Payroll EMIS Connection

FISCAL YEAR 2012Presented by ACCESS

May 24, 2012

EMPLOYEE INFORMATION SHEET

Contract Development

Payroll – Office Use

EMIS Details

District Responsibilities Spreadsheet

Services>Fiscal Services>EMIS Staff - N - 2012 Reporting

Certification & Licensure Search

• http://www.ode.state.oh.us• Educator Profile>Credentials• ODE>DATA>EMIS>Certification & Licensure Search

1. Search for Regular Teaching Certificates and Licenses2. Search for Special Education Teaching Certificates and Licenses3. Search for Job Certificates and Licenses

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

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

• http://uspsweb.access-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 Screen5. 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 HQPDL – Load data Process will set all 230 to YR – Report Only Use to identify exceptions.E – Exit Correct in USPSWebTeachers (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 2 USPSWeb – 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 errors2. 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

or2.Menu> EMIS> EMIS_LCL> USPEMX_R3.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

• http://emisr.access-k12.org:7006

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

EMIS-r Validation ReportsThese 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 ReportsReview >Generate Review Data>Click on Blue link

EMIS Reports on the Web to share Examples

• stf_all_a_staff.pdf Staff Salary Summary - Allstf_all_r_staff.pdf Staff Salary Summary - Regstf_demo_job_cert. Itemized per Certified Staff

• stf_demo_job_class. Itemized per Classified Staffstu_bridge_adj.xxx Adjustment Reportsf6_excess_cost.pdf Excess Costsstu_tuit_hndcp.pdf Handicap Tuitionstu_tuit_reg.pdf Regular Tuition

Additional Reports to share

• fin_efm_bldg_exp_gf.pdf Bldg Expendituresfin_efm_epp_gf.pdf Expenditure per pupilfin_efm_pct_gf.pdf Percentage of School Cost

FY12 Processing Schedule

** as of 5/21/12