A data field found on both DTL1 and DTL2 records. A code for the average annual overtime hours worked by a particular job class. The employer supplies this when an employee is hired (DTL1 record) or changes job class (DTL2 record). PERS uses this information when a member retires to set a reasonableness cap on the number of overtime hours that can be used in the calculation of final average salary.
Amount due from the employer on or before the balance due date (same as the Remittance Due Date). The amount can
be negative or positive. A positive amount, a value surrounded by parentheses
(), means the account has a surplus of funds, and the employer therefore
does not owe any money.
The balance that exists as of the "Beginning Balance as of..." date. The balance can be either positive or negative. A positive balance, a value surrounded by parentheses (), means the account has a credit.
PERS conducts business Monday - Friday (except for state and federal holidays) from 7:30 a.m. until 5 p.m.
The first calendar day of a month through the last calendar day of that month. There are 12 calendar months in a calendar year. "Calendar" is usually specified to distinguish the length of time from any 30-day period that could be considered a "month's time."
Twelve calendar months commencing on January 1 and ending on December 31.
Summary of the contributions that have not yet posted.
One of two types of records submitted in periodic reports through EDX. The demographic record (also called Member Demographic Record or Detail 1 record) includes information about changes in an employee’s employment status (hire, termination, begin or end leave) or in his or her personal information (name, address, SSN).
A report containing demographic (DTL1) records, positive and/or negative adjustment records, and retroactive payment records.
See “demographic (DTL1) record.”
See “wage and service (DTL2) record.”
A data field found on both DTL1 and DTL2 records. It is an optional field for employers who wish to use codes subdividing employees based on geographical and/or personnel divisions.
A person who is a public official holding an elective office or an appointive office with a fixed term for the state or for a political subdivision of the state. An elected official may elect to participate in PERS pursuant to ORS 238.015(6).
The amount actuarially necessary, as designated by the Board, that an employer must pay to adequately fund the benefits to be provided by the contributions of the employer.
The Web-based program participating PERS Chapter 238 Plan, OPSRP Pension Program, and OPSRP IAP employers with qualifying positions use to report payroll and demographic information directly to PERS.
Contributions paid by employers and sent to PERS on behalf of members. The contribution amount is calculated before taxes are taken out of the employee salary.
A report record (DTL1 or DTL2) that has a flagged type of error. Flagged errors are only warnings that something reported in the record looks abnormal. Records with flagged errors should be checked for accuracy, but will post when all other records post.
A data field found on both DTL1 and DTL2 records that applies only to those employees defined as school employee under ORS 238A.140(6). An employer specifies what they consider to be the equivalent of full-time work when full-time service requires less than 2,000 hours of service in a calendar year.
For the PERS Chapter 238 Program: Membership in PERS as other than a judge member, a P & F designated position, or a legislator. For the OPSRP Pension Program and OPSRP IAP: Membership in the OPSRP Pension Program, OPSRP IAP, or both as other than a P & F designated position.
A data field on the wage and service (DTL2) record. Gross salary entered must equal the sum of the values entered in the following fields: Subject Salary, Regular; Subject Salary, Overtime; Non-Subject Salary; Lump-sum Payoff; and Lump-sum Vacation Payoff
The Defined Contribution Program of the OPSRP. All Tier One and Tier Two members became members of the OPSRP/IAP beginning January 1, 2004.
The retirement system software platform underlying EDX. jClarety and EDX were implemented to manage member wage, service, and demographic information for OPSRP.
A data field found on both DTL1 and DTL2 records. The date when an active employee changes job class.
A time during which an employee is not working but is still considered employed. An official leave of absence is one that was approved by the employer. A leave of absence with or without pay does not break the continuity of the employee’s membership in PERS.
A period during which an employee is considered employed but is not working for his or her employer and is not paid or accruing service time. A leave without pay is reported to PERS on a DTL1 record.
A person who is a public official holding an elective office or an appointive office with a fixed term for the state or for a political subdivision of the state. An elected official may elect to participate in PERS pursuant to ORS 238.015(6).
A field located on the wage and service (DTL2) record. Indicates lump-sum payoff amounts made to an employee in the current report period (e.g., accrued vacation, accrued sick time, comp time, etc.).
PERS contribution deducted from a member’s salary after the withholding of federal and state income taxes from his or her gross salary.
PERS contribution deducted from a members’ salary before the withholding of federal and state income taxes from his or her gross salary.
A wage and service (DTL2) record used to negatively adjust amounts reported for a particular pay date.
A field located on the wage and service (DTL2) record. Payments excluded by statute from inclusion in calculation of PERS or OPSRP contributions.
An employer may, by written agreement, elect to pay an additional contribution amount to a class (or all) of its employees in addition to other contributions. This amount must be a whole number percentage between 1 and 6 percent.
Established by HB 2020 and comprised of the Pension Program, as a defined benefit plan, and an Individual Account Program, as the defined contribution plan.
The period of time from one pay date to the next. The pay date is considered the last day of the pay cycle. A pay cycle may apply to a group of employees who are paid for the same period.
The date printed on the employee’s check.
Person or persons using EDX to report to PERS. Payroll specialists set up their own accounts via EDX.
The job class, for PERS purposes, under which the reported wages have been earned (e.g., General Services = 1, Police and Fire = 2, etc.). Defines the employment classification an employee holds with an employer. The job class may affect the rules that apply to a member’s benefits or eligibility to participate in PERS.
A wage and service (DTL2) record used to adjust understated amounts reported for a particular pay date.
A status EDX assigns to records and reports considered correct and closed to further changes. A record posts, receiving a status of “posted” once it passes the vali-dation process. A report posts when all the records it contains post.
Employment in a PERS-covered position or a period of employment with a PERS-participating employer that is required of the employee before becoming a member of PERS.
This report must be submitted according to an organization’s assigned reporting frequency. It includes wage and service (DTL2) records for all employees receiving payments during the reporting cycle. This report can also contain demographic (DTL1) records, if necessary.
The action of identifying a new report in EDX to be picked up by the next batch validation and posting process. A released report may be “unreleased” before the batch, preventing the report from being processed.
A statement showing employer charges due related to posted wage and contribution records. Available through the View Your Statement link in EDX, the statement shows three levels of detail, including by individual employee for each record posted.
The scheduled date the employer submits wage, service, and contribution data to PERS. This date is given to a report when it is created and is specified in the header record of the report data file. It is the date associated with reporting frequency.
The date an employer must report wage, service, and contribution data to PERS. This date follows the report date by three business days.
Refers to the period between report dates, which is when the activity is captured to create regular Wage and Contribution Reports. For instance, an employer reporting monthly would have a report dated 06/30/2004, with a report period of June 1–June 30.
A data field on the wage and service (DTL2) record indicating the type of pay being reported (e.g., regular wages, retroactive pay, adjustments, etc.).
PERS assigns each employer a reporting cycle that most closely matches its pay cycle in accordance with OAR 459-070-0100. There are four reporting frequencies associated with the assigned reporting cycles: monthly, semi-monthly, bi-weekly, and weekly.
Individual an organization identifies as the person charged with overseeing the PERS payroll reporting process. The individual is responsible for designating the Web administrator.
A wage and service (DTL2) record used to report current payments made for dollars earned in prior periods that meet the statutory definition of Retroactive Payment per ORS 238A.005(16)(b)(E).
The remuneration paid to an employee in cash out of the funds of a public employer in return for services to the employer.
An apprenticeship, internship, or entry-level position with a PERS-covered employer that a person worked before the employer hired that person into a technical or professional position.
An employer/employee relationship exists but no work is performed. Leave with pay (LWP) and leave without pay (LWOP) are examples of separation. Separation is not termination.
Any salary subject to PERS or OPSRP contributions and strictly attributable to overtime hours worked.
Any salary subject to PERS or OPSRP contributions that does not include overtime pay.
Private payroll vendor (e.g., ADP) providing administrative services, such as managing accounts and paying out benefit claims. Employers who use a TPA will typically rely on them to extract/generate data files used to upload report information to EDX.
The amount of money that is required for PERS to pay current and future benefits minus the amount of money that is currently in the PERS fund. PERS determines each employer's unfunded liability as part of determining the employer's contribution rate.
A voluntary contribution made toward a benefit enhancement that is available to PERS Chapter 238 Program Tier One and Tier Two police and fire (P&F) members. Not allowed for OPSRP Pension Program members.
Reversing the act of signaling to EDX that a new report is ready for processing during the batch validation. A released report that has not yet been through the batch process may be unreleased, which prevents the report from being processed.
Uniformed Services Employment and Reemployment Rights Act of 1994. A federal law that provides employees with certain rights to reemployment and benefits upon the completion of duty in the uniformed services.
Report containing Demographics and Adjustment Reports and Regular Reports. The report lists the status of each report submitted, either “posted” or “unposted.” In addition, it allows you to view the report details and edit un-posted reports.
One of two types of records submitted in periodic reports using EDX. The wage and service record (also called Detail 2 record) includes information about employee wages paid, hours worked, member contributions, and changes in job class. This record is also used to report retroactive payments and adjustments.
Person appointed by an organization’s reporting official to have sole administrative control over EDX reporting for that organization, including maintenance of employer contacts and user accounts.