Oregon PERS

Overview

The Oregon PERS process produces the standard Oregon Public Employees Retirement System report and file.

BusinessPLUS Setup

CDH Miscellaneous Codes Setup

Each CDH that is involved in PERS reporting needs to be identified by one of the following Miscellaneous Codes. You may specify which Misc Code to use (1-8) by the common code settings shown below.

Wages

Misc Code	Description
OR01	Wage Code 01
OR04	Wage Code 04
OR05	Wage Code 05
OR05	Wage Code 06 (Note: Use “OR05” for both wage codes “05” and “06”). For negative adjustments, the timecard entries will be negative. The report process will convert the Wage Code to “06” and switch the sign to positive for both hours and dollars.
OR07	Wage Code 07
OR08	Wage Code 08
ORXX	Use an EMPM attribute specified in Common Codes to retrieve the Wage Code.
ORVC	Lump Sum Vacation Payoff

Deductions

Misc Code	Description
ORPT	PERS Pre-Tax
ORAT	PERS After-Tax
ORUN	Unit Contributions

Contributions

Misc Code	Description
ORPT	Employer Paid Pre-Tax
OREM	Employer Matching IAP Amount

Other HRS

To make prior-period adjustments to Deduction and Contribution amounts, you will need to set up special hour codes for timecard entry in order to provide a date associated with the prior period. Use the below Misc Codes.

Misc Code	Details
ORD1	Adjust PERS Pre-Tax (deduction) amounts for a prior period.
ORD2	Adjust PERS After-Tax (deduction) amounts for a prior period.
ORD3	Adjust Unit Contribution (deductions) for a prior period.
ORC1	Adjust Employer Pre-Tax (contribution) amounts for a prior period.
ORC2	Adjust PERS After-Tax (contribution) amounts for a prior period.

Common Code Setup

Common codes must be properly set up prior to running this process. Required common code settings are outlined below.

EMPM Attributes

Wherever “EMPM attribute” is indicated below, enter the attribute from the Employee Master record that holds the value to be reported. (Example: EMPM.UNIT would indicate that the value in the Employee Bargaining Unit is to be used.) For attributes having multiple occurrences, the user may specify a numeric subscript after the attribute, such as “EMPM.SKILL3”. To see a full list of these attributes, run mask PYREFLAT and request a listing for EMPM@. Other examples are attributes MNUM, MLCHR and MSCHR.

PYFG/782OR01

Short Description: Set to one of the following debug levels:

DEBUG – activates a basic debug level showing basic process information

DEBUG2 – activates more detailed debug. This level will show values for EMPM attributes based on Common Code settings.

DEBUG3 – shows debug related to storing and retrieving the archive demographic data.

Medium Description: Two optional settings here are designed to let users make corrections to the Archive Demographic data that is stored in the retirement records. Archive data is written to the database for new hires and for specific changes to employee data. If that Archive Data is wrong, it may be necessary to correct it. Set to “CLEAR-ARCHIVES” to delete all demographic archive data and re-create the initial archive record for each employee in the selected list. Run the process for the timeframe in which the initial records should be created and run in Report-Only mode to effect the changes. Another setting, “WRITE-ARCHIVES”, is used to write out new Archive Demographic records for a specific reporting period. Again, run the process in Report-Only mode. This option will write records for new hires and for changes, but does not delete any data. To re-create archive data over multiple reporting periods, you must run the process for each period in order.

Two additional optional settings limit the files to only one detail record type: Set to “DTL1-ONLY” to create a file of only Demographic records, or set to “DTL2-ONLY” to create a file of only Wage records.

Associated Numeric Values

1: Set to a pay base number for PERS Gross Pay (defaults to pay base 2).

Associated Codes

1: PERS Employer Number (5-digit number, assigned by PERS). If the user is reporting as multiple employers, set Code 1 to “GENM” and put each Employer Number on the PY Entity Definition (PYUPGN) record in the 4th SID (State ID #) field.

2: EMPM attribute for Estimated Leave End Date.

3: EMPM attribute for PERS Job Class Code.

4: EMPM attribute for FTE Hours Code.

5: EMPM attribute for Average OT Hours Code.

Associated Descriptions

1: Set to “USE-LEAVE-DT” to activate an option to pull Hire Date from the Leave Date field. If the Leave Date field is blank, the process will revert to the Hire Date field. This option is intended to provide for the reporting of re-hired employees (especially returning retirees) without having to change the original Hire Date.

For any of the EMPM attributes specified, items taken from numeric fields may require an edit code to interpret the numeric value. Set the last two characters of the Assoc-Code field to N0 – N5 to indicate decimal precision.

PYFG/782OR02

Short Description: First letter of file name (file name will be this letter + pay period ID).

Associated Codes

1: EMPM attribute for Contract # Months.

2: EMPM attribute for Site Dist. Code (this is an optional sorting code).

3: EMPM attribute for “XX” Wage Codes (use if the wage code is stored on the Employee rather than the CDH).

4: Place “UNIXREMLABEL” here to remove the file label on UNIX.

5: Employer matching percentage (1-digit value 1 – 6).

PYFG/782OR03

Associated Numeric Values

1: Contribution Misc. Code Used (set to 1-8 to identify which Misc Code is used).

2: Deduction Misc. Code Used (1-8).

3: Hour Misc. Code Used.

Associated Codes

1: EMPM attribute for Alternate Leave Date (optional).

2: EMPM attribute for Alternate Term Date (optional).

3: EMPM attribute for Non-Subject Indicator. This identifies an attribute used to mark an employee as Non-Subject status (waiting time). Mark those employees with “NS” for any reporting period in which their wages are to be reported as Non-Subject.

Running the Extract

The extract process is run using the mask PYRERROR.

Report Date
This date is written to the PERS Header Record.

Target Payroll Period as YYcclll (YY=Yr, cc=Cycle, lll=No)
This is the reporting period.

Begin/End Dates
Enter Begin/End date range indicating which additional pay periods to include in the report. All periods with Check Dates in the range will be included.

How would you like to run the report
Enter “RO” for report-only, or “RT” for report and file output.

Do you wish to include information from unpaid history records?
Enter “Y” to include “WP” history records. (Note: Including “WP” records will force the Report-Only option.)

How would you like employees selected?
Standard PY selection criteria.

Would you like Totals only on the report?
Select this option to print report totals only. A complete detail file is built in either case.

File Records Produced

Header Record

A single header record will exist as the first record in the file.

Record Item	Description
Section Id	Set to “HEAD”.
Employer Number	Specified in a common code associated with the process.
Employer Name	Taken from the PY-GEN-MSTR (PYUPGN) record.
Pay Date	Check Date for the pay period. (MMDDCCYY format).
Date Created	Date the process is run (MMDDCCYY format).
Service Center Code	Not used. Leave blank.
Service Center Name	Not used. Leave blank.

Demographics Record (Detail 1)

A single Demographics Record will be produced for each employee in the file. This record includes employee name, SSN and address information along with additional employee level information. This record will identify certain changes that are to be reported. According to PERS, it is ok to send this information each reporting period, as long as change-sensitive items (Name Change Indicator, Old SSN, etc.) are only populated for actual changes.

Record Item	Description
Section Id	Set to “DTL1”.
Employer Number	Specified in a common code.
SSN	From employee master record.
Old SSN	From prior period’s extract file. Blank if not changed.
Last Name	From employee master record.
First Name	From employee master record.
Middle Name	From employee master record.
Name Change Indicator	Based on period-to-period comparison. “Y” if changed. Blank otherwise.
Date of Birth	From employee master record.
Gender	From employee master record.
Address (-1, -2, -3)	From employee master record.
City	From employee master record.
State	From employee master record.
Zip1	From employee master record.
Zip2	From employee master record.
Province	From employee master record.
Country Code	From employee master record.
Postal Code	From employee master record. Only required of non-US addresses.
Job Status Code	Stored in Employee Associated Detail record in the following format. Assoc-Cd Assoc-Desc PERSnn MMDDCCYY Where the ‘nn’ specifies the PERS member Status Code and the date represents the date the status became effective.
Job Status Date	Stored in Employee Associated Detail record in the following format. Assoc-Cd Assoc-Desc PERSnn MMDDCCYY Where the ‘nn’ specifies the PERS member Status Code and the date represents the date the status became effective.
Unused Sick Leave Hours	Sick Leave balance taken from Hour Base 8.
Memo Text Field	User-defined notes (Optional; not used)
Each of the following coded values will be stored as EMPM attributes. Each client decides which attributes to use. (Specific attributes identified by common code as above.)
Estimated Leave End Date	Date that an employee on leave is expected to return.
PERS Job Class Code	2-character code for the PERS classification an employee is hired into. Required for New Hires only.
FTE Hours Code	3-character code for FTE classification. Required for New Hire School Employees only.
Average OT Hours Code	2-character code indicating Average Overtime classification. Required for New Hires only. Otherwise blank.
Contract Number of Months	2-digit number representing school contract months worked. Required for School Employees only. Otherwise “00” (two zeros).
Site Distribution Code	User-defined location code to control the sort order on Annual Employee Statements. This code is optional. Up to 15 characters.

To identify changes that must be reported, the process will write necessary demographic information to a table in Payroll (pyu-utl-dtl). The records will be stamped with Check Date from the reported pay period. On subsequent runs, where the new period check date is higher than the stored date, a comparison will be made to determine if changes need to be reported.

Name changes will result in the Name Change Indicator being set. SSN changes will result in the Old SSN field being populated. Status Changes will be noted by a Job Status Date falling within the Pay Period dates. If the Job Status matches the prior period’s Job Status, it will be set to “00” indicating no change. Files will be named ‘Rnnnnnnn’ according to the pay period for which the process is run. For example, for period 1701001, the file will be named ‘R1701001’. Files may be retained as long as needed. The user may specify an optional prefix letter (“R” will be the default if not otherwise specified). See common codes for more details.

Wage and Service Record (Detail 2)

The Wage and Service Record includes transaction information for each employee for the period. There may be multiple records for each employee if the employee has multiple wage codes. Wage codes are derived based on the Misc Code assigned to the CDH. An option is available for the regular wage codes (not Retro or Prior Period Adjustment wage codes) to be taken from a user-specified EMPM attribute. The CDH codes using this option will have “ORXX” in the Misc Code field.

Retro and Adjustment wage codes require a prior period pay date. The extract process will read pyh-hst-dtl (Payroll History) records initially, but if adjustments or retro codes are found, the process must read the SYSTM timecard records to get appropriate dates for those wage codes. For that reason, all retro and adjustment transactions must be recorded as Hour Codes and entered as Daily Timecard records with the correct pay date for the transactions. The standard Contract Retro utility process does record Retro Pay by pay period using a date for each retro period.

Specific items in the record are defined as follows:

Record Item	Description
Section Id	Set to “DTL2”.
PERS Employer Number	Same as in Demographics Record. Set in common code.
SSN	From employee master record.
Last Name	From employee master record.
First Name	From employee master record.
Pay Date	Check Date for the pay period. (MMDDCCYY format)
Hours Worked (Regular)	Total hours for the period that touch Regular Hour Base (HBS 2).
Hours Worked (Overtime)	Total hours for the period that touch Overtime Hour Base (HBS 3).
Wage Code	2-digit wage code associated with those CDH’s having a corresponding Misc Code (see below). Note: Wage codes for prior period adjustments (05 and 06) are represented by the same Misc Code, “OR05”. The extract process will recognize negative adjustments by the sign, set the wage code to “06” and report the hours and dollars as positive.
Subject Salary (Regular)	Total regular dollars paid in the period into the Retirement Pay Base (PBS 7). These hour codes are identified as those affecting Pay Base 7 and Hour Base 2. Round to whole dollars.
Subject Salary (Overtime)	Total overtime dollars paid in the period into the Retirement Pay Base. These hour codes are identified as those affecting Pay Base 7 and Hour Base 3. Round to whole dollars.
Gross Salary	Gross Pay Base (PBS 2) amount for the period. Round to whole dollars.
Non-Subject Salary	Total dollars paid in the period that do not touch the Retirement Pay Base (PBS 7). This number should exclude “waiting-time” salary. Round to whole dollars.
Lump-Sum Vacation Payoff	Salary paid as a lump-sum for vacation balances based on CDH Misc Code.
Member Paid After Tax Contribution (MPAT)	After tax PERS deductions, identified by Misc Code.
Member Paid Pre Tax Contribution (MPPT)	Pre-tax PERS deductions, identified by Misc Code.
Unit Contribution	Total dollars deducted under special CDH marked with corresponding Misc Code.
Employer Paid Pre-Tax Contribution	Pre-tax employer contributions, identified by Misc Code.
Employer Matching Pct (IAP)	Optional IAP percentage specified in common code.
Employer Matching Contribution (IAP)	Employer contributions, identified by Misc Code.
PERS Job Class Code	Derived from an EMPM attribute (see Demographics Record). Only report if this represents a change.
FTE Hours Code	Derived from an EMPM attribute (see Demographics Record). Only report if this represents a change.
Average OT Hours Code	Derived from an EMPM attribute (see Demographics Record). Only report if this represents a change.
Job Grade Start Date	Period Begin Date. Only report if the Job Grade (combined codes for Job Class, FTE Hours Code and Avg OT Hours Code) has changed. In other words, the date will be set only if any of the 3 codes has changed.
Site Distribution Code	Same as on Demographics Record. Optional field.
Memo Field	Not used. Leave blank.

Footer Record

The Footer Record is a single, final record in the file.

Record Item	Description
Section Id	Set to “FOOT”.
Employer Number	Specified in a common code associated with the process.
Employer Name	Taken from the PY-GEN-MSTR (PYUPGN) record.
Total Detail Records	Total count of all Demographics Records and Wage and Service Records.