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Table of Contents

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FTE is the full time equivalency for this position in regards regard to a salary schedule.

Position Start Date is the date on which the staff member began work in this position. The Start Date of the Position is NOT used in EMIS Position reporting. It uses the Position Hire date.

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The New Accrued Wages is the amount the employee has earned on this contract , but has has not yet been paid. This field stores the accrued wages. It is important that this field is correct for mid-year contract changes and using the POF (pay off of accrued) in Payroll Payments. Only those employees who are on stretch pay will have amounts in the Accrued Wages field. This field is non-modifiable.

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Click on the next to the employee you are wanting to delete:

Activate Option

Note
If employee's prior compensation is was set as Primary, when Activating New Contracts, it will then set the New Contract as Primary and unflagging the old.

Note
Currently the maximum number of records that can be activated is 1,000

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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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To create a template spreadsheet using the Compensations fields, which can assist in creating new contracts, you can import this json file into Reports - New Contract Compensation Worksheet.rpd-json (can specify start date specific pay groups)With some manipulation to the spreadsheet this will then allow you to create new contracts using the Import option in Processing/ New Contracts.After the spreadsheet has been created you At this time, creating multiple Compensations for one Position in one load file is not available.

After the spreadsheet has been created you can sort to obtain specific Pay Groups and remove all others if desired, or can also sort the entire spreadsheet on Compensation Start and Compensation Stop Dates and then remove any records that will not require a new contract for the upcoming year.

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Verify Employee Number is provided
Verify Position Number is provided
Verify New Contract Type is provided
Lookup employee by number / if no employee found, try SSN / Otherwise return an error
Lookup position by number / if no position found return an error
Use the Position and Compensation Label to lookup the compensation
If the compensation label is blank or null
Find the first active compensation
Search for all contract compensations
If none are found return an error
If 1 contract is found, return it
If multiple contracts are found
Find all that are not legacy compensations and sort by contract stop date. Take the last compensation (most recent)
If the compensation label is not blank
Find the compensation that matches the position and label
If more than one found, an error is returned

**NOTE** If users If users do not enter anything in the position fields in New Contract Maintenance or Import, it will use the value in Position Grid for Employee/Position. If user enters values in Position fields, then it will update the position fields from New Contract to Position Grid when the contract is activated.

Redesign to Classic Fields and Descriptions

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 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 Contract from existing Compensation	CONTRACT_TYPE
newCompensationLabel *Label is only required if the employee has more then than one Compensation for a Position.*	Compensation	New Label 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 Format as 00/00/0000	DAYS_SINCE_RAISE		Days since raise
compensationDescription	Compensation If using apostrophe in the description name, quotes will need to be added "ES PRINCIPAL'S SECRETARY"	New Description			Title
contractStartDate	Compensation	New 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. Format as 00/00/0000	CONTRACT_START_DATE	JOBSCN	Cont start
contractStopDate	Compensation	New Compensation Stop Date 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. Format as 00/00/0000	CONTRACT_STOP_DATE	JOBSCN	Cont stop
contractWorkDays	Compensation	New 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.*	Compensation	New Pay Plan Biweekly Semimonthly Monthly	PAY_PLAN	JOBSCN	Pay Plan
payUnit	Compensation	New Pay Unit Daily Hourly	PAY_UNIT	JOBSCN	Pay unit
unitAmount	Compensation	New 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	New Retirement Hours	RETIRE_HOURS	JOBSCN	Retire hours
Accrued Wages *Not Loaded*	Compensation	New Accrued Wages Calculated field
Amount Earned *Not Loaded*	Compensation	New Amount Earned Calculated field
Amount Paid *Not Loaded*	Compensation	New Amount Paid Calculated field
Amount Docked *Not Loaded*	Compensation	New Amount Docked Calculated field
payPerPeriod	Compensation	New 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 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 Required for Stretch Paid Compensations	Compensation	New Contract Amount Format as a number	CONTRACT_AMOUNT	JOBSCN	New contract
contractualObligation	Compensation	New 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	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 Calculated value
equalPays	Compensation	New Stretch Pay Y N	EQUAL_PAYS	JOBSCN	Equal pays
retroNextPay *Not Loaded*		New Retro Next Pay Calculated value
salaryScheduleColumn	Compensation	New Salary Schedule Column Numeric	SALARY_SCHEDULE_COLUMN
salaryScheduleId	Compensation	New Salary Schedule Id Alpha or Numeric	SALARY_SCHEDULE_ID
salaryScheduleStep	Compensation	New 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	New Calendar Start Date Format as 00/00/0000	CALENDAR_START_DATE	JOBSCN	Calendar start
calendarStopDate	Compensation	New Calendar Stop Date Format as 00/00/0000	CALENDAR_STOP_DATE	JOBSCN	Calendar stop
hoursInDay	Compensation	New 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
jobStatus	Position	Job Status Active or A Inactive or I Deceased or D Terminated or	JOB_STATUS
payGroup	Position	Pay Group	PAY_GROUP
building	Position	Building Code All lower case	BUILDING
department	Position	Department Code All lower case	DEPARTMENT
extendedService	Position	Extendend Extended Service	EXTENDED_SERVICE
fte (must be all lower case)	Position	FTE All lower case	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 All lower case * = (NA(not valid for PosCode=505 or 414)) N = (No) Y = (Yes, meets definition of Qualified ParaprefessionalParaprofessional)	PARAPROF
emisHoursInDay	Position	EMIS Hours In The Day If nothing is supplied in the import file or in New Contract Maintenance, the system will use the value in Position Grid for Employee>Position. If a value is supplied in the import file or in New Contract Maintenance, the Position will be updated when the contract is activated.	EMIS_HOURS_IN_DAY
emisWorkDaysInContract	Position	EMIS Work Days	EMIS_WORK_DAYS_IN_CONTRACT
emisFteUnit	Position	EMIS FTE If nothing is supplied in the import file or in New Contract Maintenance, the system will use the value in Position Grid for Employee>Position. If a value is supplied in the import file or in New Contract Maintenance, the Position will be updated when the contract is activated.	EMIS_FTE_UNIT
checkDistribution	Employee	Employee Check Distribution	CHECK_DISTRIBUTION

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Info

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.

Mass Uncheck the New Reportable to EMIS checkbox - New Contract EMIS Reportable Flag Mass Change.mcd-json
Mass Check the New Reportable to EMIS checkbox -

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..

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.

Creating Salary Notices

The Salary Notices are created using the New Contracts that are listed under New Contract Maintenance.

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To create the Employee Salary Notices, listed under 'New Contract Maintenance', click on Salary Notices.

Image RemovedImage Added

The Output File Name is defaulted to Salary Notices but can be changed. *Required Field

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Sort Option- From the drop-down option, choose the way you want the Salary Notices to be sorted *Required Field

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Select an Appointment Type from the drop-down option. This will filter based upon the Appointment Type on the position the new contract is for:

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Select Employee(s) from the dropdown and click on Add:

CheckImage Addedif wanting to create Salary Notices for specific Pay Groups:

Select Pay Groups from Available to Selected using Image Added:

Image Added

Check to include the district information when the salary notices are printed - either using the default or custom forms. When the checkbox is marked, the information from Core>Organization is what will be printed. District forms may also be customized to already include district information. Districts will want to be conscious of the form being used to know how this checkbox needs to be marked.

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Select the appropriate salary notice Form from the drop-down option.

Click to create Salary Notices.

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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)!}
Hours In Day	hoursInDay	${(row.hoursInDay)!}
Pay Plan	payPlan	${(row.payPlan)!}
Pay Per Period	payPerPeriod	${(row.payPerPeriod?string(",##0.00"))!}
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#"))!} ${(row.rate?string(",##0.00"))!}	3-digit rounding 2-digit rounding
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)!}

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Setup to Send Salary Notices

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 Image Modifiedoption to refresh the page. Once the module is installed, the Email Salary Notices button will be enabled in New Contract>Salary Notices. Also, go to System>Configuration>Email Configuration and add or verify there is a value in the 'Smtp Host.'

The next step is setting up the System>Configuration>Salary Notice Configuration.

Image Modified

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.

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Districts have the option to email salary notices directly to their employees by clicking the option. A pop-up box will appear that allows the delivery of the email salary notices to be scheduled. From the calendar, select a date and then enter the time to send the notices.

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Then, The salary notices must remain in New Contract (meaning not activated and new Compensation created) at the time the job is scheduled. If the new contracts need to be activated prior to sending the salary notices, the notices can be sent from the Core>Compensation>Salary Notice option. Click here for further details on sending salary notices using this option.

Image Added

Then, click on .

Once the email salary notices have been scheduled, the job will be listed under Utilities>Job Scheduler. The name will start with EmailSalaryNotice....USER, New Contract. Once the job has a 'Status' of Completed, single clicking on the job will bring up the highlight view. The highlight view will list all employees included in that job and if the email was successfully sent or if it failed.

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This report lists the data from New Contract maintenance.

Mid Year Contract Change

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

Click here to see Mid Year Contract Change Calculations

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The Contract Stop date should reflect the original Contract Stop Date from the initial contract.

Click

Add New Contract Amount - This is the amount that would have been paid if the new contract amount was in effect from the first work day of the contract. Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation will be calculated by the system.)

Click Image Removed to see the calculation of the Mid-Contract Change and then click Image Removed

Image Removed

To activate one record, click the Image Removed next to the contract and then click Image Removed

To mass activate several contracts. Filter the contracts using the grid bringing up only contracts you wish to activate. Click the Image Removed under the word Copy. All contracts should then be checked. Click Image Removed

Note
When the new contract is activated, it will automatically enter a Compensation Stop Date on the old contract record.

Mid-Contract With Retro Spread Over Remaining Pay

Note
New Contract will NOT adjust the dock for the new rate. This will have to be done manually using Compensation Adjustment>Amount Dock or a Future Pay entry.

Click here to see Mid Year Retro Spread calculations.

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down Image Removed

Choose the Contract Type from the drop down Image Removed

Enter the Mid-Year Contract Change Contract Start Date. --The Contract Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Contract Start Date on the Mid Year contract would be 8/16/18.

The Contract Stop date should reflect the original Contract Stop Date from the initial contract.

Click Image Removed

Image Removed

The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid-year contract pay.

Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation with retro spread will be calculated by the system.)

Click Image Removed to see the calculation of the Mid-Contract Change and then click Image Removed

Note
The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

Image Removed

To activate one record, click the Image Removed next to the contract and then click Image Removed

To mass activate several contracts. Filter the contracts using the grid bringing up only contracts you wish to activate. Click the Image Removed under the word Copy. All contracts should then be checked. Click Image Removed

Note
When the new contract is activated, it will automatically enter a Compensation Stop Date on the old contract record.

Mid-Contract With Lump Sum Retro

Note
New Contract will NOT adjust the dock for the new rate. This will have to be done manually using Compensation Adjustment>Amount Dock or a Future Pay entry.

Click here to see Lump Sum Retro calculations.

Click here for a Mid-Contract with Lump Sum Retro template.

Go to Processing/New Contracts and click on Copy.

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down Image Removed

Choose the Contract Type from the drop down Image Removed

Enter the Mid-Year Contract Change Contract Start Date. The Contract Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Contract Start Date on the Mid Year contract would be 8/16/18.

The Contract Stop date should reflect the original Contract Stop Date from the initial contract.

Click Image Removed

Image Removed

The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid-year contract pay.

Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation and retro amount will be calculated by the system.Example of manually calculating the Contract Obligation:

Old compensation: $11.67 per hour x 7.25 hours a day x 78 days = $6,599.38

New compensation: $17.38 per hour x 7.25 hours a day x 102 days = $12,852.51

= $19,451.89 New Contract Obligation (System will calculate using the new contract amount)

Example of how to calculate the New Contract Amount:

$17.38 per hour x 7.25 hours a day x 180 days = $22,680.90 New Contract Amount (The amount that would have been paid if the new contract amount was in effect from the first work day of the contract)

Click Image Added to see the calculation of the Mid-Contract Change and then click Image Added

Image Added

To activate one record, click the Image Added next to the contract and then click Image Added

To mass activate several contracts. Filter the contracts using the grid bringing up only contracts you wish to activate. Click the Image Added under the word Copy. All contracts should then be checked. Click Image Added

Note
When the new contract is activated, it will automatically enter a Compensation Stop Date on the old contract record.

Mid-Contract With Retro Spread Over Remaining Pay

Note
New Contract will NOT adjust the dock for the new rate. This will have to be done manually using Compensation Adjustment>Amount Dock or a Future Pay entry.

Click here to see Mid Year Retro Spread calculations.

Go to Processing/New Contracts and click on Copy

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down Image Added

Choose the Contract Type from the drop down Image Added

Enter the Mid-Year Contract Change Contract Start Date. --The Contract Start Date will be the day after the last period ending date between old and new compensations, not the original start date of the contract. Example- the last pay processing range was from 8/1/18 - 8/15/18. The New Contract Start Date on the Mid Year contract would be 8/16/18.

The Contract Stop date should reflect the original Contract Stop Date from the initial contract.

Click Image Added

Image Added

The Raise Date must be specified - this in conjunction with start date tells us how many days were paid at the "wrong/old" rate for calculations. This date is when the employee should have actually started receiving the mid-year contract pay.

New Contract Amount - This is the amount that would have been paid if the new contract amount was in effect from the first work day of the contract. Add the mid-year contract change amount in the New Contract Amount field. - This is the full "new" amount of the contract (New Contract Obligation will be calculated by the system.)

Example of manually calculating the Contract Obligation:

Old compensation: $11.67 per hour x 7.25 hours a day x 78 days = $6,599.38

New compensation: $17.38 per hour x 7.25 hours a day x 102 days = $12,852.51

= $19,451.89 New Contract Obligation (System will calculate using the new contract amount)

Example of how to calculate the New Contract Amount:

$17.38 per hour x 7.25 hours a day x 180 days = $22,680.90 New Contract Amount (The amount that would have been paid if the new contract amount was in effect from the first work day of the contract)

Click Image Added to see the calculation of the Mid-Contract Change and then click Image Added

Note
The Days Since Raise field will be automatically populated, utilizing the raise date, when the Calculate button is clicked.

Image Added

To activate one record, click the Image Added next to the contract and then click Image Added

To mass activate several contracts. Filter the contracts using the grid bringing up only contracts you wish to activate. Click the Image Added under the word Copy. All contracts should then be checked. Click Image Added

Note
When the new contract is activated, it will automatically enter a Compensation Stop Date on the old contract record.

Mid-Contract With Lump Sum Retro

Note
New Contract will NOT adjust the dock for the new rate. This will have to be done manually using Compensation Adjustment>Amount Dock or a Future Pay entry.

Click here to see Lump Sum Retro calculations.

Click here for a Mid-Contract with Lump Sum Retro template.

Go to Processing/New Contracts and click on Copy.

Find the Employee by typing a few characters of the first or last name or id.

Find the Compensation using the drop down Image Added

Choose the Contract Type from the drop down Image Added