Resolving Error and Warning Messages

Top  Previous  Next

Page last updated 4/19/2024

When you upload or create a monthly report in the Wage & Contribution Reporting System, you must run the Employer Edit Report to validate your data, as described in Step-by-Step Procedures.

 

The Employer Edit Report is produced in PDF format and may contain error and warning messages for specific members. To view an example, see the topic, Sample Employer Edit Report.

 

A list of error and warning messages, and their suggested resolution, is presented below.

TRS continues to make changes that improve the integrity of member records and addresses. As a result, you may see a few new error or warning messages when you run your edit report to validate data.

 


Error Messages

Error messages will always appear first in your Employer Edit Report, since you must resolve them before submitting your contribution report.

A list of error messages is presented in the left-hand column below.  The suggested resolution for each error is shown in the right-hand column.

oWarning messages are described later in this section.

 

You must correct all errors and re-run the Employer Edit Report before you can submit your wage and contribution report to TRS.

 

ERROR MESSAGES

 

Demographic errors in member record

To resolve, use this page:  
Member Search/Edit > Edit Member screen

There is a person on file with the same SSN but a different last name; please contact TRS to resolve

Call TRS for assistance. It is possible, for example, that the SSN is incorrect, or you are reporting a member whose name has changed since they were last reported to TRS. We will need to resolve the discrepancy before you can proceed.

Invalid upload address for new member -- Not updated

The mailing address you provided in your upload file for a new employee did not pass U.S. Postal Service validation, meaning that USPS cannot deliver mail to that address.

Please check with the employee to confirm the address.

Then use the Member Search/Edit screen to correct the address. (For tips, see the Member Search/Edit topic in this Online Manual.)

Be sure to correct the address in your payroll system to avoid error or warning messages on future reports.

Valid address required. Use Member Search/Edit to update info.

This member does not have an address on file with TRS.

Birth Date [or Gender] required. Use Member Search/Edit to update info.

If the file created by your payroll software does not include any gender information, you will see this error when you upload the file. Access the Member Search/Edit function for that member and select Edit to insert a gender.

Note: If the member has asked you not to assign a gender, please call the TRS Accounting department for assistance.

Last Name [or First Name] is missing

Enter all required demographic information for a new TRS member using Member Search/Edit.

Member SSN is not a valid SSN

This error may occur if an SSN provided in your upload file is invalid. If no TRS contributions exist for member, you can delete the new member record and re-add it with the correct SSN. Call TRS for assistance.



General reporting errors:

Call TRS to resolve

Prior fiscal year has been closed. Please contact TRS

An employer will encounter this error when attempting to upload a report for a pay period in the prior fiscal year (for example, attempting to upload a June contribution or adjustment report after July 15). Call the TRS Accounting team for assistance.

Errors related to member wages, contributions, hours, etc.

To resolve, use this page:  

Employer Reports > Employee list > Edit Member Detail

A Work Status of Working Retiree is not allowed for a non-retired TRS member.

Choose another Work Status; e.g., Full Time, Part Time, Hourly, as appropriate.

A Work Status of TIAA CREF is not allowed for this employer.

TIAA CREF is only for University System or State Agency employers. School districts and other employers must report a work status of Full Time, Part Time, or Hourly, based on the member's employment contract or status.

Required employee contribution amount differs from the amount reported. Please review calculation.

Check your figures against the current employee contribution rate (available on the TRS website Rates & Charts page) and correct as needed.

Member was not enrolled with TRS for this pay period. See 'Date Hired' on Member Search/Edit.

Wages cannot be reported for a period that was prior to the employee's enrollment in TRS. Call TRS if the Date Hired on the Member Search/Edit page is incorrect.

Transaction prohibited. Member status [24 Terminated - Transferred]  [26 Terminated - Cashed Out]. Please contact TRS.

This error indicates the individual is no longer a TRS member and you cannot enter a negative amount to recover excess contributions. Call TRS for assistance.

Service FTE is required when a contribution amount is reported

Enter the service FTE for employees with Full Time or Part Time work status.

Service FTE is required when wages are reported

Enter the service FTE for employees with Full Time or Part Time work status.

Hours must be reported for members with a Work Status of (x)

If the employee is paid hourly, enter hours worked for the pay period, OR correct member's work status if not hourly.

Hours are not allowed for members with a Work Status of Full Time, Part Time, or TIAA CREF

Remove hours and update service FTE if appropriate, OR correct the member's work status if paid hourly.

One of the Position Codes on file with TRS is required for this Working Retiree: (x)

Input the appropriate Position Code for this working retiree. If you aren't sure, you may use code 01 - TRS Position. Remember that TRS Form 146: Retired Member's and Employer's Notice of Postretirement Employment and additional documentation is required each fiscal year. The form can be found on the TRS website.

The Position Code reported does not match the available codes on file with TRS of (x)

Input the appropriate Position Code for this working retiree. Call TRS for assistance.

Note: If the Position Code is 01 and you are reporting wages after their contract end date, this message may display as a warning instead of an error so that you may submit contributions.

Report must include the member's Term Pay option. This must match the option on file with TRS.

No Term Pay option is provided. Confirm and enter the option elected by the member on Term Pay Irrevocable Election Form.

Term Pay Option must match option (1 or 2) on file with TRS

The option provided does not match the option elected by member on Term Pay Irrevocable Election Form; please confirm.

A Term Pay amount must be reported when a Term Pay Option has been selected

Enter term pay amount OR remove Term Pay option as appropriate.

Contract must be activated by TRS to report Term Pay contributions; please remit paperwork to TRS

Call TRS for assistance. Remove term pay contributions from report until paperwork is completed.

A Buyback [or Term Pay] contribution is not allowed for a member with Re-employed W/R Work Status

Delete the buyback or term pay contribution OR correct the member's work status as appropriate.

Service FTE not allowed for a member with a Work Status of <Work Status>; must report hours.

The upload report includes Service FTE for a member whose Work Status is TIAA CREF, Working Retiree, or Re-employed W/R. Remove Service FTE amount and enter hours if appropriate.

The Service FTE exceeds the # of pay periods being reported

Correct the member's FTE as needed.

The Service FTE cannot exceed 1.00 when the # of pay periods being reported is 1

Correct the member's FTE as needed.

Contributions are not allowed for a Work Status of TIAA CREF, Working Retiree, or Re-employed W/R

Remove contributions OR correct the member's work status as appropriate.

A Work Status of Working Retiree [or Re-employed W/R] is not allowed for a non-retired TRS member

The employee's status with TRS does not allow reporting under this Work Status.

Work Status of Working Retiree is not allowed for a member working on a second benefit

The employee's status with TRS does not allow reporting under this Work Status.

Work Status of Full Time, Hourly, or Part Time is required for a TRS rehired retiree

Report contributions if member is a rehired retiree in a TRS reportable position.

Work Status of Re-employed W/R is only allowed for a school district employer

Enter a valid work status for the member.

A Re-employed W/R fiscal year certificate has not been established with TRS; please contact TRS

Call TRS for assistance.

Employee buyback contribution not allowed before TRS Tax Deferred Election Date of [date].

Remove the buyback contribution for this pay period.

Tax-deferred buyback contributions require Service Purchase Irrevocable Election. Contact TRS.

Call TRS for assistance.

* Note: Due to a legislative change effective 7/1/2016, there are certain exceptions to this rule. The error message will not display in those limited scenarios.

Report has buyback contribution without an established buyback. Paperwork needed for tax deferral.

Call TRS for assistance.

The Buyback [or Term Pay] contribution reported exceeds the employee balance due of [x]

Correct the buyback or term pay employee contribution amount if appropriate. Call TRS for assistance.

TRS must verify contract for tax-deferred buyback contribution. Use Term Pay field if applicable.

Call TRS for assistance.

The contract must be activated by TRS in order to report an employer buyback contribution.

Call TRS for assistance.

Report has employer buyback contrib but no established contract. Use Term Pay field if applicable.

Delete buyback contributions and enter as term pay contributions, if appropriate; Call TRS for assistance.

Report has term pay contribution, but no employer [or employee] balance is due. Use Buyback field if applicable.

Delete term pay contributions and enter as buyback contributions, if appropriate; Call TRS for assistance.

Report has buyback contribution, but no employer [or employee] balance is due. Use Term Pay field if applicable.

Delete buyback contributions and enter as term pay contributions, if appropriate; Call TRS for assistance.

A Term Pay contribution reported exceeds the employer balance due.

Call TRS to determine the amount due.

The contract must be activated by TRS to report employer Term Pay; please remit paperwork to TRS

Remove term pay employer contribution if appropriate. Call TRS for assistance.

Employer Term Pay reported without an established contract; please remit required paperwork to TRS

Remove term pay employer contribution if appropriate. Call TRS for assistance.

The contract must be verified by TRS to report Term Pay; please remit required paperwork to TRS

Remove term pay employer contribution if appropriate. Call TRS for assistance.

Tax-deferred contributions require a Termination Pay Irrevocable Election form. Contact TRS.

Remove term pay contributions from report if appropriate. Call TRS for assistance.

A Term Pay contribution is not allowed when the TRS Tax Deferred Election Date (date) is in the future

Remove term pay employer contribution for this pay period. Call TRS for assistance.

 

 

Note: Error messages may be added, removed, or changed over time; this list may not be all-inclusive.

 


Back to Top

Warning Messages

Warning messages display in the Employer Edit Report for specific members or sometimes for the report as a whole. A list of possible warnings is provided in the left-hand column below, and comments in the right-hand column help explain why each warning may occur.

 

arrow_green_16x16  TIP: Some warning messages in your Employer Edit Report may have exclamation points in front of them: !! Warning. These should be considered a higher priority. To see some examples, go to the topic, Sample Employer Edit Report.

 

Please review all warnings in the Employer Edit Report and correct data in your payroll system and/or in the Wage & Contribution Reporting System, if appropriate.

 

Sample WARNING messages


Member-specific warning

This could mean:

This name also matches another member with a different SSN <xxx-xx-xxxx>

Your upload file includes a new employee whose name matches an existing TRS member with a different SSN. Please confirm the name and SSN with the employee to make sure the SSN was not mis-typed in your payroll system. This helps avoid creation of duplicate member records in the TRS database.

Upload name does not match TRS name

The employee's first, middle or last name in your upload file differs from the TRS member record and will not be updated. Members must request their own name updates in writing (TRS Form 029 Change of Name).

The gender is unknown for this member.

The TRS database shows a gender code of "Unknown"  rather than "Male" or "Female" for this employee. This could mean the member has asked the employer and TRS not to assign a gender code. In that case, the warning message is informational and no action is required.

No Member record on file for working retiree

A new TRS member with work status of Working Retiree was found in your upload and has been added.

Address for existing member does not pass USPS validation and will not be updated

TRS uses a process that validates addresses against U.S. Postal Service data. This message is informational; please confirm and update the address in your payroll system.

Address for new employee does not pass USPS validation

TRS uses a process that validates addresses against U.S. Postal Service data. This message is informational; please confirm and update the address in your payroll system.

Mail returned for this member at this address. Address not updated.

The address provided in your upload report is the same as one determined to be outdated or invalid based on USPS validation reports or returned mail. Please check with the employee to ensure you are reporting their current address.

Mail returned. Valid address required. Use Member Search/Edit to update info.

The address on file for this member has been determined to be outdated or invalid based on USPS validation reports or returned mail, and your upload file did not include a new USPS-validated address. Please check with the employee to ensure you are reporting their current address.

Address not updated for [Name]

The employee's address in your upload file has been ignored. The TRS address may be more accurate per USPS standards or may be more recent.

Upload address [address 1,2,3 / city / state] contains invalid characters

Your uploaded file contained invalid characters in the member address.

Upload zip code ("<Zip>") is not valid

The member's address in your uploaded file contains an invalid zip code.

Upload Member name ("<Name>")  does not match TRS name

The member's name in your uploaded file is different from the name in the TRS system.

Email address <address> is not formatted correctly (address@domain)

The format of the member's email address is not valid

[Home phone / Business phone / Cell phone] is not valid

There was a problem with the email address or a phone number in your uploaded file for this member.

Position Code required for Working Retiree; please remit form 146 & required supporting documentation to TRS

TRS Form 146: Retired Member's and Employer's Notice of Postretirement Employment and additional documentation is required each fiscal year. The form can be found on the TRS website. Call TRS for assistance.

Form 146 has not been received for this Working Retiree

Make sure you have submitted TRS Form 146: Retired Member's and Employer's Notice of Postretirement Employment and any additional documentation. Requirements are listed in the form, which can be found on the TRS website.

Required documentation supporting Form 146 has not been received for this Working Retiree

TRS has received TRS Form 146: Retired Member's and Employer's Notice of Postretirement Employment but supporting documentation has not been received. Requirements are listed in the form, which can be found on the TRS website.

Working Retiree Wages <$xx,xxx.xx> are at (x) % of the Allowable Earnings Limit <$xx,xxx.xx>

This working retiree's wages are approaching the post-retirement maximum allowable earnings limit for this fiscal year. Please notify the retiree of this situation.

The Working Retiree must have wages reported for position code (x)

Member is set up in TRS as a working retiree for a specific time frame. Include the working retiree on every report during that time frame. If the working retiree did not perform services in that pay period, please report $0 wages.

The Position Code reported does not match the available codes on file with TRS of (x)

This warning message may appear if the Position Code is 01 and you are reporting wages after the working retiree's contract end date. In other scenarios, this message may instead display as an error message.

Employer [or Employee] buyback contribution exceeds the balance due

Call TRS to confirm the current balance due.

Wages reported for a member that is not currently active with TRS; updated paperwork may be required

Make sure any required forms have been submitted to TRS.

Contributions [or wages] have been reported for a deceased member

This informational message is intended to confirm that contributions and/or wages are valid.

The (x) Work Status reported does not match the (y) status in the TRS database

There are several versions of this warning message. It is informational, meant to help avoid accidental work status changes.

Member has a Full Time Work Status with a different employer

This informational message alerts the employer that the member has been reported as full time by two employers for this pay period.

Member has a Work Status of Full Time and has a Service FTE less than 1.00

Informational warning; please confirm that a Service FTE less than 1.00 is correct for a full time employee

Member has a Work Status of Part Time and has a Service FTE of 1.00

Informational warning; please confirm that a Service FTE of 1.00 is correct for a part-time employee

The Date Hired could not be found for this member

There is missing demographic data for the specified member.

Summary warnings that may appear on the report

This could mean:

Total Employer Contribution changed from <$> to <$>

The summary amount in your report does not match the detail amount from all members in your report.

Total Employer Buy back [or Term Pay] Contribution changed from <$> to <$>

The summary amount in your report does not match the detail amount from all members in your report.

Report Summary 'Total Due' changed from <$> to <$>

The summary amount in your report does not match the detail amount from all members in your report.



Note: Warning messages may be added, deleted or changed over time; this list may not be all-inclusive.

 


Back to Top