This tab is used to extract the following TRS reporting data. All six extracts (ED20, ED40, ER20, RP20, Adjustment Days to RP25, and Adjustment Days to ER27) can be run simultaneously while you perform other system tasks. You can extract per frequency or for all frequencies.

1. Employee Demographic (ED20)

   
   Extracts employee demographic information (employee number, name, address, date of birth, gender, and contact information) for all employees from the Personnel > Maintenance > Staff Demo > Demographic Information tab to the TRS Processing Maintenance tab.

   An ED20 record must be submitted for all new employees including employees who were previously terminated and rehired. This does not apply to retirees. The ED20 record is submitted to TRS at the beginning of a new school year and each month for new employees. The ED25 record is used to change previously submitted employee demographic information.

2. Contract and Position (ED40)

   
   Extracts contract and position information for all employees prior to the start of employment and prior to the submittal of regular payroll contributions for the first time. The data is extracted from the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab to the Payroll > Payroll Processing > TRS Processing > Maintenance tab.

   Multiple ED40 records should be submitted for an employee with multiple TRS position codes. If the various jobs fall within the same position code, then only one record can be submitted per position code. In that scenario, the ED40 records should include the employee's primary position information.
   

   FTE Hours Notes:

   • The extract first uses data from the Wkly Hrs Sched field on the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab.
   • If the Wkly Hrs Sched field is zero, the extract uses the value in the FTE Hrs field on the Personnel > Maintenance > Tables > Job/Contract > Job Codes tab.
   • If the FTE Hrs field is zero on the Job Codes tab, the extract uses the value in the Standard Hours per Workday field on the Payroll > Tables > District HR Options page (the extract multiplies the field by five to get the hours per week).
   • If the employee has multiple jobs and/or TRS position codes, the % Assigned (total percentage of the employee's responsibilities represented by each job) field from the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab is factored into the calculation.
   • If No FTE is selected on the Personnel > Maintenance > Tables > Job/Contract > Job Codes tab, then the FTE Hrs for the job is set to zero.

   Summer School Contracts (TRS position code 09):

   The ED40 extract creates an ED40 record for employees who have a TRS position code 09 and a summer school contract begin date (month/year) on the Summer School Contracts page that is equal to the TRS Reporting month/year.

   The RP20 extract creates an ED40 record if:

   • The employee has a summer school contract begin date (month/year) on the Summer School Contracts page that is equal to the TRS Reporting month/year.
   • The employee was paid with an extra duty code that has TRS position code 09 assigned on the Payroll > Payroll Processing > TRS Processing > Payroll History tab (Extra Duty section).
   • The employee does not have an existing ED40 record for the reporting month.

3. Regular Payroll (RP20)

   
   Extracts employee compensation and contribution information for the selected reporting period.

   • Multiple RP20 records should be submitted for an employee with multiple TRS position codes; one RP20 for each TRS position code. If the various jobs fall within the same position code, only one RP20 record should be submitted per position code.
   • Per TRS, when reporting employees in non-TRS-eligible positions, the only compensation data to be reported is the total gross compensation, no contribution data should be reported. The only exception is that employees in non-eligible positions may purchase Special Service through payroll deduction. Therefore, service credit purchase deduction may be reported for these employees. In addition, the hours worked/scheduled and days worked data must be reported for ALL employees.
   • The Adjustment Days function should be processed prior to performing this function.
     Note: The extract first uses data from the Wkly Hrs Sched field on the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab. If the field is zero, the extract uses the FTE Hrs field on the Personnel > Maintenance > Tables > Job/Contract > Job Codes tab. If that field is zero, then the extract uses the Standard Hours per Workday field on the Payroll > Tables > District HR Options page (the extract multiplies the field by five to get the hours per week). If the employee has multiple jobs and/or TRS position codes, the % Assigned (total percentage of the employee's responsibilities represented by each job) field from the Payroll > Maintenance > Staff Job/Pay Data > Job Info tab is factored into the calculation. The RP20 record informs TRS of the employee's weekly scheduled hours. For example, the employee works 20 hours a week as a part-time employee in a full-time job.
   • If the TRS Insurance Employer Paid check box is selected on the Payroll > Tables > Taxes/Deductions > TRS Rates tab, the TRS Insurance calculations are excluded from the regular payroll calculations and performed when the RP20 Extract is performed. The TRS Insurance is calculated and expensed for the LEA based on the employee’s distributions for the applicable payrolls that were processed during the reporting month. This applies to distribution history record types G, O, A, and S.
   • If the RP20 extract does not include Employer Paid TRS Insurance calculations, the RP20 - Employer Paid TRS Insurance report is not generated.
   • The RP20 extract uses the TRS Extract Options on the Payroll > Tables > District HR Options page to determine which hours (actual or scheduled) to report for pay type 1, 2, and 3 employees.
   • The Public Education Employer Contribution (Previously known as the TRS Non-OASDI Contribution) uses the following calculation: State Minimum Salary x Public Education Employer Contribution Rate = Public Education Employer Contribution.

   
   
   

   Note: Per the State of Texas Education Code, Section 42.102, effective September 01, 2019, the TRS Processing Extract will no longer use the cost of education adjustment (index) (CEI) value when calculating TRS 373 Statutory Minimum Contributions. As a result:

   • The Adjusted State Minimum salary is not calculated and state contributions are due on all eligible compensation paid above the statutory minimum salary schedule.
   • The CEI value no longer exists in TRS 373 Above State Base calculations that are used in TRS Processing, NY Payroll to Budget, and PMIS Simulations.
   • The TRS Cost Education Index field remains on the Payroll > Tables > District HR Options page for any 2018 processing needs.

   ❏ Future software updates will remove the CEI, reformat the TRS 373 report to remove the Adjusted State Minimum column, rename TRS Non-OASDI (Reporting Entity Payment for Non-OASDI Members) to Public Education Employer Contribution and any other changes that are required to coincide with TRS changes.

   ❏ Public Education Employer Contribution (Previously known as the TRS Non-OASDI Contribution) calculations are performed for all TRS-eligible employees who are subject to FICA tax.

   ❏ Charter schools: TRS-eligible salaries are used to calculate the Public Education Employer Contribution (Previously known as the TRS Non-OASDI Contribution). The Public Education Employer Contribution is not capped by state minimum salaries.

   Summer School Contracts (TRS position code 09):

   The ED40 extract creates an ED40 record for employees who have a TRS position code 09 and a summer school contract begin date (month/year) on the Summer School Contracts page that is equal to the TRS Reporting month/year.

   The RP20 extract to creates an ED40 record if:

   • The employee has a summer school contract begin date (month/year) on the Summer School Contracts page that is equal to the TRS Reporting month/year.
   • The employee was paid with an extra duty code that has TRS position code 09 assigned on the Payroll > Payroll Processing > TRS Processing > Payroll History tab (Extra Duty section).
   • The employee does not have an existing ED40 record for the reporting month.

   
   

   Payroll calculation notes:

   • During payroll calculations, absence deductions and coded absence deductions are allocated to the selected job when processing dock amounts that affect the state minimum salary.
   • Leave Docks are allocated based on the percent assigned to the jobs, which may cause differences in the TRS 373 and Public Education Employer Contribution (Previously known as the TRS Non-OASDI Contribution) calculations if the employee has multiple jobs.

4. Employment after Retirement (ER20)

   
   Extracts employment data of retirees regardless of the retirement date or type. The data is extracted from the payroll history to the Payroll > Payroll Processing > TRS Processing > Maintenance tab.

   ER20 Notes

   ER20 Notes:

   ER20 records are extracted per Primary Job and per Retiree Exception, and the Retiree Exception will be the Retiree Employment Type if selected.

   • Employees with multiple jobs will have multiple ER20 records reported.
   
   • Any extra duty pay (XTRA job) that is not attached to the job with the Retiree Exception should be reported with the Primary Job.
   
   • The TRS Adjustment Days extract will not extract a value for ER type records. Users are expected to update the extracted records with the Retiree Employment Type.

   The ER20 record always extracts the actual hours for retired employees.

   The ER20 record bases the reporting dates for the reporting month/year on that reporting month year using the following circumstances:

   If the contract begin or end date is within that reporting period, those dates are reported.
   
   If the reporting month is within the contract begin/end dates, the entire date range for the month is reported.
   
   If the contract begin/end date is outside of the reporting month year (e.g., the employee is paid from accruals), the original contract dates are reported.

   Example: If a retiree's contract begin date is 08-17-2023 and end date is 05-25-2024, the dates reported for this employee are as follows:

   Extract Month/Year	Reported Dates
   August 2023	08-17-2023 - 08-31-2023
   September 2023	09-01-2023 - 09-30-2023
   October 2023	10-01-2023 - 10-31-2023
   November 2023	11-01-2023- 11-30-2023
   December 2023	12-01-2023 - 12-31-2023
   January 2024	01-01-2024 - 01-31-2024
   February 2024	02-01-2024 - 02-28-2024
   March 2024	03-01-2024 - 03-31-2024
   April 2024	04-01-2024 - 04-30-2024
   May 2024	05-01-2024 - 05-25-2024
   June 2024	06-01-2024 - 06-30-2024

5. Adjustment Days

   
   This utility is used to extract the available days worked from the TRS calendar and from any leave docks that were processed through the payroll leave transmittals process for leave types that have Use For Dock TRS Days selected on the Payroll > Tables > Leave > Leave Type Description tab. If the adjustment days are a result of a leave dock, and the employee has multiple jobs with multiple position codes, then the adjustment days are recorded for each of the TRS position codes. The data is extracted to the Adjustment Days tab in the Maintenance section.

Access the RE Portal Resources page for additional reporting information and complete file record layouts.