The EMIS Entry Screen holds the EMIS related Employee (CI) and Position (CK)  records. Tabs can also be setup to hold the Contract Only Staff (CC)  records as well as the Contractor Staff Employment (CJ) records. To implement the tabs for the Contract or Contractor data the EMIS Contracted Service module and EMIS Contractor module will need to be installed through the System/ Modules option 

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For a printable EMIS Quick Reference Guide, please click here

Archive Employee's

• SIFF Data Collector - If the employee is archived, then the employee and position/compensations will not be included, even if the compensation is not marked as archived. Marking the employee as archived keeps everything from being in the collection.
• If an individual compensation is marked as archived, but the employee is not archived, then the compensation will not be included because it is archived, but the employee will be included, provided the 'Report to EMIS' flag is true.

Counting of Attendance Days - Employee Reporting

• We do not exclude compensations based upon the Report to EMIS flag when counting attendance days.  If a compensation has AT AT days and is not reported to EMIS, it will be included in the Attendance days count for EMIS Employee reporting.  If being included in the EMIS count, add a Calendar Stop date to the compensation for that position.  The Position collection will not include compensations that are not marked report to EMIS.
• If the employee is reportable, then a count of absence/attendance days is done for the employee. This count will include absences/attendances if they exist for a compensation regardless of whether the compensation is marked reportable. This count of days is returned with the employee collection. 

How Compensations are included in the report

• Compensation Start and Stop dates are within the current fiscal year 
• Compensation Start and Stop dates are within the prior fiscal year, the Position Separation Date is in the prior fiscal year and has a separation reason.
• If Separated over the summer months, enter a Separation Reason and 06/30/20XX as the Separation Date. A Position Status of U should be entered. *Note-Can't have a single Attendance Day in current year on any job.
• If reporting with a 07/01/20XX date or later, enter a Separation Reason and 07/01/20XX or later, as the Separation Date. A Position Status of C should be used in this instance.
  • The district will want to report the employee 'as no longer employed' through the reporting year in which the change in status was first reported.  Section 3.1, page 4 of the EMIS Manual:
  • Initial and Final Staff and Course (L) Collections.
  • The following employees are to be reported by EMIS-reporting entities:
    • Individuals employed by the reporting entity for any portion of the school year.
    • Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists).
    • Individuals who were employed during the current school year but who left prior to the end of the school year.
    • Individuals who are on leaves of absence.
    • Substitutes who become the “teacher of record.”
    • Individuals employed during the previous year, who are no longer employed, including individuals who resigned over the summer.
    • Individuals employed through supplemental contracts, including individuals whose only position is a supplemental contract.

How the Data collector counts Absence Days

• Attendance Days come from work days and makeup days that are on the calendar as well as any attendance entries.  The days from the calendar and the attendance entries will use the Compensation Calendar Date range to determine if a day should be counted.  We also add in any adjustments of EMIS Attendance.  The attendance days are also reduced if the employee has an absence for a given date that we found on the calendar or on an attendance record.  For example, if we find a work day on 8-6-21 on the calendar, but we also find an absence of 1 day on 8-6-21, then the day count for 8-6-21 is 0.
• Absence Days equal the absences and any adjustments of EMIS absences that fall within the EMIS FY.  The compensation that is assigned to the absence must have a Calendar Date range that includes the absence date.  Many times this is what causes the absence count to be low.  Either the calendar date range doesn't include the absence date, or the district selected the wrong compensation in Attendance, with a calendar date range that does not include the absence date.
• Absence Days - Long Term Illness Days are 15 "Consecutive Absence Days".  This total needs to be entered on the Employee "Long Term Illness"  field and the Data collector will return this value.

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Employee marked as Report to EMIS

• If the employee is marked as reportable to EMIS, then the employee will be included when they collect 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.

EMIS Reporting Configuration

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How AT/AB days are counted for EMIS reporting, using Calendar and Compensation dates

• It uses both in different areas.  It checks first to see if the absence/attendance activity date falls within the associated compensation's calendar date range.  Then if the employee has hourly absences/attendances, we have to convert to days for EMIS.  We do this using the hours in day value on the compensation that is assigned to the absence/attendance.  If there is no compensation assigned, then we have to try to find the active compensation.  We use the compensation date range to do this.  We look for a compensation where the absence/attendance activity date falls within the date range of the compensation.
• The Termination Date is used in attendance days calculations when counting days from the calendars for the employee's positions/compensations. If the position job status is set to terminated, then the stop date used to find days on the calendars, will be set to the position termination date. If no position termination date is entered on the position, then the employee termination date is used. If there is also no employee termination date entered, then we would use the calendar stop date from the compensation and if that is not entered, we would use the compensation stop date if entered. If none of these dates are entered, then it should use the EMIS FY stop date.

EMIS Contractor (CJ)

• For the CJ record to be included in the extract, the employee, position, and compensation must ALL be 'Reportable to EMIS' and the employee must not be archived.  The extract will include any CJ record that meets this criteria, even if the grid is filtered in some way to limit what it shows.  The extract is not dependent upon what is currently shown in the grid.  So if you filter the grid to a single employee and then run the extract, the extract will still include all eligible CJ records.  The grid will currently show Archived Employee's and also non reportable employees, in the grid, but will exclude them from the extract.
• For Old Compensations, uncheck the 'Report to EMIS' box and check the 'Archived' box
• If an employee has multiple Compensations for one Position, the new FYXX contract will need to be selected under the Compensation in the EMIS Contractor CJ record. The "Label" field, from the Compensation record, is what is used to pull the Compensation name into the CJ record.
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EMIS Contracted Service (CC)

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Employee has multiple Position Codes, how to report and setup

• If the person has multiple position codes, they have to report each and the dollars, work days, hrs, etc. associated with each position code separate on different CK records.  If they have one position code and varying assignment areas, that can be handled on one CK record being submitted.
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Non Contract reporting to EMIS work days and Contract Amount

For Non-Contracts, we will return work days count from the compensation, if there is a job calendar associated with the compensation.  Otherwise, use the EMIS work days on the position that the compensation is associated with to report work days.  We do not provide a value for days worked on a Non-Contract. 

**The counting of days for a non contract compensation is the same as a contract compensation.  If there is a job calendar assigned to the non contract compensation, then days will be counted from the calendar.  The start date will be the EMIS FY start date (as determined by the FY on the EMIS configuration) or the compensation calendar start date if it is after the FY start date.  The stop date will be the termination date, if the position is terminated and a termination date is entered (the position termination date is checked first and if there is no value then the employee termination date is used if it is entered), or the compensation calendar stop date if it is entered, or the compensation stop date if it is entered, or the FY stop date if none of these dates are entered.  The job calendar is checked for work or make up days using the start/stop dates determined above. The attendance and absences records are counted if the absence is assigned to the compensation and the activity date falls within the compensation calendar date range.

We do not return a value for amount paid for Non contract Compensations.  If district wants to report a contract amount for a Non contract compensation, then the value has to be entered in the EMIS contract amount on the Position.

If New FY contracts have been activated before Final L collection

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1. To create a single Contractor (CJ) record, the Close option can be checked  .  If the Create New option is checked click  the Image Modified checkbox to uncheck it and then click on the Close box. Image Modified
2. To create multiple Contractor (CJ) records, the Create New option should be checked Image Modified  .  If the Close option is checked Image Modifiedclick the checkbox to uncheck it and then click on the Create New box Image Modified

 You can then enter in the Employee, Position, Compensation, IRN, Position Code and FTE. Click to complete the record creation. If you do not wish to create this record you can click the  key.

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For an EMIS Contractor (CJ) Staff Employment record, the employee must have an Employee, Position and Compensation record created.  The following reports can be downloaded and imported into Reports/manager and used to verify that the necessary EMIS elements are populated for new employees, please click Here.

Employee

• Number
• Credential ID
• Non-Certificate Employee ID
• SSN
• Last Name
• Middle Name
• Suffix
• Termination Date
• Last Paid Date
• Total Experience
• Authorized Experience
• Birth Date
• ECE Qualification
• Degree Type
• Semester Hours
• Gender
• Principal Experience
• Primary Race
• America Indian Alaska Native
• Asian
• Black
• Hispanic Latino Option
• Native Hawaiian Pacific Islander
• White
• Report to EMIS

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1. To create a single Contracted Service (CC) record, the Close option can be checked  .  If the Create New option is checked click  the Image Modified checkbox to uncheck it and then click on the Close box. Image Modified
2. To create multiple Contracted Service (CC) records, the Create New option should be checked Image Modified  .  If the Close option is checked Image Modifiedclick the checkbox to uncheck it and then click on the Create New box Image Modified

Populate all fields and click to add this record. If you do not wish to add this record click

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To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

Warnings and Errors

Warning - Employee report to EMIS is false.  (Employee Name) has compensations with report to EMIS set to true.

Error - Employee.ZIdValid: Non-Certificate Employee ID must be 9 characters (Value: 'false') - Error will occur if less than 9 characters are entered in the Non-Certificate Employee ID in the Employee EMIS.

Error - Position Start Date cannot be blank - the data collector is using the Position Hire date for the Position Start Date.  Make sure Position Hire date is in correct format 00/00/0000.

Fatal in the Staff Collector

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