Reimbursing Retirement Contributions and Insurance Premiums (APS 005)

Overview

Applicable To

State agencies and institutions of higher education using federal, private, other educational and general funds, or non-educational and general funds for salary payments to employees participating in the Teacher Retirement System (TRS) for retirement and the Employees Retirement System (ERS) for group health insurance.

Policy

Agencies and institutions that receive the following funds for matching retirement contributions for employees participating in TRS must immediately forward these funds to TRS:

• Federal funds.
• Private funds.

Matching retirement contributions for employees participating in TRS that are due from General Revenue Dedicated funds, other educational and general funds, or non-educational and general funds should be made monthly.

Also, institutions (except the University of Texas and Texas A&M University systems, which are self-insured) must reimburse ERS a proportional share of group health insurance premiums for both active and retired employees.

During the biennium beginning Sept. 1, 2023, institutions shall fund a portion of the group health insurance premiums of any benefit-eligible employee from sources available in the amount of one percent of the employee’s actual base salary.

The calculation of base salary excludes:

• Longevity pay.
• Hazardous duty pay.
• Benefit replacement pay (BRP).
• Overtime pay.
• Other payments that are not part of the base salary of the benefit-eligible employee.

These reimbursements should be made monthly per policies established by ERS.

See Payroll Contribution for Group Health Insurance (FPP P.005) for more information.

Legal Citation

Government Code, Sections 825.406, 825.407; General Appropriations Act (GAA), Article IX, Section 17.03, 88th Legislature, Regular Session.

Legend

Reimbursement Procedures

How To Reimburse Funds – TRS

The General Revenue appropriation for institutions’ teacher retirement state match is made to the Teacher Retirement System (TRS). Institutions should follow their normal process in reporting General Revenue salary expenditure data to TRS for state retirement contribution purposes.

Funds Held in the State Treasury

Agencies and institutions reimbursing TRS from federal, private, or other educational and general funds held in the state treasury should follow the guidelines below using document type T, batch type 4:

Agency	T-code/Title	Appropriation Number	COBJ	Appropriated Fund/ Agency Fund/PCA	RTI
Paying Agency	485/RTI – Estab Interagy Accr'd Expend Reimb	99323/TRS – Other E&G	7909	As Determined by Agency	000002/Benefits Proportional by Fund

The vendor number and mail code to use with T-code 485 is 33233233239.000. A prior period effective date must not be used for this entry.

A voucher will be entered in the CAPPS Accounts Payable module with a Payment Type of T. The RTI number will be entered in the RTI field.

Note: The RTI number field is only available for entry when using a Payment Type of T. An ITV 485 Accounting Entry Template should be selected on the voucher.

See the Interfund Activity and Transactions section in the Reporting Requirements for Annual Financial Reports of State Agencies and Universities for more information on interfund/interagency transactions.

Note: The effective date for this transaction must be the current fiscal year date.

Funds Held Outside the State Treasury

Agencies and institutions reimbursing TRS from funds held outside the state treasury must write a check on a local bank account and deposit the funds in the state treasury.

To make a reimbursement from federal pensions, private, local or institutional funds, follow the guidelines below using document type D, batch type 2:

Agency	T-code/Title	Appropriation Number	COBJ	Appropriated Fund/ Agency Fund/PCA
323	195/Record Deposit of Rev in Treasury	96541/TRS Operations & Investments	3790	0960/0960/96001

To make a reimbursement from federal insurance, follow the guidelines below using using document type D, batch type 2:

Agency	T-code/Title	Appropriation Number	COBJ	Appropriated Fund/ Agency Fund/PCA
323	195/Record Deposit of Rev in Treasury	90514/Texas Public School Ret Employees Group Insurance	3761	0989/0989/98901

Note: User Class 61 should be used when entering the deposits.

How To Reimburse Funds – ERS

Agencies and institutions reimbursing ERS for the state’s contributions for staff group health insurance premiums must follow the guidelines below using document type T, batch type 4.

Agencies and institutions must submit three total transactions:

• One for the 1 percent Payroll Health Insurance Contribution (COBJ 7042) for active employees.
• One for active employees (COBJ 7041).
• One for retirees (COBJ 7041).

All the transactions can be processed on the same document. A unique recurring transaction index (RTI) is established by ERS for each type of payment.

Agency	T-code/Title	Appropriation Number	COBJ	Appropriated Fund/ Agency Fund/PCA	RTI
Paying Agency	485/RTI – Estab Interagy Accr’d Expend Reimb	Determined by Agency	7042	Determined by Agency	327031 – 1 Percent Payroll Health Insurance Contribution

The vendor number and mail code to use for the 1 percent Payroll Health Insurance Contribution with T-code 485 is 33273273277.016.

Agency	T-code/Title	Appropriation Number	COBJ	Appropriated Fund/ Agency Fund/PCA	RTI
Paying Agency	485/RTI – Estab Interagy Accr’d Expend Reimb	Determined by Agency	7041	Determined by Agency	327005 – Active Insurance State Contributions 327006 – Retired Insurance State Contributions

The vendor number and mail code to use for active employees and retirees with T-code 485 is 33273273277.024.

A voucher will be entered in the CAPPS Accounts Payable module with a Payment Type of T. The RTI number will be entered in the RTI field.

Note: The RTI number field is only available for entry when using a Payment Type of T. An ITV 485 Accounting Entry Template should be selected on the voucher.

To Make Payments by Phone

In addition to the procedures listed above, institutions can use the Texas Network for Electronic Transfers (TEXNET) to make institutional payments to ERS or TRS. Do not use TEXNET in place of RTI transactions for funds held in the state treasury. Contact the Comptroller’s Treasury Operations Division at (800) 531-5441, ext. 33010, for TEXNET information.