How_do_I_set_up_PERSI_adjustment_file_ID_2025.08_

How do I set up PERSI adjustment file? (ID) (2025.08)

In PERSI (Public Employee Retirement System of Idaho), an adjustment file is used by employers to correct previously submitted data related to wages, contributions, or service credit for one or more employees. It allows employers to fix errors in past transmittal files that may impact retirement contributions or benefit calculations. 

 

What is the adjustment file used for?

  • Incorrect wages or contribution amounts

  • Incorrect reported hours (which affect service credit)

  • Missing pay periods or skipped records

  • Misclassified employees (for example, wrong class code)

  • Retroactive pay or back pay adjustments

 

 

Why it's important

  • Ensures accurate benefit calculations.

  • Prevents issues with employee retirement eligibility or service credit. 

  • Allows PERSI to reconcile employer accounts and apply corrections properly. 

 

 

When to use an adjustment file

  • You discover an error in a previous payroll (for example, underreported wages or contributions). 

  • You need to report retroactive pay. 

  • You made a reporting error in class/status and need to align data. 

 

 

Important

  • Adjustment files must be submitted in the PERSI-approved format. 

  • Include only the corrections, not full payroll data. 

  • Submit after any related enrollment or class/status change files (if applicable). 

 

 

Setting up PERSI adjustment file

1. Open Connect Payroll > State Reports > State Retirement Report. 

2. Use the Definition menu to select State Retirement Report (ID) - PERSI Payroll Adjustment File [Caselle Master]. 

3. Verify the File Transmission is set to Adjustment. 

4. Set up the state reporting options. 

  • Click to select the State Reporting tab > Options tab, and then enter the following information. 

  • Employer code: This is the same as the 2024 State Retirement Report (ID). The employer code is a unique numeric identifier assigned by PERSI to each participating employer (such as a school district, city, county, state agency, or special district). 

  • Pay cycle schedule name: Enter the frequency and type of payroll cycle the employer is reporting. It tells PERSI whether the payroll being reported is monthly, semi-monthly, bi-weekly, or weekly, depending on how the employer pays its employees. 

 

5.  Skip the state reporting setup. 

The state reporting setup has been selected for the PERSI adjustment file. 

 

6. Set up the retirement pay codes. 

When you submit an adjustment file, you're essentially correcting or supplementing a payroll/contribution report that was already submitted. The pay codes in the adjustment file tell PERSI what type of wages or contributions you are adjusting. 

Which pay codes to include? You need to include only those pay codes that are relevant to the adjustment, not every pay code you would normally report in a regular payroll cycle. 

Examples of common pay codes in PERSI's file layouts include:

  • REG - Regular pay (retirement eligible wages)

  • OT - Overtime pay

  • VAC - Vacation payout

  • SICK - Sick leave payout

  • LUMP - Lump sum pay (severance, termination payouts)

  • ADDL/MISC - Other retirement-eligible wages as defined by PERSI

  • NON-ELIG - Non-retirement eligible pay (used in some adjustments if wages were mistakenly reported)

 

If your adjustment relates to contributions only (for example, fixing employee/employer contribution amounts), you still need to include the associated pay code so PERSI can tie the contribution to the correct type of compensation.

To set up retirement pay codes: 

  • Click to select the State Reporting tab > Fields tab. 

  • Click Add/Remove Pay Codes . 

  • Select the retirement pay codes that are tied to the employee that need to be included in the file. 

  • For each retirement pay code, select the pay codes that make up Compensation, Other Pay, Non-pensionable Compensation, Contributions, Hours, Unused Sick Leave Balance, and Remittance Amount. (The columns to the right of the retirement pay code.)

 

7. Set up the export file settings for the adjustment file. 

 

  • Click to select the State Reporting tab > Export Settings tab, and then fill in the following information. 

  • File name: Include the path and file name. Example: d:\myfiles\ID PERSI Payroll Adjustment MMYY.txt

 

 

8. Save the adjustment report as a new report definition. 

  • Click Save  (CTRL+S).

  • In the Save as new report box, enter the report definition name. (For example, PERSI Payroll Adjustment File 2025)

 

Generating adjustment file

1. Open Connect Payroll > State Reports > State Retirement Report. 

2. Select the report definition for State Retirement Report (ID) - PERSI Payroll Adjustment File.  

Verify the following information: 

  • Report dates: Enter the reporting date range that includes the records being adjusted. 

  • Include: Select Report and State File or State File. 

 

3. Set up the state reporting fields. 

You need to include only those pay codes that are relevant to the adjustment, not every pay code you would normally report in a regular payroll cycle. 

If your adjustment relates to contributions only (for example, fixing employee/employer contribution amounts), you still need to include the associated pay code so PERSI can tie the contribution to the correct type of compensation.

To set up retirement pay codes: 

  • Click to select the State Reporting tab > Fields tab. 

  • Click Add/Remove Pay Codes . 

  • Select the retirement pay codes that are tied to the employee that need to be included in the file. 

  • For each retirement pay code, select the pay codes that make up Compensation, Other Pay, Non-pensionable Compensation, Contributions, Hours, Unused Sick Leave Balance, and Remittance Amount. (The columns to the right of the retirement pay code.)

 

4. Review the converted report data. 

  • Click to select the Review tab. 

  • Review the employees in the report data. (Check for missing employees, remove employees that do not need to be included, and verify pay code amounts.)

  • When the report data is accurate, continue to step 5. 

 

5. Click Preview (CTRL+Q) to generate the adjustment file. 

 

Filing adjustment file

1. Login to the PERSI Employer Portal. (https://employers.persi.idaho.gov)

2. Select Reporting. 

3. Click Adjustments. 

4. Upload the adjustment file. 

5. Review and submit. 

  • Correct any flagged issues. 

  • Once the flagged issues are cleared, you can submit the file for processing. 

  • If adjustments affect financial balances (extra contributions owed or refunds), you'll need to reconcile with PERSI. 

 

 

 

 

 

Copyright © 2025 Caselle, Incorporated. All rights reserved.

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