Arizona SDER Training Guide

Transcription

1 What is the SDER? The School District Employee Report (SDER) is required by the State of Arizona (A.R.S ). How is SDER Data Used? The SDER (School District Employee Report) for Arizona provides data to the State and Federal Government for many purposes. It is used to generate the TEI (Teacher Experience Index), Staffing and Salary statistics for the AFR (Annual Financial Report), Demographics for the EEOC-5 Survey and many other reports. By October 15 th, school districts must submit the SDER Data based on all employees that were working on October 1 st. This 15-day deadline could be difficult to meet if you are using the ADE Common Logon SDER Application. IVEE makes the process easier and more accurate. The key to success is to have procedures in place for Finance, HR and Payroll that support SDER generation and overall effectiveness of the Position Control System in IVEE. If you are well prepared, the SDER is completed easily. This manual and training guide will provide steps to complete the SDER. Also included are Procedures for Supplemental Pays, Audit Procedures, State Resources and rules for account codes. Sections: 1. Quick Start - SDER Import Text File Generation for ADE p. 2 a. Adding Purchase Service Personnel p Before you begin your Auditing/SDER Cleanup: a. Entity Codes in the General Ledger p. 9 b. Setting up Groups for Audit Procedures p. 10 c. Setting up your grids in IVEE p Strategies to fix your data p. 12 a. Editing in the SDER Grid p Audit and Correction Procedures (long term fixes) a. Race and Ethnicity p. 14 b. Validate DAC and Position p. 16 c. State Position Codes p. 17 d. Matching Supplementals to Primary Positions p. 18 e. Teacher Experience p. 19 f. Grade Level (AZ SDER Grade Level) p. 21 g. Degree (all teachers) p. 22 h. Total Salary for Teachers and Superintendent p Appendix A Race and Ethnicity p Appendix B Degrees p Appendix C ADE Error Messages p Appendix D Highlights of ADE SDER Memo p Appendix E Supplemental Pay Guidelines p Appendix F Elements of the SDER (where to find them in IVEE) p Appendix G Years Experience this Employer Based on Hire Date p. 33 Page 1 of 34

2 Quick Start - SDER Text File Generation for ADE Before an import file can be created, there are a few steps that need to be completed: Employee Benefits and School Crosswalk data. Payroll Reports AZ SDER Reporting Employee Benefits The SDER requires that benefits be reported for all Teachers. IVEE adds this field to the SDER import file through the Actions menu. The benefits amount must be reported in a whole number. Your business office determines this value for budget planning and grant writing. It is the average percentage of benefits including: Health insurance, Disability, OASI, Workman s Compensation and the Retirement Contribution that the district provides. Actions Employee Benefit Percent Page 2 of 34

3 AZ - SDER School No. Crosswalk The SDER report requires that each employee be assigned to a school or district unit. ADE uses the CTDS Unit Numbers as the standard reporting value. IVEE matches the unit or school assignment to an employee based on the unit code used in the account string for payroll Fund.Program.Function.Object.Unit In some districts, this unit code does not match the CTDS state code. IVEE provides a utility to create a crosswalk from the District Unit Code to the State CTDS Unit Code. Creating the Crosswalk: Payroll Reports AZ SDER Reporting Actions: AZ SDER School No. Crosswalk 1. Add a record 2. Enter District Unit Code and then the CDTS 3 digit Unit code 3. District units should match the CTDS Number for the District, issued by ADE. It usually is 000. Note: teachers assigned to a District Unit in the SDER will NOT be counted for TEI. Page 3 of 34

4 ADD or EDIT the following Codes for the Crosswalk To view your unit codes go to General Ledger Chart of Accounts Account Code Elements School District Unit Number SDER School Number (CTDS) Page 4 of 34

5 Create SDER Report Data IVEE gathers all required data records from Positions and Pay and Employee Maintenance and creates the data report. This report can be edited to meet the requirements of the SDER. Changes made in the SDER Grid report are not changed in IVEE data. This report stands alone. Payroll Reports AZ SDER Processing Actions > Create SDER Report Data Enter a report name (note: use only one report name in your data such as SDER17-18) Effective date is 10/01/2017. IVEE will analyze data relevant only to 10/01/2017. This will enable your district to generate your SDER at any time in the future or in the past. Click OK and IVEE will generate the report and populate the grid. The SDER Data Grid can be modified and grid layouts can be created and saved. Create a grid layout that shows the data elements you want to review. You can move or hide columns for easier viewing. Save your grid for future use. After corrections have been made in Positions and Pay and Employee Maintenance, generate more SDER Reports that will show the corrections made in IVEE Positions and Pay. Use the same Report Name throughout to your editing and revision process. Page 5 of 34

6 Validate SDER by Error Type and Validate SDER by Employee Payroll Reports AZ SDER Processing Actions > Validate SDER by Error Type Payroll Reports AZ SDER Processing Actions > Validate SDER by Employee These two options in the Action Menu will generate reports that list Errors that ADE identifies in an upload. Use these reports to update your Positions and Pay and Employee Maintenance data. Then generate a new SDER Data Report that reflects these changes. In some cases, it will be necessary to modify the records in SDER Data Report to meet the state reporting requirements. Use this data to make changes in: Positions and Pay or Employee Maintenance (long term corrections) OR SDER Edit Grid (short term corrections) Page 6 of 34

7 Adding Purchase Service Personnel (PSP) - Certified only and 064 (Classified Superintendent) ADE requires that districts also include Purchase Service Personnel. Most districts use Smart Schools and ESI certified employees. Best Practice: PSP Employees fill positions allocated in Position Control. Therefore PSP Employees should be included in Positions and Pay with appropriate FTE, State Code and Salary. Create a Work Calendar called ESI Do Not Generate (or SmartSchools Do Not Generate). Assign this Work Calendar to your PSP Employees. Additionally, in Employee Maintenance, uncheck the Issue Pay Check box. If PSP Employees currently do not have an Employee Maintenance Record or a Position in Positions and Pay, then IVEE does not add them automatically to the SDER. Add each PSP employee to the SDER report grid individually. PSP Employees must have Employee records in Employee Maintenance. 1. Add a PSP Employee to Employee Maintenance if needed a. Districts can use Status to identify a Smart School Employee. b. Complete all demographics, and Years Experience data in the Employee Maintenance Screen for each PSP Page 7 of 34

8 Create File for State You are now ready to create the file for the submission to ADE. Payroll Reports AZ SDER Actions > Create File for State Next, click on the button to choose a location to save the file. Remember; always save to a location where you can easily get to it while you are in the ADE website. If you have a previous SDER data file on your computer, you may be prompted to overwrite it. Next, you ll enter the 4 digit Fiscal Year 2018 Click OK. Finally, you will get a prompt telling you the file was created. Once created, log into ADE Common Logon and submit the file online. Page 8 of 34

9 Before you begin your Auditing/SDER Cleanup: 1. Read your SDER Memo Highlights and/or the memo from ADE Finance Department 2. Log on to ADE SDER website Common Logon - go to Reports print out a report for Certified and one for Classified 3. Restore Mass Update Capabilities to your Payroll User Role if it is not available - See System Administrator (Mass Update will help to update Description, State Position Code and Grade Level) 4. Verify that Entity Codes in the General Ledger are Correct a. General Ledger Configuration General Ledger Default Settings Page 9 of 34

10 5. Create a Group in IVEE for Teachers a. Payroll or HR Configuration Groups i. Add a Group Name Teachers with a Description of Teachers for TEI ii. Click OK b. Mass Assign all Teachers to the Teacher Group (Teachers are State Codes ) i. Payroll or HR Employees Employee Groups - select Teachers from Group drop down Menu ii. Action Menu Select - Assign selected Group to Selected Employees iii. A grid will appear with all employees listed iv. Find Primary Job Title Column. Filter on Teacher v. Actions Select ALL vi. Click OK vii. This may take a few minutes but it will save hours in the auditing process!!! c. Adding a new hire to the Teacher Group is easy! i. Payroll or HR Employees Employee Groups - (do not Apply selection) ii. Select ADD New Record button iii. On Select Employee Window type name of Employee iv. Assign Group from drop-down menu v. Click OK d. Deleting an employee from the group i. Payroll or HR Employees Employee Groups - Select Group from drop-down menu ii. Highlight employee to delete and use delete button from menu bar Page 10 of 34

11 Setting up Grid Layouts in Positions and Pay and Employee Maintenance Setting up grid layouts for SDER auditing can help you as you make corrections. Do this early in the process and you will save a lot of time. Setting up your Grid Layout in Employee Positions and Pay Payroll Employees Employee Positions and Pay Apply Setting Up the Smart GRID DAC Name Position Type Position Description State Code and State Code Description Classification Grade Level FTE Hours Per Day Pay Type Save Grid Layout as SDER Data Private Default Setting up Employee Maintenance Grid for Teacher Experience Analysis Payroll Employees Employee Maintenance Apply Setting Up the Smart GRID for Teacher Experience (TEI) Record ID Name Hire Date Termination Date Rehire Date Experience This Employer Experience Other Employers Total Experience Credited Service State Reportable Primary Job Title Save Grid as SDER Teacher Experience - Private Page 11 of 34

12 You are ready to start the Auditing Process. Strategies to Fix your Data No matter how careful a district is, there will be errors in the SDER. There are two ways to correct your data for the SDER: You can correct the data in your IVEE data OR You can correct the data only in the SDER import file It is recommended that you make the majority of your corrections in your IVEE data and then fine tune in the SDER import file. By using the grids in Employee Positions and Pay and Employee Maintenance, you can audit and correct key fields and significantly reduce errors in the Import File. There is a third option to make corrections in Positions and Pay using the Data Utility Update. With assistance, the Data Utility Update feature can be used to make corrections for Position Types and Descriptions, State Codes, Grade Level, through the Utility Update feature. This is extremely valuable if a district needs Position Control updated to reflect current assignments of your employees. It will not correct FTE, Account Codes or Salary information. These changes would have to be done by individual record. Programming is also available to correct Experience Data from a district created spreadsheet. Errors are generated for many reasons. Missing data in required fields is the first place to start. (See Appendix C for sample error codes from ADE) When IVEE generates an SDER report you can print a validation report to identify missing data (and other anomalies) and use this to begin data cleansing. Page 12 of 34

13 How to use the SDER Grid to Correct your Data Payroll Reports AZ-SDER Processing Select a Report --- Apply Selection Each record in the SDER Report Grid can be edited. Double Click on a record. An Edit Screen will appear for that employee. Please note these elements on this screen: PSP Employee used to identify Purchase Service Personnel. Locked used to save changes made to a record if the SDER is regenerated with the same Report Name. For this reason, once you start making changes on the SDER Grid, it is recommended that you use the same Report Name each time you regenerate the report. SDER Editing in Positions and Pay, Employee Maintenance or Degrees It is recommended that a district make changes made in Positions and Pay or Employee Maintenance, as these changes will correct your system data. It is important that all individuals working in these modules understand the rules of operation required to make the SDER accurate. Strategies for these changes are in the Auditing Section of this guide. Page 13 of 34

14 Audit Procedures Ethnicity and Race: (from 2012 SDER Business Updates) Check your Codes: Payroll Configuration Race/Ethnicity Codes Activity: Make Corrections in your data table (open each record and edit) Create a Multi-racial code for an employee that is American Indian and White = AMWH If you have Hispanic as a Race, only change the State Code to WH. This will generate the correct data for the SDER and EEOC reports. All employees must have Race and Ethnicity Codes Activity: HR or Payroll Employee Maintenance Apply Selection Grid Setup: Name, Race, Ethnicity Filter A-Z on the Race Column this will bring the blanks to the top. Open each record and make corrections. o Mull, Anna White and Hispanic o Urr, Mark - Asian and Not Hispanic o Voyant, Claire White and Not Hispanic ETHNICITY (hard coded no editing required) 0 = NOT HISPANIC OR LATINO 1 = HISPANIC OR LATINO Page 14 of 34

15 Note: If you have the old Race for Hispanic, keep the old Description of Hispanic and change the code to WH. This will generate the correct data for the SDER and EEOC reports. Page 15 of 34

16 Are your Employees assigned to the correct Unit (DAC) and have the correct Position Assignment? HR or Payroll Employee Positions and Pay Select Positions only - Select one DAC (Start with the Schools) OR Change View to Funding Detail, Pay Type to Positions, Use unit Mask to identify one school or unit. Arrange Grid Columns as follows: DAC, Account, Name, Position Type, Description, State Code, State Code Description, Classification, and FTE. Save your Layout as SDER Data Process Alpha Order on Description Verify that each employee has the correct Position Type, Description and is in the correct DAC and is being paid from the correct unit. In this example, most records in the grid should be in the Capital City DAC. Now is the time to get feedback from your Schools and Units! Print out a DAC report of all Positions assigned to that DAC and ask the Schools and Units to validate the data. Columns needed would be DAC, Position Type, Name, and FTE. Add an additional column to list a new assignment if the data is incorrect. Page 16 of 34

17 Checking State Position Code for all Employees HR or Payroll Employee Positions and Pay Arrange Grid Columns as follows: DAC, Name, Position Type, Description, State Code, State Code Description, Classification, and FTE. Process Alpha Order on State Code Column (Z-A) Verify State Code and Description Alignment Use Mass Update Capabilities to correct groups of Positions that need the same Position Code. (BEWARE! Mass Update changes will impact all records currently displayed in the grid.) Other sorts and filtering will help identify needed corrections: o Alpha Order on Position Type and/or Description for a different view of the data Once you find an error, it s a good idea to look for similar errors and correct them all at once! Activity Filter on Description: %Sub% to find all Substitutes. Correct State Code to 000. a) Actions Shortcuts Mass Update - State Position Code Alpha order Z-A on State Code Column a) Evaluate Dinah Myte and determine the correct State Code i) Filter on Dinah ii) Mass Update (Actions Shortcuts Mass Update) to make correction Using the Data on the Validation Report, there are Position FTE errors to correct. a) Clear Filter and pull up the following individual employees to correct the errors: i) Asday, Claire ii) Dupp, Stan iii) Socks, Jim iv) Walker, Jay v) Zahutt, Pete Page 17 of 34

18 Matching Teacher Supplemental Pays related to Annual Salary to Primary Position *** See Appendix E for Supplemental Pay Guidelines o HR or Payroll Employee Positions and Pay - Group: Teachers o Alpha order by Name - review to ensure that the correct Supplemental Pays are coded the same as the Primary Position for the teacher. o Make Corrections in State Code by filtering on Name o Filter to get desired records in the grid Mass Update all records related to annual salary to the State Position Code for the Primary Position Classification Check this is a good time to check that Classification is correct. Move the Classification Column next to the State Codes Column Alpha order on State Codes. o State Code in the = Certified Admin (with AZ Certification for Superintendent, Principal or Supervisor) o State Codes = Certified Non-Admin (with AZ Teacher Certification) o State Codes = Classified Page 18 of 34

19 Checking Teacher Experience for all Teachers coded 108, ) HR or Payroll 2) Employee Maintenance Filter - Group: Teachers 3) Arrange Grid Columns as Follows: Record ID, Name, Hire Date, Term Date, Rehire Date, Experience This Employer, Experience Other Employer, Total Experience, Credited Service, State Reportable. Save grid layout as: SDER Teacher Experience 4) Select (highlight) the above columns in the grid - Show Columns 5) Export to Excel 6) Use worksheet to verify data in personnel files or HQT records for each teacher. Show Columns Experience Fields Defined (Rules for teachers only) Experience This Employer - years in the District as a Teacher All first year teachers get 1 year for This Employer Experience Other Employer years Teaching in other districts Total Experience Auto fill adds This Employer and Other Employers. This should match the Years of Teaching Experience used for HQT Reporting. Credited Service Years credited at time of hire for initial placement on salary schedule State Reportable = Credited Service plus Experience this Employer this is the number that is pulled for the SDER Report and used in the district s TEI Calculation. Process (Priority should be given to correcting the State Reportable Field) Verify that Years of Experience This Employer and State Reportable data was updated at the time of rollover. Credited service can be validated by looking at the teacher s first contract or PAR that indicates original placement on the salary schedule. Placement on Step 6 = 5 years Credited Service. Compare to Teacher Experience data from the ADE Website LOGON SDER Reports. All Teacher experience values in the ADE SDER reports have been rolled up for this year s reporting. Verify Years Experience Other Employers by comparing to HQT data files. Best Practice in HR to create and maintain good data: At time of hire enter 1 for This Employer; enter all years of prior teaching experience in Other Employers; enter number of years given to the teacher for initial placement on the salary schedule in Credited Service. State Reportable = Credited Years + This Employer. If a Teacher has been hired after the cut-off date for a Continuing Contract and is offered a Limited Contract (usually after the first semester), then the Years This Employer at the time of hire is set at 0 (zero). Then the following year (after the roll-over) the teacher would automatically have 1 Year Experience This Employer. Page 19 of 34

20 RULES FOR TEACHER EXPERIENCE FIELDS Fields Defined: This Employer: how many years teaching experience does this teacher have with the district (reference hire date for accuracy) o All new teachers hired during the first semester = 1 year o All new employees hired during second semester = 0 year Use cut off date for a continuing contract as a guide for determining 1 or 0 years. Other Employers: how many years of teaching experience does this employee have in other districts? o This should be reflected in HQT data Total Years: Auto function - adds This and Other (This would be the data field used for HQT total years of teaching experience) State Reportable: "This Employer" + "Credited Service" Credited Service: Number of years given for initial placement on the salary schedule o Teacher is initially placed on step 6 = 5 years credited service o Credited service is given is when employees are initially placed ABOVE step 1 for their first year in the district. o Step 1 placement = 0 years credited service o Then the state reportable = 1 year this employer plus 5 years credit = 6 years State Reportable. Examples: Name This Employer Other Employers Total Years State Reportable Credited Service Joe Cindy Janice Sam SEE APPENDIX G: Years Experience Chart Based on Hire Date Page 20 of 34

21 Checking Grade Level for all Certified Employees Ø Elementary Ø Secondary 1) HR or Payroll 2) Employee Positions and Pay (Positions) Ø Combined 3) Set up Grid: Grade Level, DAC, Name, Position Type, Classification, State Code Process Filter on Classification exclude Classified (right click on a Classified Record select by EXCLUDING selection) If an Elementary District all Grade Levels should be Elementary for all Certified Staff If a Unified School District: o Filter on each school DAC to match Grade Level with Grades served o Filter on each District DAC Grade Level should be COMBINED Use Mass Update Function for Grade Level (AZ SDER Grade Level) Page 21 of 34

22 Checking Degree for all Teachers State Code 108, ) VERIFY/ADD or EDIT State Degree Codes Configuration in: HR Configuration Education/Credentials Degrees a) Verify that desired Codes are available (use Degree Codes in APPENDIX B) ACTIVITY: i) ADD VOCATIONAL CERTIFICATE, Code 41; and ROTC CERTIFICATE, Code 42 Process (revised) HR or Payroll Reports AZ SDER Processing Select Report Name Apply In SDER Grid - Organize columns: First Name, Last Name, Degree, Main Position Code Export to Excel and use this worksheet to gather/verify Data on Degrees for all Teachers Use HQT data to verify Highest Degree Earned (I.e.: Masters = code 20) OR Use Salary Schedule Placement Data to verify Degree (i.e. Masters plus 15 = code 25 (warning this may not be as accurate as HQT data Adding Degrees for Teachers HR Employee Demographics Employee Education o Add Record o Select Employee from List or Type in Last Name to find teacher o A new window will appear o Enter Degree (Drop Down Menu) o Enter School Code (note: Google ex: University of Pennsylvania Federal School Code) Add in HR Configuration Education/Credentials Schools o New entry will add to the bottom of the list Page 22 of 34

23 Checking Data to Generate Total Salary for all Teachers and Superintendent Total Salary is automatically calculated in IVEE IF..Supplemental Pays that have the same State Position Code as the Primary Position will be used to calculate Total Salary. For this reason, Supplemental Pay needs to be checked for correct coding. Supplemental Pay for Teachers also must have the school unit in the Account Code. See APPENDIX E GUIDELINES FOR SUPPLEMENTAL PAY Checking Supplemental Pay for all Teachers and the Superintendent 1) Payroll or HR 2) Employee Positions and Pay with Funding Detail; Group: Teachers 3) Set up Grid: DAC, Account, Name, Description, State Code, State Code Description, Pay Type Process Alpha order DAC o DO all Unit elements in the Account Code String match the DAC? o Do all contract related supplemental pays have the same Position State Code as the related Position for each employee? Do Supplemental Pays related to teacher contracts have the correct job code? Are Supplemental Pays related to the Teaching Position coded to the school unit? Do non-instructional Supplementals have a state code of 000? Alpha order Name o Are the teachers in the correct DAC? Is the Account code for Unit correct? o Do the Supplementals have the correct State Code? Supplemental Pays that must match the State Code for the related Position: o 301 Funds (Funds 001,012,013) o Addendum to Contracts for advanced degrees, longevity o Stipends related to contract for: National Board Certification, ELL or Bilingual Certification, Special Ed Stipends, Hard to Fill stipends, etc. o All NON-INSTRUCTIONAL Supplementals should have a State Code of 000. Page 23 of 34

24 What to do when the Unit Codes generate Two Positions in the SDER. If your district paid 301 funds using a district unit code, then your teachers will appear to be working at a school AND the district office. Combine the Salary of these two Positions, Select the Primary Position and enter the total Salary. Lock the record. Delete the incorrect position. IF you generate another SDER report, the second position will reappear. It will need to be deleted again. You will get an error report from ADE that notes that a Position s Salary is out of acceptable range, or that the Teacher is assigned to the District Office. Page 24 of 34

25 APPENDIX A RACE AND ETHNICITY CODES REPORT MULTIPLE RACES: Set up in Payroll Configuration Race/Ethnicity Codes 1. Select Add 2. Asian and White = ASWH To 3. Do NOT change or delete the Ethnicity of Hispanic if it in your list. Change the State Code to WH. ETHNICITY (hard coded by Tyler no editing required) 0 = NOT HISPANIC OR LATINO 1 = HISPANIC OR LATINO Page 25 of 34

26 APPENDIX B - DEGREES Page 26 of 34

27 APPENDIX C SAMPLE OF ADE ERROR CODES FOR SDER Position 1 must be supplied for employee %2 (%1). Location: %3. Record not saved. Position code %1 is invalid for position 1 for employee %3 (%2). Location: %4. Record not saved. Position code %1 is invalid for position 2 for employee %3 (%2). Location: %4. Record not saved. Position code %1 is the same for both position 1 and position 2 for employee %3 (%2). Position 1 and Position 2 may not be equal. Location: %4. Record not saved. Position 1 was provided, but no FTE was provided. Please provide an FTE for employee %2 (%1). Location: %3. Record not saved. Position 2 was provided, but no FTE was provided. Please provide an FTE for employee %2 (%1). Location: %3. Record not saved. Position 2 FTE was provided, but an invalid or missing position 2 code was found for employee %2 (%1). Location: %3. Record not saved. Neither FTE M&O nor FTE Other were numeric for position 1 for employee %2 (%1). Location: %3. Record not saved. Neither FTE M&O nor FTE Other were numeric for position 2 for employee %2 (%1). Location: %3. Record not saved. The total FTE for Position 2 (%1) is greater than the total FTE for Position 1 (%2) for employee %4 (%3). Location: %5. Record not saved. A non certified employee cannot have a value for FTE Other for employee %2 (%1). Location: %3. Record not saved. A single FTE cannot be greater than 1.25 for employee %2 (%1). Location: %3. Record not saved. Total FTE is greater than 1.50 for employee %2 (%1). Location: %3. Record not saved. The FTE for teacher %2 (%1) is greater than Location: %3. Record not saved. Position 2 (%1) is certified, but position 1 (%2) is not certified for employee %4 (%3). Location: %5. Record not saved. An education level must be provided for teacher %2 (%1). Location: %3. Record not saved. A special education teacher (207) with no secondary position must have an elementary grade level for teacher %2 (%1). Location: %3. Record not saved. A special education teacher (207) with a secondary position must have an elementary or combination grade level for teacher %2 (%1). Location: %3. Record not saved. Districts may not have teachers. Teachers can only appear at the school level. Employee %2 (%1). Location: %3. Record not saved. %2 (%1) holds a vocational certificate, but position 1 is not a vocational teaching position. Location: %3. Record not saved. Benefits must be a number greater than 0 and less than or equal to 50 and must be provided for teachers. Employee %2 (%1). Location: %3. Record not saved. Salary must be a number and must be provided for teachers. Employee %2 (%1). Location: %3. Record not saved. Years of experience must be a number greater than 0 and less than 100 and must be provided for teachers. Employee %2 (%1). Location: %3. Record not saved. Page 27 of 34

28 APPENDIX D Highlights of ADE Guidelines for SDER General Information Includes all employees filling a position on 10/01/17. Due October 16, 2017 by 4:30 p.m. SDER is used to calculate the TEI Teacher Experience Index. Do NOT report employees paid through Intergovernmental Agreement FTE Must be reported for all employees If employee is assigned to two units - enter FTE for each unit as appropriate. Total FTE for the Employee cannot exceed 1.50 FTE Total Salary Reported only for Superintendent and Teachers (Codes 064, 100, 108, Total Salary is automatically calculated by IVEE. Position Code and Account Code accuracy is critical. Purchase Service Personnel ) Teacher Salary Amounts should only include salary related to pay for classroom instruction (i.e. Career Ladder, Performance Pay, Classroom Site Fund, stipends for ELL, Specific degrees, etc.) Funding sources no longer need to be reported separately. However, IVEE will automatically separate M&O from Other Funds on the SDER report records. IVEE will automatically calculate the full Annual Salary for partial year contracts. Split FTE between schools report split salary as appropriate If a teacher also has a classified position IVEE will only report Teacher salary. Include Certified Purchase Service Personnel and Non-certified Superintendent with same required fields for district employees. Employee must have a record in Employee Maintenance to be added manually to the SDER Report. Salary should reflect invoice amount paid for Purchase Service Contract. This must be entered in the SDER file generated in IVEE. Do not include % benefits for these employees Substitute Teachers Use 000 for Job Code in Infinite Visions unless: o Substitute is under contract and has a valid Teacher Certificate. Long-term subs are usually NOT under contract. Teachers with Sub Certificates are to be EXCLUDED (assign state code of 000). Teachers Include teachers with emergency certificates Cannot be assigned to the district office. Must be assigned to a school where there are students. (Unit in Account code must be a school) IVEE s SDER Validation Report will check for this. Itinerant Teachers: Split Position and related FTE to appropriate School Site. Page 28 of 34

29 Teacher Experience Complete for TEACHERS ONLY (codes 108, ) A new teacher receives at least one year of experience. Teacher Experience (State Reportable)= Number of years in the district + number of years granted for initial placement on the salary schedule (Credited Service) IVEE uses the State Reportable field in Employee Maintenance. Do not use step placement to indicate years of experience. Demographics Can report multiple races by stringing codes together: WHBL Employee Identification Number Use SS# Race Codes: Ethnicity: o Hispanic, Latino o Not Hispanic, Latino Gender WH BL AS AM PI White Black Asian or Pacific Islander American Indian, Alaskan Pacific Islander, Native Hawaiian Position Codes Certified Position Codes Classified Grade Level All Certified staff Main Position = highest FTE position Second Position = assignment of less time must be a different code or same code in a different unit No more than 2 job codes per unit can be used for one certified employee o IVEE will use the highest FTE as the Main Position FTE and will combine all other FTE s into the highest second FTE (in case of a tie the lower SDER Code will be used.) In the event that one position is a certified position and the other is classified, the employee shall be listed only as certified. Administrative MUST have Arizona Administrative Certificate otherwise, use a position code from the 600 series. Teacher Must have Arizona Teaching Certificate Head Teacher (code 108) may only be used in districts with fewer than 5 teachers. Teachers ( ) CANNOT be assigned to the District Office. Check the Unit Element in Funding Account Codes for teachers to be sure that the unit is a school. (CTDS number) Main Position Only = highest FTE position. In the case of a tie, the lower Code will be used. IVEE will automatically combine FTE in the case of multiple positions. No total salary, fringe benefit %, grade level, degree, or years of experience are reported on Classified positions (codes codes). E = Elementary K 8 S = Secondary 9-12 C = Combination K - 12 Page 29 of 34

30 Percent of Benefits Teachers only Degrees Only for codes 108 and On-line Import Import replaces all existing data Use percentage as determined by your business office for budget planning and grant writing Use the same average benefits percent for all teachers Applies to codes 108, Keep it Simple Use Highest Degree Earned or Education Level used for Salary Schedule placement. Required for job codes 108, See Appendix B On Common Logon - Download staff lists for Certified and Classified prior to uploading new data. Note: ADE has added One (1) Year of Experience to Teacher Records. Submission of report Common Logon, SDER, File Import Error Report: Import History Click on show details for Error Report Before uploading your SDER file, run the IVEE SDER Validation report and correct errors as appropriate. The IVEE validation report checks for the same things as the ADE upload validation, with the exception employee certificate, and salary range by FTE. Review your new data on the ADE website. Be sure to SUBMIT by clicking the Check Box to submit your data. Page 30 of 34

31 APPENDIX E SUPPLEMENTAL PAY GUIDELINES In general, Supplemental Pays must have a State Position Code of 000 Exceptions: All Supplemental Pays that are related to the annual teacher contract for teaching in the classroom: o 301 Pay funds 011, 012 and 013 o Hard to Fill Pay o Signing Bonus o Longevity (for teachers) o National Board Certification o Endorsements for Reading, Math, Science, Special Education o Stipend for Special Education (i.e.: additional pay for teaching Emotionally Handicapped students) Addendum to contract for an additional teaching period is a Position. o The Supplemental Pays above require that the State Code match the Position Code for the teacher position. Example: if a Band Teacher is being paid a stipend for an endorsement, then the State Code for the Supplemental Pay must be a 217 for Music. Example: if a 3 rd grade Teacher is National Board Certified, then the Supplemental Pay must have a State Code of 207 for Elementary Classroom. Example: if a Science Teacher (state code 221) at the High School receives 301 funds for performance pay, then the Supplemental Pay must have a code of 221. o Supplemental Pays that require a matching state code must also use a unit code in the account string that matches the assigned school. Example: all Capital City Elementary Supplemental Pays for 301 must have a unit code that matches the CTDS number for that school. Rationale: Visions SDER reporting gathers all salary data as required by ADE (teachers and superintendent) based on Unit Code and the State Job Code. This enables Visions to accurately report Total Salary for teachers for all pay related to classroom instruction. Page 31 of 34

32 APPENDIX F - Elements of the SDER Field Name First Name MI Last Name Report Name Employee ID SSN School # Gender Ethnicity and Race Hire Date Main Pos Code Main M/O FTE Main Other FTE 2nd Position Code 2nd M/O FTE 2nd Other FTE Experience Grade Level Salary Fringe Ben % Degree Where it Comes From PR > Employees > Employee Maintenance PR > Employees > Employee Maintenance PR > Employees > Employee Maintenance Generated by You! PR > Employees > Employee Maintenance PR > Employees > Employee Maintenance PR > Employees > Employee Position & Pay (Comes from Unit code of the Funding Line) PR > Employees > Employee Maintenance PR > Employees > Employee Maintenance PR > Employees > Employee Maintenance PR > Employees > Employee Position & Pay (Information Tab) PR > Employees > Employee Position & Pay (FTE * Funding % from 001) PR > Employees > Employee Position & Pay (FTE * Funding % from non M&O) PR > Employees > Employee Position & Pay (Information Tab) PR > Employees > Employee Position & Pay (FTE * Funding % from 001) PR > Employees > Employee Position & Pay (FTE * Funding % from non M&O) PR > Employees > Employee Maintenance (State Reportable field) PR > Employees > Employee Position & Pay (State Data Tab) PR > Employees > Employee Position & Pay (Position Amount field + supplementals) Generated by You! This is the % of the employee s salary that is spent on benefits. HR > Employee Demographics > Employee Education Page 32 of 34

33 APPENDIX G YEARS EXPERIENCE THIS EMPLOYER BASED ON HIRE DATE Years Hire Date Range 0 1/1/18 to 6/30/18 1 1/1/17 to 12/31/17 2 1/1/16 to 12/31/16 3 1/1/15 to 12/31/15 4 1/1/14 to 12/31/14 5 1/1/13 to 12/31/13 6 1/1/12 to 12/31/12 7 1/1/11 to 12/31/11 8 1/1/10 to 12/31/10 9 1/1/09 to 12/31/ /1/08 to 12/31/ /1/07 to 12/31/ /1/06 to 12/31/ /1/05 to 12/31/ /1/04 to 12/31/ /1/03 to 12/31/ /1/02 to 12/31/ /1/01 to 12/31/ /1/00 to 12/31/ /1/99 to 12/31/ /1/98 to 12/31/ /1/97 to 12/31/ /1/96 to 12/31/ /1/95 to 12/31/ /1/94 to 12/31/ /1/93 to 12/31/93 Note: Years Experience is based on a cut off date of January 1. If your district offers continuing employment contracts to teachers beyond this date, adjust the dates to the date used by your district. Page 33 of 34

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