Employee

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To view Archive Employees

To view archive Employees, click on the  on the top of the grid. This will show the employee in the grid and in other Core options.

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• Number is the employee's identification number.
  • The Number is determined by a Configuration Setting under the Admin-Module Configuration option. Under Admin-Module Configuration, there is an option 'Employee Number Automatic Generation Configuration', that will allow the district to set whether to use employee numbers, the increment for assigning numbers, how many letters to use from the last name, and a starting value for the employee numbers.  If this configuration is setup, the software should auto-generate the numbers for the district.  If this is NOT setup, the user will have to enter in the number manually.
• SSN is the social security number of the employee.  ITIN number entered (starting with 9), will show with all zero's for the employee on the W2 Report, W2 Form, XML and submission file. If SSN needs to be changed, edit and enter correct SSN.
• The Credential Id field should contain the Ohio Credential ID in the format XX9999999 (9 characters only).  This is not position specific.  If an employee has a valid Ohio Credential ID, it should be entered here.

• The EMIS ID is the employee's State Staff ID. 

  Note

  If changing a Non-Certificate Employee ID (ZID) to a Credential ID or changing a Credential ID to a Non-Certificate Employee ID (ZID) add the newly added ID to the EMIS ID field for accurate EMIS reporting. The EMIS ID field is an override field and will be reported over the ID that might be in the Credential ID or Non-Certificate Employee ID (ZID).  The district should check everything carefully to be sure the correct ID is going to ODE.  The district will have to submit a staff override if the employee appears on the Staff Missing report found in the EMIS collection request. If the employee shows up on the missing report in the data collector, then an override is needed. The district/ITC should not automatically submit an override since the ID changed. The override is needed when the ID changes between prior reporting in the prior year and current year. If the employee changes from ZID to credential ID within the same reporting year, no override is needed. The employee's SSN is not reported to EMIS

  
  

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• Last Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
• First Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
• Middle Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
• Suffix if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.

Address

• Street 1  Employee's street/delivery address.  This should be the actual street address or post office box.
• Street 2  Employee's location address.  Examples:  Apt. #, Attention, Suite.
• City name of the city where this employee resides.
• State name of the state where the employee resides in.
• Postal Code the postal code is the zip code.
• Does the employee have a Foreign Address? If the employee has a foreign address check the associated box  if not leave the box unchecked.
• Enter the Province if applicable.
• If the employee has a foreign address, enter the applicable country code, in the Country field.

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• The Work Phone field is used to indicate the employee's in-district telephone number.  SERS New Hire report uses this field for reporting.
• The Home Phone field is used to enter the employee's home phone number.
• The Home Phone Unlisted field is informational and can be used to indicate whether the employee's home telephone number is unlisted. If the employee's home phone is unlisted check the associated box. If the home phone is not unlisted leave the box unchecked.
• Enter the employee's Primary Email Address. This may be used if the district chooses to email direct deposit notices to the employee. This may be a district email address.
• Enter the employee's Secondary Email Address. This may be an employee's home email address.
• **REQUIRED FIELD** Other Email Address: Enter any email address that is not considered the primary or secondary email address in the Other Email Address field. SERS New Hire report uses this field for reporting.  **REQUIRED FIELD**  

General

• An employee's Marital Status can be Single, Married or Unstated. 
• If the Employee Archived field is checked, the employee will not be displayed . If the Employee Archived field is unchecked, the employee will be displayed .  Archiving an employee will stop everything for this employee and hide them from view on other Core selections.
• -Does the employee have enough years of service and are they old enough to retire?  if the employee is eligible for retirement check the associated box. If not eligible for retirement leave box unchecked. (District use field)
• check if employee will receive an Email of their Direct Deposit Notice 
• Gender refers to the employee's sex. This is a required field for STRS New Hire reporting.
  • F - Female
  • M - Male
  • Blank - Unstated
• Whether or not an employee is fluent in at least one foreign language is entered in the Multilingual field.
• Indicates in the  check box whether or not this employee has been reported to the Ohio Department of Human Services.
  • If box is unchecked, the employee will be included on the ODFJS New Hire Report. Once reported, the box will be checked automatically.
• If the employee is  check the associated box. If the employee is not ODJFS reportable leave this box unchecked.
  • If the ODJFS Reportable box is checked, these reports use this field:
    • Quarter Report
    • Pay Report
    • Employee Master Report
    • During posting of payroll, to calculate ODJFS amounts
• The OSDI Code refers to the Ohio School District Income tax applicable to the employee. This field is used for the Soap Service and EMIS Soap Service.
• For Part-time (benefits) employees who qualify for sick leave accrual per HB153. If they are eligible for benefits check the associated box  If they are not eligible for benefits leave the box unchecked.
  
  • Please note this field is specifically used to determine if the employee should have sick leave accumulated based on hours of service worked. You should not mark an employee as part time if this alternate sick leave tracking method does not apply
• If this employee record is to be reported to EMIS check the associated box . If this employee record is not reportable to EMIS leave the associated box unchecked :
  • **Having the 'Report to EMIS' unchecked, this will stop the employee and position/compensation from being included in the SIFF data collector**
  • **If the employee is marked as reportable to EMIS, then the employee will be included in the collection, 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**
• Spouse First Name this field can be used to enter in the name of the employee's spouse (If applicable)
• The Sub Days field contains the days of the week the sub prefers to be called for work.

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