MN Pera Demographic

Overview

The PERA Demographic report is used to enroll new employees into a PERA plan or to update a member’s retirement account status as employment changes, such as leaves of absence or termination occur.

There is one mask involved in this process: PYRERRMNPD.

The PYRERRMNPD process extracts applicable data from the BusinessPLUS Human Resources and Payroll subsystems and creates the PERA Demographic report and a file. The file is saved in the DATA directory on the BusinessPLUS APP server.

BusinessPLUS Setup

Before the report can be generated, the reporting interface must be set up to allow BusinessPLUS to extract the data correctly for the report and submission file.

PERA Demographic Report Setup

Employees are selected for this report by having an active PERA CDH contribution code assigned on the HR Benefit Assignments (HRPYBE) page, as well as a qualifying event between the begin and end dates of the Payroll Period being reported.

There are three qualifying events that are reported by the report:

The Hire Date for the employee is between the Pay Period’s begin and end dates.

The employee’s Last Day Worked is between the Pay Period’s begin and end dates.

The employee has a valid Leave code that starts or ends between the Pay Period’s begin and end dates.

Common Code Setup

PYFG/PY785MN

This common code is used to define general client-specific codes.

Field	Description
Short Description	Insert the word “DEBUG” to turn on the debug feature.
Medium Description	Used to describe the common code. (Not required.)
Long Description	Client Entity Name.
Associated Value 1	Not Used.
Associated Value 2	Not Used.
Associated Value 3	Not Used.
Associated Value 4	Not Used.
Associated Value 5	Not Used.
Associated Code 1	Employer Unit Number.
Associated Code 2	Misc code value on PCN table that holds the Position Code.
Associated Code 3	Special code value that holds the Exclusion code on the HRPYBE screen.
Associated Code 4	Special code value that holds the Position Class on the HRPYBE screen.
Associated Code 5	Not Used.
Associated Description 1	Not Used.
Associated Description 2	Not Used.
Associated Description 3	Not Used.
Associated Description 4	Not Used.
Associated Description 5	Comma delimited list of Primary Pay assignments.

PYFG/PY785MN1

This common code is used to define PERA contribution codes and related Plan IDs.

Field	Description
Short Description	Not Used.
Medium Description	Used to describe the common code. (Not required)
Long Description	Used to describe the common code. (Not required)
Associated Value 1	Not Used.
Associated Value 2	Not Used.
Associated Value 3	Not Used.
Associated Value 4	Not Used.
Associated Value 5	Not Used.
Associated Code 1	Valid CDH contribution code for PERA.
Associated Code 2	Valid CDH contribution code for PERA.
Associated Code 3	Valid CDH contribution code for PERA.
Associated Code 4	Valid CDH contribution code for PERA.
Associated Code 5	Valid CDH contribution code for PERA.
Associated Description 1	Associated Plan ID with PERA contribution code in Associated Code 1.
Associated Description 2	Associated Plan ID with PERA contribution code in Associated Code 1.
Associated Description 3	Associated Plan ID with PERA contribution code in Associated Code 1.
Associated Description 4	Associated Plan ID with PERA contribution code in Associated Code 1.
Associated Description 5	Associated Plan ID with PERA contribution code in Associated Code 1.

PYFG/PY785MN2

This common code is used to define BusinessPLUS Leave codes and associated State Leave codes.

Field	Description
Short Description	Not Used.
Medium Description	Used to describe the common code. (Not required)
Long Description	Used to describe the common code. (Not required)
Associated Value 1	Not Used.
Associated Value 2	Not Used.
Associated Value 3	Not Used.
Associated Value 4	Not Used.
Associated Value 5	Not Used.
Associated Code 1	Valid BPLUS Leave code to be used by PERA process.
Associated Code 2	Valid BPLUS Leave code to be used by PERA process.
Associated Code 3	Valid BPLUS Leave code to be used by PERA process.
Associated Code 4	Valid BPLUS Leave code to be used by PERA process.
Associated Code 5	Valid BPLUS Leave code to be used by PERA process.
Associated Description 1	Valid State Leave code associated with BPLUS leave code in Assoc. Codes 1.
Associated Description 2	Valid State Leave code associated with BPLUS leave code in Assoc. Codes 2.
Associated Description 3	Valid State Leave code associated with BPLUS leave code in Assoc. Codes 3.
Associated Description 4	Valid State Leave code associated with BPLUS leave code in Assoc. Codes 4.
Associated Description 5	Valid State Leave code associated with BPLUS leave code in Assoc. Codes 5.

Position Code Setup

Calculating the employee’s position code (either “OTHR” for teacher or “ADMN” for Administrator) is done in two steps. First, the employee’s primary position must be found from the employee’s pay assignments. Valid pay assignment codes for determining the current position are listed in priority order, separated by commas on the PYFG/PY785MN common code, e.g., “PM,A1,Q1”. The first pay assignment in the list that is active during the reports begin and end dates will be used to determine the employee’s current position.

Using the current position found above, the systems looks at an assigned Misc. code on the PCN definition screen to find the position code. The value of the Misc. code is set on the PYFG/PY785MN common code. This value is either “01” (for “OTHR”) or “02” (for “ADMN”). If the assigned Misc. code is blank, the value of 01 will be used. This way, only the administration Misc. codes need to be maintained if desired. Below is an example of a teacher position set to 01 using Misc. code 4.

Running the PERA Demographic Report

To run the report, type or select mask PYRERRMNPD.

In the first box, enter the Payroll Period for the report and file. Then select the printer to send the report to. Use the Selection Criteria fields to narrow down the number of records to be included. After all selections are entered, click the Submit button to run the report. The file will be sent to the admin/data directory on the APP server for BusinessPLUS.

Submission File Layout

The following table shows the layout of the Demographic submission file.

Demographic File Layout

Demographic Record

Name	Start	Len	Type	Notes
Transaction code	1	2	N	Always 42
Employer Number	3	6	N	Employer number is held in a common code
Plan ID	9	2	N	Common code needed to map CDH codes to Plan ID
SSN	11	9	N	SSN number from BusinessPLUS (EMPMSTR)
Last Name	20	30	AN	Last name from (EMPMSTR)
First Name	50	30	AN	First name from (EMPMSTR)
Middle Initial	80	1	AN	Middle Initial from middle name on (EMPMSTR)
Suffix	81	4	AN	Suffix from (EMPMSTR)
Most Recent Hire Date	85	8	AN	Hire date from PYUPEM/Dates Other Info/Hire Date.
Eligibility Date	93	8	AN	Format CCYYMMDD. Take orig bene date from HRPYBE/Vendor Assignment/Vendor XTD Amounts. If blank, use Hire Date.
Exclusion Code	101	3	N	In HRPYBE misc. code 1-4. Which misc. code setup on a common code.
Member Employment Status	104	2	AN	Derived from Type of entry or leave code being reported. “T” for termination, “N” for new hire or type of leave code reported from PYFG/PY785MN2 common code.
Member Employment Status Effective Date	106	8	AN	FORMAT CCYYMMDD. Same as Eligibility Date.
Position Code	114	4	AN	Misc. code on PCN table. Which code setup on a common code. This is the same as on the TRA report. If code is “02” then put “ADMIN” otherwise “OTHER”.
Position Class	118	2	AN	From misc. code 1-4 on HRPYBE. Which Misc. code set up in a common code.
Job Title	120	30	AN	Always blank. Optional, not using.
Birth Last Name	150	30	AN	Always blank. Optional, not using.
Gender	180	1	AN	F= female / M = male (EMPMSTR)
Date of Birth	181	8	AN	FORMAT CCYYMMDD (EMPMSTR)
Address Attn.	189	30	AN	Always blank. Optional field not being used.
Address1	219	40	AN	Address line 1
Address2	259	40	AN	Address line 2
City	299	20	AN	City
State	319	2	AN	Two-character State Code
Zip	321	5	N	Zip Code
Zip + Four	326	4	N	Zip plus 4 code. Blank if unknown.
Filler	330	71	AN	Always Blank

Record Length: 400 characters.

Data Types: A/N - Alpha Numeric, left justified, and blank.

N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.

A – Alphabetic, left justified. And blank

Appendix

JCL & Question Setup

Question Setup

Question No: PYKH. This question needs to have the PERA Demographic report (PD) listed in the menu.

PYRERRMNPD Setup

The PYRERRMNPD mask has two parts: Next Question prompting, and JCL (Job Control Language). Screenshots of both are displayed below for reference. Changing either of these may have adverse effects on the report and file and should only be done in consultation with PowerSchool.

Next Question Prompting

All questions listed must exist in BusinessPLUS before they can be entered on this page.