Employee

The Employee record contains the biographical data of an employee. This is the first record that is created for a new employee. It establishes the employee's name, social security number, and employee identification number on the system. Once an employee has been established on the system other CORE records may be added or can go to the Employee Dashboard and add remaining records. 

Search/View Employee

The Employee Grid allows the user to search for existing employees. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name  is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with  San in the first name will appear. You can then click on the next to the Employee record you are searching for to view the data relating to this employee or click on the to edit the record or to delete the record.

The option 'Include Archived' employees, if checked, will include concealed employees on the search list.

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

Archive Employee 

To Archive an Employee from view. This will archive the employee from all Core options, unless the 'Include Archive' is selected in that Core option.

1.  Search desired Employee to archive
2.  Click on   to archive the Employee
3.  Click on "Delete" to confirm Archive or" Cancel" to Exit without archiving the employee. This option only hides the employee from view.  It does NOT delete the employee. 

or

1. Edit employee to archive
2. Click on  under the General option
3. click on Save

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.

To restore an Un-Archive employee, edit employee and uncheck . This will show the employee in the Grid and in other Core options. 

Add New Employee 

1.  From Core menu select 'Employee'
2.  Click on
3.  Enter in Employee information

Field definitions:

Identification

• 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.
  • 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 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. 

  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

Name

• Last Name is the employee's last name.

  • Max characters 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.

Legal Name -

The W2 and ODJFS programs uses the Legal Name fields.  The system checks each name component separately.   If a value is entered in the Legal Last Name, it is what is used for W2 and ODJFS purposes. If the Legal Last Name field is blank, the Last Name is what is used for W2 and ODJFS purposes.  If a value is entered in the Legal First Name, it is what is used for W2 and ODJFS purposes. If the Legal First Name field is blank, the First Name is what is used for W2 and ODJFS purposes.  If a value is entered in the Legal Middle Name, it is what is used for W2 and ODJFS purposes. If the Legal Middle Name field is blank, the Middle Name is what is used for W2 and ODJFS purposes.   

• Last Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
• First Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
• Middle Name if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.
• Suffix if the name that needs to be printed on the employee's W2 differs from the employee name desired on the employee's check, values may be entered in the legal name fields. The regular name fields will be used if the legal name fields are left blank.

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.

Contact

• The Work Phone field is used to indicate the employee's in-district telephone number.  
• The Home Phone field is used to enter the employee's home phone number. SERS New Hire report uses this field for reporting. If no Home phone number is entered, SERS New Hire report will contain 0's)
• The Home Phone Unlisted field is informational and can be used to indicate whether the employee's home telephone number is unlisted. If the employee's home phone is unlisted check the associated box. If the home phone is not unlisted leave the box unchecked.
• Enter the employee's Primary Email Address. This may be used if the district chooses to email direct deposit notices to the employee. This may be a district email address.
• Enter the employee's Secondary Email Address. This may be an employee's home email address.
• **REQUIRED FIELD** Other Email Address: Enter any email address that is not considered the primary or secondary email address in the Other Email Address field. SERS New Hire report uses this field for reporting.  

General

• An employee's Marital Status can be Single, Married or Unstated. 
• If the Employee Archived field is checked, the employee will not be displayed . If the Employee Archived field is unchecked, the employee will be displayed .  Archiving an employee will stop everything for this employee and hide them from view on other Core selections.
• -Does the employee have enough years of service and are they old enough to retire?  if the employee is eligible for retirement check the associated box. If not eligible for retirement leave box unchecked. (District use field)
• check if employee will receive an Email of their Direct Deposit Notice 
• Gender refers to the employee's sex. This is a required field for STRS New Hire reporting.
  • F - Female
  • M - Male
  • Blank - Unstated
• Whether or not an employee is fluent in at least one foreign language is entered in the Multilingual field.
• Indicates in the  check box whether or not this employee has been reported to the Ohio Department of Human Services.
  • If box is unchecked, the employee will be included on the ODFJS New Hire Report. Once reported, the box will be checked automatically.
• If the employee is  check the associated box. If the employee is not ODJFS reportable leave this box unchecked.
  • If the ODJFS Reportable box is checked, these reports use this field:
    • Quarter Report
    • Pay Report
    • Employee Master Report
    • During posting of payroll, to calculate ODJFS amounts
• The OSDI Code refers to the Ohio School District Income tax applicable to the employee. This field is used for the Soap Service and EMIS Soap Service.
• For Part-time (benefits) employees who qualify for sick leave accrual per HB153. If they are eligible for benefits check the associated box  If they are not eligible for benefits leave the box unchecked.
  
  • Please note this field is specifically used to determine if the employee should have sick leave accumulated based on hours of service worked. You should not mark an employee as part time if this alternate sick leave tracking method does not apply
• If this employee record is to be reported to EMIS check the associated box . If this employee record is not reportable to EMIS leave the associated box unchecked :
  • **Having the 'Report to EMIS' unchecked, this will stop the employee and position/compensation from being included in the SIFF data collector**
  • **If the employee is marked as reportable to EMIS, then the employee will be included in the collection, 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**
• Spouse First Name this field can be used to enter in the name of the employee's spouse (If applicable)
• The Sub Days field contains the days of the week the sub prefers to be called for work.

Dates

• Birth Date enter the employee's birth date.
• Hire Date enter the employee's hire date. 
• The Last Paid Date will update with each payroll run, if paid.
• The ODJFS Hire Date field is the date the employee was hired by the district and is the date used for reporting to the Ohio Department of Human Services. 
• The date the employee is considered no longer employed is entered in the Termination Date field. This field is used to determine the length of the employment relationship when calculating service credit for STRS employees. EMIS also uses this date if no Position Termination date is entered.

Evaluation

• The Last Evaluation field is the date of the employee's last evaluation.
• The Next Evaluation field is the date of the employee's next evaluation.

Experience

• Accred District Experience enter the years of accredited experience.
• For certificated employee's only, indicate the total years of authorized teaching experience in the Authorized Experience field. (Required)
• For Building Experience, enter the years of experience in all buildings.
• For District Experience, enter years of experience in district.
• For Military Experience, enter the years of military experience.
• For Non-Ohio Private Experience  enter the number of years experience in non-Ohio private schools.
• For Non-Ohio Public Experience  enter the number of years experience in non-Ohio public schools.
• For Ohio Private Experience, enter the number of years experience in the Ohio Private schools.
• For Ohio Public Experience, enter the number of years experience in the Ohio Public schools.
• For Principal Experience, enter the number of years experience as a Principal. (required if applicable)
• For Purchased Experience, enter the number of years purchased experience.
• For Retire System Experience, enter the number of years of experience credited to SERS/STRS.
• For certificated employee's only, indicate the total number of years of all certificated educational service in the Total Experience field. (Required)
• For Trade Experience length of experience, enter the years of trade experience.

Race

The Primary Race to which the employee belongs or with he/she identifies with needs to be marked in the correct associated box(es) Possible values for this field are listed below.

• A (Asian)
• B (Black or African American (Non-Hispanic))
• H (Hispanic)
• I (American Indian or Alaskan Native)
• M (Multiracial)
• N (Not Specified)
• P (Native Hawaiian or Other Pacific Islander)
• W (White, Non-Hispanic)

The racial/ethnic group to which the employee belongs or with he/she identifies with. Possible values for this field are listed below:

• American Indian Alaska Native
• Asian
• Black
• Native Hawaiian Pacific Islander
• White

The Hispanic Latino Option field is for ethnicity reporting and is a required field. One of the following values needs to be selected from the drop down box.

• Hispanic or Latino
• Not Hispanic or Latino
• Unknown

Standard Payroll

• Check Distribution is used for sorting payroll checks or reports at the employee level
• Payroll Code 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Code 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires. Can be used to store Affordable Care Act report coding.
• Payroll Code 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Code 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Date 1 is a field which a district can use for their own information. Original Hire date can be entered here if a rehire.
• Payroll Date 2 is a field which the district can use to enter in a rehire date for an employee.
• Payroll Money 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Money 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Money 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Money 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Payroll Text 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires. Can be used to store Affordable Care report coding.
• Payroll Text 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires. Can be used to store Affordable Care report coding.
  

Standard Personnel

• Personnel Code 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Code 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Code 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Code 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Date 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Date 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Money 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Money 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Money 3 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Money 4 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Text 1 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires.
• Personnel Text 2 is utilized to store unique information for the district which is not tracked elsewhere. This may contain any value the user desires

State Reporting

• ECE Qualification
  • Enter the Early Childhood Education Qualification for persons hired for the Early Childhood programs who do not have a certificate but have a degree in the ECE Qualification field.  Indicate their degree major.
    • * - Not applicable
    • 1 - Associated in Early Childhood Education or Child Development
    • 2 - Bachelor in Early Childhood Education or Childhood Development
    • 3 - Enrolled in an Associate Degree program in Early Childhood Ed
    • 4 - Enrolled in Bachelor's Degree program in Early Child Ed, Child Devel
    • 5 - Enrolled in Masters or higher Degree program in Early Childhood Ed
    • 6 - Masters or higher in Early Child Ed, Child Develop or Approved Relate
• Degree Type enter in the education level of this employee.
  • 0- Non Degree
  • 1- Associates
  • 2- Bachelors
  • 3- Masters
  • 4- Education Specialist
  • 5- Doctorate
  • 6- Other
  • 7- Less Than High School Diploma
  • 8- High School Diploma
  • 9- GED Diploma
• The Handicap status indicates whether the employee is handicapped
• Indicate the number of school days missed because of a long term illness of an employee in the Long term Illness field. This field is used if the number of days missed is greater than three weeks for one continuous absence. Use the report called Reporting Entity Count Summary Report at the end of fiscal year after the June EMIS staff data has been reported to clear this field for the next reporting year.
• The Non-Certificate Employee ID for EMIS reportable non-certified staff; Enter ZID Number (9 characters only) if available or if not, leave blank and field will be populated when SIF data collection is processed.   
• Enter the Other Credentials for persons hired for Early Childhood programs who do not have a certificate or a degree. Indicate their credential status.
  • * - Not applicable
  • 1 - Working toward a CDA (Child Development Associate)
  • 2 - CDA completed
  • 3 - No CDA AND not working toward a CDA
  • 4 - Working toward an Associate Degree
• For certificated employees only, the total number of semester hours of recognized college training they have received is entered in the Semester Hours field.

Pay Totals

Shows the Totals for employees pays

• FYTD Gross
• FYTD Applicable Gross
• FYTD Net
• MTD Gross
• MTD Applicable Gross
• MTD Net
• QTD Gross
• QTD Applicable Gross
• QTD Net
• YTD Gross
• YTD Applicable Gross
• YTD Net

Country Abbreviations 

     4.   Click  to post the new employee to the system, click on  to not post the new employee and to return to the Employee grid.

Audit Report Employee record option

After creating and saving an Employee record, or to see any changes that were made to an Employee record there is a option to run an Audit Report directly

from the Employee record.

Click on the button.

Enter a Start Date and Stop Date and click on the button.

The report heading on this single object audit report will include the start/stop date on the Title Page and the title on the report will be USPS Audit Report - (Employee)   

Print Screen Employee record option

After creating and/or modifying and saving an Employee's record, by clicking on , this will produce a report of the employee's data.

Employee Print Screen example

Creating an Employee Template Record

An Employee template record can be created by clicking on the  key. You will then populate any recurring field that may be needed on the record. You can setup multiple template records for different types of employees.  Once these fields have been populated you can then click on the  key. You will then receive a prompt to . You will type in the name of your template and then click .  After the Template has been saved, you can click on Cancel at the top left hand corner or on the X at the top right hand corner to exit. 

Utilization of an Employee Template Record  

To create a new Employee record using the Employee Templates click .  You can then click on  which will allow you to select from the template(s) you created. The data that was previously stored when you created this template will populate on the Employee record you are creating. You can then add the remaining Employee data needed and click to complete the creation of this record. If you do not want this record saved you can click the  key.

Edit Employee

To edit a current Employee

1. Search desired Employee on grid
2. Click on  to edit the Employee
3. Make desired changes
4. Click on  to save desired changes to Employee, click on  to not post changes and return to the Employee grid.

Mass Change

For more detail information on the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Click on Mass Change and select  for Load Definitions

Under 'Load Definition' option, are Mass Change definitions that are commonly used:

• Change Archived Flag (SSDT)
• Change Email Direct Deposit Flag (SSDT) 
• Clear Employee Long Term Illness (SSDT)

Report Creation

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

Error

Error - Employee credentialidValid: Credential ID must be 9 characters (Value; 'false')

Error - Employee ZidValid: Non-Certificate Employee ID must be 9 characters (Value; 'false')