PERS Report - Maintain Data - PERS Data
Use the OR PERS Report page to view, add, update, and manage Oregon PERS (Public Employees Retirement System) wage and demographic data for state retirement reporting. This page displays loaded retirement data and allows users to maintain PERS records.
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 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, 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 of the OR PERS Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Period Date | The pay period ending date associated with the employee's wage and contribution data 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. This field is view-only. | Populated during the data load process. The field value is retrieved from the Social Security field on the Employee Information page. |
First Name | The employee’s first name. This field is view-only. | Populated during the data load process. The field value is retrieved from the First Name field 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. |
Last Name | The employee’s last name. This field is view-only. | Populated during the data load process. The field value is retrieved from the Last Name field on the Employee Information page. |
Check Number | The specific payroll check associated with the retirement record. | Populated during the data load process. The field value is retrieved from the Check Number field on the Check History page for checks issued within the specified check date range. |
Pay Date | The date the payroll check was issued. Used to associate the wages with the correct reporting period. The date in this field cannot be earlier than the date in the Work Period End Date field. | Populated during the data load process. The field value is retrieved from the Check Date field on the Check History page for checks issued within the specified check date range. |
Hours Worked (Regular) | The total regular (non-overtime) hours worked during the pay period for PERS reporting. | Calculated during the data load process. The calculated value represents the sum of hours from check history detail records where the associated pay code's Pay Time Type field value on the Payroll tab of the Pay Codes page is not O - Overtime. Hours from FLSA earnings (except N and C) are excluded from the calculation. |
Hours Worked (Overtime) | The total overtime hours worked during the pay period for PERS reporting. | Calculated during the data load process. The calculated value represents the sum of hours from check history detail records where the associated pay code's Pay Time Type field value on the Payroll tab of the Pay Codes page is O - Overtime. |
Work Period Begin Date | The starting date of the work period associated with the wages being reported. 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. | Populated during the data load process. The field value is retrieved from the Beginning Check Date field on the OR PERS Report - Load page. |
Work Period End Date | The ending date of the work period associated with the wages being reported. 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. | Populated during the data load process. The field value is retrieved from the Ending Check Date field on the OR PERS Report - Load page. |
Wages tab
The following table describes the fields on the Wages tab of the Employee Information form of the OR PERS Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Subject Salary,Regular | The total regular (non-overtime) wages that are subject to PERS retirement contributions for the pay period. | Calculated during the data load process. The calculated value represents the sum of earnings amounts from check history detail records where the associated pay code's Pay Time Type field value on the Payroll tab of the Pay Codes page is not O - Overtime and the pay code is not configured as a lump-sum type. If the pay code is exempt from PERS deductions, those earnings are excluded from subject salary and added to non-subject salary instead. |
PERS Job Class Code | The employee's PERS classification code which determines the retirement plan provisions and contribution rates applicable to the employee based on their job type. 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. 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. |
Subject Salary,Overtime | The total overtime wages that are subject to PERS retirement contributions for the pay period. | Calculated during the data load process. The calculated value represents the sum of earnings amounts from check history detail records where the associated pay code's Pay Time Type field value on the Payroll tab of the Pay Codes page is O - Overtime. |
Average Overtime Hours Code | The employee's average overtime hours category, which PERS uses to determine overtime salary calculations for retirement benefit purposes. 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 the number of overtime hours used in calculating a retiree’s final average salary. An update in this field also requires selecting a value in the PERS Job Class Code field. | Populated during the data load process. The value is retrieved from the PERS O/T Hrs field on the Payroll Information - State Required page, matched against the User-Defined table OT to derive the two-character overtime hours code. If no match is found or the value is 0000, this field defaults to 00. The values in the drop-down list are retrieved from the User-Defined table OT. |
Gross Salary | The total gross earnings for the pay period, including subject salary, non-subject salary, and lump sum payments. 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. | Calculated during the data load process. The calculated value represents the sum of Subject Salary Regular + Subject Salary Overtime + Non-Subject Salary + Lump Sum Vacation Payoff + Lump Sum Payoff. |
Reported Wage Code | The type of wages being reported to PERS. 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. | Valid values:
Calculated during the data load process. The calculated value is derived from the Old PERS Stat field on the Payroll Information - State Required page. A value of:
All other values default to 01 (Regular Code). |
Non-Subject Salary | The earnings that are not subject to PERS retirement contributions, such as certain fringe benefits or excluded compensation. For example, a check issued for expense reimbursement. | Calculated during the data load process. The calculated value represents the sum of:
|
Lump Sum Payoff | The other lump-sum payments (excluding vacation) paid to the employee, or zero if none. | Calculated during the data load process. The calculated value represents the sum of earnings amounts from check history detail records where the associated pay code has OLS - Other Lump Sum selected in the Pay Code Type field on the Retirement Paycodes form of the OR PERS Report - Retirement Pay Codes page. |
Lump Sum Vacation Payoff | The vacation payout amounts paid to the employee upon separation or other circumstances, or zero if none. | Calculated during the data load process. The calculated value represents the sum of earnings amounts from check history detail records where the associated pay code has LSV - Lump Sum Vacation selected in the Pay Code Type field on the Retirement Paycodes form of the OR PERS Report - Retirement Pay Codes page. |
Contribution tab
The following table describes the fields on the Contribution tab of the Employee Information form of the OR PERS Report page.
Field | Description | Load logic - Data source and Valid values |
|---|---|---|
Employer Paid Pre-Tax | The employer's pre-tax contribution to the employee's PERS retirement account for the pay period. IAP contributions made by the employer are totaled from contributions with the selected codes. IAP contributions must equal 6% of subject salaries. | Calculated during the data load process. The calculated value represents the sum of fringe amounts from check history detail records for deduction codes with a Retirement Type of PRE - Pre-Tax selected on the Retirement Deductions form of the OR PERS Report - Update Benefits page. |
Member Paid After-Tax | The employee's after-tax contribution to their PERS retirement account, deducted from wages after federal and state income taxes are calculated. IAP contributions must equal 6% of total subject salaries. Enter the member’s IAP contribution in this field if it is deducted from the employee’s pay on an after-tax basis. | Calculated during the data load process. The calculated value represents the sum of deduction amounts from check history detail records for deduction codes with a Retirement Type of AFT - Member After-Tax selected on the Retirement Deductions form of the OR PERS Report - Update Benefits page. |
Member Paid Pre-Tax | The employee's pre-tax contribution to their PERS retirement account, deducted from wages before federal and state income taxes are calculated. Maximum length is 10 characters. IAP contributions must equal 6% of the total reported salaries for the subject. If the member's IAP contribution is deducted from the employee's pay on a pre-tax basis, enter it in this field. | Calculated during the data load process. The calculated value represents the sum of deduction amounts from check history detail records for deduction codes with a Retirement Type of PRE - Pre-Tax selected on the Retirement Deductions form of the OR PERS Report - Update Benefits page. |
Unit Contribution | The employer unit's contribution to the employee's PERS retirement account, which is a separate employer contribution in addition to the standard employer-paid pre-tax amount. | Calculated during the data load process. The calculated value represents the sum of deduction amounts from check history detail records for deduction codes with a Retirement Type of UNT - Unit Contribution selected on the Retirement Deductions form of the OR PERS Report - Update Benefits page. |
Employer IAP Amount | The employer's contribution to the employee's Individual Account Program, which is a defined contribution component of OPSRP or an optional employer match for PERS members. This is the dollar amount of the calculated contributions represented by the percentage selected in the Employer IAP Percentage field. | Calculated during the data load process. The calculated value represents the sum of deduction amounts from check history detail records for deduction codes with a Retirement Type of IAP - IAP Contribution selected on the Retirement Deductions form of the OR PERS Report - Update Benefits page. |
Employer IAP Percentage | The percentage rate used to calculate the employer's IAP contribution based on the employee's gross salary. The contribution is in addition to required member contributions and must be between 1% and 6% of the total subject salary. | Calculated during the data load process. The calculated value represents the Employer IAP Amount divided by the Gross Salary, multiplied by 100. If the Employer IAP Amount is zero, this field defaults to 0. |