IL Annual TRS Report

Menu Path: Human Resources, then State, then IL Annual TRS Report.

Report Specific Set-up

Prior to using the report application, follow the setup instructions in the TRS Deductions section. The appropriate deduction codes must be entered into the Primary Teacher Retirement Deductions, Teacher Retirement Board Paid, and/or TR Benefit (Federal) fields. If there are additional TRS deduction codes these may be entered into the Secondary Teacher Retirement Deductions. The Teacher Retirement Deductions should contain the teacher's retirement deduction codes in which a percentage of the employee's wages are deducted.

At least one of the Primary or Secondary Teacher Retirement Deduction codes or a Teacher Retirement Board Paid code needs to be identified for the TRS annual report to generate.

The Federal Funding Organization Level in the Human Resources Profile - State Window should contain the level of the Organization Chart which indicates whether or not a budget is federally funded. The drop-down list contains the titles for the Organization Chart as set up in the Fund Accounting Profile. For example, if users distinguish a federally funded budget code from a non-federally funded code by the Program level, select Program from the list. This field is used to calculate the federal benefit. The federal benefit only calculates on the employee's salary paid from federal funds. In addition, to calculate a federal retirement benefit for teachers who are paid from federal funds, the following should be set up prior to calculating the first payroll:

The specific codes from your Organization Chart that identify federal funds must be entered in the IL Federally Funded Grant List.
Employees who are paid from federal funds must also have one of the Primary Teacher Retirement Deductions or the Teacher Retirement Board Paid deduction assigned to them as an active deduction in order for the federal retirement benefit to be calculated.

See the Federal Retirement Benefit Calculation section below for more information about how the federal teacher retirement benefit is calculated and distributed.

The Leave Pay Method on the Human Resources Profile - State Window must also be selected before running the Annual TRS report. Select either H - Hourly, D -Daily, or B - Both, depending on how you have your pay codes set up for leave. The Leave Pay Method is used in the calculation of the number of days of leave without pay, as part of the calculation of days paid.

if you select either D - Daily or B - Both, the system will use a daily calculation.

Employment Type and Hours Per Day

Human Resources, then Entry & Processing, then Employee, then Employee Information

You also need to enter the Employment Type and Hours Per Day on the employee's State Required page for TRS employees.

Choose the Employee Information page.
Select an employee.
Click Payroll Information, then select State Required.
Enter an Employment Type:
- F = Full-Time
- P = Part-Time Contractual
- S = Substitute
- H = Part-Time Non-Contractual (Hourly or Daily)
- E = Extra Duties Not Requiring Certification
Enter Hours Per Day, if applicable. This field should be entered if Leave Pay Method = H - Hourly on the Human Resources Profile - State page.

If the Employment Type is 'F = Full Time' or 'P = Part-Time,' then a Full-Time Equivalent percentage value will be expected in the FTE field. This value should be between 10 and 100.

Extra Duty Pay Codes

For those employees who do not work for the full school term, the annual salary calculation requires a way to identify which pay codes are considered extra duty. These pay codes are entered and maintained within a separate database table, il_expaycode. This database table only contains one field (paycode CHAR(3)).

To enter the Extra Duty Pay Codes, click Pay Codes on the Action bar.

Any existing extra duty pay codes will automatically display. To add a record click Add New. To delete a record, select the desired record and click Delete.

You must enter the extra duty pay codes before you load the TRS data. Any pay codes not entered into the extra duty pay codes page will not be included in the annual salary calculations during data load.

Load Employee Information

The Load option retrieves the data elements required by TRS for all reportable employees and stores the information in a separate work table.

Enter the Report Year and Fiscal Start/End Dates.
Click OK.

The system checks to see if any TRS work records exist for the selected year. If any records are found, you must purge the previous data before loading the new data.

The information stored in the work file is retrieved and calculated as follows:

Field	Description
Fiscal Begin, Fiscal End, and Year	User entered at load time.
SSN	This is the SSN from the employee information page (employee.ssn)
Name	The employee's name, last name first (employee.l_name, employe.f_name)
Employee Type	This is stored on the state-required screen for each employee. The five possible values stored in that field are F, P, H, S, or E.
Employment Agreement Days	This comes from the number of days field on the employee's primary pay rate calendar type (calendar.no_days)
Days Paid	This calculates based on the employee's Type of Employment, as found on their State Required page: For 'E' type employees this is equal to zero (0). For 'F' and 'P' type employees, the calendar from their primary pay rate is used to calculate their days paid using the contract start and end dates as the date range, minus any leave without pay days. However, if the employee's hire date is within the contract start and end date range, the hire date is used instead of the contract start date. For 'H' type employees, the number of 'P' type check history records they have will be summed, and that is the days paid. For 'S' type employees, the Days field of all 'P' type check history records are totaled for the days paid. The beginning and end dates of the fiscal year which are entered by the user are compared with the check dates from check history to retrieve the appropriate records.
Annual Salary Rate	This calculates depending on the employee's Type of Employment, as found on their State Required page. For 'F' and 'P' type employees, if they were employed for the entire school term, annual salary rate is creditable earnings plus any money they have been docked because of leave taken without pay. If they were not employed for the entire school term, then annual salary rate is the sum of the annual salary fields of all the active pay rates for the employee (which are subject to retirement), plus the sum of all pay earned for extra duties. The pay codes for extra duties are entered into the pay codes maintenance utility, described below. If an employee's contract days is less than days worked (both from their primary pay rate page) then that employee did not work for the entire school term. The contract days field must be maintained manually, as it is not automatically updated. For 'H', 'S', and 'E' type employees annual salary rate is simply equal to creditable earnings.
Creditable Earnings	This calculates depending on which deduction code, the Teacher Retirement deduction or the TR Benefit (federal) deduction, the employee has. If the employee has the Teacher Retirement Deduction, the Creditable Earnings is the FTD salary amount (deduct.sal_f) found on the deduction record. If the employee has the TR Benefit deduction, the Creditable Earnings is the sum of the FTD salary amount plus the FTD contribution amount (deduct.sal_f + deduct.cont_f).
Retirement Contribution	This calculates depending on which deduction code, the Teacher Retirement deduction or the TR Benefit (federal) deduction, the employee has. If the employee has the Teacher Retirement Deduction, the Retirement Contributions is the FTD taken amount (deduct.taken_f) found on the deduction record. If the employee has the TR Benefit deduction, the Retirement Contributions is the FTD contribution amount (deduct.cont_f) found on the deduction record. Special Trust/Federal Earnings - This is found by taking the FTD salary amount from the employee's Teacher Retirement Board Paid deduction record (deduct.sal_f). The code for this deduction is defined on the Human Resources Profile - State Window. The amount of this deduction is calculated during payroll processing, so it must be set up correctly before the payroll is processed. See the Federal Retirement Benefit Calculation section below for more information about how this benefit is calculated.

Federal Retirement Benefit Calculation

Teacher retirement deduction codes and the IL Federally Funded Grant List must be set up prior to the payroll calculation in order for the federal retirement benefit to be calculated correctly.

The following is an example of how the federal teacher retirement benefit is calculated and distributed. Assume there are three gross pay records in the payroll calculation for the employee, and that the benefit rate for the federal benefit is 20 % (0.20). If the employee's pay records are as follows:

Record Number	Key Organization	Federal Code?	Amount
1	10011101111	Yes	$1,000
2	10011102111	Yes	$500
3	20011102111	No	$500

The teacher retirement benefit amount would be calculated by the system on a gross pay amount of $1500, which is the total amount paid from federal funds (record 1 and record 2). Therefore the federal retirement benefit amount would be 1500 x .20 = $300.

During the payroll Fund Accounting Interface, since the third record has a key organization that is not federally funded, it would not be considered.

The $300 benefit would then be distributed as follows:

Record Number	Key Organization	Amount
1	10011101111	300 x (1000/1500) = 200
2	10011102111	300 x (500/1500) = 100

Data Definitions

The following table shows the Illinois field names, the Column names and where the data is retrieved from for employee information that is loaded within IL Annual TRS Report.

Field Name	Description	Database Table/ Name	Type	Location
Fiscal Year Start Date	Beginning date of the fiscal year	il_trswork. fisc_begin	DATE	Entered by user when loading data (defaults from fam_prof.fisc_begin_date)
Fiscal Year End Date	Ending date of the fiscal year	il_trswork. fisc_end	DATE	Entered by user when loading data (defaults from fam_prof.fisc_end_date)
Report Year	Fiscal year for the annual TRS report	il_trswork. year	CHAR (4)	Entered by user when loading data
Social Security	Social security number	il_trswork. ssn	CHAR (11)	employee.ssn
Member Name	Name of the employee	il_trswork. name	CHAR (25)	employee.l_name, " ", employee.name_suffix, " ", employee.f_name, " ", employee.m_name with extra spaces removed (in versions prior to 5.0 this was employee.l_name, " ", employee.f_name)
Employee Type	Type of employment; F = Full-time, P = Part-time contractual, S = Substitute, H = Part-time non-contractual (hourly or daily), and E = Extra duties not requiring certification	il_trswork. empl_type	CHAR (1)	empuser.ftext1 where page_no = 32000
Employee Agreement Days	Number of days in employment agreement – the number of days in the school term or the member's employment agreement, if longer	il_trswork. emp_agree_days	SMALLINT	calendar.no_days from the calendar of the employee's primary pay rate record
Days Paid	Total number days paid – total number of days, Monday through Friday, during the school year for which the member performed duties requiring certification, not including unpaid days	il_trswork. days_paid	SMALLINT	Calculated differently depending on employment type – see the previous page for a more complete description
Annual Salary Rate	Annual salary rate – for employment type 'F' or 'P', the annual salary rate represents what would have been earned in the position if the member worked his or her normal schedule, with no docks, for the entire school term or length of the employment agreement, if longer. For other types it is the amount of creditable earnings.	il_trswork. ann_sal_rate	DECIMAL (10,2)	Calculated differently depending on employment type – see the previous page for a more complete description
Creditable Earnings	Creditable earnings – actual creditable earnings earned by the member including employer-paid member contributions.	il_trswork. cr_earnings	DECIMAL (10,2)	For Teacher Retirement Deductions, deduct.sal_f For Teacher Retirement Board Paid, deduct.sal_f + deduct.cont_f
Retirement Contribution	Member TRS contributions – i.e. the creditable earnings times the percent of the TRS deduction or benefit	il_trswork. ret_contrib	DECIMAL (10,2)	For Teacher Retirement Deductions, deduct.taken_f For Teacher Retirement Board Paid, deduct.cont_f
Special Trust / Federal	Amount of creditable earnings paid from federal funds or special trust	il_trswork. spec_trust	DECIMAL (10,2)	deduct.sal_f for Teacher Retirement Benefit (Federal) deduction
Employee Number	The employee number	il_trswork. empl_no	INTEGER	employee.empl_no

Maintain the Data

After you load the data, the user can perform searches, add, update and delete records from the main page of IL Annual TRS Report.

Click Find to query the existing records based on the search criteria the user entered. After the records display, select the desired record and click OK to review and update.

To add a record click Add New and enter the appropriate information.

To delete a record, select the desired record and click Delete.

Generate Reports and Files

To generate the IL Annual TRS Report, either a hard copy or an electronic file to be submitted to the state,

Click Report on the action bar.
Select the type of report. If you are print the Hard Copy report, you can also choose to sort the report either by social security number or by name.
Select the year for the report, then click OK.
If the user has permission to view social security numbers, click Yes to print the full numbers or No to print the masked format.
Select the destination for the report, then click OK.

The Electronic File option produces an ASCII text file containing each reportable employee using the record layout specified by the Illinois Teachers' Retirement System. The name of the file created is "Import2". The default location for this file is the directory associated with the FASTAPDIR environmental variable.

File Layouts and Data Mapping

The following table shows the Illinois field numbers, field names, and where the data is retrieved from for the IL Annual TRS Report file that is submitted to the state.

The ASCII Fixed Length Specifications states the following: "Import2 file must be in a specific fixed length ASCII format with a record length of 98 characters." However, it should be noted that there are only 96 visible characters. The last two characters in the output file are a carriage return and line feed which are not visible.

Field Name	Description	Format	Length	Position	Location
Letter Code	Letter A	Text	1	1-1	"A"
Social Security Number	Required. No imbedded spaces or special characters.	Number	9	2-10	il_trswork.ssn with no dashes
Name	Name; last name first. Left justified, blank filled	Text	25	11-35	il_trswork.name
Gender	Employee gender; M or F	Text	1	41	person.sex
Date of Birth	Employee's birth date	Number	8	42-49	employee.birthdate
Type of Employment	Type of employment – F, P, S, H, or E	Text	1	50	il_trswork.empl_type
Number of Days in Employment Agreement	The number of days in the school term or the member's employment agreement, if longer	Number	3	51-53	il_trswork.emp_agree_days
Total Number of Days Paid	Total number of days during the school year for which the member performed duties requiring certification, not including unpaid days	Number	3	54-56	il_trswork.days_paid
Annual Salary Rate	What would have been earned in the position if the member worked his or her normal schedule, with no docks, for the entire school term or length of the employment agreement, if longer. Right-justified, zero-filled	Number, with 2 decimal places	10, including the decimal	57-66	il_trswork.ann_sal_rate
Creditable Earnings	Creditable earnings earned by the member including employer-paid member contributions. Right justified, zero-filled.	Number, with 2 decimal places	10, including the decimal	67-76	il_trswork.cr_earnings
Member TRS Contributions	Creditable earnings times the percent of the TRS deduction or benefit. Right-justified, zero-filled.	Number, with 2 decimal places	10, including the decimal	77-86	il_trswork.ret_contrib
Federal Funds	Amount of creditable earnings paid from federal funds or special trust	Number, with 0 decimal places	10, including the decimal	87-96	il_trswork.spec_trust
FTE	Full time equivalent percentage of a full or part time employee.	Number with 0 decimal places.	3	97-99	Il_trswork.fte
End of Line	Carriage return line feed	Special Characters		100-101	CR/LF (not visible)

Purge Data

Click Purge on the action bar.
Enter the report year to be purged, then click OK.
Click Yes to confirm.