Payroll Staff EMIS Reporting June 2020 1 Global View EMIS (E - - PowerPoint PPT Presentation

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Payroll Staff EMIS Reporting June 2020 1 Global View EMIS (E - - PowerPoint PPT Presentation

Nov 27, 2023 271 likes •690 views

Payroll Staff EMIS Reporting June 2020 1 Global View EMIS (E ducational M anagement I nformation S ystem) Tool for gathering data Basis for distribution of funds to districts Components: Student & Staff Tool for comparing

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Payroll Staff EMIS Reporting

June 2020

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Global View

EMIS (Educational Management Information System)

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▪ Tool for gathering data ▪ Basis for distribution of funds to districts ▪ Components: Student & Staff ▪ Tool for comparing effectiveness of district to

  • ther districts

▪ Tool for informing public about each district (District and building report cards)

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Team Effort

Entire district is responsible for the accuracy in EMIS reporting… Global View is very important to remember ▪ Public is looking at your district ▪ Districts are being compared ▪ Funding is at stake ▪ Needs to be the most ACCURATE representation possible of YOUR district

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Effects on Payroll Personnel

▪ Paychecks can be created without all the EMIS information in, but eventually all Staff EMIS information must be reported FROM the payroll file ▪ Lack of EMIS input/information may not cause an error but still may be incorrect information being reported. ▪ Enter information when you know it!

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Items to consider

▪ Communication of ALL district personnel is key ▪ Do not make assumptions on personnel

▪ Replacement of personnel has same info as previous employee ▪ ASK questions and seek clarification

▪ The importance of the Staff information – needs a plan/procedure

▪ (Who does what in your district?)

▪ Incorporate any viable tools available ▪ Keep your superiors informed of missing data ▪ EMIS manual Chapter 3 in your possession

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Student Data & Staff Data

▪ Staff data initially evaluated on its own merit ▪ 2nd Validation is against student records ▪ Make sure teacher certification is aligned with the assignment area Communication is the Key

  • http://education.ohio.gov/Topics/Data/EMIS/EMIS
  • Documentation/FY16-EMIS-Validation-and-

Report-Explanation-Docume

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Have a Plan for ACCURATE Information

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ODE EMIS Resources

▪ EMIS Manual on ODE Website: ▪ Education.ohio.gov/Topics/Data/EMIS/EMIS- Documentation/Current-EMIS-Manual

▪ Section 3 is Staff Record Data

▪ EMIS Data Collection Calendar on ODE Website: http://education.ohio.gov/getattachment/Topics/D ata/EMIS/Reporting-Responsibilities/EMIS-Data- Collection-Calendars/Processing-Schedule- FY20-04_22_20.pdf.aspx?lang=en-US

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Configuring Staff Data

▪ Staff Demographics ▪ Staff Employment

▪ One record for each job

▪ Contractor Staff Employment Record

▪ One for each job per entity assigned

▪ Course Master

▪ Staff Course Record

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Staff Tips

▪ Key is Staff ID

▪ State Staff ID from certificate (does not change by district) ▪ Assigned Z-ID – (district specific for classified staff)

▪ All staff employed by the district ▪ All staff contracted by outside agency to serve students

▪ Includes staff from non-EMIS reporting entities where students are placed

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Which Staff Do I Report?

▪ Individuals employed by the reporting entity ▪ 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 are on leaves of absence ▪ Substitutes who become the “teacher of record” ▪ Individuals employed during the previous reporting period, who are no longer employed, including individuals who have resigned over the summer

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Who is Not Reported?

▪ Daily (as needed) substitutes ▪ Student employees ▪ Board of education members ▪ Adult education teachers ▪ Game officials, ticket takers ▪ Employees on an “as needed” basis – no regular schedule ▪ Volunteers serving in the district

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Staff Records to Report

▪ One job for each position and/or Building

▪ Teach in multiple buildings…multiple Jobs

▪ All Supplemental Contracts ▪ Contractor Staff Employment Records

▪ Staff assigned to/works in another EMIS-reporting entity – employing district reports ▪ Agency or individuals you employ that are NOT reported through the PROVIDING entity

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Staffing Status

▪ New Employees, code in payroll when hired for both payroll purposes and EMIS reporting. ▪ When a staff member changes jobs, code in payroll completely ▪ When a staff member leaves, code in payroll as soon as you know they are leaving. NOTE: Staff data reporting for EMIS is a rolling timeframe, code and report what you know when you know it. Example, supplementals.

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New position

▪ If an employee changes jobs in the district and begins another job with a different position code you must enter a separation reason/date on the first position and create a new JOBSCN/POSSCN for the new position. ▪ Example: A teacher (position code 230, job number 1) has taken a principal position (position code 108) ▪ Both Jobs will be reported (dates important)

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New position

▪ Re-number job 1 (teacher) on JOBSCN to job 2 ▪ Enter a separation reason/date ▪ Status will be C and will continue to be reported to EMIS with a separation date & reason ▪ Add the principal job as job 1 ▪ Both jobs will be reported for 2020 (dates important) You do not need to create a new JOBSCN if the employee is moving to another building or will be teaching a different grade level AND stays as the same position code.

(IRN will need to change IF employee changes buildings)

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Confusing Situations

▪ Split Positions ▪ Employee has two separate jobs ▪ Report each position code on a separate job record ▪ Employee paid on one job but either works two ‘positions’ or in multiple buildings ▪ Report each position/building on separate job record ▪ Split salary, days, hours, FTE between job records ▪ In USPS, use the EMIS Contract Info fields to report data

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Confusing Situations

▪ Summer Separation Employment Record

▪ How to report in USPS

▪ Attendance days are not reported (if separation is after July 1) ▪ Separation Date/Reason ▪ Position Status ‘U’ (no longer employed in this position in the district) ▪ Data Collector pulls information correctly

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Contracted Staff

▪ Instructional

▪ ESC ▪ Student Sent to Non-EMIS Reporting Entity ▪ Therapists

▪ Occupational Therapists ▪ Physical Therapists ▪ Speech Therapists

▪ Non-Instructional

▪ Bus Drivers ▪ Food Service ▪ Custodial

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Contracted Staff – Instructional

▪ ESC

▪ Preschool

▪ ESC Reports All Staff Records and Courses

▪ School-age

▪ ESC Reports

▪ Staff Demographics ▪ Staff Employment ▪ Contractor Staff Employment Record

▪ Resident District

▪ Course Master with ESC Staff Attached ▪ State Staff ID ▪ Provider IRN of ESC

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Contracted Staff – Instructional

▪ Non-EMIS Reporting Entity

▪ Staff Demographic ▪ Staff Employment

▪ Position Status A or I (Contracted Agency or Individual)

▪ Course Master

▪ Therapists

▪ Staff Demographic ▪ Staff Employment

▪ Position Status A or I (Contracted Agency or Individual)

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Contracted Staff – Contractor

▪ EMIS Reporting Entity

▪ Contracting District

▪ Reports Nothing

▪ Contractor District

▪ Staff Demographics ▪ Staff Employment ▪ Contractor Staff Employment Record

▪ Non-EMIS Reporting Entity

▪ Contract-Only Staff Record ▪ One Record per Position Code per Contract Term

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Correcting Errors

▪ Fatal Error on Level 1 Validation – A Level 1 error is internal and it can be fixed at the district level. ▪ Missing Staff Data Error

▪ Reported in a previous period with no separation date/reason and position status C (continuing) ▪ Not reported this reporting period - change to N for No ▪ Make sure the staff records being reported are changed to Y for yes on all 3 screens: Jobscn, Posscn and Demscn ▪ If State Staff ID needs changed

▪ Send a helpdesk ticket to Connect to post override request

▪ Fiscal-Cherwell@ohconnect.org

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Correcting Errors

▪ Missing Staff

If an employee left the district since the January reporting: ▪ enter in separation date and reason ▪ leave job and employee Y report to EMIS ▪ keep reporting as a C for the Final Period L ▪ report attendance days up to the date they left ▪ no further reporting needed next fiscal year

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Correcting Errors

▪ Level 1 Validation Error

▪ ‘Teacher must have at least one course master’

▪ Coded as

▪ Position code 230/assignment area ▪ Not attached to any courses ▪ No Contractor Staff Employment Record

▪ Check

▪ Could be Special Ed position code 212 ▪ May be summer separation and needs separation date/reason ▪ Is State Staff ID same between staff and student software?

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Correcting Errors

▪ Level 1 Validations

▪ Warnings

▪ Staff member over 70 years old ▪ Semester Hours low for position code and education level ▪ If in Title I Schoolwide Building, Paraprofessional Code is Invalid

▪ Correct the errors if necessary

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Correcting Report Errors

▪ Report Explanation on ODE’s Page

▪ Level 2 Validation Errors, Category 2 Explanation

▪ Level 2 Validations

▪ Contract Teacher has no Course/Program in Contracting District

▪ CJ record pointed to your district ▪ Your district is not reporting that individual as teaching a course provided from another entity ▪ Both entities are not using the same state staff ID

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Additional fields for year-end Staff reporting

▪ In additional to typical payroll data fields important for staff EMIS reporting:

▪ Highly Qualified Professional Development ▪ Attendance/ Absences / Long Term Illness/

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Staff Updates

▪ Staff data may be updated for EMIS reporting using 3 different systems: ▪ Source:

▪ Reflections USPS Payroll system ▪ USPS Web Payroll system ▪ EMISFFE, if a district is not using USPS system

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USPS Specific Information

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Run USPEMS>PERDET

1st Time

  • 1. Run report for Employee

Reportable to EMIS=Y

  • 2. Exclude Supplementals

= Y

  • 3. Check & Correct errors

2nd Time

  • 1. Run report for Employee

Reportable to EMIS = N

  • 2. Exclude Supplementals

= Y

  • 3. Check & Correct errors

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

Re-run until all errors are corrected.

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USPS web

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Employee Query

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Employee Details

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Staff Demographic

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

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EMIS Entry Screen

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Reports

▪USPS Reports - for data verification

▪ABS101, LGNSCK

▪USPS Perdet Report - for EMIS field verification /validation ▪Data Collector Reports – should be shared by the EMIS Coordinators ▪Reminders for FY20

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EMIS Staff Checklist – FY20 L

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Use the checklist Be Be sur sure to to fol follow low t the ste he steps ps in in orde

  • rder

http://ohconnect.org/fiscal/files/fye/emisl/2020/ ClassicStaffEMISChecklistFY20.pdf

*The Checklist is found on the connect website or at this link

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Resources

▪Connect’s Fiscal Services Documentation Links ▪ODE EMIS Manual and related EMIS websites

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Thank You!

Questions?

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Contact Us

Feel free to contact us at EMIS-Cherwell@ohconnect.org

  • r call 216-520-6900
  • Ext. 5010

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