Payroll Staff EMIS

1. Payroll Staff EMIS Presented by North Coast Council (NCC)

2. Education Management Information SystemEMIS 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

3. 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.

4. Recent Changes in Staff EMIS • 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

5. Effects on Payroll Personnel • 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

6. EMIS Details (and some possible Life-savers) • 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

7. Employee Information Sheet

8. District EMIS Responsibilities Worksheet

9. ODE EMIS Manual Found at: ODE>Data>EMIS>Documentation

10. 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

11. 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

12. EMIS Staff Checklist – JuneReporting Use a checklist whenever possible Completion Date EMIS Staff Checklist - Yearend Review Chapter 3 of the most recent EMIS Guide (FY13) to look for any changes 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: _______

13. EMIS Reporting Period USPSDAT>USPCON>Screen 3

14. Confusing Situations - Handout

15. 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.

16. “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.

17. 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.

18. Student Data & Staff Data(an unlikely couple) Staff data initially evaluated on its own merit 2nd Validation is against student records Certification to teach class assigned Assignment area in alignment with position Communication is the Key

19. ODE>DATA>EMIS>Certification & Licensure Search

20. Educator Search ODE’s Main Page Certificate # must match between USPS & EMIS

21. Educator Credentials

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

23. Example of Dictionary

24. Validation Reports ODE>Data>EMIS> FY12 EMIS Validation and Report Explanation Documentation Plus ODE EMIS Reports on the Web

25. EMIS Reports on the Web

26. USPS Specific Information Our apologies to non-USPS users

27. Run USPEMS>PERDET • 2nd Time • Run report for Employee Reportable to EMIS = N • Exclude Supplementals = Y • Check & Correct errors • 1st Time • Run report for Employee Reportable to EMIS=Y • Exclude Supplementals = Y • Check & Correct errors Check these lists for anyone who should not be on the list. Rerun until all errors are corrected.

28. USPS web

29. Employee Query

30. Employee Details

31. EMIS Entry Screen

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

33. Logout When finished, use either Logout feature.

34. CJ Record Contractor Staff Employment • 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

35. Steps to add CJ Record 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 Contractor (CJ) – Add New CJ Record 6. Add details & Accept.

36. 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

37. Steps to add Contract Only Staff Record (CC) Click on EMIS>Contracts (CC). Click on ADD. Add details & click “Accept”.

38. Run USPEMS>USPEMX If 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.