This page (revision-26) was last changed on 31-Aug-2022 10:30 by Karen Parrott

This page was created on 26-Nov-2021 10:22 by jmyers

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Version Date Modified Size Author Changes ... Change note
26 31-Aug-2022 10:30 23 KB Karen Parrott to previous
25 26-Nov-2021 10:22 22 KB Meg McFarland to previous | to last
24 26-Nov-2021 10:22 22 KB ihowie to previous | to last
23 26-Nov-2021 10:22 22 KB kparrott to previous | to last
22 26-Nov-2021 10:22 22 KB kparrott to previous | to last
21 26-Nov-2021 10:22 22 KB kparrott to previous | to last

Page References

Incoming links Outgoing links
UPCAPERSXML
UPCAPERSXML

Version management

Difference between version and

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The CalPERS organization has defined a new file format (XML) for submissions. This interface will replace that which was created by the [UPCAPERS] program in the application. [UPCAPERS] will be deprecated and may eventually become obsolete. [UPCAPERS] can still be used to produce reports
The CalPERS organization has defined a new file format (XML) for submissions. This interface will replace that which was created by the [UPCAPERS] program in the application. [UPCAPERS] will be deprecated and may eventually become obsolete. [UPCAPERS] can still be used to produce reports. Note Nov 2017 UPCAPERS is not longer available in version 5.04.xx
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!!Function Preference Setup
There is a new 'Function Preference' called [SCHED HRS ALIAS|SCHED HRS ALIAS(System_Preference)]. By default the regular 'Scheduled Hours' is taken from IEAS. If it should be taken from DJB or DPS then this preference can have a value of exactly 'DPS' or 'DJB'.
Scheduled Full Time Hours ( <n1:ScheduledFullTimeHoursPerWeek>) is now taken from one of three new columns (depending on the Preference setup).
It is taken in order by EASD.REPORT_HOURS_PER_WEEK if populated, then DPD.REPORT_HOURS_PER_WEEK, and then DJD.REPORT_HOURS_PER_WEEK.
This upgrade was primarily to handle Part Time Employees properly.
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To facilitate reporting through UPCAPERSXML, certain elements have been defined. The following elements may be defined to include the pay components that reflect the different categories of information. If one of these categories is not used, then the element does not need to be set up.
To facilitate reporting through UPCAPERSXML, certain elements have been defined. The following elements may be defined to include the pay components that reflect the different categories of information. Unless otherwise identified below, these elements must all be set up, even if they are empty.
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|PERSRPT LOAN|After tax loan payment
|PERSRPT LOAN|After tax loan payment - This element is optional
|PERSADJ RSA EE|Employee Retro Earnings Contribution
|PERSADJ RSA ER|Employer Retro Earnings Contribution
|PERSADJ RSC EE|Employee Retro Special Compensation Earnings Contribution
|PERSADJ RSC ER|Employer Retro Special Compensation Earnings Contribution
|PERSRPT EE SIP2|(Optional) SIP2 Employer Contributions.457 Plan - This element should only be populated if the CalPERS Plan has 457 Supplemental Income associated with it.
|PERSRPT ER SIP2|(Optional) SIP2 Employer Contributions. 457 Plan - This element should only be populated if the CalPERS Plan has 457 Supplemental Income associated with it.
|PERSRPT LN SIP2|(Optional) SIP2 Loan
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Recent changes have allowed some of these fields to be instead referenced directly via database columns, but not all UDF's have been replaced at this time.
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|POSTED UPCAPERS|PPH|A flag that is used to indicate if the pay header has been posted to CalPERS or not. A value of “Y” means that it has and it will not be processed by subsequent UPCAPERSXML runs. A value of “N” or null means that it has not yet been processed and is eligible to be picked up.\\ \\%%information Note that this UDF has a space in the name not an underscore.%%\\ \\This is for compatibility with prior versions of CalPERS reporting.
|CALPERS_ID|EID|the CalPERS-generated unique CalPERS ID for the participant\\ \\The CalPERS ID will be ten digits in length and used in place of a Social Security Number in contribution files. Prior to system “go-live”, CalPERS will send employers a file with the CalPERS ID for each of their existing employees.
|APPOINTMENT_ID|EASD|The code representing the appointment into which the employee has been hired\\ \\Prior to system implementation, CalPERS will provide employers a list of their member’s Appointment IDs. After system implementation, employers can run a report online to generate a list of Appointment IDs.\\ \\If multiple appointments exists with the reporting employer, Appointment ID must be provided or the payroll record will error.
|POSTED UPCAPERS|PPH|A flag that is used to indicate if the pay header has been posted to CalPERS or not. A value of “Y” means that it has and it will not be processed by subsequent UPCAPERSXML runs. A value of “N” or null means that it has not yet been processed and is eligible to be picked up.\\ \\%%information Note that this UDF has a space in the name not an underscore.%%\\ \\This is for compatibility with prior versions of CalPERS reporting. \\ \\This User Defined Field has been replaced by the database column POSTED_RETIREMENT as of the 4.10 release.
|CALPERS_ID|EID|the CalPERS-generated unique CalPERS ID for the participant\\ \\The CalPERS ID will be ten digits in length and used in place of a Social Security Number in contribution files. Prior to system “go-live”, CalPERS will send employers a file with the CalPERS ID for each of their existing employees. This is for compatibility with prior versions of CalPERS reporting. \\ \\This User Defined Field has been replaced by the database column EXTERNAL_RETIREMENT_ID as of the 4.10 release.
|APPOINTMENT_ID|EASD|The code representing the appointment into which the employee has been hired\\ \\Prior to system implementation, CalPERS will provide employers a list of their member’s Appointment IDs. After system implementation, employers can run a report online to generate a list of Appointment IDs.\\ \\If multiple appointments exists with the reporting employer, Appointment ID must be provided or the payroll record will error. \\ \\This User Defined Field has been replaced by the database column EXTERNAL_APPOINTMENT_ID as of the 4.10 release.
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*CalPERS ID –The CalPERS ID is a new unique identifier, which will be created by the new system during enrolment and will be used to identify participants when sharing data with CalPERS. This is tied to the employee on the IEID screen.
*Appointment ID - CalPERS will generate and store Appointment ID for the Participant at the time of enrollment, and this is tied to the employee’s position on the IEAS screen
*CalPERS ID –The CalPERS ID is a new unique identifier, which will be created by the new system during enrollment and will be used to identify participants when sharing data with CalPERS. This is tied to the employee on [IEID].
*Appointment ID - CalPERS will generate and store Appointment ID for the participant at the time of enrollment, and this is tied to the employee’s position on [IEAS].
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High Line can assist you in loading this data into the User Defined fields noted above, if desired.
Support can assist in loading this data into the User Defined fields noted above, if desired.
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Retired Annuitants may be identified either through their Employment Status (on IEAS) or via enrollment in a CALPERS plan.
Retired Annuitants may be identified either through their Employment Status (on [IEAS]) or via enrollment in a CALPERS plan. These employees will appear with a transaction type of "EPN" on the file.
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You can create a new employment status on IDES called “PERS ANNUITANT” as shown here. Any employee who has this assignment status will be considered a Retiree Annuitant.
A new employment status on [IDES] called “PERS ANNUITANT” can be created. Any employee who has this assignment status will be considered a Retiree Annuitant.
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!Semi-Monthly payrolls
Note that for semi-monthly payrolls, the user has to run UPCAPERSXML for the __SECOND__ period in the month. Semi-monthly payrolls are reported on a monthly basis and therefore only one out of the two pay periods are used for reporting (the second pay period in the month).
!!Transaction Types
Retroactive Pay (RSA) is determined by the 'Pay Category Type' of RETRO.
If the Pay is NOT RETRO then the Pay is considered a Current Period Contribution (EPR) if the Pay is in the Current Pay Period.
If the Pay is NOT RETRO then the Pay is considered a Prior Period Contribution (PPA) if the Pay dated before the Current Pay Period.
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My|CalPERS requires that any Retroactive Pay be reported in separate ‘Transaction Types’. To accommodate this, Retroactive Pay must be created with UPRETRO and be stored into a Pay Category that is Pay Category type ’07-Reto Pay’.
My CalPERS requires that any Retroactive Pay be reported in separate ‘Transaction Types’. To accommodate this, Retroactive Pay must be created with [UPRETRO] and be stored into a pay category that has the Pay Category type of ’07-Reto Pay’.
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A user-defined lexicon (CALPERS_SC) has been created to cross-reference the CalPERS Special Compensation Codes, their categories and the Pay Components or Elements that reflect the value for that special compensation. If you will use Special Compensation codes, you must run the script
create_CALPERS_SC_lexicon.sql
which is included with the 4.10 Backend release. This will create the structure as noted below. You can then delete any records that do not pertain to your operation. Any changes you make, will be kept unless you run that script again.
The lexicon is CALPERS_SC and has the following structure in IMLN:
|SAVED VALUE|Special Compensation Type - which is a value from the List provided by the CalPERS agency
e.g. DST - Dictation/Shorthand/typing Premium
e.g. PFP - Physical Fitness Program
|DISPLAYED_VALUE|This is the Pay Component Code or Element name (if it starts with E- (eg E-EARNS23)) that contains the value for the special compensation
|MEANING|This is the Compensation Category (from CalPERS Agency) - must be one of ICP, EDP, PPP, SAP, SSI, SCL or UNK. if not specified will be lumped in with UNK
ICP - Incentive Pay
EDP - Educational Pay
PPP - Premium Pay
SAP - Special Assignment Pay
SSI - Statutory Items
UNK - Unknown
SCL - Sp Comp Legacy
A user-defined lexicon (CALPERS_SC) has been created to cross-reference the CalPERS Special Compensation codes, their categories and the pay components or elements that reflect the value for that special compensation. If you will use Special Compensation codes, you must run the script __''create_CALPERS_SC_lexicon.sql''__ which is included with the 4.10 Backend release. This will create the structure as noted below. Any records that do not pertain to your operation can then be deleted. Any changes made will be kept unless that script is run again.
The lexicon is CALPERS_SC and has the following structure in [IMLN]:
|SAVED VALUE|Special Compensation Type - which is a value from the list provided by the CalPERS agency\\ \\e.g. DST - Dictation/Shorthand/Typing Premium\\e.g. PFP - Physical Fitness Program
|DISPLAYED_VALUE|This is the Pay Component code or Element name (if it starts with E- (eg E-EARNS23)) that contains the value for the special compensation
|MEANING|This is the Compensation Category (from CalPERS Agency). This must be one of ICP, EDP, PPP, SAP, SSI, SCL or UNK. If the category is not specified, the compensation will be lumped in with UNK.\\ \\ICP - Incentive Pay\\EDP - Educational Pay\\PPP - Premium Pay\\SAP - Special Assignment Pay\\SSI - Statutory Items\\UNK - Unknown\\SCL - Sp Comp Legacy
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You can use the table at the end of this document to aid in filling out this lexicon value set. If you are not using a particular special compensation code, you can leave it with its initial value or delete the record from IMLN.
%%information The table at the bottom of this page can be used to aid in filling out this lexicon value set. If you are not using a particular special compensation code, you can leave it with its initial value or delete the record from [IMLN].%%
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To create the CalPERS file, you must launch the UPCAPERSXML function. This is a batch process that could be scheduled as well. The following parameters have significance for the purposes of the CalPERS interface file generation:
;Entity Code:One Entity is allowed only per execution. Employer CalPERS ID is unique per Entity
;Pay Calendar:Only one Pay Calendar (Frequency) per execution
;Pay Period:This identifies the Pay Period of the current CalPERS Reporting Cycle. Any transactions that are dated previous to the Period Begin Date of this period are considered adjustments.
;Directory Name:This is the directory on the data base server that you want to have the file created in. This must be a directory (or directory object) that is write-enabled for the data base process.
;CPE File Name:The name of the actual file you want created, for Payroll & Retirement submission. Note that CalPERS expects files that will be submitted to be in a specific naming format.
;SP2 File Name:The name of the actual file you want created, for SIP2 submission. If this file name is provided AND there are SIP2 entries to be made, they will be written to this file, instead of the CPE file. Note that this file name is optional.
;Test Report:If set to “No” will update the POSTED UPCAPERS field with a “Y” so the pay header being processed does not get picked up again in a subsequent run. The generated XML file will be marked as a valid file.
If set to “Yes” the generated XML file will be marked as a ‘Test Run’ and the POSTED UPCAPERS field will not be updated.
;Filters:These filters can be used to further narrow down the list of pay headers that you wish to process. Typically Entity, Payroll and Pay Run Number are used to filter to a specific pay run, or Person may be used to run tests against a subset of employees.
To create the CalPERS file, the UPCAPERSXML function must be launched. This is a batch process that could be scheduled as well. The following parameters have significance for the purposes of the CalPERS interface file generation:
!Report Parameters & Filters
||Report Parameters||
|Entity|Mandatory, LOV available\\One entity is allowed only per execution. Employer CalPERS ID is unique per entity.
|Pay Calendar|Mandatory, LOV available\\This field limits the process to the pay calendar specified. Only one pay calendar (frequency) is allowed per execution.
|(CPE) Pay Period|Mandatory, LOV available\\This identifies which Pay goes to the CPE (California Public Employees' Retirement System) Report.
|Beginning Pay Period|Mandatory, LOV available\\This identifies the starting pay period of the current CalPERS Reporting Cycle. Any transactions that are dated previous to the Period Begin date of this period are considered adjustments.
|Ending Pay Period|Mandatory, LOV available\\This identifies the ending pay period of the current CalPERS Reporting Cycle. Any transactions that are dated after the Period End date of this period are considered adjustments.
|Combine Start End PP|Optional\\If set to "Yes", report will combine Start and End Pay Periods.
|Incl RSA in ADJ|Optional\\If set to "Yes", report will include RSA (Retroactive Salary Adjustment) in ADJ report type.
|Directory Name|Mandatory, Text\\This is the directory on the data base server that you want to have the file created in. This must be a directory (or directory object) that is write-enabled for the data base process.
|CPE File Name|Mandatory, Text\\This is the name of the actual file you want created, for Payroll & Retirement submission. Note that CalPERS expects files that will be submitted to be in a specific naming format.
|SP2 File Name|Optional, Text\\The name of the actual file you want created, for SIP2 submission. If this file name is provided __and__ there are SIP2 entries to be made, they will be written to this file, instead of the CPE file. Note that this file name is optional.
|Test Report|Mandatory, LOV available\\If set to “No”, the POSTED UPCAPERS field will be updated with a “Y” so the pay header being processed does not get picked up again in a subsequent run. The generated XML file will be marked as a valid file.\\ \\If set to “Yes” the generated XML file will be marked as a ‘Test Run’ and the POSTED UPCAPERS field will not be updated.
|Exception Level|Optional, [Exception Level|X_TRACE_LEVEL] lexicon available\\This field defines the exception level (report messages) required. A ‘trace’ report of exception messages may be produced to assist in the testing phase. If necessary, choose from 0 – 9 (highest) level of trace. Please note that this is a voluminous report and will cause very slow performance.
|User Comments |Optional, Text \\This field holds the user-supplied comment which will appear in the header of all pages of the report. This is useful during testing phases to identify similar reports from each other.
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||Report Filters||
These filters can be used to further narrow down the list of pay headers that you wish to process. Typically 'Entity', 'Payroll' and 'Pay Run Number' are used to filter to a specific pay run, or 'Person' may be used to run tests against a subset of employees.
|Person List Code|Optional, Multiple selections, LOV available\\This field limits the report to the person lists specified.
|Person|Optional, Multiple selections, LOV available\\This field limits the report to the persons specified.
|Unit|Optional, Multiple selections, LOV available\\This field limits the report to the units specified.
|Group|Optional, Multiple selections, LOV available\\This field limits the report to the groups specified.
|Payroll|Optional, Multiple selections, LOV available\\This field limits the report to the payrolls specified.
|Payrun Number|Optional, Multiple selections, LOV available\\This field limits the report to the payrun numbers specified.
|Department|Optional, Multiple selections, LOV available\\This field limits the report to the departments specified.
|Org Level Type|Optional, Multiple selections, LOV available\\This field limits the report to the org level types specified.
|Org Level|Optional, Multiple selections, LOV available\\This field limits the report to the org levels specified.
|Authorization|Optional, Multiple selections, LOV available\\This field limits the report to the authorizations specified.
|Location|Optional, Multiple selections, LOV available\\This field limits the report to the locations specified.
|Status|Optional, Multiple selections, LOV available\\This field limits the report to the status specified.
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The “Report List” will indicate all the Pays, as seen on IPPH that will be processed by the UPCAPERSXML program.
The “Report List” will indicate all the pays, as seen on [IPPH] that will be processed by the UPCAPERSXML program.
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|SAVED VALUE|Special Compensation Type - which is a value from the List provided by the CalPERS agency
e.g. DST - Dictation/Shorthand/typing Premium
e.g. PFP - Physical Fitness Program
|DISPLAYED_VALUE|This is the Pay Component Code or Element name (if it starts with E- (eg E-EARNS23)) that contains the value for the special compensation
For example, if for Educational Incentive Pay (EEI) you are computing/entering this in pay component 6543, you would update the displayed value for the EEI entry from PC or E-Element to 6543.
For example, if you had an element called EDUC_INCENT which contained all the pay components going into this special compensation category, you would update the displayed value from PC or E-Element to E-EDUC_INCENT – the E- at the beginning is the trigger to identify the value as an element
|MEANING |This is the Compensation Category (from CalPERS Agency) - must be one of ICP, EDP, PPP, SAP, SSI, SCL or UNK. if not specified will be lumped in with UNK
|SAVED VALUE|Special Compensation Type - which is a value from the list provided by the CalPERS agency.\\ \\e.g. DST - Dictation/Shorthand/Typing Premium\\e.g. PFP - Physical Fitness Program
|DISPLAYED_VALUE|This is the Pay Component code or Element name (if it starts with E- eg E-EARNS23) that contains the value for the special compensation.\\ \\For example, if for Educational Incentive Pay (EEI) you are computing/entering this in pay component 6543, you would update the displayed value for the EEI entry from PC or E-Element to 6543.\\ \\For example, if you had an element called EDUC_INCENT which contained all the pay components going into this special compensation category, you would update the displayed value from PC or E-Element to E-EDUC_INCENT – the E- at the beginning is the trigger to identify the value as an element.
|MEANING |This is the Compensation category (from CalPERS Agency). The category must be one of ICP, EDP, PPP, SAP, SSI, SCL or UNK. If the category is not specified, the compensation will be lumped in with UNK.\\ \\ICP - Incentive Pay\\EDP - Educational Pay\\PPP - Premium Pay\\SAP - Special Assignment Pay\\SSI - Statutory Items\\UNK - Unknown\\SCL - Sp Comp Legacy
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ICP - Incentive Pay
EDP - Educational Pay
PPP - Premium Pay
SAP - Special Assignment Pay
SSI - Statutory Items
UNK - Unknown
SCL - Sp Comp Legacy
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Educational Pay (EDP)
!Educational Pay (EDP)
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Premium Pay (PPP)
!Premium Pay (PPP)
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Special Assignment Pay (SAP)
!Special Assignment Pay (SAP)
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Statutory Items (SSI)
!Statutory Items (SSI)
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||Unknown||(UNK)
!Unknown (UNK)
||Type||Long Name||PC Code||Element Code
This page (revision-26) was last changed on 31-Aug-2022 10:30 by Karen ParrottTop