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

For reporting of the 2021-22 fiscal year, districts have the choice to use Gemini reporting throughout the year or submit an Annual Report at the end of this year.

TRS Annual Report

To report data through the Annual Report, make sure the following fields are updated for each employee:

Employee Name
Employee SSN
Employee Gender
Employee DOB
FTE of each position
TRS Employment Type
The work calendar assigned to each position must accurately report the correct number of Contract Days

To generate the TRS Annual Report CSV File:

Go to Financials Main > Payroll > Annual TRS Report
Select the correct Fiscal Year
Check the box next to the payroll runs that should be included on the report

Be careful to select the appropriate summer payroll for employees on different contracts. For example, July 2021 payroll runs are likely paying the FY21 contract for teachers and the FY22 contract for administrators. Only payments for FY22 should be included on the report. You’ll need to do the reverse for July 2022 payroll runs; include teachers but exclude administrators.
Individual employees can be excluded from a payroll run by using the down arrow and unchecking their names
Non-certified employees are automatically excluded, so it is not necessary to remove them.

Submit
If any missing data causes an error, correct it before re-submitting the file
Click to download the file

Gemini Reporting

Starting in 2021, Gemini reports should be submitted 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:

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