TRS of Illinois http://trs.illinois.gov
TEACHERS' RETIREMENT SYSTEM OF THE STATE OF ILLINOIS


Edit Codes

  • 4207 (Non-fatal)

    TRS records indicate that this employee retired, died, or received a single-sum benefit in a prior fiscal year.

    • If the member is retired from TRS and did not exceed the 100 days/500 hours post-retirement employment limitations, the member should not be reported on the Annual Report.

    • If member is deceased, delete the member.

    • If payment has been made for an earnings item accrued in a previous fiscal year, please contact the Employer Services Department at (888) 877-0890 to request an Employer’s Report of Adjustments to Earnings (ATE) form to report earnings in the previous fiscal year.

    • Members receiving a single-sum retirement benefit may work without restriction and will no longer contribute to TRS after receiving the benefit and should not be reported on the Annual Report.
  • 4210 (Non-fatal)

    The member was full time (F) at the same district in the prior year and the rate has decreased from the prior year by 15 percent or more.

    • Review the reported information to determine whether the member was reported correctly this year (e.g. worked all year in a lesser position, changed positions or dropped extra duties) or was incorrectly reported this year (e.g. worked partial year and has an understated rate and overstated days paid.) If the member was reported correctly, please document the reason for the decrease. If the member was reported incorrectly in a prior year, please contact the Employer Services Department at (888) 877-0890 to request an Employer’s Report of Adjustments to Earnings (ATE) form to correct prior year reporting errors.
  • 4214

    Type of employment is required if any earnings information is entered. Refer to Chapter 5 of the Employer Guide for a definition of the employment types.

  • 4215

    Creditable earnings are greater than annual salary rate.

    • Either creditable earnings or annual salary rate must be corrected. Annual salary rate cannot be less than creditable earnings.

    • For employment types full-time and part-time contractual, the annual salary rate should be greater than creditable earnings for members who were hired late, docked or terminated prior to the end of the school term or employment agreement, if longer.

    • The annual salary rate is what the member would earn for the full year (base rate) plus any extra duties, lump-sums and reportable flexible benefit plans.

    • For employment types substitute and part-time noncontractual, annual salary rate must equal creditable earnings.
  • 4216

    Federally-funded salary is greater than creditable earnings by more than $1.00.

    • Either creditable earnings or federally-funded salary must be corrected.

    • Federally-funded salary should represent the portion of creditable earnings paid from a special trust or federal fund and can never be greater than creditable earnings.
  • 4217

    Number of days in employment agreement is greater than 265 days for an employment type of full-time, part-time contractual or extra duty.

    • The number of days in the employment agreement must be corrected to 265 or less days.

    • The employment agreement consists of each weekday that a member is required to work or is compensated for using vacation, sick leave, personal leave, etc.

    • The maximum number of weekdays in a fiscal year is generally 260 or 261.
  • 4218

    Number of days in employment agreement is less than 170 days for an employment type of full-time, part-time contractual or extra duty.

    • The number of days in the employment agreement must be corrected to 170 or greater.

    • This field should represent the number of days in the school term, typically 180 or 185, or the number of days in the employment agreement, if longer.

    • This field should not be less than the actual number of days in the school term.
  • 4219

    Total number of days paid is greater than number of days in employment agreement for an employment type of full-time or part-time contractual.

    • The number of days in the employment agreement or total number of days paid must be corrected.

    • The number of days paid should always be equal to or less than the number of days in the employment agreement.
  • 4220 (Non-fatal)

    The number of days in the employment agreement does not equal the total number of days paid and the annual salary rate is equal to creditable earnings for an employment type of full time

    • Review annual salary rate and the number of days paid.

    • When days paid are less than the days in the employment agreement, the annual salary rate is usually higher than creditable earnings.

      For example, when a full-time teacher is hired late, docked or terminated prior to the end of his/her employment agreement, the annual salary rate should represent what the individual would have earned had he or she been employed in the position for the entire year. Creditable earnings would represent what was accrued during his or her employment.

      Another possible situation is when a teacher starts the school term working less than 5 days per week (part-time contractual) and later becomes a full-time teacher. If the teacher worked all year and was not docked, the annual salary rate and creditable earnings will be equal but the days in the employment agreement will not be equal to the number of days paid.

  • 4221

    Total number of days paid is greater than 265 days for an employment type of full-time, part-time contractual, part-time noncontractual or substitute.

    • The total number of days paid must be corrected to 265 or less days.

    • Total number of days paid should be each day, Monday through Friday, that the member performed duties requiring teacher certification.

    • The number is generally 260 or 261 for a 12-month employment agreement.
  • 4222 (Non-fatal)

    Number of days in employment agreement on the Annual Report is not equal to the number of days in employment agreement reported on the Supplementary Report for an employment type of full-time, part-time contractual or extra duty.

    • Review the reported information. If the Annual Report information is correct, please submit a corrected Supplementary Report.

    • If the Supplementary Report information is accurate, correct the annual report.

    • For members who returned to teaching after receiving a refund or temporary disability benefit, please note the member’s return date and if the Supplementary Report is correct through the last day paid prior to the refund or disability.
  • 4223 (Non-fatal)

    Total number of days paid on the Annual Report is not equal to the total number of days paid reported on the Supplementary Report.

    • Review the reported information.

    • If the Annual Report information is correct, please submit a corrected Supplementary Report.

    • If the Supplementary Report information is accurate, correct the annual report.

    • For members who returned to teaching after receiving a refund or temporary disability benefit, please note the member’s return date and if the Supplementary Report is correct through the last day paid prior to the refund or disability.
  • 4225 (Non-fatal)

    Annual salary rate on the Annual Report is not within $.99 of the annual salary rate reported on the Supplementary Report.

    • Review the reported information.

    • If the Annual Report amount is correct, please submit a corrected Supplementary Report.

    • If the Supplementary Report amount is accurate, correct the annual report.

    • For members who returned to teaching after receiving a refund or temporary disability benefit, please note the member’s return date and if the Supplementary Report is correct through the last day paid prior to the refund or disability.

    • In addition, if the member earned extra duties after returning, note the duties performed along with a breakdown of the duties earned.
  • 4226 (Non-fatal)

    Creditable earnings on the Annual Report are not within $.99 of the creditable earnings reported on the Supplementary Report.

    • Review the reported information.

    • If the Annual Report amount is correct, please submit a corrected Supplementary Report.

    • If the Supplementary Report amount is accurate, correct the annual report.

    • For members who returned to teaching after receiving a refund or temporary disability benefit, please note the member’s return date and if the Supplementary Report is correct through the last day paid prior to the refund or disability.

    • In addition, if the member earned extra duties after returning, note the duties performed along with a breakdown of the duties earned.
  • 4227

    Total number of days paid is greater than zero for an employment type of extra duty.

    • The total number of days paid must be zero for employment type of extra duty, since days on which only extra duties not requiring certification are performed are not reportable as days paid.
  • 4228 (Non-fatal)

    Type of employment on the Annual Report is not equal to the type of employment reported on the Supplementary Report.

    • Review the reported information.

    • If the Annual Report information is correct, please submit a corrected Supplementary Report.

    • If the Supplementary Report information is accurate, correct the annual report.
  • 4231 (Non-fatal)

    Annual salary rate exceeds $199,999.99.

    • Review the annual salary rate entered.

    • If correct, please provide a detailed breakdown of reported earnings (i.e. base salary, flexible benefit plan earnings, tax-sheltered annuities, extra-duty earnings, lump-sum payments, board-paid TRS contributions, etc.).
  • 4233 (Non-fatal)

    Annual salary rate for an employment type of full time is less than $15,000.00.

    • Verify the employment type. A full-time member must work five days per week, four or more clock hours per day.

    • If the member worked less, correct the employment type. If the employment type is correct, note the member’s work schedule.

    • Verify the annual salary rate.

    • In computing the annual salary rate for a full-time member, assume the member was employed in the position for the entire school year and no days were docked.

    • Correct the annual salary rate, if necessary.
  • 4234 (Non-fatal)

    Total number of days paid is equal to the number of days in the employment agreement and the annual salary rate is greater than the creditable earnings by more than $400.00 for an employment type of full-time.

    • Review number of days paid.

    • If the member was docked an entire day or did not work the entire year, days paid are less than days in the employment agreement and days paid needs to be corrected.

    • If the member was paid a portion of each day’s salary but was docked on one or more partial days, the days paid are correct.

    • Please note situations in which there are partial days docked.

    • Please refer to Chapter 5 of the Employer Guide for reporting examples and additional guidance.
  • 4235 (Non-fatal)

    Annual salary rate exceeds creditable earnings by more than $0.99 for an employment type of part-time noncontractual or substitute.

    • For employment types substitute or part-time noncontractual, annual salary rate should always equal creditable earnings.

    • Correct annual salary rate, if necessary.
  • 4238 (Non-fatal)

    Annual salary rate for an employment type of part-time contractual is less than $8,000.00.

    • Verify the member had an employment agreement to work a specified period of time and that the salary rate is the amount the member would have earned if employed in that part-time position the entire year.

    • If the employment type is correct, note the member’s work schedule.
  • 4240 (Non-fatal)

    Days paid are greater than 169 and creditable earnings are less than $12,000.00 for an employment type of full-time, part-time noncontractual or substitute.

    • Verify the number of days paid is correct. Service credit is granted for each day or partial day worked. Correct the number of days paid, if necessary.

    • If the number of days paid is correct, provide a breakdown of creditable earnings and days paid.
  • 4241 (Non-fatal)

    The member has been reported on the Annual Report as working all year with annual salary rate equal to creditable earnings and also is on a leave of absence.

    • Review the number of days in the employment agreement, total number of days paid, annual salary rate and creditable earnings.

    • The number of days in the employment agreement represents the number of days in the school term, typically 180 or 185, or the number of days in the employment agreement, if longer.

    • This field should not be less than the actual number of days in the school term.

    • The number of days paid should not include any full days docked.

    • The annual salary rate should represent what the member would have made had he/she been employed in his/her position for the entire year.

    • Creditable earnings represent what the member actually did accrue during his/her employment.

    • If the member worked all year and was not docked, review the leave of absence report.

    • Only include teachers on the leave of absence report that were paid for less than 170 days.
  • 4242 (Non-fatal)

    The member was full-time at the same district in the prior year and is reported as full-time this year with a 40 percent or more rate increase from the prior year. Additionally, the current days in the employment agreement are within 10 days of the prior year employment agreement.

    • Review the reported information for the current year and the prior year to determine if the member has been reported correctly. If the member was reported correctly, please document the reason for the increase. If the member was reported incorrectly in a prior year, please contact the Employer Services Department at (888) 877-0890 to request an Employer’s Report of Adjustments to Earnings (ATE) form to correct prior year reporting errors.
  • 4277

    Total number of days paid is zero for an employment type of full-time, part-time contractual, part-time noncontractual or substitute.

    • The total number of days paid must be the number of days for which the member was paid. Weekdays, Monday through Friday, should be counted.

    • Employment types of full-time, part-time contractual, substitute or part-time noncontractual cannot have current year earnings without days paid.

    • If a payment has been made for an earnings item accrued in a previous fiscal year, please contact the Employer Services Department at (888) 877-0890 to request an Employer’s Report of Adjustments to Earnings (ATE) form to report the earnings in the previous fiscal year.
  • 4284 (Non-fatal)

    Creditable earnings divided by total number of days paid for an employment type of part-time noncontractual or substitute is outside the range of $15.00 - $250.00.

    • Verify the employment type reported is accurate.

    • If correct, provide the earnings calculation for the member. Since wages for extra duties not requiring certification are not reportable for employment types of substitute and part-time noncontractual, ensure the reported salary only includes wages for certified teaching duties.

    • Verify the total number of days paid is correct. Service credit is granted for each day or partial day worked.

    • Do not combine partial days into full day equivalents for reporting purposes.

    • Correct the number of days paid, if necessary.
  • 4288 (Non-fatal)

    The daily rate (computed by dividing the annual salary rate by the number of days in the employment agreement) multiplied by total number of days paid is not within $1,000 of creditable earnings for a full-time member.

    • Review reported information and correct if in error. This edit often occurs when rate and earnings are correct but the calculation appears incorrect because the member received extra-duty or lump-sum payments. Please provide a detailed breakdown of reported annual salary rate and creditable earnings (i.e. base salary, flexible benefit plan earnings, tax-sheltered annuities, extra-duty earnings, lump-sum payments, board-paid TRS contributions, etc.). Please refer to Chapter 5 of the TRS Employer Guide for reporting examples and additional guidance.
  • 5197 (Non-fatal)

    Annual salary rate exceeds creditable earnings by more than $.99 for an employment type of part-time contractual or extra duty.

    • Verify the employment type, annual salary rate and creditable earnings are reported correctly.

    • Do not report the full-time (100%) equivalent salary rate for part-time contractual members. Instead, annual salary rate should reflect what the member would earn in the part-time position for the entire school term.

    • If an employment type of part-time contractual is correct and the member taught the entire year with no days docked, annual salary rate should be corrected to equal creditable earnings.

    • Annual salary rate should be greater than creditable earnings if the part-time contractual member was docked days or was employed less than the entire school term (hired late or quit early).

    • If the information is reported correctly, provide an explanation including weekly schedule, dates of employment and a computation of rate and earnings.

    • For employment type of extra duty, verify the member had an employment agreement to work a specified period of time and did not work the entire period. Note the member’s work schedule and dates of employment.
  • 5199 (Non-fatal)

    Total number of days paid is outside of range for an employment type of part-time contractual.

    • This edit identifies part-time contractual teachers whose reported number of days paid fall outside the normal range for routine part-time work schedules.

    • The days paid should be reviewed to ensure they have been reported correctly. The reported days paid should reflect the actual number of calendar dates (Monday through Friday) the member worked, regardless of the actual number of hours worked on any given date.

    • The reported days paid should not be estimated by multiplying the teacher’s percentage time worked by the number of days in the employment agreement.

    • It is imperative to know the teacher’s exact weekly work schedule, not just the percentage time worked, to correctly arrive at the number of days paid to be reported to TRS.

    • Do not combine partial days into full day equivalents for reporting purposes.

    • If the days paid are accurate, provide the schedule worked including any additional substitute days.
  • 5201

    Creditable earnings is less than or equal to zero.

    • If the member earned reportable salary between July 1 and June 30, report the amount earned as creditable earnings.

    • If the member did not earn reportable salary between July 1 and June 30, delete the member’s record.
  • 5202

    Number of days in employment agreement is required for an employment type of full-time, part-time contractual or extra duty.

    • This field is required if any other earnings information is entered.
  • 5203

    Total number of days paid is required.

    • This field is required if any other earnings information is entered.
  • 5204

    Annual salary rate is required.

    • This field is required if any other earnings information is entered.
  • 5205

    Creditable earnings are required.

    • This field is required if any other earnings information is entered.
  • 5206

    Member TRS contributions are required.

    • This field is required if any other earnings information is entered.
  • 5208

    No Annual Report information has been entered.

    • Please enter one or more of the following: earnings, terminated sick leave, leave of absence or sabbatical leave information.
  • 5209 (Non-fatal)

    The Social Security number does not match any TRS members.

    • This edit must be resolved from either the Add Employee or Update Employee Information screen. If you are not currently on one of these screens, from the Update Employee screen click on the Update Employee Information link to access the Update Employee Information screen.

    • Review the member’s Social Security card, teaching certificate, etc., to verify the Social Security number.

    • If the Social Security number is correct, select the checkbox, "This is a new employee. I confirm that the Social Security number is correct.”

    • Additionally, please ensure the new member’s name, gender, date of birth and home address has been correctly entered.

    • If the Social Security number is not correct, enter the correct Social Security number.