PAYROLL REPORTING 2014 KASBO Spring Conference Session 12A Sheila Miller, Munis Business Analyst Office of KIDS KY Department of Education

Session Description We will mainly be discussing information related to PSD & CSD reporting. However, much of the information also applies to other state reporting such as KTRS Pathway and KRS START. Conforming to NCES reporting of Race/Ethnicity Job Class/Summary Class Codes Group/Bargaining Units Personnel Status Salary Tables Job/Salary Records

Change in Reporting Ethnicity & Race Kentucky is changing the way Ethnicity and Race are reported on the PSD and CSD reports. This change is due to NCES reporting requirements. Currently, many districts use only the Ethnic Code in the EEO Information section of the Employee Master Demographics screen. Kentucky school districts must begin using the DOE Ethnicity and DOE Race selections.

Change in Reporting Ethnicity & Race (cont.)

Utility to Assist in Converting EEO Information KDE has requested a utility be developed that will assist in the conversion from Ethnic Code in the EEO information section to DOE Ethnicity and DOE Race.

Utility to Assist in Converting EEO Information (cont.) Manual updates will be necessary due to some Ethnic codes not perfectly “crosswalking” to the DOE Race selections. A report will be part of the utility so you will know which employee records need to be manually updated. “EEO Ethnic Code is 4-Asian or Pacific Islander – this will be set to Asian. Manual update required if Race is not Asian.” - KDE has elected to map all “4-Asian or Pacific Islanders” to “Asian”. If employee is “Pacific Islander”, district will have to manually update EE Master. “EEO Ethnic Code is 6-Other – manual update is required” – District will need to contact employee to obtain ethnicity and race information and manually update EE Master. “EEO Ethnic Code is blank – manual update is required.” – District will need to contact employee to obtain ethnicity and race information and manually update EE Master.

Contract Days Utility for PSD Program The utility to change the number of contract days will be built into the PSD program. You will no longer have to go to System Admin to run the utility. Any number of days will be permitted to be entered into the utility; however, you will need to contact the Office of District Support Services if your school calendar contains a number other than 185, 186, 187 or 188.

Modification of PSD Screen Screen below is an example of how screen might look in the modified program:

Modification of CSD Screen Example of modified CSD screen:

PSD/CSD Pointers for a Clean Submission Make sure certified salary tables have been set up using the KDE standard naming scheme. (11,12,13, 21, 22, 23, 31, 32, 33, 41, 42, 43, 51, 52, 53) Verify that all salary tables go to at least step 40. If they go above 40 they must all have the same number of steps. (If you have one table with 44 steps, all tables must have 44 steps.) Benefit Codes 029* are not included in the PSD report Subs are not reported in the PSD Report (unless you have a full-time substitute) Use appropriate object codes when setting up Job/Salary records. Base – 0110 Extended Days – 0111 Extra Service (Contract) – 0112 Other Certified (Non-Contract) – 0113 National Board Certification – 0114

PSD/CSD Pointers for a Clean Submission Use appropriate Summary Class/Job Class Codes Summary Class Codes cannot be added by districts. Job Class Master in Munis must have a valid Summary Class Code assigned to each Job Class Code. Summary Class Codes Controlled by EPSB Use only with expenditure object codes (Base & Extended Days) Job Class Codes Can be added at the district level Must be mapped to a Summary Class Code in the range Use only with expenditure object codes (Base & Extended Days)

PSD/CSD Pointers for a Clean Submission Summary Class Codes Controlled by EPSB Use with expenditure object codes 0112, 0113 and 0114 (Extra Service, both contract and non-contract) Job Class Codes Can be added at the district level Must be mapped to a Summary Class Code in the range Use only with expenditure object codes 0112, 0113 and 0114 (Extra Service-both contract and non-contract) Example of Certified Job Class Code:

PSD/CSD Pointers for a Clean Submission Summary Class Codes Controlled by KDE Use with classified expenditure object codes 0130, 0131, 0160, 0170 Job Class Codes Can be added at the district level Must be mapped to a valid KDE Summary Class Code in the range Use with classified expenditure object codes 0130, 0131, 0160 and 0170

PSD/CSD Pointers for a Clean Submission Teachers cannot be set up with a district wide or central office expenditure code. When teachers serve more than one location, the expenditure code must be broken down by location using an allocation code. Example – Full-time homebound instructor that serves all age levels. FTE needs to be used when a certified employee is serving in more than one position. Use appropriate Job Class/Summary Class Code along with FTE percentage. Example – 30% Guidance Counselor/70% High School Teacher Guidance Counselor – Job Class Code 1050 – FTE.3 High School Classroom Instructor – Job Class Code 2060 – FTE.7 (Note: Allocation codes are not used to differentiate employees who serve in different positions.)

PSD/CSD Pointers for a Clean Submission Allocation codes are used to split employees being paid from different sources of funds or to break down an employee serving more than one location in the same position. Example #1 – Special Needs Teacher whose salary is funded 50% General Fund and 50% IDEA-B. Example #2 – An elementary school teacher that serves two different elementary schools.

PSD/CSD Pointers for a Clean Submission Annual Salary vs. Reference Salary Mid-year hires. Annual Pay = The amount of pay the employee will receive during that particular school year. Reference = The amount from the salary table for a full year of employment.

PSD/CSD Pointers for a Clean Submission Use appropriate Group/BU codes(CERT, CLAS, SUBS, RCER, etc.) Use appropriate personnel status codes Examples: Use valid location codes (KDE sets location codes for schools).

Questions? Munis Questions Sheila Miller Office of KIDS x-2259 KDE Submission Questions Office of District/School Support