August 30, 2002
TO THE ADMINISTRATOR ADDRESSED:
RE: Reporting Health Insurance Information
In order to properly pay the $1,000 benefit amount, minimum
effort transition assistance, and state aid hold harmless, the
Texas Education Agency and Teacher Retirement System must obtain
employment and group health care coverage counts each month
from all public school districts, open-enrollment charter schools,
and other educational entities to which the requirements of
HB 3343 apply.
The Texas Education Agency has added a reporting feature to
the new Foundation School Program system that will allow each
entity to enter current month counts and amend counts for previous
months. To enter the information, a reporting entity must have
an authorized Texas Education Agency Secure Environment (TEASE)
login for the FSP system, something that almost all entities
have by now. All entities, including entities not participating
in TRS ActiveCare, must report through this mechanism.
The health care information reporting screens are found within
the FSP application, which can be accessed at www.tea.state.tx.use/school.finance/fsp.html.
In addition, the application form for a TEASE login authorization
may be obtained at the same web address.
Once the login is complete, an active link titled “Health Care
Funding” appears in the left hand menu list. By clicking on
the link, an entity’s employee would enter the health care reporting
module. Once in that module, select the link titled “Health
Care Application” to enter the appropriate monthly totals for
eligible employees and those covered by group health care. Correction
to a month’s entries may take place until October 31 following
the end of the fiscal year. Remember that you must save the
entries and then submit them in order to be picked up by the
system. Entries that are simply saved will not be processed.
The entry system has been set up with projections of employment
and covered employees for each entity. There are also edits
that will validate the entered numbers against the projections.
A warning message will be generated to alert the user if the
entered number is greater than 125% or less than 75% of either
projection. The user can still save and submit the entered values
by acknowledging the warning message. The system will not allow
the user to save or submit entries greater than 150% or less
than 50% of the projected values. The system response will direct
the user to contact TEA to resolve the problem. The initial
projections will be adjusted based on the counts reported over
time.
The deadline for submitting counts though the system is the
10th of each month, or the first business day after the 10th
if the 10th is not a business day. For entities that report
properly and by the deadline, TRS will remit to those entities
in that same month an amount equal to the reported number divided
by 12 and multiplied by $1,000. If an entity reports after the
deadline,
or if the report contains irregularities, remittance will be
delayed. The first reporting deadline is September 10, 2002.
The entitlement to the $1,000 benefit accrues on the first
day of work for an employee. Therefore, entities should report
all employees for a month as known on the reporting date. When
additional employees are hired during the remainder of the month,
they would be reported as a correction to a prior month when
the next month’s report is submitted. Only those individuals
who are active contributing members of the Teacher Retirement
System and who have completed the Election Form for $1000 Supplemental
Compensation are eligible for this benefit, and only those individuals
should be reported as employees. Entities should also make sure
that no other entity will report that individual in the case
of dual employment situations. Ineligible employees, such as
retirees under the TRS system that have been rehired or employees
whose work schedules do not entitle them to membership in TRS,
should be excluded from all counts. Please refer to the FAQ’s
on the TRS web site, www.trs.state.tx.us
for additional information regarding the $1,000 supplemental
compensation.
The count of covered employees should reflect only those active
contributing members of the Teacher Retirement System that are
receiving group health coverage through the entity. Ineligible
employees, such as retirees under the TRS system that have been
rehired or employees whose work schedules do not entitle them
to membership in TRS, should be excluded from all counts, even
though districts may have extended health-care benefits to them.
Employees that are eligible for coverage through the entity,
but are paying the full price of coverage (no employer contribution),
should also be excluded.
The new reporting screens should be available in the first
week of September. Because this is a new system, some problems
are to be expected, and we ask your patience in the early days
of the new FSP system. While there is a fallback plan to make
payments even if there is a general failure of the entry system,
the fallback plan will not be used for individual failures to
report.
Payment of the minimum effort transition assistance and state
aid hold harmless amounts will commence as soon after initial
reports as possible. The first payment of the minimum effort
transition assistance will occur no earlier than October 2002.
Because the calculations for these amounts are somewhat more
complicated and involve only a subset of districts, they most
likely will initially be paid separately.
If you have any questions concerning the entry of data, the
new FSP system, or state aid hold harmless, please feel free
to contact the State Funding Division at (512) 463-9238. Questions
related to employee eligibility and proper counting of employees
should be referred to the Teacher Retirement System at (512)
542-6618.
Sincerely,
Joe Wisnoski, Assistant Commissioner for
School Finance and Fiscal Analysis
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