calculators
forms and publications
news
about etf
frequently asked questions
contact etf
site map
video library
related links
home
top of page
home
members retirees employers governing boards careers at etf
 
Employers

Employer Bulletin

All WRS Employers
Vol. 22, No. 20
December 9, 2005

2005 WRS Annual Report Deadlines; Electronic Reporting Options; Extranet Reporting Options; WRS Annual Reconciliation Information

2005 WRS Annual Report Deadlines

The chart below contains mandatory deadlines for filing the Wisconsin Retirement System (WRS) Annual Report (the year-end report containing your employees’ annual earnings and hours of service detail) and December’s WRS Monthly Remittance Report (ET-1515). It is critical that you meet these deadlines so the Department of Employee Trust Funds (ETF) can complete the following tasks in a timely manner:

  • Reconcile all earnings and contributions reported for calendar year 2005
  • Prepare and distribute the January 1, 2006 WRS Statements of Benefits
  • Calculate 2007 WRS contribution rates.

Late reports may be subject to expenses as stipulated in Wis. Stats. s. 40.06 (2).

Report Name
Employer Groups
Due Date
WRS 2005 Annual Report (ET-2533) All Employers January 31, 2006
December 2005 WRS Monthly Retirement Remittance Report (ET-1515, Rev. 11/2003) Local Employers
State Employers (Teachers)
State Employers (Non-Teachers
January 31, 2006
January 31, 2006
January 20, 2006

Annual Reporting Options

Electronic Media:

Employers with 250 or more employees are required to report their employees’ annual detail earnings and hours of service in electronic format as provided in ETF 10.60 (2), Wis. Admin. Code. The number of employees required to report electronically includes all employees, not just WRS employees.

We encourage all employers to report electronically. Electronic reporting greatly increases processing efficiency, reduces the risk of number transposition errors, and reduces data entry errors at ETF. Specific information on Electronic Media Reporting is covered in Chapter 12 of the WRS Administration Manual (ET-1127, REV 7/2004). Please contact Marilyn Lim at (608) 266-0778 or e-mail marilyn.lim@etf.state.wi.us if you are interested in reporting via electronic media or have questions regarding this method of annual reporting.

File Transfer Protocol:

Employers may submit the WRS Annual Report electronically via File Transfer Protocol (FTP). FTP allows the transmission of confidential data through a secure Internet site and provides a more efficient method of submitting data to ETF. FTP saves time by eliminating the need to mail files back and forth between ETF and the employer when corrections are required. Other efficiencies include:

  • Error reduction: FTP transmissions are subject to fewer errors than paper reports that require manual data entry into ETF’s database.
  • 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 ETF’s secure Internet site.

In order to utilize FTP, you must install the necessary software on your computer systems. ETF purchased the software required for the FTP method of transmission and provides the software and software license to employers free of charge.

If interested in using the FTP transmission method:

    1. Discuss the system requirements with your Information Technology staff to ensure you have the capability to perform FTP transmissions.
    2. Ensure you will be able to send data even if you have a firewall on your system.
    3. Send an e-mail message to marilyn.lim@etf.state.wi.us requesting a password and the necessary software. Your e-mail message must include your Employer name, Employer Identification Number (XXXX-000), WRS contact person, and telephone number.
    4. ETF will provide you with a password, the necessary software, and instructions.

Reporting Annual Transactions via the Extranet

(Applies only to those employers who receive a 2005 pre-list)

Employers who receive annual pre-lists (pre-printed Employee Transaction Reports) and have access to the Employer Extranet site’s ‘WRS Account Update Application’ can transmit year-end annual detail on-line for their WRS covered employees. This application eliminates the need to complete and submit the paper Employee Transaction Report (ET-2533). Included with this bulletin are step-by-step instructions for reporting annual transactions via the Extranet.

Employers with access to the Employer Extranet who have not requested a preprinted 2005 pre-list prior to the date of this bulletin, cannot use the Extranet to transmit year-end annual detail on-line for 2005. However, you may request to have a pre-list generated during 2006 and use the Extranet for the next annual reporting period. (Employers interested in obtaining access to the Employer Extranet should refer to Employer Bulletin, Vol. 22, No. 16, September 2, 2005, for information and instructions.)

To ensure proper security for all on-line applications, you must have a browser that supports the capabilities of Netscape Navigator (version 7.1 or higher), or Microsoft Internet Explorer (version 5.x or higher).

Note: Corrections (action code P080) to annual transactions (action code P000 on the annual report) are not available on the Employer Extranet WRS Account Update Application at this time. These corrections must be submitted via other electronic reporting media or paper.

For more information about the Employer Extranet site, or if you have questions regarding the instructions for obtaining access to the site, please contact the Employer Communication Center at (608) 264-7900.

WRS Annual Reconciliation Information

Specific Guidelines for Annual Reporting

Use the following specific criteria to report annual detail depending on your reporting method:

Electronic Reporters
Disk, File Transfer protocol (FTP), On-Line via Employer Extranet Site
Paper Reporters
Pre-Printed Employee Transaction Report (ET-2533)
Paper Reporters
Employer Custom-Printed Annual Report
Disk, FTP:

Follow the specifications defined in Chapter 12 of the WRS Administration Manual. Employers using Disk and FTP transmission methods must submit the Electronic Reporter Transmittal (ET-2536, REV 9/98) with the annual report.

A copy of the transmittal form:

  • Is on the ETF internet site under Employer Forms and Brochures
  • May be ordered by calling ETF Supply and Mail Services at (608) 266-3302

Extranet:

Follow the step-by-step instructions for the
Employer Extranet’s WRS Account Update Application included in this bulletin.

Note: You can now transmit termination and corrections to current year transactions for WRS covered employees on-line.

The prelist report is pre-printed with:

  • Report date
  • Employee name
  • Employee Social Security number
  • Action code
  • Action date

Terminated employees listed on your report who have not been reported to ETF must be reported on a separate Employee Transaction Report (ET-2533). Cross the name off the pre-list and immediately report the termination on a separate ET-2533 using a 2006 report date.

Note: If a WRS eligible employee does not appear on the pre-list, ETF 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 Report.

Follow the instructions as noted in Chapter 9 of the WRS Administration Manual.

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 2005 annual report.

The approval process is critical because ETF contracts with an outside vendor for data entry purposes.

For pre-approval, submit a sample copy of your reporting format before December 30, 2005 to:

Jerry Dietzel
Deputy Controller
P.O. Box 7931
Madison, WI 53707-7931

Instructions for Reconciling Your WRS Earnings

Please refer to Chapter 9, WRS Administration Manual (ET-1127, REV 7/2004) for guidance in reconciling your 2005 WRS earnings. In addition to the information provided in the administration manual, the following three reports are enclosed (as well as an annual pre-list for employers that requested one and an annual preprinted additional contribution report for those employers that previously reported additional contributions) to assist you in the reconciliation process:

  • Employee Transaction Report (ET-9999)
  • This form details 2005 employee transactions (including additional contributions) reported and updated to ETF’s database through December 8, 2005. Earnings totals, by employment category, are displayed at the end of the report.
  • Employee Suspended Transaction Report (EE990)
  • This form details 2005 suspended employee transactions received by ETF, but not yet posted to the employee accounts due to incomplete or inaccurate information on the submitted transaction report. ETF is reviewing and processing these transactions and may contact you for resolution.
  • Contributions Total Report (ET-9999)
  • This form details total WRS earnings and additional contributions by employment category reported to ETF on the January through October 2005 WRS Monthly Retirement Remittance Reports (ET-1515, REV 11/2003). Note: November 2005 earnings are included for employers who filed the November 2005 report early.

The following chart illustrates how to use these reports in conjunction with the transactions and Monthly Retirement Remittance Reports not yet submitted to ETF:

Employee Transaction Reports
(A + B)
=
Monthly Retirement Remittance Reports
(C + D)

Total of Transactions:

A. Reported to ETF

  • 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 ETF

  • Earnings (by employment category on the Annual Transaction Report.
  • Earnings (by employment category) from any 2005 terminations not yet reported.
=

Total of Remittance Reports:

C. Reported to ETF

  • Earnings (by employment category) on the Contributions Total Report. (See above description.)

+

D. Not Yet Reported to ETF

  • Earnings (by employment category) on the WRS Monthly Retirement Remittance Reports for November and December 2005

Reconciliation Tips:

  • Calculate the total of all employees’ WRS earnings from your payroll records (by category). This total should equal the total earnings reported to ETF throughout the year, including earnings from your annual report (A and B above).
  • Calculate the total of all WRS earnings (by employment category) on the 12 WRS Monthly Remittance Reports (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).

Annual Reporting Reminders

Reporting military leave of absence

For employees serving on military leaves of absence, report each leave based on the following:

    1. If you pay the employee during the military leave as if they are working, report the 2005 hours and earnings using action code P000.
    2. If you pay the employee the difference between their normal earnings and what they receive as military pay (where military pay is less than normal earnings), report all 2005 hours and earnings as if the employee was working and receiving earnings using action code P000 (i.e., the total military pay plus the difference).
    3. If you do not pay the employee during the military leave of absence, report the 2005 earnings and hours as if the employee was receiving earnings. It is preferable to use action code P000 although the WRS manual instructs you to use action code P059. The manual will be updated in the next revision.

Fiscal Year Employees

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 2005 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.

Employee Required Contributions and Benefit Adjustment Contributions

The columns labeled “Employee Required Contributions” and “Benefit Adjustment Contributions” are used only when you have actually deducted a contribution amount from your employee’s paycheck. These amounts cannot exceed the employee required and benefit adjustment contribution rates in effect for 2005. Do not use these columns to report total employee required and benefit adjustment contributions that you have paid on behalf of the employee.

Employee Name Change(s)

Employee name changes cannot 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) form must be submitted to ETF to make this type of descriptive data change. Refer to Chapter 5 of the WRS Administration Manual for instructions on changing an employee’s name. Employers reporting electronically can either transmit the change on-line via Employer Extranet site’s WRS Account Update Application or submit action code P031 transactions for those using disk or FTP reporting method.

Leave of Absence

Refer to Chapter 9 of the WRS Administration Manual for the appropriate Action Code to use on the Annual Report for employees on leaves of absence as of December 31, 2005.

Reporting Employee Terminations

Do not report earnings and hours for terminated employees on the Annual Report if you have already reported all of 2005’s hours and earnings for these employees at the time of final earnings payment.
If you have not previously reported any 2005 terminations, you may include the termination report as a separate page when submitting the annual report.

Include only transactions that apply to the 2005 calendar year. For example, an employee terminating employment in December 2005, but who is not paid final earnings until January 2006, must be reported as an active employee on the 2005 Annual Report using the “00” Action Code. In January 2006, you will report the December 2005, termination date along with the earnings (and corresponding hours) paid in January 2006.

Reporting Hours

Hours of service performed between January 1 and December 31, 2005, for which earnings were paid, should be rounded up to the nearest hour, if possible. If your payroll system produces reports with decimal equivalency, be sure the decimal is equivalent to the nearest one hundredth.

Contact ETF 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 WRS Annual Report format or FTP transmission, contact Marilyn Lim (608) 266-0778 or e-mail marilyn.lim@etf.state.wi.


Instructions to Report Annual Information Via the Extranet

Detailed explanations of annual reconciliation, including action codes, action dates, etc. can be found in Chapter 9 of the WRS Administration Manual.

NOTE: State agencies cannot use the Extranet to report annual transactions.

  1. After you access the WRS Account Update Application, select the ‘Annual Processing,’ the first employee from your pre-list without a completed Action Code field will display. The incomplete transaction indicates an unprocessed annual.
  2. Information displayed on the screen will consist of employee last name, first name, last 4 digits of their Social Security Number and employment category.
  3. Review the information displayed. If incorrect, return to the Extranet WRS Account Update application and make corrections based on the type of error. Select ‘Skip’ for any employees needing correction in this step and use the following instructions:

    Note: The corrections will not be displayed on the Annual Processing screen.

    • If name is incorrect, select the Name/Address Change transaction to correct the name. Proceed to Step 15 below.
    • If employment category is incorrect, and no service and earnings have been reported to the incorrect employment category, select Employment Category Change transaction to correct the employment category. Proceed to 15 below.
    • If employment category is incorrect due to a change in employment category, and previous service and earnings have been reported to the previous employment category, select the WRS Enrollment transaction to enroll the employee in the current employment category. Proceed to Step 15 below.
  4. If all information in Step 2 is correct, proceed to Step 5.
  5. Select the appropriate Action Code for the employee displayed:
    • 00 – Annual with Earnings
    • 40 – Annual without Earnings
    • 50 – Military/ Union Leave
    • 51 – Unpaid Leave of Absence
    • 53 – Begin Layoff
    • Skip – Employee is on pre-list in error (e.g., a termination report is being submitted or has been submitted) or the record was incorrect.
  6. Insert the correct Action Date for the employee displayed, in conjunction with the Action Code used:
    • Action Code 00 – Pre-filled with 12/31/YR, with YR being current processing year.
    • Action Code 40 – Requires blank Action Date.
    • Action Code 50 – Requires blank Action Date.
    • Action Code 51 – Requires blank Action Date.
    • Action Code 53 – Requires blank Action Date.
    • Skip – Requires blank Action Date.
  7. Insert the correct Last Earnings Date for the employee displayed, in conjunction with the Action Code used:
    • Action Code 00 – Requires blank Last Earnings Date.
    • Action Code 40 – Requires Last Earnings Date of 12/31/YR with YR being current processing year.
    • Action Code 50 – Requires Last Earnings Date in the current processing year.
    • Action Code 51 – Requires Last Earnings Date in the current processing year.
    • Action Code 53 – Requires Last Earnings Date in the current processing year.
    • Skip – Requires blank Last Earnings Date.
  8. Complete Hours and Earnings fields:
    • January to June – Complete only for employment categories 05, 07, 08, 10, 11 or 12. (Note: may never be greater than calendar year to date figures.)
      • Action Code 00 – Required for fiscal year employees hired on or after July 1.
      • Action Code 40 – Requires blank hours and earnings.
      • Action Code 50 – Required for fiscal year employees if applicable.
      • Action Code 51 – Required for fiscal year employees if applicable.
      • Action Code 53 – Required for fiscal year employees if applicable.
    • Calendar Year to Date – Complete for all employment categories.
      • Action Code 00 – Required for all employees.
      • Action Code 40 – Requires blank hours and earnings.
      • Action Code 50 – Required for all employees if applicable.
      • Action Code 51 – Required for all employees if applicable.
      • Action Code 53 – Required for all employees if applicable.
  9. Complete Deducted from Employee fields only if required contributions were actually paid by the employee and deducted from the employee’s paycheck. If contributions were all paid by employer, leave fields blank.
    • Employee Required Contribution – Can not exceed the Employee Required Contribution percentage for the employee’s employment category multiplied by the employee’s Calendar Year to Date earnings.
    • Benefit Adjustment Contribution – Can not exceed the Benefit Adjustment Contribution percentage (if any) for the employee’s employment category multiplied by the employee’s Calendar Year to Date earnings.
  10. Complete the Additional Contribution fields if employees had additional contributions remitted to the WRS by the employer. Contributions remitted must be allocated to the Fixed annuity fund, the Variable annuity fund, or a combination thereof, based upon the employees fund participation:
    • Employee Paid – Additional Contributions paid by the employee post tax.
    • Employer Paid – Additional Contributions paid by the employer on behalf of the employee.
    • Tax Deferred – Additional Contributions made from a salary reduction agreement. (Available to certain school district employees only.)
  11. Click on the Save button at the bottom of the ‘Annuals Entry Form’ screen to save the employee’s annual detail. The next employee from your pre-list without a completed Action Code field, indicating an unprocessed annual, will be displayed.
  12. Repeat Steps 3 through 11 until all employees on the pre-list have been updated. The Action Code field must be completed for each employee on the pre-list.
  13. Once the last employee record on the pre-list has been saved, the Review and Add New buttons will appear at the bottom of the ‘Annuals Entry Form’ screen.
  14. If all employees’ annual detail has been completed go to Step 24. If you need to add an employee to the pre-list go to Step 15.
  15. If an employee with hours and earnings paid in the current processing year was not on the pre-list or was listed incorrectly, click Add New button. The ‘Annuals Entry Form – Add’ screen will appear. (If the employee was not enrolled in WRS, enroll them in WRS using the enrollment update process.)
  16. Enter the employee’s nine-digit number in the Social Security Number field.
  17. Enter the employee’s first name in the First Name field.
  18. Enter the employee’s middle initial in the Middle Initial field (optional).
  19. Enter the employee’s last name in the Last Name field.
  20. Select the employee’s proper employment category from the Employment Category field.
  21. Continue processing as instructed in Step 5 through 10, then click Save New button.
  22. Review the newly saved annual detail. If incorrect, make the necessary corrections and again click Save New button.
  23. Click Confirm Save button when the annual detail for the newly added employee is accurate. A blank ‘Annuals Entry Form – Add’ screen will appear to add, if necessary, another employee following Steps 15 through 23.
  24. Click Review button. The ‘Annuals Review Form’ screen will appear showing the detail entered for all employees. Review for accuracy.
  25. Click Review Additional button to review the additional contribution amounts entered, if any. The ‘Annuals Review Additional Contributions’ screen will appear showing all employees with additional contributions amounts entered. Review for accuracy.

    Note: Corrections to individual records may be made by clicking on the underlined name. Save the changes per Step 11.

  26. Click Summary button. The ‘Annuals Summary Form’ screen will appear showing total annual detail by employment category.

  27. Click Print button if all annual detail totals agree with your predetermined totals. Retain a copy of the annual detail totals screen print for your records.

 

supporting excellence in Wisconsin public service