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MINNESOTA PERA REPORT#

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SET UP REQUIREMENTS#

1. 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. 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. New Plan Type - IBPT#

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

4. 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. 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 Component	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.
B2011	Regular OT Earning	Pay Element/Pay Component	Total employee Overtime earnings for the reporting period that are deemed pensionable
B2012	Regular Employer Contribution Amount	Pay Component	Regular ER Contribution. The system will calculate this amount using the ER rate.
B2014	Regular Employee Deduction Amount	Pay 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.
B2016	Additional ER Contribution on Regular Earnings	Pay Component	Additional ER Contribution Amount
B2020	Earning Adjustment (Pay Type 02, A)	Pay Component	Pensionable Salary Adjustment
B2021	OT Earning Adjustment	Pay Element/Pay Component
B2022	ER Deduction Adjustment	Pay Component	ER Contribution Amount that is based on the Salary Adjustment
B2024	EE Contribution Adjustment	Pay Component	Deduction Amount based on the Earning Adjustment
B2026	Additional ER Contribution on Adjustment Pays	Pay Component	Additional ER Contribution Amount
B2040	Grievance Earning (Pay Type 04)	Pay Component	Total grievance earnings for the reporting period that are deemed reportable
B2041	Grievance OT Earning	Pay Element/Pay Component	Total grievance Overtime earnings for the reporting period that are deemed reportable
B2042	Grievance Employer Contribution Amount	Pay Component	Grievance ER contribution amount. The system will calculate this amount using the ER rate.
B2044	Greivance Employee Deduction	Pay Component	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	PPay Component	Additional ER amount on Grievance Pay
B2050	Retroactive Earning (Pay Type 05)	Pay Component	Pensionable Retroactive Salary
B2051	Retroactive OT Earning	Pay Element/Pay Component	Pensionable Retroactive Overtime
B2052	Retroactive ER Contribution	PPay Component	ER Contribution amount that is based on the Retroactive Salary
B2054	Retroactive EE Deduction	Pay Component	EE Deduction amount based on the Retroactive Earning
B2060	Omitted Earnings (Pay Type 06)	Pay Component	Omitted Pays
B2061	Omitted Earnings (Pay Type 06)	Pay Component	Omitted Pays
B2062	Omitted ER Contribution	Pay Component	ER Contribution Amount that is based on the Omitted pays
B2064	Omitted EE Deduction (Pay TYpe 06)	Pay Component	Omitted EE Deduction Amount
B2066	Additional ER Amount on Omitted Pay	Pay Component	Additional ER amount on Omitted pay
B2070	Lump Sum Comp Pay Out	Pay Component	Total Lump Sum Payout
B2071	Lump Sum OT Earning	Pay Element/Pay Component	Total Lump Sum Overtime Payout
B2072	ER Contribution on Lump Sum Payout	Pay Component	ER Contribution on Lump Sum Payout
B2074	EE Deduction on Lump Sum Payout	Pay Component	EE Deduction on Lump Sum Payout
B2076	Additional ER Amount on Lump Sum Payout	Pay Component	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 purposes.

6. 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.
• Changes have been made to report terminated employees, 'T' status on 'Record Type 42' tab in the report. Code change for Pera status for Terminated and New EE, and changes for effective and expiry Dates
• 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 Element	Data Type	Length	Position	Validation	Description
Record Transaction Type	Numeric	2	1-2	Required. 30
Employer Number	Numeric	6	3-8	Required	Unique Employer ID, assigned by PERA
Paid Date	Numeric	8	9-16	Required YYYYMMDD	Pay Issue Date
Increase/Decrease	Alpha Numeric	1	17-17	Required	+ = Increase/Positive, - = Decrease/Negative
Contribution Total	Numeric	14	18-31	Required	Two decimal positions. Net total of all Employer and Member amounts reported.
Number of Plan Summary Records	Numeric	6	32-37	Required	Computed
Filler		163	38-200	Required. Pad with Blanks	Unused - Reserved for future expansion

Plan Summary Record - Type 31

Data Element	Data Type	Length	Position	Validation	Description
Transaction Code	Numeric	2	1-2	Required. 31	Transaction Code
Employer Number	Numeric	6	3-8	Required	Unique Employer ID, assigned by PERA
Plan ID	Numeric	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
Increase/Decrease	Alpha Numeric	1	11-11	Required	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	Numeric	12	12-23	Required	Two decimal places. Net total of Employee and Employer contributions for the plan
Increase/Decrease	Alpha Numeric	1	24-24	Required	Indicates whether the Member Total is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Member Total	Numeric	12	25-36	Required	Two decimal places. Net total Member contribution amount
Increase/Decrease	Alpha Numeric	1	37-37	Required	Indicates whether the Employer Total is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Employer Total	Numeric	12	38-49	Required	Two decimal places. Net total Employer contribution amount
Increase/Decrease	Alpha Numeric	1	50-50	Required	Indicates whether the Additional Total is a positive or a negative.+ = Increase/Positive, - = Decrease/Negative
Employer Additional Total	Numeric	12	51-62	Required	Two decimal places. Net total Employer Additional contribution amount
Number of Detail Records	Numeric	6	63-68	Required	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	Numeric	2	1-2	Required. 38	Transaction Code. One per transaction line
Employer Number	Numeric	6	3-8	Required	Unique Employer ID, assigned by PERA
Plan ID	Numeric	2	9-10	Required	01-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 Number	Numeric	9	11-19	Required	Must be the valid Social Security Number for the named employee.
Employee Last Name	Alpha Numeric	30	20-49	Required
Employee First Name	Alpha Numeric	30	50-79	Required
Employee Middle Initial	Alpha Numeric	1	80-80	Optional
Title After Name	Alpha Numeric	4	81-84	Optional	Do not use this field for Titles such as Miss, Mr. or Mrs.
Payroll Coverage Start Date	Numeric	8	85-92	Required. YYYYMMDD	Must not be greater than the Coverage End Date
Payroll End Date	Numeric	8	93-100	Required YYYYMMDD
Pay Type	Numeric	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	Required	A for Adjustment, O if not adjustment
Increase/Decrease	Numeric	1	104-104	Required	+ = Increase/Positive, - = Decrease/Negative
Member Amount	Numeric	10	105-114	Required	Deduction amount withheld from Member's salary
Increase/Decrease	Alpha Numeric	1	115-115	Required	+ = Increase/Positive, - = Decrease/Negative. DCP plans cannot have negative PERA Eligible Earnings.
PERA Eligible Earnings	Numeric	10	116-125	Required	Salary earned that is subject to PERA deductions for the reported period.
Increase/Decrease Employer Amount	Alpha Numeric	1	126-126	Required	Indicates whether the Employer Amount reported in positions 127-136 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Employer Amount	Numeric	10	127-136	Required	Employer contribution amount made on behalf of the Member.
School Fiscal Year	Numeric	4	137-140	Required. YYYY	Used to idetify school district employees who are being paid 'summer payouts'.
Filler		20	141-160	Required	Pad with Blanks
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. If the Pay Type is defined as 05 (Retro), the Compensated Hours - positions 161 - 167 is set to '+000000'
Compensated Hours	Numeric	6	162-167	Optional	For non-DCP members, the number of hours an employee received compensation during the period being reported. If the Pay Type is defined as 05 (Retro), the Compensated Hours - positions 161 - 167 is set to '+000000'
Increase/Decrease Overtime Pay	Alpha Numeric	1	168-168	Optional	Indicates whether the Overtime pay earnings reported in positions 169-179 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Overtime Pay	Numeric	10	169-178	Required	Portion of the PERA-eligible earnings reported in positions 116-125 that your organization considers overtime.
Filler		22	179-200	Required. 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	Numeric	2	1-2	Required. 38	Transaction code for the SDR header summary record
Employer Number	Numeric	6	3-8	Required	Unique identifier, assigned by PERA
Plan ID	Numeric	2	9-10	Required	01-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 Number	Numeric	9	11-19	Required	Must be a valid Social Security Number for the employee
Filler		65	20-84	Required. Pad with blanks.	NOT used for an adjustment
Payroll Coverage Start Date	Numeric	8	85-92	Required. YYYYMMDD	Beginning date of payroll period being reported
Payroll End Date	Numeric	8	93-100	Required	Ending date of the payroll period that the Detail transaction applies. Only one earning period can be entered on a line.
Pay Type	Numeric	2	101-102	Required	01-Regular Pay 02-Adjustment or Lump Sum 04-Grievance Pay 05-Retroactive 06-Omitted Deduction
Adjustment Indicator	Alpha Numeric	1	103-103	Required	A for Adjustment, O if not an adjustment
Increase/Decrease	Alpha Numeric	1	104-104	Required	+ = Increase/Positive, - = Decrease/Negative
Member Amount	Numeric	10	105-114	Required	Insert Member amount to be adjusted
Increase/Decrease	Alpha Numeric	1	115-115	Required	+ = Increase/Positive, - = Decrease/Negative
PERA Eligible Earnings	Numeric	10	116-125	Required	Report the amount of the adjustment only.
Increase/Decrease Employer Amount	Alpha Numeric	1	126-126	Required	+ = Increase/Positive, - = Decrease/Negative
Increase/Decrease Overtime Pay	Alpha Numeric	1	168-168	Optional	Indicates whether the Overtime pay earnings reported in positions 169-179 is a positive or a negative. + = Increase/Positive, - = Decrease/Negative
Overtime Pay	Numeric	10	169-178	Required	Portion of the PERA-eligible earnings reported in positions 116-125 that your organization considers overtime.
Filler		22	179-200	Required. Pad with Blanks	Unused - Reserved for future expansion

Demographic Record - Type 42

Data Element	Data Type	Length	Position	Validation	Description
Transaction Code	Alpha Numeric	2	1-2	Required. 42	Transaction Code
Employer Number	Numeric	6	3-8	Required	Unique Identifier, Assigned by PERA
Plan ID	Numeric	2	9-10	Required	PERA 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 Number	Numeric	9	11-19	Required	Must be a valid Social Security Number for the employee
Last Name	Alpha	30	20-49	Required	Used to identify Member
First Name	Alpha	30	50-79	Required
Middle Initial	Alpha	1	80-80	Required
Title Following Name	Alpha	4	81-84	Required	Do not include punctuation (.)
Most Recent Hire Date	Numeric	8	85-92	Required. YYYYMMDD	For new employees, the original hire date. For existing employees, must be the most recent hire date.
Eligibility Date	Numeric	8	93-100	Required. YYYYMMDD	The date an employee becomes eligible for PERA coverage
Exclusion Code	Numeric	3	101-103	Required	An 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 Status	Alpha Numeric	2	104-105	Required	User defined lexicon. Use this field ONLY when you are reporting a change in a Member's employment.
Member Employment Status Effective Date	Numeric	8	106-113	Required. YYYYMMDD	For Termination/Death, report last date worked. Otherwise effective date.
Position Code	Alpha Numeric	4	114-117	Required	Job Code User Lexicon
Position Class	Alpha Numeric	2	118-119	Required	Group Code User Lexicon
Job Title	Alpha	20	120-149	Optional
Birth Last Name	Alpha	30	150-179	Optional	Member's name at birth, if different then current name
Gender	Alpha	1	180-180	Required	F = Female M = Male
Date of Birth	Numeric	8	181-188	Required. YYYYMMDD
Address Attn	Alpha Numeric	30	189-218	Optional
Address 1	Alpha	40	219-258	Required
Address 2	Alpha	40	259-298	Optional
City	Alpha	20	299-318	Required
State	Alpha	2	319-320	Required
Zip Code	Numeric	5	321-325	Required
Zip + four	Numeric	4	326-329	Required
Filler		71	330-400	Required. Pad with Blanks

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. If the Pay Issue Date is overridden, then we get the Pay Period where the given Pay Issue Date is between start date and end 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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