TCDRS-03 Employee Monthly Deposit Report Revised 12/2007 Page 1 of 2 County/District Name County/District Number Person to Contact With Questions Telephone Number Reporting Month/Year Social Security Middle Number Last Name First Name Name Salary Deposit Page Total 0.00 Page of Report Grand Total TCDRS • PO Box 2034 Austin, TX 78768-2034 • (512) 328-8889 or 800-823-7782 • Fax: (512) 328-8887 ! www.tcdrs.org TCDRS-03 Revised 12/2007 Page 2 of 2 Instructions for the Preparation of the Employee Monthly Deposit Report Required Data You may use this form to submit retirement contributions. Or you may submit any other written record as long as the required data (listed below) is provided and presented in the TCDRS-03 format. We strongly encourage the electronic transmittal of retirement contributions; those requirements are also listed below. Social Security number — List each employee’s Social Security number. Please list employees in Social Security number order. Employee’s name — List each employee’s full name (last, first and middle names). Salary — List each employee’s total gross compensation (before any deductions) received for the reporting month. Total monthly compensation for which retirement contributions are based should include sick pay and vacation pay. Also, other compensation, such as travel, car or uniform allowance, should be included to the extent that the allowance exceeds actual expenses. For more information on determining TCDRS-covered compensation, please refer to the TCDRS Step-by-Step Handbook for Administrators. Deposit — List each employee’s deposit amount for the reporting month. This amount must equal the “Gross Earnings” multiplied by the “Employee Deposit Rate” (4%, 5%, 6% or 7%) currently in effect for your county or district. Required totals — Deposits must be totaled for each page. Grand totals of this column must appear at the end of the last page of the report. (This report provides only employee deposits and totals. Employer contributions and Optional Group Term Life payments are also required. These amounts are determined using the Employee Deposit Required totals. Please use the Retirement Contributions Certification (TCDRS-03A) for more details in determining these amounts.) Payments — We recommend that you submit payments to the TCDRS office by ACH debit. Please contact Employer Administration for information regarding authorization of this type of payment. Electronic Reporting We recommend that you report retirement deposits to the TCDRS office electronically. We require electronic deposit information to be provided in the text file format described below. The file should be generated in a fixed-length text format with each field filled with data or padded with spaces (text fields) or zeros (numeric data). Tab and NULL characters, as well as negative numbers or zero deposits, in either the Salary Amount or Deposit Amount fields cannot be accepted. Each line should be terminated with carriage return and line feed. Your deposit information can be submitted to us through our secured Web site using FileSafe. Please contact Employer Administration for more information. Position Field Title Length Description and Remarks 1–9 Social Security 9 Required. Enter 9-digit number with no formatting. Number 10–49 Member Name 40 Required. Enter the name of the member in capital letters. Left justify and fill the spaces. 50–56 Salary Amount 7 Required. Salary earned in the report month. Must contain 7 unsigned numeric characters in dollars and cents. Do not enter dollar signs, commas or decimal points. Deposit amount must be right justified and unused portions must be zero-filled. Two decimal spaces will be assumed. 57–62 Deposit Amount 6 Required. Members’ deposits for the effective date of credit. Must contain 6 unsigned numeric characters in dollars and cents. Do not enter dollar signs, commas or decimal points. Deposit amount must be right justified and unused portions must be zero-filled. Two decimal spaces will be assumed. 63–71 9 May be used by the county/district if needed for control or sorting purposes or to fulfill any internal requirement. This field will not be used by TCDRS. Due Date A completed report of contributions, TCDRS-03A (summary and certification) and funds must be received no later than the 15th of the month following the calendar month for which contributions are being reported. Late penalties and administration fees will occur for any forms not received in our office by the 15th of the month and the responsibility lies with the county/district for confirming receipt by our office. Please contact our office in advance if your report will be late in any given month for good cause. Retain a copy of the detailed contribution report and TCDRS-03A for your files.
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