PERS Report
The Public Employees Retirement System (PERS) Report is a retirement reporting system for the Oregon Public Employees Retirement System's payroll cycle reporting requirements.
For more information about PERS reporting, refer to the Employer Reporting Guides on the Oregon PERS website.
Menu Path
From the Human Resources menu, select State. From the State - OR menu, select PERS Report.
Submission Period
Employers are required to submit regular reports, including Wage and Contribution reports. These reports are due on specific dates based on an employer's pay date frequency. Regular reports have four frequencies: monthly, semi-monthly, weekly, and bi-weekly.
For monthly reports, the pay period ends on the last day of each month.
For semi-monthly reports, the pay period ends on the 15th and the last day of the month.
For weekly reports, the pay period ends every Friday.
For bi-weekly reports, the pay period ends every other Friday.
Selection Rule
The wage, contribution, and demographic data of employees who received pay during the reporting pay period are selected and reported.
Prerequisites
Enter valid information in the following fields on the Human Resources Profile – State page:
Employer PERS Number
Employer Institution ID
Sick Leave Code
PERS Pickup User Defined Table
Enter valid information in the following fields on the Payroll Information - State Required page:
Old PERS Stat
PTE Work Hours
Default Hours
Job Grade Date
PERS Lst Serve
PERS Status
PERS O/T Hrs
PERS FTE Hours
PERS Job Class
PERS Stat Date
Pension Plan
Complete the Setup procedures.
Setup
Set up the following before creating the PERS report:
Retirement Deduction Codes
On the OR PERS Report page, select Setup, and then Retirement Deduction Codes.
Filter records using the 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 Searching for Records for more information.To add a record, select Add new. Refer to the Field Descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the record and select Accept. Update the information and select Accept.
To delete, select Delete, then Yes.
To download the information, click Download, and then select Download PDF or Download as an Excel Document.
Field Descriptions
The following table describes the fields on the OR PERS Report - Retirement Deduction Codes page.
Field | Description |
|---|---|
Deduction Code | The deduction code. Select Lookup to search for and select a retirement deduction code. |
Description | The retirement deduction code’s description. The value is retrieved from the Deduction Table page. |
Retirement Type | The retirement system to which the deduction code applies. Valid values:
|
Retirement Pay Codes
On the OR PERS Report page, select Setup, and then Retirement Pay Codes.
Filter records using the 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 Searching for Records for more information.To add a record, select Add new. Refer to the Field Descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the record and select Accept. Update the information and select Accept.
To delete, select Delete, then Yes.
To download the information, click Download, and then select Download PDF or Download as an Excel Document.
Field Descriptions
The following table describes the fields on the OR PERS Report - Retirement Pay Codes page.
Field | Description |
|---|---|
Pay Code | The pay code. The values in the drop-down list are retrieved from the Pay Codes page. |
Title | The pay code’s title. The value is retrieved from the Title field on the General tab of the Pay Codes page. |
Pay Code Type | The type of pay code. Valid values:
|
Update Benefits
On the OR PERS Report page, select Setup, and then Update Benefits.
Filter records using the 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 Searching for Records for more information.To add a record, select Add new. Refer to the Field Descriptions and enter valid information in the required fields. Select Save, then Yes.
To edit a record, select the record and select Accept. Update the information and select Accept.
To delete, select Delete, then Yes.
To download the information, click Download, and then select Download PDF or Download as an Excel Document.
Field Descriptions
The following table describes the fields on the OR PERS Report - Update Benefits page.
Field | Description |
|---|---|
Deduction Code of Benefit | The deduction code of the benefit that affects PERS reporting. Select Lookup to search for and select a deduction code. |
Effect for PERS Tier 1 and 2 | The effect of the deduction code on PERS Tier 1 and 2 employees. Valid values:
|
Effect for OPSRP Tier 3 | The effect of the deduction code on OPSRP Tier 3 employees. Valid values:
|
Load Data
On the OR PERS Report page, select Load.
In the Beginning Check Date field, select the beginning check history date for the report. This must be the day following the last end date (check date) reported for the prior pay period.
In the Ending Check Date field, select the ending check history date for the report. This must be the check date for the reporting period.
Select Other Lump Sum Payoff to include the Retirement Pay Code type OLS - Other Lump Sum.
Select Load.
If data for the selected criteria is loaded, select Yes to delete and reload the data.
Save the Load Summary report and select OK.
Navigate to the folder containing the summary report file.
Inspect the file. Update data if needed.
Repeat these steps until all required data is loaded.
Maintain Data
You can correct loaded data before submitting the report. However, any corrections must also be updated in the source data.
PERS Data
On the OR PERS Report page, filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
To add a record, click 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, click Download, and then select Download PDF or Download as an Excel Document.
Field Descriptions
The Employee Information form accessed from the OR PERS Report page contains the following tabs:
Service tab
The following table describes the fields on the Service tab of the Employee Information form accessed from the OR PERS Report page.
Field | Description |
|---|---|
Period Date | The ending date of the pay period. |
Employee Number | The employee number. Select Lookup to search for and select an employee number. |
Social Security | The employee's social security number. The value is retrieved from the Employee Information page. If a correction to a social security number is being reported, use this field for the new social security number. |
First Name | The employee’s first name. The value is retrieved from the Employee Information page. |
Middle Name | The employee’s middle name. 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. |
Check Number | The number of the employee’s paycheck for the pay period. |
Pay Date | The date the employee was paid. The date in this field cannot be earlier than the date in the Work Period End Date field. |
Hours Worked (Regular) | The regular hours worked by the employee during the pay period. |
Hours Worked (Overtime) | The overtime hours worked by the employee during the pay period. |
Work Period Begin Date | The beginning work date of the pay period. The Work Period Begin Date and Work Period End Date fields are used to allocate wages to the periods in which they were earned. The hours and salary must be allocated to pay periods and along month boundaries. |
Work Period End Date | The ending work date of the pay period. The Work Period Begin Date and Work Period End Date fields are used to allocate wages to the periods in which they were earned. The hours and salary must be allocated to pay periods and along month boundaries. |
Wages tab
The following table describes the fields on the Wages tab of the Employee Information form accessed from the OR PERS Report page.
Field | Description |
|---|---|
Subject Salary,Regular | The employee’s regular salary for the pay period, excluding overtime pay and amounts expressly considered non-subject to PERS contributions, paid to the employee on the given pay date. |
PERS Job Class Code | The PERS code for the employee’s job class. If the employee has changed their job class, you can update the code in this field. An update in this field also requires selecting a value in the Average Overtime Hours field. The value is retrieved from the PERS Job Class field on the Payroll Information - State Required page. The values in the drop-down list are retrieved from the User-Defined table JC. For more information about job class codes, refer to EDX Job Class Codes on the Oregon PERS website. |
Subject Salary,Overtime | The employee’s overtime salary for the pay period, excluding regular pay and amounts expressly considered non-subject to PERS contributions, paid to the employee on the given pay date for hours worked beyond those used to compute Subject Salary, Regular. |
Average Overtime Hours Code | The employee’s average overtime hours code. If you are reporting a new employee or the PERS Job Class Code field contains a value, select the number of annual overtime hours considered average or reasonable for the employee’s job class. The selected hours provide a reasonableness cap on how many overtime hours are used for calculating a retiree’s final average salary. An update in this field also requires selecting a value in the PERS Job Class Code field. The value is retrieved from the PERS O/T Hrs field on the Payroll Information - State Required page. The values in the drop-down list are retrieved from the User-Defined table OT. |
Gross Salary | The total of subject salary, regular, non-subject salary, lump sum payoff, and lump sum payoff vacation. For more information about how this field value maps to the Old PERS Stat field value on the Payroll Information - State Required page, refer to Old PERS Stat field logic. |
Reported Wage Code | The employee’s wage code. Valid values:
For more information about how this field value maps to the Old PERS Stat field value on the Payroll Information - State Required page, refer to Old PERS Stat field logic. For more information about wage codes, refer to EDX Wage Codes on the Oregon PERS website. |
Non-Subject Salary | The salary excluded from PERS and OPSRP contributions totaled from payments by contribution selection for the pay period. For example, a check issued for expense reimbursement. |
Lump Sum Payoff | The lump-sum payoff for everything other than vacation includes accrued compensatory time, severance pay for involuntary termination (except retirement severance), and bonuses (except retirement bonus). |
Lump Sum Vacation Payoff | The lump sum vacation payoff total summed from payments with the selected lump sum vacation codes. Lump-sum vacation payoff payments are made to the employee for accrued vacation only. |
Contribution tab
The following table describes the fields on the Contribution tab of the Employee Information form accessed from the OR PERS Report page.
Field | Description |
|---|---|
Employer Paid Pre-Tax | IAP contributions made by the employer are totaled from contributions with the selected codes. IAP contributions must equal 6% of subject salaries. |
Member Paid After-Tax | The contribution totaled from payments with specific deductions. IAP contributions must equal 6% of total subject salaries. Enter the member IAP contribution in this field if it is deducted from the employee’s pay on an after-tax basis. |
Member Paid Pre-Tax | IAP contributions must equal 6% of the total reported subject salaries. If the member IAP contribution is deducted from the employee's pay on a pre-tax basis, enter it in this field. |
Unit Contribution | The total of deductions to police and firefighters. |
Employer IAP Amount | The optional amount totaled from check amounts that have the selected code. This is the dollar amount of the calculated contributions represented by the percentage selected in the Employer IAP Percentage field. |
Employer IAP Percentage | An optional contribution made by employers to employees’ IAP accounts. The contribution is in addition to required member contributions and must be between 1% and 6% of the total subject salary. |
Demographic Data
On the OR PERS Report page, select Demographic.
Filter records using the filter criteria. To enter filter criteria, select an option from the list and then enter or select a value.
To add a record, click 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, click Download, and then select Download PDF or Download as an Excel Document.
Field Descriptions
The Employee Information form accessed from the OR PERS Report page contains the following tabs:
Member tab
The following table describes the fields on the Member tab of the Employee Information form accessed from the OR PERS Report - Demographic page.
Field | Description |
|---|---|
Period End Date | The ending date of the pay period. |
Employee Number | The employee number. Select Lookup to search for and select an employee number. |
Social Security | The employee's social security number. The value is retrieved from the Employee Information page. If a correction to a social security number is being reported, use this field for the new social security number. |
Old Social Security | The employee's old social security number, if changed. If a social security number correction is being reported, use this field for the old, incorrect social security number. |
Birth Date | The employee’s date of birth. 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 Name | The employee’s middle name. The value is retrieved from the Employee Information page. |
Name Change | Indicates whether the employee’s name changed. |
Gender | The employee’s gender. Valid values:
The value is retrieved from the Employee Information page. |
Address tab
The following table describes the fields on the Address tab of the Employee Information form accessed from the OR PERS Report - Demographic page.
Field | Description |
|---|---|
Address 1 | The first line of the employee's address. The value is retrieved from the Employee Information page. |
Address 2 | The second line of the employee's address. The value is retrieved from the Employee Information page. |
Address 3 | The third line of the employee's address. The value is retrieved from the Employee Information page. |
City | The employee's city of residence. The value is retrieved from the Employee Information page. |
State | The employee's state of residence. The value is retrieved from the Employee Information page. |
Zip Code | The employee's zip code. The value is retrieved from the Employee Information page. This field value overrides the value on the Employee Information page. |
Zip Extension | The employee's zip code extension. The value is retrieved from the Employee Information page. This field value overrides the value on the Employee Information page. |
Country | The employee's country of residence. |
Province | The employee's province of residence. Required if Country is not USA. |
Postal Code | The employee's postal code. Required if Country is not USA. |
Employment tab
The following table describes the fields on the Employment tab of the Employee Information form accessed from the OR PERS Report - Demographic page.
Field | Description |
|---|---|
PERS Job Class | The PERS code for the employee’s job class. Required if you use PERS Status 01, 11, 12, 13, or 15. The value is retrieved from the PERS Job Class field on the Payroll Information - State Required page. The values in the drop-down list are retrieved from the User-Defined table JC. For more information about job class codes, refer to EDX Job Class Codes on the Oregon PERS website. |
Average Overtime Hours Code | The employee’s average overtime hours code. The value is retrieved from the PERS O/T Hrs field on the Payroll Information - State Required page. The values in the drop-down list are retrieved from the User-Defined table OT. |
Contract Number of Months | The employee’s contract length. Required if you use PERS Job Class 09 - School Employee. The value is retrieved from the Contract Mnths field on the Payroll Information - State Required page. |
PERS Status | The employee's new PERS Status code. The value is retrieved from the PERS Status field on the Payroll Information - State Required page. The values in the drop-down list are retrieved from the User-Defined table SR. Use code 00 when updating only personal information (name, address, SSN, etc.). For more information about status codes, refer to EDX Status Codes on the Oregon PERS website. |
PERS Status Date | The date the employee's PERS Status changed. The value is retrieved from the PERS Stat Date field on the Payroll Information - State Required page. |
Unused Sick Leave | The employee's unused sick leave hours. Required for PERS Status 02 and 10. |
Create File
On the OR PERS Report page, select Report.
Create a hard copy of the report to verify data before you create the electronic file:
Under File Type, select Hard Copy.
Under File Format, select PDF or Excel.
If you have the security permission to view 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.In the Beginning Check Date field, select the beginning check history date for the report. This must be the day following the last end date (check date) reported for the prior pay period.
In the Ending Check Date field, select the ending check history date for the report. This must be the check date for the reporting period.
Select the Period End Date.
Select Print Work Start/End Dates to include work start and end dates in the report file.
Select Create, then Yes.
Save the files and select OK.
Navigate to the folder containing the report files.
Inspect the files. Update data if needed.
Repeat these steps until all the required data is included.
Create the electronic file:
Select Electronic File.
Select an Electronic Type.
In the Beginning Check Date field, select the beginning check history date for the report. This must be the day following the last end date (check date) reported for the prior pay period.
In the Ending Check Date field, select the ending check history date for the report. This must be the check date for the reporting period.
If you selected Demographic Information in the Electronic Type field, select the Demographic Report Date.
Select the Period End Date.
Select Print Work Start/End Dates to include work start and end dates in the electronic file.
Click Create, then click Yes.
Save the file and click OK.
The default file name is PERS<PERS Employer Number>.tpe.
Follow the state's submission procedures.
For more information about the electronic file layout, refer to PERS Report - File Layouts and Data Mapping.
Purge Data
If you need to correct setups or employee data, purge the existing records and reload the data.
PERS Data
On the OR PERS Report page, select Purge.
Select a Period End Date.
Select Submit.
Select Yes, and then OK.
Demographic Data
On the OR PERS Report page, select Demographic.
Select Purge.
Select a Period End Date.
Select Submit.
Select Yes, and then OK.