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Panel

Table of Contents

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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.

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

Import New Contracts

Note

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

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Redesign Import File Column Heading NameRedesign Field LocationNew Contract Description and ValuesClassic Field NameClassic Field LocationClassic New Contract Description
employeeIdCompensation

Employee Number

  • Employee Number
  • Employee SSN
EMPLOYEE_ID

jobNoCompensationPosition NumberJOB_NOJOBSCNJob#
contractTypeN/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 then one Compensation for a Position.

Compensation

New Label

  • Label

JOBSCNCheck stub desc
calendarTypeCompensationJob CalendarCALENDAR_TYPEJOBSCNCalendar type
firstNameEmployeeFirst Name


lastNameEmployeeLast Name


raiseDateN/A

Raise Date

  • Format as 00/00/0000
DAYS_SINCE_RAISE
Days since raise
compensationDescriptionCompensationNew Description

Title
contractStartDateCompensation

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_DATEJOBSCNCont start
contractStopDateCompensation

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_DATEJOBSCNCont 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_CONTRACTJOBSCNWork 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_PLANJOBSCNPay Plan
payUnitCompensation

New Pay Unit

  • Daily
  • Hourly
PAY_UNITJOBSCNPay 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.

JOBSCNDaily rate
retireHoursCompensationNew Retirement HoursRETIRE_HOURSJOBSCNRetire 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_AMOUNTJOBSCNNew 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_OBLIGATIONJOBSCNObligation
userContractTypeCompensationNew Contract TypeUSER_CONTRACT_TYPEJOBSCNContract type
paysInContractCompensationNew Pays In ContractPAYS_IN_CONTRACTJOBSCN

'# pays

Pays Paid

Not Loaded

Compensation

New Pays Paid

  • Calculated value



equalPaysCompensation

New Stretch Pay

  • Y
  • N
EQUAL_PAYSJOBSCNEqual pays

retroNextPay

Not Loaded


New Retro Next Pay

  • Calculated value



salaryScheduleColumnCompensation

New Salary Schedule Column

  • Numeric
SALARY_SCHEDULE_COLUMN

salaryScheduleIdCompensation

New Salary Schedule Id

  • Alpha or Numeric
SALARY_SCHEDULE_ID

salaryScheduleStepCompensation

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.



calendarStartDateCompensation

New Calendar Start Date

  • Format as 00/00/0000
CALENDAR_START_DATEJOBSCNCalendar start
calendarStopDateCompensation

New Calendar Stop Date

  • Format as 00/00/0000
CALENDAR_STOP_DATEJOBSCNCalendar stop
hoursInDayCompensation

New Hours in Day

  • Required for Contract Compensations with the Pay Unit set to Hourly.
HOURS_IN_DAYJOBSCNHours per day
retirementCodePositionRetirement SystemRETIREMENT_CODE

jobTitle

Position Position Description


jobStatusPosition

Job Status

  • Active or A
  • Inactive or I
  • Deceased or D
  • Terminated or 
JOB_STATUS

payGroupPositionPay GroupPAY_GROUP

building Position

Building Code 

  • All lower case
BUILDING

department Position

Department Code

  • All lower case
DEPARTMENT

extendedServicePositionExtendend ServiceEXTENDED_SERVICE

fte  (must be all lower case)Position

FTE

  • All lower case
FTE

positionCodePosition

Position Code


POSITION_CODE

buildingIrnPositionBuilding IRNBUILDING_IRN

assignmentAreaPositionAssignment AreaASSIGNMENT_AREA

positionStartDatePositionPosition Start DatePOSITION_START_DATE

positionStopDatePositionPosition Stop DatePOSITION_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 Paraprefessional)
PARAPROF

emisHoursInDayPosition

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

emisWorkDaysInContractPositionEMIS Work DaysEMIS_WORK_DAYS_IN_CONTRACT

emisFteUnitPosition

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

checkDistributionEmployeeEmployee Check DistributionCHECK_DISTRIBUTION

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Info

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.

Note

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

           

Note

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

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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.

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

Image RemovedImage Added

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

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

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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:

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

CheckImage Addedif wanting to create Salary Notices for specific Pay Groups:

Image Added

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.   

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

Click to create Salary Notices.

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Setup to Send Salary Notices

First, theEmail 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 Image Modifiedoption 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. 

Image Modified

 

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. 

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This report lists the data from New Contract maintenance.

Mid Year Contract Change

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

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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 

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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.

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 

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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.

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 

Note

The contract obligation field will reflect the amount to be earned on the new contract plus the amount already earned on the old contract plus the lump sum retro amount.

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

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