RDA Systems Inc

What This Process Does

• Produces the Illinois TRS Gemini File
• Creates a flat file (with header, detail and footer records) to report wages, contributions and service along with specific member employment and demographic information, which can be uploaded via the secure TCRS Employer Self Service website.
• Saves a copy of the file in E-Documents.

Best Practices

Per IL TRS, the information should be maintained monthly and uploaded for each month. They have not gone live yet and we are testing with them to make sure our software is set up properly.

Requirements

JOBS

• The "Primary Job" must be flagged on each employee
• Retirement Salary must be used to display the annual salary of each employee. If you do not already use RETIREMENT SALARY please submit a ticket so that someone from support can help you.
• The IL TRS tab of the job record has 3 fields that must be set: 
  • Contribution Category- Represents the contributory status of the member and under which they should be contributing. 
  • Payment Reason- Reason for salary reported in this payment record. 
  • Post Retirement Hours-Number of hours a retired member worked in the pay period. Any days during which the member worked more than five hours, should only be recorded as five hours.
• The IL TRS job category is located in the position master. You are able to add new position IDs if needed.

Summer School Jobs

DEDUCTIONS

• Deductions must have a deduction type containing "RETIREMENT" or "414H"
• Deductions must have a short description starting with "TRS" and containing either "DB", "DC" or "THIS"
• THIS contributions must have "1.24" in the short description of the THIS 1.24% deductions
• Employer-paid 9% deductions must have a "9" in the short description 
• Each type of earnings code must have its own unique job

Located in Payroll > Other > Illinois Reports > TRS Gemini

Load TRS Information

• Load must be run for each reporting period 
• (DO NOT INCLUDE WEEKENDS) in Days Paid
• 
• All dates should match the dates on the Pay Master/Pay ID.
• It uses the Job deduction pay file (PAYJDPM, and will load based on the selected reporting period.
• Employees must have pay amounts for the selected month in order for this data to be written into the IL TRS GEMINI working file.

Maintain TRS Information

• Before creating the IL TRS GEMINI file, you can look at each record in the maintain
• Shows each job that is being calculated, The primary job is responsible for providing: the payroll frequency, employment begin date, employment end date, employment end reason, employment type, days paid, post retirement hours, balanced calendar (true/false) and deferred (true/false). So basically, the fields that don't appear on one of the job tabs of the IL TRS GEMINI MAINTAIN SCREEN that aren't from personnel demographics or leave mgt. are from the primary job.
• Range as desired (ranging is not typical), and click Select.
• All employees for whom information was loaded will select into the IL TRS GEMINI Browse.
• If a particular job is not loaded on the maintain screen that should be in the file, you can manually add it or adjust it at this time.
• Select each employee as needed to edit or remove any earnings or contribution amounts.

Create TRS File

• Report Year: enter calendar year for this file.
• Report Date: enter calendar date for this file.
• Enter TRS Code
• Enter Todays File Number (only necessary if creating 2 or more files in the same day)
• Range as desired (refer to range options below), and click Create File.
• File is automatically saved in E-Documents for viewing as desired.

Purge TRS Information

• This process marks the selected IL TRS records for deletion.
• Deleted records are automatically removed from the database.
• The purge process is not something that needs to be run after each month's file has been created, since the Report Month is one of the keys to the file, meaning that each time the TRS file is created (based on the three Load processes that have been run), the previous month's records are not replaced by the current data.
• Can run this process to purge the current data, if desired, to start over; in this case, range on Report Year and Report Month.
• Can run this process to purge a prior year, for space management purposes; in this case, range on Report Year.