ERS Retirement Report - Maintain Job and Demographic Data

If errors are encountered during the Load data process, you can correct the source data on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data 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 NY ERS Retirement Report page, select Job Data.
Filter records using the filter criteria. To enter filter criteria:
1. Select an option in the first field.
2. Select or enter a value.
3. 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.

Field descriptions

The following table describes the fields on the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.

Field	Description	Load logic - Data source and Valid values
Year	The fiscal year of the job and demographic data. This field is view-only and cannot be updated after saving the record.	The default is the current year.
Month	The month of the job and demographic data. This field is view-only and cannot be updated after saving the record.	The default is the current month.
Employee Number	The employee number. Select Lookup to search for and select an employee number. This field is view-only.	The value is retrieved from the Employee Number field on the Employee Information page.
Last Name	The employee's last name. This field is view-only.	The value is retrieved from the Last Name field on the Employee Information page.
First Name	The employee’s first name. This field is view-only.	The value is retrieved from the First Name field on the Employee Information page.
HR Transaction Type	The type of Human Resources transaction.	Valid values: HIR - Hire REH - Rehire DTA - Data Change LOA - Leave of Absence MED - Leave of Absence (Medical) MIL - Military Leave RFL - Return from Leave (Any) TER - Termination The value is retrieved from the HR Transaction Type field on the ERS Information form of the NY Retirement Information page. This field value overrides the HR Transaction Type field value on the ERS Information form of the NY Retirement Information page.
Transaction Date	The effective date of the Human Resources transaction.	The valid value is the date when the HR Transaction Type is effective.

Demographic Info Tab

The field values on the Demographic Info tab are retrieved from the Employee Information page, if present.

The following table describes the fields on the Demographic Info tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.

Field	Description	Load logic - Data source and Valid values
Social Security Number	The employee's Social Security number. This field is view-only.	The value is retrieved from the Social Security field on the Employee Information page.
Name Prefix	The prefix for the employee's name.	Valid values: Ald - Alderman Bisp - Bishop Bro - Brother Comd - Commander Comr - Commissioner Dr - Doctor Fr - Father/Friar Gov - Governor Hon - Honorable Lt - Lieutenant Prof - Professor Rev - Reverend Sen - Senator Sr - Sister
Middle Name	The employee's middle name. This field is view-only.	The value is retrieved from the Middle Name field on the Employee Information page.
Name Suffix	The suffix for the employee's name.	Valid values: Exec - Executor I - First II - Second III - Third IV - Fourth V - Fifth VI - Sixth VII - Seventh VIII - Eighth IX - Ninth X - Tenth Eng - Engineer Esq - Esquire Jr - Junior LPN - Licensed Practical Nurse MD - Medical Doctor PhD - Doctor of Philosophy Sr - Senior DVM - Doctor of Veterinary Medicine DDS - Doctor of Dental Surgery RN - Registered Nurse The value is retrieved from the Suffix field on the Employee Information page. This field value overrides the Suffix field value on the Employee Information page.
Gender	The employee's gender.	Valid values: F - Female M - Male X - Non-binary or gender non-conforming U - Unknown The value is retrieved from the Sex at Birth field on the Employee Information page. This field value overrides the Sex at Birth field value on the Employee Information page.
Date of Birth	The employee's date of birth.	The value is retrieved from the Birthdate field on the Employee Information page. This field value overrides the Birthdate field value on the Employee Information page.
Country	The employee's country of residence. The default is USA.	The value is retrieved from the Country field on the Payroll Information - State Required page. This field value overrides the Country field value on the Payroll Information - State Required page.
Address 1	The first line of the employee's address.	The value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the Address field value on the Employment tab of the Employee Information page.
Address 2	The second line of the employee's address.	The value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the Address field value on the Employment tab of the Employee Information page.
Address 3	The third line of the employee's address.	The value is retrieved from the Address field on the Employment tab of the Employee Information page. This field value overrides the Address field value on the Employment tab of the Employee Information page.
City	The employee's city of residence.	The value is retrieved from the City field on the Employment tab of the Employee Information page. This field value overrides the City field value on the Employment tab of the Employee Information page.
State	The employee's state of residence.	The value is retrieved from the State field on the Employment tab of the Employee Information page. This field value overrides the State field value on the Employment tab of the Employee Information page.
Zip Code	The employee's zip code.	The value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the Zip Code field value on the Employment tab of the Employee Information page.
Zip Extension	The employee's zip code extension.	The value is retrieved from the Zip Code field on the Employment tab of the Employee Information page. This field value overrides the Zip Code field value on the Employment tab of the Employee Information page.

Job Data Tab

The following table describes the fields on the Job Data tab of the Employee Information form of the NY ERS Retirement Report - Job & Demographic Data page.

Field	Description	Load logic - Data source and Valid values
NYSLRS ID	The unique identification number assigned to the employee by the New York State and Local Retirement Systems (NYSLRS) after submitting the Demographic and Job Data report for new employees.	The value is retrieved from the NYSLRS ID field on the ERS Information form of the NY Retirement Information page. This field value overrides the NYSLRS ID field value on the ERS Information form of the NY Retirement Information page. To report an employee for the first time, the valid value is New.
Employment Instance	A number of up to three digits that determines the job to include in the report. The employment instance is assigned to the employee by the NYSLRS after the Demographic and Job Data report for new employees is submitted.	The value is retrieved from the Employment Instance field on the ERS Information form of the NY Retirement Information page. This field value overrides the Employment Instance field value on the ERS Information form of the NY Retirement Information page. To report an employee for the first time, the valid value is New.
Job Code	The corresponding job code for ERS. Select the lookup icon to display the ERS Job Code Search Tool page and search for a valid job code. This field is view-only and cannot be updated after saving the record.	The value is retrieved from the Job Code field on the ERS Information form of the NY Retirement Information page. The records on the ERS Job Code Search Tool page are retrieved from the NY ERS Retirement Report - Setup - ERS Job Codes page.
Standard Workday Hours	The standard number of hours worked each day for the ERS job code.	The valid value is between six and eight hours for all jobs. The value is retrieved from the Standard Workday Hours field on the ERS Information form of the NY Retirement Information page. This field value overrides the Standard Workday Hours field value on the ERS Information form of the NY Retirement Information page.
Regular / Temporary	Indicates whether the employee is regular or temporary. Regular employees have no end date, regardless of their probationary status. Temporary employees are any other type of employees, including seasonal, provisional, substitute, on-call, or per diem. This value is used along with the Job Code field to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using the reported data.	Valid values: R - Regular T - Temporary The value is retrieved from the Regular / Temporary Employee field on the ERS Information form of the NY Retirement Information page. This field value overrides the Regular / Temporary Employee field value on the ERS Information form of the NY Retirement Information page.
Full-Time / Part-Time	Indicates whether the employee is full-time or part-time. This value is used along with the Job Code field to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using reported data.	Valid values: F - Full-Time P - Part-Time The value is retrieved from the Full-Time / Part-Time Employee field on the ERS Information form of the NY Retirement Information page. This field value overrides the Full-Time / Part-Time Employee field value on the ERS Information form of the NY Retirement Information page.
Employee Class	The employee’s class.	Valid values: 12 - 12 Month 12P - 12 Month Provisional 10 - 10 Month S - Seasonal OC - On Call SB - Substitute PD - Per Diem The value is retrieved from the Employee Class field on the ERS Information form of the NY Retirement Information page. This field value overrides the Employee Class field value on the ERS Information form of the NY Retirement Information page.
Pay Frequency	Indicates how often the employee is paid.	Valid values: A - Annual B - Biweekly M - Monthly Q - Quarterly S - Semimonthly T - Semi-Annual W - Weekly The value is retrieved from the Pay Frequency field on the ERS Information form of the NY Retirement Information page. This field value overrides the Pay Frequency field value on the ERS Information form of the NY Retirement Information page.
Annual Compensation Rate	The actual compensation rate the employee is expected to make annually. This field is used to determine overtime limitations. For a full-time employee, this value would equal the Annualized Rate of Pay. For a part-time employee, this field is calculated based on the number of hours expected to work in a calendar year multiplied by the employee’s hourly rate.	The value is retrieved from the Annual Compensation Rate field on the ERS Information form of the NY Retirement Information page. This field value overrides the Annual Compensation Rate field value on the ERS Information form of the NY Retirement Information page.
Annualized Rate of Pay	The compensation rate the employee would be expected to make if they were full-time. For details regarding calculating the Annualized Rate of Pay, determine the appropriate membership system and refer to the corresponding Annual Wage calculation section in the Employees’ Retirement System Membership Application.	The value is retrieved from the Annualized Rate of Pay field on the ERS Information form of the NY Retirement Information page. This field value overrides the Annualized Rate of Pay field value on the ERS Information form of the NY Retirement Information page.
Retirement Indicator	Indicates whether the employee is a retiree from any public retirement systems in New York State or New York City. If this option is selected, you must select a Retirement System.	The value is retrieved from the Retirement Indicator field on the ERS Information form of the NY Retirement Information page. This field value overrides the Retirement Indicator field value on the ERS Information form of the NY Retirement Information page.
Retirement System	The public retirement system under which the employee comes. If the Retirement Indicator option is selected, you must select a Retirement System.	Valid values: NYSTRS NYSERS NYSPFRS NYCPPF NYCFPF NYCBDED NYCTRS NYCERS The value is retrieved from the Retirement System field on the ERS Information form of the NY Retirement Information page. This field value overrides the Retirement System field value on the ERS Information form of the NY Retirement Information page.

Field

Description

Load logic - Data source and Valid values

NYSLRS ID

The unique identification number assigned to the employee by the New York State and Local Retirement Systems (NYSLRS) after submitting the Demographic and Job Data report for new employees.

The value is retrieved from the NYSLRS ID field on the ERS Information form of the NY Retirement Information page.

This field value overrides the NYSLRS ID field value on the ERS Information form of the NY Retirement Information page.

To report an employee for the first time, the valid value is New.

Employment Instance

A number of up to three digits that determines the job to include in the report.

The employment instance is assigned to the employee by the NYSLRS after the Demographic and Job Data report for new employees is submitted.

The value is retrieved from the Employment Instance field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Employment Instance field value on the ERS Information form of the NY Retirement Information page.

To report an employee for the first time, the valid value is New.

Job Code

The corresponding job code for ERS.

Select the lookup icon to display the ERS Job Code Search Tool page and search for a valid job code.

This field is view-only and cannot be updated after saving the record.

The value is retrieved from the Job Code field on the ERS Information form of the NY Retirement Information page.

The records on the ERS Job Code Search Tool page are retrieved from the NY ERS Retirement Report - Setup - ERS Job Codes page.

Standard Workday Hours

The standard number of hours worked each day for the ERS job code.

The valid value is between six and eight hours for all jobs.

The value is retrieved from the Standard Workday Hours field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Standard Workday Hours field value on the ERS Information form of the NY Retirement Information page.

Regular / Temporary

Indicates whether the employee is regular or temporary.

Regular employees have no end date, regardless of their probationary status. Temporary employees are any other type of employees, including seasonal, provisional, substitute, on-call, or per diem.

This value is used along with the Job Code field to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using the reported data.

Valid values:

R - Regular
T - Temporary

The value is retrieved from the Regular / Temporary Employee field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Regular / Temporary Employee field value on the ERS Information form of the NY Retirement Information page.

Full-Time / Part-Time

Indicates whether the employee is full-time or part-time.

This value is used along with the Job Code field to determine if an employee is a mandatory member of NYSLRS. If they are mandatory, that employee is automatically enrolled using reported data.

Valid values:

F - Full-Time
P - Part-Time

The value is retrieved from the Full-Time / Part-Time Employee field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Full-Time / Part-Time Employee field value on the ERS Information form of the NY Retirement Information page.

Employee Class

The employee’s class.

Valid values:

12 - 12 Month
12P - 12 Month Provisional
10 - 10 Month
S - Seasonal
OC - On Call
SB - Substitute
PD - Per Diem

The value is retrieved from the Employee Class field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Employee Class field value on the ERS Information form of the NY Retirement Information page.

Pay Frequency

Indicates how often the employee is paid.

Valid values:

A - Annual
B - Biweekly
M - Monthly
Q - Quarterly
S - Semimonthly
T - Semi-Annual
W - Weekly

The value is retrieved from the Pay Frequency field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Pay Frequency field value on the ERS Information form of the NY Retirement Information page.

Annual Compensation Rate

The actual compensation rate the employee is expected to make annually. This field is used to determine overtime limitations.

For a full-time employee, this value would equal the Annualized Rate of Pay. For a part-time employee, this field is calculated based on the number of hours expected to work in a calendar year multiplied by the employee’s hourly rate.

The value is retrieved from the Annual Compensation Rate field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Annual Compensation Rate field value on the ERS Information form of the NY Retirement Information page.

Annualized Rate of Pay

The compensation rate the employee would be expected to make if they were full-time.

For details regarding calculating the Annualized Rate of Pay, determine the appropriate membership system and refer to the corresponding Annual Wage calculation section in the Employees’ Retirement System Membership Application.

The value is retrieved from the Annualized Rate of Pay field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Annualized Rate of Pay field value on the ERS Information form of the NY Retirement Information page.

Retirement Indicator

Indicates whether the employee is a retiree from any public retirement systems in New York State or New York City.

If this option is selected, you must select a Retirement System.

The value is retrieved from the Retirement Indicator field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Retirement Indicator field value on the ERS Information form of the NY Retirement Information page.

Retirement System

The public retirement system under which the employee comes.

If the Retirement Indicator option is selected, you must select a Retirement System.

Valid values:

NYSTRS
NYSERS
NYSPFRS
NYCPPF
NYCFPF
NYCBDED
NYCTRS
NYCERS

The value is retrieved from the Retirement System field on the ERS Information form of the NY Retirement Information page.

This field value overrides the Retirement System field value on the ERS Information form of the NY Retirement Information page.