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MINNESOTA PERA REPORT#

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SET UP REQUIREMENTS#

1. Setup new User Fields - IMUF#

One new user field is needed to set up in the BEND table(P2K_ENROLLMENT_DETAILS) to translate and populate the PERA demographic record type (Type 42) for new employees where applicable.

The PERA_EXLCUDE_CODE user field should be set up to populate the exclusion code field (Positions 101-103)

2. Setup new User Defined Lexicons - IMLN#

Three new User Defined Lexicons must be set up to specify the:

• PERA employment status
• PERA position class
• PERA position code

PERA Employment Status#

Lexicon Name: PERA_EMPLOY_STATUS Cross reference the EASD Change Reason with the PERA Employment status. Enter the PERA reportable Change Reason codes only in the SAVED VALUE column and enter the corresponding PERA status in the DISPLAYED VALUE column. A PERA_SWITCH/SW row must exist in order to report those employees who switch PERA plans.

Any Change Codes that are not entered in this table are assumed to be not reportable to PERA.

PERA Position Class#

Lexicon Name: PERA_POSITION_CLASS This lexicon is used to cross reference the Group Code with the PERA Position Class Code. Enter the Group Code under the SAVED VALUE column and enter the corresponding Position Class Code under the DISPLAYED VALUE column.

PERA Position Code#

Lexicon Name: PERA_POSITION_CODE This lexicon is used to cross reference the reportable JOB CODES with the PERA Position Code. Only the Job Codes that have equivalent PERA positions are required to be entered in this table. Any Job Codes not listed in this table will automatically be translated to the OTHER PERA Position Code. Enter the Job Code under the SAVED VALUE column and enter the PERA Position Code under the DISPLAYED VALUE column.

3. Setup new Plan Type - IBPT#

Plan Type Name: MNPERA (No exceptions) Define the MN Public Employee Retirement Administration System benefit plan type.

4. Setup new Plan - IBPN#

Plan Name: MNPERA Define the MN_PERA Plans. Users can define the Plan Code and the Plan Name, but the various PERA assigned Plan IDs must be entered as a COVERAGE within this Plan. The PERA Plan ID must be entered as the first 2 characters in the Policy Number of the COVERAGE table.

5. Setup PERA Benefit Components - IBPN#

Components section for the MN PERA Benefit Plans. Regular Date Components also applied where necessary.

Pay Component	Name	Source	Description
B2010	Regular Pensionable Earnings (Pay Type 01)	Pay Element/Pay PC	Total employee earnings for the reporting period that are deemed pensionable. It must be stored in a Pay PC that the report program can access.
B2012	Regular Employer Contribution Amount	Pay Element or system calculated	Regular ER Contribution. The system will calculate this amount using the ER rate.
B2014	Regular Employee Deduction Amount	Pay Element or system calculated	Regular Deduction Amount for the Pay Period based on the regular pay period salary. The system will calculate this amount using the EE rate.
B2016	Additional ER Contribution on Regular Earnings	Pay Element	Additional ER Contribution Amount
B2020	Earning Adjustment (Pay Type 02, A)	Pay Element	Pensionable Salary Adjustment
B2022	ER Deduction Adjustment	Pay Element or system generated	ER Contribution Amount that is based on the Salary Adjustment
B2024	EE Contribution Adjustment	Pay Element or system generated	Deduction Amount based on the Earning Adjustment
B2026	Additional ER Contribution on Adjustment Pays	Pay Element	Additional ER Contribution Amount
B2040	Grievance Earning (Pay Type 04)	Pay Element/Pay PC	Total grievance earnings for the reporting period that are deemed reportable
B2042	Grievance Employer Contribution Amount	Pay Element or system calculated	Grievance ER contribution amount. The system will calculate this amount using the ER rate.
B2044	Greivance Employee Deduction	Pay Element or system calculated	EE Deduction Amount for the Pay Period based on the Grievance Pay. The system will calculate this amount using the EE rate.
B2046	Additional ER amount on grievance pays	Pay Element or system generated	Additional ER amount on Grievance Pay
B2050	Retroactive Earning (Pay Type 05)	Pay Element	Pensionable Retroactive Salary
B2052	Retroactive ER Contribution	Pay Element or system generated	ER Contribution amount that is based on the Retroactive Salary
B2054	Retroactive EE Deduction	Pay Element or system generated	EE Deduction amount based on the Retroactive Earning
B2060	Omitted Earnings (Pay Type 06)	Pay Element	Omitted Pays
B2062	Omitted ER Contribution	Pay Element or system generated	ER Contribution Amount that is based on the Omitted pays
B2064	Omitted EE Deduction (Pay TYpe 06)	Pay Element	Omitted EE Deduction Amount
B2066	Additional ER Amount on Omitted Pay	Pay Element or system generated	Additional ER amount on Omitted pay
B2070	Lump Sum Comp Pay Out	Pay Element	Total Lump Sum Payout
B2072	ER Contribution on Lump Sum Payout	Pay Element or system generated	ER Contribution on Lump Sum Payout
B2074	EE Deduction on Lump Sum Payout	Pay Element or system generated	EE Deduction on Lump Sum Payout
B2076	Additional ER Amount on Lump Sum Payout	Pay Element or system generated	Additional ER amount on Lump Sum Payout
B0290	Member Hours	Pay Component	Use for Definition only. It must have an Hours PC associated to it for reporting pruposes.

6. Setup PERA Contribution Rates - IBPN#

The RATES section of the MN PERA Plan (only the EE, ER and User 1 rates are used, and are expressed as a percentage. The User 1 Rate is used to define the Additional ER contribution RATE.

PROCESSING#

• Once the set up of the MN PERA Benefit Plan Types and Plans is complete, the Pay Elements for each Benefit Component must be established. The Plan setup will be used as the definition for processing.
• All Employee/Employer Amounts calculated through this Plan will be reported on the File and the Report.
• Normally, only PERA Record Types of 30, 31 AND 38 will be created.
• When a new employee starts the PERA deduction, or there is a change of employment status, or address change, then Record Type 42 will be created under a separate demographic file.
• A change of employment status, including new employment, is defined as the record having a Change Reason Code that is defined in the User Lexicon PERA_EMPLOY_STATUS.
• A switch in PERA plans must occur at the end of a Pay period. Example: The old Plan will be terminated at the end of a pay period and the new Plan will be effective at the beginning of the immediately following pay period. In this case, a New record for the new Plan and a Termination record for the old Plan will be created. A switch of the plans must be identified with PERA_SWITCH as the Change Reason code.

REPORTING PROCESS#

• The Pay Calendar and Pau Issue Date must be entered.
• The six-character PERA employer ID must be entered. This number can be defaulted through the IMPM form.
• The Detail File Name is 200 bytes long and contains the required 30, 31 and 38 Record Types.
• The Enroll File Name is 400 bytes long and contains the optional 42 Enrollment Record Type.

MAGNETIC MEDIA REPORTING#

Report Header Record - Type 30

Data Element	Data Type	Length	Position	Validation	Description
Record Transaction Type	Character	2	1-2	30
Employer Number	Number	6	3-8		Unique Employer ID, assigned by PERA
Paid Date	CCMMYYDD	8	9-16	Required	Pay Issue Date CCYYMMDD
Increase/Decrease	Character	1	17-17	Required	+ = Increase/Positive, - = Decrease/Negative
Contribution Total	Number	14	18-31		Two decimal positions. Net total of all Employer and Member amounts reported.
Number of Plan Summary Records	Number	6	32-37		Computed
Filler		163	38-200	Filler. Pad with Blanks	Unused - Reserved for future expansion

Plan Summary Record - Type 31

Data Element	Data Type	Length	Position	Validation	Description
Transaction Code	Character	2	1-2	31	Person Record Type
Employer Number	Number	6	3-8	Required	Unique Employer ID, assigned by PERA
Plan ID	Number	2	9-10		01-Basic, 02-Coordinated, 03-Police and Fire, 07-Privatization, 11-Correctional, 12-Police Consolidated, 13-Fire Consolidated, 14-DCP Ambulance, 15-DCP Physician, 16-DCP Elected Official, 17-DCP City Manager, 99-Exempt
Increase/Decrease	Character	1	11-11		Indicates whether the Plan Total is a positive or negative amount. A negative amount cannot be reported for any DCP accounts. + = Increase/Positive, - = Decrease/Negative
Plan Total	Number	12	12-23		Two decimal places. Net total of Employee and Employer contributions for the plan
Increase/Decrease	Character	1	24-24		Indicates whether the Member Total is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Member Total	Number	12	25-36		Two decimal places. Net total Member contribution amount
Increase/Decrease	Character	1	37-37		Indicates whether the Employer Total is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Employer Total	Number	12	38-49		Two decimal places. Net total Employer contribution amount
Increase/Decrease	Character	1	50-50		Indicates whether the Additional Total is a positive or a negative.+ = Increase/Positive, - = Decrease/Negative
Employer Additional Total	Number	12	51-62		Two decimal places. Net total Employer Additional contribution amount
Number of Detail Records	Number	6	63-68		Number of detail records associated with the Summary record

Detail Contribution Transaction Record - Type 38

Data Element	Data Type	Length	Position	Validation	Description
Transaction Code	Charcter	2	1-2	38	Record Type
Employer Number	Number	6	3-8	Required	Unique Employer ID, assigned by PERA
Plan ID	Character	2	9-10	Required	01-Basic, 02-Coordinated, 03-Police and Fire, 07-Privatization, 11-Correctional, 12-Police Consolidated, 13-Fire Consolidated, 14-DCP Ambulance, 15-DCP Physician, 16-DCP Elected Official, 17-DCP City Manager, 99-Exempt
Social Security Number	Character	9	11-19	Required	Must be the valid Social Security Number for the named employee.
Employee Last Name	Character	30	20-49
Employee First Name	Character	30	50-79
Employee Middle Initial	Character	1	80-80
Title After Name	Character	4	81-84
Payroll Coverage Start Date	YYYYMMDD	8	85-92		Must not be greater than the Coverage End Date
Payroll End Date	YYYYMMDD	8	93-100
Pay Type	Character	2	101-102		01-Regular Pay 02-Adjustment or Lump Sum 04-Grievance Pay 05-Retroactive 06-Omitted Deduction
Adjustment Indicator	Alpha Numeric	1	103-103		A for Adjustment, O if not adjustment
Increase/Decrease	Number	1	104-104		Use - if Member amount is negative
Member Amount	Number	9(8)V99	105-114
Increase/Decrease	Character	1	115-115		Use - if Eligible earning is negative
PERA Eligible Earnings	Number	9(8)V99	116-125
Increase/Decrease Employer Amount	Character	1	126-126		Use - if amount is negative
Employer Amount	Number	9(8)V99	127-136		DCP Only
School Fiscal Year	YYYY	4	137-140
Filler		20	141-160	Pad with Blanks	Required
Increase/Decrease Compensated Hours	Alpha Numeric	1	161-161		Indicates whether the Compensated hours reported in positions 162-167 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Compensated Hours	Number	6	162-167	Optional
Increase/Decrease Overtime Pay	Alpha Numeric	1	168-168		Indicates whether the Overtime pay earnings reported in positions 169-179 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Overtime Pay	10	169-178			Portion of the PERA-eligible earnings reported in positions 116-125 that your organization considers overtime.
Filler		22	179-200	Pad with Blanks	Unused - Reserved for future expansion

Detail Contribution Adjustment Transaction Record - Type 38 Adjustment

Data Element	Data Type	Length	Position	Validation	Description
Transaction Code	Number	2	1-2	38	Transaction code for the SDR header summary record
Employer Number	Number	6	3-8		Unique identifier, assigned by PERA
Plan ID	Number	2	9-10		01-Basic, 02-Coordinated, 03-Police and Fire, 07-Privatization, 11-Correctional, 12-Police Consolidated, 13-Fire Consolidated, 14-DCP Ambulance, 15-DCP Physician, 16-DCP Elected Official, 17-DCP City Manager, 99-Exempt
Social Security Number	Number	9	11-19		Must be a valid Social Security Number for the employee
Filler		65	20-84		Pad these fields with blanks. NOT used for an adjustment
Payroll Coverage Start Date	8	85-92	YYYYMMDD	Beginning date of payroll period being reported
Payroll End Date	Number	8	93-100	Required	Ending date of the reported pay period
Pay Type	Number	2	101-102	01-Regular Pay 02-Adjustment or Lump Sum 04-Grievance Pay 05-Retroactive 06-Omitted Deduction
Adjustment Indicator	Alpha Numeric	1	103-103		A for Adjustment, O if not adjustment
Increase/Decrease	Number	1	104-104		Use - if Member amount is negative
Member Amount	Number	9(8)V99	105-114
Increase/Decrease	Character	1	115-115		Use - if Eligible earning is negative
PERA Eligible Earnings	Number	9(8)V99	116-125
Increase/Decrease Employer Amount	Character	1	126-126		Use - if amount is negative
Increase/Decrease Overtime Pay	Alpha Numeric	1	168-168		Indicates whether the Overtime pay earnings reported in positions 169-179 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Overtime Pay	10	169-178			Portion of the PERA-eligible earnings reported in positions 116-125 that your organization considers overtime.
Filler		22	179-200	Pad with Blanks	Unused - Reserved for future expansion

Demographic Data Record - Type 42

Data Element	Data Type	Length	Position	Validation	Description
Record Type	Character	2	1-2	42	Record Type
Employer Number	Number	6	3-8	Required	Assigned by PERA
Plan ID	Number	2	9-10		PERA Plan Code
Employee SSN	Number	9	11-19
Employee Last Name	Character	30	20-49	Required	Used to identify member
Employee First Name	Character	30	50-79
Employee Middle Initial	Character	1	80-80
Title	Character	4	81-84
Hire Date	CCYYMMDD	8	85-92		Date when employee was first hired. Must be on or before the Eligibility Date.
Eligibility Date	CCYYMMDD	8	93-100
Exclusion Code	Character	3	101-103		UDF
Employment Status	Character	2	104-105		User Defined Lexicon
Employment Status Effective Date	CCYYMMDD	8	106-113		For Termination/Death, report last date worked. Otherwise effective date.
Position Code	Character	4	114-117		Job Code User Lexicon
Position Class	Character	2	118-119		Group Code User Lexicon
Job Title	Character	20	120-149	Optional
Last Name at Birth	Character	30	150-179	Optional	If different then current name
Gender	Character	1	180-180
Birth Date	CCYYMMDD	8	181-188
Address Attention	Character	30	189-218
Address Line 1	Character	40	219-258
Address Line 2	Character	40	259-298
City	Character	20	299-318
State	Character	2	319-320
Zip Code	Number	5	321-325
Zip + four	Character	4	326-329

Report Parameters & Filters#

Report Parameters
Plan Type	Mandatory, LOV available
Plan Code	Optional, LOV available
Department Code	Optional, LOV available
Pay Category	Optional, LOV available
Include Reversal	Optional, LOV available, <YES/NO>
Reversal Pay Category	Optional, LOV available
Pay Calendar	Mandatory, LOV available Limits the process to the pay calendar specified.
Pay Issue Date	Mandatory, Date, LOV available This field displays the pay issue date.
PERA Employer ID	Mandatory,text
Create File	Optional, LOV available, <YES/NO> The report may be run without creating an interface file (normally for testing purposes).
Directory Name	Mandatory, text Must be a directory on the server for which the current user (as signed onto the client’s network) has write capability. For example, the entry ‘C:\TEMP’ accesses the ‘TEMP’ directory on the server, not the local directory for the computer terminal being used.
Detail File Name	Mandatory, text Enter the name of the file that will be created in the interface directory specified.
Enroll File Name	Mandatory, text Enter the name of the file that will be created in the interface directory specified.
Include Exception	Optional, LOV available, <YES/NO>
Exception Level	Mandatory, LOV available 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.

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Notes #

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