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Employee

The Employee record contains the biographical data of an employee. This is the first record that is created for a new employee. It establishes the employee's name, social security number, and employee identification number on the system. Once an employee has been established on the system other CORE records may be added or can go to the Employee Dashboard and add remaining records. 

Search/View Employee

The Employee Grid allows the user to search for existing employees. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name  is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with  San in the first name will appear. You can then click on the next to the Employee record you are searching for to view the data relating to this employee or click on the to edit the record or to delete the record.

The option 'Include Concealed' employees, if checked, will include concealed employees on the search list.

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

Add New Employee 

  1.  From Core menu select 'Employee'
  2.  Click on
  3.  Enter in Employee information

Employee

Field definitions:

Identification

  • Number is the employee's identification number.
    • The Number is determined by a Configuration Setting under the Admin-Module Configuration option.Under Admin-Module Configuration, there is an option 'Employee Number Automatic Generation Configuration', that will allow the district to set whether to use employee numbers, the increment for assigning numbers, how many letters to use from the last name, and a starting value for the employee numbers.  If this configuration is setup, the software should auto-generate the numbers for the district.  If this is NOT setup, the user will have to enter in the number manually.
  • SSN is the social security number of the employee.
  • The Credential Id field should contain the Ohio Credential ID in the format XX9999999 for certified staff.
  • The EMIS ID is the employee's State Staff ID. This is only required if the employee is reportable to EMIS and the SSN is not available.

Name

  • Last Name is the employee's last name.
  • First Name is the employee's first name.
  • Middle is the employee's middle name.
  • Suffix is the employee's name suffix. For example, JR, SR, III, etc.

Legal Name

  • Last Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
  • First Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
  • Middle Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
  • Suffix if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.

Address

  • Street 1 mail delivery address of employee.
  • Street 2 physical address of employee.
  • City name of the city where this employee resides.
  • State name of the state where the employee resides in.
  • Postal Code the postal code is the zip code.
  • Does the employee have a Foreign Address? If the employee has a foreign address check the associated box  if not leave the box unchecked.
  • Enter the Province if applicable.
  • If the employee has a foreign address, enter the applicable country code, in the Country field.

Contact

  • The Home Phone field is used to enter the employee's home phone number.
  • The Home Phone Unlisted field is informational and can be used to indicate whether the employee's home telephone number is unlisted.If the employee's home phone is unlisted check the associated box. If the home phone is not unlisted leave the box unchecked.
  • The Work Phone field is used to indicate the employee's in-district telephone number.
  • Enter any email address that is not considered the primary or secondary email address in the Other Email field.
  • Enter the employee's Primary Email address. This may be used if the district chooses to email direct deposit notices to the employee. This may be a district email address.
  • Enter the employee's Secondary Email address. This may be an employee's home email address.

General

  • An employee's Marital Status can be Single, Married or Unstated. 
  • If the Concealed field is checked the  employee  will not be displayed. . If the Concealed field is unchecked the employee will be displayed. .
  • if the employee is eligible for retirement check the associated box. If not eligible for retirement leave box unchecked.
  • check if employee will receive an Email of their Direct Deposit Notice 
  • Gender refers to the employee's sex.
    • F - Female
    • M - Male
    • Blank - Unstated
  • Whether or not an employee is fluent in at least one foreign language is entered in the Multilingual field.
  • Indicates in the  check box whether or not this employee has been reported to the Ohio Department of Human Services.
  • If the employee is  check the associated box. If the employee is not ODJFS reportable leave this box unchecked.
  • The OSDI Code refers to the Ohio School District Income tax applicable to the employee.
  • For Part-time (benefits) employees who qualify for sick leave accrual per HB153. If they are eligible for benefits check the associated box  If they are not eligible for benefits leave the box unchecked.
    • Please note this field is specifically used to determine if the employee should have sick leave accumulated based on hours of service worked. You should not mark an employee as part time if this alternate sick leave tracking method does not apply
  • If this employee record is to be reported to EMIS check the associated box . If this employee record is not reportable to EMIS leave the associated box unchecked .
  • Spouse First Name this field can be used to enter in the name of the employee's spouse (If applicable)
  • The Sub Days field contains the days of the week the sub prefers to be called for work.

Dates

  • Birth Date enter the employee's birth date.
  • Hire Date enter the employee's hire date.
  • The ODJFS Hire Date field is the date the employee was hired by the district and is the date used for reporting to the Ohio Department of Human Services. If this field is left blank, the value in the Hire Date field will be entered by default.
  • The date the employee is considered no longer employed is entered in the Termination Date field. This field is used to determine the length of the employment relationship when calculating service credit for STRS employees.

Employee Date CF

  • Application Denied enter in the date that the application was deniedA comment can be added related to this field by clicking the Comment box.
  • Application Received enter in the date that the application was received. A comment can be added related to this field by clicking the Comment box.
  • Date Background Check Done enter in the date when Background check was completed.  A comment can be added related to this field by clicking the Comment box.
  • Date ID Received enter in the date that the employee identification data was received. A comment can be added related to this field by clicking the Comment box.
  • Interviewed enter in the date the employee was interviewed. A comment can be added related to this field by clicking the Comment box.
  • The Last Evaluation field is the date of the employee's last evaluation.
  • The Next Evaluation field is the date of the employee's next evaluation.

Evaluation

  • The Last Evaluation field is the date of the employee's last evaluation.
  • The Next Evaluation field is the date of the employee's next evaluation.

Experience

  • Accred District Experience enter the years of accredited experience.
  • For certificated employee's only, indicate the total years of authorized teaching experience in the Authorized Experience field. 
  • For Building Experience, enter the years of experience in all buildings.
  • For District Experience, enter years of experience in district.
  • For Military Experience, enter the years of military experience.
  • For  Non-Ohio Private Experience  enter the number of years experience in non-Ohio private schools.
  • For Non-Ohio Public Experience  enter the number of years experience in non-Ohio public schools.
  • For Ohio Private Experience, enter the number of years experience in the Ohio Private schools.
  • For Ohio Public Experience, enter the number of years experience in the Ohio Public schools.
  • For Principal Experience, enter the number of years experience as a Prinicipal.
  • For Purchased Experience, enter the number of years purchased experience.
  • For Retire System Experience, enter the number of years of experience credited to SERS/STRS.
  • For certificated employee's only, indicate the total number of years of all certificated educational service in the Total Experience field. 
  • For Trade Experience length of experience, enter the years of trade experience.

Race

  • The Primary Race to which the employee belongs or with he/she identifies with needs to be marked in the correct associated box(es) Possible values for this field are listed below.
    • A (Asian)
    • B (Black or African American(Non-Hispanic))
    • H (Hispanic)
    • I (American Indian or Alaskan Native)
    • M (Multiracial)
    • N (Not Specified)
    • P (Native Hawaiian or Other Pacific Islander)
    • W (White, Non-Hispanic)
  • There are additional validations for the specific race fields based on the ethnicity and primary race.
    • If ethnicity Hispanic/Latino = '*', then the race can be W, B, H, A, I, P, M or N. There can not be any specific race fields checked
    • If ethnicity Hispanic/Latino = 'Y', then the race must be H. The specific race must be 1 or more of the following marked with a 'Y': White, Black/African American (Black), Asian, American Indian/Alaskan Native (AI/AN) or Native Hawaiian/Other Pacific Islander (NH/PI).
    • If ethnicity Hispanic/Latino = "N" and primary race is W, B, A, I or P, then there can not be any specific race fields set to 'Y'.
    • If ethnicity Hispanic/Latino = "N' and primary race is M (Multiracial), then the specific race must be 1 or more of the following marked with a 'Y': White, Black/African American (Black), Asian, American Indian/Alaskan Native (AI/AN) or Native Hawaiian/Other Pacific Islander (NH/PI).
  • The Hispanic Latino Option field is for ethnicity reporting and is a required field. One of the following values needs to be selected from the drop down box.
    • Hispanic or Latino
    • Not Hispanic or Latino
    • Information has not been recollected

Standard Payroll

  • Payroll Code 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Code 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires. Can be used to store Affordable Care Act report coding.
  • Payroll Code 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Code 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Date 1 is a field which a district can use for their own information. Original Hire date can be entered here if a rehiree.
  • Payroll Date 2 is a field which the district can use to enter in a rehire date for an employee.
  • Payroll Money 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Money 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Money 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Money 4  is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Payroll Text 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires. Can be used to store Affordable Care report coding.
  • Payroll Text 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires. Can be used to store Affordable Care report coding.

  • Check Distribution is used for sorting payroll checks or reports at the employee level.

Standard Personnel

  • Personnel Code 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Code 2  is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Code 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Code 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Date 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Date 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Money 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Money 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Money 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Money 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Text 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
  • Personnel Text  2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires

State Reporting

  • ECE Qualification
    • Enter the Early Childhood Education Qualification for persons hired for the Early Childhood programs who do not have a certificate, but have a degree in the ECE Qualification field.  Indicate their degree major.
      • * - Not applicable
      • 1 - Associated in Early Childhood Education or Child Development
      • 2 - Bachelor in Early Childhood Education or Childhood Development
      • 3 - Enrolled in an Associate Degree program in Early Childhood Ed
      • 4 - Enrolled in Bachelors Degree program in Early Child Ed, Child Devel
      • 5 - Enrolled in Masters or higher Degree program in Early Childhood Ed
      • 6 - Masters or higher in Early Child Ed, Child Develop or Approved Relate
  • Degree Type enter in the education level of this employee.
    • 0- Non Degree
    • 1- Associates
    • 2- Bachelors
    • 3- Masters
    • 4- Education Specialist
    • 5- Doctorate
    • 6- Other
    • 7- Less Than High School Diploma
    • 8- High School Diploma
    • 9- GED Diploma
  • The Handicap status indicates whether the employee is handicapped.
  • Indicate the number of school days missed because of a long term illness of an employee in the Long term Illness field. This field is used if the number of days missed is greater than three weeks for one continuous absence. Use the program called CLRATD at the end of fiscal year after the June EMIS staff data has been reported to clear this field for the next reporting year.
  • The Non-Certificate Employee ID for EMIS reportable non-certified staff this field will contain the ZID assigned during the adding of a new employee or modifying an employee. 
  • Enter the Other Credentials for persons hired for Early Childhood programs who do not have a certificate or a degree. Indicate their credential status.
    • * - Not applicable
    • 1 - Working toward a CDA (Child Development Associate)
    • 2 - CDA completed
    • 3 - No CDA AND not working toward a CDA
    • 4 - Working toward an Associate Degree
  • For certificated employees only, the total number of semester hours of recognized college training they have received is entered in the Semester Hours field.

Pay Totals

Shows the Totals for employees pays

  • FYTD Gross
  • FYTD Net
  • MTD Gross
  • MTD Net
  • QTD Gross
  • QTD Net
  • YTD Gross
  • YTD Net

Country Abbreviations 




















Dark Gray fields can not be added or updated by the user.

Light Gray fields can be selected for other options

 

     4.   Click  to post the new employee to the system, click on  to not post the new employee and to return to the Employee grid.

Creating an Employee Template Record

An Employee template record can be created by clicking on the  key. You will then populate any recurring field that may be needed on the record. You can setup multiple template records for different types of employees.  Once these fields have been populated you can then click on the  key. You will then receive a prompt to . You will type in the name of your template and then click .  After the Template has been saved, you can click on Cancel at the top left hand corner or on the X at the top right hand corner to exit. 

Utilization of an Employee Template Record  

To create a new Employee record using the Employee Templates click .  You can then click on  which will allow you to select from the template(s) you created. The data that was previously stored when you created this template will populate on the Employee record you are creating. You can then add the remaining Employee data needed and click to complete the creation of this record. If you do not want this record saved you can click the  key.

Edit Employee

To edit a current Employee

  1. Search desired Employee on grid
  2. Click on  to edit the Employee
  3. Make desired changes
  4. Click on  to save desired changes to Employee, click on  to not post changes and return to the Employee grid.

Delete Employee

It is not recommended to delete old employees since this might destroy an audit trail.  We recommend using the 'Conceal' option to hide old employees from view. 

  1.  Search desired Employee to delete
  2.  Click on   to delete the Employee
  3.  Click on "delete" to confirm deletion

Mass Change

To add the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

 


 

 

 

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