PPMS user group
training
DEPARTMENT OF RETIREMENT SYSTEMS
Agenda

Error Prevention (Getting it right from the
beginning)



The #1 Rule

Charts to use
Transmittal Reporting

Edit Messages

Reconciliation
New Service – RFEI (Request For Employer Information)
The #1 Rule
• What is the #1 most important thing to do
when you’ve hired a new employee?
Member
Reporting
Verification
Member Reporting Verification
Tumwater City of
Scenarios
• New to Higher Ed eligible employment (no DRS history)
• New to Higher Ed eligible employment (with DRS history)
• Has made Higher Ed/Plan 3 choice (July 1, 2011 and after)
• Had previous Higher Ed eligible employment (before July 1,
2011)
• Not eligible for Higher Ed plan, but eligible for PERS
So you know where they’ve
been…now what?
• For employees eligible for HERP and a DRS plan,
select and use the appropriate chart below
• Faculty Reporting Chart
• Non-Faculty Reporting Chart
• Other Helpful Links
• Membership options for Higher Education Q & A
• Higher Education Plan 3 choice form
Higher Education Plan
Choice
•
Employees who become
eligible for the higher
education program who
have elected to
participate in:
– TRS Plan 3 with faculty
status
– PERS Plan 3 without
faculty status
•
Member signs and returns
form to employer
•
Employer sends original to
DRS
Transmittal Reporting
Information Flow
Human
Resources
Dept
Payroll
Dept
P
A
Y
R
O
L
L
S
Y
S
T
E
M
Member
Profile
Employment
Info
One
Record
Plan
Choice
MIS
DRS
EIS
Defined
Contribution
A/R
Defined
Benefit
Edit
Messages
Statement
of
Account
Reporting


File Transfer

For 2 year colleges directly sent from State
Board

For 4 years file is uploaded to DRS via Secure
File Transfer site
Web-based Employer Transmittal

Built-in edits for greater accuracy

Calculates contribution amounts

Limited space
Reporting

Reporting Period (Billing Period)


Identifies the year and month of the
transmittal report. The same reporting
period should be used for all entries in the
reporting month even if more than one
earning period is reported
Report Type

Used to indicate whether the report is a regular
transmittal report or a correction report
Reporting

Report Version Number


Identifies which report this is in the month’s
sequence of reports. Example: 01 or 02 if
sending two files

First File paid on the 25th of each month. Version
01 of 02

Second File paid on the 10th of the following
month. Version 02 or 02
Expected Monthly Reports

Identifies the expected number of regular
reports for a specific month. If sending two files
for the report period, the expected would be
02
Reporting

Compensation must be identified by the
month and year in which it is earned

Report compensation as earned, not as paid
Edit Messages
Edit Messages

Information submitted on the transmittal is
edited for accuracy

A Transmittal Edit Report is mailed or
available online which identifies the errors
found and the actions taken

If a problem is discovered the transaction
may be:

Rejected

Corrected

Left as is
Edit Messages

“Snapshot” in time


Messages do not stay on report from month
to month
Notifies you if information has not been
reported

“Missing Earnings” Report
Edit Messages - Rejection
The transaction creates an error or the system
cannot determine the desired outcome so the
transaction is not posted to the account
533-58-0888
JONES, MARCUS T
Defined Benefit:
Earn Per: 200707
Compen: 351.18- Mbr contr: 3.09-
Employr Contr: 6.21-
Status: A
Type Code: 32
Days: 0
Rejected:
01
Hours: 22.4-
The sum of the transactions on this report would create a negative balance of hours
or days for the earning period being reported. Resubmit with the correct
information.
Edit Messages – Information Changed
The transaction was incorrect but the system can
determine the problem and adjusts accordingly.
The adjusted transaction is posted.
123 45 6789 Thomas, Rob
Defined Benefit:
Earn: 201309 Compen: 72.69 MBR Contr:
Status: A Type Code : 03 Hours: .0
Days:
2.44
.0
Employer Contr:
4.46
Info Changed:
Member Contributions are invalid based on reported Compensation rate (4.26%). DRS
Member Contributions from $2.44 to $3.10. Net change was $.66
changed
Info Changed:
Employer Contributions are invalid based on reported Compensation rate (8.46%). DRS
Employer Contributions from $4.46 to $6.15. Net change was $1.69.
changed
Edit Messages - Warning
The transaction appears questionable, but is
within allowable limits and is accepted and
posted.
123 45 6789
Leary, Dennis
Defined Benefit:
Earn: 201307 Compen: 15035.62 MBR Contr: 602.14
Status: A Type Code : 03 Hours: 200 Days:
Employer Contr:
616.19
Warning:
Reported Compensation is greater than $15,000 (or less than -$15,000). Please
verify and correct if necessary. Cashouts require a Status Code other than “A”.
Reconciliation
Edit Messages
HIGHLINE COMMUNITY COLLEGE
555 12 0011
CLARKSTON,
KELLY
557 30 2222
AKIN, DREW
564 44 3300
HUDSON, MIRANDA
580 11 4545
SWIFT, TIMOTHY
Edit Messages
Account
Reconciliation
PERS 2
PERS 3
Edit Messages
Account
Reconciliation
A/R Statement
Some Examples
A/R statement
• Debits/credits stay in
the month they
happened until moved
or corrected
• This correction will be
fixing 5 individual
transmittals
report version
billing period
10/2014 R01
Oct-14
$490.72
10/2014 RO2
Oct-14
$490.72
11/2014 RO1
Nov-14
$610.91
11/2014 R02
Nov-14
$490.72
$1,101.63
12/2014 R01
Dec-14
$490.72
$490.72
Total
amount
monthly balance
$981.44
$2,573.79
Correction
• A credit
redistribution will
be needed to move
the $$ from
November and
October
report
version
10/2014 R01
10/2014 RO2
billing
period
Oct-14
Oct-14
11/2014 RO1
11/2014 R02
12/2014 R01
amount
monthly
balance
$490.72
$490.72
$981.44
Nov-14
Nov-14
$610.91
$490.72
$1,101.63
Dec-14
$490.72
$490.72
$2,573.79
RFEI – Request for Employer Information
RFEI – Request for Employer Information
• New System implemented to handle requests from DRS
to employers
• Tied to eServices
• Creates a standard
• Enhances ability to track requests
• Decreased response time
• RFEI instructions
RFEI – Request for Employer Information
Contacting DRS

E-mail
– drsemployer@drs.wa.gov
– drsforms@drs.wa.gov

Telephone
– Local 360-664-7200
– Toll free 1-800-547-6657(option 6)

•
Option 1 for Accounts Receivable
•
Option 2 for Employer Support
DRS Web Site
– http://www.drs.wa.gov
Thank You