS retirees reported on the Regular Payroll (RP) report, only the number of days worked in the calendar month must be reported.
For TRS retirees reported on the Employment after Retirement (ER) report, both actual hours and actual days worked in the calendar month must be reported.
Adjunct Faculty
If both positions are under the same Position Code, only report one ED40 record and one RP20 record. If each position is a different Position Code, report one ED40 record and one RP20 record for each position code.
Reporting Temporary Employees
If both positions are under the same Position Code, only report one ED40 record and one RP20 record. If each position is a different Position Code, report one ED40 record and one RP20 record for each position code.
Employees Working in Multiple Positions
If both positions are under the same Position Code, only report one ED40 record and one RP20 record. If each position is a different Position Code, report one ED40 record and one RP20 record for each position code.
Yes. Report the pay and contributions associated with each position on the corresponding RP20 record. Also, report the hours worked or hours scheduled and days worked or days scheduled for each position on the corresponding RP20 record, even if both positions are worked on the same day.
If the work taking tickets is a different Position Code than the employee’s regular job, report the additional work under a separate ED40 record and RP20 record. If all work is under the same Position Code, report all pay, hours and days worked on one ED40 record and RP20 record.
Employment After Retirement
For TRS retirees reported on the Employment after Retirement (ER) report, both actual hours and actual days worked in the calendar month must be reported.