AK PERS DOCUMENTATION

Overview

The entire suite of processes for handling PERS/TRS consists of the PYRERRAKUP screen used to centralize control of various available plans, retirement CDH assignments, etc.  Three payroll processes used to 1) extract retirement data from the payroll database, 2) allow direct user update of extracted retirement data and 3) report retirement data and prepare a file for submission to the state.  This guide documents only the three payroll processes.

The three payroll processes are available via mask PYRERRAKxx. The report process asks for the name of the output file which can consist of up to eight characters consisting of the letters A-Z and numbers 0-9.

The extract process can be run repeatedly until the desired results are obtained.

Specifying the Period Number at Runtime

For the extract process (PYRERRAKEX), if a “main” period number is input, the process will include the main period and all paid supplemental periods.  If a supplemental period is input, the extract process will include only the supplemental period.

For the update process (PYRERRAKUP), one can update all records for the main period and supplemental periods regardless of whether or not a main period or a supplemental period is input.  If a new record is added, the record will be tagged with the period number input at runtime.

For the report/file generation process (PYRERRAKRE), if a main period is input, all records will be processed.  If a supplemental period is input, only records extracted or new records added via the update process with the runtime period question matching the input supplemental period will be processed.

For example, the extract process and the report/file generation process are run for a main period that may include some paid supplemental periods and the file is submitted to the state.  Later another supplemental payroll is run for some reason.  Naturally, these employees were not included in the file submission.  The extract and report/file generation processes can be run using this additional supplemental period number and 1) the report and file will include only those employees in the supplemental run and 2) the Payroll records will be flagged as a payroll adjustment rather than a normal current payroll. 

CDH Setup

A particular miscellaneous code number, e.g., miscellaneous code 5, must be specified via common codes to identify retirement-related CDHs.  The value of this “retirement” miscellaneous code will determine the type of processing as follows:

For example, suppose the common code is set so retirement defining miscellaneous codes are to be put in miscellaneous code 5 of the CDH definition.  To define hour codes that will contribute to retirement hours and amounts, enter “R01” in miscellaneous code 5 of each of these hour codes.  Enter “R03” in miscellaneous code 5 of the deduction(s) used for the employee’s contribution to retirement, etc.

Business Rules

Qualifying Employees for Inclusion in the Retirement Extract

The extract process (PYRERRAKEX) first qualifies employees as subject to retirement.  Note that, even if an employee is subject to retirement, the employee may not generate any retirement data (nothing is generated if there is nothing to report).  An employee 1) must have a pay cycle that matches the pay cycle of the period being processed and 2) the employee must have a record in PYRERRAKUP to qualify for processing.

Determination of Events

There can be more than one event reported in any particular period, e.g., a STAT and a TERM event are possible within the same period.  The following table lists the events and what triggers the event.

Common Code Setup

PYFG/268AK - Retirement Extract

This common code is used to control the Alaska Retirement Extract Program.

Code Category:           PYFG

Code Value:                 268AK

Short Description:        Set to DEBUGSOV to show the derivation of values on the tail sheet.

Medium Description:  

Long Description:        Enter your organization name here.

Associated Codes:
Various “key” values can be input to any one of the five Associated Codes.  The corresponding Associated Value or Associated Description may be required to clarify the key value.  The following table indicates the possible key values and any requirements for the associated value/description.

Debug Source of Value (DEBUGSOV)

Often questions arise as to how the extract process derives some of the values.  A “debug source of value” setting can be made in common code PYFG/268AK which causes the tail sheet to display how it derived the values reported.  This is an important analysis tool and should be used before calling the Helpdesk.  Note this capability generates a lot of information on the tail sheet so it should be used on only a small set of employees and should be turned off before a production run.

PYFG/368AK - Retirement Edit/Update

This common code is used to control the Alaska Retirement Edit/Update Program.

Code Category:           PYFG

Code Value:                 368AK

Short Description:        Set to DEBUG to show program flow and various values.

Medium Description:   Enter the organization’s code.

Long Description:        Enter the organization’s name here.

Associated Codes
Various keyword values may be entered in any one of the five Associated Codes lines.  The corresponding Associated Value or Associated Description may be required to clarify the keyword value.  Unless otherwise indicated, keywords may be entered in any order.

The following table indicates the possible keyword values and any requirements for the Associated Value and/or Description fields.

PYRERRAKUP - View/Update of Data

On PYRERRAKUP, only previously extracted data from the pay period will be shown.  If the user wishes to change the data being displayed/updated to a different pay period, place the page in Find mode and enter the period number in the Period field.

Employee data is displayed in Name sequence for the selected period. 

To find data for a specific ID or Name within the currently selected Pay Period, search for the ID/Name and Pay Period.  

CDD Reporting

The retirement processing uses the PYRE_EMP_LVL_DTL table to store employee-specific information, e.g., fund code, while the PYRW_WORK_DTL dataset is used to store pay period history detail information.  Both tables are “keyed” by Employee ID and extract date (which is the pay period ending date).  There is only one PYRW_WORK_DTL record per employee per pay period. 

If there is a PYRW_WORK_DTL record for an employee for a period, there can be a number of PYRE_EMP_LVL_DTL records.  There will always be one “BASIC INFO” record where PYRE_REC_ID = “BASIC INFO”.  There may also be any number of “EVENT” records, one for each EVENT, where PYRE_REC_ID = “EVENT”.

The following table maps field names to the values pertinent to Alaska Retirement.