Chapter 8: Transmittal Reporting
Sequencing Information for Member Annual Statements
Specifications for Sequencing
Employers can provide DRS with annual statement sequencing information for each retirement member per Report Group via the transmittal process. The sequencing information includes a Control Number, and may include Organization Display information. The Control Number determines the order that the members’ annual statements will be organized for distributing to members.
To Add or Update the Control Number for a Member
- Secure File Transfer (SFT)
- If you report via SFT, enter your sequencing information on the Employment Information Record in the Control Number Field.
- If you don't provide sequencing information, the member's annual statement will default to an alphabetical sort by last name.
- Web Based Employer Transmittals (WBET)
- If you report using WBET, go to the Earning Detail screen. Click on the Update Member Info button associated with the member’s name. This will take you to the Update Member Information Screen. On this screen, locate the Control Number field, and enter the information here.
- If you don't provide sequencing information, the member's annual statement will default to an alphabetical sort by last name.
- Washington School Information Processing Cooperative (WSIPC)
- If you report via WSIPC, the WSIPC system will default to the sequencing information on file for the Report Group.
- If you need to change the sequencing information for the Report Group, contact your Fiscal Coordinator for instructions.
Organization Display Field
This field is used in conjunction with the Control Number field for purposes of managing the distribution of the annual statements within your organization. The Organization Display field is for display purposes only, and the statements are not sorted by any information provided in this field. The Control Number and Organization Display information is displayed on the bottom of the annual statement.
Examples of Sorting
The statements are sorted by the Control Number first, and then sorted alphabetically by last name. You can use payroll codes, building numbers, building names or any other identifier as long as it meets the requirements of six characters or less.
Example #1
| Name | Control Number | Organization Display |
|---|---|---|
| Joe Smith | 1 | ELEMEN |
| Betty Jones | 2 | ELEMEN |
| Carol Abbott | 1 | ELEMEN |
| Matt Lowry | 1 | ELEMEN |
| Sara Purcell | 2 | ELEMEN |
You would receive these statements in the following order:
| Name | Control Number | Organization Display |
|---|---|---|
| Carol Abbott | 1 | ELEMEN |
| Matt Lowry | 1 | ELEMEN |
| Joe Smith | 1 | ELEMEN |
| Betty Jones | 2 | ELEMEN |
| Sara Purcell | 2 | ELEMEN |
Example #2
| Name | Control Number | Organization Display |
|---|---|---|
| Joe Smith | ADMIN | none specified |
| Betty Jones | BLDG1 | |
| Carol Abbott | BLDG1 | |
| Matt Lowry | ADMIN | |
| Sara Purcell | ADMIN |
You would receive these statements in the following order:
| Name | Control Number |
|---|---|
| Matt Lowry | ADMIN |
| Sara Purcell | ADMIN |
| Joe Smith | ADMIN |
| Carol Abbott | BLDG1 |
| Betty Jones | BLDG1 |
To Use the same Control Numbers for Your Organization as the Previous Year
If you have furnished DRS with sequencing Control Numbers in the past, the same numbers will be used unless updated or changed through the transmittal reporting process.
To Change Control Numbers for the Organization
If you have provided control numbers in the past and now want to receive the annual statements in alphabetical order, you will need to contact ESS for instructions.