\\ High Line Corporation \\ Personality2000 UPNMPERA Public Employees Retirement Association of New Mexico \\ \\ \\ \\ \\ \\ \\ \\ \\ Author: High Line Corporation Last Updated: 6th November, 2003 # \\ \\ \\ \\ \\ Overview \\ This function reports employee pays that are to be interfaced to the Los Alamos County Pension Plan. It creates a flat file that can be transmitted, as well a report to support the data in the interface file. \\ It selects all pays that have not been previously interfaced up to the date selected. Once this function has been run (Not a Trial), the pays will never be selected again. This technique provides for the ability to pick up pays from prior periods, and the ability to report ‘Reversals’ properly. Pays that have been closed, and/or journalized are eligible. \\ This function should be run at the end of a pay cycle after all employee pays have been closed and disbursed. \\ For startup/conversion, this process should be run as of the end of the last pay period converted, so that all of the converted pays can be marked as ‘POSTED UPNMPERA’ \\ For this process to function properly, there must be a Benefit Plan named ‘NMPERA’, and each employee must be enrolled with a coverage that is defined in the User Defined Lexicon ‘NMPERA_PLAN_CODE’. \\ In order to report PERA excluded employees, a set of excluded coverages must be set up to mirror the ‘included coverages’. These excluded coverage will have rules to calculate only PERA wages and will not calculate employee/employer amounts. The excluded employees will be enrolled into the ‘excluded coverages’ and will be reported to PERA as such. All excluded employees should have an excluded reason code UDF attached to their respective IEAS (Assignment Details) record. \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ Set Up required: \\ - One User Defined Lexicon to convert the Coverage Code to NMPERA plan code: \\ \\ The Lexicon Name MUST be ‘NMPERA_PLAN_CODE’, enter the P2K Coverage Code under the ‘Saved Value’ column, and enter the corresponding NMPERA plan code under the ‘Displayed Value’ column. \\ - Two User Defined Field is needed to attach to the Assignment Details Table to get the Excluded Reason and the Separation Reason Codes. \\ \\ The UDF Name MUST be ‘NMPERA_EXCLUDED’ and ‘NMPERA_SEPARATION’ respectively. They are both attached to the Assignment Details table and will contain the Excluded/Separation Reason Code if it is applicable. \\ \\ \\ \\ \\ \\ \\ \\ General Processing: \\ * This is a Pay Period report. All pays picked up will be marked as such and will not be pick up again in future runs (when running in non-trial mode). * It creates a report, as well as a file as specified by the New Mexico PERA commission (see layout format attached). * The report will be sorted within NMPERA plan codes. * There are four Wage Codes, and if an Employee has earnings or deductions in more than one wage code, that employee will appear on the report and the file multiple times. * Address information will always be written. Birthdate and Gender information will be written for employees hired new within the Pay Period. * For Employees hired/separated within the Pay Period, the hire/termination date will be recorded in the file, together with a reason code if applicable. * For Employees who have multiple assignment status within a Pay period, for example, hire and resigned within a pay period, then at least two detail lines will be assigned to this employee, one contains the hire date, and another contains the termination date. When applicable, one or more of the detail lines may contain only the status change information with no money information. * If Employee is excluded from the PERA reporting, then the ‘NMPERA_EXCLUDED’ user field attached to the employee’s Assignment Details Table should contain the Excluded Reason Code. * If Employee is separated from the Employer (other then regular termination), then the ‘NMPERA_SEPARATION’ user filed attached to the employee’s Assignment Details Table should contain the Separation Reason Code. If the employee is separated from the employer through regular termination, then no reason code is needed. * \\ * Adjustment Pay? Retroactive Pay? \\ \\ Header Record \\ \\ |Field Number|Field Name|Field Size|Columns Begin|Columns End|Remarks/Comments|P2K Location |1|Employer Code|5|1|5|A five digit number assigned by PERA|Report Parameter Entry |2|Employer Name|40|6|45|Name of Employer as assigned by PERA|Name of Entity as per Report Parameter Entry |3|Reporting Period End Date|8|46|53|Last Day of Pay Period|Pay Period End Date (MMDDYYYY) |4|Date Created|8|54|61|The Date the file was created|System Date file was created (MMDDYYYY) |5|Business Meetings Held|3|62|64|Only for Employers who belong to the Volunteer Fire Fighter Fund.|N/A, fill with zeros. |6|Fire Drills Held|3|65|67|Only for Employers who belong to the Volunteer Fire Fighter Fund.|N/A, fill with zeros. |\\|\\|\\|\\|\\|\\|\\ \\ Detail Record (Member Demographics [[fields 1-9]; and Wage and Service [[fields 10-31]) \\ |Field Nbr|Field Name|Field Size|Columns Begin|Columns End|Remarks/Comments|P2K Location |1|Address-1|30|1|30|The first line of Member’s address|Personal – Address 1 (to be included every time as per client request) |2|Address-2|30|31|60|The second line of Member’s address|Personal – Address 2 (to be included every time as per client request) |3|Address-3|30|61|90|The third line of Member’s address|N/A, leave blank |4|City|28|91|118|The City in which the Member resides|Personal – Locality (to be included every time as per client request) |5|State|2|119|120|The State in which the Member resides|Personal – State (to be included every time as per client request) |6|ZIP-5|5|121|125|The 5 digit ZIP code of the Member|Personal – Zip (to be included every time as per client request) |7|ZIP-4|4|126|129|The 4 digit Postal Code of the Member|Leave Blank |8|Date of Birth|8|130|137|Date of Birth of Member, only reported for New Hires|Identity – Birth Date (MMDDYYYY), only for New Hires within the Pay Period |9|Gender|1|138|138|Gender of the Member, only reported for New Hires|Gender, M or F, only for New Hires within the Pay Period |10|SSN|9|139|147|The Member’s Social Security Number|Identity – Government Code |11|Last Name|30|148|177|The Member’s Last Name|Identity – Last Name |12|First Name|20|178|197|The Member’s First Name|Identity – First Name |13|Middle Name|20|198|217|The Member’s Middle Name or Middle Initial|Identity – Middle Name |14|Begin Date|8|218|225|The first date of the pay period in which the member worked|Pay Period Start Date (MMDDYYYY). Use Hire Date for New Hires |15|End Date|8|226|233|The last date of the pay period in which the member worked|Pay Period End Date (MMDDYYYY). Use Termination Date for Separated Employees |16|Plan Code|4|234|237|4-character plan code the member belongs to|Coverage Code of IBEN for the ‘NMPERA’ plan. (NM-03=MPL1; NM-04=MPO5; NM-05=MFR5). This can be achieved by setting up a User Defined Lexicon |17|Reported Wage Code|2|238|239|Transaction Code for the Member record|01=Regular Wage; 02=Positive Adjustment;03=Negative Adjustment;04=Wages with no Contributions; |18|Payroll Wages|9(7)V99|240|248|The Employee’s total gross reportable wages|PERA wages Pay Element, Report Parameter Entry, one for each Wage Code |19|Deferred Contributions|9(8)V99|249|258|The Contribution of a member belonging to a Deferred Employer|Deferred Contributions Pay Element, Report Parameter Entry, one for each Wage Code |20|Non-Deferred Contributions|9(8)V99|259|268|The Contribution of a member belonging to a Non-Deferred Employer|Non-Deferred Contributions Pay Element, Report Parameter Entry, one for each Wage Code |21|Employer Contributions|9(8)V99|269|278|Percentage of the Gross Wages a Member is paid|Employer Contributions Pay Element, Report Parameter Entry, one for each Wage Code \\ |22|Hours|9(6)|279|284|The Number of Hours the Member worked|Pay Component Hours, Report Parameter Entry |23|Pay Rate|9(7)V99|285|293|Hourly Pay Rate for the position|Pay Rate from Statistic ‘HRLY RATE PREM’ in IEST |24|Member Transaction Status Code|X(2)|294|295|The new status of the Member if it has been changed since the last Demographic section was created|‘00’=No change‘01’=Separation‘02’=Excluded‘03’=New Hire‘04’=Resume from Leave‘05’=Termination |25|Member Transaction Status Date|9(8)|296|303|Used with the Status Code to determine the date in which the status is effective (MMDDYYYY)|IEAS-Effective Date for all Transaction Status Codes except ‘00’; fill with zeros for Transaction Status Code ‘00’. |26|Separation or Excluded Reason|2|304|305|2 character reason code if the status of the member has been reported as ‘Separated’ or ‘Excluded’|If the Transaction Status Code is Separation(01), then use the following reason code:‘01’=Deceased‘02’=Maternity Leave‘03’=Paternity Leave‘04’=On Workers’ Comp‘05’=Off Workers’ Comp‘06’=FMLA‘07’=Education Leave‘08’=Sabbatical Leave‘09’=Layoff‘10’=Military Leave‘11’=Leave of Absence‘12’=OtherIf the Transaction Status Code is Excluded(02), then use the following reason code:‘01’=Seasonal or Temporary EE‘02’=Part Time Employee‘03’=Student Employee‘04’=Retired Member from ERA, JRA, or MRA‘05’=Independent Contractor‘06’=Private Retirement‘07’=Elected Official‘08’=Municipality‘09’=Undersheriff/Chief of Police‘10’=Overtime‘11’=OtherFill with Blanks for all other Transaction Status Codes \\ |27|Emergencies Accoutable for|3|306|308|Only for Employers who belong to the Volunteer Fire Fighter Fund.|N/A; fill with zeros |28|Emergencies Attended|3|309|311|Only for Employers who belong to the Volunteer Fire Fighter Fund.|N/A; fill with zeros |29|Fire Drills Attended|3|312|314|Only for Employers who belong to the Volunteer Fire Fighter Fund.|N/A; fill with zeros |30|Business Meetings Attended|3|315|317|Only for Employers who belong to the Volunteer Fire Fighter Fund.|N/A; fill with zeros |31|Filler|77|318|400|Fill with blanks|Fill with Blanks |\\|\\|\\|\\|\\|\\|\\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ \\ Report Selections \\ \\ Note that the ‘Pay Period Report’ toggle must be turned on in order to generate this new format report. \\ Excluded OT Wages and Excluded OT Hours, if applicable, must be entered so that these amounts will be reported separately from Regular Wages and Hours, and excluded from PERA. Sample Output File \\ \\ Software needed for this release \\ |File Name|Type|Components |NMPERA.doc|Word|This document |SEED_UPNMPERA_yyyymmdd.sql|Seed|Function UPNMPERA |PR_upnmpera.rdf|Report|Report Source |PR_upnmpera.rep|Report|Compiled Report |P2k_spnmpera_new.sql|PLSQL|Business Logic |P2k_spnmpera_eem.sql|PLSQL|Business Logic |P2k_spnmpera_write.sql|PLSQL|Business Logic |\\|\\|\\ |\\|\\|\\