New Contracts

If any employee's Compensation is Archived, the Compensation will not be included in 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.
Create Salary Notices

Auditing feature.

Mass delete option.
Build new contracts from an outside spreadsheet.

To insure new contracts are calculated correctly, Job Calendars that apply to contracts must be in place before creating the new contracts.

New Contract Maintenance

This option is used to Copy, Mass Change, Delete, and/or Activate new contract data.

Copy Option

This option allows an existing Compensation to be copied and a new contract created.

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)

Start Date cannot be after Stop Date or a Severe error will occur.

Enter a Contract Stop Date. (Required) The Contract Stop Date should default to a year after the stop date on the selected compensation. This date should be one day prior to the following year's Contract Start Date.

If the current Compensation has no Contract Stop Date, the new Compensation Contract Stop Date will be blank.
If changing the Contract Type to any 'Mid-contract' type, the Contract Stop Date will default to the selected Compensation's Contract Stop Date.
If no Contract Start Date or Contract Stop Date are entered, a Severe error will occur.

Field Definitions:

The Type is populated based on option selected when copying the 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 New Type field is non-modifiable and displays the type of Compensation.

- Contract
- Non Contract
- Legacy

The New Description is the title of the Position.

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

The New 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 New 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 New Pay Plan. This is a required field. There are 3 possible pay plans:

Biweekly
Semi-monthly
Monthly

Option for the New Pay Unit field are:

Hourly
Daily

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

The New 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 New Archived field will archive the current New Contract you are activating now.

The New 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 New 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.

New 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 New 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

A 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 regard 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 New 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 New Amount Earned is the contract amount earned by the employee. The calculation is as follows: This field is non-modifiable.

AMOUNT PAID + ACCRUED WAGES + AMOUNT DOCKED = AMOUNT EARNED

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

The New Amount Paid which has been paid to the employee through the payroll system. It does not include accrued wages. This field is non-modifiable.

The New Amount Docked field contains a running total of wages which are docked on the job. This field is non-modifiable.

New 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.

Contract

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

The New Contract Type field is a user defined field.

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

The New 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 New 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

New 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.

New Calendar Stop Date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit. Leave blank until employee is no longer working at district.

Salary Schedule

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

New 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.

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

State Reporting

Check if New Reportable to EMIS

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

Payroll Accounts (Only required if different than old Compensation)

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

**NOTE** When adding a new Payroll Accounts, after activation, ALL old Payroll Account's (fixed or percent), will get a Stop Date entered with the day before the New Contract Beginning date.

If only need to add one new account but want to keep all the previous payroll accounts active with no stop dates, suggestion would be to add it in Payroll Accounts after activation of the New Contract.

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 Option

**NOTE**There is no header for Report to EMIS on a csv import at this time. The value will always default to the value of the Old compensation.

The Mass Change definition below, can be used to change employee's to NOT be Reportable to EMIS.

New Contract EMIS Reportable Flag Mass Change.mcd-json

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 Option

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 Option

If employee's prior compensation was 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:

Mass Copy Compensations

This option is used to mass build new contracts into New Contract based upon Pay Groups, Job Status and to include Archived Employees? and/or Archived Compensations?

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 Archived Employees, check

To Include Archived Compensation, 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, jobNo, contractType and newCompensationLabel- 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. At this time, creating multiple Compensations for one Position in one load file is not available.

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. Update header compensationLabel to newCompensationLabel.

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.

Criteria to determine which compensation to select during importing

Verify Employee Number is provided
Verify Position Number is provided
Verify New Contract Type is provided
Lookup employee by number / if no employee found, try SSN / Otherwise return an error
Lookup position by number / if no position found return an error
Use the Position and Compensation Label to lookup the compensation
1. If the compensation label is blank or null
  1. Find the first active compensation
    1. Search for all contract compensations
      1. If none are found return an error
    2. If 1 contract is found, return it
    3. If multiple contracts are found
      1. Find all that are not legacy compensations and sort by contract stop date. Take the last compensation (most recent)
2. If the compensation label is not blank
  1. Find the compensation that matches the position and label
    1. If more than one found, an error is returned

**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

Redesign Import File Column Heading Name	Redesign Field Location	New Contract Description and Values	Classic Field Name	Classic Field Location	Classic New Contract Description
employeeId	Compensation	Employee Number Employee Number Employee SSN	EMPLOYEE_ID
jobNo	Compensation	Position Number	JOB_NO	JOBSCN	Job#
contractType	N/A	Type 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 - New Contract from existing Compensation	CONTRACT_TYPE
newCompensationLabel *Label is only required if the employee has more than one Compensation for a Position.*	Compensation	New Label Label		JOBSCN	Check stub desc
calendarType	Compensation	Job Calendar	CALENDAR_TYPE	JOBSCN	Calendar type
firstName	Employee	First Name
lastName	Employee	Last Name
raiseDate	N/A	Raise Date Format as 00/00/0000	DAYS_SINCE_RAISE		Days since raise
compensationDescription	Compensation If using apostrophe in the description name, quotes will need to be added "ES PRINCIPAL'S SECRETARY"	New Description			Title
contractStartDate	Compensation	New Compensation Start Date If importing a New Contract (Type = 4), a Contract Start Date is needed to help determine the Work Days for the Compensation. If no date is entered, the system will populate a random date. Format as 00/00/0000	CONTRACT_START_DATE	JOBSCN	Cont start
contractStopDate	Compensation	New Compensation Stop Date If importing a New Contract (Type = 4), a Contract Stop Date is needed to help determine the Work Days for the Compensation. If no date is entered, the system will populate a random date. Format as 00/00/0000	CONTRACT_STOP_DATE	JOBSCN	Cont stop
contractWorkDays	Compensation	New Contract Work Days If not provided in the import file, then will default to the calculated value. This value currently can only be loaded for new contracts.	WORK_DAYS_IN_CONTRACT	JOBSCN	Work Days
payPlan *Not an option at this time. Use Mass Change in New Contract to update Pay Plan.*	Compensation	New Pay Plan Biweekly Semimonthly Monthly	PAY_PLAN	JOBSCN	Pay Plan
payUnit	Compensation	New Pay Unit Daily Hourly	PAY_UNIT	JOBSCN	Pay unit
unitAmount	Compensation	New Unit Amount The Unit Amount will still be calculated for contracted Compensations when the new contract is imported even if the Start and Stop Dates are populated, or the user provides Contract Work Days in the import file.		JOBSCN	Daily rate
retireHours	Compensation	New Retirement Hours	RETIRE_HOURS	JOBSCN	Retire hours
Accrued Wages *Not Loaded*	Compensation	New Accrued Wages Calculated field
Amount Earned *Not Loaded*	Compensation	New Amount Earned Calculated field
Amount Paid *Not Loaded*	Compensation	New Amount Paid Calculated field
Amount Docked *Not Loaded*	Compensation	New Amount Docked Calculated field
payPerPeriod	Compensation	New Pay Per Period The Pay Per Period will be calculated if a Pay Per Period is not provided in the import file and the import file contains all of the necessary fields needed to calculate a Pay Per Period. The necessary fields are: Contract Obligation Contract Amount Stretch Pay must be true Pays in Contract must be greater than 0 Pays Paid must not equal Pays in Contract
contractAmount Required for Stretch Paid Compensations	Compensation	New Contract Amount Format as a number	CONTRACT_AMOUNT	JOBSCN	New contract
contractualObligation	Compensation	New Contract Obligation The Contract Obligation will be set to the Contract Amount the Contract Obligation is not provided in the import file. The Contract Obligation will be set to the Contract Amount if the Contract Obligation is not provided in the import file and the user clicks the Calculate button. This will only occur if the Calculate option is used within New Contract - not the Calculate option in the Compensation. If entered in import file, needs to be formatted as a number.	CONTRACTUAL_OBLIGATION	JOBSCN	Obligation
userContractType	Compensation	New Contract Type	USER_CONTRACT_TYPE	JOBSCN	Contract type
paysInContract	Compensation	New Pays In Contract	PAYS_IN_CONTRACT	JOBSCN	'# pays
Pays Paid *Not Loaded*	Compensation	New Pays Paid Calculated value
equalPays	Compensation	New Stretch Pay Y N	EQUAL_PAYS	JOBSCN	Equal pays
retroNextPay *Not Loaded*		New Retro Next Pay Calculated value
salaryScheduleColumn	Compensation	New Salary Schedule Column Numeric	SALARY_SCHEDULE_COLUMN
salaryScheduleId	Compensation	New Salary Schedule Id Alpha or Numeric	SALARY_SCHEDULE_ID
salaryScheduleStep	Compensation	New Salary Schedule Step Numeric	SALARY_SCHEDULE_STEP
Local Contract Code Not Loaded	Compensation	Local Contract Code Automatically populated when Compensation is included in a Data Collection. Used for EMIS reporting.
calendarStartDate	Compensation	New Calendar Start Date Format as 00/00/0000	CALENDAR_START_DATE	JOBSCN	Calendar start
calendarStopDate	Compensation	New Calendar Stop Date Format as 00/00/0000	CALENDAR_STOP_DATE	JOBSCN	Calendar stop
hoursInDay	Compensation	New Hours in Day Required for Contract Compensations with the Pay Unit set to Hourly.	HOURS_IN_DAY	JOBSCN	Hours per day
retirementCode	Position	Retirement System	RETIREMENT_CODE
jobTitle	Position	Position Description
jobStatus	Position	Job Status Active or A Inactive or I Deceased or D Terminated or	JOB_STATUS
payGroup	Position	Pay Group	PAY_GROUP
building	Position	Building Code All lower case	BUILDING
department	Position	Department Code All lower case	DEPARTMENT
extendedService	Position	Extended Service	EXTENDED_SERVICE
fte (must be all lower case)	Position	FTE All lower case	FTE
positionCode	Position	Position Code	POSITION_CODE
buildingIrn	Position	Building IRN	BUILDING_IRN
assignmentArea	Position	Assignment Area	ASSIGNMENT_AREA
positionStartDate	Position	Position Start Date	POSITION_START_DATE
positionStopDate	Position	Position Stop Date	POSITION_STOP_DATE
paraprof (must be all lower case)	Position	Paraprofessional All lower case * = (NA(not valid for PosCode=505 or 414)) N = (No) Y = (Yes, meets definition of Qualified Paraprofessional)	PARAPROF
emisHoursInDay	Position	EMIS Hours In The Day If nothing is supplied in the import file or in New Contract Maintenance, the system will use the value in Position Grid for Employee>Position. If a value is supplied in the import file or in New Contract Maintenance, the Position will be updated when the contract is activated.	EMIS_HOURS_IN_DAY
emisWorkDaysInContract	Position	EMIS Work Days	EMIS_WORK_DAYS_IN_CONTRACT
emisFteUnit	Position	EMIS FTE If nothing is supplied in the import file or in New Contract Maintenance, the system will use the value in Position Grid for Employee>Position. If a value is supplied in the import file or in New Contract Maintenance, the Position will be updated when the contract is activated.	EMIS_FTE_UNIT
checkDistribution	Employee	Employee Check Distribution	CHECK_DISTRIBUTION

The New Reportable to EMIS checkbox can only be mass updated using Mass Change in New Contract. The Mass Change definitions below can be used to mass uncheck or check the New Reportable to EMIS checkboxs.

Mass Uncheck the New Reportable to EMIS checkbox - New Contract EMIS Reportable Flag Mass Change.mcd-json
Mass Check the New Reportable to EMIS checkbox -

jobTitle will also update the Position Description field on the Position record when the new contract is activated.

Compensation drop down information on the Future records comes from the Position Description (Position record) and Label (Compensation record) data .

Compensation drop down information on the Current record comes from the Position Description field on the Position record..

Example of an Import.csv:

Creating New Non-Contract Compensations

To create new non contract compensation record the Reports/Report Manager/SSDT Non Contract 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 Contract 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:

Salary Notices

This program produces salary notices that can be distributed to employees with New Contract information.

Creating Salary Notices

The Salary Notices are created using the New Contracts that are listed under New Contract Maintenance.

To create the Employee Salary Notices, listed under 'New Contract Maintenance', click on Salary Notices.

The Output File Name is defaulted to Salary Notices but can be changed. *Required Field

The Statement Date will default to today's date but can be modified. This date is used to print on the Salary Notices and is not used for any kind of filtering *Required Field

Sort Option- From the drop-down option, choose the way you want the Salary Notices to be sorted *Required Field

- Employee Number (Default Option)
- Employee Name

Enter in the School Year for the Salary Notices Example: 2022-2023. This is used to print on the Salary Notices and is not used for any king of filtering.

Enter a Contract Start Date. The Contract Start Date filter will cause salary notices to generate for only new contracts with a new compensation start date that is on or after the entered date.

Select an Appointment Type from the drop-down option. This will filter based upon the Appointment Type on the position the new contract is for:

Certificated
Classified

Check if wanting to create Salary Notices for specific employees. (This will then exclude any employee's listed under New Contract Maintenance and just create those listed in the selected Employee's option.)

Select Employee(s) from the dropdown and click on Add:

Checkif wanting to create Salary Notices for specific Pay Groups:

Select Pay Groups from Available to Selected using :

Check to include the district information when the salary notices are printed - either using the default or custom forms. When the checkbox is marked, the information from Core>Organization is what will be printed. District forms may also be customized to already include district information. Districts will want to be conscious of the form being used to know how this checkbox needs to be marked.

Select the appropriate salary notice Form from the drop-down option.

Click to create Salary Notices.

Example of the Default Salary Notice

Customizing Salary Notices

Districts have the option to create a custom salary notice. To create a custom form, you can begin with the default form and then customize it. To download the default salary notice, click here. This follows the same rules as creating a customizing a direct deposit form. Several template forms can be found in the Public Shared Reports Library>Custom Form Templates section. Click here for a list of available downloadable forms. For further instructions in customizing forms, click here.

Click here for an instructional video on how to create a Custom Salary Notices

Available Fields for Salary Notices

Description	Field Name	Merge Field Name
Employee Number	employeeNumber	${(row.employeeNumber)!}
First Name	firstName	${(row.firstName)!}
Middle Name	middleName	${(row.middleName)!}
Last Name	lastName	${(row.lastName)!}
Street 1	street1	${(row.street1)!}
Street 2	street2	${(row.street2)!}
City	city	${(row.city)!}
State	state	${(row.state)!}
Zip	zip	${(row.zipCode)!}
Position Number	positionNumber	${(row.positionNumber)!}
Position Description	positionDescription	${(row.positionDescription)!}
Compensation Label	compensationLabel	${(row.compensationLabel)!}
Contract Amount	contractAmount	${(row.contractAmount?string(",##0.00"))!}
Contract Work Days	contractWorkDays	${(row.contractWorkDays)!}
Number Of Pays	numberOfPays	${(row.numberOfPays)!}
Compensation Start Date	compensationStartDate	${(row.compensationStartDate)!}
Hours In Day	hoursInDay	${(row.hoursInDay)!}
Pay Plan	payPlan	${(row.payPlan)!}
Pay Per Period	payPerPeriod	${(row.payPerPeriod?string(",##0.00"))!}
Appointment Type	appointmentType	${(row.appointmentType)!}
School Year	schoolYear	${(row.schoolYear)!}
Statement Date	statementDate	${(row.statementDate)!}
District Name	districtName	${(row.districtName)!}
District Street	districtStreet	${(row.districtStreet)!}
District City	districtCity	${(row.districtCity)!}
District State	districtState	${(row.districtState)!}
District Zip	districtZip	${(row.districtZip)!}
Include District Info On Notice	includeDistrictInfoOnNotice	${(row.includeDistrictInfoOnNotice)!}
Name For Notice	nameForNotice	${(row.nameForNotice)!}
Salary Scheduled Id	salaryScheduleId	${(row.salaryScheduleId)!}
Salary Schedule Column	salaryScheduleColumn	${(row.salaryScheduleColumn)!}
Salary Schedule Step	salaryScheduleStep	${(row.salaryScheduleStep)!}
Rate	rate	${(row.rate?string(",##0.00#"))!} ${(row.rate?string(",##0.00"))!}	3-digit rounding 2-digit rounding
Rate Type	rateType	${(row.rateType)!}
District Years	districtExperience	${(row.districtExperience)!}
Building Years	buildingExperience	${(row.buildingExperience)!}
Accred Dist Years	accredDistrictExperience	${(row.accredDistrictExperience)!}
Military Years	militaryExperience	${(row.militaryExperience)!}
Trade Years	tradeExperience	${(row.tradeExperience)!}
Retire System Years	retireSystemExperience	${(row.retireSystemExperience)!}
Ohio Public Years	ohioPublicExperience	${(row.ohioPublicExperience)!}
Ohio Private Years	ohioPrivateExperience	${(row.ohioPrivateExperience)!}
Non Ohio Public Years	nonOhioPublicExperience	${(row.nonOhioPublicExperience)!}
Non Ohio Private Years	nonOhioPrivateExperience	${(row.nonOhioPrivateExperience)!}
Purchased Years	purchasedExperience	${(row.purchasedExperience)!}
Authorized Years	authorizedExperience	${(row.authorizedExperience)!}
Total Years	totalExperience	${(row.totalExperience)!}
Principal Years	principalExperience	${(row.principalExperience)!}
Degree Type	degreeType	${(row.degreeType)!}
Degree Type Desc	degreeTypeDescription	${(row.degreeTypeDescription)!}

After creating the new form, go to Reports>Report Manager and click Create Form.

Report Name - Enter the Name of the custom form.
Description - A description of the form, if desired.
Tags - Enter a tag for the form, if desired.
Entity Type - NewContract
Filename - Browse to find your custom form.

By default, the Default form will be used. However, a custom default salary notice form can be set. Go to System>Configuration>Salary Notice Configuration and in the Default Salary Notice Form, select the custom form from the drop down.

Click Save.

When in Compensation>Salary Notice or New Contracts>Salary Notices, the salary notice selected as the default salary notice form will be the form that you see. Use the drop down to change the form, if desired.

Please click here for more information on setting a Custom Salary Notice as default under Configuration/Salary Notice Configuration.

Example of the Custom Salary Notice

Emailing Salary Notices

Setup to Send Salary Notices

First, the Email Notifications module must be installed. To install the module, go to System>Modules and click the + sign next to the Email Notification Services. Click the option to refresh the page. Once the module is installed, the Email Salary Notices button will be enabled in New Contract>Salary Notices. Also, go to System>Configuration>Email Configuration and add or verify there is a value in the 'Smtp Host.'

The next step is setting up the System>Configuration>Salary Notice Configuration.

The From Email will be the email address of the person sending the notifications. This should be an valid email that your Stmp email server will recognize.

The Subject line to be used for emailed salary notice.

For example - Salary Notice for {POSITION_DESC} {COMPENSATION_LABEL}

The Body is the text to use for the body of the email salary notice.

For example - Attached to this message is your salary notice for {POSITION_DESC} {COMPENSATION_LABEL}.

The Send Notification To All Addresses allows districts to choose whether to send the email salary notices to the 'Primary Email Address,' the 'Secondary Email Address,' and the 'Other Email Address' (located on the Employee record) or only the 'Primary Email Address.' By default, this checkbox is marked and the employee will receive their emailed salary notice to all email addresses.

The Exclude Employee Number From Emailed Salary Notice will exclude the Employee Number from the email salary notice. By default, this checkbox is marked and the Employee ID will not be printed on the email salary notice.

Select the appropriate form for generating the email salary notices by using the Default Salary Notice Form dropdown. The default form listed is based on the form selected in System>Configuration>Salary Notice Configuration.

Sending the Salary Notices

Districts have the option to email salary notices directly to their employees by clicking the option. A pop-up box will appear that allows the delivery of the email salary notices to be scheduled. From the calendar, select a date and then enter the time to send the notices. The salary notices must remain in New Contract (meaning not activated and new Compensation created) at the time the job is scheduled. If the new contracts need to be activated prior to sending the salary notices, the notices can be sent from the Core>Compensation>Salary Notice option. Click here for further details on sending salary notices using this option.

Then, click on .

Once the email salary notices have been scheduled, the job will be listed under Utilities>Job Scheduler. The name will start with EmailSalaryNotice....USER, New Contract. Once the job has a 'Status' of Completed, single clicking on the job will bring up the highlight view. The highlight view will list all employees included in that job and if the email was successfully sent or if it failed.

SSDT New Contract Payroll Accounts report

Home Page#SSDTNewContractPayrollAccounts

The SSDT New Contract Payroll Account Report now includes the pay account for the new contract (if entered in New Contract) or if not entered in New Contract it will use the payroll account(s) in the Payroll Accounts grid for the employee.

The report will only show Pay Accounts for New Contracts that are Active payroll accounts. **Active payroll accounts are when the payroll account status is Active or Maximum Amount in Effect. The Maximum pay amount must have its maximum > 0 and the historical amount paid to this account is less than the maximum amount. The charge/percent amount is not = 0 and the current date of running the report is between the pay account start and stop date **

SSDT New Contract Summary Report

Home Page#SSDTNewContractSummaryReport

This report lists 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

New Contract Amount - This is the amount that would have been paid if the new contract amount was in effect from the first work day of the contract. Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation will be calculated by the system.)

Example of manually calculating the Contract Obligation:

Old compensation: $11.67 per hour x 7.25 hours a day x 78 days = $6,599.38

New compensation: $17.38 per hour x 7.25 hours a day x 102 days = $12,852.51

= $19,451.89 New Contract Obligation (System will calculate using the new contract amount)

Example of how to calculate the New Contract Amount:

$17.38 per hour x 7.25 hours a day x 180 days = $22,680.90 New Contract Amount (The amount that would have been paid if the new contract amount was in effect from the first work day of the contract)

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

New Contract will NOT adjust the dock for the new rate. This will have to be done manually using Compensation Adjustment>Amount Dock or a Future Pay entry.

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.