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High Line Corporation
Personality2000

UPNMPERA

Public Employees Retirement Association of New Mexico








Author:        High Line Corporation

Last Updated:    6th November, 2003

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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.

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• 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