MN TRA Demographic and Payroll Report
Overview
This document describes the process to produce the State of Minnesota Teachers Retirement Association Demographic and Payroll Reports and Files. These reports are commonly referred to as the TRA Demographic and TRA Payroll reports. Two masks are involved in these processes: PYRERRMNTD and PYRERRMNTP.
PYRERRMNTD – TRA Demographic Report
This process extracts applicable data from the BusinessPLUS Human Resources and Payroll subsystems to create the TRA Demographic report and file. The file is saved in the DATA directory on the BusinessPLUS APP server.
PYRERRMNTP – TRA Payroll Report
This process extracts applicable data from the BusinessPLUS Human Resources and Payroll subsystems to create the TRA Payroll report and file. The file is saved in the DATA directory on the BusinessPLUS APP server.
BusinessPLUS Setup
Before either of the reports can be generated, the reporting interface must be set up to allow BusinessPLUS to extract the data correctly for the reports and submission files.
TRA Demographic Report Setup
Employees are selected for this report by having an active TRA CDH code, as well as a qualifying event between the begin and end date of the report.
There are two qualifying events that are reported by the report:
If the Begin date on the TRA CDH code is between the report’s begin and end dates, a “New Hire” qualifying event is created.
If the employee’s Last Day Worked is between the report’s begin and end dates, a “Termination” event is created.
PYFG/PY783MN
This common code is used to define the following 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 | CDH Code used to determine TRA activity. |
Associated Code 3 | Not Used. |
Associated Code 4 | Not Used. |
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 | Not Used. |
TRA Payroll Report Setup
There are several BusinessPLUS setup areas that need to be done to have the report select the correct transactions for this report. The setup will be explained below.
PYFG/PY784MN
This common code is used to define the following 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 used to hold “TRA” for Contributions & Deductions. |
Associated Code 3 | Misc. code used to hold “TRA?” for Hour codes. |
Associated Code 4 | Pay base flag used to calculate employee’s salary. |
Associated Code 5 | Misc. code on PCN screen used to hold employee’s current position code. |
Associated Description 1 | Not Used. |
Associated Description 2 | Not Used. |
Associated Description 3 | Not Used. |
Associated Description 4 | Not Used. |
Associated Description 5 | A comma delimited list of valid pay assignment codes used to determine employee’s current position. |
Contribution & Deduction Setup
Each Contribution and deduction that apply to the TRA report needs to have the value “TRA” in one of the Misc. codes. The Misc. code is defined on the PYFG/PY784MN common code. Below is an example of a Deduction code using Misc. code 7 to set “TRA” code.
Hour Code or Contribution Code used for Pay Type Setup
Each Hour Code that applies to the TRA report needs to have a value of “TRA?” in one of the Misc. codes, where the “?” is a value of 1, 2 or 3, indicating which pay type the hour is for. The Misc. code is defined on the PYFG/PY784MN common code. Below is an example of an Hour code using Misc. code 8 to set “TRA?’ code.
Salary Pay Base Flag Setup
Each Contribution or Hour Code that applies to the TRA salary needs to have the correct Pay Base flag set to be applied to salary. The correct Pay Base flag is defined on the PYFG/PY784MN common code. Below is an example of an Hour code using Pay Base 7 as the salary for retirement wages.
Current Position Setup
Calculating the employee’s current position (either 01 for teacher, or 02 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/PY784MN common code, e.g., “PM, A1, Q1”. The first pay assignment in the list that is active during the report’s begin and end dates will be used to determine the employee’s current position.
Using the current position found above, the system looks at an assigned Misc. code on the PCN definition screen find the position code. The value of the Misc. code is set on the PYFG/PY784MN common code. If the assigned Misc. code is blank, the value of 01 will be used. This way, only the administration Misc. codes will need to be maintained if desired. Below is an example of a teacher position set to 01 using Misc. code 4.
Running the Report
TRA Demographic Report
To run this report, type or select mask PYRERRMNTD and the following prompts will be displayed.
Select the report Begin and End date, and enter a file name for the output file.
Use the selection criteria fields to narrow down the selection of records, if needed.
Select the printer to have the report sent to.
Click the Submit button to run the report. The file will be sent to the admin/data directory on the APP server for BusinessPLUS.
TRA Payroll Report
To run the TRA Payroll report, type or select mask PYRERRMNTP.
Check the first box if processing CMs only. Once the box is checked, the selection criteria will be replaced with a box to enter up to six IDs separated by commas. If not checked, selection criteria can be used to select IDs to be processed.
Enter the Pay Period to be processed.
Type the Pay Code for the batch.
Select a report Begin date.
Select a report End date.
Enter the four-digit fiscal year.
Type the file name for the output file.
Select the printer to have the report sent to.
After all selections have been 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 tables shows the layout of the Demographic & Payroll submission files.
Demographic File Layout
Header Record
Name | Start | Len | Type | Notes |
Transaction Code | 1 | 2 | N | Always 01 |
Employer Unit Number | 3 | 8 | N | Get from Common code. (06900709) |
Batch Creation Date | 11 | 8 | N | From System format YYYYMMDD |
Batch Creation Time | 19 | 4 | N | System time. Format HHMM (24 hours) |
Total Records | 23 | 6 | N | Zero filled, right justified, no decimal positions. Includes header record. |
Filler | 29 | 248 | AN | Blank spaces |
Record Length: 276 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
Detail Record
Name | Start | Len | Type | Notes |
Transaction code | 1 | 2 | N | Always 02 |
Name | 2 | 55 | AN | Last name, comma, first name, space, middle name (EMPMSTR) |
Street line 1 | 58 | 30 | AN | Street address, not rural route number; use standard U.S. Postal Service abbreviations (EMPMSTR) |
Street line 2 | 88 | 30 | AN | Use second line only if necessary (EMPMSTR) |
City | 118 | 20 | AN | (EMPMSTR) |
State | 138 | 2 | AN | Valid postal abbreviation (EMPMSTR) |
Zip | 140 | 11 | N | Left justified 5-digit zip required (EMPMSTR) |
SSN | 151 | 9 | N | (EMPMSTR) |
Employer Assigned ID | 160 | 11 | AN | (EMPMSTR) |
TRA Number | 171 | 6 | N | Always All zeroes |
Date of Birth | 177 | 8 | N | Format YYYYMMDD (EMPMSTR) |
Exempt Status | 185 | 1 | A | Always blank |
Filler | 186 | 4 | A | Always blank |
Filler | 190 | 4 | A | Always Blank |
Status Change | 194 | 2 | N | 01 if Original Hire date between report start and end dates. 02 if Last worked date between report start and end dates. Else blank |
Status change effective date | 196 | 8 | N | Format YYYYMMDD. Use original Hire date if status change is 01. Use Last worked date if statue change is 02. Else blank. |
Gender | 204 | 1 | A | M or F (EMPMSTR) |
Eligibility code | 205 | 2 | N | Always 01 |
Filler | 207 | 70 | AN | Always Blank |
Record Length: 276 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
Payroll File Layout
Header Record
Name | Start | Len | Type | Notes |
|---|---|---|---|---|
Transaction Code | 1 | 2 | N | Always 03 |
Employer Unit Number | 3 | 8 | N | Get from Common code. |
Payroll Identifier | 11 | 11 | AN | Use pay period from prompt |
Pay Cycle | 22 | 2 | N | Always 02 |
Pay Code | 24 | 1 | N | This will be a user prompt |
Payment Date | 25 | 8 | N | Check date from Pay period |
Supplemental Pay Code | 33 | 1 | A |
|
Batch Creation Date | 34 | 8 | N | From System format YYYYMMDD |
Batch Creation Time | 42 | 4 | N | System time. Format HHMM (24 hours) |
Total Coordinated Salary Sign | 46 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Total Coordinated Salary | 47 | 11 | N | Zero filled, right justified, implied 2 decimal points |
Total Coordinated Employee Deduction Sign | 58 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Total Coordinated Employee Deduction | 59 | 9 | N | Zero filled, right justified, implied 2 decimal points |
Total Coordinated Employer Deduction Sign | 68 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Total Coordinated Employer Deduction | 69 | 9 | N | Zero filled, right justified, implied 2 decimal points |
Total Basic Salary Sign | 78 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Total Basic Salary | 79 | 11 | N | Zero filled, right justified, implied 2 decimal points |
Total Basic Employee Deduction Sign | 90 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Total Basic Employee Deduction | 91 | 9 | N | Zero filled, right justified, implied 2 decimal points |
Total Basic Employer Deduction Sign | 100 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Total Basic Employer Deduction | 101 | 9 | N | Zero filled, right justified, implied 2 decimal points |
Total Records | 110 | 6 | N | Zero filled, right justified, no decimal positions. Includes header record. |
Filler | 116 | 161 | AN | Blank spaces |
Record Length: 276 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
Detail Record
Name | Start | Len | Type | Notes |
Transaction code | 1 | 2 | N | Always 04 |
SSN | 3 | 9 | N | (EMPMSTR) |
Employer assigned ID | 12 | 11 | AN | (EMPMSTR) |
TRA number | 23 | 6 | N | Not required, zero fill |
Current position | 29 | 2 | N | Find current Primary pay assignment and get PCN number. Do lookup on PCN table and get Misc. code # (defined in setup common code). If 02 use it. Else, insert 01. |
Salary sign | 31 | 1 | AN | Blank if positive. Sign ( - ) if negative |
TRA-covered Salary | 32 | 8 | N | Zero filled, right justified, implied decimal point. Use Pay Base flag (defined in setup common code) to get amount. |
Deduction sign | 40 | 1 | AN | Blank if positive. Sign ( - ) if negative |
TRA Deduction Amount withheld | 41 | 7 | N | Zero filled, right justified, implied decimal point. Check CDH Misc. code # (defined in setup common code) for value “TRA” from pay history for Pay period prompted for. If “TRA” then add to amount withheld. |
Transaction Type | 48 | 2 | N | Always 01 |
Payment Type | 50 | 2 | N | From pay history look at CDH Hour code Misc. Code # (defined in setup common code). Valid values are TRA1, TRA2, and TRA3 for payment types 1, 2, & 3. Need to have one record for each payment type. The deductions will be calculated by percent of total TRA salary for each pay type. |
Blank | 52 | 3 | AN | All spaces |
Blank | 55 | 2 | AN | All spaces |
Fiscal Year | 57 | 2 | AN | Prompt user. |
Pay Period Begin Date | 59 | 8 | N | Prompt user |
Pay Period end Date | 67 | 8 | N | Prompt user |
Payment Date (Check date) | 75 | 8 | N | Check date from pay period |
Employer Deduction Sign | 83 | 1 | AN | Blank if positive. Sign ( - ) if negative |
Employer Deduction Amount | 84 | 7 | N | Zero filled, right justified, implied decimal point. |
Filler | 91 | 186 | AN | Always Blank |
Record Length: 276 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 needs to have the TRA Demographic report (TD) and the TRA Payroll Report (TP) listed in the menu.
PYRERRMNTD Setup
The PYRERRMNTD 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 screen.
JCL
PYRERRMNTP Setup
The JCL for mask PYRERRMNTP 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 screen.