The Importance of the Statement
It is important to review your statement each month to verify that your contribution transmittal report and payment are equal. If you report correctly and make accurate payments, the statement will show a zero balance.
If the statement shows an outstanding receivable balance, you will need to reconcile your account. Any receivable with a balance, either a debit or a credit, will remain on your statement until it has been resolved. If the outstanding balance is a debit, interest will accrue, from the 16th of the month in which it is due, until it has been resolved.
Your Statement Includes:
Your Statement of Account Activity reflects the activity in your account between the last statement date and the current statement date. The current month will have detailed transmittal report information.
For each retirement system and plan, the statement includes:
- the member and employer contribution amounts reported on your transmittal
- DRS-recalculated member and employer transaction totals
- DRS-rejected member and employer transaction totals
- DRS-calculated amounts (member and employer contributions) which are reflected as the final CT invoice amount
- invoices generated by DRS staff; such as an arrears billing
- all payments and adjustments
- the Deferred Compensation Program information and activity if you are participating
Examples of the transmittal report detail, the summary information and the credit redistribution are provided in the Statement of Account Activity examples.
Account Activity Process
You will receive a DRS Statement of Account Activity that includes account information for each retirement system and plan in which you participate.
The statement provides details of all the activity in your account between the last statement date and the current statement date. The statement
has a page break between each system.
The monthly transmittal report you send DRS provides the information used to determine your contribution billing amount. The amount due is the
total of the employer and employee contributions—based on your employees' compensation and the contribution rates for the earning period(s)
being reported. Mail the payment for this invoice—along with the payment advice form—to:
Department of Retirement Systems
P.O. Box 9018
Olympia, Washington 98507-9018
Note: The invoice amount is the result of processing the transactions submitted on the transmittal report. If DRS rejects or recalculates contributions, the invoice will reflect the adjustments made by DRS.
Creating the Statement of Account Activity
The following outlines the steps taken to create your monthly statement:
- By the 15th of each month, you must send the monthly transmittal report and contribution payments—along with the payment advice form—to
- DRS receives and posts payments daily.
- DRS processes the transmittal information. If any information is changed or rejected, the DRS transmittal processing system will create a "Transmittal
Edit Messages" report that is sent to employers.
- DRS posts all invoice information.
- DRS applies interest charges on past due receivables.
- DRS prints the Statement of Account Activity showing the organization's transactions since the last statement date.
- DRS mails the statement within two weeks of the statement date.
Note: If you are participating in the Deferred Compensation program, information and activity on this program will be displayed on the last page of your statement. See the example.
Information Displayed on Your Statement
Following are descriptions for each area of your statement of Account Activity. (See the example.)
The message area is for important announcements that affect employers.
Your mailing address is printed directly below the message area. You should inform your Account Manager whenever this address changes.
Each employer has a unique organization number. This number is inclusive of all reporting group numbers assigned to your organization.
The statement date is the timely date—always the third business day following the due date. Transactions received or processed after
this date will be shown on the following month's statement.
You may contact your Account Manager to discuss your statement. The name, telephone number and/or e-mail address of your Account Manager are shown below the statement date.
Due Date and Interest Disclosure
Information about the due date and the interest disclosure is shown in this area.
Reporting Group and Agency Number
This information is located below the Description column heading. A unique reporting group number identifies each retirement system within your account. Reporting group numbers for PERS, LEOFF, WSPRS and JRS are four characters. Reporting group numbers for PSERS and SERS are 5 characters, and for TRS are six characters. A page-break is created for each system you report. The agency number for employers who participate in the Deferred Compensation Programs (DCP) is listed here. A page break is created between system and agency number.
Statement Column Headings
This column shows to which plan each transaction was posted. Transactions are posted to Plan 1, Plan 2 or Plan 3. For organizations reporting more than one system (PERS, PSERS, SERS, TRS, and LEOFF), all active systems and plans will appear on the statement.
This column contains a two-letter code that identifies the invoice type. See the following section for explanations of invoice types.
This column is used to describe each line item (transaction) on the statement.
Received or Posted Date
This column shows when payments or transmittal reports are received. This column also displays the creation date of DRS-generated invoices.
Due By Date
This is the date on which transmittal reports and all payments are due.
Report Period, Invoice or Payment Number
Invoice numbers will be unique, 8-digit numbers, except for CT invoice numbers, which will be reflected as month and year (051999). The payment number is the check number, the journal voucher number, or other payment document number. A single payment document may be used for more than one invoice.
Transmittal Report Information
This column displays the detailed member and employer contributions that equal the CT invoice amount for the current month, and summarizes the contributions for prior months.
Deferral or Reduction Amount (on the DCP statement only)
Payments and associated invoices received by DRS are reflected in this column.
Invoice or Payment Amount
The dollar amount of each transaction is shown. The invoice amount will usually be a positive amount, while payments will be reflected with a negative amount.
The balance due for each receivable is reflected in this column. The balance due can be either a positive or a negative amount.
Any receivable with a balance of $5.00 or more (positive or negative) will continue to appear on the statement until the balance is reconciled.
View the section on Working with Employer Invoices.
Invoices and Your Statement
You should receive all DRS-generated invoices before the applicable invoice type appears on your statement. If you do not receive the invoice before you receive your statement, contact an Account Manager. Invoices may be either a debit (money due DRS) or a credit (money due to your organization or your employee).
For non-taxed periods, most invoice types reflect adjustments to both member and employer contributions. For taxed periods, the adjustments were to employer contributions only.
View Working with Employer Invoices.