Before submitting your funds, or at the same time, you must send us a detailed payroll report. The purpose of this report is to break out the monthly gross earnings and retirement deductions for each employee covered by TMRS. You may report manually (using a hard copy TMRS-2 form) or electronically by uploading a data file to TMRS’ secure FTP site or through the City Portal.
The additional options we have given cities for paying their contributions (either Full Rate or Phase-in Rate, somewhere in between, or making additional lump sum contributions) mean that reporting payroll may be a more complicated process for some cities.
On the Summary of Monthly Payroll Report (TMRS-3) under “Municipality Remittance” – specifically, line 2A – the city payroll officer will need to indicate the actual percentage paid for that month. Whether your city is paying the Full Rate, the Phase-In Rate, something above the Phase-In Rate, or a rate greater than the Full Rate, the correct percentage (computed from the actual amount you are submitting) must be indicated on line 2A of the TMRS-3 form.
If your city is making an additional payment in a lump sum, you will also need to send the Remittance of Lump Sum City Contributions form (TMRS-3ADD).
REMEMBER: No matter what option your city chooses – Phase-In, above Phase-In, Full Rate, or greater than Full Rate, it is incumbent on the city to tell TMRS the percentage you are sending each month by indicating the percentage on the Summary of Monthly Payroll form (TMRS-3).
TMRS encourages you to use the TMRS City Portal for electronic filing. Besides allowing you to run reports and perform other functions, the City Portal is the easiest way to file your payrolls electronically. Contact your City Portal Administrator to become an Authorized User of the City Portal. If your city doesn’t yet have access to the City Portal, you can get started by sending an e-mail to TMRS’ City Portal Contact, LaShelle Ruiz, at firstname.lastname@example.org.
If you have any questions after reviewing these materials, call 800.924.8677. If you have problems accessing any of these links, send a note to the TMRS webmaster.
FTP is an acronym (file transfer protocol) for the transfer of electronic files; an FTP site gives users a safe place to exchange confidential information. The “For Secure FTP” form enables you to use the TMRS electronic transfer account for the transfer of city payroll information only. Include the following:
Fax (512-476-5576) the form (attention: Chris Gillis). After we receive the form, we will contact you with your username and password.
If you have questions about TMRS Online Payroll Reporting, please call TMRS toll free at 800-924-8677 and ask for Chris Gillis.
Fill out and send TMRS your Employee Contributions Report (TMRS-2).
In addition to your detailed payroll report, you must transmit payment each month to TMRS. You may send payment either by check or electronically (via ACH transmission with your city's financial institution).
A Summary of Monthly Payroll Report (TMRS-3) must be submitted to TMRS each month, regardless of whether you transmit funds by paper check or ACH transfer.
The purpose of the TMRS-3 is to provide TMRS a summary breakdown of the employee and municipal contributions; in addition, the TMRS-3 must be certified by an authorized city official.
If your city is making an additional payment in a lump sum, you will also need to send the Remittance of Lump Sum City Contributions form (TMRS-3ADD). See also NOTE below.
NOTE: Beginning in 2009, you were required to enter the actual percentage paid for each month on line 2A of the TMRS-3 form. Depending on your city's situation you need to include the full rate, phase-in rate, or a rate between the two.
All TMRS cities submit a Monthly Payroll Report (payroll) every month, which includes the current, correct TMRS contribution rate. To learn how to submit payroll, please follow these steps:
Submitting Funds Manually
Fill out and send TMRS your Summary of Monthly Payroll Report (TMRS-3).
Mail this Monthly Payroll Report package (TMRS-2, TMRS-3, and check) to TMRS.
Submitting Funds Electronically
Fill out and send TMRS your Summary of Monthly Payroll Report (TMRS-3) as described under "Submitting Funds Manually." Mail or fax it to TMRS.
Contact your financial institution to set up a monthly ACH transmission to TMRS. Call 800-924-8677 and ask for Josette Madry, Accounting Operations Supervisor. She will give you the bank account information relevant to TMRS and any other additional information that may be required by your bank. In your discussion with your bank, you will need to ask about any bank fees that may be assessed to the city or any software that the bank recommends you use to complete the ACH transmission.
After you have set up ACH with your bank, test the ACH setup by sending a $1 test payment. Accounting Staff at TMRS will call you to confirm receipt of your test payment.
Each month, fill out the Fax Cover Sheet for ACH Contributions and fax it to Josette Madry in the Accounting Department. This is a record for TMRS of the payment amount, when you made the electronic transfer, and when we can expect to receive your payment (as a credit in our bank account).