Before confirming your monthly snapshot, reconcile the information in myVRS Navigator with your payroll records. Catching discrepancies early helps ensure accurate reporting and can reduce the need for more complicated corrections later.
Your monthly reconciliation should include a review of:
- Job names and position changes
- Contracts and start dates
- Leave status
- Salaries and creditable compensation
- Enrollments and separations
- Service purchases
Use the snapshot download file to reconcile employee and employer contributions, benefit contributions and adjustment charges with your payroll records.
Take a Closer Look at Job Names
As part of your monthly reconciliation, you must verify that the job name reported for each employee accurately reflects their primary position.
To help you select the appropriate job name when reporting employees to VRS, refer to the new Choosing Job Names job aid.
Pay particular attention to employees with recent position changes, which appear under Employment Changes on the Employment Summary tab. To review all active employees and their reported job names, run the Active Employees for Employer report in the Report Repository.
Find a Discrepancy?
First, determine whether you need to make the correction in your payroll system or myVRS Navigator.
For updates in myVRS Navigator:
- Use the Adding New Information to Employee Records process guide to add new reporting information.
- Use the Correcting Employee Records process guide to correct information previously reported in error.
- Corrections cannot be submitted through batch reporting.
- Employers can make corrections in myVRS Navigator to records from the previous three years. Contact VRS to correct a record that is more than three years old.
After correcting employee records, regenerate the current snapshot so the amount due reflects your changes. Reconcile the updated total with employee deductions and employer contributions in your payroll records.
Ready to Finish?
Once everything is reconciled:
- Confirm the snapshot.
- Schedule your contribution payment.
- Submit reporting and payment by the 10th of the following month to avoid late fees and interest.
For step-by-step instructions, see the Contribution Confirmation and Payment Scheduling chapter of the Employer Manual. Watch the e-learning course for an additional walkthrough (login required).
