PA Quarterly PSERS Report

Overview

The PA Quarterly PERS (Public Employee Retirement System) Report is a document that public employers in Pennsylvania must submit to the Pennsylvania Public School Employees' Retirement System (PSERS). This report includes detailed information about employee earnings, contributions, and other relevant data for the quarter.

Producing the State of Pennsylvania Retirement Report and File

To generate the State of Pennsylvania Retirement Report and File, follow these steps:

1. Invoke Mask: Use the mask PYRERRPAQR to start the process.

2. Data Extraction: This step extracts relevant data from Payroll Accumulators and creates a temporary work file.

3. Data Sorting and Report Creation: The extracted data is sorted and used to create the Quarterly PSERS Report and File. The file for submission to PSERS is named PSERSyyq, where yy represents the last two digits of the reporting year, and q represents the reporting quarter.

4. Clearing Monthly Status Codes: After generating the report and file, and submitting the file to PSERS, clear all monthly Status Codes by invoking the mask PYRERRPACS.

Notes

• Timing: Ensure that the report and file for the relevant quarter have been run and submitted to PSERS before clearing the Status Codes.

• Preparation for Next Quarter: Clearing the Status Codes prepares the system for the next quarter's reporting.

• Selection Criteria: If needed, apply selection criteria to limit the scope of employees affected by this process.

BusinessPLUS Setup

Common Code Setup

Common codes must be set up to define the source of various elements of the report and file. The common codes are category PYFG, values PY780PA and PY780PA# (where # is a sequential number from 1 through 9). That is, the first common code (required) is PYFG/PY780PA, followed by PYFG/PY780PA1, and then PYFG/PY780PA2, PYFG/PY780PA3, etc., as needed.

The common codes are all populated in the same general format:

• Numeric Values will contain a number, if needed, depending on the value being defined.

• Associated Code field will contain the NAME of the value being defined.

• Associated Description field may have one of the following four options:

1. The cluster and attribute name that will provide the value needed

2. Miscellaneous Code value(s) used to identify applicable CDHs

3. CDH number(s) of applicable contributions, deductions and/or hours

4. The actual value to be used

The order of these entries is not important, but all of them must be defined and the capitalized value name in the Associated Code field must be entered exactly as shown:

Cluster/Attribute Names

To obtain a complete list of employee master cluster/attribute names, follow these steps:

1. Invoke Mask: Use the mask PYREFLAT.

2. Respond to Prompt: When prompted with "Enter Cluster & Attribute ID's:", reply with EMPM@.

Handling Multiple Occurrences

Certain fields, such as EDUC and SKILL, can occur multiple times (each occurring 5 times, for example). To specify the desired occurrence, append the occurrence number to the attribute name. For instance:

• EMPM, EDUC4 refers to the fourth occurrence of the EDUC field in the employee master.

If no occurrence number is appended, the first occurrence is used by default.

CONTRIBUTION

Retirement contributions can be specified using one of two methods:

1. Using an Equal Sign:

• Enter an equal sign (=) followed by one or more 4-digit contribution, deduction, or hour numbers.

• If multiple numbers are entered, they should be comma-delimited.

• Example:

2. Using Miscellaneous Codes:

• Miscellaneous Codes identify retirement contributions and are separated by commas.

• The Numeric Value indicates the Misc Code box where the code can be found.

• Example:

Handling Multiple Values

• If retirement contributions have multiple values in a specific Miscellaneous Code box, use the following format:

Notes

• Multiple Entries: If more values need to be entered than fit in one description field, use subsequent entries with the appropriate Numeric Value and the word CONTRIBUTION in the Associated Code field to enter additional Miscellaneous Codes or CDH numbers.

• Capacity: The program accepts up to 100 miscellaneous values and up to 500 CDH numbers.

• Different Numeric Values: Multiple CONTRIBUTION entries can use different Numeric Values to point to different Miscellaneous Code boxes. For example, if some contributions have the value PSER in Misc. Code 3 and others have the value RTRM in Misc. Code 4, define two CONTRIBUTION entries to include all contributions.

• Example below:

EMPLOYER#

Specify the four-digit PSERS-assigned employer number in the Associated Description field of this entry.

NEW OR EXIST

The cluster/attribute specified in the Associated Description field indicates which employee master field contains the New or Existing classification. If the cluster/attribute points to a date field (e.g., EMPM.HDT, employee hire date), that date is compared to July 1, 1994, to determine whether the employee is classified as New (on or after this date) or Existing (before this date).

RETIRE PB

The numeric value of this entry indicates which pay base (out of the 42 available) will be used to report the pay (salary/wages) for each month within the reporting quarter. This is typically pay base 7 (retirement).

SERVICE DAYS

The Numeric Value and Associated Description fields of this entry (or multiple entries, if needed) are used similarly to the CONTRIBUTION entry described above. All hours identified in this manner are used to accumulate the Annual Service Days reported in the 2nd Quarter report and file. Service Days are only reported for employees identified as Salaried through the SERVICE TYPE field, described below.

SERVICE HB

The numeric value indicates which hour base (out of the 42 available) will be used to report Annual Service Hours in the 2nd Quarter for members paid on an hourly basis (see SERVICE TYPE, described below). This is typically HB 16.

SERVICE TYPE

The cluster/attribute specified for this entry indicates whether an employee is to be treated as Hourly or Salaried. Hourly employees will use the specified Service Hour Base to report their Annual Service Hours. Salaried employees will use the Service Days accumulators to report Annual Service Days.

STATUS CODE1, STATUS CODE2, STATUS CODE3

The specified cluster/attributes for these entries indicate the corresponding field in the employee master that will supply the Status Code for each of the three months being reported during a quarter. Status codes are only required when there is a change in the employee's status within the month being reported. Valid status codes include: E, C, P, U ,S, OR X. If multiple statuses occur within a month, the last applicable status should be entered for that month.

All three status codes may be entered in one field of the employee master, but the user must then indicate (through the use of the Numeric Value field) in which position of the field to find each Status Code. For example, if the three monthly status codes are all in the first three consecutive positions of the fourth EDUC field of the employee master, enter the following:

Employee Setup

Employee Master fields that are referenced (through their / name) must be populated with the appropriate value that this program is looking for, if the report and file are to be accurately generated.

Employer Setup

The Employer Number (four-digit identifier assigned by PSERS for reporting purposes) should be entered in the Associated Description field of the common code entry named EMPLOYER#, described above.

The employer name and address and contact name printed on the report is retrieved from the appropriate fields of the PY Entity Definition (PYUPGN) page.