All WRS Employers
Vol. 20, No. 20
December 11, 2003
Deadlines Announced for 2003 WRS Annual Reports and WRS
Annual Reconciliation Information
The chart below contains the mandatory deadlines for filing your
WRS Annual Report (i.e., the report containing your employees' annual
earnings and hours of service detail) and your December WRS Monthly
Remittance Report. It is critical that you meet these deadlines
so the Department of Employee Trust Funds (DETF) can complete the
following tasks in a timely manner:
- Reconcile all earnings and contributions reported for calendar
- Prepare and distribute the January 1, 2004 WRS Statements
- Calculate 2005 WRS contribution rates
|WRS 2003 Annual Report, ET-2533
||January 30, 2004
|December 2003 WRS Monthly Retirement
ET-1515 (REV 11/2001)
January 30, 2004
January 30, 2004
January 20, 2004
Electronic Media Reporting and File Transfer Protocol (FTP)
Internet Reporting Options
Employers with 250 or more employees must report their employees'
annual detail earnings and hours of service in electronic format
as provided in ETF 10.60 (2), Wis. Admin. Code. DETF encourages
all employers to report electronically. Electronic
reporting greatly increases processing efficiency, reduces the risk
of number transposition errors by employers, and reduces data entry
errors at DETF.
Specific information on Electronic Media Reporting is covered
in Chapter 12 of the WRS Administration Manual, ET 1127
(REV 5/99). Please contact Dale Ferron at (608) 266-0728
if you are interested in reporting via electronic media or have
questions regarding this method of annual reporting.
File Transfer Protocol (FTP) is another transmission method available
for employers to submit their WRS Annual Report. FTP allows the
transmission of confidential data through a secure internet site
and provides a more efficient method of submitting data to DETF.
FTP saves time by eliminating the need to mail files back and forth
between DETF and the employer when corrections are needed. Other
- Error reduction. FTP transmission is subject to fewer errors
than paper reports that require manual data entry into DETF's
- Elimination of damaged or incomplete disks and related problems.
- Same day correction capability.
- Ease of transmission; employers simply "highlight and send"
the data file to DETF's secure Internet site.
In order to utilize FTP, you must install the necessary software
on your computer systems. DETF has purchased the hardware and software
required for the FTP method of transmission. The software and software
license will be provided to you free of charge.
If you are interested in using the FTP transmission method, discuss
the system requirements with your Information Technology area to
ensure you have the capability to perform FTP transmissions. Your
e-mail message must include your Employer name, Employer Identification
Number (XXXX-000), WRS contact person, and telephone number. DETF
will then provide you with a password, the necessary software, and
Instructions for Reconciling Your WRS Earnings
Please refer to Chapter 9, WRS Administration Manual, ET-1127
(REV 5/99) for guidance in reconciling your WRS 2003 earnings. In
addition to the information provided in the administration manual,
DETF has enclosed the following three reports to assist you in the
Employee Transaction Report
2003 Employee Transactions, (including additional contributions)
that have been updated to DETF's database through December 7,
2003. Earnings totals, by employment categories, are displayed
at the end of the report.
Employee Suspended Transaction Report
2003 suspended Employee Transactions that have been received
by DETF, but not updated to DETF's database. Posting to the employee's
account has not occurred due to incomplete or inaccurate information
on the submitted transaction report. DETF is reviewing and processing
these transactions and may contact you for resolution.
Contributions Total Report
Total WRS earnings by employment category and additional contributions
that you have reported to DETF on the January through October
2003 WRS Monthly Retirement Remittance Reports, ET-1515
(REV 11/2001). Note: In some cases November 2003 earnings
are included for employers who have filed the November 2003 report
The following chart illustrates how to use these reports in conjunction
with the transactions and Monthly Retirement Remittance Reports
not yet submitted to DETF.
Employee Transaction Reports
(A + B)
(C + D)
A. Reported to the WRS
- Earnings (by employment category) on the Employee Transaction
Reports (see above description).
- Earnings (by employment category) on the Employee Suspended
Transaction Report (see above description).
B. Not Yet Reported to the WRS
- Earnings (by employment category) on the Annual Transaction
- Earnings (by employment category) from any 2003 terminations
not yet reported to the WRS
| Includes Remittance
C. Reported to the WRS
- Earnings (by employment category) on the Contributions
Total Report (see above description).
D. Not Yet Reported to the WRS
- Earnings (by employment category) on the WRS Monthly
Retirement Remittance Reports for November and December
- Calculate the total of all employees' WRS earnings from
your payroll records (by category). This total should equal
the total of earnings reported to DETF throughout the year,
including your annual report (i.e., A and B above).
- Calculate the total of all WRS earnings (by employment
category) on the 12 WRS Monthly Remittance Reports (i.e.,
C and D above).
- Total WRS transaction report earnings (A plus B) must
equal the total WRS earnings reported on the 12 monthly
remittance reports (C plus D).
General Annual Reporting Reminders
The following reminders apply to all employers with fiscal
year employees, regardless of the reporting method 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 2003 calendar year hours and earnings if the fiscal year employee
was active during the January through June period.
- January through June (fiscal year) hours and earnings must be
less than or equal to the employee's calendar year hours and earnings.
The columns labeled, "Employee Required Contributions"
and "Benefit Adjustment Contributions," are to be used
only when you have actually deducted a contribution amount
from your employee's paycheck. Do not use these columns to
report total employee required and benefit adjustment contributions
that you have paid on behalf of the employee. These amounts can
not exceed the employee required and benefit adjustment contribution
rates in effect for 2003.
Employee name changes can not be made on the annual report by crossing
out the name printed on the report and writing the new name. An
Employee Identification/Correction Change, ET-2810, must
be submitted to DETF to make this change. Refer to Chapter
5 of the WRS Administration Manual for instructions on changing
an employee's name.
If you have an employee on leave of absence as of December 31,
2003, refer to Chapter 9 of the WRS Administration Manual
for the appropriate Action Code to use on the Annual Report.
If you have reported all of 2003's hours and earnings for a terminated
employee at the time of final earnings payment, do not report this
employee again on the Annual Report.
Include only transactions that apply to the 2003 calendar year.
For example, an employee who terminates employment in December,
but who is not paid final earnings until January, must be reported
as an active employee on the 2003 Annual Report using the "00"
Action Code. In January 2004, you will report the December termination
date along with the earnings (and corresponding hours) paid in January 2004.
Specific Guidelines for Annual Reporting
Use the following specific criteria to report your annual detail,
depending on the method you use to report to DETF.
(Disk, File Transfer Protocol)
(Pre-printed Employee Transaction Report
(Employer Custom-Printed Annual Report)
|Follow the specifications as defined
in Chapter 12 of the WRS Administration Manual. Electronic
Reporters must submit the Electronic Reporter Transmittal,
ET-2536 (REV 9/98) with the annual report disk or files. A copy
of the transmittal form is on our Internet
site at: http://etf.wi.gov under Employer Forms and Brochures.
Additional copies of this form may be ordered by calling DETF
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. Terminated employees listed
on your report who have not been reported to DETF need to be
reported on a separate Employee Transaction Report.
Cross the name off the pre-list and immediately report the termination
on a separate ET-2533 using a 2003 report date.
Note: If a WRS eligible employee does not appear on the pre-list
you receive, DETF has not received the required WRS Enrollment
form, ET-2316. You must complete and submit the enrollment
form immediately and add the employee to the preprinted Annual
|Follow the instructions as noted
in Chapter 9 of the WRS Administra-tion Manual. If you
are using your own reporting format for the first time, you
must have the format pre-approved by DETF prior to submitting
your 2003 annual report. The approval process is critical because
DETF contracts with an outside vendor for data entry services
and the format must be standardized for data entry purposes.
For pre-approval, submit a sample copy of your reporting format
to Dale Ferron, P.O. Box 7931, Madison, WI 53707-7931.
Contact DETF Staff For Questions Regarding WRS Annual Reporting
Contact the Employer Communication Center at (608) 264-7900 if
you have questions about reporting employee hours and earnings.
For questions regarding either the WRS Annual Report format or
FTP transmission, contact Dale Ferron at (608) 266-0728.