PERS Report - Maintain Data - Demographic Data
Use the OR PERS Report - Demographic page to view, add, update, and maintain employee demographic information for Oregon PERS (Public Employees Retirement System) reporting. This page displays and manages data corresponding to the PERS EDX file DTL1 (Demographic Detail) submission records, including personal information, address details, and employment status.
If errors are encountered during the Load data process, you can correct the source data on the Employee Information form of the OR PERS Report - Demographic 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 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 of the OR PERS Report - Demographic page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Period End Date | The pay period ending date associated with the employee's demographic information being reported to Oregon PERS. | Populated during the data load process. The field value is retrieved from the Period End Date field on the OR PERS Report - Load page. |
Employee Number | The employee’s identification (ID) number. Select the Lookup icon to search for and select an employee number. This field is view-only and cannot be updated after saving the record. | Populated during the data load process. The field value is retrieved from the Employee Number field on the Employee Information page. |
Social Security | The employee's Social Security number. If a correction to a Social Security number is being reported, use this field for the new Social Security number. | Populated during the data load process. The field value is retrieved from the Social Security field on the Employee Information page. |
Old Social Security | Displays the employee's previous Social Security number. This field contains the employee's former SSN if it has changed, allowing PERS to link the employee's new record to their existing retirement account. If a Social Security number correction is being reported, use this field for the old, incorrect Social Security number. | Calculated during the data load process. The calculated value represents the employee's previous Social Security number, retrieved from the Employee Activity Log when a SOC SEC NUMBER field change is detected. If no SSN change has occurred, the field is empty. |
Birth Date | The employee’s date of birth. | Populated during the data load process. The field 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. |
Last Name | The employee’s last name. | Populated during the data load process. 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. | Populated during the data load process. 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 Name | The employee’s middle name. | Populated during the data load process. 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. |
Name Change | Indicates whether the employee's name has changed. When this option is selected, the system flags the demographic record to notify PERS of the name update. | Calculated during the data load process. This option is selected when the Employee Activity Log contains changes to LAST NAME, FIRST NAME, or MIDDLE NAME fields for the employee. Otherwise, this option is cleared. |
Gender | The employee’s gender. | Valid values:
Populated during the data load process. The field 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. |
Address tab
The following table describes the fields on the Address tab of the Employee Information form of the OR PERS Report - Demographic page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Address 1 | The first line of the employee's address. | Populated during the data load process. The field 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. | Populated during the data load process. The field 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. | Populated during the data load process. The field value defaults to empty. This field is available for manual entry of additional address information for foreign addresses, if needed. |
City | The employee's city of residence. | Populated during the data load process. The field 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. | Populated during the data load process. The field 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. | Calculated during the data load process. The calculated value represents the first five characters of the Zip Code field on the Employment tab of the Employee Information page. |
Zip Extension | The employee's zip code extension. | Calculated during the data load process. The calculated value represents the four-digit extension portion (characters 7-10) of the Zip Code field on the Employment tab of the Employee Information page, if available. |
Country | The employee's country of residence. | Populated during the data load process. The field value defaults to USA for domestic addresses. This field can be manually updated for employees with foreign addresses. |
Province | The employee's province of residence. Required if the Country is not USA. | Populated during the data load process. The field value defaults to blank for domestic addresses. This field is used for foreign address information and can be manually updated as needed. |
Postal Code | The employee's postal code. Required if the Country is not USA. | Populated during the data load process. The field value defaults to blank for domestic addresses. This field is used for foreign postal codes and can be manually updated as needed. |
Employment tab
The following table describes the fields on the Employment tab of the Employee Information form of the OR PERS Report - Demographic page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
PERS Job Class | The employee's PERS classification code, which determines the retirement plan provisions, contribution rates, and benefit calculations applicable to the employee based on their job type. Required if you use PERS Status 01, 11, 12, 13, or 15. For more information about job class codes, refer to EDX Job Class Codes on the Oregon PERS website. | Populated during the data load process. 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. |
Average Overtime Hours Code | The employee's average overtime hours category, which PERS uses to calculate overtime salary for retirement benefit purposes. | Calculated during the data load process. The calculated value is derived from the PERS O/T Hrs field on the Payroll Information - State Required page, matched against the User-Defined table OT to retrieve the first two characters of the description. If the PERS O/T Hrs field is blank or 0000, this field defaults to 00. |
Contract Number of Months | The number of months in the employee's annual work contract, which PERS uses for service credit calculations and benefit determinations. Required if you use PERS Job Class 09 - School Employee. | Populated during the data load process. The value is retrieved from the Contract Mnths field on the Payroll Information - State Required page. |
PERS Status | The employee's current PERS status. 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. | Calculated during the data load process. The calculated value is derived from the first two characters of the PERS Status field on the Payroll Information - State Required page. If the employee's hire date falls within the reporting period, the status is set to 01 (New Hire). If the employee's termination date falls within the reporting period, the status is set to 02 (Terminated). If the PERS Status field is blank, the status defaults to 00 (No Change). The values in the drop-down list are retrieved from the User-Defined table SR. |
PERS Status Date | The effective date of the employee's current PERS status, such as the hire date, termination date, or leave-of-absence start date. | Calculated during the data load process. The calculated value is retrieved from the PERS Stat Date field on the Payroll Information - State Required page. Otherwise, it is derived from the Hire Date field (for new hires) or the Last Day Worked field (for terminations) on the Employee Information page, based on the PERS Status. |
Unused Sick Leave | The employee's accumulated unused sick leave hours or days, which may be used for additional PERS service credit upon retirement or separation. Required for PERS Status 02 and 10. | Calculated during the data load process. The calculated value represents the sum of leave balances from the Leave Bank tab on the Employee Information page, where the leave code's first character matches the sick leave code in the Sick Leave Code field on the Human Resources Profile - State page. The system checks Leave Balance 1, Leave Balance 2, and Leave Balance 3 fields and sums balances for matching sick leave codes. This field is only populated for employees with PERS Status 02 (Terminated) or 10 (Separation). |
Purge data
Use the OR PERS Report - Demographic - Purge page to permanently delete Oregon PERS demographic records from the system after they have been successfully submitted to the Oregon Public Employees Retirement System (PERS). The purge action is logged to the Oregon retirement log for audit purposes.
If you need to correct setups or employee data, purge the existing records and reload the data.
On the OR PERS Report page, select Demographic.
Select Purge.
Select a Period End Date.
Select Submit.
Select Yes, and then OK.