Panel

Table of Contents

New Contracts

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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 to Classic Fields and Descriptions

Position#contract retrocontract retro remaining contract contract-current Cont Days ( load ) -(not ) ( unit amount on import start/stop dates contract work days ) (calculated field)Amount Earned (calculated field) (calculated field) (calculated ) Period Will calculate if a pay per period load have populated that are pay per period.

the file must have a contract obligation, contract amount, be flagged as stretch pay, have pays in contract > 0 and pays paid not equal to pays in contract

If this is true, then a pay per period will be calculated, if not provided in the load file

contractualObligation

Contract Obligation (If not provided, will fill in with ContractAmount) (calculated field)Equal paysEMIS Entry/EMIS Contracted Service (CC) (non-modifiable) . Automatically will populate when the Data collection is doneJOBSCN

Redesign Import File Column Heading Name	Redesign New Contract ScreensField Location	New Contract Description and Values	Classic Field Name	Classic ScreensField 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 then one Compensation for a Position.*	Compensation	Label	Label name		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	DAYS_SINCE_RAISE		Days since raise
compensationDescription	Compensation	Description			Title
contractStartDate	Compensation	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.	CONTRACT_START_DATE	JOBSCN	Cont start
contractStopDate	Compensation	Compensation Stop Date	CONTRACT_STOP_DATE	JOBSCN	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.	CONTRACT_STOP_DATE	JOBSCN	Cont stop
contractWorkDays	Compensation	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*	. *Image Added*	Compensation	Pay Plan Biweekly Semimonthly Monthly	PAY_PLAN	JOBSCN	Pay Plan
payUnit	Compensation	Pay Unit Daily Hourly	PAY_UNIT	JOBSCN	Pay unit
unitAmount	Compensation	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	Retirement Hours	RETIRE_HOURS	JOBSCN	Retire hours
Compensation	Accrued Wages	*Not Loaded*	Compensation	Accrued Wages Calculated field
Amount Earned *Not Loaded*	Compensation	Amount Earned Calculated field
Amount Paid *Not Loaded*	Compensation	Amount Paid	Calculated field
Amount Docked *Not Loaded*	Compensation	Amount Docked	Calculated field
payPerPeriod	Compensation	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
contractAmount (required)	Compensation	Contract Amount	CONTRACT_AMOUNT	JOBSCN	New contract
Compensation	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 Require for Stretch Paid Compensations	Compensation	Contract Amount Format as a number	CONTRACT_AMOUNT	JOBSCN	New contract
contractualObligation	Compensation	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	Contract Type	USER_CONTRACT_TYPE	JOBSCN	Contract type
paysInContract	Compensation	Pays In Contract	PAYS_IN_CONTRACT	JOBSCN	'# pays
Pays Paid *Not Loaded*	Compensation	Pays Paid	Calculated value
equalPays	Compensation	Stretch Pay	EQUAL_PAYS	JOBSCN	Equal pays
retroNextPay *Not Loaded*		Retro Next Pay Calculated value
salaryScheduleColumn	Compensation	Salary Schedule Column Numeric	SALARY_SCHEDULE_COLUMN
salaryScheduleId	Compensation	Salary Schedule Id Alpha or Numeric	SALARY_SCHEDULE_ID
salaryScheduleStep	Compensation	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	Calendar Start Date Format as 00/00/0000	CALENDAR_START_DATE	JOBSCN	Calendar start
calendarStopDate	Compensation	Calendar Stop Date Format as 00/00/0000	CALENDAR_STOP_DATE	JOBSCN	Calendar stop	Compensation	Contract Work Days (Calculated field)	WORK_DAYS_IN_CONTRACT		Work days
hoursInDay	Compensation	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	TITLE
jobStatus	Position	Job Status	JOB_STATUS
payGroup	Position	Pay Group	PAY_GROUP
building (must be all lower case)	Position	Building Code	BUILDING
department (must be all lower case)	Position	Department Code	DEPARTMENT
checkDistribution	Employee	Employee Check Distribution	CHECK_DISTRIBUTION
extendedService	Position	Extendend Service	EXTENDED_SERVICE
fte (must be all lower case)	Position	FTE	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	PARAPROF
emisHoursInDay	Position	EMIS Hours In The Day	EMIS_HOURS_IN_DAY
emisWorkDaysInContract	Position	EMIS Work Days	EMIS_WORK_DAYS_IN_CONTRACT
emisFteUnit	Position	EMIS FTE	EMIS_FTE_UNIT
emisContractAmount	Position	EMIS Contract Amount	EMIS_CONTRACT_AMOUNT

Info

The following headers when used in new contract import, update the new contract and compensation record as follows:

New Contract csv header	New Contract field	Compensation field
compensationDescription	New Description	Description
newCompensationLabel	New Label	Label
jobTitle	Position Description	Position Description (on top of record)

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..

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payUnit
- Hourly, H, or 1
- Daily, D, or 2
unitAmount
- Will be calculated for contracted jobs if Compensation start and Compensation Stop dates are populate or the contract work days are provided
- If the unit amount is not on the csv for import, the unit amount will not calculate on save when the user edits a new contract. They click on the calculate button, if they want the system to attempt to calculate the unit amount for them while editing. And then they have to save the calculated value.

retireHours
payPerPeriod
- Will calculate if a pay per period is not provided in the load file and have all of the necessary fields populated that are needed to calculate a pay per period.
- the file must have a contract obligation, contract amount, be flagged as stretch pay, have pays in contract > 0 and pays paid not equal to pays in contract
  - If this is true, then a pay per period will be calculated, if not provided in the load file

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Report to EMIS - Can only be changed using Mass Change under New Contract, after importing is complete into New Contract Maintenance.
- 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

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.

Info

Creating and Emailing Salary Notices

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Setup for Salary Notices

Info

The "Email Notifications" module must be installed in System->Modules. Once this is installed, the Email Salary Notices button will be enabled in New Contract/Salary Notices. Also, in System->Configuration, the Email Configuration needs at least 'Smtp Host' specified, and the Salary Notice Configuration needs 'From Email' specified as a "real" email address that your smtp email server will recognize.

The next step is setting up the Configuration->Salary Notice Configuration to show who sent the Email Salary Notices, the Subject and what the email should state:

The From Email will be the email address of the person sending the notifications.

The Subject line to be used for Email Salary Notice

Salary Notice for {POSITION_DESC} {COMPENSATION_LABEL}

The Body is the text to use for the body of the Email Salary Notice

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

The Send Notification To All Addresses allows the districts to choose whether to send to all or only the primary email address. This is checked by default.

The Exclude Employee Number From Emailed Salary Notice is to exclude the Employee Number from the Notice. This is checked by default.

The Default Salary Notice Form dropdown, will show any Custom Forms created by the district to use for Salary Notice printing. To use the default custom form, leave blank.

Image Modified

Districts will also have the option to Email Salary Notices directly to their employee's. Click to schedule a Date and time to send email notices:

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This report list the data from New Contract maintenance

Mid Year Contract Change

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

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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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Version	Old Version 314	New Version 315
Changes made by	Lori Nye	Lori Nye
Saved on	Mar 28, 2023	Mar 28, 2023

Versions Compared

Key

Import New Contracts

Redesign to Classic Fields and Descriptions

Report to EMIS - Can only be changed using Mass Change under New Contract, after importing is complete into New Contract Maintenance.

Creating New Non Contract Compensations

Example of New Contract under New Contract Maintenance option:

Salary Notices

Creating and Emailing Salary Notices

Setup for Salary Notices

Mid Year Contract Change

Content Comparison

Versions Compared

Key

Import New Contracts

Redesign to Classic Fields and Descriptions

Report to EMIS - Can only be changed using Mass Change under New Contract, after importing is complete into New Contract Maintenance.

Creating New Non Contract Compensations

Example of New Contract under New Contract Maintenance option:

Salary Notices

Creating and Emailing Salary Notices

Setup for Salary Notices

Mid Year Contract Change