PERA Exclusion Report
According to Minnesota law, the school districts and local government units meeting the definition of a governmental subdivision must 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 https://mnpera.org/wp-content/uploads/Chapter-3.pdf#page=37.
Menu Path
From the Human Resources menu, select State. From the State menu, select PERA Exclusion Report.
Submission Period
School employers must submit this report to PERA at the end of the fiscal year.
Selection Rule
All the 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 Minnesota State Required page:
PERA Member ID
PERA Elig Date
Annuitant Type
PERA Position
PERA Pos Class
PERA Exclusion
Load Data
On the MN PERA Exclusion Report page, click 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.
Click Load, and then click Yes.
Click Yes to reload the data.
Save the load summary report and select OK.
Navigate to the folder containing the load summary report file.
Inspect the file. Update data if needed.
Repeat steps 1 through 9 until all required data is loaded.
Maintain Data
On the MN PERA Exclusion Report page, you can filter records, add the records manually, edit the loaded record, or delete a record before submitting the report.
To filter records, select an option from the list and enter or select a value.
To add a record, click Add Record. Refer to Field Descriptions and enter or select the required fields. Click Save, and then Yes.
To edit a record, click the ellipsis in the Actions column, then select Edit. Update the information and click Save.
To delete a record, click the ellipsis in the Actions column, select Delete, and then click Yes.
To download the records, click Download and select Download PDF or Download as an Excel Document option.
While downloading the records, click Yes to include the full SSN. Otherwise, click No.
Field Descriptions
Field | Description |
|---|---|
Exclusion Year | The exclusion year for the report. |
Employer Number | The identification number is given to the employer by PERA. You can get the employer number from the Human Resources Profile - State page. |
Employee Number | The employee number. Click the Lookup icon to search for and select an employee number. |
Exclusion Code | The exclusion reason code. The data is populated based on the EX user-defined code on the User Defined Table page. |
Social Security | The employee's social security number. The value is retrieved from the Employee Information page. |
Last Name | The employee's last name. The value is retrieved from the Employee Information page. |
First Name | The employee's first name. The value is retrieved from the Employee Information page. |
Middle Initial | The employee’s middle initial. The value is retrieved from the Employee Information page. |
Original Hire Date | The actual hire date of the employee. |
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. |
Employee Status | The status of the employee. Valid values:
|
Annual Salary | The annual salary of the employee. |
Last Paid Amount | The last amount paid to the employee. |
Pay Cycle | The pay cycle of the employee. Valid values:
|
Job Title | The job title of the employee. The value is retrieved from the Employee Information page. |
Create Report
To submit the report to the state authority, you must create the report file.
To create the report file:
On the MN PERA Exclusion Report page, click 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.Click Create, and then click Yes.
Save the file and click OK.
Navigate to the folder containing the report file.
Inspect the file. Update data if needed.
Update the data using the maintenance page. If you are updating the core or baseline data, reload the updated data.
Repeat the above steps until all the required data is included.
To create the electronic file:
Select Electronic File.
Click Create, and then click Yes.
Save the file and click 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
To correct setups or employee data, purge the existing records and reload the data.
On the MN PERA Exclusion Report page, click Purge.
Select the Exclusion Year.
Click Submit.
Click Yes, and then click OK.