PERA Retirement - Demographic Report

For the PERA Retirement - Demographic report, the default file name is PERAD, followed by PERA Employer Number, and check date_Date time stamp (usually the EST time zone) on when the report was generated in DDMMYYYY_hhmmss.sdr. For example, PERAD13080009192018_10132023_071318.sdr.

The following table outlines the Minnesota PERA retirement demographic report field names, descriptions, data type, length, and position.

Position	Field Name	Description	Data Type	Data source or Valid value	Required
1-2	Transaction Code	The transaction code.	Numeric	The valid value is 42.	Required
3-8	Employer Number	The employer’s unique identifier number assigned by PERA, where the first four digits represent the main PERA-assigned ID number, and the last two digits are the suffix code. The Employer Number must exist in the system (assigned by PERA), and the employer must be eligible to participate in reported plans. If reporting a name change or an employment status change other than N, the associated member must have an active employment record for the reported Employer Number.	Numeric	The value is retrieved from the PERA Employer Number field on the Human Resources Profile - State page.	Required
9-10	Plan ID	The employee’s PERA plan. The CAMI system will check the validity of specific plans reported for employees. For example, employees reported under the Exempt Plan of 99 will be valid only if PERA’s system indicates that the individual is receiving a retirement or disability benefit.	Numeric	Valid values: 01 = Basic 02 = Coordinated 03 = Police and Fire 07 = Privatization 11 = Correctional 14 = DCP Ambulance 15 = DCP Physician 16 = DCP Elected Official 17 = DCP City Manager 99 = Exempt Re-employed PERA Benefit Recipient The value is retrieved from the PERA Plan field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required
11-19	Social Security Number	The employee’s social security number. This must be the valid Social Security Number for the named employee as shown on the person's Social Security card. An SSN reported with all zeroes will result in the transaction receiving an error status and may result in a refund to the employer. If a member is inactive for the reported plan and employer, the member must be enrolled in the plan before PERA will receive contributions on the member’s behalf. Members are enrolled through the enrollment process, separate from the contribution reporting process.	Numeric	The field value is retrieved from the Social Security field on the Member tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required
20-49	Last Name	The employee’s last name as maintained in the employer's records. PERA will not update a member’s record to reflect a new name unless the employer reports the change in name in this Demographic data record. A name reported in the Detail Contribution Transaction record will not initiate a name change. If reporting a name change, the member must have an active employment record for the reported Employer Number and Plan ID for PERA to change its records.	Alpha-numeric	The field value is retrieved from the Name field in the General section of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required
50-79	First Name	The employee’s first name as maintained in the employer's records. PERA will not update a member’s record to reflect a new name unless the employer reports the change in name in this Demographic data record. A name reported in the Detail Contribution Transaction record will not initiate a name change. If reporting a name change, the member must have an active employment record for the reported Employer Number and Plan ID for PERA to change its records.	Alpha-numeric	The field value is retrieved from the Name field in the General section of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required
80-80	Middle Initial	The employee’s middle initial as maintained in the employer’s records.	Alpha-numeric	The field value is retrieved from the Name field in the General section of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required
81-84	Title Following Name	The employee’s name suffix. This must reflect the member’s name as maintained in the employer’s records. Do not use this field for titles such as Miss, Mr., or Mrs.	Alpha-numeric	The field value is retrieved from the Suffix field on the Employee Information page.	Required
85-92	Most Recent Hire Date	The employee’s most recent hire date. For new employees, this is the original hire date; for employees who worked for you previously, this must be the most recent rehire date (not the original hire date). PERA compares the Hire Date reported to the Eligibility date if reported, and the Demographic Data Record will be suspended when the Hire Date is after (greater than) the Eligibility Date. Members reported with only the Hire Date must fall within the pay coverage dates of the member’s first deduction as reported in the Detail Contribution Transaction Record. The format is YYYYMMDD.	Date	The field value is retrieved from the Hire Date field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only if enrolling an employee. Otherwise, leave it blank.
93-100	Eligibility Date	The PERA eligibility date of the employee.	Date	The field value is retrieved from the Eligibility Date field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only if enrolling an employee. Otherwise, leave it blank.
101-103	Exclusion Code	The employee’s PERA exclusion code. An exclusion code must be reported when enrolling a member with an eligibility date more than 30 days after the Hire Date.	Numeric	Valid values: 001 = Full-time student under the age of 23 002 = TRA annuitants who have resumed teaching service 003 = Receiving PERA retirement or disability benefit 004 = Foreign citizen 005 = Federal service exclusion 006 = Degree or residency program 007 = Student internship 008 = Patient and inmate personnel 010 = Pension coverage prohibited = federal/state grant 011 = Person has supported employment/work-study position 012 = Trades workers excluded in PERA law 101 = Persons hired to temporary positions (< 6 months) 102 = Emergency enployee 103 = Part-time teaching service 104 = Paid on-call/volunteer ambulance personnel 105 = Election officials (judges) 106 = Persons hired to fill seasonal positions 108 = Volunteer or paid on-call firefighters (relief) 201 = Elected officials who have not joined PERA plan 301 = Earnings always less than $425 a month 302 = Annual earnings stipulated to not exceed $3800 a month 303 = Annual earnings stipulated to not exceed $5100 a month 401 = Holds two positions (1 < $425/month, 1 seasonal) The field value is retrieved from the PERA Exclusion Code field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required for certain enrollments.
104-105	Member Employment Status	The employee’s PERA employment status. Employment information reported with status codes is used to determine a member’s eligibility for benefits and, in conjunction with reported salary, to determine allowable service credits. Complete this field only when you want to report a change in a member’s employment, such as when an employee becomes eligible for membership, goes on leave, or terminates employment. PERA disregards any Member Employment Status Code that appears here if the Member Employment Status Effective Date is blank. Do not send the same Member Employment Status change more than once, as those submitted after the original one will error and require further research by PERA staff.	Alpha-numeric	Valid values: T = Terminated C = Death L = Layoff (temporary) I = Layoff (indefinite) W = Worker’s compensation K = Maternity / paternity leave M = Medical leave P = Personal leave X = Military leave A = Return from a leave of absence or layoff N = Enroll new or rehired employee The field value is retrieved from the PERA Employee Status field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when reporting an employment status change or enrolling an employee. Otherwise, leave it blank.
106-113	Member Employment Status Effective Date	The date when the employee’s employment status code changed. An effective date must accompany a reported Member Employment Status. PERA disregards any date that appears here if the Member Employment Status Code is blank. A Member Employment Status Effective Date cannot be less than the Hire Date or any previously reported status changes. The format is YYYYMMDD.	Date	The field value is retrieved from the PERA Employee Status Date field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when reporting an employment status change or enrolling an employee. Otherwise, leave it blank.
114-117	Position Code	The employee’s position.	Alpha-numeric	Valid values: ADMN = Administrator OTHR = Other CTMG = City Manager CROF = Correctional Officer, Guard ELOF = Elected Official FRFT = Fire Fighter PLOF = Police Officer PRMD = Paramedic MDPH = Medical Physician The field value is retrieved from the PERA Position field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee. Otherwise, leave it blank.
118-119	Position Class	The employee’s position type.	Alpha-numeric	Valid values: FT = Full-time IO = Intermittent/On call OT = Other PT = Part-time SL = Seasonal The field value is retrieved from the PERA Position Class field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee. Otherwise, leave it blank.
120-149	Job Title	The employee’s job title.	Alpha-numeric	The field value is retrieved from the Job Title field on the Employment tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Optional
150-179	Birth Last Name	The employee's last name at birth.	Alpha-numeric	The field value is retrieved from the Previous Last Name field on the Member tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Optional
180-180	Sex	The employee's gender.	Alpha-numeic	Valid values: Female Male The field value is retrieved from the Gender field on the Member tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee. Otherwise, leave it blank.
181-188	Date of Birth	The employee's date of birth. The format is YYYYMMDD.	Date	The field value is retrieved from the Birth Date field on the Member tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee or when you need to correct the date of birth. Otherwise, leave it blank.
189-218	Address - Attn.	The person to whom correspondence must be sent for attention.	Alpha-numeric	The field value is retrieved from the Name field in the General section of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Optional
219-258	Address 1	The first line of the employee’s address. This must be included when enrolling a member into a plan or correcting the address data recorded in PERA’s CAMI system. Once you have reported a member’s address, do not repeat the data in subsequent files you send to PERA. No punctuation should be included.	Alpha-numeric	The field value is retrieved from the Address Line 1 field on the Address tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee or when you need to correct the employee’s address. Otherwise, leave it blank.
259-298	Address 2	The second line of the employee’s address.	Alpha-numeric	The field value is retrieved from the Address Line 2 field on the Address tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Optional
299-318	City	The employee’s city. This must be included when enrolling a member into a plan or changing a member’s address. No punctuation should be included.	Alpha-numeric	The field value is retrieved from the City field on the Address tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee or when you need to correct the employee’s address. Otherwise, leave it blank.
319-320	State	The employee’s state. This must be included when enrolling a member into a plan or changing an employee’s address.	Alpha-numeric	The field value is retrieved from the State field on the Address tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee or when you need to correct the employee’s address. Otherwise, leave it blank.
321-325	Zip Code	The employee’s five-digit zip code.	Numeric	The field value is retrieved from the Zip field on the Address tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Required only when enrolling an employee or when you need to correct the employee’s address. Otherwise, leave it blank.
326-329	Zip + Four	The employee’s four-digit zip code extension.	Numeric	The field value is retrieved from the Zip Extension field on the Address tab of the Employee Information form of the MN PERA Retirement Report - Demographic page.	Optional
330-400	Filler	Leave blank	Not applicable	spaces	Required