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TRS Gemini Reporting

In 2021, the Teachers’ Retirement System of Illinois (TRS) introduced a new reporting platform called Gemini that requires reporting after every pay period.

General Settings
Employee Data
Substitutes
Downloading Reports

General Settings

Add the district’s TRS Code at Financials Main > Setup > General Settings. 

Employee Data

The Gemini platform requires a number of data fields, ranging from information about employee demographics to information about each employee’s TRS enrollment details. The following is a summary of all required fields, categorized by their location on the Employee - Single View page.

It’s important that the data match what is entered in TRS. This can get quite detailed, down to formatting of addresses and whether the full middle name is listed or just an initial.

General tab

  • First, Middle, and Last Names
    • Legal Name takes priority if entered
  • SSN
  • Employee Start Date
  • Address
  • Phone

Demographics tab

  • Gender
  • DOB

Retirement tab

  • TRS Enrollment
    • Tier
    • Retirement status if they have ever retired
  • TRS Employment Type
  • TRS Job Category
  • Balanced Calendar
    • Leave this box unchecked unless the school year runs from July-August without a summer break

Positions tab

  • TRS Annual Salary Rate
    • If blank, this amount will be predicted in the file based on all payroll items with the payment reason “Base Salary”
  • Work Calendar
    • The primary position should have a work calendar whose number of days matches the number of days on the employee's contract. All other positions should have a work calendar with an equal or lesser number of days.
  • FTE

Payroll tab

  • Set the TRS Payment Reason on any payroll item that contributes to the TRS subtotal
    • The only items that should contribute to the TRS subtotal are wages and occasionally benefits
    • Leave this field blank on the actual TRS items

Some information can be mass edited. The following shows three mass edit pages and which TRS reporting fields can be found on each:

Human Resources > Employee Positions (multi-view) > Mass Edit Employees

  • TRS Enrollment Tier
  • TRS Employment Type
  • TRS Job Category
  • Balanced Calendar

Human Resources > Employee Positions (multi-view) > Mass Edit Employee Positions

  • Work Calendar
  • FTE

Payroll > District Payroll Items > Mass Edit Employee Payroll Items

  • TRS Payment Reason

Substitutes

Like regular employees, substitutes need their Retirement and Positions tabs set up correctly. However, because substitutes don’t typically have wage items on the Payroll tab, their TRS Payment Reason must be set elsewhere.

If the Employee Type field on the General tab is set to Substitute, an additional field Default Substitute TRS Payment Reason appears on each position. You can choose the most common payment reason this person would use when acting as a substitute.

If the Employee Type is not Substitute, or if the default payment reason needs to be changed, the payment reason can be set when recording each substitute entry. If the field is not editable, then a setting on the Retirement or Positions tab is likely incorrect.

Downloading Reports

SchoolInsight Financials will generate a .TXT file for each payroll run that can be uploaded to the Gemini website.

To download the reporting file:

  1. Go to Financials Main > Payroll > Payroll Runs
  2. Click the down arrow next to the most recent complete payroll run
  3. Download TRS Reporting File
  4. If any missing data causes an error, correct it before re-generating the file
  5. Click to download the file