A detail record can be added to a report. The report must have the status of ‘Loaded’, ‘Pending’, ‘Rejected’, or ‘Incomplete’.
Note: A report created via Upload cannot be added to or edited while it is in Loaded status. Files created via Manual Entry or Copy Forward can be added to or edited while in Loaded status.
On the Create and Maintain Reports screen:
1. Click the Edit hyperlink row for the report to edit.
The Edit Report screen appears, populated with a list of the detail records for each included employee or retiree.
2. In the SSN or TRS Temporary ID field, enter the Social Security Number (SSN) or TRS Assigned Temporary ID number of the employee or retiree for whom you are adding a record detail.
Note: If adding a detail record to an RP, RP - Adjustment, ER, or ER - Adjustment report, the SSN or TRS Assigned Temporary ID you enter must be for an employee or retiree with a record in the system. That record must also show the person was employed by your reporting entity during the reporting period.
To enter an employee record in the system, submit an ED report that includes an ED20 record for them. This must be done once for each employee.
To establish that the employee was employed by your reporting entity during the reporting period, submit an ED report that contains an ED40 record for them. You cannot submit an ED40 record for an employee until an ED20 record has been created for them, but you can submit both an ED20 and ED40 record in the same ED report.
To report information for a retiree, you must submit an ER report that contains an ER20 record for that person.
If you are creating an RP report, the SSN or TRS assigned Temporary ID cannot be for a retired member. If you are creating an ER report, the SSN must be for a retired member.
3. Click Add.
The ED - Employee Demographic, RP - Regular Payroll or ER - Employment After Retirement screen appears, depending on the type of report you are creating.
4. Select the appropriate Record Type for the new record.
The screen reloads to display the fields applicable to that type. The record types are:
· For an ED report:
· ED20: Used to report demographic information for a person not previously reported in any ED report
· ED25: Used to report adjustments to an employee's personal, address, or contact information
· ED40: Used to report new employment and position records
· ED45: Used to report adjustments to employment and position records
· ED90: Used to report employment termination records
· For an RP report:
· RP20: Used to report an employee's compensation and contribution information
· For an RP - Adjustment report:
· RP25: Used to report adjustments to an employee's previously reported compensation and contribution information
· For an ER report:
· ER20: Used to report employment information, compensation, and surcharges for a retiree
· For an ER - Adjustment report:
· ER25: Used to report an adjustment that adds a record to a previously reported employment after retirement report
· ER27: Used to report adjustments that edit a record on an employment after retirement report
5. Enter the record details for the employee or retiree. See the ED - Employee Demographics, RP - Regular Payroll, or ER - Employment After Retirement screen help topic for field definitions.
6. Click Save.
The Edit Report screen appears. Repeat these steps for each record to add to the report.
Note: If the information you entered violates a TRS business rule, the record is not saved and the screen reloads to display an error message detailing the issues with the entered information.