EMIS Entry

Owned by Former user (Deleted)
Last updated: Oct 19, 2023 by Andrea Boehm
16 min read

The EMIS Entry Screen holds the EMIS related Employee (CI) and Position (CK)  records. Tabs can also be setup to hold the Contract Only Staff (CC)  records as well as the Contractor Staff Employment (CJ) records. To implement the tabs for the Contract or Contractor data the EMIS Contracted Service module and EMIS Contractor module will need to be installed through the System/ Modules option 


EMIS only employees should use the EMIS Entry Screen to enter the data for EMIS.  This screen will give them access to the EMIS reportable fields. Districts can create or choose roles for employees by using SYSTEM/ROLE option.  Once created, employees can then be given access to the EMIS Entry screen by using the SYSTEM/USER. 

Reporting Criteria

For a printable EMIS Quick Reference Guide, please click here

Archive Employee's

  • SIFF Data Collector - If the employee is archived, then the employee and position/compensations will not be included, even if the compensation is not marked as archived. Marking the employee as archived keeps everything from being in the collection.
  • If an individual compensation is marked as archived, but the employee is not archived, then the compensation will not be included because it is archived, but the employee will be included, provided the 'Report to EMIS' flag is true.

Counting of Attendance Days - Employee Reporting

  • We do not exclude compensations based upon the Report to EMIS flag when counting attendance days.  If a compensation has AT AT days and is not reported to EMIS, it will be included in the Attendance days count for EMIS Employee reporting.  If being included in the EMIS count, add a Calendar Stop date to the compensation for that position.  The Position collection will not include compensations that are not marked report to EMIS.
  • If the employee is reportable, then a count of absence/attendance days is done for the employee. This count will include absences/attendances if they exist for a compensation regardless of whether the compensation is marked reportable. This count of days is returned with the employee collection. 

How Compensations are included in the report

  • Compensation Start and Stop dates are within the current fiscal year 
  • Compensation Start and Stop dates are within the prior fiscal year, the Position Separation Date is in the prior fiscal year and has a separation reason.
  • If Separated over the summer months, enter a Separation Reason and 06/30/20XX as the Separation Date. A Position Status of U should be entered. *Note-Can't have a single Attendance Day in current year on any job.
  • If reporting with a 07/01/20XX date or later, enter a Separation Reason and 07/01/20XX or later, as the Separation Date. A Position Status of C should be used in this instance.
    • The district will want to report the employee 'as no longer employed' through the reporting year in which the change in status was first reported.  Section 3.1, page 4 of the EMIS Manual:
    • Initial and Final Staff and Course (L) Collections.
    • The following employees are to be reported by EMIS-reporting entities:
      • Individuals employed by the reporting entity for any portion of the school year.
      • Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists).
      • Individuals who were employed during the current school year but who left prior to the end of the school year.
      • Individuals who are on leaves of absence.
      • Substitutes who become the “teacher of record.”
      • Individuals employed during the previous year, who are no longer employed, including individuals who resigned over the summer.
      • Individuals employed through supplemental contracts, including individuals whose only position is a supplemental contract.
  • Criteria for Compensation to be included in the collection:

    • Employee and Position associated with the compensation must not be archived AND has to be Reportable to EMIS. If this is not true, then we will NOT return ANY compensation for the position.

      Find Fiscal Year on EMIS Reporting Configuration.
      Determine current FY date range as: start date: July 1, configuration year - 1, stop date: June 30, configuration year
      Determine prior FY date range as: start date: July 1, configuration year - 2, stop date: June 30, configuration year - 1
      Example: EMIS Reporting Configuration - Fiscal Year set to 2024
      Current FY date range: 7-1-23 -> 6-30-24
      Prior FY date range: 7-1-22 -> 6-30-23

      To be included in the collection, a compensation MUST
      1-Have a date range that overlaps the current FY date range
      OR (Have a separation date on the position associated with the compensation AND that separation date falls within the prior FY date range AND the compensation date range overlaps the prior FY date range)
      2-Be flagged as reportable to EMIS
      3-Not be archived

How the Data collector counts Absence Days

  • Attendance Days come from workdays and makeup days that are on the calendar as well as any attendance entries.  The days from the calendar and the attendance entries will use the Compensation Calendar Date range to determine if a day should be counted.  We also add in any adjustments of EMIS Attendance.  The attendance days are also reduced if the employee has an absence for a given date that we found on the calendar or on an attendance record.  For example, if we find a workday on 8-6-21 on the calendar, but we also find an absence of 1 day on 8-6-21, then the day count for 8-6-21 is 0.
  • Absence Days equal the absences and any adjustments of EMIS absences that fall within the EMIS FY.  The compensation that is assigned to the absence must have a Calendar Date range that includes the absence date.  Many times this is what causes the absence count to be low.  Either the calendar date range doesn't include the absence date, or the district selected the wrong compensation in Attendance, with a calendar date range that does not include the absence date.
  • Absence Days - Long Term Illness Days are 15 "Consecutive Absence Days".  This total needs to be entered on the Employee "Long Term Illness"  field and the Data collector will return this value.


Employee marked as Report to EMIS

  • If the employee is marked as reportable to EMIS, then the employee will be included when they collect employee (CI) information.  The positions/compensations (CK) are collected separately so if the position/compensation is marked as not reportable, then it will not be included in the position collection.

EMIS Reporting Configuration

  • Make sure the correct Fiscal Year is entered for what year you are reporting

How AT/AB days are counted for EMIS reporting, using Calendar and Compensation dates

  • It uses both in different areas.  It checks first to see if the absence/attendance activity date falls within the associated compensation's calendar date range.  Then if the employee has hourly absences/attendances, we have to convert to days for EMIS.  We do this using the hours in day value on the compensation that is assigned to the absence/attendance.  If there is no compensation assigned, then we have to try to find the active compensation.  We use the compensation date range to do this.  We look for a compensation where the absence/attendance activity date falls within the date range of the compensation.
  • The Termination Date is used in attendance days calculations when counting days from the calendars for the employee's positions/compensations. If the position job status is set to terminated, then the stop date used to find days on the calendars, will be set to the position termination date. If no position termination date is entered on the position, then the employee termination date is used. If there is also no employee termination date entered, then we would use the calendar stop date from the compensation and if that is not entered, we would use the compensation stop date if entered. If none of these dates are entered, then it should use the EMIS FY stop date.

EMIS Contractor (CJ)

  • For the CJ record to be included in the extract, the employee, position, and compensation must ALL be 'Reportable to EMIS' and the employee must not be archived.  The extract will include any CJ record that meets this criteria, even if the grid is filtered in some way to limit what it shows.  The extract is not dependent upon what is currently shown in the grid.  So if you filter the grid to a single employee and then run the extract, the extract will still include all eligible CJ records.  The grid will currently show Archived Employee's and also non reportable employees, in the grid, but will exclude them from the extract.
  • For Old Compensations, uncheck the 'Report to EMIS' box and check the 'Archived' box
  • If an employee has multiple Compensations for one Position, the new FYXX contract will need to be selected under the Compensation in the EMIS Contractor CJ record. The "Label" field, from the Compensation record, is what is used to pull the Compensation name into the CJ record.

EMIS Contracted Service (CC)

  • If the 'Reportable to EMIS' flag on the CC record is false, it will not be included in the extract

Employee has multiple Position Codes, how to report and setup

  • If the person has multiple position codes, they have to report each and the dollars, work days, hrs, etc. associated with each position code separate on different CK records.  If they have one position code and varying assignment areas, that can be handled on one CK record being submitted.

Non Contract reporting to EMIS work days and Contract Amount

For Non-Contracts, we will return work days count from the compensation, if there is a job calendar associated with the compensation.  Otherwise, use the EMIS work days on the position that the compensation is associated with to report work days.  We do not provide a value for days worked on a Non-Contract. 

**The counting of days for a non contract compensation is the same as a contract compensation.  If there is a job calendar assigned to the non contract compensation, then days will be counted from the calendar.  The start date will be the EMIS FY start date (as determined by the FY on the EMIS configuration) or the compensation calendar start date if it is after the FY start date.  The stop date will be the termination date, if the position is terminated and a termination date is entered (the position termination date is checked first and if there is no value then the employee termination date is used if it is entered), or the compensation calendar stop date if it is entered, or the compensation stop date if it is entered, or the FY stop date if none of these dates are entered.  The job calendar is checked for work or make up days using the start/stop dates determined above. The attendance and absences records are counted if the absence is assigned to the compensation and the activity date falls within the compensation calendar date range.

We do not return a value for amount paid for Non contract Compensations.  If district wants to report a contract amount for a Non contract compensation, then the value has to be entered in the EMIS contract amount on the Position.

If New FY contracts have been activated before Final L collection

If new contracts have been activated, as long as the dates on the new compensations do not include dates from the prior FYXX, they should not pull in. The only records that contain that FYXX dates (stop date), would pull into the data collector. As long as their EMIS configuration is still set to current FYXX.  If for some reason the new contracts appear to pull in, they can unflag the 'Report to EMIS' flag.

If EMIS Reporting Configuration is set to FY24 (this will report 07/01/2023 to 06/30/2024)

Example:  Contract Start Date  08/15/2022   

                 Contract Stop Date  08/14/2023 

This contract will pull into FY24 Final L collection since the Stop date is still within FY24

Example:  Contract Start Date   07/01/2022

                 Contract Stop Date    06/30/2023 

This contract will NOT pull into FY24 Final L collection since the Stop date is NOT within FY24

Search/View EMIS Entry Screen

If additional columns on the grid are needed this can be done by clicking on the  key in the upper right hand corner of the grid and check marking the column header name(s) you want included on the grid. The order of the columns can be changed by simply dragging them to the desired location.

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

Highlight Viewer

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

Archived Employees

To Include Archived Employees in the grid, click on .

EMIS Employee Entry (CI)

When in the EMIS Employee Entry tab, search for the desired employee by typing in either the employee Number or type in a few characters of either the first name in the First name box or last name in the Last Name box.

All occurrences of this name will appear. You can then click on the desired employee to open up the Employee EMIS record to view  or edit    If using the edit option your modifications can be made and then click  to save your changes. If do not wish to keep the changes you made click  

EMIS Position Entry (CK)

When in the Position EMIS Entry tab,  search for the desired employee by typing in either the Employee Number or type in a few characters of either the first name in the First name box or last name in the Last Name box.

All occurrences of this name will appear. You can then click on the desired employee to open up the Position EMIS record to view  or edit    If using the edit option your modifications can be made and then click  to save your changes. If do not wish to keep the changes you made click  

CK Calculations from USPS

To see the calculations of CK records in USPS, please click here for a printable version.


CK calculations from USPS


Calculation A:

If EMIS override field for hrs in day (CK160) > 0

                Use this for Length of work day  (CK160)

Else

                Use regular USPS hrsinday for length of work day  (CK160).


Calculation B:

If EMIS contract work days override field > 0

                This amount is reported in scheduled work days (CK170)

Else if contract amount field in USPS > 0

                This amount is reported in scheduled work days (CK170).


Calculation C:

If extended service days (CK210) > 0

                Subtract extended service days from scheduled work days (Ck170) and report the result in (CK170) Scheduled work days.



By default, the salary type (Ck180) = “A”.


If EMIS contract amount override field > 0

                This amount is reported in (CK190) pay amount

Else if contract amount field in USPS > 0

                This amount is reported in (CK190) pay amount.


If resulting pay amount (CK190) = 0

If hourly job in USPS

                                Report unit amount from USPS in (CK190) pay amount

                                Set salary type (ck180) = “H”.

                If daily job in USPS and hours in day > 0

                                Divide unit amount (daily rate) / length of work day (from above calculation A)

                                                Report result in (ck190) pay amount

                                Set salary type (ck180) = “H”.

                Else If daily job in USPS and work days > 0

Multiply unit amount (daily rate) by work days (from above calculation B & C) and report result in (CK190) pay amount

                                Set salary type (CK180) = “A”.


Any other combination generates an error in USPS and the software reports zeroes as the (CK190) pay amount.


SIF Data Collection

When a SIF collection is performed on the staff data, the Local Contract Code and an alpha character will show in the local contract code as a reference to the compensation the CK record is for.  In redesign, each compensation that is reportable to EMIS is reported separately within the position collection.  So the local contract code gets set to the position number the compensation is for, followed by an alpha character.  This was setup  inside the USPS EMIS SOAP bridge that is used to gather the data from redesign when a collection is done.  The local contract code that is assigned to a compensation can also be viewed in redesign on the compensation screen under the State Reporting section.  The local contract code field is displayed and shows the code that was assigned during the collection.

If there are 2 reportable compensations for the same position the local contract codes would be 1a and 1b.



EMIS Contractor (CJ) - Contractor Staff Employment Record

In order to create Contractor (CJ) records a module must be turned on that will allow you to see the EMIS Contractor (CJ) option on the EMIS Entry Screen. To turn this module on go to System/Modules and click on the   next to the      A message will appear  confirming that the EMIS Contractor (CJ) option is installed.                        

To modify an existing CJ record, when in the EMIS Contractor (CJ) tab, search for the desired employee by typing in either the employee Number or type in a few characters of either the first name in the First name box or last name in the Last Name box.+

All occurrences of this name will appear. You can then click on the desired employee to open up the EMIS Contractor record to view  or edit    If using the edit option your modifications can be made and then click  to save your changes. If do not wish to keep the changes you made click  .

To create a New Contractor (CJ) record, Click on

  1. To create a single Contractor (CJ) record, the Close option can be checked  .  If the Create New option is checked click  the  checkbox to uncheck it and then click on the Close box. 
  2. To create multiple Contractor (CJ) records, the Create New option should be checked   .  If the Close option is checked click the checkbox to uncheck it and then click on the Create New box 

 You can then enter in the Employee, Position, Compensation, IRN, Position Code and FTE. Click to complete the record creation. If you do not wish to create this record you can click the  key.

**NOTE** In order for the Compensation to show, the employee must have the 'Label' field populated in their compensation record. 

Creation of a CJ Employee

For an EMIS Contractor (CJ) Staff Employment record, the employee must have an Employee, Position and Compensation record created.  The following reports can be downloaded and imported into Reports/manager and used to verify that the necessary EMIS elements are populated for new employees, please click Here.

Employee

  • Number
  • Credential ID
  • Non-Certificate Employee ID
  • SSN
  • Last Name
  • Middle Name
  • Suffix
  • Termination Date
  • Last Paid Date
  • Total Experience
  • Authorized Experience
  • Birth Date
  • ECE Qualification
  • Degree Type
  • Semester Hours
  • Gender
  • Principal Experience
  • Primary Race
  • America Indian Alaska Native
  • Asian
  • Black
  • Hispanic Latino Option
  • Native Hawaiian Pacific Islander
  • White
  • Report to EMIS

Position

  • Number
  • Last Name
  • First Name
  • Pos #
  • Position Description
  • Job Status
  • Reportable to EMIS
  • State Reporting Appointment Type
  • Full Time Equivalence
  • Special Education Full Time Equivalence
  • Low Grade
  • High Grade
  • Building IRN
  • Extended Service
  • FTE
  • Position Code
  • Position Type
  • Position Status
  • Paraprofessional
  • Paraprofessional Hire Date
  • Separation Date
  • Separation Reason
  • Assignment Area
  • Funding Source Code 1
  • Percent 1
  • Funding Source Code 2
  • Funding Source Code 3
  • Percent

Contract Compensations

  • Number
  • Last Name
  • First Name
  • Pos #
  • Position Description
  • Type
  • Start Date
  • Stop Date
  • Unit Amount
  • Job Status
  • Contract Work Days
  • Hours in Day
  • Pays in Contract
  • Contract Amount
  • Reportable EMIS

Non-Contract Compensations

  • Number
  • Last Name
  • First Name
  • Pos #
  • Position Description
  • Job Status
  • Type Start Date
  • Stop Date
  • Pay Unit
  • Unit Amount
  • Reportable to EMIS
  • Hours In Day

Once the information above has been entered, then a Contractor (CJ) record can be created:

Extract CJ Data

To create an Extract CJ Data file, click on  

EMIS Contracted Service (CC) - Contract Only Staff Record

To modify an existing CC record, when in the EMIS Contracted Service (CC) tab, search for the desired record by typing in either the Federal tax ID or a few characters of the Contractor Name.

You can then click   to view the record or click to edit the record.   If using the edit option your modifications can be made and then click  to save your changes. If do not wish to keep the changes you made click  

To create a New Contracted Service (CC) record, Click on

  1. To create a single Contracted Service (CC) record, the Close option can be checked  .  If the Create New option is checked click  the  checkbox to uncheck it and then click on the Close box. 
  2. To create multiple Contracted Service (CC) records, the Create New option should be checked   .  If the Close option is checked click the checkbox to uncheck it and then click on the Create New box 

Populate all fields and click to add this record. If you do not wish to add this record click

**Note:  Local Contract Code will allow blank or any code that is 3 or less characters long.  Any local contract codes > 3 characters will get an error:  Local Contract Code Must be 3 Characters of Less**

Extract CC Data

Once all data has been entered and Saved, click on  and save

EMIS Redesign Field Names and Locations

For a printable document, please click here


Mass Change

To add the Mass Change option to the EMIS Contracted Service (CC) record, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Report Creation

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


Warnings and Errors

Warning - Employee report to EMIS is false.  (Employee Name) has compensations with report to EMIS set to true.

Error - Employee.ZIdValid: Non-Certificate Employee ID must be 9 characters (Value: 'false') - Error will occur if less than 9 characters are entered in the Non-Certificate Employee ID in the Employee EMIS.

Error - Position Start Date cannot be blank - the data collector is using the Position Hire date for the Position Start Date.  Make sure Position Hire date is in correct format 00/00/0000.

Fatal in the Staff Collector

Things to look for in Staff collection failures:

  • Employee Credential ID too long or too short
  • Check all date are valid, Birthdate and Hire date
  • Verify data is correct on EMIS Reporting Configuration screen
    • Fiscal Year
    • Reporting Id
    • Z Id Pre Fix
  • Check Compensation records have a Start Date
  • Verify 'Report to EMIS' = Y and 'Archived' = N
  • Run EMIS Reports to check for errors under Reports>EMIS Reports> Employee and Position