[{TableOfContents }]
!!!UPCAPERSXML -  CALIFORNIA PERS (CalPERS) - NEW XML FORMAT

The CalPERS organization has defined a new file format (XML) for submissions.  This interface will replace that which was created by the UPCAPERS program in ePersonality.  The UPCAPERS program will be deprecated and may eventually become obsolete.  The UPCAPERS program can still be used to produce reports

To create the new XML format, the interface creation program UPCAPERSXML will now be used to generate the CalPERS file. The IDIF definition used for the previous UPPHF-based implementation is no longer used.

The amounts that will be reported must find their way into the pay components / elements that are used by this interface.  This can be accomplished through CalPERS benefit plan set up, transactions being entered or UserCalcs.   Nothing is recomputed by this PERS file creation program.

California PERS operates a number of different retirement systems.  
At this time, only the Public Employees’ Retirement System (PERS) is supported.  
There is no support provided for Judges’ Retirement Systems (JR1 and JR2), Legislators’ Retirement System (LRS) or the Supplemental Income Plan (SIP).

!!Benefit Plan Changes - Setup
The Benefit Plan is still required, any values that are computed by the benefit plan that need to report to CalPERS must now be stored in a pay component for the UPCAPERSMXL program to pick up.

!!Creating New Elements
To facilitate reporting through UPCAPERSXML, certain elements have been defined.  The following elements may be defined to include the pay components that reflect the different categories of information.  If one of these categories is not used, then the element does not need to be set up.  
||Element Name||Meaning
|PERSRPT EARNS|The reportable earnings, as defined by CALPERS, of the member for the reported period.
|PERSRPT DEDN TAX|The reported contribution/deduction amount paid by the member that has been taxed.
|PERSRPT DEDN|The reported contribution amount paid by the member which has not been taxed.
|PERSRPT CONT|The reported contribution amount paid by the employer which has not been taxed.
|PERSRPT SURVIVOR|The reported 1959 Survivor Benefit Contribution amount paid by the member.
|PERSRPT DEDN ADD|This does not apply to most employers, it is the “additional” contribution paid by the member.\\  \\This is an old program and is no longer available to new hires. Contributions can be reported in this program only if the member had been contributing to it continuously from the date when they had enrolled in the program.
|PERSRPT CONT ADD|This does not apply to most employers, it is the “additional” contribution paid by employer. This money is a tax deferred contribution.\\  \\This is an old program and is no longer available to new hires. Contributions can be reported in this program only if employers had been contributing to it continuously.
|PERSRPT HOURS|The total number of hours that the CalPERS retiree (required) has worked during the reported period.
|PERSRPT OPR|Deduction for overpayment received 
|PERSRPT SCP TAX|Service credit purchase taxed
|PERSRPT SCP DEF|Service credit purchase tax deferred 
|PERSRPT SIP2|457 Plan - This element should only be populated if the CalPERS Plan has 457 Supplemental Income associated with it.
|PERSRPT LOAN|After tax loan payment

!Using User Defined Fields
User-defined fields (UDFs) are utilized, at this time, for storing some CalPERS information.  These UDFs are all required and UPCAPERSXML will issue error messages and terminate if any are missing.

The following UDFs are required for operation of this XML interface and need to be defined on [IMUF], as character fields:
||User Field||Table Alias||Meaning
|CALPERS_INTERFACE_TYPE|DED|This CalPERS ID is a new unique identifier, created by the new system.  The CalPERS XML Schema names this item ‘Interface Type’  and most likely should contain ‘10006’ for regular Payroll.
|CALPERS_BP_ID|DED|If you are reporting your own payroll files the Business Partner ID is the same as the Employer CalPERS ID.  If you use a third-party vendor then CalPERS will assign a unique identifier number once the third-party becomes an approved business partner
|CALPERS_EMPLOYER_ID|DED|This CalPERS ID is a new unique identifier, created by the new system.  This replaces the CalPERS Employer Code and Unit Code used today. This CalPERS ID of the Employer who is submitting the payroll on behalf of all the employees in the file. 
This may be the Employer where all the employees are working, but it may also be the Employer who is authorized to send payroll for other Employers’ employees
|POSTED UPCAPERS|PPH|A flag that is used to indicate if the pay header has been posted to CalPERS or not.  A value of “Y” means that it has, and it will not be processed by subsequent UPCAPERSXML runs.  A value of “N” or null means that it has not yet been processed and is eligible to be picked up.

Note that this UDF has a space in the name not an underscore.
This is for compatibility with prior versions of CalPERS reporting.

|CALPERS_ID|EID|CalPERS-generated unique CalPERS ID for Participant

•	The CalPERS ID will be 10 digits in length and used in place of a Social Security Number in contribution files. Prior to system “go-live”, CalPERS will send employers a file with the CalPERS ID for each of their existing employees
|APPOINTMENT_ID|EASD|The code representing the appointment into which the Employee has been hired

•	Prior to system implementation, CalPERS will provide Employers a list of their member’s Appointment IDs.  After system implementation Employers can run a report online to generate a list of Appointment IDs  
•	If multiple appointments exists with reporting employer, Appointment ID must be provided or the payroll record will error
|PERS_MEMO|EASD|This memo line can be provided by the employer as a reference field.  CalPERS will store this information and provide it back to the employer on a download of FTP response. 
|PERSRPT SIP Type|DUD|This line reads from the Lexicon X_PERSRPT_SIP (created above) to return one of four values PERSRPT SIP1, PERSRPT SIP2, PERSRPT SIP3 or PERSRPT SIP4. Currently only PERSRPT SIP2 is supported for SIP reporting.
|Pers SIP Plan Id|DUD|Pers SIP Plan Id is the plan identification number supplied by CALPERS for the Unit that is being reported.

!!Loading Employee Identifiers from CalPERS
CalPERS provides a spreadsheet of employee identifiers.  There are actually three different identifiers in this spreadsheet: 
*CalPERS ID –The CalPERS ID is a new unique identifier, which will be created by the new system during enrolment and will be used to identify participants when sharing data with CalPERS.  This is tied to the employee on the IEID screen.
*Appointment ID - CalPERS will generate and store Appointment ID for the Participant at the time of enrollment, and this is tied to the employee’s position on the IEAS screen
*Beneficiary ID – CalPERS is creating a unique identifier for the beneficiaries.  This is not currently used.
High Line can assist you in loading this data into the User Defined fields noted above, if desired.

!!Identifying Retired Annuitants
Retired Annuitants may be identified either through their Employment Status (on IEAS) or via enrollment in a CALPERS plan.
!Option 1 – Employment Status
You can create a new employment status on IDES called “PERS ANNUITANT” as shown here.  Any employee who has this assignment status will be considered a Retiree Annuitant.
 
!Option 2 – Retiree Plan Coverage
You can create a new coverage level for your CAPERS benefit plan and include the word “RETIREE” in the Policy Number (this is not case sensitive).  Employees who are enrolled in this description will be considered a Retiree Annuitant.  An employee may only be enrolled in one plan of type = CAPERS.  The actual plan code does not matter.

!!Retroactive Pay
My|CalPERS requires that any Retroactive Pay be reported in separate ‘Transaction Types’.  To accommodate this,  Retroactive Pay must be created with UPRETRO and be stored into a Pay Category that is Pay Category type ’07-Reto Pay’.

!!Special Compensation Codes
A user-defined lexicon (CALPERS_SC) has been created to cross-reference the CalPERS Special Compensation Codes, their categories and the Pay Components or Elements that reflect the value for that special compensation.  If you will use Special Compensation codes, you must run the script
create_CALPERS_SC_lexicon.sql
which is included with the 4.10 Backend release.  This will create the structure as noted below.  You can then delete any records that do not pertain to your operation.  Any changes you make, will be kept unless you run that script again.
The lexicon is CALPERS_SC and has the following structure in IMLN:
|SAVED VALUE|Special Compensation Type - which is a value from the List provided by the CalPERS agency
e.g. DST - Dictation/Shorthand/typing Premium
e.g. PFP - Physical Fitness Program
|DISPLAYED_VALUE|This is the Pay Component Code or Element name (if it starts with E-  (eg E-EARNS23)) that contains the value for the special compensation
|MEANING|This is the Compensation Category (from CalPERS Agency) - must be one of ICP, EDP, PPP, SAP, SSI, SCL or UNK.  if not specified will be lumped in with UNK
           ICP - Incentive Pay
EDP - Educational Pay
PPP - Premium Pay
SAP - Special Assignment Pay
SSI - Statutory Items
UNK - Unknown
SCL - Sp Comp Legacy

You can use the table at the end of this document to aid in filling out this lexicon value set.  If you are not using a particular special compensation code, you can leave it with its initial value or delete the record from IMLN.  

!!Launching  UPCAPERSXML
To create the CalPERS file, you must launch the UPCAPERSXML function.  This is a batch process that could be scheduled as well.  The following parameters have significance for the purposes of the CalPERS interface file generation:
;Entity Code:One Entity is allowed only per execution. Employer CalPERS ID is unique per Entity  
;Pay Calendar:Only one Pay Calendar (Frequency) per execution
;Pay Period:This identifies the Pay Period of the current CalPERS Reporting Cycle.  Any transactions that are dated previous to the Period Begin Date of this period are considered adjustments. 
;Directory Name:This is the directory on the data base server that you want to have the file created in.  This must be a directory (or directory object) that is write-enabled for the data base process.
;CPE File Name:The name of the actual file you want created, for Payroll & Retirement submission. Note that CalPERS expects files that will be submitted to be in a specific naming format.
;SP2 File Name:The name of the actual file you want created, for SIP2 submission.  If this file name is provided AND there are SIP2 entries to be made, they will be written to this file, instead of the CPE file.  Note that this file name is optional.
;Test Report:If set to “No” will update the POSTED UPCAPERS field with a “Y” so the pay header being processed does not get picked up again in a subsequent run.  The generated XML file will be marked as a valid file.
If set to “Yes” the generated XML file will be marked as a ‘Test Run’ and the POSTED UPCAPERS field will not be updated.
;Filters:These filters can be used to further narrow down the list of pay headers that you wish to process.  Typically Entity, Payroll and Pay Run Number are used to filter to a specific pay run, or Person may be used to run tests against a subset of employees.

%%information Note that the PAY RUN NUMBER filter will only show pay runs that are for the pay period selected in the report parameters section.%%

The “Report List” will indicate all the Pays, as seen on IPPH that will be processed by the UPCAPERSXML program.
 
!!Special Compensation Codes Matrix
|SAVED VALUE|Special Compensation Type - which is a value from the List provided by the CalPERS agency
e.g. DST - Dictation/Shorthand/typing Premium
e.g. PFP - Physical Fitness Program
|DISPLAYED_VALUE|This is the Pay Component Code or Element name (if it starts with E-  (eg E-EARNS23)) that contains the value for the special compensation
For example, if for Educational Incentive Pay (EEI) you are computing/entering this in pay component 6543, you would update the displayed value for the EEI entry from PC or E-Element to 6543.
For example, if you had an element called EDUC_INCENT which contained all the pay components going into this special compensation category, you would update the displayed value from PC or E-Element to E-EDUC_INCENT – the E- at the beginning is the trigger to identify the value as an element
|MEANING |This is the Compensation Category (from CalPERS Agency) - must be one of ICP, EDP, PPP, SAP, SSI, SCL or UNK.  if not specified will be lumped in with UNK

ICP - Incentive Pay
EDP - Educational Pay
PPP - Premium Pay
SAP - Special Assignment Pay
SSI - Statutory Items
UNK - Unknown
SCL - Sp Comp Legacy

!Incentive Pay (ICP)
||Type||Long Name||PC Code||Element Code
|BON|Bonus|    |	 	 
|DST|Dictation/Shorthand/typing Premium	 	 
LLP|Longevity Pay	 	 
MIP	Management Incentive Pay	 	 
MKP	Marksmanship Pay	 	 
MPO	Master Police Officer	 	 
PFP	Physical Fitness Program	 	 
VEP	Value of Employer Paid Member Contributions	 	 
OSP	Off-Salary-Schedule Pay	 	 

Educational Pay (EDP)
||Type||Long Name||PC Code||Element Code
AAD	Applicator’s Differential	 	 
CPA	Certified Public Accountant Incentive	 	 
EEI	Educational Incentive	 	 
EMT	Emergency Medical Technician Pay	 	 
ERP	Engineering Registration Premium	 	 
GAR	Government Agency Required Licenses	 	 
ICB	International Conference of Building Officials Certificate	 	 
MPP	Mechanical Premium	 	 
NAS	National Institute of Automotive Service Excellence Certificate	 	 
NPP	Notary Pay	 	 
PPP	Paramedic Pay	 	 
POS	Peace Officer Standard Training (POST) Certificate Pay	 	 
RSP	Reading Specialist Premium	 	 
RRB	Recertification Bonus	 	 
SCD	Special Class Driver’s License Pay	 	 
UGD	Undergraduate/Graduate/Doctoral Credit	 	 

Premium Pay (PPP)
||Type||Long Name||PC Code||Element Code
TUP	Temporary Upgrade Pay	 	 

Special Assignment Pay (SAP)
||Type||Long Name||PC Code||Element Code
AAP	Accountant Premium	 	 
ASP	Administrative Secretary Premium	 	 
APP	Aircraft/Helicopter Pilot Premium	 	 
AWP	Asphalt Work Premium	 	 
AVP	Audio Visual Premium	 	 
APR	Auditorium Preparation Premium	 	 
BBP	Bilingual Premium	 	 
BAP	Branch Assignment Premium	 	 
COA	Canine Officer/Animal Premium	 	 
CFP	Cement Finisher Premium	 	 
CLP	Circulation Librarian Premium	 	 
COP	Computer Operations Premium	 	 
CCP	Confidential Premium	 	 
CAC	Contract Administrator Coordinator Premium	 	 
CSI	Crime Scene Investigator Premium	 	 
CCD	Critical Care Differential Premium	 	 
DAP	D.A.R.E. Premium	 	 
DSP	Detention Services Premium	 	 
DDP	Detective Division Premium	 	 
DTO	DUI Traffic Officer Premium	 	 
EOP	Extradition Officer Premium	 	 
FIP	Fire Inspector Premium	 	 
FIN	Fire Investigator Premium	 	 
FPA	Fire Protection Assignment Premium	 	 
FSP	Fire Staff Premium	 	 
FTP	Flight Time Premium	 	 
FDP	Float Differential Premium	 	 
FDA	Front Desk Assignment (Jail)	 	 
FOP	Fugitive Officer Premium	 	 
GDA	Gang Detail Assignment Premium	 	 
GAP	Grading Assignment Premium	 	 
HZP	Hazard Premium	 	 
HSE	Heavy/Special Equipment Operator	 	 
HHP	Height Premium	 	 
HSP	Housing Specialist Premium	 	 
JOP	Juvenile Officer Premium	 	 
LWP	Lead Worker/Supervisor Premium	 	 
LRD	Library Reference Desk Premium	 	 
GMP	Gas Maintenance Premium	 	 
PIS	Plumber Irrigation System Premium	 	 
RCP	Refuse Collector Premium	 	 
SLR	Street Lamp Replacement Premium	 	 
MCI	MCO Instructor Premium	 	 
MOP	Motorcycle Patrol Premium	 	 
MMP	Mounted Patrol Premium	 	 
NDP	Narcotic Division Premium	 	 
PCP	Paramedic Coordinator Premium	 	 
PPC	Park Construction Premium	 	 
PMM	Park Maintenance/Equipment Manager Premium	 	 
PCC	Parking Citation Premium	 	 
PAP	Patrol Premium	 	 
PAO	Police Administrative Officer	 	 
PIP	Police Investigator Premium	 	 
PLP	Police Liaison Premium	 	 
PPO	Police Polygraph Officer	 	 
PRA	Police Records Assignment Premium	 	 
RMP	Range master Premium	 	 
RAC	Refugee Arrival Cleanup Premium	 	 
SOT	Safety Officer Training/Coordinator Premium	 	 
SPP	Sandblasting Premium	 	 
SYP	School Yard Premium	 	 
SEP	Search Pay Premium	 	 
SDP	Severely Disabled Premium	 	 
SCP	Sewer Crew Premium	 	 
SDD	Shift Differential	 	 
SSP	Solo Patrol Premium	 	 
SBP	Sprinkler and Backflow Premium	 	 
TIP	Tiller Premium	 	 
TTP	Tire Technician Premium	 	 
TDP	Traffic Detail Premium	 	 
TPP	Training Premium	 	 
TCP	Tree Crew Premium	 	 
USO	Utility Systems Operation Premium	 	 
WCP	Water Certification Premium	 	 

Statutory Items (SSI)
||Type||Long Name||PC Code||Element Code
|FLS|Fair Labor Standards Act (FLSA)|     |	 	 
|HPP|Holiday Pay	 	 
|UAA|Uniform Allowance	 	 

Unknown (UNK)
UNK	Unknown	 	 
----
![Notes|Edit:Internal.UPCAPERSXML]
[{InsertPage page='Internal.UPCAPERSXML' default='Click to create a new notes page'}]