Payroll EMIS Connection FISCAL YEAR 2012 Presented by ACCESS May 24, 2012

EMPLOYEE INFORMATION SHEET

Contract Development

Payroll – Office Use

EMIS Details

District Responsibilities Spreadsheet Services>Fiscal Services>EMIS Staff - N Reporting

Certification & Licensure Search Educator Profile>Credentials ODE>DATA>EMIS>Certification & Licensure Search 1. Search for Regular Teaching Certificates and Licenses 2. Search for Special Education Teaching Certificates and Licenses 3. Search for Job Certificates and Licenses Certification and Licensure Dictionary: age=3&TopicRelationID=513&Content= Lists the subject area, subject definition, subject area for credit, certificate type, certificate code, certificate grade levels, license type, license code, license grade levels. (Text version is currently being updated).

USPS Web k12.org:8080/uspsweb/home.do

Employee Query

Employee Details

EMIS Entry Screen

Staff Demographic **In Modify Mode, Read Only fields will display, but cannot be changed.

Staff Employment

Logout When finished, use either Logout feature.

CJ Contractor Staff Employment Record (Usually ESC) A Contractor Staff Employment Record (CJ) is required to be reported by each contractor for each staff member providing services or teaching a course. This record would be added in USPSWEB

Steps to add Contractor Staff (CJ) in USPSWeb 1.Input name into the employee query fields. 2.Hit Search. 3.Click on the blue link for the name to open Employee Details Screen. 4.Click on EMIS>EMIS Entry Screen 5.Click on 6. Add details & Accept.

Contract Only Staff Record (CC) This record is used to report contracted staff from a non-EMIS reporting entity. These records are reported by the employing entity. Examples include: -Transportation (Laidlaw, Community Busing, etc) -Food Services (Nutrition) -Custodial Services

Steps to add Contract Only Record (CC) in USPSWeb 1.Click on EMIS>Contracts (CC). 2.Click on ADD. 3.Add details & click “Accept”.

HQPDLOAD Routine HQPDLOAD – Mass Load HQPD L – Load data Process will set all 230 to Y R – Report Only Use to identify exceptions. E – Exit Correct in USPSWeb Teachers (position code 230) must be a Y or N. If work days >= 120 days, then field must contain a Y or N. If work days <120 days, then * is used for Position Code 230. Other position codes are *.

Changes to HQPD Changes to the HQPD designation can be made on the USPS Web>EMIS Entry Screen on the Staff Employment record for that job.

Long Term Illness Clear out last year’s N data – Run CLRATD > 15 consecutive days absent due to illness of the Staff member, spouse, child, or parent. Paid or Unpaid Cannot be larger than Absence days – look at Perdet report. Helpful report ABSRPT/ABS101

Absence Reports USPS_RPT>RPTSUM – Summary report that can be used to check attendance & absence days. Put a Y in retirement days & EMIS days. Run for the fiscal year (7/1/2011 to 6/30/2012). This will show retirement days, atnd days, & absence days. *Retirement days go through the last pay end date. EMIS days are for all year. USPEMS>PERDET – Verify long term illness, personal & sick days. ABSRPT>ABS101 – Verify sick time & long term illness days

PERDET Position Status cannot by “U” if staff has attendance or long-term illness days. Run with employees reportable to EMIS = Y Run again with employees reportable = N – check for those who should not be on list. Correct all errors.

USPEMS New Procedure: No Freezing of Data. EMIS – r is pulling Live data. **Do NOT clear EMIS Contract Info Fields!** Jobscn Scrn 2USPSWeb – Staff Employment When running NEWCNT for jobs starting July1, do not clear the EMIS Contract fields when purging over the new job.

USPEMS 1.Run the PERDET & check for errors 2.Run USPEMX when ready to export Results: - If district only has Staff Demographic (CI) & Staff Employment (CK) records, then only the USPEMX.SEQ file will be created. At this point – there is no further action required. - If district has Instructional Contract Records (CJ) or Non-Instructional Contract Records (CC) to report, then a second file called USPEMX_EMISR.SEQ will be created. The district must follow the steps to transfer the file to the data collector. (Next Screen).

Transfer of USPEMX_EMISR.SEQ Who does this within your district? The transfer process is on two menus: 1.Menu> USPS> USPS_LCL> USPEMX_R or 2.Menu> EMIS> EMIS_LCL> USPEMX_R 3.Once complete, it will display in the data collector under Data Sources>Other Data Sources>Manage.

Error Report Sources EMIS – r Level 1 Validation Level 2 Validation Preview>Generate Preview>Click for details EMIS Reports on the Web

EMIS-r **Caution: Do not begin processing in the Data Collector if SAVEPAY is running.**

EMIS-r Validation Reports These reports display on the Main Screen (Collection Request Summary). Level 2 Validation will not display until ODE sends it back to the district.

EMIS-r Review Reports Review >Generate Review Data>Click on Blue link

EMIS Reports on the Web to share Examples stf_all_a_staff.pdf Staff Salary Summary - All stf_all_r_staff.pdf Staff Salary Summary - Reg stf_demo_job_cert. Itemized per Certified Staff stf_demo_job_class. Itemized per Classified Staff stu_bridge_adj.xxx Adjustment Report sf6_excess_cost.pdf Excess Costs stu_tuit_hndcp.pdf Handicap Tuition stu_tuit_reg.pdf Regular Tuition

Additional Reports to share fin_efm_bldg_exp_gf.pdf Bldg Expenditures fin_efm_epp_gf.pdf Expenditure per pupil fin_efm_pct_gf.pdf Percentage of School Cost

FY12 Processing Schedule ** as of 5/21/12