Step-by-Step Procedures

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Page last updated 4/16/24

This section of the Online Manual will help you use the Wage & Contribution System to process your monthly reports.

 

Here you will find detailed procedures for all of the following:

 

Creating, editing, and submitting a Contribution or Adjustment report - including a "$0 Contribution" report for a summer month in which no wages were paid

 

Warning-20 If you report wages & contributions for certain State of Montana agencies, please see State of MT Procedures.

 

Terminating an employee

 

Deleting a contribution report or adjustment report that is not yet submitted

 


 

These Frequently Asked Questions are answered at the bottom of this section (Click here to jump to FAQs)

 

oWhy are TRS employers required to submit a report every month?

oWhen is an Adjustment report required?

oCan I use the Upload Report function for an Adjustment report?

oHow do I know if it is too late to unsubmit my report?

oWhen are funds withdrawn from our bank account for an ACH payment?

 


Do you want to print this topic? Click here for tips.

 


OVERVIEW

There are generally 6 steps involved in submitting a Contribution or Adjustment report to TRS:

 

arrow_green_16x16 TIP: The links in the left column jump to detailed, step-by-step instructions.

1

Upload or create a report in the Wage & Contribution Reporting System.

You may only submit one contribution report per pay period.

TRS requires a separate report for each pay period – even for summer months when no wages are paid. See Step-by-Step Procedures, below.

2

Add employees to / delete employees from the report, if necessary.

3

Update contributions for individual employees, if needed.

4

Run the Employer Edit Report to check for errors and warnings.

You may also need to print or save the Edit Report (PDF) for later reference.

5

Correct member details and/or your remittance amount as needed, then repeat Step 4.

6

Submit the report to TRS. Note: To submit a report, its edit status must be Edited No Errors.

 

Warning-20 Note:

Only one Contribution report may be submitted to TRS per pay period.

You may upload or create one or more Adjustment reports to amend a previously submitted and posted Contribution report. This must be done within the current fiscal year.

 


Step-by-Step Procedures

These procedures provide detailed instructions for the general steps listed above.

1. Upload or Create a Contribution or Adjustment Report

To upload a report from your payroll system, follow the steps outlined in the topic: Upload Report.

After uploading the report, review Step 2 below (Add or Delete Employees).

 

If you are not uploading a report, follow steps in one of the tables below (either "Copy a Posted Report" or "Create a Report Header to build a report from scratch").

 

arrow_green_16x16 To create a "$0 Contribution" report for a summer month when no wages are paid, jump to the procedure below titled, "Create a Report Header to build a report from scratch."

 

Copy a Posted Report

This action copies the report header and all members from the original report (except members who terminated).

 

a

Access the Employer Reports menu option. The List Employer Reports page displays.

b

Find the posted report that you would like to copy.

 

For more details about using this page, see List Employer Reports.

A report must be in Posted status to copy it forward.

c

Click the View arrow to access the Report Summary.

d

Select the pay period and report type (Contribution or Adjustment) you want to create:

By default, the page selects the next available pay period and sets the Report Type field to Contribution.

To create an adjustment report that corrects a prior contribution report, choose the Pay Period of that contribution report and set the Report Type to Adjustment.

Note: You may not select the report type of Contribution if a contribution report already exists for the selected pay period.

 

Image of Copy function on Report Summary screen


arrow_green_16x16 TIP: You may only create an adjustment report if the corresponding contribution report has been submitted. The adjustment report must be created in the same fiscal year.

 

e

Click the Copy button at the bottom of the page.

NOTE:  The Copy function copies the report header and all employees from the posted report that you selected in step 'b' above.

The newly created report now displays on the List Employer Reports page.

 

 

~ OR ~

Create a Report Header to build a report from scratch

 

A report header defines the pay period, amount remitted, payment method, report type, and other elements of a wage and contribution report. The report header does not include member details; members are added to the report in Step 2.

You may wish to create a report header (instead of copying an entire posted report and all employees) to submit an adjustment report that affects only a few members.

This procedure also allows you to create a $0 Contribution report for a summer month when no wages will be paid.

 

a

Access the Employer Reports menu option. The List Employer Reports page displays.

b

Click the Add (plus sign) button. The Add Report Header page displays.

 

Image of Add Report Header screen

Example of 'Add Report Header' with ACH selected

 

c

To create a report for a summer month when no wages are paid:

 

Select "Yes" for $0 Contribution Report, as shown in the image below:

web_wc_employer_reports_add-report-header_0contrib_zoom65

Example with "$0 Contribution Report" selected

 

Click Save. Then jump to Step 6 to submit the $0 report to TRS.

 

d

Complete the required fields for a report that includes wages and contributions.

 

Pay Period. This field defaults to the next month for which no contribution report exists. If this is an adjustment report, select the period that you are amending.

Report Type. This defaults to Contribution. If this is an adjustment report, select Adjustment.

No of Pay Periods. This defaults to 1. If you are submitting a combined report in May or June (i.e., a year-end report that includes contributions for more than one pay period), enter the number here.

Amount Remitted. You can leave this field blank for now, or you can enter the amount you are remitting. If this is an adjustment report, this can be be a negative amount, if appropriate.

Select ACH, Check, or IUJ (inter-unit journal) to indicate how the remittance will be paid.

ACH Pull Date: If you selected ACH for the remittance, you must indicate when the ACH payment should be "pulled" from your account. The default value is When Submitted, meaning the payment will occur overnight. Or, you may use the drop-down list to select a date up to 5 business days in the future.

e

Click the Save button. The List Employer Reports page displays the new report.

Continue to Step 2 to add members to the report.

 

2. Add employees to / delete employees from the report, if necessary.

arrow_green_16x16 TIP: If you uploaded a payroll report that includes newly hired employees, you do not need to re-add them here. Perform Step 2a only if you need to add members who are not included in your uploaded, copied, or newly created report.

 

If you created a "$0 Contribution" report as described above, you may not add employees to that report. Skip to Step 6 to submit your report to TRS.

 

a

To add a TRS member to this report:

Click the Employee web_WC_employees_icon button. The Employer Report - Member List page displays. Do not search for the employee on this page. Instead:

Click the Add web_plus_add_icon button to access the Employer Report - Add Member page.

Image of Employer Report - Add Member screen

Enter the employee's SSN and click Find. (Be sure you perform this step on the Employer Report - Add Member page, which searches for TRS members who are not already included in this report.)

If the employee's existing TRS record is found, the Employer Report - Add Member to Report page displays.

Warning-20 If no TRS record is found when you search by SSN on the Employer Report - Add Member page, you must first add them as a TRS member. This is done in another part of the system; see Member Search/Edit for instructions.

Complete all required fields on the Add Member to Report page and click Save. For more information about using this page, see the topic: Employer Report - Add Member to Report.

 

b

To delete an employee (member) from this report:

Click the Employees web_WC_employees_icon button to view a list of members in this report.

Find the member to be deleted from this report and click the Edit Web_WC_edit_icon button.

On the Edit Member Detail page, click the Delete button. Click OK to confirm the deletion.

oNote: This action only deletes the member from this report; it does not affect their TRS member history.

 

3. Update contributions for individual employees.

a

Find the member whose contributions need to be adjusted on the Employer Report - Member List page. Click the Employees web_WC_employees_icon button on the List Employer Reports or Report Summary page to view a list of members.

b

Click the Edit Web_WC_edit_icon button for a member whose contributions need to be adjusted. The Edit Member Details page is displayed.

c

Modify details as needed and click Save.

For more information about using this page, see the topic: Edit Member Details.

 

4. Run the Employer Edit Report to validate your contributions.

a

Run the Employer Edit Report to validate the contribution or adjustment report:

Click the View web_view_down_arrow_icon button on the List Employer Reports page to view the Report Summary. The progress bar at the top should display Ready to Edit in green.

Click the Run Report button at the bottom of the page. Please be patient while the process completes.

Web_WC_edit-report-wheel

When the report is generated, click the Open Report button. The PDF report displays in a new window.

oAn example is shown in the topic, Sample Employer Edit Report.

Warning-20 Important! If you want to refer to this report later, such as to resolve warning messages, you must save or print the report. It is not possible to generate the list of warning messages after you have submitted your monthly report. See Printing and/or Saving a PDF Report in the Reporting section of this online manual.

 

b

Review all error and warning messages in the report.

Proceed to Step 5 to correct any errors. You cannot submit your report until errors are resolved. (For a list of common error messages, see the topic Resolving Error and Warning Messages.)

Warning messages are informational but these also should be resolved, if possible.

arrow_green_16x16 TIP: The Employer Report - Member List page also displays an error Web_WC_error_icon or warning Web_WC_warning_icon icon next to the name of each member with an error or warning in the report.

 

If the report shows Edited No Errors, skip to Step 6.

 

5. Correct member details and your remittance amount as needed, and repeat Step 4.

arrow_green_16x16 TIP: For a list of common error and warning messages and their recommended corrections, see the topic: Resolving Error and Warning Messages.

 

a

Use the Sort fields on the Employer Report - Member List page to find employees with error messages.

Click the Edit Web_WC_edit_icon button next to a member who has an error message. The Edit Member Details page displays.

b

Modify wage or contribution details as needed to correct the error, and click Save.

For more information about using this page, see Employer Report - Edit Member Details.

TRS recommends you also update member details for members with warning messages, as appropriate.

For guidance in resolving errors and warnings, see Resolving Error and Warning Messages.

c

When all corrections are complete:

Review the Report Summary to see the updated balance due.

Click the Edit Header Web_WC_edit_icon button to access the Edit Report Header page. Here you may perform all of the following:

oUpdate your remittance amount, if appropriate

oEnter notes to explain any difference between the amount remitted and the total balance due shown in red on the Report Summary.

oSet a later payment date for ACH payments only, if desired, up to 5 business days from today. See screen image below. The default setting is When Submitted, meaning that the payment will occur overnight unless you select a later date in this field.

web_wc_employer_reports_edit-header_achpulldt_zoom65

Click Save to store any updates.

 

d

Repeat Step 4 to run the Employer Edit Report again. This is required anytime you have made changes to the report header or member details.

You can run the Employer Edit Report as many times as necessary.

 

6. Submit your report to TRS.

Warning-20 If you made any changes to your report, did you remember to run your Employer Edit Report again? See Step 5d above. You cannot submit your wage and contribution report to TRS until the Employer Edit Report has confirmed that no errors exist.

arrow_green_16x16 TIP: If you created a $0 Contribution report under Step 1 above, you will notice the $0 report is already in "Ready to Submit" status. Click Submit. No processing is needed for a $0 Contribution report, which means you can immediately copy this report to create another $0 Contribution report for the following summer month, if appropriate.

a

Select your report from the Employer Reports page, then click the View web_view_down_arrow_icon button to access the Report Summary.

The progress bar at the top of Report Summary must show Edited No Errors and Ready to Submit in green.

b

Click the Submit button to submit the report to TRS. The progress bar shows Submitted in green.

For a report that included contributions, the Edit Status field displays Ready to Process.

arrow_green_16x16 TIP: After you've clicked Submit, an Unsubmit button will display as long as the report has not yet been picked up by TRS for processing. This may not be available for ACH reports, depending on the ACH Pull Date that was selected when the report was submitted.

oThe Unsubmit button returns the progress bar to Ready to Edit status.

oFor a summary of the progress bar, report status and edit status values, see the topic: Report Summary.

Note: If this is a $0 Contribution report for a summer month in which no wages were paid, the report is already in Posted status.

c

If paying by check:

Click on Reporting in the menu and select the Contribution Summary report.

Print and sign the Contribution Summary page. Be sure that your report has been submitted first.

Send the report to TRS with your payment.

oSee Reporting for more information about creating the Contribution Summary report.

 

 


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Other Procedures

Terminate a Member

The member should be marked as terminated on the report that includes their final wages. If the member is retiring, you may terminate them and enter term pay in the same report.

 

1

Access the Employer Reports - List Employer Reports page, and use the Employees web_WC_employees_icon button to view the list of members in the report.

2

Find the member to be terminated and click the Edit Web_WC_edit_icon button. The Edit Member Details page displays.

3

Enter final wages and terminate the member:

Action field: Select Terminate from the drop-down list

Actual Wages field: Enter the member's wages for this pay period only, not including any term pay

4

Enter term pay information only if the member is retiring:

Term Pay field (Employee Contribution section): Enter the amount of term pay contributions withheld on a tax-deferred basis.

Term Pay Option field: Enter the term pay option selected by the member in their TRS retirement application

Term Pay field (Employer Contribution section): Enter the amount of term pay contributions paid by the employer, separate from wages

5

Click Save to store the changes.

 

Delete an Entire Contribution or Adjustment Report

It is possible to delete a report that you have not yet submitted to TRS.

 

1

Access the Employer Reports - List Employer Reports page and use the View web_view_down_arrow_icon button to select the report that you wish to delete. The Report Summary page displays.

Make sure the Report Status field shows Employer Editing. If the status is Submitted, the report can't be deleted.

2

Click the Edit Web_WC_edit_icon button. The Edit Report Header page displays. Click the Delete button to delete the entire report (i.e., the report header and the employee list).

arrow_green_16x16 TIP: If no Delete button is shown, then the report is not in a status that allows deletion.

 


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Frequently Asked Questions

Q.  Why are TRS employers required to submit a report every month?

A. TRS must verify it has received all required contributions from all employers each month. To do this, TRS must receive a report every month of the year from every employer -- even for employers who paid no wages for that month (such as in summer months) and have no contributions to remit.

 

If you are an employer that does not owe contributions for a given month, you must create and submit a "$0 Contribution" report to TRS to confirm that no contributions will be remitted.

oSee Step 1 above, under "Create a Report Header to build a report from scratch."

Warning-20 Note: Use the $0 Contribution report function ONLY if you are certain you will not report any wages or remit any contributions for that month. If you make a mistake (e.g., you submit a $0 Contribution report and then realize you forgot to remit termination pay for a member who is retiring), you can create an Adjustment report to correct it.

Q.  When is an Adjustment report required?

A.  If you have submitted your Contribution report to TRS and it cannot be unsubmitted, then you will need an Adjustment report for any additional wages or contributions for the same pay period.

oExample: You forgot to report someone, or you reported too little wages for one or more employees.

Q.  Can I use the Upload Report function for an Adjustment report?

A.  Yes! The system was enhanced in December 2018 to allow TRS employers to upload adjustment reports. Previously, they could only be created using the Employer Reports pages, or by TRS staff.

oSee the Upload Report topic for more information.

Q.  How do I know if it is too late to unsubmit my report?

A. First, select the report from the List Employer Reports page to view the Report Summary.

oIf the Report Summary displays an Unsubmit button at the bottom, you may unsubmit it yourself.

Exception: If the Edit Status is Ready to Edit, there is no Unsubmit button but it is possible that TRS staff can still unsubmit the report for you. Please call them to find out. (Note: This exception may not apply to ACH reports.)

arrow_green_16x16 TIP: If your report can be unsubmitted, it is best to unsubmit it and make corrections in that report instead of submitting an adjustment report.

Q.  When are funds withdrawn from our bank account for an ACH payment?

A.  When you select ACH as the method of payment, the ACH Pull Date field allows you to delay payment for up to 5 business days. See the Edit Report Header page in Step 5c above.

o"When Submitted" (the default value) allows funds to be transferred overnight.

oOtherwise, select a date from the drop-down list to initiate the transfer on that date.

 

 


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