MINNESOTA PERA REPORT#


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_EXCLUDE_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 NameSourceDescription
B2010Regular Pensionable Earnings (Pay Type 01)Pay Element/Pay ComponentTotal employee earnings for the reporting period that are deemed pensionable. It must be stored in a Pay PC that the report program can access.
B2011Regular OT EarningPay Element/Pay ComponentTotal employee Overtime earnings for the reporting period that are deemed pensionable
B2012Regular Employer Contribution AmountPay ComponentRegular ER Contribution. The system will calculate this amount using the ER rate.
B2014Regular Employee Deduction AmountPay Component Regular Deduction Amount for the Pay Period based on the regular pay period salary. The system will calculate this amount using the EE rate.
B2016Additional ER Contribution on Regular EarningsPay ComponentAdditional ER Contribution Amount
B2020Earning Adjustment (Pay Type 02, A)Pay ComponentPensionable Salary Adjustment
B2021OT Earning AdjustmentPay Element/Pay Component
B2022ER Deduction AdjustmentPay ComponentER Contribution Amount that is based on the Salary Adjustment
B2024EE Contribution AdjustmentPay ComponentDeduction Amount based on the Earning Adjustment
B2026Additional ER Contribution on Adjustment PaysPay ComponentAdditional ER Contribution Amount
B2040Grievance Earning (Pay Type 04)Pay ComponentTotal grievance earnings for the reporting period that are deemed reportable
B2041Grievance OT EarningPay Element/Pay ComponentTotal grievance Overtime earnings for the reporting period that are deemed reportable
B2042 Grievance Employer Contribution AmountPay ComponentGrievance ER contribution amount. The system will calculate this amount using the ER rate.
B2044Greivance Employee DeductionPay ComponentEE Deduction Amount for the Pay Period based on the Grievance Pay. The system will calculate this amount using the EE rate.
B2046Additional ER amount on grievance paysPPay ComponentAdditional ER amount on Grievance Pay
B2050Retroactive Earning (Pay Type 05)Pay ComponentPensionable Retroactive Salary
B2051Retroactive OT EarningPay Element/Pay ComponentPensionable Retroactive Overtime
B2052Retroactive ER ContributionPPay ComponentER Contribution amount that is based on the Retroactive Salary
B2054 Retroactive EE DeductionPay ComponentEE Deduction amount based on the Retroactive Earning
B2060Omitted Earnings (Pay Type 06)Pay ComponentOmitted Pays
B2061Omitted Earnings (Pay Type 06)Pay ComponentOmitted Pays
B2062Omitted ER ContributionPay ComponentER Contribution Amount that is based on the Omitted pays
B2064Omitted EE Deduction (Pay TYpe 06)Pay ComponentOmitted EE Deduction Amount
B2066Additional ER Amount on Omitted PayPay ComponentAdditional ER amount on Omitted pay
B2070Lump Sum Comp Pay OutPay ComponentTotal Lump Sum Payout
B2071Lump Sum OT EarningPay Element/Pay ComponentTotal Lump Sum Overtime Payout
B2072ER Contribution on Lump Sum PayoutPay ComponentER Contribution on Lump Sum Payout
B2074 EE Deduction on Lump Sum PayoutPay ComponentEE Deduction on Lump Sum Payout
B2076Additional ER Amount on Lump Sum PayoutPay ComponentAdditional ER amount on Lump Sum Payout
B0290Member HoursPay ComponentUse for Definition only. It must have an Hours PC associated to it for reporting purposes.


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 Pay 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 ElementData TypeLengthPositionValidationDescription
Record Transaction TypeNumeric21-2Required. 30
Employer NumberNumeric63-8RequiredUnique Employer ID, assigned by PERA
Paid DateNumeric89-16Required CCYYMMDDPay Issue Date
Increase/DecreaseAlpha Numeric117-17Required+ = Increase/Positive, - = Decrease/Negative
Contribution TotalNumeric1418-31RequiredTwo decimal positions. Net total of all Employer and Member amounts reported.
Number of Plan Summary RecordsNumeric632-37RequiredComputed
Filler 16338-200Required. Pad with BlanksUnused - Reserved for future expansion


Plan Summary Record - Type 31

Data ElementData TypeLengthPositionValidationDescription
Transaction CodeNumeric21-2Required. 31Transaction Code
Employer NumberNumeric63-8RequiredUnique Employer ID, assigned by PERA
Plan IDNumeric29-10Required01-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/DecreaseAlpha Numeric111-11RequiredIndicates 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 TotalNumeric1212-23RequiredTwo decimal places. Net total of Employee and Employer contributions for the plan
Increase/DecreaseAlpha Numeric124-24RequiredIndicates whether the Member Total is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Member TotalNumeric1225-36RequiredTwo decimal places. Net total Member contribution amount
Increase/DecreaseAlpha Numeric137-37RequiredIndicates whether the Employer Total is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Employer TotalNumeric1238-49RequiredTwo decimal places. Net total Employer contribution amount
Increase/DecreaseAlpha Numeric150-50RequiredIndicates whether the Additional Total is a positive or a negative.+ = Increase/Positive, - = Decrease/Negative
Employer Additional Total Numeric1251-62RequiredTwo decimal places. Net total Employer Additional contribution amount
Number of Detail RecordsNumeric663-68RequiredNumber of detail records associated with the Summary record


Detail Contribution Transaction Record - Type 38

Data ElementData TypeLengthPositionValidationDescription
Transaction CodeNumeric21-2Required. 38Transaction Code. One per transaction line
Employer NumberNumeric63-8RequiredUnique Employer ID, assigned by PERA
Plan IDNumeric29-10Required01-Basic, 02-Coordinated, 03-Police and Fire, 07-Privatization, 11-Correctional, 14-DCP Ambulance, 15-DCP Physician, 16-DCP Elected Official, 17-DCP City Manager, 99-Exempt
Social Security NumberNumeric911-19RequiredMust be the valid Social Security Number for the named employee.
Employee Last NameAlpha Numeric3020-49Required
Employee First NameAlpha Numeric3050-79Required
Employee Middle InitialAlpha Numeric180-80Optional
Title After NameAlpha Numeric481-84Optional Do not use this field for Titles such as Miss, Mr. or Mrs.
Payroll Coverage Start DateNumeric885-92Required. YYYYMMDDMust not be greater than the Coverage End Date
Payroll End DateNumeric893-100Required YYYYMMDD
Pay TypeNumeric2101-102 01-Regular Pay 02-Adjustment or Lump Sum 04-Grievance Pay 05-Retroactive 06-Omitted Deduction
Adjustment IndicatorAlpha Numeric1103-103RequiredA for Adjustment, O if not adjustment
Increase/DecreaseNumeric1104-104Required+ = Increase/Positive, - = Decrease/Negative
Member AmountNumeric10105-114Required Deduction amount withheld from Member's salary
Increase/DecreaseAlpha Numeric1115-115Required+ = Increase/Positive, - = Decrease/Negative. DCP plans cannot have negative PERA Eligible Earnings.
PERA Eligible EarningsNumeric10116-125RequiredSalary earned that is subject to PERA deductions for the reported period.
Increase/Decrease Employer AmountAlpha Numeric1126-126RequiredIndicates whether the Employer Amount reported in positions 127-136 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Employer AmountNumeric10127-136RequiredEmployer contribution amount made on behalf of the Member.
School Fiscal YearNumeric4137-140Required. YYYYUsed to idetify school district employees who are being paid 'summer payouts'.
Filler 20141-160RequiredPad with Blanks
Increase/Decrease Compensated HoursAlpha Numeric1161-161 Indicates whether the Compensated hours reported in positions 162-167 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Compensated HoursNumeric6162-167OptionalFor non-DCP members, the number of hours an employee received compensation during the period being reported.
Increase/Decrease Overtime PayAlpha Numeric1168-168OptionalIndicates whether the Overtime pay earnings reported in positions 169-179 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Overtime PayNumeric10169-178RequiredPortion of the PERA-eligible earnings reported in positions 116-125 that your organization considers overtime.
Filler 22179-200Required. Pad with BlanksUnused - Reserved for future expansion


Detail Contribution Adjustment Transaction Record - Type 38 Adjustment

Data ElementData TypeLengthPositionValidationDescription
Transaction CodeNumeric21-2Required. 38Transaction code for the SDR header summary record
Employer NumberNumeric63-8RequiredUnique identifier, assigned by PERA
Plan IDNumeric29-10Required01-Basic, 02-Coordinated, 03-Police and Fire, 07-Privatization, 11-Correctional, 14-DCP Ambulance, 15-DCP Physician, 16-DCP Elected Official, 17-DCP City Manager, 99-Exempt
Social Security NumberNumeric911-19RequiredMust be a valid Social Security Number for the employee
Filler 6520-84Required. Pad with blanks. NOT used for an adjustment
Payroll Coverage Start DateNumeric885-92Required. YYYYMMDDBeginning date of payroll period being reported
Payroll End DateNumeric893-100Required Ending date of the payroll period that the Detail transaction applies. Only one earning period can be entered on a line.
Pay TypeNumeric2101-102Required01-Regular Pay 02-Adjustment or Lump Sum 04-Grievance Pay 05-Retroactive 06-Omitted Deduction
Adjustment IndicatorAlpha Numeric1103-103RequiredA for Adjustment, O if not an adjustment
Increase/DecreaseAlpha Numeric1104-104Required+ = Increase/Positive, - = Decrease/Negative
Member AmountNumeric10105-114RequiredInsert Member amount to be adjusted
Increase/DecreaseAlpha Numeric1115-115Required+ = Increase/Positive, - = Decrease/Negative
PERA Eligible EarningsNumeric10116-125RequiredReport the amount of the adjustment only.
Increase/Decrease Employer AmountAlpha Numeric1126-126Required+ = Increase/Positive, - = Decrease/Negative
Increase/Decrease Overtime PayAlpha Numeric1168-168OptionalIndicates whether the Overtime pay earnings reported in positions 169-179 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Overtime PayNumeric10169-178RequiredPortion of the PERA-eligible earnings reported in positions 116-125 that your organization considers overtime.
Filler 22179-200Required. Pad with BlanksUnused - Reserved for future expansion


Demographic Record - Type 42

Data ElementData TypeLengthPositionValidationDescription
Transaction CodeAlpha Numeric21-2Required. 42Transaction Code
Employer NumberNumeric63-8RequiredUnique Identifier, Assigned by PERA
Plan IDNumeric29-10RequiredPERA Plan Code. 01-Basic, 02-Coordinated, 03-Police and Fire, 11-Correctional, 14-DCP Ambulance, 15-DCP Physician, 16-DCP Elected Official, 17-DCP City Manager, 99-Exempt
Social Security NumberNumeric911-19RequiredMust be a valid Social Security Number for the employee
Last NameAlpha3020-49RequiredUsed to identify Member
First NameAlpha3050-79Required
Middle InitialAlpha180-80Required
Title Following NameAlpha481-84RequiredDo not include punctuation (.)
Most Recent Hire DateNumeric885-92Required. CCYYMMDD For new employees, the original hire date. For existing employees, must be the most recent hire date.
Eligibility DateNumeric893-100Required. CCYYMMDDThe date an employee becomes eligible for PERA coverage
Exclusion CodeNumeric3101-103RequiredAn exclusion code must be reported when enrolling a member that has an eligibility date that is more than 30 days after the hire date. UDC.
Member Employment StatusAlpha Numeric2104-105RequiredUser defined lexicon. Use this field ONLY when you are reporting a change in a Member's employment.
Member Employment Status Effective DateNumeric8106-113Required. CCYYMMDDFor Termination/Death, report last date worked. Otherwise effective date.
Position CodeAlpha Numeric4114-117RequiredJob Code User Lexicon
Position ClassAlpha Numeric2118-119Required Group Code User Lexicon
Job TitleAlpha20120-149Optional
Birth Last NameAlpha30150-179OptionalMember's name at birth, if different then current name
GenderAlpha1180-180Required F = Female M = Male
Date of BirthNumeric8181-188Required. CCYYMMDD
Address AttnAlpha Numeric30189-218Optional
Address 1Alpha40219-258Required
Address 2Alpha40259-298Optional
CityAlpha20299-318Required
StateAlpha2319-320Required
Zip CodeNumeric5321-325Required
Zip + fourNumeric4326-329Required
Filler 71330-400Required. Pad with Blanks


Report Parameters & Filters#

Report Parameters
Plan TypeMandatory, LOV available
Plan CodeOptional, LOV available
Department CodeOptional, LOV available
Pay CategoryOptional, LOV available
Include ReversalOptional, LOV available, <YES/NO>
Reversal Pay CategoryOptional, LOV available
Pay CalendarMandatory, LOV available
Limits the process to the pay calendar specified.
Pay Issue DateMandatory, Date, LOV available
This field displays the pay issue date.
PERA Employer IDMandatory,text
Create FileOptional, LOV available, <YES/NO>
The report may be run without creating an interface file (normally for testing purposes).
Directory NameMandatory, 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 NameMandatory, text
Enter the name of the file that will be created in the interface directory specified.
Enroll File NameMandatory, text
Enter the name of the file that will be created in the interface directory specified.
Include ExceptionOptional, LOV available, <YES/NO>
Exception LevelMandatory, 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.

Notes #

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