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Understand TRS reporting for active employees and retirees, including salary reporting, time tracking, and eligibility verification. Learn about adjunct faculty membership eligibility and reporting requirements.

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  1. Disclosure This presentation is intended as a high level overview of TRS reporting. This presentation should not be viewed as a comprehensive overview of the TRS reporting process. The information in this presentation is based on the TRS Laws and Rules as of the 2018-2019 fiscal year Please see the various RE Portal training and resources available on the TRS website for more complete information.

  2. Reporting Requirements These requirements apply to both active employees and TRS retirees: • Report salary when it is paid to the employee • Regardless of when it was earned • Report time (days and hours) when worked • Time reporting is not based on pay period

  3. Hours Worked vs. Hours Scheduled If an employee tracks their time (keeps timesheet or clocks in and out), you MUST report the actual hours worked in the calendar month If an employee does not track their time in any way, you will report the number of hours they are scheduled to work each week

  4. TRS Definition of Full Time Equivalent Full Time Equivalent: The number of hours per week that an employee must work to be considered full-time in their primary position, entered as any number from 30-40. If the employee's position doesn't have a full-time equivalent, enter 00.

  5. Hours are Used to Verify Eligibility TRS uses the information reported each month on the RP20 record under hours worked or hours scheduled to verify if the employee’s eligibility is being reported correctly.

  6. Days are Used to Determine Service Credit • 90 days of work or paid leave beginning 9/1 of every year • Completion of Full Fall Semester (work or paid leave) plus it is the last semester prior to retirement

  7. Higher Education- Hour Conversion • Classes for Continuing Education • All Other Instructors On-line classes • Minimum of 2 clock hours for every hour spent in the classroom or lab • If employer has established a higher ratio, e.g., 2.25 clock hours for every hour in the classroom or lab, OK to use • Use hours of instruction in the classroom or lab, not semester/credit/course hour • Different standard used • Must be offered for college credit • Minimum of 2 clock hours for each semester/credit/ course hour • Includes adult education and employee training • Not offered for college credit • Count actual number of hours worked

  8. Adjunct Membership Eligibility • Must be hired to work at least 20 hours per week to be TRS eligible based on the following calculation: • Convert instructional time based on a minimum of two clock hours for each clock hour of instructional time in the classroom or lab unless the employer has established a greater amount of preparation time for each hour in the classroom or lab.

  9. Adjunct Hour Conversion Examples • Adjunct Faculty In Person: • Teaching 3 courses. Each course meets 1 hour per day, 3 times a week. 3 x 2 = 6 clock hours x 3 courses = 18 clock hours per week. Not eligible for TRS. • Teaching 4 courses. Each course meets 1 hour per day, 3 times a week. 3 x 2 = 6 clock hours x 4 courses = 24 clock hours per week. Eligible for TRS. • Adjunct Faculty Online: • 3 credit hours x 2 = 6 clock hours x 3 courses = 18 clock hours per week. Not eligible for TRS. • 3 credit hours x 2 = 6 clock hours x 4 courses = 24 clock hours per week. Eligible for TRS

  10. Adjunct Eligibility Examples Becomes TRS eligible in the spring semester since total employment is more than 4 ½ months (Rule 25.1 (g)) Less than half time in fall; half time or more in spring Hired to work 20 hours or more only in the Fall semester Not TRS eligible and considered Temporary Employment TRS eligible beginning in the Fall semester since total employment is expected to be more than 4 ½ months (Rule 25.1 (g)) Hired to work 20 hours or more in the Fall semester with the understanding they may work in the Spring semester

  11. Adjunct Eligibility Examples Continued If classes dropped changes TRS eligibility, then the change is retroactive Hired to work 20 hours or more in any semester, then classes don’t make TRS eligible in the Fall semester, NOT TRS eligible in the Spring semester and back to TRS eligible in the Summer semester Hired to work 20 hours or more in the Fall semester. Continues working in the Spring semester but less than 20 hours. Returns to working 20 hours or more in the Summer semester

  12. Reporting ED 40s for ORP Participants SCENARIO 1 The employee is already enrolled and participating in ORP prior to the beginning of the fiscal year. Action Submit the ED40 record with “TRS Membership Eligibility” flag of No and an “ORP Eligible Position” flag of Yes. The “Beginning Date of Contract/Work Agreement” and “Ending Date of Contract/Work Agreement” fields should reflect the dates the employee was hired to work in that fiscal year.

  13. Reporting ED 40s for ORP Participants Scenario 2 The employee is hired into a TRS-eligible position during the fiscal year that is also an ORP-eligible position. Action 1 Submit the initial ED40 record with “TRS Membership Eligibility” flag of Yes and “ORP Eligible Position” flag of Yes. The “Beginning Date of Contract/Work Agreement” and “Ending Date of Contract/Work Agreement” fields should reflect the dates the employee was hired to work in that fiscal year. Please note: If the member later decides to elect ORP during the initial election period, but has contributed to TRS for the months prior to the ORP election, then an additional action will need to be completed.

  14. Reporting ED 40s for ORP Participants Scenario 2 Continued Action 2 Submit an ED45 adjustment record to both end the TRS-eligible positon and to add the ineligible position using an “Adjustment Reason Code” of End/Add. Ensure all of the original fields match the information that was submitted on the initial ED40 record. Then, complete all of the new fields with the ORP contract information. Be sure to indicate the “New TRS Membership Eligibility” flag as No and the “New ORP Eligible Position” flag as Yes. The “New Beginning Date of Contract/Work Agreement” field is the date the employee’s ORP participation began (the effective date of the ORP election). Must submit a completed TRS 28 election form to TRS by the end of the ORP election period.

  15. Reporting ED 40s for ORP Participants Scenario 3 The employee is hired into a TRS-eligible position during the fiscal year that is also an ORP-eligible position; however, the employee decides to remain in TRS and does not elect ORP. Action Submit the initial ED40 record with “TRS Membership Eligibility” flag of Yes and an “ORP Eligible Position” flag of Yes. The “Beginning Date of Contract/Work Agreement” and “Ending Date of Contract/Work Agreement” fields should reflect the dates the employee was hired to work in that fiscal year. No ED45 adjustment record is needed since the employee did not elect to participate in ORP.

  16. Employment and Positions Employment • An ED20 record sent for a new employee creates a new employment • An ED40 record then adds positions (contracts) under that employment • Each employment can hold multiple positions • Each RP20 must have a matching position to post to Part-time Position RP record Full-time Position

  17. Sending the ED45 in the SAME month as the change Employment 62 days April 2019 22 d / 176 h $2,400 Feb. 2019 19 d / 152 h $2,400 Jan. 2019 18 d / 144 h $800 March 2019 15 d / 120 h $2,400 May 2019 22 d / 176 h $2,400 Dec. 2018 12 d / 40 h $900 Nov. 2018 13 d / 45 h $1,400 Oct. 2018 19 d / 70 h $1,300 Sep. 2018 18 d / 65 h $0 Part-time Position Send ED45 to End PT & Add FT Position 96 days Full-time Position

  18. Sending the ED45 AFTER the position change Employment 80 days April 2019 22 d / 176 h $2,400 Feb. 2019 19 d / 152 h $2,400 Jan. 2019 18 d / 144 h $800 March 2019 15 d / 120 h $2,400 May 2019 22 d / 176 h $2,400 Dec. 2018 12 d / 40 h $900 Nov. 2018 13 d / 45 h $1,400 Oct. 2018 19 d / 70 h $1,300 Sep. 2018 18 d / 65 h $0 Part-time Position Send ED45 to End PT & Add FT Position 78 days Full-time Position

  19. Coordinating RE Portal Info with Your System • Special request from software providers regarding the relationship between the RE Portal and your system/database: • The two systems do not interface • Edits/changes made in the RE Portal do not automatically update in your system • You must go back in your system and also update the changes there

  20. Online Training/Reporting Resources • Payroll Manual • Defect and Issues list • File Format Guides • Error and Warning List • User and Training Guides • Training Videos • Web Based Trainings • RE Portal Messages www.trs.texas.gov -> Reporting Entities Reporting@trs.texas.gov 800-433-5734 – requires four digit entity number

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