Chapter 9: Transmittal Edit Reports Index

Overview

Summary

This chapter provides information about the edit report generated when your transmittal is processed by DRS. It also provides information about how you should respond if you receive edit messages. Refer to this chapter for details about:

  • How DRS edits transmittal data
  • Parts of the transmittal edit report
  • Using the transmittal correction report

Refer to Chapter 7 for the transmittal codes and Chapter 8 for instructions on how to complete your monthly transmittal report. Refer to Chapter 10 for information about the DRS Statement of Account Activity and reconciling your account.

Dates to Remember

Following are important dates to remember in the accounts management process.


Transmittal Report and Receivables Payments
  • Due Date for regular transmittal reports is the 15th day of the month. In addition to regular transmittal reports, this applies to all contribution payments, and any other employer receivable payments due to DRS, with a Payment Advice Form.
  • Timely Date is three business days following the due date.
    • Transmittals not received by the timely date are subject to a penalty assessment.
    • Receivables not paid in full by the timely date are subject to interest accrual starting from the 16th of the month, regardless of the method of payment. See How Interest Is Calculated.
Deferred Compensation Program
  • Participating employers are required to report their employees who choose to participate in the DCP. This report must be submitted to DRS before, on or soon after each payday. Reports that are received more than five days beyond an employer's payday will be considered late.
  • DRS will process DCP reports the day they are received if the money and the report are received together and can be reconciled.
Plan 3

DRS recommends that employers send the Plan 3 member contributions and the transmittal report as close to the first day of the month as possible. This allows the Plan 3 members contributions to be invested as soon as possible.

Penalty Assessment Fees

State law permits DRS to assess a fee to employers for late or inaccurate reporting (RCW41.50.110(5)).

Late Fees

The monthly transmittal report is due by the 15th of the month following the month that the compensation was earned.

Example:

Compensation earned in June 2004 is due by July 15.

Transmittals and payments are past due if not received three business days after the due date. The current late penalty charge is a maximum of $5 per day. Interest will accrue beginning the 16th day on any past due receivable, at the close of the third business day after the 15th.

Example:

A monthly transmittal for June 2004 (due July 15) is received on July 25. DRS allows three business days (until the 20th) to receive the report, then charges the employer a penalty for five days of late reporting (the 21st to the 25th).

Adjustments to interest assessed on past due receivables will be processed and displayed on your statement as adjustments to an invoice. See How Interest Is Calculated.

Inaccurate Reporting Fees

At this time, deficiency charges are not applied for inaccurate reporting; i.e., rejected transactions, warnings, or system-corrected errors.

If you have questions about a deficiency charge or penalty assessment applied to your reporting, please contact ESS.

How DRS Edits Transmittal Data

Summary

The information you submit on your transmittal report is edited for accuracy when processed by DRS. This edit process verifies the information is valid before it is stored in the DRS database. If an error is discovered during the edit process, the transaction in error may be rejected, corrected, or left as is. After the transmittal report has been processed, a transmittal edit report is sent back to you via U.S. Mail an/or electronically. Contact ESS for more information.

The Transmittal Edit Report lists the errors found and the actions taken. This Transmittal Edit Report is produced the same day that the transmittal is processed, and it is mailed the next day. If there are no errors, a transmittal edit report is not produced.

You may choose to have automated system corrections rejected, rather than having them automatically corrected by DRS. You must make prior arrangement with DRS to select this option. Contact ESS for additional information.

Types of Errors

DRS groups errors into categories based on the system response to the reported transaction. The following summarizes these categories.

Warnings

The system cannot determine whether the data reported is correct or not, but it may be questionable. The system processes or ignores the transaction as reported, but generates an edit message to notify the employer to review the data and determine if it is correct.

Example #1:

Over 300.0 hours of service are reported for a given earning period.

Example #2:

An end date is sent for a member that already has an end date at DRS. The end date is ignored and a warning is sent to the employer.

Information Changed

The system can determine a transaction is in error and what the correct transaction should be. The system corrects the data and the transaction is processed. A message is issued to explain the adjustments made.

Example #1:

A Plan 1 member is reported in Plan 2. The system corrects and transfers the adjusted data to Plan 1.

Example #2:

The member and employer contributions reported for a member are not correct based on the reported compensation. For non-taxed employers, the system uses the reported compensation and recalculates contributions based on the appropriate rates for the earning period being reported.

Rejected Transactions

The system can determine the transaction is in error, but there is not enough information for the system to determine what is correct. The transaction is rejected for the employer to analyze. The data is not processed and the contributions are not added to, or subtracted from, the member's account or invoiced to the employer's account. If appropriate, the employer should submit a correcting transaction as soon as possible.

Example #1:

A transaction for a new employee is reported without a begin date.

Example #2:

A member is reported with an earning period outside the member's enrollment period.


Note: If compensation and the associated contributions are changed or rejected, the amount of the change will be reflected on your Statement of Account Activity.

See an example of how the Transmittal Edit Messages report displays these error messages.

Parts of the Transmittal Edit Report

Summary

The DRS transmittal system uses a single edit report to provide information to you about your reporting. The edit report lets you know if information has not been reported, if information has been reported incorrectly, or if information you have reported has been rejected.

The edit report consists of a banner page and two report sections. The report sections are Transmittal Edit Messages and Transmittal Reconciliation Information.

You will only receive an edit report if your transmittal report has errors. You will only receive those sections of the report that apply to those errors. The following pages provide information about the banner page and each section of the edit report. You may choose to have automated system corrections rejected, rather than having them automatically corrected by DRS. You must make prior arrangement with DRS to select this option. Contact ESS for additional information.

Banner Page

The edit report has a cover sheet called the banner page. This page is primarily used to identify the employer receiving the edit report.

The banner page also provides information such as:

  • the address for mailing transmittal reports;
  • the address for mailing payments;
  • a message area; and
  • a telephone number to call for assistance.

A sample of the banner page is shown below.

Sample Banner Page.

Transmittal Edit Messages

The Transmittal Edit Messages section of the edit report provides information about each edit performed on a given transaction. The transaction is first displayed exactly as it was reported to DRS. Following the reported transaction are the edit messages relating to the transaction. The messages are grouped together and identified by type of error.

Edit messages may show as rejects, warnings or information changed. Each edit performed on a transaction provides an explanatory message so you can understand what has happened to the information you reported.


Multiple Record Layout

With the Multiple Record Layout, the employer must determine what parts of the record rejected, had information changed, or if the system issued a warning. See the sample below for how these messages will appear on your Transmittal Edit Messages Report. See the Types of Errors for additional information.

Transmittal Edit Messages Using the Multiple Record Layout.
Members with 90 Days to Choose Plan

You will receive this section of the edit report only when you have reported new members in PERS. The report is generated when new members are reported who have 90 days to make a plan choice between PERS Plan 2 or PERS Plan 3.

Edit Message for Members with 90 Days to Choose Plan.

Transmittal Reconciliation Information

The Transmittal Reconciliation Information section of the edit report helps you track the effect that transmittal processing has on contributions due to DRS. The report shows the amount you reported as the total for compensation and contributions, the total amount of any recalculations or adjustments made by the system after processing the transmittal, the total amount of compensation and contributions rejected and the net difference.

You will receive this section of the edit report only when transmittal processing results in recalculations or rejections. You can use this section of the edit report to evaluate the impact of these recalculations or rejected transactions on your account balance so you can respond appropriately.

Transmittal Reconciliation Information.
Linking the Transmittal Report to Your Account

The "Net Difference" on the Transmittal Reconciliation Information section of the edit report represents the amount due if your original payment amount equals the amount you reported. The Contribution Transmittal (CT) invoice or the Transmittal Report Adjustment line item on your DRS Statement of Account Activity will be the same amount as the total in the "Processed by DRS" column of the Transmittal Reconciliation Information section.

The sample below shows the Statement of Account Activity as it would appear based on the preceding sample of the Transmittal Reconciliation Information section.

Statement of Account Activity Reflects the Transmittal Reconciliation.

Note: In this example, the employer would need to submit correcting transactions and use a Credit Redistribution form to reconcile the Plan 1 and Plan 2 account balances. These account balances are the result of the rejected transactions and a member being reported in the wrong plan.

Using the Transmittal Correction Report

When to Use the Correction Report

When you discover an error, you can submit a correcting transaction on your regular monthly transmittal, or you can submit a correcting transaction at any time of the month using a transmittal correction report. A correction report provides you with the flexibility to correct errors quickly and to respond promptly to rejected transactions. It is important to re-report rejected transactions as soon as possible. This assists in getting the information posted to the member's account in a timely manner.

Correction reports can be submitted by any transmittal reporting method. You do not have to submit corrections using the same method as your regular report. If you send your regular report by diskette, you can submit a correction report using Web Based Employer Transmittals (WBET) via the Internet.

The report period DRS assigns to your correction report will be the same as the last regular report that has been processed. The report period assigned by DRS is used to identify your correction on edit reports and on your Statement of Account Activity.

If you owe contributions because of transactions on your correction report, you must also send the payment with a Payment Advice form to DRS.

If DRS finds errors on your correction report, you will receive an edit report from DRS, just as you would with any other transmittal report.

Submitting the Correction Report

Employers can submit a correction report by using Web Based Employer Transmittals (WBET) and selecting the Correction Report option. View the procedures in Using the DRS Web Based Services.

To submit a correction report using diskette or Secure File Transfer (SFT), enter a "C" (for correction) in the Report Type field.

Linking the Correction Report to Your Account

After the correction report has been processed, the results will appear on your Statement of Account Activity. The adjusting transactions are listed under the line titled "Transmittal Report-CO1" showing an invoice adjustment.

The sample below shows how a correcting transaction will appear on your Statement of Account Activity.

Linking Correction Report To an Account.

In this example, after submitting the correcting transactions on the correction report, the employer would need to use a Credit Redistribution to reconcile the Plan 1 and Plan 2 account balances. These account balances are the result of a member being reported in the wrong plan.

Chapters

Contact Us

Other Links

Close