The new RCA340 program on this release reads the PERDyymm.HISTORY file and creates the following files for my CalPERS reporting:

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1 Contents Overview of Changes for this Release History Files... 1 IDs and Master Files for my CalPERS... 2 New and Changed Programs for Traditional Software RCA000 - RETIREMENT MASTER FILE MAINTENANCE... 2 RCA002 - RETIREMENT MASTER FILES... 2 RCA100 - REQUEST PERS JOBS... 7 RCA340 - GENERATE PERS XML FILE FROM RCA320 OUTPUT... 9 RCA345 - my CalPERS XML FILE GENERATION AUDIT REPORT... 9 RCA349 - PERS AUDITING REPORT... 9 RCAP10 - READ PERS SEED DATA... 9 RCAP20 - CREATE EXTRACT FILE... 9 RCAP25 - CREATE SKELETON PER-PAY RECORD... 9 RCAP30 - LOAD PERS EMPLOYEE ID... 9 RCAP35 - LOAD PERS CROSS-REFERENCE... 9 RCAP40 - LOAD PERS APPOINTMENTS... 9 New and Changed Windows and Forms for QCC HRCART - HR California Retirement Window... 9 HRMAINT - HR Code Maintenance Window Overview of Changes for this Release The CRX release includes new and enhanced programs to support the reporting requirements of my CalPERS. This release includes programs for importing data from the PERS Seed Data file into your RETSYS (Retirement) database. It also includes programs for verifying and maintaining the new ID numbers for my CalPERS (employer ID, participant ID, and assignment ID). In addition, this release includes support for the SIP plan ID, which is currently not required for reporting, but will be in the future. The CRX Release includes the following changes: History Files IDs and Master Files for my CalPERS History Files After you use the new reporting software on this release, there will be additional history files for PERS reporting. Up to now, RCA320 has created a single PERS history file in ACES format for each file transmitted to PERS called PERDyymm.HISTORY, where the yy represents a 2-digit year and the mm represents a 2-digit month. The new RCA340 program on this release reads the PERDyymm.HISTORY file and creates the following files for my CalPERS reporting: PERXyymm.HISTORY contains the actual data to be reported to PERS in an XML file. PERFyymm.HISTORY contains the name of the file to transmit to PERS. This name is built from the data in the file. Copyright 2011 by Quintessential School Systems October 2011 NOTICE: This document contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written permission of Quintessential School Systems. The samples of reports, windows, and dialog boxes in this document are provided to illustrate the operation of the software at a typical site. All names and addresses are fictitious. The actual windows, dialog boxes, and reports at your site may vary from the samples in this documentation. File = Z:\RELEASED MANUALS-NOTES AREA\Release-notes\CRX\WorkingFiles\crx_release_new.fm - last edited October 10, :20 pm 1 of 15

2 PEREyymm contains the data used to create the my CalPERS XML File Generation Audit Report (RCA345). IDs and Master Files for my CalPERS Starting September 19, 2011, PERS requires employers who participate in CalPERS to report employee contribution in a different format. The RCAPxx programs described on page 2 are the new programs to facilitate that change. They create cross-references between the codes in QSS/OASIS and those required by PERS. This release contains instructions for loading the following information from the Seed Data file from PERS: Participant ID For my CalPERS reporting, each employee is identified by a 10-digit participant ID, rather than SSN. Therefore, each employee must have a cross-reference record that matches the SSN in the QSS/ OASIS Retirement System with the particulates ID. Each employee has one participant ID. Therefore, you need to define it only once, even for employees who have retirement records in multiple districts. my CalPERS Master Record This release includes an enhanced master record for PERS with a larger name field for matching employee names at your site with records at PERS. This record also allows special reporting for retired employees who are working (retired annuitants). Each employee has only one master record. Therefore, you need to define it only once, even for employees who have retirement records in multiple districts. Assignment ID Each employee has a my CalPERS appointment ID for each district in which that employee is enrolled in PERS. For details on importing these records, see Importing Your Seed Data into RETSYS. New and Changed Programs for Traditional Software RCA000 - RETIREMENT MASTER FILE MAINTENANCE H The District Retirement Master File Maintenance screen has an additional field for the SIP Plan ID. PERS has announced that this ID will be added to the information required for reporting as of December H Figure 1 illustrates the location of this new field on the District Retirement Master File Maintenance screen (RCAS20). RCA002 - RETIREMENT MASTER FILES H Add new screens to mai7ntain the additional data for my CalPERS. Navigating to the New Screens The new screens on this release accessible from the <Ret Data Screen> function key menu. For the new screens to be available, your system administrator must set up the proper user security. For details, see the Technical Notes for the CRX Release. 2 of 15

3 Figure 1: SIP Plan ID for the District Retirement Master File Maintenance screen (traditional version) To navigate to the new screens for my CalPERS: 1. Launch Employee Retirement Maintenance (RCA002) from the Menu System. 2. Select an employee. 3. Press <Next Keys>. 4. Press <Ret Data Screen>. 5. Press <Next Keys> to display the additional function keys. Figure 2: Additional function keys that become available for my CalPERS after user security is set up The additional function keys are the following: <Master MyClPERS> for the Retirement Master Information screen that allows you to create optional retirement master records <Appt. ID MyClPERS> for the Retirement Master Information screen that displays the details of multiple appointment IDs an d coverage codes for an employee <PERS ID MyClPERS> for the PERS ID Information screen that allows adding, changing, and deleting the appoint ID for my CalPERS 3 of 15

4 <Ret Hrs MyClPERS> for implementation in the future For these function keys to display, your system administrator must set up the RCA002 user security described in the Technical Notes. Each function key has its own independent user security, so you may not have access to all of them. H <Master MyClPERS> Retirement Master Information Screen (RCA2PM) The Retirement Master Information screen illustrated in Figure 3 allows you to flag whether an employee is retired. Each employee has only one retirement master record. The <Update Data> function key displays only for those who have county-level security that allows updating retirement information. Figure 3: Retirement Master Information screen for flagging an employee as retired or not retired An N under the name indicates that the employee is not retired. You can flag an employee as retired in either of the following ways: Fill in the retirement information for a future date in an existing record, such as the following. 4 of 15

5 The records a retirement in a future date. The Y means that the employee is retired. The 10/11 is a retirement date of October The middle box is optional. It produces space for typing a coverage code. However, PERS does not require that information to match employees. Create a new record with an EFF (effective) date for retirement. The second record makes John Smith retired as of October H <ApptID MyClPERS> Retirement Master Information Screen (RCA2AI) The Retirement Master Information screen allows you to inspect or maintain information about appointments IDs for an employee. Figure 4 illustrates the screen for county-level (write) access, and Figure 5 illustrates the screen for district-level (read) access. Figure 4: Retirement Master Information screen with county-level (write) access 5 of 15

6 Figure 5: Retirement Master Information screen with district-level (read) access Here are a few notes about these screens: The Inactive column is blank for an active record of H for a held record. Holding a record allows you to inactivate a record without deleting it. The Effective Date and Appointment ID are the only required items. The Coverage Code, Rate, and Rate Type are optional. This additional information gives PERS additional information to match employees with multiple coverage codes. H <PERS ID MyClPERS> PERS ID Information (RCASPI) The PERS ID Information screen illustrated in Figure 6 allows you to add, change, or delete the 10-digit participant code for my CalPERS. Every employee has only one participant ID. This screen links the employee s SSN to the participant ID for PERS. NOTE: The PERS ID Information screen does not use the standard county- or district-level user security for Employee Retirement Maintenance (RCA002). The RCA2PI user security controls whether you can add, change, or delete the my CalPERS ID. For details, see the Technical Notes. If you bring up this screen for an employee with no participant ID, the My CalPERS Id field is blank. Add access allows you to fill in the My CalPERS ID field, the press <ENTER> and <Update Data> to add it. Change access allows you to fill in the Change field with a different participant ID, then press <ENTER> and <Update Data> to change the ID. 6 of 15

7 Figure 6: PERS ID Information screen Delete access allows you to fill in the Remove My CalPERS Id field, then press <ENTER> and <Update Data> to delete it. If you have inspect-only access to the screen, the <Update Data> key is not available, and the middle of the screen looks like this: H <Ret Hrs MyClPERS> Retirement Hours for my CalPERS As of October 2011, this function key is not implemented. RCA100 - REQUEST PERS JOBS H Request PERS Jobs (RCA100) has a new launch screen for doing the following: Creating the XML file for my CalPERS reporting and the accompanying my CalPERS XML File Generation Audit Report (RCA345). Launching the PERS Auditing Report (RCA349) that allows you to review and correct PERS data before creating the XML file. Figure 7 illustrates the first launch screen, and Figure 8 illustrates the second launch screen. 7 of 15

8 For more information: QSS/OASIS CRX Release See Technical Notes for instructions on installing this program on the Menu System. See Auditing and Reporting PERS Data for July, August, and September for instructions on using this program. Figure 7: First launch screen for Request PERS Jobs (RCA100) Figure 8: Second launch screen for Request PERS Jobs (RCA100) 8 of 15

9 RCA340 - GENERATE PERS XML FILE FROM RCA320 OUTPUT H This program takes the PERS data from RCA320 in ACES format and converts it to the XML file required for my CalPERS reporting. RCA345 - my CalPERS XML FILE GENERATION AUDIT REPORT H This program prints a list of exceptions in the input file that RCA340 uses to create the report for PERS so that you can clean up the data before submitting the report to PERS. RCA349 - PERS AUDITING REPORT H This program creates the PERS Auditing Report for assisting you in my CalPERS reporting. This report identifies a variety of exceptions that would cause PERS to reject data sent for my CalPERS, such as missing my CalPERS IDs or missing PERS master records. Thus, this report allows you to clear up problems before submitting to PERS. For instructions on how to use this report, see Auditing and Reporting Data for July, August, and September. RCAP10 - READ PERS SEED DATA H Read PERS Seed data file and create a report on the terminal that displays the employer IDs and division IDs in the file. Make sure that all of these ID numbers are in your RETSYS database before continuing with the other RCAPxx programs. RCAP20 - CREATE EXTRACT FILE H Read PERS Seed Data for my CalPERS conversion and create an extract file for all records from PERS that match up to the local values in the QSS/OASIS California Retirement System. This process creates log files FMRCAP20, FMRCAP21, and FMRCAP22 that you can review to evaluate how well the process worked. FMRCAP22 lists employees that have a division ID in Seed File that does not match anything in RETSYS. This error occurs when you do not add the employer and division IDs in the Seed File to RETSYS. RCAP25 - CREATE SKELETON PER-PAY RECORD H Create a skeleton PER-PAY record from the error file FMRCAP21 produced by RCAP20. RCAP30 - LOAD PERS EMPLOYEE ID H Load a cross-reference file in the database to match the PERS ID number with each employee s SSN for the Retirement database. The FMRCAP30 log file reports database errors during this process. RCAP35 - LOAD PERS CROSS-REFERENCE H Load a cross-reference for the PERS ID for the Personnel database. The FMRCAP35 log file lists any database errors that occur during the conversion. RCAP40 - LOAD PERS APPOINTMENTS H Load PERS appointments to the Retirement database. This process does not create a log file. The $STDLIST summarizes the number of records loaded. New and Changed Windows and Forms for QCC HRCART - HR California Retirement Window Navigating to the New Forms 9 of 15

10 You can open the new forms for my CalPERS from the tree view on the left side of the HR California Retirement Processing window. To navigate to the new forms for my CalPERS: 1. Log on to QCC. 2. From the QSS ControlCenter window, select the Go menu, point to Human Resources / Payroll, then click CA Retirement. 3. Select one of the new windows from the HR California Retirement Processing window. To use one of the forms for maintaining data for my CalPERS, select an employee, then click one of the following items in the Menu area: Retirement Master (my CalPERS) Appointment ID (my CalPERS) Employee PERS ID (my CalPERS) Retiree Work HRS (my CalPERS) To create reports for auditing the my CalPERS data and create the file to send to PERS, click the PERS Create my CalPERS from XML Data File item. Figure 9 illustrates the location of these new menu items. Retirement Master (my CalPERS) Window The Retirement Master Information screen illustrated in Figure 10 allows you to flag whether an employee is retired. Each employee has only one retirement master record. The commands for updating records are available only if your user security allows updating records. The following example illustrates how to set up a future retirement date on a single line. Figure 11: Setting up a future retirement date for a current employee July 2011 is the current date for this example. The EFF MM and EFF YY are July 2011 for the current assignment. The Ret 1 code is Y for retired, and the date of October 2011 in MM 1 and MM 2 indicate a future retirement 10 of 15

11 Figure 9: Menu items added to the HR California Retirement Processing window for my CalPERS The following example illustrates how to set up retirement for a future date using 2 lines. For this example, the current date is July Figure 12: Setting up a future retirement date for a current employee Line 2 is for the current service. It has an N in the Ret1 column to indicate that the employee is not retired. The MM1 and YY1 columns are blank to indicate an openended term of service. Line 1 is for the future retirement date. It has an effective date of October 2011 (3 months after the current date of July 2011) and a flag of Y in the Ret1 column. The MM1 and YY1 columns are 10 and 11. Appointment ID (my CalPERS) Form The Appointment ID (my CalPERS) form illustrated in Figure 13 allows you to record multiple appointment IDs for each employee. 11 of 15

12 Figure 10: Retirement Master (my CalPERS) form for the HR California Retirement Processing window Here are a few notes about this form: The Inactive column is blank for an active record of Y for an inactive record. Thus, you can keep a record of previous records without deleting them7. The Effective Date and Appointment ID are the only required items. The Coverage Code, Rate, and Rate Type are optional. This additional information gives PERS additional information to match employees with multiple coverage codes. Employee PERS ID (my CalPERS) Form The Employee PERS ID (my CalPERS) form illustrated in Figure 14 allows you to add, change, or delete the 10-digit participant code for my CalPERS. Every employee has only one participant ID. This screen links the employee s SSN to the participant ID for PERS. This form uses the RCA2PI user security to control whether you can add, change, or delete the my CalPERS ID. For details, see the Technical Notes. The default is to display the my CalPERS ID, but not allow any changes. Add access allows you to type an ID number into a blank my CalPERS Id box, then p select the Save icon and Return or Save and Stay icon to add it. 12 of 15

13 Figure 13: Appointment ID (my CalPERS) form for the HR California Retirement Processing window Figure 14: Employee PERS ID (my CalPERS) form for the HR Califor Retirement Processing window Change access allows you to change the my CalPERS Id box, the select the p Save icon and Return or Save and Stay icon to change it. Delete access allows you to use the Delete icon to remove the my CalPERS ID. 13 of 15

14 Retirement Work HRS (my CalPERS) Form This form is not implemented as of October PERS Create my CalPERS XML from PERS Data File Form The PERS Create my CalPERS XML from PERS Data File form illustrated in Figure 15 allows you to do the following: Launch the PERS Auditing Report (RCA349) that allows you to identify employees missing from the Seed Data file and other inconsistencies in your retirement data. Create the XML file for reporting to my CalPERS. You can create either a test or a live file. For more information, see Auditing and Reporting Data for July, August, and September. Figure 15: PERS Create my CalPERS XML from PERS Data File form for the HR California Retirement Processing window HRMAINT -HR Code Maintenance Window The District Retirement Master File Maintenance screen has an additional box for the SIP Plan ID. PERS has announced that this ID will be added to the information required for reporting as of December Figure 16 illustrates the location of this new box. 14 of 15

15 Figure 16: SIP Plan ID for the District Retirement Master File Maintenance screen (QCC version) 15 of 15