Chapter 8: Transmittal Reporting
Making Corrections to the Transmittal Report
Making Corrections on the Regular Transmittal Report
Deferred Compensation Program
If the deducted deferral amount is not equal to the preprinted (expected) amount, draw a line through the preprinted amount using a pen (red preferred) or a typewriter and enter the amount that was deducted below the preprinted amount.
To adjust a DCP participant's deferral, determine the current deduction. Then add to or subtract from this amount to determine the appropriate amount to deduct/report to DRS. Employers should communicate with DRS staff before making this type of adjustment.
Retirement Systems
You can make corrections using WBET or the Transmittal Correction form (TC) to submit changes at any time during the month. Automated corrections can be submitted using any of the automated methods available.
Two Methods for Making Corrections
Two methods may be used to make corrections via the transmittal report. They are the "reverse and reenter" method and the "adding/subtracting" method.
The preferred method is the reverse and reenter method. Using this method creates a record of your correction, an audit trail, which makes it easier for others to identify when and how a correction was made.
The adding/subtracting method allows you to use a single line to make a correction. This method can be used to correct errors in reported compensation, contributions or service.
Note: To correct member contributions in Plan 3, use the current salary and rate to determine the current deduction. Then add to or subtract from this amount to determine the appropriate amount to deduct/report to DRS.
As of March 1, 2002, DRS can process negative defined contributions up to 80 percent of reported contributions, via the transmittal report. If you need to back out more than 80 percent, the amount is greater than $1,500.00, contact ESS.
Reverse and Reenter Method for Manual Reporting Example:
- On one blank line of the report, enter information for the employee exactly as you had reported it originally. Use brackets "[ ]" or a negative sign "-" to indicate negative amounts.
Note: If you are correcting information for a nontaxed period, the information may have been changed by DRS when your regular transmittal report was processed. Be sure to back out the information the same as it was changed by DRS. If you are correcting a taxed period, back out the information exactly as it was reported originally.
- On a second blank line, reenter the correct information for the employee.
- Make any adjustments necessary to the page, plan and
system totals.
Reverse and Reenter for Automated Reporting Example:
First, enter a reversing transaction:
- Enter the month, year, status code and type code of the earning period you want to correct.
- Enter negative amount in the COMPENSATION, MEMBER CONTRIBUTIONS, EMPLOYER CONTRIBUTIONS and HOURS/DAYS fields to back out the incorrect reporting.
Note: If you are correcting information for a nontaxed period, the information you reported may have been changed by DRS when your transmittal was processed. Be sure to back out the information the same as it was changed by DRS. If you are correcting reporting for a taxed period, back out the information as it was reported originally.
Second, enter the correcting transactions:
- Enter the month, year, status code and type code of the earning period you want to correct.
- Enter the correct, positive amounts in the COMPENSATION, MEMBER CONTRIBUTIONS, EMPLOYER CONTRIBUTIONS and HOURS/DAYS fields.
- Adjust the summary record (or summary page) totals as necessary.
Adding/Subtracting Method for Manual Reporting Example:
- On a blank line of the form, enter member information in the SSN, NAME and TYPE fields.
- In the EARNING PERIOD field, enter the applicable month and year for the earning period being corrected.
- In the STATUS field, enter the applicable status code for the earning period being corrected.
- In the COMPENSATION, MEMBER CONTRIBUTIONS, EMPLOYER CONTRIBUTIONS and HOURS/DAYS fields, add to or subtract from the previously reported amounts to adjust the reported total.
Note: If an employee earned $220.00 more than was reported and worked an additional eight hours, the compensation, contributions, and service would need to be adjusted upward.
- At the bottom of the report, enter the page, plan and system totals. Complete the necessary employer profile information in the header.
Note: DRS recommends using one of the automated methods to submit correction reports, rather than using the paper TC form.
Adding/Subtracting for Automated Reporting Example:
- Enter the month and year of the earning period you want to correct.
- Add to or subtract from the previously reported hours/days of service to correctly adjust the total.
Note: If hours of service were reported as 132.0 and should have been reported as 140.0, report positive hours of 8.0.
- Adjust the summary record (or summary page) totals as necessary.
WBET Users Making Corrections
If you use WBET for your regular report and need to back out data using negative numbers for 20 or more employees, it is recommended that you use the WBET Correction Report. Reversing data for multiple transactions on your regular report may cause your WBET Internet connection to "time out".