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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 (
  • It is ok to change an Employee Number; however, districts will want to keep in mind the archived report data will not be updated. Changing Employee ID’s will also cause issues with custom reports that use the historical object by employee number. The employee id will not be changed in the historical tables, so reports would need to search for both employee numbers to capture all of the information. All of the other important reporting items would search the history based on the employee database id - the employee number property is only used as a fallback. Changing employee ID’s will not affect the W2 or PDF pay slips in the ESS.
• SSN is the social security number of the employee.  ITIN number entered (starting with 9), will show with all zero's zeroes 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 is the employee's last name.

  • Max characters is are 255.

  • W2 Last Name record is 20 characters.

  • SERS Per Pay - 25 characters

  • STRS Per Pay - 25 characters

• First Name is the employee's first name.
• Middle is the employee's middle name.
• Suffix is the employee's name suffix. For example, JR, SR, III, etc.

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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. Example: 43545-0000 or 435450000
• 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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