Payroll

Staff EMIS

Presented by

North Coast Council (NCC)

Global view: Tool for gathering data Basis for distribution of funds to districts Several components: Student & Staff Tool for comparing effectiveness of district to other districts Tool for informing public about each district (District and individual report cards)

Not just a dirty four letter word

Education Management Information SystemEMIS

Entire district is responsible for the accuracy in EMIS reporting, inclusive of payroll personnel.

If you remember the Global view you then understand what an important role payroll plays in EMIS reporting.

Education Management Information SystemEMIS

Data collection method has recently changed

Data for EMIS reporting is now pulled DIRECTLY from USPS (state software)

Non-state software users have had to update the file they submit to the state

How districts are being funded has changed and increased the information that now needs to be collected and reported

Recent Changes in Staff EMIS

Can no longer ignore EMIS fields/elements to be reported

Paychecks can be created without all the EMIS information in, but eventually all Staff EMIS information must be reported FROM the payroll file……how does info get into the file?

Lack of EMIS knowledge/input of the payroll personnel is no longer a good option for the district – the payroll job is changing

Effects on Payroll Personnel

Communication is the key

DO not make assumptions◦ Replacement of personnel has same info as previous employee◦ ASK questions and seek clarification

Now that you are aware of the importance of the information – make a plan/procedure

Incorporate any viable tools available

Keep your superiors informed of missing data

EMIS manual Chapter 3 in your possession

EMIS Details (and some possible Life-savers)

Employee Information Sheet

District EMIS Responsibilities Worksheet

ODE EMIS Manual

Found at:ODE>Data>EMIS>Documentation

Which Staff Do I Report?

Individuals employed by the reporting entity **If this individual leaves after count week – must report in June with separation date.

Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists). Individuals who were employed during the current school year but who left prior to June 30th. Individuals who are on leaves of absence. Substitutes who become the “teacher of record.” Individuals employed during the previous reporting period (October –Period K), who are no longer employed,

Found in ODE EMIS Manual 3-1 Staff Records Overview

Who is Not Reported?

Daily (as needed) substitutes Student employees Board of education members Adult education teachers Game officials, ticket takers Part-time help Volunteers serving in the district

Found in ODE EMIS Manual 3-1 Staff Records Overview

EMIS Staff Checklist – June ReportingUse a checklist whenever possible

Completion DateEMIS Staff Checklist - Yearend Review Chapter 3 of the most recent EMIS Guide (FY13) to look for anychanges to reporting. _______

Enter separation reason and date for any staff you know will be leaving employment ______even if it is for FY13

Continue to enter these dates as you are made aware of them. Run the USPCHG routines options: _______

 

EMIS Reporting Period USPSDAT>USPCON>Screen 3

Confusing Situations - Handout

Summer Separation• Only separation dates after the last day of school will

be counted as summer separation.• A separation date & separation reason must be

reported on ALL jobs for that staff member.• There can be NO attendance days in the current year.• Position status on POSSCN screen set to “U”.• Leave “Report to EMIS” flag set to “Y”.

NOTE: For yearend (June N reporting), set the EMIS flag on the BIOSCN & JOBSCN to “N”. Do NOT do this until October reporting is complete.

“C”(Current) vs “U” (Summer Separation)U - No longer employed by district in this position should only be reported if a staff member has not been employed by the district this year and will have no attendance information to be reported during yearend reporting. If a staff member starts the year and later leaves the district, leave the Position Status element value set to the value that represents the last status in the position and complete the Position Separation Reason and Position Separation Date for this staff member.

C - Current position in the district.

*NOTE: If staff starts the year & leaves, report separation date & reason AND report at Yearend. Do not change status & do not turn

off EMIS reportable flag.

Authorized Years vs Total Years Experience

Authorized = total years of authorized teaching experience as a regular or substitute in an elementary or secondary instruction for at least 120 days in a regular school year (ending June 30). Does not include teaching at a college, university, or related institution. Total = total number of years of ALL certificated educational service (authorized & non-authorized). Maximum is 40 years. Must be greater than or equal to the authorized years of experience.

Student Data & Staff Data(an unlikely couple)

Staff data initially evaluated on its own merit

2nd Validation is against student recordsCertification to teach class assigned Assignment area in alignment with position

Communication is the Key

ODE>DATA>EMIS>Certification & Licensure Search

Educator SearchODE’s Main Page

Certificate # must match between USPS & EMIS

Educator Credentials

http://www.ode.state.oh.us/GD/Templates/Pages/ODE/ODEDetail.aspx?Page=3&TopicRelationID=513&Content=109532

Certification and Licensure Dictionary

Example of Dictionary

Validation ReportsODE>Data>EMIS> FY12 EMIS Validation and Report Explanation Documentation

Plus ODE EMIS Reports on the Web

EMIS Reports on the Web

USPS Specific

Information Our apologies to non-USPS users

Run USPEMS>PERDET1st Time1. Run report for

Employee Reportable to EMIS=Y

2. Exclude Supplementals = Y

3. Check & Correct errors

2nd Time1. Run report for

Employee Reportable to EMIS = N

2. Exclude Supplementals = Y

3. Check & Correct errors

Rerun until all errors are corrected.

Check these lists for anyone who should not be on the list.

USPS web

Employee Query

Employee Details

EMIS Entry Screen

Staff Demographic

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

LogoutWhen

finished, use either

Logout feature.

A Contractor Staff Employment Record (CJ) is required to be reported by each contractor for each staff member providing services or teaching a course.

Districts which house an ESC Unit and use their staff to teach ESC students should report a CJ record for that staff member.

Sending district would code course to reflect relationship.

The CJ record would be added in USPSWEB

CJ RecordContractor Staff Employment

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 Screen5. Click on Contractor (CJ) – Add New CJ Record6. Add details & Accept.

Steps to add CJ Record in USPSweb

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

Contract Only Staff Record (CC)

1. Click on EMIS>Contracts (CC).2. Click on ADD.3. Add details & click “Accept”.

Steps to add Contract Only Staff Record (CC)

Run USPEMS>USPEMXIf your district is reporting a CJ or CC record, USPEMX must be run to create the file that pulls the information together for SIF (EMISr) Data Collector.

That file will need to be transferred into SIF (EMISr) as a flat file for proper reporting.