TRS Retirement Report - Maintain Data | PowerSchool ERP Compliance

Use the NY TRS Retirement Report page to generate and submit retirement contribution reports to the New York State Teachers' Retirement System (NYSTRS). The data entered and processed on this page is used for monthly retirement reporting to the New York State Teachers' Retirement System.

If errors are encountered during the Load data process, you can correct the source data on the Employee Information form of the NY TRS Retirement Report page. After corrections, you must purge and reload the data.

PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.

On the NY TRS Retirement Report page, filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. Select Add if the button is enabled.
  Refer to Search for Records for more information.
  - To add a record, click Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.
  - To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
  - To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.

Field descriptions

The following are the tabs on the Employee Information form of the NY TRS Retirement Report page:

General tab

The following table describes the fields on the General tab of the Employee Information form of the NY TRS Retirement Report page.

Field	Description	Load logic - Data source and Valid values
Report Year	The fiscal year of the reporting data.	The default is the current year.
Report Month	The month of the reporting data.	The default is the current month.
Employee Number	The employee number. Select Lookup to search for and select an employee number.	The field value is retrieved from the Employee Number field on the Employee Information page.
Social Security Number	The employee's Social Security number.	The field value is retrieved from the Social Security field on the Employee Information page.
Prior Social Security Number	The employee's previous Social Security number.	The application checks whether the Social Security number has changed since the last Load process. If there is a change, the old Social Security number is stored in this field.
Pay Frequency	Indicates how often the employee is paid.	Valid values: W – Weekly B – Bi-Weekly S – Semi-Monthly M – Monthly The value is retrieved from the Pay Frequency field on the Payroll tab of the Employee Information page. The default is W - Weekly. This field value overrides the value in the Pay Frequency field on the Payroll tab of the Employee Information page.
Pay Cycles	The number of payroll cycles covered.	Valid values: If the Pay Frequency is W – Weekly, this field value is 4 or 5 If the Pay Frequency is B – Bi-Weekly, this field value is 2 or 3 If the Pay Frequency is S – Semi-Monthly, this field value is 2 If the Pay Frequency is M – Monthly, this field value is 1
TRS Number	The seven-digit number assigned by the Teachers' Retirement System (TRS).	The value is retrieved from the NYSTRS ID field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the NYSTRS ID field on the TRS Information form of the NY Retirement Information page.
Tier	The employee's TRS membership tier classification. The tier determines the retirement benefit formula, contribution rates, and eligibility requirements based on when the employee joined the retirement system. The value must match the tier TRS has on file for that member to ensure the report and contributions align with TRS rules. Valid values: 1 = Tier 1 (Members who joined before July 1, 1973) 2 = Tier 2 (Members who joined between July 1, 1973, and July 26, 1976) 3 = Tier 3 (Members who joined between July 27, 1976, and August 31, 1983) 4 = Tier 4 (Members who joined between September 1, 1983, and December 31, 2009) 5 = Tier 5 (Members who joined between January 1, 2010, and March 31, 2012) 6 = Tier 6 (Members who joined on or after April 1, 2012)	Populated during the data load process. The field value is retrieved from the Tier field on the TRS Information form of the NY Retirement Information page.

Demographic/Personnel tab

The following are the sections on the Demographic/Personnel tab of the Employee Information form of the NY TRS Retirement Report page:

Demographic section

The following table describes the fields in the Demographic section on the Demographic/Personnel tab of the Employee Information form of the NY TRS Retirement Report page.

Field	Description	Load logic - Data source and Valid values
First Name	The employee’s first name.	The field value is retrieved from the First Name field on the Employee Information page.
Middle Name	The employee's middle name.	The field value is retrieved from the Middle Name field on the Employee Information page.
Last Name	The employee's last name.	The field value is retrieved from the Last Name field on the Employee Information page.
Address 1	The first line of the employee's address.	The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the value in the Address field on the Employment tab of the Employee Information page.
Address 2	The second line of the employee's address.	The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the value in the Address field on the Employment tab of the Employee Information page.
Address 3	The third line of the employee's address.	The field value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the value in the Address field on the Employment tab of the Employee Information page.
City	The employee's city of residence.	The field value is retrieved from the City field on the Employment tab of the Employee Information page. This field value overrides the value in the City field on the Employment tab of the Employee Information page.
State	The employee's state of residence.	The field value is retrieved from the State field on the Employment tab of the Employee Information page. This field value overrides the value in the State field on the Employment tab of the Employee Information page.
Zip Code	The employee's zip code.	The field value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the value in the Zip Code field on the Employment tab of the Employee Information page.
Zip Extension	The employee's zip code extension.	The field value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the value in the Zip Code field on the Employment tab of the Employee Information page.
Country	The employee's country of residence.	The default is USA. The field value is retrieved from the Country field on the Payroll Information - State Required page. This field value overrides the value in the Country field on the Payroll Information - State Required page.

Personnel section

The following table describes the fields in the Personnel section on the Demographic/Personnel tab of the Employee Information form of the NY TRS Retirement Report page.

Field	Description	Load logic - Data source and Valid values
Gender	The employee's gender.	Valid values: F - Female M - Male X - Non-binary or gender non-conforming U - Unknown The field value is retrieved from the Sex at Birth field on the Employee Information page. This field value overrides the value in the Sex at Birth field on the Employee Information page.
Birth Date	The employee's date of birth.	The field value is retrieved from the Birthdate field on the Employee Information page. This field value overrides the value in the Birthdate field on the Employee Information page.
Hire Date	The employee's date of hire.	The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. This field value overrides the value in the Hire Date field on the Employment tab of the Employee Information page.
Leave Code	The leave code corresponding to the employment status.	Valid values: MIL – Military MAT – Maternity, Paternity, Child Care SAB – Sabbatical SCK – Sick PER – Personal Other Leave Code field value on the NY TRS Retirement Report - Setup - Leave Codes page Leave the field blank to imply the employee is not on leave. The field value is retrieved from the Leave Code field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the Leave Code field on the TRS Information form of the NY Retirement Information page. The values in the drop-down list are retrieved from the Leave Code field on the NY TRS Retirement Report - Setup - Leave Codes page.
Percent Part Pay For Leave	The employee's pay percentage during leave.	The valid value range is 0 to 100. The field value is retrieved from the Leave Pay Percentage field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the Leave Pay Percentage field on the TRS Information form of the NY Retirement Information page.
Separation Code	The employee’s separation reason code.	Valid values: RET – Retired TER – Terminated/Excessed RES – Resigned DEA – Death Other Separation Code field value on the TRS Information form of the NY Retirement Information page Leave the field blank to imply the employee is not separated. The field value is retrieved from the Separation Code field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the Separation Code field on the TRS Information form of the NY Retirement Information page. The values in the drop-down list are retrieved from the Separation Code field on the TRS Information form of the NY Retirement Information page.
Ceased Teaching Date	The employee’s last date worked.	The value is retrieved from the Separation Date field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the Separation Date field on the TRS Information form of the NY Retirement Information page. You must select a date if the Separation Code field contains a value.
Full/Part-Time	Indicates whether the employee is full-time or part-time.	Valid values: F - Full-Time P - Part-Time R - Retired The value is retrieved from the Full-Time / Part-Time Employee field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the Full-Time / Part-Time Employee field on the TRS Information form of the NY Retirement Information page.
Employment Base	The number of days in a school year that employees are contracted for their primary assignment, including paid vacations.	Valid values: 200 Days = 10-Month 220 Days = 10.5/11-Month 240 Days = 12-Month The value is retrieved from the Employment Base field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the Employment Base field on the TRS Information form of the NY Retirement Information page.
TRS Plan Type	The type of TRS plan chosen by the employee. This field is required for SUNY or community college employers.	Valid values: TRS - TRS Plan ORP - ORP Plan The value is retrieved from the TRS Plan Type field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the TRS Plan Type field on the TRS Information form of the NY Retirement Information page.
ORP Plan Date	The date the employee chose the ORP plan.	The value is retrieved from the ORP Plan Date field on the TRS Information form of the NY Retirement Information page. This field value overrides the value in the ORP Plan Date field on the TRS Information form of the NY Retirement Information page. This field is required if ORP - ORP Plan is selected in the TRS Plan Type field.

Field

Description

Load logic - Data source and Valid values

Gender

The employee's gender.

Valid values:

F - Female
M - Male
X - Non-binary or gender non-conforming
U - Unknown

The field value is retrieved from the Sex at Birth field on the Employee Information page.

This field value overrides the value in the Sex at Birth field on the Employee Information page.

Birth Date

The employee's date of birth.

The field value is retrieved from the Birthdate field on the Employee Information page.

This field value overrides the value in the Birthdate field on the Employee Information page.

Hire Date

The employee's date of hire.

The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page.

This field value overrides the value in the Hire Date field on the Employment tab of the Employee Information page.

Leave Code

The leave code corresponding to the employment status.

Valid values:

MIL – Military
MAT – Maternity, Paternity, Child Care
SAB – Sabbatical
SCK – Sick
PER – Personal
Other Leave Code field value on the NY TRS Retirement Report - Setup - Leave Codes page

Leave the field blank to imply the employee is not on leave.

The field value is retrieved from the Leave Code field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the Leave Code field on the TRS Information form of the NY Retirement Information page.

The values in the drop-down list are retrieved from the Leave Code field on the NY TRS Retirement Report - Setup - Leave Codes page.

Percent Part Pay For Leave

The employee's pay percentage during leave.

The valid value range is 0 to 100.

The field value is retrieved from the Leave Pay Percentage field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the Leave Pay Percentage field on the TRS Information form of the NY Retirement Information page.

Separation Code

The employee’s separation reason code.

Valid values:

RET – Retired
TER – Terminated/Excessed
RES – Resigned
DEA – Death
Other Separation Code field value on the TRS Information form of the NY Retirement Information page

Leave the field blank to imply the employee is not separated.

The field value is retrieved from the Separation Code field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the Separation Code field on the TRS Information form of the NY Retirement Information page.

The values in the drop-down list are retrieved from the Separation Code field on the TRS Information form of the NY Retirement Information page.

Ceased Teaching Date

The employee’s last date worked.

The value is retrieved from the Separation Date field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the Separation Date field on the TRS Information form of the NY Retirement Information page.

You must select a date if the Separation Code field contains a value.

Full/Part-Time

Indicates whether the employee is full-time or part-time.

Valid values:

F - Full-Time
P - Part-Time
R - Retired

The value is retrieved from the Full-Time / Part-Time Employee field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the Full-Time / Part-Time Employee field on the TRS Information form of the NY Retirement Information page.

Employment Base

The number of days in a school year that employees are contracted for their primary assignment, including paid vacations.

Valid values:

200 Days = 10-Month
220 Days = 10.5/11-Month
240 Days = 12-Month

The value is retrieved from the Employment Base field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the Employment Base field on the TRS Information form of the NY Retirement Information page.

TRS Plan Type

The type of TRS plan chosen by the employee.

This field is required for SUNY or community college employers.

Valid values:

TRS - TRS Plan
ORP - ORP Plan

The value is retrieved from the TRS Plan Type field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the TRS Plan Type field on the TRS Information form of the NY Retirement Information page.

ORP Plan Date

The date the employee chose the ORP plan.

The value is retrieved from the ORP Plan Date field on the TRS Information form of the NY Retirement Information page.

This field value overrides the value in the ORP Plan Date field on the TRS Information form of the NY Retirement Information page.

This field is required if ORP - ORP Plan is selected in the TRS Plan Type field.

MTD Financial tab

The following table describes the fields on the MTD Financial tab of the Employee Information form of the NY TRS Retirement Report page.

Field	Description	Load Logic - Data source and Valid values
Days Worked	The total number of service days worked during the reporting period for salaried employees, with the maximum days limit applied based on the Maximum Days Calculation. Calculated by counting weekdays between the pay start and end dates from check history, plus any weekend working days configured in the employee's calendar. This field is required if the employee is not hourly or paid by fee.	Calculated during the data load process. The calculated value represents the total number of service days for salaried employees. The system calculates days by counting weekdays between the Start Date and End Date on each check, plus any weekend working days configured in the calendar on the employee's primary pay rate. Pay codes with TRS Pay Type codes J, K, L, M, N, or O are excluded from the calculation.
Days From Hours	The total number of service days calculated from hours worked for hourly employees. If more than one Standard Full-Time Workday is defined (if primary and secondary schools have different rates), use the lowest number of hours in a full-time day for the school district, but never less than six hours. Employees may have days reported for both Service Days Worked and Service Days from Hours. This field is required if the employee is paid hourly for time worked. Example 1: The employee works a defined part-time schedule. The district's standard workday is 6.25 hours, and the employee works 2/5, or 40%, of each day reported. Calculation of service days from hours: 2/5 x 6.25 = 2.5 hrs per day. 2.5 hrs x 20 workdays = 50 hours worked in a month. 50 hours worked ÷ 6.25 hour workday = 8 days in a reporting period. Service Days from Hours = 8 days worked. Example 2: The employee works a varied tutoring schedule. The district's standard workday is 7.25 hours, and the employee works 96.25 hours in the reported month. Calculation of days from hours: 96.25 hours worked ÷ 7.25 hour workday = 13.27 days. Service Days from Hours = 13.27 days worked.	Calculated during the data load process. The calculated value represents the total number of service days for hourly employees (Employee Wage Type = H - Hourly on the TRS Information form of the NY Retirement Information page). The system calculates: Days From Hours = Check History Hours / Standard Workday Hours. The Standard Workday Hours is retrieved from the Standard Workday Hours field on the TRS Information form of the NY Retirement Information page. FLSA premium hours are excluded from the calculation (where the FLSA Overtime field value on the Payroll tab of the Pay Codes page is not N, not C, and not blank/null). Pay codes with TRS Pay Type codes J, K, L, M, N, or O are excluded from the calculation.
Days From Fees	The total number of service days calculated from fees paid for fee-based employees. Service days should be reported when paid. This field is required if the employee is paid for a fee-based assignment, such as coaching. Formula: Service days from hours = # of hours worked ÷ # of hours in a standard workday. Calculation of Service Days from Fee (Stipend): Example 1: The employee is paid for advisory duties. The district's standard workday is 7.0 hours, and the employee worked 1.75 hours in the reported month. Calculation of days worked: 1.75 hours x 4 weeks in the month = 7.00 hours. Service Days from Fee = 1.00 day worked. Example 2: The coach indicates the hours worked each pay period; the standard school day is 7.25 hours. At the end of the six biweekly pay periods, the coach has documented 109.25 hours. Calculation of Days Worked: 109.25 hours ÷ 7.25 hours workday = 15.07. Service Days from Fee = 15.07 days worked. Example 3: A stipend is paid for coaching, but the required hours cannot be determined in advance. Use the lowest entry-level teacher salary to calculate the number of days. Entry-level Teacher Salary: $42,300; Stipend paid: $4,200 Calculation of a daily rate: $42,300 ÷ 200 = $211.50 daily rate Days from Fee calculation: $4,200 (stipend) ÷ $211.50 (daily rate) = 19.85 days Service Days from Fee = 19.85 days worked For service rendered on 12/31/2012 and earlier, use the lowest substitute rate to calculate the number of days.	Calculated during the data load process. The calculated value represents the total number of service days for fee-based employees (Employee Wage Type = F - Fee based on the TRS Information form of the NY Retirement Information page). The system calculates: Salary Per Day = Contract Limit / Contract Days (from the Primary Pay Rate) Days From Fees = Earnings Amount / Salary Per Day Pay codes with TRS Pay Type codes J, K, L, M, N, or O are excluded from the calculation.
Annual Base Salary	The employee's annual base salary amount for the primary assignment. The Annual Base Pay Rate (ABPR) should not include additional pay for coaching or extracurricular activities. ABPR is typically found in the salary schedule of the applicable collective bargaining agreement for the member. Daily and hourly rates must be annualized to reflect the member's employment base and the number of hours in a full school day. If the rate changes during the reporting month, the rate in effect at month-end should be reported. Reporting the ABPR for employees other than full-time is required. The ABPR to be reported is the annual compensation paid to teachers if they perform the same duties full-time. A lump-sum payment cannot be used as a full-time Annual Base Pay Rate. If a member is rendering service only as a coach, tutor, or basic adult education teacher, you must report a full-time ABPR. Calculation of that contract should be done using the most appropriate method. The calculation method will vary depending on the position type. For more information, refer to Calculate the ABPR for a Part-time Employee.	Calculated during the data load process. The calculated value represents the employee's annual base salary. If the Annual Base Salary Override field on the TRS Information form on the NY Retirement Information page is populated, that value is used. Otherwise, the system calculates: Annual Base Salary = Annual Salary from Primary Pay Rate (using the salary calculation based on pay method, hourly rate, and contract parameters).
Gross Pay	The total of all earnings amounts paid to the employee during the reporting period. This is the sum of all categorized earnings (Base Salary Pay through Undefined Pay). Your report should reflect the month-to-date (MTD) gross salary pay for each teacher in your reporting period. It must reflect all compensation paid through the district’s regular payroll. Any payments by voucher or outside your payroll to a member for teaching-related assignments, and termination payments for Tier 1 members, should be made under separate cover with a letter of explanation. You will be billed for all salaries used in a member’s benefit. You will not be billed for wages paid to non-members or retirees.	Calculated during the data load process. The calculated value represents the sum of all earnings amounts for the employee within the load date range. The system sums: Base Salary Pay + Instructional Pay + Summer Pay + Holdover Pay + Partial Leave Pay + Retro Prior Year Pay + Awards Pay + Termination Pay + Non-Regular Pay + Non-STRS Pay + Post-Retirement Pay + Undefined Pay. Pay amounts are retrieved from the employee’s Check History and categorized by the Pay Type field on the Pay Codes page.
Base Salary Pay	The month-to-date base salary earnings for the employee, as found in the collective bargaining agreement, exclusive of any additional monies paid as a stipend or hourly wage. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = B - Base Salary Pay on the Pay Codes page.
Instructional Pay	The month-to-date instructional earnings for the employee. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = C - Instructional Pay on the Pay Codes page.
Summer Pay	The month-to-date summer earnings for the employee. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments. The value in this field depends on mapping this earnings code to a pay code using the TRS Retirement Earnings Code field on the Pay Codes page.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = D - Summer School Pay on the Pay Codes page.
Holdover Pay	The month-to-date holdover earnings for the employee. Payments to 10-month teachers electing to be paid over the summer (July, August, and September) or for earnings in the prior school year. If any part-time service was rendered but not paid until after June 30, you should report the money as Holdover Pay/Prior Year Earnings (E). Once the file is submitted via ESA, the number of days the pay represents should be entered on the provided Holdover Pay/Prior Year Earnings page, if requested. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = E - Holdover Pay on the Pay Codes page.
Partial Leave Pay	The employee's month-to-date partial leave earnings. The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = F - Partial Leave Pay on the Pay Codes page.
Retro Prior Year Pay	The month-to-date retroactive prior-year earnings for the employee. Must be used to report each employee's total retroactive salary adjustments. Retroactive Payments are the total monies paid to a member during a current school year for salary payable in one or more prior school years. These payments are usually the result of contract settlements, litigation, or adjustments to arbitration agreements. In cases where payments from earlier years result from litigation or arbitration, we require copies of all legal documents and an explanation of how the payment was calculated. If the reported retroactive earnings include a retroactive adjustment for Termination Payments or Non-Regular Compensation Payments, these payments should be reported in pay category K: MTD Termination Pay or L: MTD Non-Regular Comp Pay, respectively. Termination Pay and Non-Regular Compensation payments should be reported in the year payment is made. The payment will be posted for earnings purposes in that same reporting year. For retirees, these data fields must be used to report retroactive earnings paid after retirement but earned before the effective retirement date. Beginning in the 2014-15 school year, additional steps were required in ESA to clarify the process for retroactive payments. Multiple-year retroactive payments must be submitted via ESA using a spreadsheet. Only the total retroactive payment will be reported in G. MTD Retro Earliest Prior Yr Pay. With the updated retroactive payment reporting, the retro contract multiple-year flag, retro contract start year, H. MTD retro next prior year pay, and I. MTD retro latest prior year pay are no longer required. Current Year Payment - If the district is paying retroactive earnings for the current year, those earnings should be reported in B: MTD Base Salary Pay. For districts unable to map their current year retro to the base amount, you may include this amount in G.MTD Retro Earliest Prior Yr Pay and then select the Current Year on the ESA Retroactive Pay page. Prior Year Payment - If a retroactive payment is made for a previous year, the payment should be reported in G: MTD Retro Earliest Year, and the Prior Year should be selected on the ESA Retroactive Pay page. Current & Prior Year Payments - If retroactive payments are made for the current and prior year, you must report the current year's payment in B: MTD Base Salary Pay and the previous year's payment in G: MTD Retro Earliest Year. For the latter, you must also select the Prior Year on the ESA Retroactive Pay page. If you cannot report this way, you will need to submit a spreadsheet for the multiple-year retroactive payments. Multiple-Year Payments - Retroactive payments for years other than the current and prior year (multiple-year retroactive payments) must be submitted via ESA using a spreadsheet. How to handle current or previous year payments made in error (for example, overpayments): Current Year - make the necessary adjustment in the appropriate pay category, reporting a negative dollar value. Prior Year - enter the negative dollar value in the pay category G: MTD Retro Earliest Prior Yr Pay. Select the appropriate year on the ESA Retroactive Pay page field. Example 1: Retroactive Payment for Current Year $5,650.00 paid 12/1/2021 for retroactive salary to 9/1/2021, 2021-2022 school year. B: MTD Base Salary Pay = $5,650.00 + regular monthly earnings OR G. MTD Retro Earliest Prior Yr Pay = $5,650.00 Select Current Year on the ESA Retroactive Pay page Example 2: Prior Year Retroactive Payment $5,650.00 paid 12/1/2021 for retroactive salary for the 2020-2021 school year. G: MTD Retro Earliest Prior Yr Pay = $5,650.00 Select Prior Year on the ESA Retroactive Pay page Example 3: Multiple Year Retroactive Payments $10,100.00 was paid on 12/1/2021 for retroactive salary for the 2019-2020 school year ($5,650) and the 2020-2021 school year ($4,450). A spreadsheet submission will be required. The total retro amount must be reported in pay category G. MTD Retro Earliest Prior Yr Pay. G. MTD Retro Earliest Prior Yr Pay = $10,100.00 Example 4: Multiple Years Retroactive Payment Including Current Year If the number of years is four and includes a retroactive payment for the current year, report as follows: $16,495.00 paid 12/1/2021 2018-2019 - $5,650; 2019-2020 - $4,450; 2020-2021 - $3,895, and 2021-2022 (Current Year) - $2,500. A spreadsheet submission will be required for the 2018-2019 through 2020-2021 periods. The total retro amount for these years must be reported in pay category G. MTD Retro Earliest Prior Yr Pay. G. MTD Retro Earliest Prior Yr Pay = $13,995.00 B. MTD Base Salary Pay = $2,500.00 + any regular base pay The value in this field depends on mapping this earnings code to a pay code using the TRS Retirement Earnings Code field on the Pay Codes page.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = G - Retro Earliest Prior Yr Pay on the Pay Codes page.
Awards Pay	The month-to-date earnings for the employee's awards. In all awards payments (for the previous or current year), copies of all legal documents and an explanation of how the payment was calculated are required. A report should be sent to ensure proper crediting if payment is made outside the regular payroll. The mandatory deductions for Tier 5 and 6 members should be withheld from such payments. Service days should not be calculated for this pay category.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = J - Awards Pay on the Pay Codes page.
Termination Pay	The month-to-date termination earnings for the employee. Retirement incentives or monies paid to a member in exchange for termination of employment as negotiated in the collective bargaining agreement (CBA), regardless of whether received in a lump sum or periodic payments, should be reported as K: MTD Termination Pay. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will only be billed on these payments for any Tier 1 member with a date of membership before June 17, 1971. Service days should not be calculated for this pay category.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = K - Termination Pay on the Pay Codes page.
Non-Regular Pay	The month-to-date non-regular earnings for the employee. Non-Regular Compensation Pay includes: Bonuses and one-time-only payments not part of a member’s salary base. Taxable fringe benefits (see Section 4: Reportable Salaries). Payments instead of health insurance. Attendance bonuses. The annual lease value of employer-provided automobiles included on the employee’s W-2 form. Employer-provided tax-sheltered annuities. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will only be billed for Tier 1 members who receive this payment. Service days should not be calculated for this pay category.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = L - Non-Regular Comp Pay on the Pay Codes page.
Non-STRS Pay	The month-to-date non-STRS-eligible earnings for the employee, which include: Clerk of the Board, reimbursement for expenses, print shop monies, payments for medical or dental insurance, earnings as a district contractor, etc. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will not be billed for these payments. Service days should not be calculated for this pay category.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = M - Non-NYSTRS Pay on the Pay Codes page.
Post-Retirement Pay	The month-to-date post-retirement earnings for the employee. The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments. You will not be billed for these payments. Service days should not be calculated for this pay category.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = N - Post-Retirement Pay on the Pay Codes page.
Undefined Pay	The month-to-date undefined or miscellaneous earnings for the employee. If a new Pay Category is established and NYSTRS has not decided, default it to Undefined Pay. Explain the payment. Copies of all documents relating to the monies (job description and posting, contract article, employment agreement, etc.) must be submitted to NYSTRS. The mandatory deductions for Tier 5 and 6 members should be withheld from such payments. Service days should not be calculated for this pay category. Example 1: Docked Pay The following example shows how to report a full-time employee who was docked two days’ pay during a two-pay-period month. The deduction in earnings should be reflected under base pay. Annual base pay rate = $60,000/200 = $300 daily rate $300 daily rate x 2 = $600 docked pay Bi-weekly rate = $3,000 x 2 = monthly rate of $6,000 Monthly rate $6,000 – $600 docked pay = $5,400 base salary for the month Days must also be adjusted to reflect 18 service days worked (20 days – 2 docked days). Example 2: Prior Year Negative Salary Adjustment The following example shows how to report an adjustment due to a previous year's overpayment. The deduction in earnings should be reflected under retro pay. If a service adjustment is required for a prior school year, a letter must be sent to NYSTRS with the number of days to be adjusted. An employee’s salary was calculated on the wrong step and was overpaid by $797.92 during the 2020-2021 school year: $797.92 was deducted in 2021-2022 to address a salary overpayment for the 2020-2021 school year. G: MTD Retro Earliest Prior Yr Pay = -797.92. In this case, no service credit adjustment is necessary.	Calculated during the data load process. The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = O - Undefined Pay on the Pay Codes page, or where no earnings code is configured for the pay code.
Loan Deduction	The month-to-date loan repayment amount deducted from the employee's pay. Represents payments toward the TRS retirement system loans.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY TRS Retirement Report - Setup - Retirement Deductions page with Contribution Type = LOAN DEDUCTION.
Plan Contributions	The month-to-date TRS plan contribution amount deducted from the employee's pay. Represents mandatory retirement contributions. Represents mandatory retirement contributions. Tier 5 requires 3.5% contributions, and Tier 6 requires contributions between 3% and 6% of the member's annual wages. You should report the amount of contributions deducted for the month. Contributions should not be withheld for non-NYSTRS, Termination, Non-Regular Compensation, or post-retirement pay.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY TRS Retirement Report - Setup - Retirement Deductions page with Contribution Type = PLAN CONTRIBUTION.
Voluntary Contributions	The month-to-date voluntary contribution amount deducted from the employee's pay. Represents optional additional retirement contributions. Tier 1 members joining this System before July 1, 1970, and filing an election to contribute before December 31, 1970, may have elected that a percentage of their salary be deducted and deposited in this System as voluntary Annuity Savings Fund contributions. You should report the amount of voluntary contributions deducted for the month. A member who stops voluntary contributions for more than one year may not resume making contributions. If a member wishes to discontinue voluntary deductions, stop accepting the deductions. Tier 1 members joining after July 1, 1970, and Tier 2 members are not permitted to have contributions deducted from their salaries.	Calculated during the data load process. The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY TRS Retirement Report - Setup - Retirement Deductions page with Contribution Type = VOLUNTARY CONTRIBUTION.

Field

Description

Load Logic - Data source and Valid values

Days Worked

The total number of service days worked during the reporting period for salaried employees, with the maximum days limit applied based on the Maximum Days Calculation. Calculated by counting weekdays between the pay start and end dates from check history, plus any weekend working days configured in the employee's calendar.

This field is required if the employee is not hourly or paid by fee.

Calculated during the data load process.

The calculated value represents the total number of service days for salaried employees. The system calculates days by counting weekdays between the Start Date and End Date on each check, plus any weekend working days configured in the calendar on the employee's primary pay rate. Pay codes with TRS Pay Type codes J, K, L, M, N, or O are excluded from the calculation.

Days From Hours

The total number of service days calculated from hours worked for hourly employees.

If more than one Standard Full-Time Workday is defined (if primary and secondary schools have different rates), use the lowest number of hours in a full-time day for the school district, but never less than six hours. Employees may have days reported for both Service Days Worked and Service Days from Hours.

This field is required if the employee is paid hourly for time worked.

Example 1:
The employee works a defined part-time schedule. The district's standard workday is 6.25 hours, and the employee works 2/5, or 40%, of each day reported.
Calculation of service days from hours:
2/5 x 6.25 = 2.5 hrs per day.
2.5 hrs x 20 workdays = 50 hours worked in a month.
50 hours worked ÷ 6.25 hour workday = 8 days in a reporting period.
Service Days from Hours = 8 days worked.
Example 2:
The employee works a varied tutoring schedule. The district's standard workday is 7.25 hours, and the employee works 96.25 hours in the reported month.
Calculation of days from hours:
96.25 hours worked ÷ 7.25 hour workday = 13.27 days.
Service Days from Hours = 13.27 days worked.

Calculated during the data load process.

The calculated value represents the total number of service days for hourly employees (Employee Wage Type = H - Hourly on the TRS Information form of the NY Retirement Information page). The system calculates:

Days From Hours = Check History Hours / Standard Workday Hours.

The Standard Workday Hours is retrieved from the Standard Workday Hours field on the TRS Information form of the NY Retirement Information page. FLSA premium hours are excluded from the calculation (where the FLSA Overtime field value on the Payroll tab of the Pay Codes page is not N, not C, and not blank/null). Pay codes with TRS Pay Type codes J, K, L, M, N, or O are excluded from the calculation.

Days From Fees

The total number of service days calculated from fees paid for fee-based employees.

Service days should be reported when paid.

This field is required if the employee is paid for a fee-based assignment, such as coaching.

Formula:

Service days from hours = # of hours worked ÷ # of hours in a standard workday.

Calculation of Service Days from Fee (Stipend):

Example 1:
The employee is paid for advisory duties. The district's standard workday is 7.0 hours, and the employee worked 1.75 hours in the reported month.
Calculation of days worked: 1.75 hours x 4 weeks in the month = 7.00 hours.
Service Days from Fee = 1.00 day worked.
Example 2:
The coach indicates the hours worked each pay period; the standard school day is 7.25 hours. At the end of the six biweekly pay periods, the coach has documented 109.25 hours.
Calculation of Days Worked: 109.25 hours ÷ 7.25 hours workday = 15.07.
Service Days from Fee = 15.07 days worked.
Example 3:
A stipend is paid for coaching, but the required hours cannot be determined in advance. Use the lowest entry-level teacher salary to calculate the number of days.
Entry-level Teacher Salary: $42,300; Stipend paid: $4,200
Calculation of a daily rate: $42,300 ÷ 200 = $211.50 daily rate
Days from Fee calculation: $4,200 (stipend) ÷ $211.50 (daily rate) = 19.85 days
Service Days from Fee = 19.85 days worked

For service rendered on 12/31/2012 and earlier, use the lowest substitute rate to calculate the number of days.

Calculated during the data load process.

The calculated value represents the total number of service days for fee-based employees (Employee Wage Type = F - Fee based on the TRS Information form of the NY Retirement Information page). The system calculates:

Salary Per Day = Contract Limit / Contract Days (from the Primary Pay Rate)
Days From Fees = Earnings Amount / Salary Per Day

Pay codes with TRS Pay Type codes J, K, L, M, N, or O are excluded from the calculation.

Annual Base Salary

The employee's annual base salary amount for the primary assignment.

The Annual Base Pay Rate (ABPR) should not include additional pay for coaching or extracurricular activities. ABPR is typically found in the salary schedule of the applicable collective bargaining agreement for the member. Daily and hourly rates must be annualized to reflect the member's employment base and the number of hours in a full school day. If the rate changes during the reporting month, the rate in effect at month-end should be reported.

Reporting the ABPR for employees other than full-time is required. The ABPR to be reported is the annual compensation paid to teachers if they perform the same duties full-time. A lump-sum payment cannot be used as a full-time Annual Base Pay Rate.

If a member is rendering service only as a coach, tutor, or basic adult education teacher, you must report a full-time ABPR. Calculation of that contract should be done using the most appropriate method.

The calculation method will vary depending on the position type.

For more information, refer to Calculate the ABPR for a Part-time Employee.

Calculated during the data load process.

The calculated value represents the employee's annual base salary. If the Annual Base Salary Override field on the TRS Information form on the NY Retirement Information page is populated, that value is used. Otherwise, the system calculates:

Annual Base Salary = Annual Salary from Primary Pay Rate (using the salary calculation based on pay method, hourly rate, and contract parameters).

Gross Pay

The total of all earnings amounts paid to the employee during the reporting period. This is the sum of all categorized earnings (Base Salary Pay through Undefined Pay).

Your report should reflect the month-to-date (MTD) gross salary pay for each teacher in your reporting period. It must reflect all compensation paid through the district’s regular payroll.

Any payments by voucher or outside your payroll to a member for teaching-related assignments, and termination payments for Tier 1 members, should be made under separate cover with a letter of explanation.

You will be billed for all salaries used in a member’s benefit. You will not be billed for wages paid to non-members or retirees.

Calculated during the data load process.

The calculated value represents the sum of all earnings amounts for the employee within the load date range.

The system sums:

Base Salary Pay + Instructional Pay + Summer Pay + Holdover Pay + Partial Leave Pay + Retro Prior Year Pay + Awards Pay + Termination Pay + Non-Regular Pay + Non-STRS Pay + Post-Retirement Pay + Undefined Pay.

Pay amounts are retrieved from the employee’s Check History and categorized by the Pay Type field on the Pay Codes page.

Base Salary Pay

The month-to-date base salary earnings for the employee, as found in the collective bargaining agreement, exclusive of any additional monies paid as a stipend or hourly wage.

The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = B - Base Salary Pay on the Pay Codes page.

Instructional Pay

The month-to-date instructional earnings for the employee.

The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = C - Instructional Pay on the Pay Codes page.

Summer Pay

The month-to-date summer earnings for the employee.

The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.

The value in this field depends on mapping this earnings code to a pay code using the TRS Retirement Earnings Code field on the Pay Codes page.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = D - Summer School Pay on the Pay Codes page.

Holdover Pay

The month-to-date holdover earnings for the employee.

Payments to 10-month teachers electing to be paid over the summer (July, August, and September) or for earnings in the prior school year. If any part-time service was rendered but not paid until after June 30, you should report the money as Holdover Pay/Prior Year Earnings (E). Once the file is submitted via ESA, the number of days the pay represents should be entered on the provided Holdover Pay/Prior Year Earnings page, if requested.

The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = E - Holdover Pay on the Pay Codes page.

Partial Leave Pay

The employee's month-to-date partial leave earnings.

The mandatory deductions for Tier 5 – 6 members should be withheld from such payments.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = F - Partial Leave Pay on the Pay Codes page.

Retro Prior Year Pay

The month-to-date retroactive prior-year earnings for the employee.

Must be used to report each employee's total retroactive salary adjustments. Retroactive Payments are the total monies paid to a member during a current school year for salary payable in one or more prior school years. These payments are usually the result of contract settlements, litigation, or adjustments to arbitration agreements.

In cases where payments from earlier years result from litigation or arbitration, we require copies of all legal documents and an explanation of how the payment was calculated. If the reported retroactive earnings include a retroactive adjustment for Termination Payments or Non-Regular Compensation Payments, these payments should be reported in pay category K: MTD Termination Pay or L: MTD Non-Regular Comp Pay, respectively. Termination Pay and Non-Regular Compensation payments should be reported in the year payment is made. The payment will be posted for earnings purposes in that same reporting year. For retirees, these data fields must be used to report retroactive earnings paid after retirement but earned before the effective retirement date.

Beginning in the 2014-15 school year, additional steps were required in ESA to clarify the process for retroactive payments. Multiple-year retroactive payments must be submitted via ESA using a spreadsheet. Only the total retroactive payment will be reported in G. MTD Retro Earliest Prior Yr Pay.

With the updated retroactive payment reporting, the retro contract multiple-year flag, retro contract start year, H. MTD retro next prior year pay, and I. MTD retro latest prior year pay are no longer required.

Current Year Payment - If the district is paying retroactive earnings for the current year, those earnings should be reported in B: MTD Base Salary Pay. For districts unable to map their current year retro to the base amount, you may include this amount in G.MTD Retro Earliest Prior Yr Pay and then select the Current Year on the ESA Retroactive Pay page.
Prior Year Payment - If a retroactive payment is made for a previous year, the payment should be reported in G: MTD Retro Earliest Year, and the Prior Year should be selected on the ESA Retroactive Pay page.
Current & Prior Year Payments - If retroactive payments are made for the current and prior year, you must report the current year's payment in B: MTD Base Salary Pay and the previous year's payment in G: MTD Retro Earliest Year. For the latter, you must also select the Prior Year on the ESA Retroactive Pay page. If you cannot report this way, you will need to submit a spreadsheet for the multiple-year retroactive payments.
Multiple-Year Payments - Retroactive payments for years other than the current and prior year (multiple-year retroactive payments) must be submitted via ESA using a spreadsheet.

How to handle current or previous year payments made in error (for example, overpayments):

Current Year - make the necessary adjustment in the appropriate pay category, reporting a negative dollar value.
Prior Year - enter the negative dollar value in the pay category G: MTD Retro Earliest Prior Yr Pay. Select the appropriate year on the ESA Retroactive Pay page field.

Example 1: Retroactive Payment for Current Year
$5,650.00 paid 12/1/2021 for retroactive salary to 9/1/2021, 2021-2022 school year.
B: MTD Base Salary Pay = $5,650.00 + regular monthly earnings
OR
G. MTD Retro Earliest Prior Yr Pay = $5,650.00
Select Current Year on the ESA Retroactive Pay page
Example 2: Prior Year Retroactive Payment
$5,650.00 paid 12/1/2021 for retroactive salary for the 2020-2021 school year.
G: MTD Retro Earliest Prior Yr Pay = $5,650.00
Select Prior Year on the ESA Retroactive Pay page
Example 3: Multiple Year Retroactive Payments
$10,100.00 was paid on 12/1/2021 for retroactive salary for the 2019-2020 school year ($5,650) and the 2020-2021 school year ($4,450).
A spreadsheet submission will be required. The total retro amount must be reported in pay category G. MTD Retro Earliest Prior Yr Pay.
G. MTD Retro Earliest Prior Yr Pay = $10,100.00
Example 4: Multiple Years Retroactive Payment Including Current Year
If the number of years is four and includes a retroactive payment for the current year, report as follows:
$16,495.00 paid 12/1/2021
2018-2019 - $5,650; 2019-2020 - $4,450; 2020-2021 - $3,895, and 2021-2022 (Current Year) - $2,500.
A spreadsheet submission will be required for the 2018-2019 through 2020-2021 periods. The total retro amount for these years must be reported in pay category G. MTD Retro Earliest Prior Yr Pay.
G. MTD Retro Earliest Prior Yr Pay = $13,995.00
B. MTD Base Salary Pay = $2,500.00 + any regular base pay

The value in this field depends on mapping this earnings code to a pay code using the TRS Retirement Earnings Code field on the Pay Codes page.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = G - Retro Earliest Prior Yr Pay on the Pay Codes page.

Awards Pay

The month-to-date earnings for the employee's awards.

In all awards payments (for the previous or current year), copies of all legal documents and an explanation of how the payment was calculated are required. A report should be sent to ensure proper crediting if payment is made outside the regular payroll.

The mandatory deductions for Tier 5 and 6 members should be withheld from such payments.

Service days should not be calculated for this pay category.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = J - Awards Pay on the Pay Codes page.

Termination Pay

The month-to-date termination earnings for the employee.

Retirement incentives or monies paid to a member in exchange for termination of employment as negotiated in the collective bargaining agreement (CBA), regardless of whether received in a lump sum or periodic payments, should be reported as K: MTD Termination Pay.

The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments.

You will only be billed on these payments for any Tier 1 member with a date of membership before June 17, 1971.

Service days should not be calculated for this pay category.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = K - Termination Pay on the Pay Codes page.

Non-Regular Pay

The month-to-date non-regular earnings for the employee.

Non-Regular Compensation Pay includes:

Bonuses and one-time-only payments not part of a member’s salary base.
Taxable fringe benefits (see Section 4: Reportable Salaries).
Payments instead of health insurance.
Attendance bonuses.
The annual lease value of employer-provided automobiles included on the employee’s W-2 form.
Employer-provided tax-sheltered annuities.

The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments.

You will only be billed for Tier 1 members who receive this payment.

Service days should not be calculated for this pay category.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = L - Non-Regular Comp Pay on the Pay Codes page.

Non-STRS Pay

The month-to-date non-STRS-eligible earnings for the employee, which include: Clerk of the Board, reimbursement for expenses, print shop monies, payments for medical or dental insurance, earnings as a district contractor, etc.

The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments.

You will not be billed for these payments.

Service days should not be calculated for this pay category.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = M - Non-NYSTRS Pay on the Pay Codes page.

Post-Retirement Pay

The month-to-date post-retirement earnings for the employee.

The mandatory deductions for Tier 5 and 6 members should not be withheld from such payments.

You will not be billed for these payments.

Service days should not be calculated for this pay category.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = N - Post-Retirement Pay on the Pay Codes page.

Undefined Pay

The month-to-date undefined or miscellaneous earnings for the employee.

If a new Pay Category is established and NYSTRS has not decided, default it to Undefined Pay. Explain the payment. Copies of all documents relating to the monies (job description and posting, contract article, employment agreement, etc.) must be submitted to NYSTRS.

The mandatory deductions for Tier 5 and 6 members should be withheld from such payments.

Service days should not be calculated for this pay category.

Example 1: Docked Pay
The following example shows how to report a full-time employee who was docked two days’ pay during a two-pay-period month. The deduction in earnings should be reflected under base pay.
Annual base pay rate = $60,000/200 = $300 daily rate
$300 daily rate x 2 = $600 docked pay
Bi-weekly rate = $3,000 x 2 = monthly rate of $6,000
Monthly rate $6,000 – $600 docked pay = $5,400 base salary for the month
Days must also be adjusted to reflect 18 service days worked (20 days – 2 docked days).
Example 2: Prior Year Negative Salary Adjustment
The following example shows how to report an adjustment due to a previous year's overpayment. The deduction in earnings should be reflected under retro pay. If a service adjustment is required for a prior school year, a letter must be sent to NYSTRS with the number of days to be adjusted.
An employee’s salary was calculated on the wrong step and was overpaid by $797.92 during the 2020-2021 school year:
$797.92 was deducted in 2021-2022 to address a salary overpayment for the 2020-2021 school year.
G: MTD Retro Earliest Prior Yr Pay = -797.92.
In this case, no service credit adjustment is necessary.

Calculated during the data load process.

The calculated value represents the sum of pay amounts from the employee’s Check History where the pay code has TRS Retirement Earnings Code = O - Undefined Pay on the Pay Codes page, or where no earnings code is configured for the pay code.

Loan Deduction

The month-to-date loan repayment amount deducted from the employee's pay. Represents payments toward the TRS retirement system loans.

Calculated during the data load process.

The calculated value represents the sum of deduction amounts from the employee’s Check History for deduction codes configured on the NY TRS Retirement Report - Setup - Retirement Deductions page with Contribution Type = LOAN DEDUCTION.

Plan Contributions

The month-to-date TRS plan contribution amount deducted from the employee's pay. Represents mandatory retirement contributions.

Represents mandatory retirement contributions.
Tier 5 requires 3.5% contributions, and Tier 6 requires contributions between 3% and 6% of the member's annual wages. You should report the amount of contributions deducted for the month. Contributions should not be withheld for non-NYSTRS, Termination, Non-Regular Compensation, or post-retirement pay.

Calculated during the data load process.

Voluntary Contributions

The month-to-date voluntary contribution amount deducted from the employee's pay. Represents optional additional retirement contributions.

Tier 1 members joining this System before July 1, 1970, and filing an election to contribute before December 31, 1970, may have elected that a percentage of their salary be deducted and deposited in this System as voluntary Annuity Savings Fund contributions. You should report the amount of voluntary contributions deducted for the month.

A member who stops voluntary contributions for more than one year may not resume making contributions. If a member wishes to discontinue voluntary deductions, stop accepting the deductions.

Tier 1 members joining after July 1, 1970, and Tier 2 members are not permitted to have contributions deducted from their salaries.

Calculated during the data load process.

Maximum Days Calculation

The following table shows the calculation of maximum days.

Payroll Frequency	Number of Pay Cycles in Month Reported	Maximum Days
W	5	25
W	4	20
B	3	30
B	2	20
S	2	20
M	1	20

Calculate the ABPR for a Part-time Employee

The following examples show the calculation of the Annual Base Pay Rate (ABPR) for a member if the Annual Base Salary Override field on the TRS Information form of the NY Retirement Information page is blank:

Example 1

Position	Calculation of Full-Time Equivalent ABPR
Full-time teacher	The value is retrieved from the Annual Salary field of the employee’s Primary Pay Rate.
Half-time teacher (50%)	Divide the part-time rate by the percentage of time worked. For example, $12,000 is the half-time rate $12,000 / .50 = $24,000 ABPR
Per diem or substitute teacher	Multiply the Docking Rate by the number of days in the Employment Base. For example, $70/day (10-month teacher) $70 x 200 days = $14,000
Hourly teacher	Multiply the Hours/Day by the Docking Rate to get the daily rate. Then, multiply the daily rate by the Employment Base. For example, Hours/Day: 7 Docking Rate: $13 Employment Base = 200 days 7 hours x $13 = $91 per day $91 x 200 days = $18,200 ABPR
Teacher paid a lump sum	Divide the lump sum by the Hours/Day to get the hourly rate. Then, multiply the hourly rate by the Employment Base.
Hourly teacher assistants	Use the lesser of the rUse the lesser of the regular teacher's workday or the teacher assistant's workday, provided the teacher assistant's workday is at least six hours. If the teacher assistant’s workday is less than six hours, use the lesser of the regular teacher’s workday or six hours to calculate the Annual Base Pay Rate.

Example 2

Regular Teacher Workday Hours	Length of Teaching Assistant Full-time Workday Hours	Teaching Assistant Hours Considered to Be Full-Time Hours
7¼	6¼	6¼
6½	5¾	6
7	7¼	7