The Montana Pers Address Update Process creates the report and export file for submission to the Montana Public Employees Retirement division to record employee address changes. This process utilizes an address archive file, SRB$OPSDAT0:PRAD01.DAT. These archive records are used as a comparison to the payroll employee master to identify changes and new employees. Initially the PERS division requires that the address export file should include all employees applicable for this pension. Ideally all following submissions of the address export file will only contain those employees who had an address change. The PERS system can accommodate a full address export file each time if necessary.
This process requires the Montana Pension Profile to be completed. This process requires the logical SRB$EXPOrT be defined in the payroll's LOGICALS.COM file. This logical defines the location where the address export file will be created.
This generation process checks the employee's deductions against the 'BASIC PERS Deduction Codes' field on the Montana Pension Profile. Employees that do not have one of the listed deduction codes will be omitted from this export and report. This process uses the SYSTEM Number, Employer Type and Employer ID Number defined on the PER Montana Pension Profile in the creation of the address export file.
The address export file created by the generate phases of this option is created at the location defined by the logical SRB$EXPOrT. The export file name is ####_yymmdd. Add, where #### is the payroll id code (Payroll Master profile), and yymmdd is the current date.
Generate New address Export/Reprint Report
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Enter 'R' to reprint a previously generated address export report.
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Enter 'G' to generate a new address export file and report. At the end of each month this option would be run to generate an address changes listing. This option will override previously generated address export information.
If 'G' is chosen, the following prompt will display:
Generate Full Address Refresh / Changes Only
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Enter 'C' to compare the eligible employee's current address information to the archived address information. Only new employees or those employees with address changes should be report and exported.
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Enter 'G' to report and export all applicable employees address information.
All employees reported will also be refreshed in the address archive file.
Sort Report by Employee #, SSN Or Name
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Enter 'S' to generate the report in employee social security number order.
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Enter 'E' to generate the report in employee number order.
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Enter 'N' to generate the report in employee name order.
The Report lists the following:
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The employee number, social security number, last name, first name and middle initial
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The employee's Address 1, Address 2, City, State and Zip code