EIS Information System Reporting Instructions

Transcription

1 Updated: 4/10/15 BC and JP EIS Information System Reporting Instructions There are two reports, an Employee report (EIS Employment) and a Salary report (EIS Salary) for reporting the new information that is required to ISBE. These new options will create CSV files that can be uploaded via the EIS website. The information that is reported comes from several different areas within SDS. Tables have been provided for each report that matches up the EIS field with the table and field used in SDS along with other information. Adding EIS Fields and Codes Please review and look at the Illinois EIS (Employee Demographics) information to see if you have all the needed fields filled for each employee. To access the Vertical Data Entry Screen for "Illinois EIS (Employee Demographics)" Entry View, Login into SDS, Click on Human Resources Employee Information Changes Select the "Illinois EIS (Employee Demographics)" Entry View at the top. These are the main fields that are pulled into EIS from the demographic area for each employee.

2 The next one to review is the Horizontal Data Changes for Employee Demographics to access it log into SDS click on Human Resources Employee Information Changes (Horizontal) Select the "Illinois EIS (Employee Demographic)" Entry View. Changes can be updated in this view also but make sure you save before exiting this view. EIS Adding a New Position Code Follow the steps below to add a new position code 1. Administrative Utilities 2. Master Code Field Definition 1. #1 Select a Table - Employee_SR_Illinois_EIS 2. #2 Field to be coded - Select Position_code 3. Enter the new code under Code 4. Enter the position description under Description 5. Save/Add Code Table Entry Then go back and enter the position code you need to change in the Employee EIS screen. IMPORTANT NOTE: There are a couple of fields that are important for the EIS report to pull information correctly the Employee Class Code on the Employee Contract and the Fiscal Year. More details about each are below. Please read to make sure you fill them in correctly. FIRST FIELD: The first important field is the Employee Class Code (which is used for the employee position codes designated by EIS) and fiscal year are used to

3 identify what employees are to be reported. These fields must be filled in on the employee contract for this to be reported properly. Employee Class Code = Employee Position Code - This field can be found under the Employee Contracts (all fields), Employee Demographics (all fields), and Employee Time Cards. SECOND FIELD: The second important field is the Fiscal Year, this denotes the fiscal year that the contracts are active for. The program will identify the fiscal year that is selected during the process of adding records to the EIS area which is located under Human Resources and associate it with the fiscal year chosen when running the EIS report. Work Location RCDTS = This field was added to the Employee Contracts to allow you to enter the 15 digit work location number if different from main

4 employer RCDTS number for an employee that works at a different location within your district. If left blank the default will be the employer RCDTS.

5 How to run the EIS report from the Human Resource Control Center 1. Open Human Resources Human Resources Control Center 2. Select Employee YTD Adjustments 3. Select the Activate Deductions, Benefits, Tax and Earning Addition option yellow folder. 4. Below is a screen shot of the HR Control Center with the create EIS information button. o 5. Under the Illinois EIS screen, select one of the 4 options listed. 1. Add New Positions - this is the default option and will add new records that are not already in the EIS area for the fiscal year selected. This will search the employee contracts and time cards for employees that are to be reported for the fiscal year selected based on the fiscal year and employee class code fields. 2. Create Positions this option is only to be used if the employee class code was not previously on the employee contracts or employee master areas and payrolls were run during the year. This will update the Employee Class Code information on the time cards from the employee contracts and the employee master that have been identified as edited and will transfer this to the time card area. NOTE: This should only be run prior to selecting the option for adding new positions otherwise duplicate records may be created. 3. Update Salary Information (Update Salary Only) - This option updates the salary for the existing records that are in the EIS area for the fiscal year selected. This needs to be run at the end of the fiscal year so wages that were paid during the fiscal year are reported correctly. 4. Remove records This option will remove all records in the EIS area for the fiscal year that is selected. 6. After selecting the option select the correct fiscal year that needs to be processed by using the drop down button to the right of the Create EIS Information button. o 7. Select the Create EIS Information button which will perform the process for the option that was selected above to either load data into the Illinois EIS area or remove data from the Illinois EIS area for the fiscal year that has been selected in the drop down. o o You will receive a message after update is done. Click OK.

6 o Creating the EIS Employment Report & Verifying Data 1. To create the report select Payroll Processing State/Federal Reporting 2. Select Illinois for the State and EIS Employment from the drop down on the right. Also complete the below selections: Select by using the drop down button to select the fiscal year. This will then pull the correct records for that fiscal year only. The Regional Code is required for the upload to the EIS site as it identifies what school the file is being submitted for. (which is the employer RCDTS number) After the highlighted items have been filled in on the screen select the Save Setup button on the top right of the screen. 3. Now it s time to create the report, select the Create Report button this will create the file.

7 4. Now it s time to print the report, select Print Report button and print the report, review, edit data if necessary, print and upload. After you print the report check for accuracy of data. After reviewing the report, if you find an Employee is missing information that is pulled from the demographic area you will need to add that information by following the below steps. To edit additional information see the next bullet. If all data is correct make any necessary changes, corrections or additions to the EIS area on the employees. Run the report again after making changes if need be and verify information is correct prior to creating the file to upload. 1. Select Human Resources Employee Contracts, Deductions, Benefits, etc. Illinois EIS (Employee Demographics) 2. First find the employee by either typing part of the name in the Name field or entering the Employee Number under ID: 3. Once their record comes up you may enter the missing information or edit a field that is wrong. Below are fields to look at/verify. Make sure you save the changes before going to the next employee that needs to be edited. IEIN: Fill in the Illinois Educator Identification Number for the employee that was generated by ISBE. Birth Date: date of birth of this employee (e.g. 1/10/1984) Sex Code: M for male or F for female Ethnic Code: 2 digit EIS assigned code needs to be entered Hire Date: date hired by district Termination: last day worked at district Separation Reason: 2 digit EIS assigned separation reason needs to be entered if applies to this employee

8 Employee Maiden Name: Maiden name if married needs to be keyed in this field To Edit additional information that appeared on the report that needs to be changed follow the below instructions: 1. Enter Human Resources Employee Information Changes (horizontal) Illinois EIS (Employee Demographics) 2. Select the employee by filling in the part of the name or selecting the employee from the list provided alphabetically. 3. To select the field that needs editing you can use the drop down arrow under First Field To Edit and select the field. 4. Type in the information that needs to be updated under appropriate field. 5. Click Save If you needed to update the employee s data in the system then you need to create the EIS Employment File again. To do this follow the below instructions. 1. To create the file, select the Create Report button. Important Notes: only the position codes that are required to be reported are reported in the file that is to be submitted to EIS. o There is a filter in the program that will only report the required positions from EIS. o The starting date should be the first payroll date of the fiscal year and the ending date should be the last payroll that was run for the fiscal year. 2. The file that is created will be listed at the top of the screen when first created. When you re-enter this report it will be displayed under Show/Hide Historic Reports. All files created will have a date and time stamp on them for when they were created.

9 To open the file to review, click on the yellow folder under the open column. To save the file, right click on the folder and select save target as. Save the file on your desktop or other desired location on your computer. You may take out numbers (green box) before saving the file. 3. The file is now ready to be uploaded.

10 FYI: Where does the Batch file Information Come From? The following table shows where the information being reported in the batch file comes from. It lists all the field names, table and field used and other information. Field name Table & Field used Other Information IEIN Employee_Master.Pension_Number The Illinois Educator Identification Number for each reported employee. If no IEIN is found for an employee, an IEIN will be generated for the employee by ISBE Social Security number Employee_Master.Social_Sec_Numb The Social Security Number will be used for matching purposes, along with Last Name, First Name, Date of Birth, and Gender. Employee Last Name Employee_Master.employee_name Employee s Legal Last Name. Employee First Name Employee_Master.employee_name Employee s Legal First Name. Employee Middle Name Employee_Master.employee_name Employee s Legal Middle Name. Maiden Name Employee_Master.Employee_Maiden_Name Employee's Maiden Name. Date of Birth Employee_Master.Birth_Date Employee s Date of Birth. Gender Employee_Master.Sex Sex (Male or Female) Race/Ethnicity Employee_Master.Ethnic_Code The race/ethnicity category that reflects the ethnicity/race(s) with which the individual identifies. Use 99 Unknown for individuals who do not choose to identify. See Race/Ethnicity Codes School Year Screen Prompt - Field Reporting Year School year for which this record is applicable. Employer RCDTS Screen Prompt - Field Regional Code The RCDTS code for the employing district. If the employee is employed by more than one district, each district must enter a separate employment record with an Employer RCDTS for each record. Work Location RCDTS Employee_Contracts.Work_Location The RCDTS code for the Work Location. In most cases, the RCDT portion of the Work Location RCDTS will match the employing district RCDT. Note:

11 If work location RCDTS is different than employer RCDTS then it must be entered on the employee contracts. If left blank the default will be the employer RCDTS. Employment Start Date Employee_Master.Hire_Date First day of employment during this employment cycle. Position Code Employee_SR_Illinois_EIS.Position_Code Report all position codes for each employee. If an employee is working in more than one position, a position record must be submitted for each position. See Position Codes Note: The position code is pulled in from the field called Employee class code in the time cards when the option to load EIS information is performed in Human Resources. This can be changed by using the Illinois EIS entry screen. Retired Employee Flag Employee_SR_Illinois_EIS.Retired_Flag_YN Flag which indicates the reported employee currently receives a retirement annuity for prior work as a credentialed elementary or secondary public school educator, i.e., teacher, administrator, school service personnel. First Year Flag Employee_SR_Illinois_EIS.First_Yr_Flag_YN Flag which indicates the reported employee is employed in this type of position for the first time. Only required for selected Position Codes (currently Teacher and Principal). Note: The default is N. If this needs to be reported as Y it must be entered on the Illinois EIS entry screen Position Time Frame Employee_SR_Illinois_EIS.Position_Time_Frame Describes the time during the school year when the individual worked in the position. All employee positions must be reported. See Position

12 Time Frame Note: The default is 01 (Regular school year). If this needs to be reported as 02 (Summer or night school) it must be entered on the Illinois EIS entry screen Position Start Date Employee_SR_Illinois_EIS.Position_Start_Date First day the person was scheduled to work in this position during this school year, regardless of whether the person was present or absent on that day. Note: If the employee has a contract for this position it is pulled in from the field called Start Date from the Employee Contracts otherwise it will use the fiscal starting and ending dates when the option to load EIS information is performed in Human Resources. This can be changed by using the Illinois EIS entry screen. FTE Employee_SR_Illinois_EIS.FTE The full-time equivalent for each employee position. Note: The default is 100. If this needs to be reported differently it must be changed on the Illinois EIS entry screen Bilingual Language Code Employee_SR_Illinois_EIS.Bilingual_Code The language used by the employee while performing work in this position. Required for positions coded as Bilingual. Note: The default is left blank. If this needs to be reported differently it must be entered on the Illinois EIS entry screen Position End Date Employee_SR_Illinois_EIS.Position_End_Date Last day the person was scheduled to work in this position during this school year, regardless of whether the person was present or absent on that day.

13 Note: If the employee has a contract for this position it is pulled in from the field called Start Date from the Employee Contracts otherwise it will use the fiscal starting and ending dates when the option to load EIS information is performed in Human Resources. This can be changed by using the Illinois EIS entry screen. Employment End Date Employee_Master.Termination Last day of employment, during this employment cycle. Employment End Reason Code Employee_Master.Separation_Reason Reason employment was ended. See Employment End Reason Grade Level Assignment Employee_SR_Illinois_Grade_Level_ Assigment Grade Level Assignment is the grade range at which the employee is providing services for the majority of their time. Required for Position Codes: , 207, 250, 251, 372, 373 and Primary Work Location Employee_SR_Illinois_Primary_Work_Location Flag which indicates the Position and its Work Location which an employee is primarily associated. Required for Position Codes: 103, 104, 119, , 309, 311 and Note: The default is Y. If this needs to be reported differently it must be entered on the Illinois EIS entry screen

14 Employee Salary Report Where Data is Being Pulled From? Below will walk you through how to add Salary information for the EIS Salary Report and Print a Report to review for Accuracy. Salary information is required to be sent in at the end of each fiscal year. Please see "Table 2" below that indicates where the information being reported in the batch file, comes from. One of the areas information for salaries is taken from the Employee Contracts area under Payroll Processing Employees Contracts, Deductions/Benefits, etc. Keep the contracts each fiscal year. Do not reuse them. This is important for historical purposes. The other area where information for salaries is taken from is the Gross Pay Entry screen under Payroll Processing. Based on the EIS information that has already been filled previously the program will use this to add the position information in the program automatically for these 3 fields: 1. Contract s position code (Employee_Class_Code) will be filled in. 2. Positions in the employee position table will be created for keyed timecards that don t match up to a contract. The Job Code in the employee position table is used for the EIS Position code. 3. Timecard position code (Employee_Class_Code) will be populated. There is an Entry View in the system called Illinois EIS which contains the required data fields for the Salary Report. Salary information can be accessed in Vertical or Horizontal data entry screens. This view keeps track of each position and the fields that it needs to track for EIS. You can view/edit/add data in either of these. Make sure to save the changes. Also note after this section there are instructions on how to edit employees data in the horizontal data view, to edit the employees records. To access this view Enter WFO Human Resources Employees, Contracts, Deductions / Benefits, etc. Select the "Illinois EIS" Entry View. Below is an example of the Vertical Data Entry Screen with the "Illinois EIS" view selected If an Employee is missing details that are required by EIS the Illinois EIS Information area needs to be accessed where this information can be added or changed. Information may be added for an employee. Below are more details on specific fields and what you should be entering.

15 Now that you have accessed the Illinois EIS screen if you would like to add a New record for an Employee click on the button. Then review the below fields and fill in what s missing. Fill in Position Code this is required and represents what duty the employee does in the district. If an employee is working in more than one position, a position record must be submitted for each position. Account Description this comes from the description on the account FTE percent of time this employee works Base Wages comes from either the employee contracts or the time cards for the fiscal year being reported. Annuities dollar amount for annuities is retrieved from the employee YTD detail history area for payrolls run for the fiscal year being reported. Retirement Enhancements dollar amount of retirement enhancements this employee received is retrieved from the employee YTD detail history area for payrolls run for the fiscal year being reported. Other Benefits - any other benefit dollars that EIS requires is retrieved from the employee YTD detail history area for payrolls run for the fiscal year being reported Bonuses amount of money this employee received as a bonus. This information must be manually entered in the Illinois EIS screen if there are bonuses to be reported. Vac Days Awarded number of days for vacation this employee was awarded is retrieved from the days awarded area under human resources where days are awarded for the fiscal year being reported. Sick Days Awarded number of sick days this employee was awarded is retrieved from the days awarded area under human resources where days are awarded for the fiscal year being reported. Fiscal Year must be 9 digits long and needs to be full year (e.g ) Account Number account number that this employee is paid from Work Location RCDTS - If the work location code is different on an employee this field can be filled in to designate the new number. (The Work Location RCDTS may be different from Employer RCDTS code and needs to be reported on the employee if it is different) Grade Level Assignment - Grade Level Assignment is the grade range at which the employee is providing services for the majority of their time. Required for Position Codes: , 207, 250, 251, 372, 373 and Primary Work location - Flag which indicates the Position and its Work Location which an employee is primarily associated. Required for Position Codes: 103, 104, 119, , 309, 311 and Important note: 2 new fields have been added for 2015: Grade Level Assignment This is a new field that is required for the 2015 year and needs to be filled in with the correct assignment code. Grade Level Assignment is the grade range at which the employee is providing services for the majority of their time. Required for Position Codes: , 207, 250, 251, 372, 373 and

16 Primary Work Location This is a new field that is required for the 2015 year and needs to be filled in with the correct primary work location of the employee. This is a Flag which indicates the Position and its Work Location which an employee is primarily associated. Required for Position Codes: 103, 104, 119, , 309, 311 and To edit information for an employee you can use the Horizontal Data Changes for Employee EIS: Below is an example of the Horizontal Data Entry Screen with the Illinois EIS view selected. It s easy to edit information using the horizontal view using the grid format. The grid design allows you to edit multiple records with one save. The horizontal view also enables you to compare elements. There are several ways to make adjustments. The easiest way to focus on the column you need to make changes to is to use the First Field to Edit and select the column that changes need to be done in. This will allow the column chosen to be right next to the Employee Name. Make sure to save after changes have been made. You can access it by opening Human Resources Employee Information Changes (Horizontal) Select the "Illinois EIS Entry View. To make changes for just a few employees it s easy to edit an employee by: 1. Selecting the employee for editing by entering their name in the name field (see red circle) or enter the employee number in the ID: field (see red square). 2. Select the binoculars to view the employee. You may also use the alpha letters provided and select the name off the provided list of employees. 3. Select the field you would like to edit. To select the field that needs editing you can use the drop down arrow under First Field to Edit and select the field. 4. Change the information that needs to be updated under appropriate field. 5. Save Note: The horizontal screen allows you a way to delete duplicate records if needed. Place a check mark in the box under the delete column of the record(s) that are duplicated. When saving the file the files marked for deletion will be gone.

17 Now Let s Print the EIS Salary 1. When all Employee Salary Information has been added, run the EIS Review Report, available from the State Reporting Screen. o To access this screen enter Payroll Processing State / Federal Reporting Select Illinois, Select EIS Salary. 2. Select the Payroll Date from and to ranges, which should be the date ranges for the information you need to report. 3. Select the Fiscal Year, this is required. Use the drop down button to select the correct fiscal year to be reported. 4. Enter Regional Code, this is required as your school identifier (RCDTS number). 5. After the highlighted items have been filled in on the screen select the Save Setup button.

18 6. Print the Illinois EIS Review Report to review for accuracy. Make any necessary changes. 7. To create the file, select the Create Report button. The file that is created will be listed at the top of the screen when first created. When you re-enter this report it will be displayed under Show/Hide Historic Reports. All files created will have a date and time stamp on them for when they were created. To open the file to review, click on the yellow folder under the open column.

19 8. To save the file to send right click on the folder and select save target as. Delete the numbers in front of Salary (see green box) and save the file on your desktop or other desired location on your computer. 9. You can then upload the file to the EIS website. FYI: Where does the Batch file Information Come From? The following table shows where the information being reported in the batch file comes from. It lists all the field names, table and field used and other information. Field name Table & Field used Other Information IEIN Employee_Master.Pension_Number The Illinois Educator Identification Number for each reported employee. If no IEIN is found for an employee, an IEIN will be generated for the employee by ISBE Employee Last Name Employee_Master.employee_name Employee s Legal Last Name. Employee First Name Employee_Master.employee_name Employee s Legal First Name. Employee Middle Employee_Master.employee_name Employee s Legal Middle Name. Name Date of Birth Employee_Master.Birth_Date Employee s Date of Birth. Employer RCDTS Screen Prompt - Field Regional Code The RCDTS code for the employing district. If the employee is employed by more than one district, each district must enter a separate employment record with an Employer RCDTS for each record. Position Code Employee_SR_Illinois_EIS.Position_Code Report all position codes for each employee. If an employee is working in more than one position, a position record must be submitted for each position. See Position Codes Paid in Part or in Full with Title I Funds Employee_SR_Illinois_EIS.Paid_TitleI_YN Flag which indicates if this position is paid in part or in full with Title I Funds. Only required for teacher Position Codes. FTE Employee_SR_Illinois_EIS.FTE The full-time equivalent for each employee position. Base Salary Employee_SR_Illinois_EIS.Base_Wages The dollar amount the employee is paid for the school year for this position. Salary paid for activities such as coaching or club sponsorship would be reported separately, by applicable position. Bonuses, annuities, retirement enhancements, and other benefits (i.e., amounts paid by the employer for health insurance or toward retirement) are not included in base salary. An accompanying salary record must be submitted for each reported position.

20 Vacation Days Awarded Employee_SR_1.Awarded_Vac Number of Vacation Days awarded to the employee this school year. Sick Days Awarded Employee_SR_1.Awarded_Sick Number of Sick Days awarded to the employee this school year. Bonuses Employee_SR_Illinois_EIS.Bonuses Dollar value of Bonuses awarded to the employee this school year. Annuities Employee_Ytd_Detail_History.Ytd Benefit = "Y" and Box_13 = D,E,F or G Retirement Employee_Ytd_Detail_History.Ytd Benefit = "Y" and Pension_Plan = "Y" Enhancements Other Benefits Employee_Ytd_Detail_History.Ytd Benefit = "Y" and Pension_Plan = "N" and Gross_Code_Indicators <> 'G7' Position End Date Employee_SR_Illinois_EIS.End_Date Last day the person was scheduled to work in this position during this school year, regardless of whether the person was present or absent on that day. School Year Screen Prompt - Field Reporting Year School year for which this record is applicable.