ETF Recommends Electronic Media Reporting and File Transfer Protocol (FTP) Internet Reporting Option
ETF thanks all employers who report their data electronically. Electronic Media Reporting is required for employers with 250 or more employees. We encourage all employers with fewer than 250 employees to report electronically because Electronic Media Reporting greatly increases efficient processing of annual reports and reduces the risk of keying errors and number transposition. Specific information on Electronic Media Reporting is covered in Chapter 12, WRS Administration Manual, ET-1127 (REV 5/99). If you are interested in reporting via electronic media or if you have questions regarding this method of annual reporting, please contact Dale Ferron at (608) 266-0728 or e-mail firstname.lastname@example.org.
In addition to Electronic Media Reporting, ETF has implemented a new method of submitting WRS employee transaction report data, including:
This new method of transmitting data is called File Transfer Protocol (FTP) and it allows the transmission of confidential data through a secure Internet site. FTP transmission provides a more efficient method for submitting data to ETF and can save as much as one week in sending files back and forth between ETF and the employer if corrections are needed. Other efficiencies include:
In order to utilize FTP, you must install the necessary software on your computer systems. ETF has purchased the hardware and software to implement the FTP method of transmission and will provide you with the necessary software and software license free of charge.
If you are interested in using FTP, please discuss this transmission method with the appropriate person in your Information Technology (IT) area to ensure you have the capability to perform FTP transmissions. If so, send an e-mail message to email@example.com requesting a password and the necessary software. In your e-mail message, be sure to include your employer name, Employer Identification Number, WRS contact person, and telephone number. ETF will provide you with a password and the necessary software and instructions.
If you have questions about using FTP, please contact Dale Ferron at 608-266-0728.
Instructions for Reconciling Your WRS Earnings
Please refer to Chapter 9, WRS Administration Manual, ET-1127 (REV 5/99) for guidance on reconciling your WRS 2001 earnings. In addition to the information provided in the administration manual, ETF is providing the following reports to assist you in the reconciliation process:
The following chart illustrates how to use these reports for employee transactions and monthly retirement remittance reports as well as how to add this information to transactions and monthly retirement remittance reports not yet reported to the WRS. The earnings by employment category that you have reported on Employee Transaction Reports (ET-2533) throughout the year for your employees, plus earnings by employment category that you are now reporting on the Annual Transaction Report, should equal the totals that you have reported by employment category on your 2002 remittance reports (January – December).
General Annual Reporting Reminders
WRS participating employers currently report the 2002 WRS annual earnings using one of three methods:
The following reminders pertain to all employers with fiscal year employees, no matter which reporting method is used.
The columns labeled, "Employee Required Contributions" and "Benefit Adjustment Contributions," are to be used only when you have actually deducted an amount from your employee's paycheck. Do not use these columns to report total employee required and benefit adjustment contributions that have been paid on behalf of the employee by the employer.
IMPORTANT: You cannot change an employee's name on the annual report by crossing out the current name and writing the new name. You must submit an Employee Identification/Correction Change, ET-2810 to complete this change. See Chapter 5 of the WRS Administration Manual,
ET-1127 (REV 5/99) for instructions about changing an employee's name.
If you are reporting an employee who is on leave of absence on your annual report, refer to Chapter 9 of the WRS Administration Manual, ET-1127 (REV 5/99) for the appropriate action code.
Include only transactions that apply to the year being reported. An employee who terminates employment in December, but who is not paid final earnings until January, must be treated as an active employee on the 2002 annual report. You will report the termination date and final earnings in January 2003.
Specific Guidelines for Annual Reporting
Use the following specific criteria to report your annual detail, depending on the method you use to report to ETF.
Contact ETF Staff For Questions Regarding WRS Annual Reporting
For questions regarding the WRS Annual Report format, contact Dale Ferron at (608) 266-0728. If you have questions on how to report an employee's hours and/or earnings, contact the Employer Communication Center at (608) 264-7900.