PERA Demographics and Contribution Reports Extract (Minnesota)

PATH: Human Resources > Reports > PERA Extracts

The PERA Demographics and Contribution Reports Extract collects data regarding all staff members within the district who are eligible for Public Employees Retirement Association of Minnesota (PERA) benefits.

 
 Image 1: PERA Demographics and Contributions Reports Extract Editor 

Electronic Enrollment

The PERA Demographic record must be submitted to enroll members in PERA when any of the following occur:

  • An employee newly hired, or a former employee rehired, into a position in which he/she is immediately qualifies for PERA coverage.
  • A staff member currently employed who was previously ineligible for PERA coverage but now meets the eligibility requirements.
  • An employee who changed positions resulting in the transfer of coverage from one PERA plan to another.
  • An employee who changed his/her coverage from another Minnesota retirement system to PERA.

Report Logic

Report Logic is broken down into Enrollment, Status Changes and Demographic Changes since a change in each of these categories will cause a record to report. A Retirement Organization of PERA, along with an Eligibility Date before the dates entered on the extract editor are required for staff members to be reported regardless of which criteria they meet.

Enrollment

  • Staff members who have a retirement record with PERA selected as their retirement organization, have an account number, and have an Eligibility Date between the Snapshot and Previous Snapshot Dates entered on the extract editor report.

Status Changes

  • If a Termination Date, a Leave Date, or a Hire Date (with the exception of a Hire Status of 00 or 20) is found between the Snapshot Date and the Previous Snapshot Date, a record reports.

Demographic Changes

  • If the staff member has an identity Effective Date between the date range entered in the extract editor, a record reports if any of the following has changed:
    • First Name
    • Last Name
    • Middle Name
    • Suffix
    • Birth date

Report Editor Options

Field

Description

Extract Type

The type of extract to be generated. PERA Demographics must be selected for this extract.

Snapshot Date

The date on which the date range begins. Dates are entered in mmddyy format or may be entered by clicking the calendar icon and selecting a date.

Previous Snapshot Date

The date on which the date range ends. Dates are entered in mmddyy format or may be entered by clicking the calendar icon and selecting a date.

Enrollment / Status Change

Enrollment: When selected, the Enrollment report logic applies generating records for employees meeting the criteria.

Status Change: When selected, the Status Changes and Demographics Changes logic is applied generating records for employees meeting the criteria.

Format

The format in which the report generates. Chose State Format (Fixed width) when submitting to the state, otherwise select either CSV or HTML to review data prior to submission.

Generating the Report

  1. Select the Extract Type. PERA Demographics should be selected for this report.
  2. Enter a Snapshot Date.
  3. Enter a Previous Snapshot Date.
  4. Select the appropriate radio button: Enrollment or Status Changes.
  5. Select the desired Format.
  6. Click Generate Extract. The extract will appear in the selected format.


 Image 2: PERA Demographics Extract - State Format(Fixed width) 


 Image 3: PERA Demographics Extract - CSV 


 Image 4: PERA Demographics Extract - HTML 

Report Layout

Element

Description

Type, Format and Length

Campus Database

Campus Location

Transaction Code

The Transaction Code for reporting demographic data. Reports as 42.

Alphanumeric, 2 characters

Not Dynamically Stored

Not Dynamically Stored

Employer Number

The unique identifier assigned to the employer.

Numeric, 6 characters

HrRetirement.hrRetirementID

Human Resources > District Master > Employer Retirement Number

Plan ID

The code assigned to distinguish the type of retirement plan.

Alphanumeric, 20 characters

HrRetirement.planType

Human Resources> Personnel > Personnel Master > HR General Information > Retirement Information > PERA

Social Security Number

The staff member's Social Security Number.

Numeric, 9 digits

HrDemographics.ssn

Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number

Last Name

The staff member's last name.

Alphanumeric, 30 characters

HrDemographics.lastName

Human Resources > Personnel > Personnel Master > HR General Information > Last Name

First Name

The staff member's first name.

Alphanumeric, 30 characters

HrDemographics.firstName

Human Resources > Personnel > Personnel Master > HR General Information > First Name

Middle Initial

The staff member's middle initial.

Alphanumeric, 1 character

HrDemographics.middleName

Human Resources > Personnel > Personnel Master > HR General Information > Middle Initial

Title Following Name

The suffix to the staff member's name.

Alphanumeric, 4 characters

HrDemographics.suffix

Human Resources > Personnel > Personnel Master > HR General Information > Suffix

Hire Date

The date on which the employee is to begin work in his/her current position.

Date Field, 8 characters

CCYYMMDD

HrEmplyment.startDate

Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates > Hire Date

Eligibility Date

The date on which the employee became eligible for PERA.

Date Field, 8 characters

CCYYMMDD

HrRetirement.eligibilityDate

Human Resources > Personnel > Personnel Master > HR General Information > Retirement > Eligibility Date

Exclusion Code

The code indicating why the employee was not eligible for PERA upon hire.

Alphanumeric, 3 characters

HrRetirement.eligibilityCode

Human Resources > Personnel > Personnel Master > HR General Information > HR General Information > Retirement > Exclusion Code

Member Employment Status

The code reflecting the member's status. This field is determined by the categorical report logic as follows:

Alphanumeric, 2 characters

HrEmployment.hireStatus
HrEmployment.exitReason
HrLeaveEvent.stateLeaveCode

Human Resources > Personnel > Personnel Master > HR General Information > Employment Dates > Hire Date

Human Resources > Personnel > Personnel Master > HR General Information > Hire Status/Termination Date/State Leave Code

Member Employment Status
Effective Date

The date on which the member's status became eligible for PERA. This field is determined by the categorical report logic as follows:

  • Enrollment: Eligibility Date reports
  • Status/Demographics Change: Date on which the status change occurred reports.

Date Field, 8 characters

CCYYMMDD

HrDemographics.hireDate
HrDemographics.termination
Date
HrLeaveEvent.startDate

Human Resources > Personnel > Personnel Master > HR General Information > Retirement > Eligibility Date

 

Position Code

The code reflecting the member's position.

Reports as OTHR.

Alphanumeric, 4 characters

Not Dynamically Stored

Not Dynamically Stored

Position Class

The code reflecting the member's position classification.

Alphanumeric, 2 characters

HrDemographics.code

Human Resources > Personnel > Personnel Master > HR General Information > Status

Job Title

The member's position title.

Alphanumeric, 30 characters

HrWorkAssignment.
positionCode

Human Resources > Personnel > Personnel Master > Work Assignment > Position Code

Birth Last Name

The member's last name at the time of birth.

Reports blank.

Alphanumeric, 30 characters

Not Dynamically Stored

Not Dynamically Stored

Sex

The member's gender.

Alphanumeric, 1 character

M/F

HrDemographics.gender

Human Resources > Personnel > Personnel Master > HR General Information > Gender

Date of Birth

The member's date of birth.

Date Field, 8 characters

CCYYMMDD

HrDemographics.birthdate

Human Resources > Personnel > Personnel Master > HR General Information > Birth Date

Address Attn.

The person in which attendance correspondence must be sent.

Reports blank.

Alphanumeric, 30 characters

Not Dynamically Stored

Not Dynamically Stored

Address 1

The member's address line one.

Alphanumeric, 40 characters

HrHLAddress.street

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Address

Address 2

The member's address line two.

Alphanumeric, 40 characters

HrHLAddress.street

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Address

City

The city in which the member resides.

Alphanumeric, 20 characters

HrHLAddress.city

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Address > City

State

The state in which the member resides.

Alphanumeric, 2 characters

HrHLAddress.state

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Address > State

Zip Code

The zip code of the city in which the member resides.

Numeric, 5 digits

HrHLAddress.zip

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Address > Zip

Zip + four

The four additional digits attached to the zip code of the city in which the member resides. 

Numeric, 4 digits

HrHLAddress.zip

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Address > Zip

Filler

 N/A

N/A

N/A

N/A

Hire Status Codes

Code

Description

Mapping

00

Not newly Hired

NULL

01

Newly Licensed Staff

N

02

Staff returning to profession after a break in service

A

03

Transferred from another public school system in Minnesota

N

04

Transferred from school in another state, country or a non-public school

N

05

Newly Licensed Staff (out-of-state or country graduate)

N

Exit Reason Codes

Code

Description

Mapping

30

Intra-District transfer from a licensed position to a non-licensed position

T

46

Staff Reduction

L

47

Personal Reasons

T

49

Retirement

T

50

Death

C

51

Educator in Another District

T

52

Educator in Another State of Outside U.S.

T

54

Other Educational Occupation

T

57

Not Offered Reemployment for Reasons Other Than Staff Reduction

T

60

Unknown / Other

T

State Leave Codes

Code

Description

Mapping

10

Family Leave

M

12

Workers Compensation

W

14

Legislative Leave

P

16

Voluntary Leave

P

18

Part-time teacher program

P

21

Maternity / Paternity / Adoption

K

22

Illness

M

23

Personal Obligations / or Other

P

24

Travel

P

25

Professional Growth

P

26

Military Service

X

28

Extended Leave / Alternative Career Exploration / Sabbatical

W