New Vision Paymate Payroll System

Minnesota PERA Exclusion Report

Avenu Insights & Analytics

130 Division Street Suite D

Waite Park, MN 56387

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Contents

Minnesota Annual PERA Exclusion Report ............................................................. 1

Introduction .......................................................................................................... 1

Electronic file submission is required. .................................................................. 1

Menu Access ....................................................................................................... 2

Two reports for the Exclusion Reporting. ............................................................. 4

Who is Included, How they are listed, When it is due .......................................... 5

Warning List ......................................................................................................... 5

Employee Setup for Excluded Employees ........................................................... 6

Auto Add Feature Maintenance for adding New Employees. ............................... 8

Terminated and Deceased Employee .................................................................. 9

Option 18 PERA Annual Exclusion Report .......................................................... 9

Download using IBM Client Access ................................................................... 11

Sample report: ................................................................................................... 16

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Minnesota Annual PERA Exclusion Report

Introduction

Minnesota Public Employees Retirement Association (PERA) requires a year-end report that identifies employees who are NOT participating in PERA. This format only includes the excluded employees.

Before printing this report, please refer to PERA for the latest documentation.

http://www.mnpera.org/

Information is found under Employers, Forms and Brochures, relating to Excluding Employees, Annual Exclusion Report. That documentation will provide the latest exclusion codes.

IMPORTANT:

This report must be run at year end, but of course can also be run for proofing at any time. For submission to PERA, it must be run AFTER the final full payroll cycle before any special payrolls for year-end adjustments or setting up for the New Year. The Year End Archive copy of Paymate Data has already been created, use that for the report BEFORE running any adjusts for W2s.

This report must include the “current” wages paid to non-participating employees during the last regular payroll of the year. This report also includes all Year to Date Salary paid.

Electronic file submission is required.

All agencies MUST submit a file generated by the software. The paper reports are for proofing and not to be submitted to PERA.

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Menu Access

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Two reports for the Exclusion Reporting.

Paymate provides two different options for the Annual PERA Exclusion reporting requirements. Options 18 and 20 will produce the same report with different file names. Option 20 has more selection criteria, as requested by some agencies.

At the end of each year you must run ONE of the options and submit the matching file to PERA on their ERIS web site. DO NOT attempt to send the paper proofing report. You must download the file that is created from the option.

Option 18 will produce file PR4CJP

Option 20 will produce file PR4CLP

DO NOT send both files. Run one report and submit. The two reports will generate exactly the same data in two different files.

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Who is Included, How they are listed, When it is due

The Annual PERA Exclusion Report is to include “all persons who worked during the … (calendar year for local governments) year.. But did not have pension contributions withheld from their salary”. This includes all employees and independent contractors currently employed and those who terminated service during the past year.

Employees who worked part of the year without contributing to PERA but who enrolled in PERA before the year ended will not be included. (Refer to PERA instructions for this and other exceptions.)

The Paymate software will exclude employees who have zero dollars gross year-to-date wages. This will prevent the accidental reporting of former employees who may still be on the “system” but who were not paid in the calendar year.

Inactive employees will be included so long as they meet all other requirements:

Year-to-Date Gross Pay is greater than zero

Qualified Pension data on the Employee General Information is No

A valid Exclusion Code is provided in PERA Demographics Maintenance

Each employee’s Year-to-Date gross wages are listed under a column labeled “Annual Salary”, for both salaried and hourly employees.

Employees are listed by Employee Last Name, Employee First Name within Exclusion Code order.

Refer to PERA information for the submission date.

Warning List

Two reports will be printed. One is the standard Exclusion Report to submit to PERA.

The second may be the exceptions to the Exclusion Report with the warning.

This exception may cover the following issues:

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• Employee has Qualified for Pension as No, Year-to-Date gross pay is > zero but the Exclusion Code is invalid or missing from Employee PERA Demographics. Not included in the report.

• Employee has Qualified for Pension as No, but Pension Withholding features are found and have Year-to-Date amounts are > zero. Not included in the report.

• Employee has zero dollars in Year-to-Date Gross Wages, regardless of the status of other fields. Not included in the report.

• Active employee has zero current Gross Pay. Employee may have not worked in the last payroll cycle and this is a valid situation. Employee will be included in the report.

Employee Setup for Excluded Employees

When adding a new employee to Paymate Payroll or changing an employee to Non-PERA employee the following should be reviewed:

1. Excluded employees must have No on the Qualified Pension. 2. Pension Number should be zero. (Not referenced for PERA.) 3. Exclusion Code must be entered on the Employee PERA Demographic

Maintenance. 4. Employee must/should not have a Pension Withholding feature.

Excluded employees must have No on the Qualified Pension.

Pension Number should be zero.

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Exclusion Code must be entered on the Employee PERA Demographic Maintenance. Refer to PERA information for valid Exclusion codes.

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Employee must/should not have a Pension Withholding feature

Auto Add Feature Maintenance for adding New Employees.

Paymate recommends setting up an Auto Add Feature Maintenance for Non-Pension employees with no pension features to be added during Employee Add.

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Terminated and Deceased Employee

When running the report, up to four status codes may be indicated for Terminated and Deceased employee. On Employee Maintenance - Employee Status - should be maintained to reflect this situation when necessary.

Use <F4> or click on Lookup is available on each to select user data.

Option 18 PERA Annual Exclusion Report

Payroll Code is an optional selection field. <F4> or click on Lookup is available on each to select user data.

Employer Code is a required selection field. <F4> or click on Lookup is available on each to select user data.

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Name of the Employer is required for the headings of the report.

Report Year is the year being reported and is required for the headings of the report.

Unit Number and Unique Code at least one is required. PERA will provide the six digit Employer code.

Deceased/Terminated Status Code: up to four codes may be entered. At least one

code is required. <F4> or click on Lookup is available on each to select user data.

Amounts to Print is the time frame to report. This is a required field. Current, Monthly, Quarterly, Yearly and Fiscal will be found on the Employee PAY Features. This is a mandatory field.

After making your selections, press <Enter> or click on and the Run Instruction screen will appear. Refer to Appendix section on "Submitting to Batch Processing" for a current sample message and detailed instructions.

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Download using IBM Client Access

Please review the Icon on your Desktop to be sure the following parameters are defined correctly. This process need only be done when creating the Icon for the first time.

The file Name in the top half of the icon MUST match the data library name and file name found on the Paymate media screen for this menu option.

System Name: is the name of the AS/400 and should default to the correct name.

File Name: is the name of YOUR data library being used to create the file. Your library name may be different and may reflect the end of the year data library. This library name MUST MATCH the name of the data library where the report options were run. This library name may change each year if running from the yearly backup copy.

“/” separates the name of the data library and the file name created by Paymate for reporting.

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PR4CJP is the name of the Paymate file created for submission.

Output Device: must be File.

File Name: C: is the location for placement of the PR4CJP file. This may be a location on the hard drive (C:\folder name\), to reference during the submission.

“\” separates the name of the file location and the name of the file for submission.

PERA######EXCLyyyy.TXT is the name of the file to reference during the Web submission. “######” is your PERA employer code and “yyyy” is the year being submitted.

After completing this screen, please click on the “Details” button to the right of “Output Device”.

Verify the screen has the above parameters.

Please click on the “Details” button to the right of File Type:

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This screen MUST have the options unchecked. (If you do not see this screen, your IT department must update IBM Client Access software running on your PC.)

After verifying the screen, click OK.

Click OK on the next screen.

Click on the Properties button, as highlighted at the top of the screen.

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Verify Convert CCSID is checked and click OK.

At this point, please save the changes made for the download definitions, as follows. If the Icon was already existing, click File, Save.

If creating a new icon,

Click File, Save As,

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Check the SAVE IN: This should read Desktop, not Private. If anything other than Desktop is displayed, use the down arrow to the right of the box, and click to display the Desktop.

File Name: is the name of the Icon. Enter a title that is easily recognized. DO NOT name it same name determined by the State. Click SAVE.

Now the icon will be available for future reference. Use the Transfer Data from AS/400 to move the file from the AS/400 to the PC currently being used.

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Sample report:

MINNESOTA PERA EXCLUSION REPORT PAGE 1

UNIT NUMBER: 1 2- 2 3- 3 4- 5 6- 6

NAME OF EMPLOYER: XXXXXXXXXXXXXXXXXXXXXXX

CONTRACT YEAR: yyyy

DATE PREPARED: 12/31/yyyy

HIRE STATUS SALARY

EXC SOC SEC INDIVIDUAL'S DATE @ YEAR ANNUAL LAST PAY PAY

CODE NUMBER AME END SALARY PERIOD CYCLE

001 455-99-2222 CINDY S LOCH 1/01/2001 WRK 110,030.00 12,006.00 BI-WK

101 185-42-6788 JACK G ORTH 1/01/1998 WRK 7,813.08 2,150.77 BI-WK

101 173-25-9811 THOMAS STROW 1/01/2004 WRK 4,807.70 961.54 BI-WK

105 494-07-9699 JODI A ARCMAP 8/31/2000 WRK 3,779.20 944.80 BI-WK