Form PA-1 Instructions Certification of Peace Officers for Calendar Year What s New for 2018? 2017 Law Changes. Purpose of Instructions
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1 Form PA-1 s Certification of Peace Officers for Calendar Year 2017 What s New for 2018? Two fields in the demographic section of the form have been relabeled. Please see Steps 8 and 9 below for information on the Submitter Title and Submitter Address fields. If your form is rejected after its submission it is your responsibility to make any corrections needed as soon as possible after receiving the with the rejected form attached Law Changes There were no changes to Police State Aid law during the 2017 legislative session. Purpose of s These instructions are designed to provide guidance to municipal clerks, county auditors, and agency commissioners for the successful submission of Form PA-1. Below you will find step-by-step instructions for each part of the form, along with computer requirements and a few tips for troubleshooting technical issues. Detailed troubleshooting steps can be found in Troubleshooting Form PA-1. Please read these instructions in their entirety in tandem with completing and submitting the form. If you require further assistance, you will be asked what step of the instructions you are on, as well as what steps you have taken to troubleshoot the issue. General Information Regarding Peace Officers Peace Officer Eligibility. Individual officers who meet the following criteria are eligible to be included on your Form PA-1. Definition of Peace Officer. Minnesota Statutes, section , subdivision 1, paragraph (g), defines peace officer as any person: whose primary source of income derived from wages is from direct employment by a municipality/county/state agency as a law enforcement officer on a full-time basis of not less than 30 hours per week; who has been employed by the applicant for a minimum of six months prior to December 31, preceding the date of the current certification under Minnesota Statutes, section , subdivision 2, paragraph (b); who is sworn to enforce the general criminal laws of the state and local ordinances; Rev. 1/18 1
2 who is licensed by the Peace Officer Standards and Training Board and is authorized to arrest with a warrant; and who is a member of the State Patrol retirement plan or the public employees police and fire fund. Six-Month Minimum For the current aid year, this means an officer who has been employed by the applicant in calendar year Not all of the minimum six months of employment need to have occurred in calendar year For example, an officer who was employed for six months or more including part of 2017 and whose employment was terminated in 2017 should still be listed on this form. Example 1: If an officer was hired September 20, 2017, and worked through December 31, 2017, that officer had only three full calendar months of employment with the department and would not meet the six-month employment minimum. Those three months would not qualify to be included in the department s total number of officer months. However, the officer should still be included on the form. Example 2: If an officer was employed for at least one full calendar month during the year being reported (2017), and was also employed for enough full calendar months in the prior year to have been employed by the department for at least six months total, the time during the year being reported qualifies to be include in the department s total number of officer months. For example, if an officer was originally hired July 15, 1980, and left service with the department March 3, 2017, the two full calendar months in 2017 would be included in the department s total number of officer months because that officer met the six-month employment minimum during their career with the department. Please be sure to follow the step-by-step instructions. Step Getting Started 1 Software requirements. You will need to download the latest version of: Adobe Reader. The free Adobe Reader software or at the minimum Adobe Reader version 10 should be installed on your computer. No other PDF product will work. If Adobe Reader 10 or above is not already installed on your computer, please download the free Adobe Reader before proceeding to Step 2. If you have a version earlier than 10, you need to upgrade to use this electronic form. Rev. 1/18 2
3 Internet Explorer. The Department of Revenue recommends Internet Explorer as the browser for all its forms. Other common browsers (Chrome, Firefox, and Apple Safari) will also work with some setting adjustments. Some instruction for other browsers is provided in Step 3. Windows 10 Users. The Edge browser does not currently support Adobe Reader. You must open the installed version of Internet Explorer 11. Adobe provides information on working with Edge here. 2 Open Form PA-1. On the following webpage, click on Form PA-1 : Open the form. If you the message below or a similar message, select Open. Rev. 1/18 3
4 If the form opened successfully, you can move on to Step 3 on page?. If the form won t open. You may experience problems with Adobe Reader and its interaction with your computer. Unfortunately, the Minnesota Department of Revenue does not have the resources available to help with individual computer problems. However, some guidance is provided below. If you do not see the form or if you see a Please wait message that is not eventually replaced, your web browser s settings may need configuration. Each of the various browsers (Internet Explorer, Firefox, Chrome, Safari) have different addons, plug-ins, and extensions that enable the browser to open Adobe Reader forms. There may also be settings that trigger the Adobe Reader form to either open in the browser or as a standalone document (not in the browser). Note: Using the form in the browser is the recommended process. For detailed instructions on working with browser settings and plugins, see Adobe DC Acrobat and Reader Help or General Acrobat Browser Assistance. In general, the form will work well if your web browser: Has the proper Adobe Reader plugins or add-ons enabled/disabled as needed Is configured to open the form within the browser using Adobe Reader In addition to the above resources, browser-specific tips follow that you might find useful if you are experiencing problems with Internet Explorer Ensure that the Adobe PDF Reader extension is enabled. A. From the menu, choose Tools > Manage Add-ons B. Under Add-on Types, select Toolbars and Extensions Rev. 1/18 4
5 C. Ensure that Adobe PDF Reader is enabled. See Adobe DC Acrobat and Reader Help for step-by-step instructions. Google Chrome Chrome has its own PDF viewer, but it does not work with the interactive form and must be disabled. A. In the Chrome browser bar, enter the text chrome://plugins B. Find the Chrome PDF viewer and the Adobe Reader plug-in C. Ensure that the Chrome viewer is disabled (see below that it is greyed out) and that Adobe Reader is enabled (as below). See Adobe DC Acrobat and Reader Help for step-bystep instructions. Rev. 1/18 5
6 Firefox Firefox comes with a PDF Preview in Firefox setting that needs to be changed to Use Adobe Acrobat (in Firefox) for the form to work properly. A. From the menu, choose Tools > Add-ons B. Ensure Adobe PDF Plug-in is always activated as shown below C. From the menu, choose Tools > Options D. Under Applications, ensure that where Content Type = Portable Document Format (PDF), that the associated action is Use Adobe Acrobat (in Firefox) as shown below Rev. 1/18 6
7 Safari Mac users must use Safari as it is the only browser Adobe supports. Ensure that Adobe Reader is installed and is the default viewer for PDFs. See Adobe DC Acrobat and Reader Help for step-by-step instructions. If configuring your browser doesn t work. For best results, we recommend that you use the form in the browser. However, if you cannot configure your browser settings to do so, you can try right-clicking on the form link and save target as or save link as depending on your browser. Note the name and save location of the form. When you locate and open your saved form for the first time, a yellow banner message will likely appear at the top indicating the form is in Protected View. Go to Step 4. 3 Trust the document and adjust for preferences. The first time you open an interactive form, a yellow banner will likely appear across the top indicating the form is in Protected View. This protected view limits what you can do and protects your computer from potentially malicious content. If you don t see the banner right away after opening, select the county (step 5) and it should come up for you. As soon as you see this yellow banner, you must click Options on the yellow banner and select Trust this document always. Once trusted/enabled, the banner will change colors and you can complete the form. Rev. 1/18 7
8 If the banner doesn t change color when selecting trust this document always, try selecting Trust this document one time only. Adjust magnification. The form may open with a lower magnification that you would like. This can be changed using the Adobe Reader toolbar. 4 Save to finish later. You can save your form to finish later. However, complete the upper portion (information about your organization) in Steps 5 through 10 before you save. Be sure to note the saved file name and location. When you come back, the form may require you to go through Step 3 again. Police Department/Local Government Information 5 County of Location. This is the county where your police department is located. Select from the dropdown list. For a state agency, select Ramsey County. 6 Police Department. Select from the dropdown list. Do not proceed with the form until you have your organization selected. The address and any information in the detail rows will be lost if the organization is changed in the middle of the form process. If your form appears to be trusted correctly (the bar is either green or purple), but the fire relief association dropdown list isn t working, please see If configuring your browser doesn t work on page 7 to save a new form to your computer and open it directly in Adobe Reader or Acrobat rather than in a browser. 7 Minnesota Tax ID. The police department or municipality must have a 7-digit Minnesota Tax ID to submit this form. The Property Tax Division cannot help you find this number. If you don t have it, please contact someone who works with accounting or payroll for your department. This number must match the number provided on last year s form. This number must be entered correctly before using the Load feature to load last year s data into the form (Step 12). 8 Submitter Title. This is the job title of the submitter authorized by statute to certify the information on the form. For a state agency, this is the agency commissioner For a county, this is the county auditor For a municipality, this is the municipal clerk For other entities, this should be the person who best matches one of these roles 9 Submitter Address. This is the address of the authorized submitter from Step City. This is the city of the authorized submitter from Step Zip. This is the zip code of the authorized submitter from Step 8. Rev. 1/18 8
9 Load Prior Year Data 12 Load Button. You can use the Load button populate individual officers information into the form. This only works if your department submitted a form in If you do not or cannot use this function, you can go to Step 15. This function will: keep the original hire date entered into the prior year form enter 12/31/2017 as the end date for all officers end up with a blank row at the end, which you can use to enter information for a new officer or delete the form will not submit if the row is blank 13 Verify information. Review each officer s information for accuracy for the 2017 calendar year according to the guidelines below for the officer detail rows. For example: If an officer is listed but was not employed by your department during 2017, that officer should be removed If an officer left employment during 2017, the end date should be updated to the correct separation date 14 Add new officers. If new officers were hired during 2017, add new rows and enter the information according to the guidelines below for officer detail rows. If you have no new officers to add, you can go to Step 25 after verifying the data in Step 13. Detail Rows for Officer Details 15 Enter Last Name. This is the last name of the officer employed during calendar year Enter First Name. This is the first name of the officer employed during calendar year POST License. This is the officer s Peace Officer Standards and Training Board license number. This is a required field for submission. 18 Original Hire Date. This is the original date of the officer s entry into the payroll system for your department. The date must be entered MM/DD/YYYY. 19 End Date. This is the last day that the officer was employed by your department in calendar year Full year Enter 12/31/2017 if the officer was employed on the last day of 2017 Partial year If an officer left employment during 2017, enter the last day of employment Leave Enter 12/31/2017 if an officer goes on leave for any reason (e.g., military, disability, or sick leave), and the department still makes PERA contributions on the officer s behalf until the end of the year. However, if the officer is taken off payroll, then the end date will be the date he or she was removed from payroll. Transfer If an officer transferred to or from another department, only list the dates that the officer was employed by your department. See Step 24 for further instructions. Rev. 1/18 9
10 20 No. of Full Mos. Employed. This is the number of full calendar months that the officer was employed in Partial Months. Only full calendar months can be included in the total. For example, if an officer was employed on 01/01/2017 but left the department on 11/29/2017, the number of full months employed would be 10. Too Many Months. If you enter more months than are allowed, you will get an error message saying that you need to correct before moving on. Too Few Months. If you enter fewer than the number of months allowed, you will get an error message that directs you to explain the officer s unpaid leave. If you made a mistake, then you can just correct the number of months and move on. If the officer was on leave, include a short explanation on the Explain Unpaid Leave line below the officer s name. 21 Avg. Hours Per Week. This is the number of hours worked per week in This number is an average of the whole year, so if an officer worked a mix of part- and full-time, that officer s total months will still qualify if the overall average is at least 30 hours per week. 22 Pension Fund. Select the pension fund the officer belongs to. PERA is the default, however, if the officer is part of the state patrol fund or a local relief association, you will need to change it accordingly. 23 Explain Unpaid Leave. If the number of full months employed is less than 12 even though the officer was employed for more than that, this field will require you to provide an explanation as to why. For example, this line can read military leave or disability leave. If an officer transferred to or from your department, indicate the transferring department on this line. These officers will be cross-checked on both departments forms. 24 Add more officers. If you have more than one officer to report or add to the form, click the plus button and repeat Steps 15 through 23 to add as many as needed. You can submit only one form, and all officers must reported on that single form. Certification and Submission of the Form 25 Certify the form. The form must be certified by the submitter authorized by statute to certify the information on the form. For a state agency, this is the agency commissioner For a county, this is the county auditor Rev. 1/18 10
11 For a municipality, this is the municipal clerk For other entities, this should be the person who best matches one of these roles, must certify the form by checking the box and entering his or her contact information. What if someone other than the authorized submitter fills out the form? In this case, that person must forward the form, usually be , to the authorized submitter to certify and submit. Forms not certified by the authorized submitter will be rejected and need to be corrected. The person who receives the form to certify will likely need to trust the document as described in Step Name. This is the name of the municipal clerk, county auditor, or state agency commissioner who is certifying the form. 27 Title. This is the title of the municipal clerk, county auditor, or state agency commissioner who is certifying the form. 28 Phone Number. This is the phone number of the relief association treasurer or trustee who is certifying and submitting the form This is the address of the municipal clerk, county auditor, or state agency commissioner who is certifying the form. The address you provide will be used to confirm receipt of your form and if Revenue staff need to contact you about your form. Please type carefully. 30 Review the form. Please check your entries before preparing to submit. 31 Save and print the form. You should save Form PA-1 to your computer before submitting it, and may choose to print it. 32 Submit the form. Click on the Submit button to submit the form. When you click the button, the form will give you one last opportunity to save or print the form before submitting. 33 Confirm receipt of form. There are three things that will help you know your form has been submitted successfully. There is usually an on-screen notification. The submitter will receive an confirmation that the form has been received. Depending on your service, the receipt may arrive anywhere from immediately to 24 hours later. Please check that the form wasn t delivered to your spam or junk mail folders. The sender is Do-Not-ReplyAdobeLiveCycle@state.mn.us. A list of received forms is posted on the Police State Aid webpage and is updated regularly. Rev. 1/18 11
12 34 What if my form is rejected? The submitter will receive an if the form is rejected. The will include an explanation why the form was rejected. It is the submitter s responsibility to make any corrections needed and resubmit your form as soon as possible after receiving the rejection . The form is a necessary part of calculating each department s aid amount. Rev. 1/18 12
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