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New Contracts
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New Contracts
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If any employee's Compensation is Archived, the Compensation will not be included in New Contracts. |
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- 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.
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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
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**Please be aware the header columns listed below are case sensitive** |
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| 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_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 | New 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 | DAYS_SINCE_RAISE | Days since raise | |
| compensationDescription | Compensation | New Description | Title | ||
| contractStartDate | Compensation | New Compensation Start Date
| CONTRACT_START_DATE | JOBSCN | Cont start |
| contractStopDate | Compensation | New Compensation Stop Date
| CONTRACT_STOP_DATE | JOBSCN | Cont stop |
contractWorkDays | Compensation | New Contract Work Days
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
| PAY_PLAN | JOBSCN | Pay Plan |
| payUnit | Compensation | New Pay Unit
| PAY_UNIT | JOBSCN | Pay unit |
unitAmount | Compensation | New Unit Amount
| JOBSCN | Daily rate | |
| retireHours | Compensation | New Retirement Hours | RETIRE_HOURS | JOBSCN | Retire hours |
Accrued Wages Not Loaded | Compensation | New Accrued Wages
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Amount Earned Not Loaded | Compensation | New Amount Earned
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Amount Paid Not Loaded | Compensation | New Amount Paid
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Amount Docked Not Loaded | Compensation | New Amount Docked
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payPerPeriod | Compensation | New Pay Per Period
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contractAmount Required for Stretch Paid Compensations | Compensation | New Contract Amount
| CONTRACT_AMOUNT | JOBSCN | New contract |
contractualObligation | Compensation | New Contract Obligation
| 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
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| equalPays | Compensation | New Stretch Pay | EQUAL_PAYS | JOBSCN | Equal pays |
retroNextPay Not Loaded | New Retro Next Pay
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| salaryScheduleColumn | Compensation | New Salary Schedule Column
| SALARY_SCHEDULE_COLUMN | ||
| salaryScheduleId | Compensation | New Salary Schedule Id
| SALARY_SCHEDULE_ID | ||
| salaryScheduleStep | Compensation | New Salary Schedule Step
| SALARY_SCHEDULE_STEP | ||
Local Contract Code Not Loaded | Compensation | Local Contract Code
| |||
| calendarStartDate | Compensation | New Calendar Start Date
| CALENDAR_START_DATE | JOBSCN | Calendar start |
| calendarStopDate | Compensation | New Calendar Stop Date
| CALENDAR_STOP_DATE | JOBSCN | Calendar stop |
| hoursInDay | Compensation | New Hours in Day
| HOURS_IN_DAY | JOBSCN | Hours per day |
| retirementCode | Position | Retirement System | RETIREMENT_CODE | ||
| jobTitle | Position | Position Description | |||
| jobStatus | Position | Job Status
| JOB_STATUS | ||
| payGroup | Position | Pay Group | PAY_GROUP | ||
| building | Position | Building Code
| BUILDING | ||
| department | Position | Department Code
| DEPARTMENT | ||
| 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 | ||
| checkDistribution | Employee | Employee Check Distribution | CHECK_DISTRIBUTION |
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| Info | ||||
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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.
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Example of an Import.csv:
Creating New Non Contract Compensations
To create new non contract compensation record the Reports/Report Manager/Non 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 Compensation Mass Load Worksheet available that contains the Pay Group and excludes archived employees.
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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
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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
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- Certificated
- Classified
Check 
if wanting to run create Salary Notices with (this
- Select Employee(s) from dropdown the
and dropdown and click on ADDAdd:
Check 
to include the district information on when the salary notices when using are printed - either using the default form. This option can also be used on custom forms that are setup to use it. Custom or custom forms. When the checkbox is marked, the information from Core>Organization is what will be printed. District forms may also be setup customized to always already include district information. When using a custom salary notice form, please be aware of the district fields the form is setup to use. This information is directly pulled from Core/Organization when selecting Default:Districts will want to be conscious of the form being used to know how this checkbox needs to be marked.
Select the Salary Notice appropriate salary notice Form from the drop down option: Default.
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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. For further instructions in customizing forms, click here.
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)!} |
| 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#"))!} |
| 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
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creating the new form, go to
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Reports>Report Manager and click Create Form.
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- Report Name , enter - Enter the name Name of the custom form.
- Description - A description of the form, if desired.
- Tags - Enter a tag for the form. Select New Contract under Entity Type. Upload , if desired.
- Entity Type - NewContract
- Filename - Browse to find your custom form using the Select Form button. Save the custom form. Now when you generate salary notices from compensations or new contract, you will be able to select the default form or your custom form you created:
| Info | ||
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A 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. |
Once all information is selected, click on to create Salary Notices
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Email Salary Notices
Setup
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Involved to Send Salary Notices
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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 
option to refresh the page. Once the module is installed, the Email Salary Notices button will be enabled in New
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Contract>Salary Notices. Also,
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go to System>Configuration>Email Configuration and add or verify there is a value in the 'Smtp Host
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The next step is setting up the
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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
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emailed salary notice.
- For example - Salary Notice for {POSITION_DESC} {COMPENSATION_LABEL}
The Body is the text to use for the body of the
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email salary notice.
- For example - Attached to this message is your salary notice for {POSITION_DESC} {COMPENSATION_LABEL}.
The Send Notification To All Addresses
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allows districts to choose whether
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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
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Notice will exclude the Employee Number from the
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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
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Districts will also . The default form listed is based on the form selected in System>Configuration>Salary Notice Configuration.
Sending the Salary Notices
Districts will 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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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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