Dear School District Superintendents, Charter School and Education Collaborative Directors, Business Managers, Town Treasurers, Personnel Administrators and Payroll Officers,

Please take note of these three timely updates:

1) 2013 deduction reports: The deadline for finalizing your calendar year 2013 deduction reports is March 31, 2014.

At this time, and thanks to your efforts, we are on schedule to finalize all districts’ calendar year 2013 deduction reports by March 31, 2014. Currently, 83% of last year’s reports have been finalized; we hope to be at 90% by the end of February.

2) January 2014 reports and payments: As a reminder, submissions are due by Monday, February 10.

As you know, deduction payments are due by the 10th of each month for the previous month’s deductions and reports. If you have not already forwarded all your 2013 employee retirement deductions, please do so immediately. The deadline for the January 2014 reports and payments is Monday, February 10, 2014.

3) Member enrollment issues: About the “Member not enrolled” exception message and finding MTRS member numbers.

  • About the “Members not enrolled” exception message: In mid-December 2013, we reactivated a MyTRS deduction report validation to verify a member’s enrollment status. Now, if a member has not completed the enrollment process, your report displays the exception message “Member not enrolled.”

Since this validation was restored, we know that many of you have seen a significant number of these exceptions. You are doing a remarkable job of directing these employees to our website to enroll online, which has been very helpful in quickly resolving these exceptions—thank you!

For your reference, this exception may appear—correctly—for:

• Employees who are not newly hired. In some cases, an existing employee may have missed the enrollment process when he or she was first hired. Please assure active employees that we have accounts for them through the employer registration function, but that the member enrollment process is very important and necessary. If we do not have an enrollment form on file, we will not be able to pay a retirement benefit or process a refund for the employee. Additionally, employees need to enroll in order for us to collect demographic information for the purpose of conducting actuarial valuations of the system.

• Employees who believe that they have already enrolled. Prior to September 2013, some employees may have completed our earlier paper form, but then not mailed it to us. If employees believe that they have already enrolled, ask them please to enroll again—in MyTRS. (If they see the “Enroll in the MTRS” link on their homepage in MyTRS, they have not fully enrolled, as that link is visible only to members who need to enroll.) The process takes less than ten minutes to complete, ensures that we have their most up-to-date information, and provides them with online access to account information.

  • Finding MTRS member numbers: To enroll, employees must create their MyTRS accounts. Employees will need their Social Security number and MTRS member number. If you need to look up an MTRS member number for an employee or just for your own reference, you can find it in MyTRS by clicking on View/Update Employee Information.