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**Note**If an employee's compensation is Archived, it will not be included in New Contracts


New Contracts

The New Contracts 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
  • Storage of historical contract information
  • Activate of pay account data
  • Activate data by pay group, contract start date, contract type (user defined), appointment type, and calendar type
  • Multiple report sort options
  • Auditing feature
  • Mass delete option
  • Build new contracts from an outside spreadsheet

For appropriate new contract calculations to occur, job calendars for the upcoming contract year need to be created before the new contract program is utilized to create new contracts. 

New Contract Maintenance

This option is used to Copy, Delete and Activate new contract data.  **Note - You can delete or activate one or more contracts at a time**

Copy

Find the Employee you wish to create the new contract for by entering a couple of characters of the first or last name in the box and then clicking on that employee's name.

Find the Compensation you will be adding the new contact for by clicking the down option in the Compensation box


Choose the Contract Type from the drop down option in the Contract Type box 

The following four Contract Type options are available:

  • Mid-contract with no retro
  • Mid-contract with retro spread over remaining pays
  • Mid-contract with lump sum Retro
  • New contract

Enter a Contract Start Date **Required Field**

  • Note: Start Date cannot be after Stop Date, Severe error will occur

Contract Stop Date **Required Field** should default to a year after the stop date on the selected compensation

  • Note: If the compensation has no stop date, the new contract stop date won't have any default value
  • If Changing type to a mid-year type,  Stop Date will change to the same stop date of the selected compensation
  • If NO Start or Stop Date is entered, a Severe error will occur

Field Definition

The New Contract Type field offers the following options:

  • Mid-Contract with no retro
  • Mid-Contract with retro spread over remaining pays
  • Mid-Contract with lump sum retro
  • New Contract

Compensation

A compensation is linked to a job calendar through the Job Calendar type field. The calendar type is defined in the CORE/Job Calendars program. 

The Raise Date field is used only for Mid-Year contract changes with retro (spread or lump sum). Enter the date the raise should have taken affect and the number of days (Days Since Raise) is calculated for you. Leave this field blank for a New Contract type.

The Type field is non-modifiable and displays the type of Compensation.

    • Contract 
    • Non Contract
    • Legacy

The Description is the title of the Position.

The Label field is used if a position has more than one compensation, a Label can be used to differentiate between them.

The Compensation Start Date is the start date of the current contract.  This date is a required field and is usually the first day for which the job is paid.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected.

The Compensation Stop Date is the stop date of the current contract.  This date is a required field.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected. 

The frequency by which the job is to be paid is referred to as the Pay Plan.  This is a required field. There are 3 possible pay plans:

  • Biweekly
  • Semi-monthly
  • Monthly

Option for the Pay Unit field are:

  • Hourly
  • Daily

The Unit Amount field is the daily or hourly rate of the contract.  The unit amount, pay per period, and contract work days will be calculated when you copy new contracts. When you edit the new contract, there will be a calculate button. If you change a field that is used in the calculation of unit amount or pay per period, then these fields will update when you click calculate. If you manually enter a value into these fields, you be able to save the values you entered by clicking on only. If you click the calculate button, then your manually entered values will be replaced with the calculated values.

This field will be calculated based on the Contract values:

  • The daily rate is calculated as follows:
    • CONTRACT AMOUNT / NUMBER OF DAYS IN CONTRACT = DAILY RATE
      • The hourly rate is calculated as follows:
    • CONTRACT AMOUNT / (NUMBER OF DAYS IN CONTRACT * HOURS PER DAY) = HOURLY RATE
      • In cases where there is not contract (i.e. substitutes), the amount can be manually entered.

The Retirement Hours field contains the hours the employee is to receive per day for SERS retirement purposes. The retire hours is used to automatically calculate an employees Regular pay type hours during the Payroll Processing and Payroll Payment Future and Current. This field is NOT a required field. If there is no value in the "Retire hours" field, Payroll Processing and Payroll Payments will use the value in Hours per day. If there is no value in either field, Payroll Processing and Payroll Payments will use 0.00 as the retirement hours value.

The STRS Advance field indicates whether the job is in the advanced mode.

The Supplemental Tax Option field is used to identify the taxing option to be used when paying a supplemental job.

  • Three options are available:
    • None - Payment taxed as part of regular wages (uses regular tax rates)
    • Apply Annuities to Regular - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the regular wages. No annuity amounts are applied to the wages that will be taxed at the federal supplemental withholding rate.
    • Apply Annuities to Supplemental -  all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the wages being taxed at the supplemental withholding rate. No annuity amounts are applied to the regular wages.
  • The taxing option selected will appear in Payroll payments, Current and Future and can be modified if necessary.  If neither of these options apply to this job, the field should be left blank.

**For instance** if you choose "Apply Annuities to Supplemental" it will apply the applicable annuities to the supplemental wages first (assuming the employee also has regular wages on the same payroll). If there are then annuities "left over" after applying them to the supplemental wage amount, the remaining amounts will be applied to the regular wages. The opposite is true when the option to apply the annuities to regular wages is selected. 

The Contract Days Worked field is the number of days the employee has worked on this job. Leave this field blank for a New Contract type.

The Contract Work days are the number of days the employee is contracted to work this job. This is a non-modifiable field. Days calculated using Job Calendar and Compensation Start and Stop Dates.

Hours In 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 Leave Projection.

The Primary Compensation field will be set when Activating New Contracts, by checking


Position  - Items listed below are from the employee's Position screen and can be modified

Position Description is the title of the position.

Each job has a Job Status. This status reflects whether the job is:

  • Inactive
  • Active
  • Deceased
  • Terminated

Pay group is a group which is created based on likenesses in their job calendars, titles, pay plans, etc. Examples of pay groups would be Administrators, Teachers, and Custodial Staff. Pay groups are defined in the CORE/PAY GROUPS program.

Building Code contains the building codes the position is worked in. Building Codes can be added under SYSTEM/CUSTOM FIELD DEFINITIONS.  Search for Building Code in Display Names, select edit.  From here you can add or delete building codes. **Note** If editing/updating a current Building Code in Custom Field Definitions, a Mass Change procedure will need to be done in Position to update the employee's with the old codes to the new codes.  

Department Code contains the department codes the position is worked in. Department Codes can be added under SYSTEM/CUSTOM FIELD DEFINITIONS.  Search for Department Code in Display Names, select edit.  From here you can add or delete building codes. **Note** If editing/updating a current Department Code in Custom Field Definitions, a Mass Change procedure will need to be done in Position to update the employee's with the old codes to the new codes.  

For certificated employees, indicate the number of days for which Extended Service is claimed.

FTE is the full time equivalency for this position in regards to a salary schedule.

Position Start Date is the date on which the staff member began work in this position.  The Start Date of the Position is NOT used in EMIS Position reporting.  It uses the Position Hire date.

Position Stop Date is the date on which the staff member stopped working in this position.  EMIS Position Reporting looks at the Compensation Stop Date, NOT the Position Stop Date.

The employee's Retirement System can be:

  • BLANK - No retirement system
  • 400 - SERS
  • 450 - STRS
  • None 

Position code is the position assignment code for the job. A list of possible codes can be accessed through the drop down box.

This EMIS Full Time Equivalence field contains the full time equivalency of the position assignment for EMIS reporting purposes.

The Paraprofessional field 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 505 or 414)
  • N - No
  • Y - Yes, meets definition of Qualified Paraprofessional

The EMIS Contract Amount is the amount the board is obligated to pay the employee for the current contract. If wanting to report a different amount, then what's on the Compensation, this will be included in the SIF Data Collector.

The EMIS Contract Work Days are the number of days the employee is contracted to work this job. If wanting to report different Contract Work days, then what's on Compensation, this will be included in the SIF Data Collector.

The EMIS Hours In The 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.  If wanting to report different Hours In The Day, then what's on Compensation, this will be included in the SIF Data Collector.

  • If your district already activated new contracts for a new Fiscal Year and they are still pulling staff data, using the SIF data collector for the previous fiscal year, they would use the old contract data in these 3 fields.

Building IRN is the IRN of the building in which this job is worked.

Assignment Area information more completely defines the assignment of certain employees. A complete list of the assignment are codes can be accessed using the drop down box:

  • 999050 - Art Education K-8
  • 999140 - Title I Programs
  • 999270 - Preschool General Education
  • 999350 - Food Service
  • 999365 - LEP Instructional Program
  • 999370 - General Education K-12
  • 999380 - Gifted and Talented
  • 999412 - Preschool Special Education
  • 999414 - Special Education K-12
  • 999418 - Physical Education K-8
  • 999520 - Maintenance/Construction/Grounds
  • 999570 - Musical Education K-8
  • 999725 - Vocational Special Education Coordinator Services
  • 999790 - Transportation Services
  • 999800 - Career-Technical Programs/Career Pathways
  • 999805 - Career-Technical Education-Apprenticeship Program
  • 999895 - Career Assessment Specialist Services

Employee Check Distribution is used for sorting payroll checks or reports at the employee level. Located on the Employee Screen under Standard Payroll.


Compensation Amounts

The Accrued Wages is the amount the employee has earned on this contract, but has not yet been paid. This field stores the accrued wages. It is important that this field is correct for mid-year contract changes and using the POF (pay off of accrued) in Payroll Payments. Only those employees who are on stretch pay will have amounts in the Accrued Wages field. This field is non-modifiable. 

The Amount Earned is the contract amount earned by the employee. The calculation is as follows:

  • AMOUNT PAID + ACCRUED WAGES + AMOUNT DOCKED = AMOUNT EARNED 

This amount is updated with each payroll that the job is processed.

The Amount Paid which has been paid to the employee through the payroll system. It does not include accrued wages.

The Amount Docked field contains a running total of wages which are docked on the job.


Contract

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 unit amount, pay per period, and contract work days will be calculated when you copy new contracts. When you edit the new contract, there will be a calculate button. If you change a field that is used in the calculation of unit amount or pay per period, then these fields will update when you click calculate. If you manually enter a value into these fields, you will be able to just save the values you entered by clicking only. If you click the calculate button, then your manually entered values will be replaced with the calculated values. 

The pay per period is calculated as follows:

 CONTRACT OBLIGATION - AMOUNT PAID - AMOUNT DOCKED / NUMBER OF PAYS REMAINING IN CONTRACT = PAY PER PERIOD

The Contract Amount indicates where the compensation is placed on the salary schedule. This amount is for informational purposes. Amount and Obligation will differ when a change in the obligation is made for the current contract through New Contract. In that case, the contract amount will be the full contract amount.

The Contract Obligation is the amount the board is obligated to pay the employee for the current contract.

The Contract Type field is a user defined field.

The Pays In Contract refers to the number of pays the job is contracted for.

Pays Paid is the number of pays that have been paid on the contract. This field is updated after each payroll in which the job is included. This field is non-modifiable. 

The Retro Next Pay field can be used in two ways. One, if a retro situation is created in New Contract, the retro amount can be placed in this field by the New Contract program. Two, 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 Stretch Pay option indicates whether payments should be stretched over the number of pays or not.  Check if payments are to be stretched over the number of pays in the contract.


Historical Context

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.

Calendar Stop Date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit. Once the Compensation is Saved, the Calendar Stop Date will be entered automatically.  Leave blank until employee is no longer working at district.


Salary Schedule

Salary Schedule Column refers to which column the employee is in on the salary schedule.

Salary Schedule ID is the schedule type for the salary schedule the employee is associated with.  The ID can be between 1 and 6 characters in length.

Salary Schedule Step is the salary schedule step that the employee is on.


State Reporting

Check if Reportable to EMIS

Local Contract Code (non-modifiable) EMIS Contracted Service (CC). Used for EMIS reporting. Automatically will populate when the Data collection is done.


Payroll Accounts

Click on Add Payroll Accounts, to add a new account for the employee

Select the Expenditure Account by clicking on the  or by entering in a portion of the account to narrow your search for Example: 001:


    

The Rate Type refers to the method by which this account is to be charged:

  • Percent - indicates a percentage of gross to be charged to this account.
  • Fixed - 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.

The Status allows 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.  A Pay Account with an active status with Start and Stop dates but the pay is outside these dates will NOT be charged.

Leave Projection determines whether or not an account can be used by Leave Projection to charge out the leave entered in CORE/ATTENDANCE:

  • Check if account should be used for Leave Projection?
  • Leave blank if account should not be used for Leave Projection?

The Employer Distribution determines whether this is a Board Pay Account:

  • Check if account should be used for Board Distribution?
  • Leave blank if account should not be used for Board Distribution?

The Charge Amount or Percent 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.  **Note** If adding a Fixed amount and Maximum amount to charge, this will add Stop Date's to ALL the Old accounts for the employee**

  • 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. When the status is set to 'M' and the maximum to withhold equals zero, the account is inactive.

The Sort Order 

Click on to Recalculate Contract Amounts

Click on to Clear New Contract fields

Once all data is entered click on  or to not save, click on 

Mass Change

For more detail information on the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Delete 

This option deletes the new contract information from the New Contract 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:


Or

Click on the  next to the employee you are wanting to delete:

Activate 

If employee's compensation is set as Primary, when Activating New Contracts, it will then set the New Contract as Primary and unflagging the old.

Currently the maximum number of records that can be activated is 1,000 

This option activates the new contract information into the Compensation and Payroll Account records, then deletes it from the New Contract maintenance file:


There is an option  to transfer the primary compensation flag to the new compensations when activating New Contracts:

  • If the box is checked, it will transfer the primary compensation flag to new compensations on their Compensation record
  • If the box is unchecked, it will NOT transfer the primary compensation flag to the new compensations on their Compensation record box on their Compensation record.


The Old and New Contracts will show under the employees Compensation:

Example of Contract Compensation after New Contract Activate


Mass Copy Compensations

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

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

  • Unit Amount
  • Amount Paid
  • Amount Docked
  • Amount Earned
  • Accrued Wages
  • Contract Days Worked
  • Contract Work Days
  • Retro Next Pay

The total number of compensations added will be displayed in the processing window and a list of the employees selected upon program completion.

The Job Status field indicates whether the compensation is:

  • Active
  • Inactive
  • Active and Inactive

To include Concealed Employees, check 

Enter a date to only Include Active Compensations  in the Selected Compensation grid.  This will eliminate of including both old and new compensations for an employee.  The included compensations, active as of date, looks for compensations with a start date that is either empty, or before or equal the date entered AND a stop date that is either empty, or after or equal the date entered. If the compensation meets these criteria, then it is displayed in the grid. The grid updates when the date is changed.

Select Pay Groups options using the  to select Available Pay Groups to Selected Pay Groups.

Enter in the Contract Start date (Compensation Start Date)  and Contract Stop Date (Compensation Stop Date). The Contract (Compensation) Start Date is usually the first day for which the job is paid. These are a required fields used in the contract amount calculations. 

Click on  to build the new contracts for the employees.

The New Contracts will then show in the New Contract Maintenance option:

Click on  to activate all contract information into the Compensation records, then deletes it from New Contract maintenance file.

Import New Contracts

**Please be aware the header columns listed below are case sensitive**


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 four required fields: employeeId, jobNocontractType and newCompensation.label- is only required if the employee has more then one Compensation for a Position.  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 Compensation.

Creating New Contract Compensations from Compensations

To create a template spreadsheet using the Compensations fields, which can assist in creating new contracts,  you can import this json file into Reports  -  New Contract Compensation Worksheet.rpd-json  (can specify start date specific pay groups) With some manipulation to the spreadsheet this will then allow you to create new contracts using the Import option in Processing/ New Contracts.

After the spreadsheet has been created you can sort to obtain specific  Pay Groups and remove all others if desired, or can also sort the entire spreadsheet on Compensation Start and Compensation Stop Dates and then remove any records that will not require a new contract for the upcoming year. 

The excel file must be saved in csv format for proper importing to take place in New Contracts.


New Contract Import Template XML

Example-

New Contract Compensation Worksheet (To see excel file format right click on the report name  (New Contract Compensation Worksheet) and select Open Link in New Tab)



 The CSV cannot have any " ' " symbols present.  This would also be for any First or Last names with an apostrophe in it.

The data under the column header CONTRACT_TYPE  will need to be updated to 4 or NewContract. Also, any fields containing a TRUE or FALSE value need to be changed to a Y or N value for the import to successfully load.

After all manual changes Obligation, Amount, Start and Stop Dates, Contract Type, True/False to Y/N, etc. have been made to the spreadsheet, save it as a csv file for proper importing into Reports.


Sorting options are strictly the decision of the district and what data they wish to import into New Contracts.


**NOTE**  If users do not enter anything in the position fields in New Contract Maintenance or Import, it will use the value in Position Grid for Employee/Position.  If user enters values in Position fields, then it will update the position fields from New Contract to Position Grid when the contract is activated.

Redesign to Classic Fields and Descriptions

RedesignRedesign New Contract ScreensNew Contract DescriptionClassicClassic ScreensClassic New Contract Description
employeeIdCompensation
EMPLOYEE_ID

jobNoCompensationPosition#JOB_NOJOBSCNJob#
contractType
TypeCONTRACT_TYPE

newCompensationLabel

Label is only required if the employee has more then one Compensation for a Position.

CompensationLabel-current Label name
JOBSCNCheck stub desc
calendarTypeCompensationJob CalendarCALENDAR_TYPEJOBSCNCalendar type
raiseDate
Raise DateDAYS_SINCE_RAISE
Days since raise
compensationDescriptionCompensationDescription

Title
contractStartDateCompensationCompensation Start DateCONTRACT_START_DATEJOBSCNCont start
contractStopDateCompensationCompensation Stop DateCONTRACT_STOP_DATEJOBSCNCont stop

contractWorkDays


CompensationContract Work Days  (If not provided in the load file, then will default to calculated value)WORK_DAYS_IN_CONTRACTJOBSCNWork Days
payPlan -(not an option at this time. Use Mass Change in New Contract to update Pay Plan)Compensation

Pay Plan

  • Biweekly
  • Semimonthly
  • Monthly
PAY_PLANJOBSCNPay Plan
payUnitCompensationPay UnitPAY_UNITJOBSCNPay unit

unitAmount


Compensation

Unit Amount (The unit amount will still be calculated on new contract import if the start/stop dates are populated, or the user provides contract work days in the import file)


JOBSCNDaily rate
retireHoursCompensationRetirement HoursRETIRE_HOURSJOBSCNRetire hours

CompensationAccrued Wages (calculated field)



CompensationAmount Earned (calculated field)



CompensationAmount Paid (calculated field)



CompensationAmount Docked (calculated field)


payPerPeriod


Compensation

Pay Per Period 

  • Will calculate if a pay per period is not provided in the load file and have all of the necessary fields populated that are needed to calculate a pay per period.
  • the file must have a contract obligation, contract amount, be flagged as stretch pay, have pays in contract > 0 and pays paid not equal to pays in contract
    • If this is true, then a pay per period will be calculated, if not provided in the load file



contractAmount (required)CompensationContract AmountCONTRACT_AMOUNTJOBSCNNew contract

contractualObligation


CompensationContract Obligation (If not provided, will fill in with ContractAmount)CONTRACTUAL_OBLIGATIONJOBSCNObligation
userContractTypeCompensationContract TypeUSER_CONTRACT_TYPEJOBSCNContract type
paysInContractCompensationPays In ContractPAYS_IN_CONTRACTJOBSCN

'# pays


CompensationPays Paid (calculated field)


equalPaysCompensationStretch PayEQUAL_PAYSJOBSCNEqual pays
salaryScheduleColumnCompensationSalary Schedule ColumnSALARY_SCHEDULE_COLUMN

salaryScheduleIdCompensationSalary Schedule IdSALARY_SCHEDULE_ID

salaryScheduleStepCompensationSalary Schedule StepSALARY_SCHEDULE_STEP


EMIS Entry/EMIS Contracted Service (CC)Local Contract Code (non-modifiable) Used for EMIS reporting. Automatically will populate when the Data collection is done.


calendarStartDateCompensationCalendar Start DateCALENDAR_START_DATEJOBSCNCalendar start
calendarStopDateCompensationCalendar Stop DateCALENDAR_STOP_DATEJOBSCNCalendar stop

CompensationContract Work Days (Calculated field)WORK_DAYS_IN_CONTRACTJOBSCNWork days
hoursInDayCompensationHours in DayHOURS_IN_DAYJOBSCNHours per day
retirementCodePositionRetirement SystemRETIREMENT_CODE

jobTitlePositionPosition DescriptionTITLE

jobStatusPositionJob StatusJOB_STATUS

payGroupPositionPay GroupPAY_GROUP

building (must be all lower case)PositionBuilding CodeBUILDING

department  (must be all lower case)PositionDepartment CodeDEPARTMENT

checkDistributionEmployeeEmployee Check DistributionCHECK_DISTRIBUTION

extendedServicePositionExtendend ServiceEXTENDED_SERVICE

fte  (must be all lower case)PositionFTEFTE

positionCodePositionPosition CodePOSITION_CODE

buildingIrnPositionBuilding IRNBUILDING_IRN

assignmentAreaPositionAssignment AreaASSIGNMENT_AREA

positionStartDatePositionPosition Start DatePOSITION_START_DATE

positionStopDatePositionPosition Stop DatePOSITION_STOP_DATE

paraprof  (must be all lower case)PositionParaprofessionalPARAPROF

emisHoursInDayPositionEMIS Hours In The DayEMIS_HOURS_IN_DAY

emisWorkDaysInContractPositionEMIS Work DaysEMIS_WORK_DAYS_IN_CONTRACT

emisFteUnitPositionEMIS FTEEMIS_FTE_UNIT

emisContractAmountPositionEMIS Contract AmountEMIS_CONTRACT_AMOUNT


Import Fields and Values

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


  • employeeId (the SSN can be entered in this field using the employeeId header)
  • jobNo

  • contractType - (Use the Number or Contract Type in the CSV file)
    • 1-Mid-year change with no Retro
    • 2-Mid-year change with Retro spread over pays
    • 3-Mid-year change with lump sum retro
    • 4 or NewContract from existing Compensation

  • newCompensationLabel
    • Label is only required if the employee has more then one Compensation for a Position.
  • firstName

  • lastName

  • newCompensationLabel

  • calendarType

  • raiseDate

  • compensationDescription

  • contractStartDate
    • If importing a New Contract (Contract-Type=4)  a Contract Start Date is needed to determine from the job calendar the work days associated with this position.

  • contractStopDate
    • If importing a New Contract (Contract-Type=4)   a Contract Stop Date is needed to determine from the job calendar the work days associated with this position.
  • contractWorkDays
    • If not provided in the load file, then will default to calculated value.
  • payPlan  (not an option at this time. Use Mass Change in New Contract to update Pay Plan)

    • Biweekly
    • Semimonthly
    • Monthly
  • payUnit
    • Hourly, H, or 1
    • Daily, D, or 2

  • unitAmount 
    • Will be calculated for contracted jobs if Compensation start and Compensation Stop dates are populate or the contract work days are provided
    • If the unit amount is not on the csv for import, the unit amount will not calculate on save when the user edits a new contract.  They click on the calculate button, if they want the system to attempt to calculate the unit amount for them while editing.  And then they have to save the calculated value.

  • retireHours

  • payPerPeriod
    • Will calculate if a pay per period is not provided in the load file and have all of the necessary fields populated that are needed to calculate a pay per period.
    • the file must have a contract obligation, contract amount, be flagged as stretch pay, have pays in contract > 0 and pays paid not equal to pays in contract
      • If this is true, then a pay per period will be calculated, if not provided in the load file
  • contractAmount
    • Required for stretch paid jobs
  • contractualObligation
    • The contract obligation will be set to the contract amount if no obligation is provided in the load file.  It will also be set to the contract amount if no value is entered and the user clicks the calculate button.  This is only done with the calculate button on new contract, not the calculate button on the compensation.  
    • The contract obligation is not really technically calculated, just copied from the contract amount if no obligation is entered and a contract amount is entered
  • userContractType

  • paysInContract

  • retroNextPay (calculated field)

  • equalPays
    • Y = Stretch paid
    • N = Not stretch paid

  • salaryScheduleColumn

  • salaryscheduleId

  • salarySchdeduleStep

  • calendarStartDate
    • enter as 00/00/0000
  • calendarStopDate
    • enter as 00/00/0000
  • hoursInDay
    • Required for contracted hourly jobs 
  • retirementCode
    • 400 or SERS
    • 450 or STRS
  • jobTitle


  •  jobStatus
    • Active or A
    • Inactive or I
    • Deceased or D
    • Terminated or T
  • payGroup


  • building


  • department


  • checkDistribution


  • extendedService


  • fte


  • positionCode


  • buildingIrn


  • assignmentArea


  • positionStartDate


  • positionStopDate


  • paraprof
    • *  = (NA(not valid for PosCode=505 or 414))
    • N = (No)
    • Y = (Yes, meets definition of Qualified Paraprefessional)


  • emisHoursInDay 
    • If users do not put anything in the position fields in New Contract Maintenance or Import, it will use the value in Position Grid for Employee/Position.  If user enters values in Position fields, then it will update the position fields from New Contract to Position Grid when the contract is Activated.
  • emisFteUnit
    • If users do not put anything in the position fields in New Contract Maintenance or Import, it will use the value in Position Grid for Employee/Position.  If user enters values in Position fields, then it will update the position fields from New Contract to Position Grid when the contract is Activated.
  • emisContractAmount
    • If users do not put anything in the position fields in New Contract Maintenance or Import, it will use the value in Position Grid for Employee/Position.  If user enters values in Position fields, then it will update the position fields from New Contract to Position Grid when the contract is Activated.
      • If district want to clear the EMIS fields, have them import the new contracts and use mass change on the new contracts to change the EMIS field values.  They can either use 0.00 or null in the New Value

Example of an Import.csv:

Creating New Non Contract Compensations

To create new non contract compensation record the Reports/Report Manager/Non Compensation Mass Load Extract can be processed to create an excel file with the appropriate headers. The file then can then be updated-removing unwanted records, updating unit amount, start/stop date, etc. Once the file has been updated it will need to be saved in csv format. This will then allow the file to be loaded  directly to Compensation. using Utilities/Mass Load/Compensation


There is an available Non Compensation Mass Load Worksheet available that contains the Pay Group and excludes archived employees. 

Import New Contracts option

Click on  to search for New Contract Import File

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.  This field can be left blank to pull in all New contracts. 

Click on  to Import the file into New Contract Maintenance option.

Example of New Contract under New Contract Maintenance option:

SSDT New Contract Payroll Accounts report

Home Page#SSDTNewContractPayrollAccounts

This report shows the Active Payroll Accounts that are listed for each employee in New Contracts

SSDT New Contract Summary Report

Home Page#SSDTNewContractSummaryReport

This report list the data from New Contract maintenance

Mid Year Contract Change

See Checklist  USPS-R Mid Year Contract Change Checklist#RMidYearContractChangeChecklist

Click here to see Mid Year Contract Change Calculations

Mid-Contract With No Retro

Click here to see Mid Year Contract with No Retro calculations

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down 

Choose the Contract Type from the drop down

Enter the Mid Year Contract change Contract Start Date.--The Contract Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Contract Start Date on the Mid Year contract would be 8/16/18. 

The Contract Stop date should reflect the original Contract Stop Date from the initial contract. 

Click


Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation will be calculated by the system.)

Delete out the Work Days. These will be recalculated based on the new Start Date and Stop Date that is on the record.

The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 

Click  to see the calculation of the Mid-Contract Change and then click 

To activate one record click the  next to the contract and then click 

To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 

When the new contract is activated it will automatically enter a Compensation Stop Date on the old contract record.


Mid-Contract With Retro Spread Over Remaining Pay

Click here to see Mid Year Retro Spread calculations

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down 

Choose the Contract Type from the drop down

Enter the Mid Year Contract change Contract Start Date.--The Contract Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Contract Start Date on the Mid Year contract would be 8/16/18. 

The Contract Stop date should reflect the original Contract Stop Date from the initial contract. 

Click


The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid year contract pay.

Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation with retro spread will be calculated by the system.)

The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. 

Delete out the Work Days. These will be recalculated based on the new Start Date and Stop Date that is on the record.

Click  to see the calculation of the Mid-Contract Change and then click 

The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation.

The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

The "new compensation" record only represents the contract from the contract change forward (for mid-year contract changes) - so the days in contract will be reduced by the days worked on the old contract.



To activate one record click the  next to the contract and then click 

To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 

When the new contract is activated it will automatically enter a Compensation Stop Date on the old contract record.


Mid-Contract With Lump Sum Retro

Click here to see Lump Sum Retro calculations

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down 

Choose the Contract Type from the drop down

Enter the Mid Year Contract change Contract Start Date.--The Contract Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Contract Start Date on the Mid Year contract would be 8/16/18. 

The Contract Stop date should reflect the original Contract Stop Date from the initial contract. 

Click


The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid year contract pay.

Add the mid year contract change amount in the Contract Amount field.- This is the full "new" amount of the contract (contract obligation and retro amount will be calculated by the system.)

Delete out the Work Days. These will be recalculated based on the new Start Date and Stop Date that is on the record.

The pays paid for the mid year contract change will be zero and pays in contract will be how many pays are left to be paid. This field no longer appears on the Mid-Contract with lump sum retro page.

Click  to see the calculation of the Mid-Contract Change and then click 

The contract obligation field will reflect "what is yet to be paid", not including what was paid on the old compensation.

The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

The "new compensation" record only represents the contract from the contract change forward (for mid-year contract changes) - so the days in contract will be reduced by the days worked on the old contract.


To activate one record click the  next to the contract and then click 

To mass activate several contracts.  Filter the contracts using the grid bringing up only contracts you wish to activate.  Click the  under the word Copy. All contracts should then be checked. Click 

When the new contract is activated it will automatically enter a Compensation Stop Date on the old contract record.


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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