HCC Presents USPS Calendar Year End 2017

Introduction January 31, 2018 Deadline to file W2’s HCC deadline for W2’s January 17, 2018 Review USPS CYE procedures Questions welcome throughout presentation Please do not use presentation as a check-off list

Confirm Name/SSN SSN/Name Confirmation is available by sending a file to SSA Register with SSA/Business Services Online http://www.ssa.gov/bso/bsowelcome.htm Username issued immediately

USPS PRE-CLOSING Confirm Name/SSN W2MAINT Instructions https://wiki.ssdt-ohio.org/display/usps/W2MAINT+-+W2+Maintenance

USPS PRE-CLOSING Confirm Name/SSN

USPS PRE-CLOSING Confirm Name/SSN

USPS PRE-CLOSING Confirm Name/SSN

USPS PRE-CLOSING Confirm Name/SSN

USPS PRE-CLOSING Confirm Name/SSN

USPS PRE-CLOSING Confirm Name/SSN

USPS PRE-CLOSING OSDI abbreviations **IMPORTANT-REQUIRED** for proper reporting on W2. Include OSDI code number and district name in the W2 Abbrev field in USPSDAT on the DEDNAM record

USPS PRE-CLOSING Verify ‘Entity code’ for city tax in USPSDAT/DEDNAM. Entity code is necessary for magnetic reporting to any city.

USPS PRE-CLOSING Verify ‘Entity code’

USPS PRE-CLOSING CCA/RITA Reporting Verify values in USPSDAT/DEDNAM are set RITA/CCA codes are required for tax data to be included on a submission file See information from RITA/CCA web sites on codes as defined http://www.ritaohio.com/TaxRatesTable http://ccatax.ci.cleveland.oh.us/?p=taxrates

USPS PRE-CLOSING CCA/RITA Reporting

USPS PRE-CLOSING Verify DEDSCN “Employ/Residence” value must be on all city deductions that report to CCA or RITA Is this city tax record required because of the employees place of: C = Employment R = Residence See the following web sites for complete details regarding C-Employment and R- Residence reporting for RITA and CCA: http://www.ritaohio.com/Businesses/Faqs?category=business_employerwthholding http://ccatax.ci.cleveland.oh.us/?p=rulesregs#Section301

USPS PRE-CLOSING Health Savings Account (HSA) Type in DEDNAM must be set to “I” even if there are no employee amounts withheld

USPS PRE-CLOSING DEDNAM

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE NC1 – Life Insurance over 50,000 NC2 – Adoption Expense NC3 – Taxable Benefit Prior to running final pay in December All NC1, NC2 and NC3 pay types should be entered in UPDCAL_CUR

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE Non-cash earning pay types should be entered after running final INICAL and payroll is balanced. NC1 Calculator on HCC Website Payroll/CYE Documents

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE NC3 Fringe Benefits: Refer to EXPENSE REIMBURSE document in 2017 CYE DOCUMENTS for options how to report Employee Expense Reimbursements. See IRS Pub 15-B “Employer’s Tax Guide to Fringe Benefits” (page 5137)

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE UPDCAL_CUR

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE CHKUPD will add NC1, NC2 and NC3 pay types to 001 Federal Deduction

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE IRS Publication 15-B Section 2 pages 11-14 (http://www.irs.gov/pub/irs-pdf/p15b.pdf) contains the calculation table to figure the cost. Non-Cash pay types will be treated differently for taxation purposes. Using non-cash earnings amount, the tax amounts for Medicare and Social Security will be calculated during the CALCPAY and UPDCAL_CUR programs. No Federal, Ohio, or OSDI tax amounts will be calculated. All of these will be treated according to the federal rules. The software provides the ability to withhold city tax on non-cash earnings. This can be activated by setting the "Tax non-cash earnings" flag to Y (yes) on the city tax record in the USPSDAT/DEDNAM program.

USPS PRE-CLOSING NC1, NC2, NC3 & DEPENDENT DAYCARE

USPS PRE-CLOSING NC1 Life Insurance –Manual Entry Life insurance was not entered before the last pay: If the NC1 pay not was not used prior to the last pay of the calendar year, the following manual procedure must be used in order for the NC1 pay to show correctly on the W2 form and to insure that the QRTRPT balances. Follow these procedures prior to generating W2 forms. Increase the QTD and YTD gross and the QTD and YTD taxable gross figures on the federal tax record by the amount of the taxable premium. Increase the YTD gross and YTD taxable gross figures on the state tax deduction record to reflect the taxable premium. Increase the YTD gross and the YTD taxable gross figures on the municipality tax deduction record IF required by the municipality. It may be necessary to contact the city tax department to determine if the premiums on life insurance over $50,000 are considered taxable or not.

USPS PRE-CLOSING NC1 Life Insurance –Manual Entry Increase the YTD gross and YTD taxable gross figures on the FICA and/or Medicare deduction records to reflect the taxable premium. Obtain payment from the employee for the FICA (6.2% of the taxable premium) and/or Medicare (1.45% of the taxable premium) withholding amounts. Include this amount on the YTD Deduct Total field of the FICA/Medicare Deduction record(s). The board of education must match these same amounts calculated in this step (process as a USAS transaction). Enter the taxable premium of life insurance on the federal tax deduction record in DEDSCN on the "Life Insurance Cost" line. Enter the taxable premium of life insurance on the QTD, YTD and FYTD amount fields for Non-cash earnings on JOBSCN (3 of 3). This will insure that the QRTRPT non-cash earnings will balance.

USPS PRE-CLOSING NC1 Life Insurance – Manual Entry

USPS PRE-CLOSING Fringe benefit amounts - Contact legal advisor with questions *Enter taxable amount in fringe benefit field on the federal tax record

USPS PRE-CLOSING DEPENDENT CARE If you DO NOT use the DPCARE deduction type Manually add Dependent Care benefits from 125 Plan employee contributions to the 001 deduction screen.  

USPS PRE-CLOSING DEPENDENT CARE

USPS PRE-CLOSING Add any lease, car payments or moving expense reimbursements to the 001 deduction screen

USPS PRE-CLOSING NON-TAXABLE THIRD PARTY SICK PAY If disability deduction is taken after tax, third party disability payments are non-taxable Does not affect balancing Entered on federal record by the user District is notified how much to enter

USPS PRE-CLOSING NON-TAXABLE THIRD PARTY SICK PAY

USPS PRE-CLOSING TAXABLE THIRD PARTY SICK PAY Users need to add the Taxable Third Party Sick pay amount to the total and taxable gross fields on the federal, Ohio and OSDI records as needed Will cause gross amount on W2REPT to be higher See Publication 15a/ W2 Instructions

Employer Sponsored Health Care Cost in W2 The Affordable Care Act requires employers to report the cost of coverage under an employer-sponsored group health plan. Reporting the cost of health care coverage on the Form W-2 does not mean that the coverage is taxable. This is informational purposes only. If any employee is paying for their insurance out of pocket, this will need to be manually added to the ‘Emplr Hth’ field on the employee’s 001 Deduction record. This total includes both employee and employer contributions. If the employee is paid half a year out of pocket and the other half through payroll, these two amounts will need to be added together and reported on field ‘Emplr Hth’ . If the district only tracks the employee portion of health care costs in the USPS system, the district will need to create a spreadsheet with the employee YTD costs for health insurance and the Board YTD costs for Employee Health Insurance and then total these two amounts. Then using USPLOAD, this figure will need to be loaded into the ‘Emplr Hth’ field on the 001 Federal deduction record.

Employer Sponsored Health Care Cost on W2 Must report the cost of employer-sponsored Health Coverage and Cancer Insurance in Box 12 using Code DD if the district filed 250 or more W2’s for the preceding calendar year Life, Dental and Vision are not required to be included in the total if they are separate plans and not included as part of the medical plan http://www.irs.gov/uac/Form-W-2-Reporting-of-Employer-Sponsored-Health-Coverage The contribution amount by Employee and Employer for Health Saving Account (HSA) is NOT to be included as employer-sponsored health coverage. This is reported in Box 12 using (Code W).

Employer Sponsored Health Care Cost on W2 The flag “Include as employer-sponsored health coverage:”on the REG and ANN deduction screens in DEDNAM is used for calculating the Employer Sponsored Health Care Cost: If answered “Y” the YTD deduction totals will be included in the total moved to the employees W2

Employer Sponsored Health Care Cost on W2

Employer Sponsored Health Care Cost on W2 The “Emplr Hth:” field on the 001 Federal Deduction record will allow a specific value to be reported in Box 12 Code DD. This will override any automatic totaling done by W2PROC based on the DEDNAM records

Employer Sponsored Health Care Cost on W2

Employer Sponsored Health Care Cost on W2 When processed, W2PROC will total the employee and board contribution amounts from all deductions flagged as applicable in DEDNAM If there is a value in the Emplr Hth field on the federal DEDSCN field, this value will be used The total will be copied to Box 12 Code DD The submission files created by W2PROC will also contain the total in the appropriate fields.

Employer Sponsored Health Care Cost on W2 If you only track the Employee portion in USPS Spreadsheet needs to be created containing total of the employee and employer contributions for Employer Sponsored Health Care

Employer Sponsored Health Care Cost on W2 USPLOAD/DEDSCN can be used to load data into the employer sponsored health coverage field on the federal DEDSCN record EMPLR_HEALTH_COV Must be numeric

Final Payroll Complete final payroll for 2017.

PAYDED:NON-ZERO DEDUCTIONS Create a NON-ZERO Deduction Report to be sure you have paid ALL accumulated deductions. Use PAYDED to create this report by removing any payment cycles and/or deduction codes so the system will report any deduction that does NOT have a zero balance.

MONTH-END CLOSE Verify, in AUTOPOST, using the F7 key on the ‘Files to Process’ line for LEVPRO, PAYROLL, BRDDIS, VOID and UNVOID; To confirm there are no outstanding files for 2017 payroll to post. If there are any old outstanding files, please copy and paste the file that needs deleted and send in a Cherwell ticket

MONTH-END CLOSE AUTOPOST

MONTH-END CLOSE SERS Type RETIRE at your menu prompt and choose the SERSREG option. First, run this program without creating the tape file. This program generates a report of earnings, deposits,days and hours paid to the retirement system. Verify the SERSREG data on the report per the steps below:

MONTH-END CLOSE SERS

MONTH-END CLOSE SERS Verify that the total contribution amounts listed on the report equal the total deduction check for the withholding (SERS) plus any warrant checks written for pick-up on pick-up. Use the CHKSTS program for checks issued to SERS during the calendar year. Verify that employee contributions equal gross pay times the applicable retirement percentage (10%). Allow for rounding (within a few cents).

MONTH-END CLOSE SERS Review service credit days and retire hours for all employees on the report. If necessary, adjustments to days or hours paid can be made using USPSCN/ATDSCN (AD RE or AD RH) as long as the Earning Code on SERSDET is not 04 Accumulated Wages. Please enter a Cherwell ticket if you need assistance balancing SERS. Once satisfied that the data is correct, run RETIRE/SERSREG again selecting the “Y” option to create the submission tape file. Type COPYSERS to place a copy of the district SERS.SEQ file in your PTR.

MONTH-END CLOSE SERS

MONTH-END CLOSE SERS Run SERSMONTH Clear SERS MTD Accumulators – “Y” Generates CHKSTS, BENRPT and ABS101 places these reports in Payroll CD  

MONTH-END CLOSE STRS Type RETIRE at your menu prompt and choose the STRSREG option. First, run this program without creating the tape file. This program generates a report of earnings, deposits, and days paid for the retirement system.

MONTH-END CLOSE STRS Verify the STRSREG data on the report per the steps below: Verify that the total contribution amounts listed on the report equal the total deduction check for the withholding (STRS) plus any warrant checks written for pick-up on pick-up. Use the CHKSTS program for checks issued to STRS during the calendar year.

MONTH-END CLOSE STRS Verify that employee contributions equal gross pay times the applicable retirement percentage (14%). Allow for rounding (within a few cents). Review service credit days for all employees on the report. If necessary, adjustments to days paid can be made using USPSCN/ATDSCN (AD RE).

MONTH-END CLOSE STRS Once balanced “Y” to create tape file

MONTH-END CLOSE STRS REMINDER: STRS_SEND – Once you have created your tape file submit your STRS file for the last payroll of the year.   Note: Once you have SENT your STRS file: To verify if the file has been submitted – type STRS_SEND In the field “SUBMISSION FILE TO SEND” click the F7 function key You should receive the message: No files available to Process – you know your file was submitted.

MONTH-END CLOSE STRS

QUARTER CLOSING ODJFSRPT Run the demand option (N) of the ODJFSRPT program. Number of weeks=number of Saturdays in quarter. If necessary, make adjustments using the USPSCN/ATDSCN program. (AD/OB)

QUARTER CLOSING ODJFSRPT Check all totals carefully for accuracy.

QUARTER CLOSING ODJFSRPT When all data is correct, run the ODJFSRPT program again. Create a tape file for submission to ODJFS and close ODJFS for the quarter.

QUARTER CLOSING ODJFSRPT

QUARTER CLOSING QRTRPT Run the demand option of QRTRPT (N) (no totals zeroed). This report shows the quarter, fiscal, and annual totals. Check all totals for accuracy before proceeding.

QUARTER CLOSING QRTRPT DO NOT CLEAR ANY TOTALS! THIS WILL HAPPEN DURING THE BACKUP PROCEDURE BY HCC

QUARTER CLOSING QRTRPT - Deduction Totals should equal total of all deduction checks written for quarter. CHKSTS – Program to generate a check register Verify checks written equal deduction totals for period being checked.

QUARTER CLOSING AUDRPT: Run the AUDRPT program, selecting the ‘official’ report option. DO NOT PRINT. This report creates a list of changes made in USPS from the date the last ‘official’ report was run.

QUARTER CLOSING AUDRPT

QUARTER CLOSING AUDRPT

ACA REPORTING ACA reporting: Make sure all files have submitted to your ACA vendor without error. Once the 4TH Quarter is closed, the YTD gross pay will be cleared and will no longer be available to submit to ACA vendors for reporting.

Pre-W2PROC Run W2PROC after final pay of 2017 has been completed Balance to-date data Review and correct warnings and errors

Pre-W2PROC Run W2PROC –NO to create tape file

Pre-W2PROC Run W2PROC –NO to create tape file

Pre-W2PROC Run W2PROC –NO to create tape file

Pre-W2PROC Run W2PROC –NO to create tape file

Pre-W2PROC Common W2PROC Messages Calculated annuity amount exceeds the total annuities Indicates the total gross minus taxable gross is greater than total annuities from the YTD deduction amounts Indicates possible problem with annuity amounts, gross or taxable gross Verify manual updates Verify error adjustments

Common W2PROC Messages Invalid SSN SSA defines series of SSNs as invalid Verify SSN with employee’s SS card Use MASCHG/CHGSSN to update

Common W2PROC Messages Medicare amount does not equal 1.45% of Medicare gross Medicare tax may be incorrect Verify amounts Medicare taxable gross may be incorrect SSA/IRS may not accept with incorrect amounts

Common W2PROC Messages Verify manual updates Check Medicare pickup records Must have 692 and 694 *or* Must have 693 and 695 The 694/695 records trigger system to calculate Medicare tax on the Medicare paid by the district on the employee’s behalf

Common W2PROC Messages Negative annuity on file for this employee; assuming zero Usually from refund of a prior year’s annuity amount If the desire is to report it as if withheld and refunded in current calendar year Use DEDSCN and zero annuity amount Use DEDSCN and increase total gross amounts on federal, Ohio, OSDI and city, if the city honored the annuity initially

Common W2PROC Messages Retire plan box flag on federal record is overriding W2PROC calculations If federal has flag marked “N”, but finds an active retirement record If federal has flag marked “Y” but does not find an active retirement record

Common W2PROC Messages Common to receive this informational error for students who do not participate in SERS No action is needed

Common W2PROC Messages Possible error in OSDI gross or tax Indicates taxable OSDI wages but no tax was withheld Common informational for employees who have smaller wage amounts per payroll Verify amounts Usually no action is needed

Common W2PROC Messages Total annuity $$$, do not equal total gross less taxable gross Calculated annuity amount (total gross less taxable) does not match the YTD annuity amounts from DEDSCN Program compares total annuities from deductions to total gross less taxable gross calculation, uses federal tax record Possible problem with annuity total Possible problem with total gross Possible problem with taxable gross

Common W2PROC Messages Total annuity $$$, do not equal total gross less taxable gross (continued) Verify manual updates Verify refund of deductions If refund from prior calendar year and district wants it to appear as if amounts were withheld and refunded in current calendar year Increase total gross on federal, Ohio, OSDI and city if they initially honored the annuity

IRS W2 INSTRUCTIONS http://www.irs.gov/pub/irs-pdf/iw2w3.pdf Specific details on W2 form reporting requirements General Instructions for Forms W-2 and W-3 http://www.irs.gov/pub/irs-pdf/iw2w3.pdf

IRS W2 INSTRUCTIONS Deceased employee’s wages (Page 8 -2017 Instructions for Forms W-2 and W-3 If payment is made in year employee died W2 reporting required 1099 reporting required If payment is made in year after the death of employee

Balancing Problems Voided checks from prior calendar year CHKSTS report Refund of annuity withheld in prior calendar year AUDRPT Manual Updates Search for YTD changes

W2PROC Report Special amounts for W2s Descriptions for W2 boxes from DEDNAM Calculated gross minus taxable gross From DEDSCN

W2 Balancing Information on W2REPT.TXT should balance to: 941 totals as reported ERNREG/ERNSUM figures Represents amounts as withheld from employees QRTRPT figures Represents amounts as current in the YTD figures Balance Federal, Ohio, and City taxes and gross amounts

These 2 totals should equal except for special payments W2 Balancing These 2 totals should equal except for special payments

Amounts in this column on ERNREG should be used for balancing W2 Balancing ERNREG Amounts in this column on ERNREG should be used for balancing

Amounts in this column on QRTRPT should be using for balancing W2 Balancing QRTRPT Amounts in this column on QRTRPT should be using for balancing

Amounts in this column on W2REPT.TXT should be used for balancing W2 Balancing W2PROC Amounts in this column on W2REPT.TXT should be used for balancing

W2 Balancing Items that affect balancing between W2PROC and QRTRPT Dependent care benefits over limit Fringe Benefits Medicare pickup amounts Taxable third party sick pay Use of company vehicle Any manual changes to total and taxable gross on federal, Ohio, OSDI and Medicare

W2 Balancing Dependent care benefits Amounts over limit ($5,000.00) added to total and taxable gross amounts on Federal, Ohio and City total and taxable gross fields on the W2REPT Ex-If $6000.00 is added to Dependent Care field on 001 record $1000.00 will be added to total and taxable gross fields. Will cause gross amounts on W2REPT to be higher.

W2 Balancing Dependent Care

W2 Balancing Fringe Benefits Adds all fringe benefit amounts to total and taxable gross amounts on Federal and Ohio records Will cause gross amounts on W2REPT to be higher

W2 Balancing Medicare Pickup Amount added to total and taxable gross amounts on Federal, Ohio and OSDI records Will cause gross amounts on W2REPT to be higher.

W2 Balancing Medicare taxed by City

W2PROC Program used to generate Balancing reports W2 print forms W2.DAT files for laser printing

W2PROC-Creating W2 files When all data is correct Run W2PROC again Answer “Yes” to creating a W2 tape file.

W2PROC-Creating W2 files W2 Sort Option

W2PROC-Creating W2 files W2PROC – YES to create tape file

W2PROC-Creating W2 files User must verify district data District Name District Address Identification numbers Federal Ohio Verify values on W2REPT.TXT

W2PROC-Creating W2 files W2PROC – YES to create tape file

W2PROC-Creating W2 files W2PROC – YES to create tape file

W2PROC-Creating W2 files TYPE OF EMPLOYER Your districts will need to specify what type of employer they are: The Kind of Employer can be one of the following: F = Federal Government S = State and Local Governmental Employer (non 501c) T = Tax Exempt Employer Y = State and Local Tax Exempt Employer (501c) N = None Apply If the school district is part of a local government and has NOT applied for 501C status, they will check the box for State/local non 501c (S) . If the school has applied for 501C status and was granted that non profit status they would check State/local 501c. (Y)

W2PROC-Creating W2 files  W2PROC Contact Information “Y” is selected in the CREATE TAPE FILE field: Contact Name Contact Phone Number Contact Phone Extension Contact Fax Number Contact Email Address These fields are required to be completed!

W2PROC Additional deduction codes Allows districts to print additional information in box 14, “Other” Six can be entered Leased vehicle value is always included Other user values are secondary Prints the first 3 for each employee in the order entered Alignment forms-Would you like to print a dummy W2 for form alignment?

W2PROC

Post W2PROC Corrections before files have been submitted to SSA If HCC has not submitted W2 files We can restore copied files and allow the district to rerun W2PROC

W2 DEADLINE DATE The IRS has changed the employer electronic submission date to January 31, 2018. To assure we are submitting all districts W2’s in a timely manner HCC’s deadline for W2’s January 17, 2018.

W2 DEADLINE DATE After this date we will no longer be able to backup district files to correct W2’s  The districts will need to make corrections directly to SSA using form W2C https://www.irs.gov/pub/irs-pdf/fw2c.pdf Do NOT submit the sample form shown online.  Per IRS regulations you must obtain the red scannable document issued by IRS

IRS W2 INSTRUCTIONS Corrections (Page 23- 2017 Instructions for Forms W-2 and W-3) Use W2-C form A W3-C form must accompany a W2-C form W3-C form corrects totals submitted on tape file by HCC Incorrect address W2-C form not required

REMINDER Please complete Ohio IT-3 and submit to HCC finance.

CITY & STATE TAXES: City and State tax deduction reports will be created by HCC and e-mailed to you. These reports include the employee name, SSN, gross wages, taxable wages and tax deductions for the year. If no taxes were deducted during the year, enter a stop date on the employee’s DEDSCN record. Use USPS/DEDLST report to review stop dates and for lists of other deductions you may need. Sort by deduction code, then employee, and select the deduction codes you want.

DEDLST

DEDLST

Request USPS to be Closed Submit a Cherwell ticket to indicate the above steps are complete and you are requesting USPS to be closed. Requests for backups are taken in the order they are received. We will contact you when we are ready to close your district. Everyone would need to log out once we contact you.

HCC HOURS HCC hours of service are 7:30-4:30 M-F The office will be closed 12/25, 12/26, 12/29, and 1/1. During periods of high volume, districts may experience a delay. We appreciate your understanding as we strive to assist you as promptly as possible.

HCC BACKUP PROCESS During the back-up of your district files, the QRTRPT will be processed for clearing the quarter-to-date and calendar year-to-date totals USPS data will be purged through 12/31/2015. After the back-up is complete, HCC staff will notify you via Cherwell ticket. USPS processing for January 2018 can begin.

W2 PRINTING W2’s will be printed from OnBase by the district. HCC will add W2 forms to OnBase W2’s will be added to Kiosk for districts who take advantage of this service. Once W2’s have been loaded HCC will notify the district when they are available for printing. All W2’s, employer forms, and reprints will be done by the district.

Preparing for 2018 Enter changes in tax withholding rates effective January 1, 2018 City rates http://incometax.columbus.gov/search_taxmunicipalities.aspx?id=13116&menu_id=502 OSDI rates http://www.tax.ohio.gov/Portals/0/ohio_individual/individual/2017%20School%20Districts%20with%20an%20Income%20Tax.doc?ver=2017-10-20-163043-537

STAFF EMIS FY18

STAFF EMIS FY18 District Report Cards – Jan 2018 Please review document: STAFF EMIS: Reporting to ODE Correctly FY18 Using the Four Scenarios - clean up staff records prior to EMIS L reporting deadline Jan 31 2018. Contact your EMIS Coordinator for a copy of Staff Employment Record CI Staff Employment Record CK Not only looking for errors but to verify staff data

Staff EMIS FY18 NEW EMIS ELEMENT for FY18 (CI330) – Principal Experience Years Community School, may be referred to as “Director” EMIS manual is not yet updated – but is anticipated to be soon. Current understanding: Serves as the instructional leader at the school and meets at least 2 of the 5 standards for Principal by the Center for Teaching Profession Asst. Principal Years = yes Military = no Do not report years for Assist Principals at this time.

Staff EMIS FY18 POSITION STATUS CODE - Reporting to EMIS correctly: Now that EMIS staff reporting has changed to “L” with two reporting periods we want to make sure you understand when to change the Position Status Code on the POSSCN and When to say NO to EMIS.

Staff EMIS FY18 SCENARIOS – Time to update staff now SCENARIO 1 - Employee Fulfilled Contract Employees who resign or retire at the end of the school year (fulfilled their contract): Report them with a SEPARATION DATE AND REASON prior to closing the fiscal year. After the FY has been closed (once the Staff/Course “L” EMIS reporting periods are closed for good) or HCC has created USPEMX.SEQ (FYE Staff Snapshot) you would change the employee to “NO” to Report TO EMIS. Their STATUS CODE will never be U.

Staff EMIS FY18 SCENARIOS – Time to update staff now SCENARIO 2 - Employee did not resign prior to the end of the FY (NO attendance days in new FY) Employee did not resign prior to the end of the FY. They notify the district after the FY is closed that they will not be returning. This employee has no attendance days in the new FY: Report them with a SEPARATION DATE AND REASON (separation date should be in the NEW fiscal year), change Position Status Code to “U”. (Once the Staff/Course “L” EMIS reporting periods are closed for good in the new FY) or HCC has created USPEMX.SEQ (FYE Staff Snapshot) you would change the employee to NO to REPORT TO EMIS.

Staff EMIS FY18 SCENARIOS – Time to update staff now SCENARIO 3 - Employee resigns prior to end of their contract If the employee begins working in the new FY BUT leaves the district prior to the end of the school year (example: resigns in December) you would continue to report this employee with a Status Code of C until the end of the Fiscal Year. Please remember to enter a SEPARATION DATE AND REASON at the time the employee resigns. At the end of the FY (once the Staff/Course “L” EMIS reporting periods are closed for good) or HCC has created USPEMX.SEQ (FYE Staff Snapshot) you would change the employee to “NO” to Report TO EMIS. This employee would never report with a Status Code U.

Staff EMIS FY18 SCENARIOS – Time to update staff now SCENARIO 4 - District Missed entering Separation Date and Reason In the event you forgot to enter a SEPARATION DATE AND REASON for an employee who left mid-year, (didn’t realize the error until the end of the FY) you would say NO to REPORT TO EMIS (you could not report an employee who left mid-year of a previous fiscal year, in the current Fiscal Year.) Your EMIS Coordinator would need to submit a Staff Missing Override RECORD in the Flat File Editor supplying ODE with the information required in the screenshot below. There are additional steps to submit the Missing Staff Override. Please have your EMIS Coordinator contact Student Services if they need assistance.

Staff EMIS FY18 Staff Missing Override Record Located in the “Flat File Editor”

Staff EMIS FY18 EDUCATION LEVEL – SEMESTER HOURS Education Level and Semester Hours need to be maintained

QUESTIONS ?

Thank You !!