How to report TRS SSP defined contributions: replication, file upload and common error fixes

Presenter (Trainer) demonstrated how district payroll administrators can report defined contributions to the Teachers' Retirement System (TRS) SSP using the Gemini reporting dashboard, walking through both the replication and file‑upload workflows and common error resolutions.

The session began with a reminder that the materials and data were for training only. The presenter opened the TRS dashboard, described the top navigation bar, the payroll reporting box, and the TRS reports quick links, and showed two ways to reach the TRS SSP deferrals report: the TRS reports quick link (select TRS SSP deferrals and click Search) or Services → TRS reports → SSP deferrals. To download a report the presenter clicked the blue cloud download icon and noted options to view, save or print the resulting file.

For submission, the presenter showed the replication workflow: start a new payroll report, choose Defined Contributions → Proceed to replication, select the fiscal year and an available pay period (blue plus indicates availability). Replication copies the prior report and can pause near 90% while editing steps complete. On the replication results page the presenter reviewed record counts, errors/warnings, replicated member totals, member voluntary DC contributions and employer contributions, then proceeded to totals and submitted the report.

In the demo payment step the presenter entered example contribution amounts (member $97 and employer $120, total $217), clicked Process Payment and Confirm, and showed the confirmation screen containing the confirmation number, employer name and TRS code, report date, current status (submitted; will switch to 'posted' once Voya receives payment), status timestamp, report type and summary ID. The presenter noted same‑day transfer to Voya is contingent on submitting before the 2:00 p.m. cutoff.

Switching to the file‑upload method, the presenter demonstrated New Payroll Report → Select a file → Upload, then opened Upload Results and Details using the blue down arrow. The upload results page may show warnings (yellow/orange triangle) or fatal errors (red) for individual records; presenters/test administrators should review and resolve those before submitting.

The demo reviewed three common error examples and their resolutions. For Stephanie Chandler the presenter showed a fatal ER401 (SSP record for a non‑enrollee): the record must be deleted and any deferral taken on payroll must be refunded to the employee on the next pay period. For Michael Jordan the presenter described ER5055 (SSP contributions mismatch) where reported amounts did not match the member's elected deferral; the presenter used email documentation with the employee and certified the record after confirming payroll amounts (example: doubling a missed $225 deferral to $450). For Elmer Fudd the presenter showed ER4059 (contribution category mismatch) where payroll recorded post‑tax/Roth but the member elected pre‑tax; the presenter used quick edit to change the category from Roth to pretax, saved, and explained tax corrections will be made in a future pay period.

Additional tips included using the reporting history view to inspect prior uploads, copying records to add omitted pay‑period transactions (example: adding a missed transaction for Jessica by copying a prior record and updating pay period, compensation and contribution fields), and using the search box to find a single employee within a large report. The presenter also demonstrated running a Year‑to‑Date report via Services → TRS reports → Year to date (select Defined Contributions and calendar year) to view grouped transactions, pay dates, employment status and contribution totals for auditing.

The training concluded with a reminder that posted presentation materials and help resources are available on the TRS SSP employer website and that districts can request a switch between replication and file‑upload methods by emailing or calling TRS support. The screen‑share ended and the presenter returned to the main presentation.

The demonstration did not include any motions or formal votes. Next procedural steps for administrators are to resolve any flagged errors, certify records that match payroll, process payment before the cutoff for same‑day transfer, and retain written documentation (email or written consent) when making payroll corrections or catch‑up contributions.