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my|CalPERS Course 103 Retirement
Enrollment for Public Agencies and Schools Student Guide
April 27, 2018
April 27, 2018 Page 1 of 23
Introduction
This user-friendly student guide is a resource to assist with my|CalPERS retirement enrollment
and appointment maintenance transactions.
Disclaimer
As a security safeguard, business partner and participant information has been masked within
the figures in this procedure guide.
Training Opportunities
Prior to taking a my|CalPERS System Training instructor-led class, new users should review the
Introduction to my|CalPERS for Business Partners guide and take a Business Rules training
class. The business rules training (instructor-led or online) class covers the simplified
explanation of laws defined by the California Public Employees’ Retirement Law (PERL).
Contents
Topic Page
Unit 1: Person Search Tool 2
Unit 2: New Enrollment 6
Unit 3: Maintain Enrollment 11
Unit 4: Reports 19
CalPERS Resources and Contacts 21
April 27, 2018 Page 2 of 23
Unit 1: Person Search Tool
The Person Search tool allows you to verify membership status and confirm appointment
information.
Contents
Topic Page
Scenario 1: Verify CalPERS Membership 3
Scenario 2: Confirm Your Active Employee’s Appointment Information 4
April 27, 2018 Page 3 of 23
Scenario 1: Verify CalPERS Membership
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Did the Search Results section display No results found?
If… Then…
Yes They are not a member
You have completed this scenario.
No Continue to step 5
Step 5 Did the Hire Date section display?
If… Then…
Yes Continue to step 6
No Verify CalPERS membership
You have completed this scenario.
Step 6 Enter the appropriate date into the Anticipated or Actual Hire Date field.
Step 7 Select the Continue button.
Step 8 Verify CalPERS membership.
You have completed this scenario.
April 27, 2018 Page 4 of 23
Scenario 2: Confirm Your Active Employee’s Appointment Information
Scenario
You will verify the following for your active employee:
• Service credit balance
• Member contribution details
• Appointment history
System Logic
• my|CalPERS will only allow you to view appointment information specific to your agency.
• Within the Pre-Retirement Benefit section, the as of date will always reflect today’s date and
time. For updated information, verify last reporting date with payroll.
Step Actions Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Pre-Retirement Benefit Information section, verify the service credit
and member contributions.
Step 5 Within the Appointment History section, select the appropriate active Employer
link to view your employee’s current appointment and event details.
April 27, 2018 Page 5 of 23
Step 6 Select the Membership Information carrot icon to expand the section.
Step 7 If available, select the carrot icon to expand the Reciprocity section.
You have completed this scenario.
April 27, 2018 Page 6 of 23
Unit 2: New Enrollment
The retirement enrollment process enables you to enroll employees into the retirement system
and create appointments.
Contents
Topic Page
Scenario 1: Add a New Retirement Enrollment 7
Scenario 2: Add a Retired Annuitant Appointment – Retired from Different Agency
9
Scenario 3: Add a Retired Annuitant Appointment – Retired from Your Agency 10
April 27, 2018 Page 7 of 23
Scenario 1: Add a New Retirement Enrollment
Scenario
You have determined that your employee qualifies for membership. You will process a
retirement enrollment.
System Logic
When entering a new appointment, my|CalPERS will look for potential matches and warn you if
there is an existing participant with similar information. If you continue entering the same
personal information, an internal workflow will be generated to prevent duplication.
Step Actions
Step 1 Select the Reporting global navigation tab.
Step 2 Within the Create or Edit Report section, select Add Retirement Enrollment
from the Method drop-down list.
Step 3 Select the Continue button.
Step 4 Complete the Person Search section.
Step 5 Select the Search button.
Step 6 Does the employee have a CalPERS ID?
If… Then…
Yes Skip to step 14
No Continue to step 7
Step 7 Select the Add New button.
Step 8 Complete the Person Details, Address Details, and Communication Details
sections.
Step 9 Select the Primary radio button for one phone number and email address.
Step 10 Select the Save & Continue button.
Step 11 Select the appropriate radio button for U.S. Postal Service Matches.
Step 12 Select the Confirm button.
Step 13 Select the Save & Continue button.
April 27, 2018 Page 8 of 23
Step 14 Complete the Appointment Details section.
Step 15 Do you want to add a position title?
If… Then…
Yes Continue to step 16
No Skip to step 21
Step 16 Select the Update link next to the position title.
Step 17 Within the Positions section, select the Add new button to create a new position
title.
Step 18 Complete the Maintain Position Details section.
Step 19 Select the Save button.
Step 20 Select the Return link.
Step 21 Complete the Appointment Details, Membership Information, and Reciprocity
sections.
Step 22 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 9 of 23
Scenario 2: Add a Retired Annuitant Appointment – Retired from Different
Agency
Step Actions Step 1 Select the Reporting global navigation tab.
Step 2 Within the Create or Edit Report section, select Add Retirement Enrollment
from the Method drop-down list.
Step 3 Select the Continue button.
Step 4 Complete the Person Search section.
Step 5 Select the Search button.
Step 6 Complete the Appointment Details section.
Step 7 Complete the Reciprocity section.
Step 8 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 10 of 23
Scenario 3: Add a Retired Annuitant Appointment - Retired from Your Agency
System Logic
When adding an appointment for a retired annuitant who retired from your agency,
my|CalPERS will require the original hire date for when they were first hired at your agency.
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the Employer link with the
earliest start date.
Step 5 Within the Appointment Details section, note the Original Hire Date.
Step 6 Select the Person Information global navigation tab.
Step 7 Within the Appointment History section, select the Add New button.
Step 8 Complete the Appointment Details section.
Step 9 Complete the Reciprocity section.
Step 10 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 11 of 23
Unit 3: Maintain Enrollment
The retirement enrollment process enables you to make changes to existing employees’
accounts.
Contents
Topic Page
Scenario 1: Correct Demographic Information 12
Scenario 2: Correct Appointment Information 13
Scenario 3: Delete Appointment 14
Scenario 4: Process a Leave of Absence on an Appointment 15
Scenario 5: Appointment Change 16
Scenario 6: Permanent Separation from an Appointment 17
Scenario 7: Update Unused Sick Leave Days 18
April 27, 2018 Page 12 of 23
Scenario 1: Correct Demographic Information
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Summary section, select the Update Personal Information link.
Step 5 Complete the Maintain Personal Information Details section.
Step 6 Select the Save button.
Step 7 Do you want to update their communication information?
If… Then…
Yes Continue to step 8
No Skip to step 11
Step 8 Within the Summary section, select the appropriate Update link.
Step 9 Complete the Maintain Communication Details section.
Step 10 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 13 of 23
Scenario 2: Correct Appointment Information
System Logic
Appointment data changes may affect payroll reporting.
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the appropriate active Employer
link.
Step 5 Select the radio button of the appointment event you wish to correct.
Step 6 Select the Correct Event button.
Step 7 Correct information in the Appointment Details section.
Step 8 Correct information in the Membership Information section.
Step 9 Correct information in the Reciprocity section.
Step 10 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 14 of 23
Scenario 3: Delete Appointment
System Logic
You cannot delete an appointment with associated health enrollment or payroll history.
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the View More Actions link or
select the Appointment History left-side navigation link.
Step 5 Select the radio button for the appointment.
Step 6 Select the Delete button.
You have completed this scenario.
April 27, 2018 Page 15 of 23
Scenario 4: Process a Leave of Absence on an Appointment
System Logic
• The Begin Leave date is entered as at least one day after the last paid day at your agency,
even if it is a weekend or holiday.
• The End Leave date is entered as the date the employee returns to work.
• my|CalPERS will cancel health enrollment for employees on an unpaid leave of absence.
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the appropriate active Employer
link.
Step 5 Within the Appointment Event History section, select the Add New button.
Step 6 Complete the Appointment Event Details section.
Step 7 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 16 of 23
Scenario 5: Appointment Change
System Logic
Appointment changes may affect payroll reporting.
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the appropriate active Employer
link.
Step 5 Within the Appointment Event History section, select the Add New button.
Step 6 Complete the Appointment Event Details section.
Step 7 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 17 of 23
Scenario 6: Permanent Separation from an Appointment
System Logic
• The permanent separation date must be entered as at least one day after the last day on
payroll at your agency, even if the date falls on a weekend or a holiday
• Permanent separation will affect payroll reporting and health enrollment
• my|CalPERS will only provide the unused sick leave field if your agency contracts for that
optional benefit
• Education leave will always be zero
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the appropriate active Employer
link.
Step 5 Within the Appointment Event History section, select the Add New button.
Step 6 Complete the Appointment Event Details section.
Step 7 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 18 of 23
Scenario 7: Update Unused Sick Leave Days
System Logic
• my|CalPERS will only provide the unused sick leave field if your agency contracts for that
optional benefit
• Education leave will always be zero
Step Actions
Step 1 From the home page, select the Person Information global navigation tab.
Step 2 Complete the Person Search section.
Step 3 Select the Search button.
Step 4 Within the Appointment History section, select the appropriate active Employer
link.
Step 5 Select the radio button of the appointment you wish to correct.
Step 6 Select the Correct Event button.
Step 7 Complete the Appointment Event Details section.
Step 8 Select the Save button.
You have completed this scenario.
April 27, 2018 Page 19 of 23
Unit 4: Reports
my|CalPERS generates reports using IBM Cognos software. Cognos queries your agency’s data
in my|CalPERS and generates reports in multiple formats using the criteria that you choose.
• The my|CalPERS Employer Reports (Cognos) page provides a listing of reports, an example and
description of each report, the user role needed to generate the report, and the status of
each report.
Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements > my|CalPERS
Employer Reports (Cognos)
• For information on how to navigate through Cognos and learn its functionality, review the
my|CalPERS Employer Reports (Cognos) student guide on the CalPERS website.
Pathway: CalPERS website > Employers > I Want To…:Find my|CalPERS Student Guides
Benefit Recipients by Employer Report
This report provides a listing of all the benefit recipients (including beneficiaries and survivors)
whose benefits are funded by your agency. The report provides a listing of benefit recipients
that could be used for mailing distribution lists.
CalPERS ID and Appointment ID Report
Displays a list of participants who have an appointment effective date during the specified date
range. The report includes the last four of the Social Security number, CalPERS ID and
Appointment ID. You may use this report to:
• Review appointments
• Reconcile membership/start dates
Participant Appointment Details Report
This report provides a list of employees with an appointment start date within the specified
date range. You may use this report to:
• Review appointments
• Reconcile membership/start dates
Participant Enrollment History Report
This report lists the history of enrollment and appointment data of a single employee for the
CalPERS program only. The report includes appointment details including status, original hire
date, membership date, membership information and CalPERS ID.
April 27, 2018 Page 20 of 23
Participant Pension Enrollment Data Report
This report lists all active employees’ enrollment data, including their enrollment levels as of
the date entered. Employers can use this report to:
• Reconcile their active/separated appointments
• Filter by Enrollment Level, Pension Formula and/or Rate
Participant Undeliverable Address Report
This report provides a listing of all the active employees whose addresses are marked as
undeliverable or missing. When mail is returned to CalPERS, the address is marked as
undeliverable.
Retired Annuitant Hours Worked Report
This report provides a listing of Retired Annuitants (RAs) with active appointments within your
agency during the date range selected. The report provides:
• The total hours worked within your agency
• The total hours worked for all other CalPERS agencies (useful when the RA works at multiple
CalPERS agencies)
We suggest running this report with a start date as the beginning of the fiscal year (July 1) and
an end date as the last day of the fiscal year (June 30).
Retirement Appointment Reconciliation Report
This report identifies employees who have appointments and missing contributions for one or
more earned periods greater than 61 days. The report includes employee appointment and
employer details, last reported earned period date, number of missing payroll periods, and
health/retirement indicators.
Note: CalPERS runs a daily batch job to refresh the retirement appointment reconciliation
information. Appointments that have been updated will remain within this report until the next
business day.
April 27, 2018 Page 21 of 23
CalPERS Resources and Contacts
Contents
Topic Page
CalPERS Resources 22
CalPERS Contacts 23
April 27, 2018 Page 22 of 23
CalPERS Resources
Obtain more information by visiting the CalPERS website at www.calpers.ca.gov.
Resources Links
• my|CalPERS Student Guides
Pathway: CalPERS website > Employers > I Want To…: Find my|CalPERS Student Guides
• Online Classes for Employers
Pathway: CalPERS website > Employers > I Want To… : Find my|CalPERS Student Guides >
Online Classes for Employers
• Employer Education Schedule
Pathway: CalPERS website > Employers > I Want To… : Find my|CalPERS Student Guides >
Employer Education Schedule
• my|CalPERS Technical Requirements
Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements
• CalPERS Public Agency & Schools Reference Guide
Pathway: CalPERS website > Employers > Policies & Procedures > Reference & Health Guides
> Public Agency & Schools Reference Guide
• Circular Letters - CalPERS
Pathway: CalPERS website > Employers > Policies & Procedures > Circular Letters
• California Public Employees' Retirement Law (PERL)
Pathway: CalPERS website > About > Laws & Regulations > California Public Employees’
Retirement Law (PERL)
April 27, 2018 Page 23 of 23
CalPERS Contacts
Contact CalPERS via Email
• To contact the employer educators for questions and requests, email
• To contact the Employer Response Team for assistance with your most critical, complex, or
time-sensitive issues, email [email protected]
Contact CalPERS by Phone or Fax
You can reach CalPERS at 888 CalPERS (or 888-225-7377), Monday through Friday, 8:00 a.m. to
5:00 p.m., except on state holidays.
• TTY: (877) 249-7442 (This number does not accept voice calls)
• CalPERS centralized fax number: (800) 959-6545
• Employer Response Team phone number: (800) 253-4594
Submit Inquiry
You can send secure messages through my|CalPERS. Expand the Common Tasks left side
navigation folder, and select the Submit Inquiry link to submit a question or request.
