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Table of Contents

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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.  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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Redesign Import File Column Heading NameRedesign Field LocationNew Contract Description and ValuesClassic Field NameClassic Field LocationClassic New Contract Description
employeeIdCompensation

Employee Number

  • Employee Number
  • Employee SSN
EMPLOYEE_ID

jobNoCompensationPosition NumberJOB_NOJOBSCNJob#
contractTypeN/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 than one Compensation for a Position.

Compensation

New Label

  • Label

JOBSCNCheck stub desc
calendarTypeCompensationJob CalendarCALENDAR_TYPEJOBSCNCalendar type
firstNameEmployeeFirst Name


lastNameEmployeeLast Name


raiseDateN/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
contractStartDateCompensation

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_DATEJOBSCNCont start
contractStopDateCompensation

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_DATEJOBSCNCont 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_CONTRACTJOBSCNWork 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_PLANJOBSCNPay Plan
payUnitCompensation

New Pay Unit

  • Daily
  • Hourly
PAY_UNITJOBSCNPay 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.

JOBSCNDaily rate
retireHoursCompensationNew Retirement HoursRETIRE_HOURSJOBSCNRetire 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_AMOUNTJOBSCNNew 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_OBLIGATIONJOBSCNObligation
userContractTypeCompensationNew Contract TypeUSER_CONTRACT_TYPEJOBSCNContract type
paysInContractCompensationNew Pays In ContractPAYS_IN_CONTRACTJOBSCN

'# pays

Pays Paid

Not Loaded

Compensation

New Pays Paid

  • Calculated value



equalPaysCompensation

New Stretch Pay

  • Y
  • N
EQUAL_PAYSJOBSCNEqual pays

retroNextPay

Not Loaded


New Retro Next Pay

  • Calculated value



salaryScheduleColumnCompensation

New Salary Schedule Column

  • Numeric
SALARY_SCHEDULE_COLUMN

salaryScheduleIdCompensation

New Salary Schedule Id

  • Alpha or Numeric
SALARY_SCHEDULE_ID

salaryScheduleStepCompensation

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.



calendarStartDateCompensation

New Calendar Start Date

  • Format as 00/00/0000
CALENDAR_START_DATEJOBSCNCalendar start
calendarStopDateCompensation

New Calendar Stop Date

  • Format as 00/00/0000
CALENDAR_STOP_DATEJOBSCNCalendar stop
hoursInDayCompensation

New Hours in Day

  • Required for Contract Compensations with the Pay Unit set to Hourly.
HOURS_IN_DAYJOBSCNHours per day
retirementCodePositionRetirement SystemRETIREMENT_CODE

jobTitle

Position Position Description


jobStatusPosition

Job Status

  • Active or A
  • Inactive or I
  • Deceased or D
  • Terminated or 
JOB_STATUS

payGroupPositionPay GroupPAY_GROUP

building Position

Building Code 

  • All lower case
BUILDING

department Position

Department Code

  • All lower case
DEPARTMENT

extendedServicePositionExtended ServiceEXTENDED_SERVICE

fte  (must be all lower case)Position

FTE

  • All lower case
FTE

positionCodePosition

Position Code


POSITION_CODE

buildingIrnPositionBuilding IRNBUILDING_IRN

assignmentAreaPositionAssignment AreaASSIGNMENT_AREA

positionStartDatePositionPosition Start DatePOSITION_START_DATE

positionStopDatePositionPosition Stop DatePOSITION_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 Paraprofessional)
PARAPROF

emisHoursInDayPosition

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

emisWorkDaysInContractPositionEMIS Work DaysEMIS_WORK_DAYS_IN_CONTRACT

emisFteUnitPosition

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

checkDistributionEmployeeEmployee Check DistributionCHECK_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.

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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DescriptionField NameMerge Field Name
Employee NumberemployeeNumber${(row.employeeNumber)!}
First NamefirstName${(row.firstName)!}
Middle NamemiddleName${(row.middleName)!}
Last NamelastName${(row.lastName)!}
Street 1street1${(row.street1)!}
Street 2street2${(row.street2)!}
Citycity${(row.city)!}
Statestate${(row.state)!}
Zipzip${(row.zipCode)!}
Position NumberpositionNumber${(row.positionNumber)!}
Position DescriptionpositionDescription${(row.positionDescription)!}
Compensation LabelcompensationLabel${(row.compensationLabel)!}
Contract AmountcontractAmount${(row.contractAmount?string(",##0.00"))!}
Contract Work DayscontractWorkDays${(row.contractWorkDays)!}
Number Of PaysnumberOfPays${(row.numberOfPays)!}
Compensation Start DatecompensationStartDate${(row.compensationStartDate)!}
Hours In DayhoursInDay${(row.hoursInDay)!}
Pay PlanpayPlan${(row.payPlan)!}
Pay Per PeriodpayPerPeriod${(row.payPerPeriod?string(",##0.00"))!}
Appointment TypeappointmentType${(row.appointmentType)!}
School YearschoolYear${(row.schoolYear)!}
Statement DatestatementDate${(row.statementDate)!}
District NamedistrictName${(row.districtName)!}
District StreetdistrictStreet${(row.districtStreet)!}
District CitydistrictCity${(row.districtCity)!}
District StatedistrictState${(row.districtState)!}
District ZipdistrictZip${(row.districtZip)!}
Include District Info On NoticeincludeDistrictInfoOnNotice${(row.includeDistrictInfoOnNotice)!}
Name For NoticenameForNotice${(row.nameForNotice)!}
Salary Scheduled IdsalaryScheduleId

${(row.salaryScheduleId)!}


Salary Schedule ColumnsalaryScheduleColumn${(row.salaryScheduleColumn)!}
Salary Schedule StepsalaryScheduleStep

${(row.salaryScheduleStep)!}


Raterate

${(row.rate?string(",##0.00#"))!} 


${(row.rate?string(",##0.00"))!}

3-digit rounding


2-digit rounding

Rate TyperateType${(row.rateType)!}
District YearsdistrictExperience${(row.districtExperience)!}
Building YearsbuildingExperience

${(row.buildingExperience)!}


Accred Dist YearsaccredDistrictExperience${(row.accredDistrictExperience)!}
Military YearsmilitaryExperience${(row.militaryExperience)!}
Trade YearstradeExperience

${(row.tradeExperience)!}


Retire System YearsretireSystemExperience${(row.retireSystemExperience)!}
Ohio Public YearsohioPublicExperience

${(row.ohioPublicExperience)!}


Ohio Private YearsohioPrivateExperience ${(row.ohioPrivateExperience)!}

Non Ohio Public Years

nonOhioPublicExperience${(row.nonOhioPublicExperience)!}
Non Ohio Private YearsnonOhioPrivateExperience

${(row.nonOhioPrivateExperience)!}


Purchased YearspurchasedExperience

${(row.purchasedExperience)!}


Authorized YearsauthorizedExperience${(row.authorizedExperience)!}
Total YearstotalExperience

${(row.totalExperience)!}


Principal YearsprincipalExperience

${(row.principalExperience)!}


Degree TypedegreeType${(row.degreeType)!}
Degree Type DescdegreeTypeDescription

${(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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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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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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