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overview

The NEWCNT program is designed to calculate and update new contract information for employees. Features of the program include:

  • The ability to build new contracts from existing contracts
  • Multiple mid-year contract changes with or without retroactive amounts
  • Support of non-contracted jobs
  • Storage of historical contract information
  • Purging of pay account data
  • Purging data by pay group, contract start date, contract type (user defined), appointment type, and calendar type
  • Automatic EMPMST report created showing new contract information
  • Generate a NEWSUM report outlining purged contract information
  • Multiple report sort options
  • Auditing feature
  • Mass delete option
  • Build new contracts from an outside spreadsheet.

NEWCNT should be used when new employee contracts (at the beginning of a school year) are established or when a mid-year contract change is needed. The program allows contract data to be built ahead of time which can then be moved over to the regular payroll files using the purge feature for the start of the new contract.

Information entered in NEWCNT is stored separately from the regular payroll files. The data in JOBSCN will remain the same until the purge option is selected. The new contract data will then be placed on JOBSCN while the old contract data will be moved to a history file. There are features to purge contract information by individual job records or in groups.

NEWCNT offers add, delete, and modify function keys as well as a calculate function key that allows you to verify manual calculations with system calculations before processing a new contract change or addition. The calculations are also automatically performed when the Accept key is used while in the add and modify modes.

NEWCNT also has the ability to create new contract records created from sources outside the payroll system (such as EXCEL, ACCESS, LOTUS). The import file must be saved in either a comma separated value (CSV) or a TAB delimited format.

Contract Types

The following four contract processing options are available in the NEWCNT program.

  • New contract built from existing contract information
  • Mid-year contract change with no retroactive payment
  • Mid-year contract change with a retroactive payment spread over the remaining pays
  • Mid-year contract change with a lump sum retroactive payment

Calculations

New contract built from existing contract information

  • Stretch pay job
    1. New daily rate = New contract amount / Total number of days in the contract
    2. New Obligation = contract amount
    3. New pay per period = (New obligation - amount paid - amount docked - dock next pay) / pays remaining
  • Non-stretch pay job
    1. New daily rate = New contract amount / Total number of days in the contract
    2. New Obligation = contract amount

When choosing to build a new contract, the program provides the old JOBSCN information as a starting point.

The Clear function key can be used at this point. This will clear the following fields from the NEWCNT screen for data entry or system calculation of new information:

    Contract type
    New contract obligation
    New contract amount
    Amount paid
    Amount due
    Amount earned
    Amount docked
    Pays paid
    Days worked
    Days since raise
    Contract start/stop
    Job status
    Pay per period
    Daily rate (hourly)
    Dock next pay
    Retro next pay
    Reset personal leave
    Reset sick advance
    Adjust vacation balance
    EMIS contract amount
    New Hire Date

The Clear function key does not clear the other fields on screens one through three. These may stay the same from contract to contract but can be changed if necessary.

You will need to select the New Contract Type, then enter the new contract amount in both the Obligation and New Contract fields. Verify the number of pays and the work days field. Enter a contract start date and job status. These fields are required. Update other fields on the screen as needed. There is a Calculate Key which will calculate and display the pay per period and daily rate automatically for verification. Pressing the Accept key will also calculate and display the new information.

Mid-year change with no retro

  • Stretch pay job
    1. If job is daily, the new daily rate = New contract amount / Total number of days in the contract
      If job is hourly, the new hourly rate = (New contract amount / Total number of days in the contract) / Hours in day
    2. Work days remaining = Days in contract - days worked in contract
    3. If job is daily, the contract amount to be earned = New daily rate X work days remaining
      If job is hourly, the contract amount to be earned = (New hourly rate X hours in day) X days remaining
    4. New Obligation = contract amount earned + contract amount to be earned
    5. New accrued = Old accrued
    6. Pays remaining = Total number of pays - pays paid
    7. New pay per period = (New obligation - amount paid - amount docked - dock next pay) / pays remaining
  • Non-stretch pay job
    1. New daily rate = New contract amount / Total number of days in the contract
    2. Work days remaining = Days in contract - days worked in contract
    3. Contract amount to be earned = New daily rate X work days remaining
    4. New Obligation = contract amount earned + contract amount to be earned

Mid-year change with retro spread over remaining pays

  • Stretch pay job
    1. If job is daily, the new daily rate = New contract amount / Total number of days in the contract
      If job is hourly, the new hourly rate = (New contract amount / Total number of days in the contract) / Hours in day
    2. Work days remaining = Days in contract - days worked in contract
    3. If job is daily, the contract amount to be earned = New daily rate X work days remaining
      If job is hourly, the contract amount to be earned = (New hourly rate X hours in day) X days remaining
    4. Retro amount = (new daily rate - old daily rate) X days since raise
      For hourly jobs:
      If the new unit amount = old unit amount, the retro amount = ((new unit amount X new hours in a day) - (old unit amount X old hours in a day)) X days since raise
      If the new unit amount does not equal the old unit amount, the retro amount = ((new unit amount - old unit amount) X (new hours in a day)) X days since raise
    5. New Obligation = (contract amount earned + contract amount to be earned + retro) New accrued = (Old accrued + retro)
    6. New earned = (Old earned + retro)
    7. Pays remaining = Total number of pays - pays paid
    8. New pay per period = (New obligation - amount paid - amount docked) / pays remaining
  • Non-stretch pay job
    1. New daily rate = New contract amount / Total number of days in the contract
    2. Work days remaining = Days in contract - days worked in contract
    3. Contract amount to be earned = New daily rate X work days remaining
    4. Retro amount = (new daily rate - old daily rate) X days since raise)
    5. New Obligation = (contract amount earned + contract amount to be earned + retro)
    6. Job is set to stretch pay
    7. New pay per period = (New obligation - amount paid - amount docked) / pays remaining

Mid-year change with lump sum retro

  • Stretch pay job
    1. New daily rate = New contract amount / Total number of days in the contract
    2. Work days remaining = Days in contract - days worked in contract
    3. Contract amount to be earned = New daily rate X work days remaining
    4. Full retro amount = (new daily rate - old daily rate) X days since raise
      For hourly jobs:
      If the new unit amount = old unit amount, the full retro amount = ((new unit amount X new hours in a day) - (old unit amount X old hours in a day)) X days since raise
      If the new unit amount does not equal the old unit amount, the full retro amount = ((new unit amount - old unit amount) X (new hours in a day)) X days since raise
    5. Full pay per period = (New contract amount / total number of pays)
    6. Lump sum retro:
      If the Days Since Raise = Days Worked, then the Lump sum retro = (Full pay per period - old pay per period) X pays paid
      Otherwise, the calculations are based on frequency of pay as follows:
      When pay is biweekly, the Lump sum retro = (Full pay per period - old pay per period) X (Days since raise/10)
      When pay is semi monthly, the Lump sum retro = (Full pay per period - old pay per period) X (Days since raise/11)
      When pay is monthly, the Lump sum retro = (Full pay per period - old pay per period) X (Days since
      raise/21)
    7. Retro spread over remaining pays = full retro - lump sum retro unless:
      • the lump sum retro is less than zero and the full retro amount is greater than zero, then the retro spead will be the full retro amount plus the lump sum retro
        If the lump sum retro is less than zero, the software multiplies the lump sum retro by negative one to get the dock next pay amount.
    8. New Obligation = (contract amount earned + contract amount to be earned + full retro amount) unless:
      • the retro spread and retro next pay are less than zero, then the new obligation = amount earned + contract amount to be earned + retro spread.
    9. New accrued = (Old accrued + retro spread)
      New earned = (Old amount earned + retro spread)
    10. Pays remaining = Total number of pays - pays paid
    11. New pay per period = (New obligation - amount paid - amount docked - lump sum retro) / pays remaining
  • Non-stretch pay job
    1. New daily rate = New contract amount / Total number of days in the contract
    2. Work days remaining = Days in contract - days worked in contract
    3. Contract amount to be earned = New daily rate X work days remaining
    4. Retro amount = (new daily rate - old daily rate) X days since raise)
    5. New Obligation = (contract amount earned + contract amount to be earned + full retro amount)

Processing Mid-Pay Period Contract Changes

Contract changes that result in the old contract ending and the new contract starting within a pay period are handled as follows:

The new contracts are built using the NEWCNT program. The new contracts should be purged when the pay period being processed includes any work days for the new contract. During the purge, all the information for the last pay on the old contract will be written to the future files in USPSCN/UPDCAL_FUT with Pay Types of either LPE (last pay earnings) or LPA (last pay accrued) depending on the type of pay. These amounts will be flagged as last pay in the contract.

Note: LPE/LPA Pays Types will not be created in UPDCAL_FUT for jobs which have a contract stop date (in JOBSCN) which is less than the new contract start date. If the contract stop date plus one day is equal to or greater than the contract start date on the new contract, the LPE/LPA pay types will be created in UPDCAL_FUT during the purge. This affects the 'Purge' function within NEWCNT/MAINT and the NEWCNT/PURGE option.

The new pay information is purged into the job records. During INICAL, the records from the future files LPE/LPA (old contract) will be brought into the payroll as well as the new contract information for the correct number of days based on the contract start date. The result will be a pay off of the old contract amounts and accrued wages calculated for a specified number of days on the new contract amounts. The new contract data will only be updated by the number of days actually worked on the new contract.

The contract start dates will be required when using NEWCNT. This enables the calculations to correctly reflect the old and new contract amounts.

The LPE and LPA Pay Types will have specific pay accounts associated with them. This insures that the last pay on the old contract is charged to the correct account. Also, the LPE and LPA Pay record(s) in UPDCAL_FUT can be deleted if necessary,  LPE and LPA records in UPDCAL_CUR are protected in the same manner as the ACC and DFR Pay Types and therefore an entire record in UPDCAL_CUR must be deleted out.

 

MID-PAY PERIOD MID-YEAR CONTRACT CHANGES

          The ideal situation for a mid-year contract change is to make the effective date the period begin date of a payroll.

           Mid-pay period mid-year contract changes can’t be done through NEWCNT because the program does not have the correct number of days at the old rate. It uses what is in JOBSCN and that                  count does not yet include the additional days being paid at the old rate from the next payroll.

           If a district must process a mid-pay period mid-year contract change, if possible, the district should pay one pay beyond the effective date and then retro pay the days. For example:

          

           New rate effective 5/5/2006

           Payroll dates = 4/30 – 5/13 with a 5/19 pay date

           Complete the 5/19 payroll.

           Prior to the 6/2 payroll:


           In NEWCNT process the retro pay, including the additional work days from 5/5 – 5/13 as 6 retro days since raise.

           If the district can’t delay the effective rate the additional payroll, they will have to manually enter the mid year contract change directly in JOBSCN or manually adjust the NEWCNT calculations.

 

accessing the program

The program may be executed by typing:

$ RUN OECN$PAY:NEWCNT

at the $ prompt or in the menu system type:

Menu>NEWCNT

sample screens

Main Menu

 ------------------------------------------------------------------------
|                                                                        |
|  NEWCNT - New Contract Options Menu                                    |
|  ----------------------------------------------------------------------|
|     1. MAINT      - Add/Modify/Delete new contract data                |
|     2. BUILD      - Auto build new contracts records                   |
|     3. PURGE      - Activate new contracts & Purge old                 |
|     4. DELETE     - Mass Delete new contracts                          |
|     5. REPORT     - Report new contract data                           |
|     6. NEWPAY     - New contract pay account report                    |
|     7. IMPORT     - Import new contract data                           |
|     8. EXIT       - Exit program                                       |
|                                                                        |
|                                                                        |
|                                                                        |
|                                                                        |
|                                                                        |
|     Menu: NEWCNT Option>                                               |
|                                                                        |
|   XX  Accept        XX  Help          XX  Exit          XX  Next       |
 ------------------------------------------------------------------------

Maintenance Option

This option is used to add, modify, or delete new contract data.

The following example shows the building of a new contract. The old contract data was brought over from JOBSCN and the new contract data was entered on the screen. A new pay per period and daily rate have been calculated.

Screen 1 of 3

 -----------------------------------------------------------------------------
|Find:                                                                        |
|      SSN/ID      Job           Last Name            First Name              |
|ID:  111111111    Job: 01  Name: EMPLOYEE         A.                         |
|                           Position: TEACHER                                 |
|                                                                             |
|New cont type: New contract                        Equal pays    : Y         |
|Obligation   :   45000.00  Days since raise: ____  Hours per day : 6.00      |
|New contract :   45000.00  Cont start: 08/23/1999  Retire hours  : ____      |
|Old contract :   40000.00  Cont stop : 00/00/0000  Pay unit      :  2        |
|Amount paid  :  __________ Job status: 1           Pay per period: 1,730.77  |
|Amount due   : __________  Pay group : __          Hourly rate :   _______   |
|Amount earned: __________  Appt. type: 1           Dock next pay : ________  |
|Amount docked: __________  Retirement: 400         Retro next pay: ________  |
|Extended service: ________ Position  : 704         Contract type : ________  |
|# pays/Pays paid: 26/__    Building IRN :555555    New Hire date :__/__/____ |
|Wrk days/Worked:  26/__    Bldg./Dept. : 003/105   Qual. Paraprof: *         |
|Title: TEACHER_    Bldg./Dept. : 999/555           HQPD          : *         | |                                                                             |
|                                                                             |
|  NEWCNT - New Contract Data Maintenance                    Screen  1 of  3  |
|   XX  Top             XX  Add             XX  Purge job                     |
|   XX  Help            XX  Delete                                            |
|   XX  Exit            XX  Modify          XX  Next Screen                   |
|   XX  Next            XX  Lockmode                                          |
|   XX  Find            XX  Set defaults                                      |
 -----------------------------------------------------------------------------

Field Definitions

  • The New cont typefield offers the following options:
    1. - Mid-contract change with no retroactive payment
    2. - Mid-contract change with a retroactove payment spread over the remaining pays
    3. - Mid-contract payment with a lump sum retroactive payment
    4. - New contract
  • Enter the New contract amount for this employee's job in the Obligation field. For all of the mid-contract change Contract Types, leave the Obligation field blank. For a new contract, you must enter the new contract amount in the field. Using the Calculate function key or the Accept key will result in the program automatically determining the Obligation.
  • The Old contract field contains the old contract amount for this employee's job, i.e. the contract amount which is currently being used for the job in USPSCN/JOBSCN. This is a non-modifiable field.
  • The Amount paid field is the amount paid on the contract thus far. This field should be left blank for a New Contract type.
  • The Amount due field shows the contract amount due or accrued wages. This field should be left blank for a New Contract type.
  • The Amount earned field shows the amount earned toward the contract obligation. This field should be left blank for a New Contract type.
  • The Amount docked field shows the contract amount docked. This field should be left blank for a New Contract type.
  • For certificated employees, indicate the number of days for which Ext. service (extended service) is claimed.
  • The # pays refers to the number of pays the job is contracted for.
  • Pays paid are the number of pays that have been paid on the contract. This field is updated after each payroll in which the job is included. Leave this field blank for a New Contract type.
  • Wrk days are the number of days the employee is contracted to work this job.
  • The Worked field is the number of days the employee has worked on this job. Leave this field blank for a New Contract type.
  • The Title field shows the employee's job title.
  • Enter the number of days the employee has worked on this job since the raise in the Days since raise field. This will be used to calculate retroactive payments, if applicable. Leave this field blank for a New Contract type.
  • When adding a new Contract type, enter the start date of the new contract in the Cont start field. This date is usually the first day for which the job is paid. For a mid-contract change, the value of this field will be the start date of the original contract. In either case, this is a required field that is used in the contract amount calculations.
  • When adding a new Contract type, a stop date for the new contract may be entered in the Cont stop field. This date is usually the last day for which the job is paid.
  • The Job statusfield indicates whether the job is:
    • 0 - Inactive
    • 1 - Active
    • 8 - Deceased
    • 9 - Terminated
      This is a required field.
  • A Pay group is a group which is created based on similarities in job calendars, titles, pay plans, etc. Pay groups are defined in the USPSDAT/PGRPED program.
  • The Appt. typecan be either:
    • 1 - Certified
    • 2 - Classified
  • The employee's Retirement codecan be,
    • BLANK - No retirement system
    • 400 - SERS
    • 450 - STRS
  • Position code is the position assignment code for the job. A list of possible codes can be accessed through the help window.
  • Building IRN is the IRN of the building in which this job is worked.
  • Building/Dept contains the building and department codes the job is worked in.
  • The Equal paysfield indicates whether payments should be stretched over the total number of pays or not.
    • Y - Yes, payments are to be stretched over the number of pays in the contract.
    • N - No, payment is the be calculated by multiplying days (hours) worked by the daily (hourly) rate.
  • The Hours per day field contains the number of hours the employee is regularly scheduled to work during a day. This field is used in calculating hourly rates and charging out absences through the program LEVPRO.
  • Option for the Pay unitfield are:
    • 1 - Hourly
    • 2 - Daily
  • The Retire hours field contains the hours the employee is to receive per day for retirement purposes. The retire hours is used to automatically calculate an employees Regular pay type hours in INICAL and UPDCAL. This field is NOT a required field. If there is no value in the "Retire hours" field, INICAL and UPDCAL will use the value in Hours per day. If there is no value in either field, INICAL and UPDCAL will use 0.00 as the retirement hours value.
  • The Pay per Period field is used for equal pay employees. It contains the pay amount the employee should receive on this job for each payroll. The Calculate function key can be used to automatically calculate the pay per period using the other information provided on this screen.
  • Depending on what is entered in the pay unit field, either the Daily rate or the Hourly rate field will appear.
  • The Dock next pay field can be used in various ways. First, if a docking situation results in deferred dock, the amount of the deferred dock is entered into this field to be picked-up the next time the job is paid. Second, a dock amount can be manually entered to cause the system to dock the job next time the job is paid. A dock next pay situation could also result from a negative retro calculation during a mid-year change.
  • The Retro next pay field can be used in two ways. First, if a retro situation is created in NEWCNT, the retro amount will be placed in this field by the NEWCNT program. Second, a retro amount can be manually entered. In either case the system will process the retro amount during the next payroll in which the job is included.
  • The Contract type field is a user defined field.
  • The New Hire date field contains the new hire reporting date, used for reporting new hire information to the Ohio Department of Human Services. Enter the date the employee was hired or the contract renewal date. If processing a new contract type of NEW and this field is left blank, it will be defaulted to the contract start date.
  • The Qual. Paraproffield is used to indicate whether an instructional paraprofessional is required to meet the qualified paraprofessional requirements of the 2001 No Child Left Behind Act in FY2004 and whether or not those requirements have been met. Possible values are:
    • * - Not applicable (not valid for position codes 414 or 505)
    • 1 - Associate Degree
    • 2 - At least 2 years study at accredited institute of higher education
    • 3 - Achieved a passing score on local assessment
    • 4 - Achieved a passing score on the statewide paraprofessional assessment
    • N - Does not meet the definition of a qualified paraprofessional
  • The HQPD, high quality professional development, field is used to categorize those staff members which are required to participate in high quality professional development as defined by the No Child Left Behind Act of 2001 in Title IX, Section 9191(34). Possible values are:
    • * - Not applicable (not valid for Position Codes 205, 206, 207, and 211 unless the Position Status is P (leave of absence) or U (no longer employed by district in this position))
    • N - No
    • Y - Yes

Screen 2 of 3

 -----------------------------------------------------------------------------
|Find:                                                                        |
|      SSN/ID      Job           Last Name            First Name              |
|ID:  111111111    Job: 01  Name: Employee       A                            |
|                           Position: TEACHER                                 |
|                                                                             |
| Calendar type : TCH           Check dist: ____      EMIS Contract Info:     |
| Calendar start: 05/30/1994                            Hours per day: ______ |
| Calendar stop : 00/00/0000                            Contract amt : ______ |
| Reset personal leave   : N                            Work days    : ______ |
| Reset sick advance used: N                            FTE          : ______ |
| Adjust vacation balance: _______                                            |
|                                                     Salary Schedule:        |
|                                                       ID    : Cert          |
|                                                       Column:    4          |
|                                Spec. Ed FTE: ____     Step  :   12          |
|                                                                             |
|   NEWCNT - New Contract Data Maintenance                Screen  2 of  3     |
|   XX  Top             XX  Add             XX  Purge job                     |
|   XX  Help            XX  Delete          XX  Prev Screen                   |
|   XX  Exit            XX  Modify          XX  Next Screen                   |
|   XX  Next            XX  Lockmode                                          |
|   XX  Find            XX  Set defaults                                      |
 -----------------------------------------------------------------------------

Field Definitions

  • A job is linked to a job calendar through the Calendar type field. The calendar type is defined in the USPSDAT/CALTYPED program. If this field is not filled in, the job calendar for the job will be the one associated with the pay group. Should there be no pay group associated with a calendar, the job will be linked to the district default calendar.
  • The Calendar start date is the day on which the system will start counting information from the calendar. This day is automatically entered as the period beginning date of the first payroll in which the job is processed. This can be left as is from contract year to contract year unless there is a break in their employment.
  • The Calendar stop date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit.
  • This field may be left blank unless you desire to stop the date at a specific time.
  • Reset Personal Leave. If electing to reset the personal leave balance, the balance will be reset to the personal leave beginning balance as defined in BENSCN. An accumulation transaction will be posted to ATDSCN when the new contract record is purged. The posting date on the ATDSCN transaction date will be the current system date at the time of the purge. The length of the adjustment will be figured by subtracting the current personal leave balance from the beginning balance.
    Example: The beginning balance in BENSCN is defined 3 days. The current personal leave balance is .25, (3 - .25 = 2.75) An AC PL transaction for 2.75 days will be posted to ADTSCN.
  • Reset sick advance used If electing to reset the sick advance used, the field will be set to zero at the time ot the purge. No ADTSCN transaction will be posted. The reset will be reflected in the AUDRPT.
  • Enter the number of days or hours to be added to (or subtracted from) the Vacation balance when the new contract is purged. An accumulation transaction will be posted to ADTSCN for any adjustments made to the vacation balance.
  • Enter a unique four character code in the Check distr field for sorting payroll checks or reports at the employee level. This is an optional field found on USPSCN/BIOSCN.
  • The EMIS Contract Info: Hours per day field contains the number of hours worked per day (not including lunch time) on this job to be reported to EMIS. The field may be left blank and should have data in it only if the data differs from the normal reported value.
  • EMIS Contract Info: Contract amt is the contract amount to be reported to EMIS. The field may be left blank and should have data in it only if the data differs from the normal reported value.
  • EMIS Contract Info: Work days is the number of EMIS work days for this job. The field may be left blank and should have data in it only if the data differs from the normal reported value.
  • This EMIS Contract Info: FTE field contains the full time equivalency of the position assignment for EMIS reporting purposes.
  • The Salary Schedule: ID field contains the schedule type for the salary schedule the job is associated with. The ID can be between 1 and 6 characters in length.
  • The Spec. Ed FTE: field contains the full-time equivalency of the position related to Special Education.
  • The Salary Schedule: Column field refers to which column the job is in on the salary schedule.
  • The Salary Schedule: Step field contains the salary schedule step number that the job is on.

Screen 3 of 3

 -----------------------------------------------------------------------------
|Find:                                                                        |
|      SSN/ID      Job           Last Name            First Name              |
|ID:  111111111    Job: 01  Name: Employee      A                             |
|                           Position: TEACHER                                 |
|                                                                             |
| Fnd Func Obj SCC  Subj   OPU IL Job  Description                 Count: 01  |
| 001 1100 111 0000 100000 100 00 000  SALARIES - H.S.                        |
| Percent or fixed: P      Amount to charge :     100.00   Start: 00/00/0000  |
| Account status  : A      Maximum to charge:              Stop : 00/00/0000  |
| Leave projection: Y      Board dist. acct.: Y                               |
|                                                                             |
| Fnd Func Obj SCC  Subj   OPU IL Job  Description                    Count:  |
| ___ ____ ___ ____ ______ ___ __ ___  _____________________________________  |
| Percent or fixed: _      Amount to charge : __________   Start: __/__/____  |
| Account status  : _      Maximum to charge: __________   Stop : __/__/____  |
| Leave projection: _      Board dist. acct.: _                               |
|                                                                             |
|                                                                             |
|  NEWCNT - New Contract Data Maintenance                   Screen  3 of  3   |
|   XX  Top             XX  Add             XX  Purge job                     |
|   XX  Help            XX  Delete          XX  Prev Screen                   |
|   XX  Exit            XX  Modify                                            |
|   XX  Next            XX  Lockmode                                          |
|   XX  Find            XX  Set defaults                                      |
 -----------------------------------------------------------------------------

Field Definitions

  • The Fnd, Func, Obj, SCC, Subj, OPU, IL, Job, and Description fields contain the USAS account code that is to be charged.
  • Count is used as a counter. In cases where a job has more than one account, the number is incremented automatically by the system. It is a non-modifiable field.
  • Percent or fixedrefers to the method by which this account is to be charged.
    • P - indicates a percentage of gross to be charged to this account
    • F - indicates a fixed dollar amount to be charged to the account.
    • Restrictions on the use of the Fixed Option are as follows:
      • The purpose of the Fixed Option is to accommodate special funding where a set amount is to be charged to a particular account for a job.
      • Pay accounts for each job must total 100 percent. Therefore if a fixed rate is used, there must be at least one percentage rate record on file for the job totaling 100 percent. Failure to have a percentage rate record or records totaling 100 percent will result in the job not being included in the payroll. Users will receive a warning message in this case.
      • Active fixed rate accounts for a job will be charged first. Once the fixed amount is charged, the active percentage rate account or accounts are then charged based on the percentages assigned.
      • Benefits (sick, vacation, jury duty etc.) will not be charged to a fixed amount account.
  • Account statusallows the user to set the status of the account. Options are:
    • A - Active
    • I - Inactive
    • S - Specific Miscellaneous
    • M - Maximum amount in effect. (Used with fixed rate option only.)
      Note: To determine whether an account is active or not the system will check both the Account Status field AND the Pay Start and Stop Dates. A pay account with an inactive status but with an active start date will NOT be charged.
  • Should this account be used for Leave projection? This flag determines whether or not an account can be used by LEVPRO to charge out leave entered in USPSCN/ATDSCN to the corresponding leave accounts.
    • Y - Yes, this account should be used for leave projection.
    • N - No, this account should not be used for leave projection.
  • Amount to Charge is the percentage or fixed amount that is to be charged to this account. Whether a percentage or fixed amount is entered is dependent on what is entered in the Percent or fixed field.
  • The Maximum to charge field contains a maximum dollar amount to be charged to a specific pay account.
    The maximum amount is set up as a declining balance method. This method reduces the maximum to charge field each payroll by the amount set up in the Amount to Charge field until the maximum amount is totally depleted. The system then begins to use the percentage rate accounts.
    This field operates only when using the fixed rate option and when the Account Status is set to `M' - Maximum amount in effect.
  • Use the Board dist. acct.to indicate whether the pay account is to be used when charging off board distribution amounts.
    • Y - Yes, the BRDDIS program will use this pay account when charging off board paid benefits and amounts.
    • N - No, the BRDDIS program will not use this pay account when charging off board paid benefits and amounts.
  • Start is the date to start charging the account.
  • Stop is the date to stop charging the account.

miscellaneous notes

Using NEWCNT/MAINT Purge Job Option

When purging an individual contract in NEWCNT/MAINT a prompt will be displayed after requesting the purge. The prompt will appear for all contract changes being purged. The prompt will ask, "If the NEWCNT EMIS fields are blank, do you want to update the JOBSCN EMIS fields with the old contract values from JOBSCN?". The default has been set to No, but can be changed to Yes. All the NEWCNT EMIS fields must be blank/zero to update with the old contract values. The prompt asking to confirm the purge will then appear. A response of Acknowledge or Cancel is requested.

Auto Build Option

This option is used to mass build new contracts into NEWCNT based upon pay groups and job status.

The new contract records will be created using the existing JOBSCN information. The following fields will be cleared or set to zero when the new contract record is built:

  • Contract amount paid
  • Contract amount docked
  • Contract amount due
  • Amount earned
  • Days worked
  • Pays paid
  • Lump sum retro
  • Dock next pay

The total number of jobs added will be displayed in the processing window upon program completion. The REPORT option of NEWCNT can be processed to generate a list of all new contracts.

Screen 1 of 1

 -----------------------------------------------------------------------------
|                           NEWCNT - Build New Contracts                      |
|                                                                             |
|Contract Information:                                                        |
| Contract start date:  __/__/____       Contract stop date:  __/__/____      |
|                                                                             |
|Selection Criteria:                                                          |
| Job status: _                                                               |
| Pay Groups:  __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ |
|              __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
| Build new contract records                                        1 of  1   |
|  XX  Execute         XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit                                                                   |
|  XX  Cancel                                                                 |
 -----------------------------------------------------------------------------

Field Definitions

  • The Contract start date is usually the first day for which the job is paid. This is a required field used in the contract amount calculations. The New hire date used for Ohio Department of Human Services new hire reporting will be set to the contract start date.
  • Enter a stop date of the new contract in the Contract stop date field. This is typically the last day for which the job is paid.
  • This is an optional field.
  • The Job Statusfield indicates whether the job is:
    • 0 - Inactive
    • 1 - Active
    • * - Both Active and Inactive jobs
  • A Pay Group is a group which is created based on similarities in job calendars, titles, pay plans, etc. Pay groups are defined in the USPSDAT/PRGPED program. At least one pay group must be entered when using the Build option.

Purge Option

This option purges the new contract information into the JOBSCN and PAYSCN records, then deletes it from the NEWCNT maintenance file.

The new contracts should be purged when the pay period being processed includes any work days for the new contract. During the purge, all the information for the last pay on the old contract will be written to the future files in USPSCN/UPDCAL_FUT with Pay Types of either LPE (last pay earnings) or LPA (last pay accrued) depending on the type of pay. These amounts will be flagged as last pay in the contract.

  • NOTE:  The MASCHG/MASEMIS program can be used to mass update the EMIS fields individually in JOBSCN before creating new contracts.

Screen 1 of 2

 -----------------------------------------------------------------------------
|                           NEWCNT - Purge New Contracts                      |
|                                                                             |
|Purge Options:                                                               |
| Contract start date:  08/21/1998       Appointment Type:            *       |
| Reset New Hire date:   Y                                                    |
| Update JOBSCN EMIS contract fields with values from old contract: N         |
| Contract Type: __ __ __ __ __                                               |
| Calendar Types: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ |
| Pay Groups:  __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ |
|              __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ |
|                                                                             |
|EMPMST Reporting Options:                                                    |
| Generate EMPMST report? (Y,N)                        N                      |
| EMPMST Output file:                                  EMPMST.TXT             |
| Print options page? (Y,N)                            Y                      |
| Optional heading line:          __________________________________________  |
| Print one employee per page? (Y,N)                   N                      |
| Sort options (S,N,B,P)                               S                      |
|                                                                             |
|                                                                             |
|                                                                             |
| Purge new contract information over old contracts                 1 of  2   |
|  XX  Execute         XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit                                                                   |
|  XX  Cancel                                                                 |
 -----------------------------------------------------------------------------

Field Definitions

  • Contracts can be mass purged by the following selection options:
    • Contract start date
    • Appointment type
    • Contract types - this is a user defined field found in USPSCN/JOBSCN.
    • Calendar types
    • Pay Groups
  • The Reset New Hire date field applies to NEW Contracts only, and offers the following options:
    • Y = ODHS new hire date field will be updated using the value entered in NEWCNT/MAINT or the contract start date. The new hire reported flag in in USPSCN/BIOSCN will be reset to allow the employee to be reported through the NEWHIRE program.
    • N = The new hire date field will be left as-is in USPSCN/BIOSCN. Even if a different date has been entered in NEWCNT/MAINT, the date from USPSCN/BIOSCN will not be updated. The new hire reported flag will not be reset.
  • The Update JOBSCN EMIS contract fields with values from old contract is defined as follows:
    • Y = If the NEWCNT EMIS fields (EMIS hours, EMIS contract amount and EMIS days) are all blank and you answer "Y" to the "Update JOBSCN EMIS contract fields with values from old contract", it will move the old JOBSCN values to the JOBSCN EMIS fields.  
    • Y or  N= If any of the NEWCNT EMIS fields (EMIS hours, EMIS contract amount and EMIS days) have data and you answer "Y" or "N" to "Update JOBSCN EMIS contract fields with values from old contract", it will move the data from NEWCNT EMIS field values to the JOBSCN EMIS field values.
  • Enter Y or N to generate an EMPMST report of the selected jobs after the purge takes place.
  • EMPMST.TXT is the default file name for the EMPMST report. This can be changed by entering a new file name in the EMPMST Output file field.
  • The program has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options page? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
  • Information entered in the Optional heading line field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.
  • Select "Y" (yes) or "N" (no) in the Print one employee per page? field.
  • The Sort optionsfield offers the following choices:
    • S - Social Security Number
    • N - Employee Name
    • B - Building/Department
    • P - Pay Group

Screen 2 of 2

 -----------------------------------------------------------------------------
|                           NEWCNT - Purge New Contracts                      |
|                                                                             |
|NEWSUM Reporting Options:                                                    |
| Generate NEWSUM report? (Y,N)                        _                      |
| Summary Output file                                  _________________      |
| Optional heading line:      ______________________________________________  |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
| Purge new contract information over old contracts                 2 of  2   |
|  XX  Execute         XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit                                                                   |
|  XX  Cancel                                                                 |
 -----------------------------------------------------------------------------

Field Definitions

  • The Generate NEWSUM reportfield allows a report to be created listing the information that was purged into USPSCN/JOBSCN.
    • Y - Generate a NEWSUM report
    • N - Do not generate a NEWSUM report
  • NEWSUM.TXT is the default file name for the optional summary report. This can be changed by entering a new file name in the Summary Output file field.
  • Information entered in the Optional heading line field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.

Mass Delete Option

This option deletes the new contract information from the NEWCNT maintenance file. If no specific selection options are entered, all new contracts will be deleted. A count of the number of contracts deleted will appear on the screen after the program runs to completion.

Screen 1 of 1

 -----------------------------------------------------------------------------
|                          NEWCNT - Delete New Contracts                      |
|                                                                             |
|Delete Options:                                                              |
| Contract start date:  __/__/____       Appointment Type:            _       |
|                                                                             |
| Contract Type:  __ __ __ __ __                                              |
|                                                                             |
| Calendar Types: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___     |
|                                                                             |
| Pay Groups: __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __     |
|             __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __     |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
| Delete new contract records without purging                        1 of  1  |
|  XX  Execute         XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit                                                                   |
|  XX  Cancel                                                                 |
 -----------------------------------------------------------------------------


Field Definitions

  • Contracts can be mass deleted by the following selection options.
    • Contract start date
    • Appointment type
    • Contract types - this is a user defined field found in USPSCN/JOBSCN.
    • Calendar types
    • Pay Groups

Report Option

Screen 1 of 1

 -----------------------------------------------------------------------------
|                            NEWCNT - Report Generation                       |
|                                                                             |
|Report File Specifications:                                                  |
| Detail output file                                   NEWCNT.TXT             |
| Summary output file                                  NEWSUM.TXT             |
| Print options page? (Y,N)                            Y                      |
| Optional heading                             _____________________________  |
|                                                                             |
|Sort and Sub-total Options:                                                  |
| Sort options                                         _                      |
| Subtotal options                                     ________________       |
| Page Break options                                   ________________       |
|                                                                             |
|Selection Criteria:                                                          |
| Contract Start Date:  08/21/1998       Appointment Type:            *       |
| Calendar Types: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ |
| Pay Groups:  __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __    |
|              __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __ __    |
|                                                                             |
|                                                                             |
|                                                                             |
|                                                                             |
| Report new contract information                               1 of  1       |
|  XX  Execute         XX  Reset                                              |
|  XX  Help            XX  Save/Recall                                        |
|  XX  Exit                                                                   |
|  XX  Cancel                                                                 |
 -----------------------------------------------------------------------------

Field Definitions

  • NEWCNT.TXT is the default file name for the detail report. NEWSUM.TXT is the default file name for the summary report. These can be changed by entering a new file name in the Output file fields.
  • The NEWCNT program has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options pages? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
  • Information entered in the Optional heading field allows you to enter a descriptive report heading.
  • The Sort optionsfield offers the following choices:
    • ID - Employee ID
    • N -  Employee Name
    • P -  Pay Group
    • B-   Building/Department
    • C -  Contract Start Date
    • D -  Number of Days
    • K -  Number of Pays
    • L -  Calendar Type
    • A -  Appointment Type
  • In the Subtotal option field, enter the option you wish the report to subtotal on. The choices are the same as the Sort Option list shown above. The option selected must also be one of the Sort Options chosen.
  • In the Pagebreak option field, enter the field you wish the report to pagebreak on. The choices are the same as the Sort Options listed above. The option selected must also be one of the Sort Options chosen.
  • The following selection criteria are available:
    • Contract Start Date
    • Appointment Type
    • Calendar Types
    • Pay Groups

sample report

NEWCNT.TXT

Date:  XX/XX/XX                              SAMPLE CITY SCHOOLS                                  Page:    1
Time:  10:33 am                              New Contract Report                                    (NEWCNT)
 111111111  Job: 01   EMPLOYEE, ANNE                                Position: TEACHER
Contract Information:                                                                      EMIS Information:
 Oblig : 50000.00   Cont start: 08/23/1999  Equal pays : Yes           Contract type: 01     Hours/day:    3.38
 Amount: 50000.00   Cont stop : 00/00/0000  Daily  rate:   270.270     Calendar type: TCH    Work days:     188
 Paid  :     0.00   Job status: Active      Pay per per:   1923.08     Cal start:05/30/1994  FTE      :   0.5000
 Due   :     0.00   Pay group : 05          Hours/day  :   7.00        Hire date:  /  /      Contract :     0.00
 Earned:     0.00   Appt. type: Certified   Retire hrs:    ____        Check distrib:       Salary Schedule
 Dock  :     0.00   Retirement: STRS        Pays /Paid :  26/0         Benefit Information    ID    : CERT
 Ext service   :1   Bldg IRN  : 333333      Days/Worked : 261/0        Reset personal:  No    Column:   4
 Position code :205 Bldg/Dept : 111/222     Since raise : 0            Reset sick adv:  No    Step  :  12
                                            Dock next:    0.00         Adj. vacation :  0.00  Sp Ed FTE: 0.00
                                            Retro next :  0.00
Pay Account Information:
   Account: 001 1100 111 0000 130000 200 00 000   SALARY
     Percent/Fixed: Percent   Amount to charge :    100.00   Board  distribution: Yes   Start: 00/00/0000
     Acct. status : Active    Maximum to charge:      0.00   Leave  projection  : Yes   Stop : 00/00/0000
 GRAND TOTALS:                                                           Amount                  Average
                                 Contract amount                  20,098,271.33                18,973.33
                                 Contract obligation              20,098,271.33                18,671.31
                                 Pay Per Period                      774,812.48                 1,459.16
                                 Average Daily rate                                              270.270
                                 Average Hourly rate                                               0.000
                                 Number of Contracts                        626
                                 Number of Daily contracts                  377
                                 Number of Hourly contracts                 249


NEWSUM.TXT

Date:  XX/XX/XX                              SAMPLE CITY SCHOOLS                                 Page:     1
Time:  10:33 am                              New Contract Report                                    (NEWSUM)

CONTRACT CONTRACT  CONTRACT   CONT  HRS/  Retire PAYS/ EQ  PAY   UNIT    PAY/           CONT       CONT      CAL
AMOUNT   AMT. PD. OBLIGATION  DAYS   DAY  Hours  PAID  PAY UNIT  AMOUNT  PERIOD  RETRO  START      STOP      TYP

111111111  01   EMPLOYEE, ANNE                    Position: TEACHER                  Certified   Cont type:   4
 50000.00  0.00    50000.00   185/0  7.00  0.00  26/0  Yes Daily 270.270 1923.08 0.00  08/23/99    00/00/00  TCH

                                                .
                                                .
                                                .

 GRAND TOTALS:                                                           Amount                  Average
                                 Contract amount                     455,360.00                18,973.33
                                 Contract obligation                 448,111.32                18,671.31
                                 Pay Per Period                      774,812.48                 1,459.16
                                 Average Daily rate                                              107.064
                                 Average Hourly rate                                               0.000
                                 Number of Contracts                        626
                                 Number of Daily contracts                  377
                                 Number of Hourly contracts                 249


Newpay Option

NEWPAY offers the ability to select and sort records based on pay accounts. This report allows sorting subtotaling, and page breaking based on account code, employee ID, employee name, and/or job number.

Specific records may be selected to be reported based on a range of accounts, or using wildcard account code selections. In addition to selections on account code, selections may also be made by specific employees, paygroups, job status, building and department codes. There is also an option to include or exclude hourly jobs.

The report will calculate the amount to be charged to the pay accounts based on the remaining contract obligation to be paid. Fixed amount pay accounts will be included and taken into consideration for these calculations.

Screen 1 of 4

 --------------------------------------------------------------------------
|                    NEWPAY - Pay Account Report Generation                |
|Report File Specifications:                                               |
| Output File                                      NEWPAY.TXT              |
| Print Options Page? (Y/N)                        _                       |
| Optional heading                       ________________________________  |
|                                                                          |
|Sort, Subtotal, and Pagebreak Options:                                    |
| Sort: ________         Subtotal: _________       Pagebreak: __________   |
|                                                                          |
|Selection Criteria:                                                       |
| Job Status: _________     Include Hourly Emps:  _                        |
| Building:   ___ ___ ___ ___ ___ ___ ___ ___ ___ ___                      |
| Department: ___ ___ ___ ___ ___ ___ ___ ___ ___ ___                      |
| Specific Employees:    ________ ________ ________ ________ ________      |
|                        ________ ________ ________ ________ ________      |
|                        ________ ________ ________ ________ ________      |
|                        ________ ________ ________ ________ ________      |
|                                                                          |
| Report new contract pay account information                      1 of 4  |
|  PF4 Execute         F9  Cancel          S8  Next Screen                 |
|  F6  First Screen    F10 Reset                                           |
|  F7  Help            F11 Save/Recall                                     |
|  F8  Exit            S7  Prev Screen                                     |
|_________________________________________________________________________ |

Field Definitions

  • NEWPAY.TXT is the default file name for the detail report. This can be changed by entering a new file name in the Output file field.
  • The creation of option page showing detail of how the report was run is controlled by the Print options pages?field.
    • "Y" (yes) will generate the page
    • "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
  • Information entered in the Optional heading field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.
  • The Sort optionsfield offers the following choices:
    • ID - Employee ID
    • N - Employee Name
    • A - Pay Account
    • J - Employee Job Number
  • In the Subtotal option field, enter the field you wish the report to subtotal on. The choices are the same as the Sort Option list shown above. The option selected must also be one of the Sort Options chosen.
  • In the Pagebreak option field, enter the field you wish the report to pagebreak on. The choices are the same as the Sort Options listed above. The option selected must also be one of the Sort Options chosen.
  • Enter any combination of job status options separated by commas in the Job Statusfield.
    • 0 - Inactive employees
    • 1 - Active employees
    • 8 - Deceased employees
    • 9 - Terminated employees
  • The Include Hourly Emps:field offers the following choices:
    • Y - Hourly employees will be included on report.
    • N - Hourly employees will Not be included on report.
  • In the Building field, enter the building code you wish to select.
  • In the Department field, enter the Department code you wish to select.
  • Enter Specific Employees if desired by SSN, ID, or employee name. A name should be entered as LAST, FIRST. If left blank, all employees will be selected.

Screen 2 of 4

 __________________________________________________________________________________
|                  NEWPAY - Pay Account Report Generation                         |
|Specific Employees (Cont):                                                       |
|                    __________  __________  __________  __________  __________   |
|                    __________  __________  __________  __________  __________   |
|                    __________  __________  __________  __________  __________   |
|                    __________  __________  __________  __________  __________   |
|                    __________  __________  __________  __________  __________   |
|                    __________  __________  __________  __________  __________   |
|                                                                                 |
|Include or Exclude pay groups? (I,E)                    _                        |
|Pay Groups:      __  __  __  __  __  __  __  __  __  __  __  __  __  __  __      |
|                 __  __  __  __  __  __  __  __  __  __  __  __  __  __  __      |
|                 __  __  __  __  __  __  __  __  __  __  __  __  __  __  __      |
|                 __  __  __  __  __  __  __  __  __  __  __  __  __  __  __      |
|                                                                                 |
|Press <next screen> for wildcard account selection options                       |
|                                                                                 |
|Report new contract pay account information                            2 of 4    |
| PF4 Execute         F9  Cancel          S8  Next Screen                         |
| F6  First Screen    F10 Reset                                                   |
| F7  Help            F11 Save/Recall                                             |
| F8  Exit            S7  Prev Screen                                             |
----------------------------------------------------------------------------------

Field Definitions

  • The Include or Exclude pay groups?field offers the following choices:
    • I - Pay groups entered will be Included in the resulting report.
    • E - Pay groups entered will be Excluded from the resulting report.
  • The Pay Groups field allows for selection based on the available Pay Groups. Leaving this field blank will cause all the pay groups to be selected.

Screen 3 of 4

__________________________________________________________________________________
|                       NEWPAY - Pay Account Report Generation                    |
| -Wildcard budget account selection -       Fnd Func Obj SCC   Subj  Opu IL Job  |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                             Wildcard       ___ ____ ___ ____ ______ ___ __ ____ |
|                                                                                 |
|Press <next screen> for range account selection options                          |
|                                                                                 |
| Report new contract pay account information                              3 of 4 |
|  PF4 Execute         F9  Cancel           S8  Next Screen                       |
|  F6  First Screen    F10 Reset                                                  |
|  F7  Help            F11 Save/Recall                                            |
|  F8  Exit            S7  Prev Screen                                            |
-----------------------------------------------------------------------------------

Field Definitions

This screen presents the option to substitute wildcard or short-cut characters which will allow you to access specific account dimensions for reporting purposes. Enter the appropriate account selection to use as a wildcard. You may use %, *, # or @ for wildcards:

Wildcard Meaning

%

Represents a single character.

*

Represents any number of characters.

#

Represents a single numeric character.

@

Represents a single alphabetic character.

Screen 4 of 4

________________________________________________________________________________
|                     NEWPAY - Pay Account Report Generation                    |
| - Range budget account selection -       Fnd Func Obj SCC  Subj   Opu  IL Job |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|                             From         ___ ____ ___ ____ _____  ___  __ ___ |
|                             To           ___ ____ ___ ____ _____  ___  __ ___ |
|Enter the appropriate account selection to start the range.                    |
|Report new contract pay account information                             4 of 4 |
| PF4 Execute          F9 Cancel           S8 Next Screen                       |
| F6  First Screen     F10 Reset                                                |
| F7  Help             F11 Save/Recall                                          |
| F8  Exit             S7  Prev Screen                                          |
---------------------------------------------------------------------------------

Field Definitions

Selecting a Range of Salary Accounts

This screen allows you the option of selecting ranges of accounts.

For example, if you wanted to select all salary accounts, enter the following:

              FND FUNC OBJ SCC  SUBJ   OPU IL JOB

    FROM:     ___ ____ ___ ____ ______ ___ __ ___
              001      100
    TO:       ___ ____ ___ ____ ______ ___ __ ___
              001      199

Import Option

In order for the Import option to properly build new contract records, the data columns must contain a heading in Row One. The heading allows the Import program to determine what the data in that column represents. These headings must match what is defined below in order for the Import program to recognize and load the data.

There are three required fields: EMPLOYEE_ID, JOB_NO, and CONTRACT_TYPE. The remainder of the data is optional and will be dependent upon the contract type being imported. For example, if importing a mid-year contract change with retro-spread, the days since raise should also be included in the import file. Information not specified in the fields for the spreadsheet will be pulled in from the existing JOBSCN.

The following is a list of valid import field and valid values:

  • EMPLOYEE_ID
    • SSN
    • Employee ID
  • JOB_NO
  • CONTRACT_TYPE
    • 1 - Mid-contract with no retro
    • 2 - Mid-contract with retro spread
    • 3 - Mid-contract with lump sum retro
    • 4 - New contract
  • CONTRACT_AMOUNT
    • Required for stretch paid jobs
  • CONTRACTUAL_OBLIGATION
    • Calculated for contracted jobs
  • PAY_UNIT
    • Hourly, H, or 1
    • Daily, D, or 2
  • HOURS_IN_DAY
    • Required for contracted hourly jobs
  • RETIRE_HOURS
  • UNIT_AMOUNT
    • Will be calculated for contracted jobs
  • DAYS_SINCE_RAISE
    • Required for all mid-year contract updates with retro, either lump sum or spread over remaining pays
  • WORK_DAYS_IN_CONTRACT
  • PAYS_IN_CONTRACT
  • ODHS_HIRE_DATE
    • If importing a New Contract (Contract-Type=4) and an ODHS Hire date is not supplied in the import file, it will be set to the contract start date. For all other contract types, if the date is not supplied in the import file, the value from JOBSCN will be used.
  • APPOINTMENT_TYPE
    • 1 - Certified
    • 2 - Classified
  • EQUAL_PAYS
    • Y - Stretch paid
    • N - Not stretch paid
  • PAY_GROUP
  • CALENDAR_TYPE
  • CONTRACT_START_DATE
    • If importing a New Contract (Contract-Type=4) and a contract start date is not supplied in the import file, it will be set to the contract start date entered in the prompting screen. For all other contract types, if the date is not supplied in the import file, the value from JOBSCN will be used.
  • CONTRACT_STOP_DATE
  • CONTRACT_RENEW_DATE
    • Not in use at this time
  • LIMITED_CONTRACT_EXP_DATE
    • Not in use at this time
  • RETIREMENT_CODE
    • 400 or 450
    • SERS or STRS
    • 0 or Space - No retirement
  • RESET_PERSONAL_LEAVE
  • RESET_VACATION_LEAVE
  • RESET_SICK_ADV
  • ADD_VACATION_UNITS
  • SALARY_SCHEDULE_ID
  • SALARY_SCHEDULE_COLUMN
  • SALARY_SCHEDULE_STEP
  • EXTENDED_SERVICE
  • JOB_TITLE
  • JOB_STATUS
    • 0 or 1 - Inactive
    • 1 or A - Active
    • 8 or D - Deceased
    • 9 or T - Terminated
  • BUILDING
  • DEPARTMENT
  • CHECK_DISTRIBUTION
  • EMIS_SPEC_ED_FTE
  • DAYS_IN_PERIOD
  • CALENDAR_START_DATE
  • CALENDAR_STOP_DATE
  • POSITION_CODE
  • BUILDING_IRN
  • EMIS_HOURS_IN_DAY
  • EMIS_CONTRACT_AMOUNT
  • EMIS_WORK_DAYS_IN_CONTRACT
  • EMIS_FTE_UNIT
  • ASSIGNMENT_AREA_1
  • ASSIGNMENT_AREA_2
  • ASSIGNMENT_AREA_3
  • USER_CONTRACT_TYPE
  • HQPD
    • * - NA
    • N - No
    • Y - Yes
  • PARAPROF
    • * - NA (not valid for position codes 505 or 414)
    • 1 - Associate Degree
    • 2 - At least 2 yrs study at accredited institute of higher ed
    • 3 - Achieved passing score on local assessment
    • 4 - Achieved a passing score on the statewide parapro assessment
    • N - Does not meet the definition of a qualified paraprofessional

Screen 1 of 1

 ------------------------------------------------------------------------------
 |                          NEWCNT - Import                                    |
 |                                                                             |
 |Import File Specifications:                                                  |
 | Import filename:            NEWCNT_IMPORT.CSV                               |
 | Format of import file:      CSV                                             |
 | Contract start date:        __/__/____                                      |
 |                                                                             |
 |Output File Specifications:                                                  |
 | Error output file:          NEWIMPORT.TXT                                   |
 | Print options page:  (Y,N)  _                                               |
 | Optional heading:           ___________________________________             |
 |                                                                             |
 |                                                                             |
 |                                                                             |
 | Import New Contract Data                                      1 of 1        |
 |  XX Execute           XX Reset                                              |
 |  XX Help              XX Save/Recall                                        |
 |  XX Exit                                                                    |
 |  XX Cancel                                                                  |
 ______________________________________________________________________________|

Field Definitions

  • Enter the name of the file to be imported in the Import filename field.
  • Enter the format of the file in the Format of import filefield. The format choices are as follows:
    • CSV - Comma Separated Value
    • TAB - Tab-delimited
  • Enter a default contract start date in the Contract start date field. This date will be used if a contract start date is not provided in the import file.
  • NEWIMPORT.TXT is the default file name for the error report. These can be changed by entering a new file name in the Error output file field.
  • The Import program has the ability to create an options page for each report that is generated detailing how the program was run. The creation of the page is controlled by the Print options pages? field. "Y" (yes) will generate the page and "N" (no) will not generate the page. A printed record of the various sort and selection options and dates chosen can be helpful when researching problems.
  • Information entered in the Optional heading field will appear at the top of each page of the report. This field can also be used to enter a date, date range, or specific selection options you would like printed at the top of each page.

sample reports

NEWIMPORT.TXT

DATE: 03/03/03                                                                                                         PAGE:     1
TIME:  2:26 pm                                  ERROR REPORT FOR NEW CONTRACT IMPORT                                     (NEWCSV)
SEVERITY   EMPID      ERROR
FATAL     111111111  Employee ID and/or SSN not on file. Record can not be loaded.
FATAL     222222222  Job not found in current USPSCN/JOBSCN data.  Job can not be loaded into NEWCNT.
FATAL     333333333  Employee ID and/or SSN not on file. Record can not be loaded.
FATAL     444444444  Job not found in current USPSCN/JOBSCN data.  Job can not be loaded into NEWCNT.
FATAL     555555555  Employee ID and/or SSN not on file. Record can not be loaded.
FATAL     666666666  Job not found in current UPSSCN/JOBSCN data.  Job can not be loaded into NEWCNT>

                      TOTAL New Contract records Added:       100
                              TOTAL New Contract records Updated:     100




Examples of Using IMPORT Option with Various New Contract Types and Information

  • New Contract without a contract start date included in spreadsheet
  • New Contract with a contract start date included in spreadsheet
  • Mid-year contract change with retroactive payment spread over remaining pays
  • Mid-year contract change with no retoractive payment

Example 1: New Contract Without a Contract Start Date Included in Spreadsheet

__________________________________________________________________________________________________
|EMPLOYEE_ID| JOB_NO|CONTRACT_TYPE|CONTRACT_AMOUNT|PAY_UNIT|PAYS_IN_CONTACT|WORK_DAYS_IN_CONTRACT|
|________________________________________________________________________________________________|
|SMIT12000  |  2    |     4       |  29500.00     |    D   |    26         |  180                |
|________________________________________________________________________________________________|


This example will build a new contract record with the contract obligation of $29500, paid at a daily rate, 26 pays, and 180 work days. The contract start date will default to the date entered in the Import, Contract start date field.

Example 2: New Contract With a Contract Start Date Included in Spreadsheet

_________________________________________________________________________________________________
|EMPLOYEE_ID| JOB_NO|CONTRACT_TYPE|CONTRACT_AMOUNT|PAYS_IN_CONTRACT|WORK_DAYS_IN_|CONTRACT_START|
|           |       |             |               |                |    CONTRACT |         DATE |
|_______________________________________________________________________________________________|
|SMIT12000  |  2    |     4       |  29500.00     |     26         |    180      |   08012003   |
|_______________________________________________________________________________________________|

This example will build a new contract record with the contract obligation of $29500, 26 pays, and 180 work days. The contract start date will also be imported as 08/01/2003.

Example 3: Mid-Year Contract With Retroactive Payment

_________________________________________________________________________________________________
|EMPLOYEE_ID| JOB_NO|CONTRACT_TYPE|CONTRACT_AMOUNT|DAYS_SINCE_RAISE|              |             |
|__________________________________________________________________|______________|_____________|
|222222222  |  1    |     2       |  55500.00     |    15          |              |             |
|__________________________________________________________________|______________|_____________|

This example will load a new contract with retro spread over remaining pays, a new contract obligation of $55,500, and a retro to be calculated using 15 days.

Example 4: Mid-Year Contract Change With No Retro

_________________________________________________________________________________
|EMPLOYEE_ID | JOB_NO  | CONTRACT_TYPE | CONTRACT_AMOUNT | BUILDING | DEPARTMENT |
|________________________________________________________________________________|
|222222222   |  1      |     1         |  28950.00       |    123   |    455     |
|________________________________________________________________________________|
|333333333   |  2      |     1         |  35000.00       |    456   |    566     |
|________________________________________________________________________________|

This example will build mid-year contracts with no retro and include building and department codes.

miscellaneous notes

Set Default Function

The Set Default function in the MAINT option of NEWCNT allows you to input common or default values to fields for data entry. However, if the employee already has a job in JOBSCN and pay accounts in PAYSCN, certain fields will not change to Set Default values entered.

For example, when using the Set Default function, all of the fields on NEWCNT screens 1 through 3 can be set to a defaulted value. But if the employee being added already has a job in JOBSCN and pay accounts in PAYSCN, these fields from JOBSCN and PAYSCN will override the defaulted values entered in the Set Default function:

        JOBSCN:                            PAYSCN:

            Amount earned                      Account Number
            Amount paid                        Percent or Fixed
            Amount due                         Account Status
            Amount docked                      Leave projection
            Extended service                   Amount to charge
            Calendar start                     Maximum to charge
            Calendar stop                      Board Dist. Acct.
            Pay group                          Start Date
            App't type                         Stop Date
            Retirement

If there are spaces or zeros in the above JOBSCN and PAYSCN fields, then the values entered in the Set Default function will be placed in these fields.

If nothing (spaces or zeros) is entered from the Set Default function for any other fields used in JOBSCN or PAYSCN, then the fields from JOBSCN and PAYSCN will be placed in the NEWCNT fields.

NEWCNT Import Errors and Warnings

The following list describes errors and warnings that may appear when the NEWCNT/IMPORT program is run. Each message is followed by an explanation of its meaning, a possible solution, along with the severity of each message.

  • Invalid employee ID or SSN.
    The employee ID is a required field in order to import new contract records.
    Verify information on USPSCN/BIOSCN in the 'SSN' and/or 'Employee ID' fields. Fatal error.
  • Job number must be greater than zero.
    The job number is a required field in order to import new contract records.
    Add a value in the JOB_NO field on the spreadsheet. Fatal error.
  • Job not found in current USPSCN/JOBSCN data.
    A current job screen must exist.
    Verify information in USPSCN/JOBSCN. May be necessary to add a JOBSCN record. Fatal error.
  • Contract type has not been supplied.
    The contract type is a required field to import new contract records. The valid value contract types are either 1, 2, 3, or 4.
    It may be necessary to add the CONTRACT_TYPE column and type of contract to spreadsheet accordingly. Fatal error.
  • Days since raise must be supplied to calculate the mid-year contract change.
    If the contract type is either 2 or 3, there must be values and a column called DAYS_SINCE_RAISE on the spreadsheet.
    Verify the CONTRACT_TYPE value and/or the DAYS_SINCE_RAISE information. Fatal error.
  • Retro days can not exceed days worked in contract.
    If the contract type is either a 2 or 3, the number of days to be back paid can not exceed the number of days worked.
    Verify the 'Days worked' on USPSCN/JOBSCN and the value entered in the DAYS_SINCE_RAISE field on the spreadsheet. Fatal error.
  • Unable to update new contract record for job (rewrite failed).
    Contact DA-Site for assistance. May indicate a mismatch of data. Fatal error.
  • Unable to write new contract record for job (write failed).
    Verify ID/SSN entered in spreadsheet. Contact DA-Site for assistance if needed. May indicate a mismatch of data. Fatal error.
  • Invalid value for pay unit. Using current JOBSCN value.
    The valid values for the type of pay unit are Hourly, H, 1, Daily, D, or 2.
    Verify a valid value is entered in the PAY_UNIT field on the spreadsheet. Warning message.
  • Invalid value supplied for equal pays. Using value from current JOBSCN.
    The valid values for the type of pay unit are 'Y' or 'N'.
    Verify a valid value is entered in the EQUAL_PAYS field on the spreadsheet. Warning messgae.
  • Invalid retirement code supplied. Using value from current JOBSCN.
    The retirement code field can be either a 1, 2, 400, 450, SERS, or STRS.
    Verify a valid value is entered in the RETIREMENT_CODE field on the spreadsheet. Warning message.
  • Number of pays in contract too large for any pay plan.
    The number of pays can not exceed 27.
    Verify the value in the PAYS_IN_CONTRACT field on the spreadsheet. Warning messgae.
  • Obligation differs contract amount by more than 10 cents. Contact DAS for assistance.
    Verify information on spreadsheet is accurate. Warning message.
  • SSN provided for Employee ID, using Employee ID.
    Informational.
  • Invalid appointment type supplied. Using appointment type from USPCN/JOBSCN record.
    The appointment type value must be either a 1 or 2.
    Verify a valid value is entered in the APPOINTMENT_TYPE field on the spreadsheet. Warning message.
  • Invalid contract start date supplied. Using default contract start date (from Import prompting screen).
    The contract start date entered in the spreadsheet was not a valid date. The date entered in the 'Contract start date' field when processing the Import option of NEWCNT will be used when the new contract record is built. Informational.
  • Value entered for pay group not on file. Pay group will be set to current USPSCN/JOBSCN value.
    If the value listed as the pay group on the spreadsheet is not defined in the USPSDAT/PGRPED program, the value in the USPSCN/JOBSCN 'Pay group' field will be used when the new contract record is built.
    Verify the information listed in the PAY_GROUP field on the spreadsheet is accurate. Informational.
  • Calendar type supplied not on file. Calendar type will be set to current USPSCN/JOBSCN value.
    If the value listed as the calendar type on the spreadsheet is not defined in the USPSDAT/CALTYPED program, the value in the USPSCN/JOBSCN 'Calendar type' field will be used when the new contract record is built.
    Verify the information listed in the CALNEDAR_TYPE field on the spreadsheet is accurate. Informational.
  • Invalid value entered for vacation adjustment. Vacation adjustment will be set to zero.
    The vacation adjustment value must be numeric.
    Verify the value in the ADD_VACATION_UNITS field on the spreadsheet. Informational.
  • Invalid calendar start date supplied. Using calendar start date from JOBSCN.
    The calendar start date must be numeric.
    Verify the value in the CALENDAR_START_DATE field on the spreadsheet or assure the date supplied in the 'Calendar start' field on USPSCN/JOBSCN is accurate. Informational.
  • Invalid value for job status. Using job status from current USPSCN/JOBSCN.
    The value in the job status field must be 0, I, 1, A, 8, D, 9, or T.
    Verify the value in the JOB_STATUS field on the spreadsheet or the value in the 'Job status' field on USPSCN/JOBSCN is accurate. Informational.
  • Value entered for extended service was too large. Extended service will be set to zero.
    The extended service days value must be numeric and can not exceed 99.
    Verify the value in the EXTENDED_SERVICE field on the spreadsheet. Informational.
  • Value for EMIS hours in day was negative. EMIS hours in day will be set to zero.
    The value in the EMIS hours in day field can not be less than zero.
    Verify the value in the EMIS_HOURS_IN_DAY field on the spreadsheet. Informational.
  • Value for EMIS hours in day is greater than 24. EMIS hours in day will be set to zero.
    The value for EMIS hours in a day must be equal to or less than twenty-four.
    Verify the information in the EMIS_HOURS_IN_DAY field on the spreadsheet. Informational.
  • Invalid value supplied for EMIS FTE. FTE must be between 0 and 1. EMIS FTE will be set to zero.
    The FTE value must be less than one but greater than zero.
    Verify the value in the value in the EMIS_FTE_UNIT on the spreadsheet. Informational.
  • Invalid value supplied for personal leave reset. Reset personal leave will set to No.
    This value must be either a 'Y' or 'N'.
    Verify the value listed in the RESET_PERSONAL_LEAVE field on the spreadsheet. Informational.
  • Invalid value supplied for vacation leave reset. Reset vacation leave will be set to No.
    This value must be either a 'Y' or 'N'.
    Verify the information in the RESET_VACATION_LEAVE field on the spreadsheet. Informational.
  • Invalid value supplied for sick advance reset. Reset sick advance will be set to No.
    This value must be either a 'Y' or 'N'.
    Verify the information in the RESET_SICK_ADV field on the spreadsheet. Informational.
  • Invalid value supplied for vacation leave reset. Reset vacation leave will be set to No.
    This value must be either a 'Y' or 'N'.
    Verify the information in the RESET_VACATION_LEAVE field on the spreadsheet. Informational.
  • Invalid value supplied for sick advance reset. Reset sick advance will be set to No.
    This value must be either a 'Y' or 'N'.
    Verify the information in the RESET_SICK_ADV field on the spreadsheet. Informational.
  • Calculated pay per period differs from the imported pay per period for job XX, using calculated value.
    The system calculated pay per period differs from the pay per period provided in the spreadsheet. Refer to the Overview/Calculations section in this chapter for more detail. Verify spreadsheet. Informational
  • Calculated unit amount differs from the imported unit amount for job XX, using calculated value.
    The system calculated unit amount differs from the unit amount provided in the spreadsheet. Refer to the Overview/Calculations section in this chapter for more detail. Verify spreadsheet. Informational.
  • Invalid value supplied for EMIS Special Ed FTE. FTE must be between 0-9.99. Setting value to zero.
    The Special Ed FTE value must be 0-9.99.
    Verify the value listed in the EMIS_SPEC_ED_FTE field on the spreadsheet. Informational.

  • Unable to move old JOBSCN values to EMIS fields." The EMIS Contract Info fields on the second screen of NEWCNT were not blank when the new contracts were purged and therefore the EMIS Contract Info fields on JOBSCN were not updated with the old contract information.
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