PERA Exclusion Report
According to Minnesota law, school districts and local government units that meet the definition of a governmental subdivision are required to submit an Annual Exclusion report to PERA. The report aims to list all employees and elected or appointed non-governing body public officials who do not have coverage in a PERA retirement plan or another statewide system, such as TRA or the Minnesota State Retirement System. After receiving the exclusion report, the PERA reviews the report and may contact the employer with questions about a person’s exclusion from membership in a PERA Defined Benefit Plan.
For more information, you can refer to the Annual Exclusion Reports section in the PERA Employer Manual.
Menu path
From the Human Resources menu, select State. From the State - MN menu, select PERA Exclusion Report.
Submission period
At the end of the fiscal year.
Selection rule
Employees and non-governing body elected officials who worked any amount during the fiscal or calendar year and did not have pension deductions withheld from their earnings are selected and reported.
Prerequisites
Enter the PERA Employer Number on the Human Resources Profile - State page.
Enter valid values in the following fields on the Payroll Information - State Required page:
PERA Member ID
PERA Elig Date
Annuitant Type
PERA Position
PERA Pos Class
PERA Exclusion
Load data
Use the MN PERA Exclusion Report - Load page to specify the criteria for loading the required data for the report.
On the MN PERA Exclusion Report page, select Load.
In the Load Criteria section, select the Exclusion Year from the list.
In the Fiscal Year Start field, select the exclusion year start date.
In the Fiscal Year End field, select the exclusion year-end date.
Select Load, and then Yes.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report file and select OK.
Navigate to the file location.
Inspect the file. Refer to Maintain data and update the data if needed.
Repeat these steps until all required data is loaded.
Maintain data
If errors are encountered during the Load data process, you can correct the source data on the <name> form of the <name> page. After corrections, you must purge and reload the data.
PowerSchool recommends that you correct the report’s source data that is retrieved from the Core application.
On the MN PERA Exclusion Report page, you can filter records using filter criteria. To enter filter criteria:
Select an option in the first field.
Select or enter a value.
Select Add if the button is enabled.
Refer to Search for records for more information.To add a record, select Add Record. Refer to the Field descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the ellipsis in the Actions column and then select Edit. Update the information and select Save.
To delete a record, select the ellipsis in the Actions column, select Delete, and then select Yes.
To download the information, select Download, and then select Download PDF or Download as an Excel Document.
Field descriptions
The following table describes the fields on the MN PERA Exclusion Report Information form of the MN PERA Exclusion Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Exclusion Year | The calendar or fiscal year of the report. | Valid values are 2014 and later. |
Employee Number | The employee number. Select Lookup to search for and select an employee number. This field is view-only. | The field value is retrieved from the Employee Number field on the Employee Information page. |
Exclusion Code | The exclusion reason code. | Valid values:
The field value is retrieved from the PERA Exclusion field on the Payroll Information - State Required page. This field value overrides the PERA Exclusion field value on the Payroll Information - State Required page. The values in the drop-down list are retrieved from the User Defined Table EX. |
Social Security | The employee's Social Security number. This field is view-only. | The field value is retrieved from the Social Security field on the Employee Information page. |
Last Name | The employee's last name. | The field value is retrieved from the Last Name field on the Employee Information page. This field value overrides the Last Name field value on the Employee Information page. |
First Name | The employee’s first name. | The field value is retrieved from the First Name field on the Employee Information page. This field value overrides the First Name field value on the Employee Information page. |
Middle Initial | The employee’s middle initial. | The field value is retrieved from the Middle Name field on the Employee Information page. This field value overrides the Middle Name field value on the Employee Information page. |
Original Hire Date | The actual hire date of the employee. | The field value is retrieved from the Original Hire field on the Employment tab of the Employee Information page. This field value overrides the Original Hire field value on the Employment tab of the Employee Information page. |
Last Hire Date | The original hire date or the latest hire date. The date may differ from the original if the employee quit and rejoined later. | The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. This field value overrides the Hire Date field value on the Employment tab of the Employee Information page. |
Employee Status | The status of the employee. | Valid values:
The field value is retrieved from the Status field on the Terminate Employee page. This field value overrides the Status field value on the Terminate Employee page. |
Annual Salary | The employee’s annual salary. | The field value is retrieved from the Total Gross - Year field on the Earnings tab of the Employee Information page. This field value overrides the Total Gross - Year field value on the Earnings tab of the Employee Information page. |
Last Paid Amount | The last amount paid to the employee. | The field value is retrieved from the employee’s Check History. This field value overrides the employee’s Check History field value. |
Pay Cycle | The pay cycle of the employee. | Valid values:
The field value is retrieved from the Pay Frequency field on the Payroll tab of the Employee Information page. This field value overrides the Pay Frequency field value on the Payroll tab of the Employee Information page. |
Job Title | The job title of the employee. | The field value is retrieved from the PERA Job Title field on the Payroll Information - State Required page. This field value overrides the PERA Job Title field value on the Payroll Information - State Required page. |
Create file
On the MN PERA Exclusion Report page, select Report.
Select the Exclusion Year.
Create a hard copy of the report to verify data before you create the electronic file:
Select Hard Copy.
Select PDF or Excel.
If you have the security permission to review the entire Social Security number (without masking) and want to include it, select Print Full Social Security Number.
The required access privileges are granted by assigning the appropriate security resource.Select Create and then select Yes.
Save the file and select OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select Create, and then Yes.
Save the file and select OK.
The default file name is <PERAX><PERA Employer Number><Exclusion Year>.txt. For example, PERAX1308002019.txt.
For information about file layout, refer to PERA Exclusion Report - File Layout and Data Mapping.
Purge data
If you need to correct setups or employee data, purge the existing records and reload the data.
On the MN PERA Exclusion Report page, select Purge.
Select the Exclusion Year.
Select Submit.
Select Yes, and then OK.