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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• ECE Qualification
  • Enter the Early Childhood Education Qualification for persons hired for the Early Childhood programs who do not have a certificate, but have a degree in the ECE Qualification field.  Indicate their degree major.
    • * - Not applicable
    • 1 - Associated in Early Childhood Education or Child Development
    • 2 - Bachelor in Early Childhood Education or Childhood Development
    • 3 - Enrolled in an Associate Degree program in Early Childhood Ed
    • 4 - Enrolled in Bachelor's Degree program in Early Child Ed, Child Devel
    • 5 - Enrolled in Masters or higher Degree program in Early Childhood Ed
    • 6 - Masters or higher in Early Child Ed, Child Develop or Approved Relate
• Degree Type enter in the education level of this employee.
  • 0- Non Degree
  • 1- Associates
  • 2- Bachelors
  • 3- Masters
  • 4- Education Specialist
  • 5- Doctorate
  • 6- Other
  • 7- Less Than High School Diploma
  • 8- High School Diploma
  • 9- GED Diploma
• The Handicap status indicates whether the employee is handicapped
• Indicate the number of school days missed because of a long term illness of an employee in the Long term Illness field. This field is used if the number of days missed is greater than three weeks for one continuous absence. Use the program called CLRATD Reporting Entity Coutn Summary Report at the end of fiscal year after the June EMIS staff data has been reported to clear this field for the next reporting year.
• The Non-Certificate Employee ID for EMIS reportable non-certified staff; Enter ZID Number (9 characters only) if available or if not, leave blank and field will be populated when SIF data collection is processed.   
• Enter the Other Credentials for persons hired for Early Childhood programs who do not have a certificate or a degree. Indicate their credential status.
  • * - Not applicable
  • 1 - Working toward a CDA (Child Development Associate)
  • 2 - CDA completed
  • 3 - No CDA AND not working toward a CDA
  • 4 - Working toward an Associate Degree
• For certificated employees only, the total number of semester hours of recognized college training they have received is entered in the Semester Hours field.

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