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Employers

Employer Bulletin

All WRS Employers
Vol. 19, No. 22
December 11, 2002

Deadlines Announced for 2002 WRS Annual Reports and WRS Annual Reconciliation Information

It is critical that you meet the deadlines stated below for submitting 2002 Annual Reports and December 2002 WRS Monthly Retirement Remittance Reports. With your help, the Department of Employee Trust Funds (ETF) will be able to complete the following tasks in a timely manner:

  • Reconcile all earnings reported for 2002
  • Prepare and distribute 2002 Statements of Benefits
  • Calculate 2004 contribution rates
REPORT NAME EMPLOYER GROUPS DUE DATE
WRS 2002 Annual Report All Employers January 31, 2003
December 2002 WRS Monthly Retirement Remittance Report, ET-1515 (REV 11/2001) Local Employers
State Employers (Teachers)
State Employers (All Others)
January 31, 2003
January 31, 2003
January 21, 2003

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 dale.ferron@etf.state.wi.us.

In addition to Electronic Media Reporting, ETF has implemented a new method of submitting WRS employee transaction report data, including:

  • Annual reports of employee earnings and hours of service.
  • Termination reports.
  • Corrections to current year transaction reports.
  • Late reported (prior year) earnings and/or hours of service reports.

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:

  • Fewer errors with FTP transmission than with paper reports that must be keyed into ETF's database.
  • Elimination of problems related to damaged or incomplete disks.
  • Files can be returned to you, if necessary, for correction and returned to ETF the same day.
  • Employers simply "highlite and send" the data file onto ETF's secure Internet site.

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 dale.ferron@etf.state.wi.us 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:

  • Employee Transaction Report Employee Transactions for 2002 (including additional contributions) that have been processed through December 6, 2002 are included. Earning totals by employment categories are located at the end of the report.
  • Employee Suspended Transaction Report Suspended Employee Transactions for 2002 that have been received by ETF, but not processed are listed. Posting to the employee's account has not occurred due to incomplete or inaccurate information on the submitted transaction report. ETF is reviewing and processing these transactions.
  • Contributions Total Report Employment category total earnings and additional contributions that have been reported to ETF on the WRS Monthly Retirement Remittance Report, ET-1515 (REV 11/2001) for January through October 2002 are provided. Note: In some cases November 2002 earnings are included for employers who have filed the November 2002 report early.

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).

Annual Reconciliation Process
Employee Transaction Reports   Monthly Retirement Remittance Reports
REPORTED TO WRS  

 

 

NOT REPORTED TO WRS REPORTED TO WRS   NOT REPORTED TO WRS
Earnings (by employment category) on the Employee Transaction Reports

AND

Earnings (by employment category) from the Employee Suspended Transaction Report
January 2, 2002 to December 6, 2002
Earnings (by employment category) on the Annual Transaction Report

AND

Earnings (by employment category) from any 2002 terminations not yet
reported to the WRS
Earnings (by employment category) on the Contributions Total Report (January - October 2002) Earnings (by employment category) on the WRS Monthly Retirement Remittance Reports for November and December 2002

General Annual Reporting Reminders

WRS participating employers currently report the 2002 WRS annual earnings using one of three methods:

  • Electronic media including FTP
  • Preprinted Employee Transaction Report, ET-2533 (REV 11/98)
  • Employer custom printed report

The following reminders pertain to all employers with fiscal year employees, no matter which reporting method is used.

  • Fiscal year employees include teachers (employment categories 10 and 11), educational support personnel (employment category 12) and judges (employment categories 05, 07 and 08).
  • Transactions reported for fiscal year employees must include January through June fiscal year hours and earnings in addition to 2002 calendar year hours and earnings if the fiscal year employee was actively employed all calendar year.
  • Fiscal year hours and earnings for an employee can never be more than the employee's calendar year hours and earnings.

Additional Notes:

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.

ELECTRONIC REPORTERS
(Tape, Diskette, Cartridge, File Transfer Protocol (FTP))
PAPER REPORTERS
(Pre-printed Employee Transaction Report, (ET-2533))
PAPER REPORTERS
  (Employer Custom-Printed Annual Report)
Follow the specifications as defined in Chapter 12 of the WRS Administration Manual, ET-1127 (REV 5/99). Electronic Reporters must submit the Electronic Reporter Transmittal, ET-2536 (REV 9/98) with the annual report tape, cartridge, disk, etc. A copy of the transmittal form is on our Internet site at: etf.wi.gov under Employer Forms and Brochures. Additional copies of this form may be ordered by calling ETF Supply and Mail Services at (608) 266-3302. The pre-list report is preprinted with the report date, employee name, employee Social Security number, action code and action date. If there are employees listed on your report that have terminated, cross the name off the pre-list and immediately report the termination on a separate ET-2533 using a 2002 report date, if you previously did not report the termination. Follow the instructions as noted in Chapter 9 of the WRS Administration Manual, ET-1127 (REV 5/99). If you are using your own reporting format for the first time, you must have the format pre-approved by ETF prior to submitting your 2002 annual report. For pre-approval, submit a sample copy of your reporting format to Dale Ferron, P.O. Box 7931, Madison WI 53707-7931.

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.

 

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