Position

Positions summarizes the non-contract information.  From here, a Compensation can then be created for each Position.

Search/View Positions

The Position Grid allows the user to search for existing position records for an employee. 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 Position record you are searching for to view the data relating to this employee or click on the to edit the record or to archive the record.

Archived Positions

There are two ways to Archive employees Positions:

• Edit an employees Position and click on  and Save.  This will hide the employees Position from view on the grid:

OR

• Click on the button next to the employees Position you want to archive:

 A confirm box will appear, click on to archive the Position or Cancel to exit without archiving the Position.  This will NOT actually Delete the Position, it just hides it from view on the Position grid.

 To then view the Archived Position on the Grid, check .:

To Un-Archive an Employees Position, edit the Position and click on to un-check and click on Save:

The Archived column can be added to the grid using the More option:

Archiving an Employees Position, will hide this position from other component options:

• New Contract
• Attendance
• EMIS Entry
• Current/Future
• Payroll Processing/Pay Report
• Tax Estimator
• Benefit Obligation Reports
• EMIS Position Report
• Wage Obligation Reports

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:

Include Archived Employees

To include archived Employees in the grid, click on .

Audit Report option after creating/editing a Position

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

from the Positions record.

Click on the  button.

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

Print Screen option for Position record

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

Position Print Screen example

Create Position

1. From the Core menu select 'Positions'
2. Click on 
3. Search for Employee to add and click on 'Continue':
   1. 
4. Enter in desired information for new Positions:

Field Definitions:

Position Number is the position number of the employee.  This is a required field.

Position Description is the title of the position.

Each job has a Job Status. This status reflects whether the job is: (If marked as Deceased or Terminated, the employee's Leaves will be archived)

• Inactive - (Employee will NOT pull automatically into payroll if set to Inactive)
• Active
• Deceased
• Terminated

A Pay group is a group which is created based on likenesses in their job calendars, titles, pay plans, etc. Examples of pay groups would be Administrators, Teachers, and Custodial Staff. Pay groups are defined in the CORE/PAY GROUPS program.

The employee's Appointment Type can be:

• Certificated
• Classified

Building Code contains the building codes the position is worked in. Building Codes can be Created under Core>Codes.  From here you can view, edit or delete Building Codes.

Department Code contains the department codes the position is worked in. Department Codes can be Created under Core>Codes.  From here you can view, edit or delete Department Codes.

FTE is the full time equivalency for this position in regard to a salary schedule. This value is used in the SIF Data Collector.  If wanting to report a different value, then what's in the field, use the EMIS Related Information, FTE field. This will be included in the SIF Data Collector.

• The FTE is the ratio between the amount of time normally required to perform a part-time assignment and the time normally required to perform the same assignment full-time.
  • For example: if an employee works 2 hours of a 6 hour day, the FTE would be .33. This is calculated by the ratio of part-time to full-time hours; dividing 2 by 6 which equals .33.

Enter the employee's Hire Date. This is the date the employee started this Position.  This is a required field for EMIS reporting and is returned on the EMIS Position as the Position Start Date.  EMIS does NOT use the the Position Start date for reporting.

The Is Supplemental job field is non-modifiable.  This option will be determined when you select the Position Type under the EMIS Related Information - R (Regular), S (Supplemental (coaches, student activities, etc), T (Temporary).  If 'S' is selected, then the box is checked .  This will then code as an Earn Code of 02 on the employee SERS per pay report.

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.

Stop Date is the date on which the staff member stopped working in this position.  EMIS Position Reporting looks at the Compensation Stop Date, NOT the Position Stop Date.

Raise Date is the date that this position/employee was last given a raise.

The employee's Retirement code can be:

• BLANK - No retirement system
• 400 - SERS
• 450 - STRS
• None 

The Termination Date is the date that this job was terminated. This date is used as a stop date when counting EMIS attendance days that are reported to EMIS.  If no Position Termination Date is entered, it will look at the Termination Date on the Employee's screen.  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. The Termination Date will not prevent a position from being reported to EMIS.  It is just used for calculating an EMIS reporting value, the Termination Date itself is not reported to EMIS. 

The Supervisor field is the supervisor of the employee. Required - Needs to be filled in if using ESS Timesheet

Check Timesheet Required box for ESS timesheet employees

Check Archived to archive employee Position from view

Eligibility Flags

The Sick, Vacation, and Personal fields determine whether a job is eligible to have sick, vacation, or personal leave posted against it in Attendance.  Check the boxes of which the employee is eligible for.

EMIS Related Information

 Is this employee information to be Reportable to EMIS? If Yes, check the box.

Position code is the position assignment code for the job. A list of possible codes can be accessed through the drop down box.

The State Reporting Appointment Type is the classification of the employee's position. Possible classifications are:

• 1 - Certificated
• 2 - Classified
• 3 - Internship
• 5 - Veteran per ORC 3319.283

Position type identifies the type of employment relationship with the board:

• R - Regular
• S - Supplemental (coaches,student activities, etc.)
• T - Temporary

The Position Status identifies the employee's current employment relationship with the school board. Possible statuses are:

• A - Contracted personnel – Agency
• C - Active/continuing employee in same position in district
• I - Contracted personnel
• P - Leave of absence
• U - No longer employed by district in this position

This Full Time Equivalence field contains the full time equivalency of the position assignment for EMIS reporting purposes.

The Special Education Full Time Equivalence field contains the full time equivalency of the position assignment for EMIS reporting purposes.

The Low Grade fields is used to report the lowest grade level the employee is to teach or supervise. This is a required field for paraprofessionals hired under DPIA funding and is also desired for Principals and Assistant Principals.

• ** - Not Applicable
• 01 - First Grade
• 02 - Second Grade
• 03 - Third Grade
• 04 - Fourth Grade
• 05 - Fifth Grade
• 06 - Sixth Grade
• 07 - Seventh Grade
• 08 - Eighth Grade
• 09 - Ninth Grade
• 10 - Tenth Grade
• 11 - Eleventh Grade
• 12 - Twelfth Grade
• KG - Kindergarten
• PS - Preschool

The Separation Reason is the reason that the employee is separated from the school district. There are five different reasons available:

• * - Not applicable. Employee is still employed by district.
• 1 - Retirement
• 3 - Employer initiated
• 4 - Resigned - Took a job outside the field of education
• 5 - Resigned - Took another education job in Ohio
• 6 - Resigned - Took another education job out of state
• 7 - Resigned - Unknown or does not fit into options 4, 5 or 6
• 8 - Employee accepted a new position in the district
• 9 - Deceased

The Paraprofessional field is used to indicate whether an instructional paraprofessional is required to meet the qualified paraprofessional requirements of the 2001 No Child Left Behind Act in FY2004 and whether or not those requirements have been met. Possible values are:

• * - Not applicable (not valid for position codes 415)
• N - No
• Y - Yes, meets definition of Qualified Paraprofessional

The Contract Amount is the amount the board is obligated to pay the employee for the current contract. If wanting to report a different amount, then what's on the Compensation, this will be included in the SIF Data Collector.

The Contract Work Days are the number of days the employee is contracted to work this job. If wanting to report different Contract Work days, then what's on Compensation, this will be included in the SIF Data Collector.

The Hours In The Day field contains the number of hours the employee is regularly scheduled to work during a day. This field is used in calculating hourly rates.  If wanting to report different Hours In The Day, then what's on Compensation, this will be included in the SIF Data Collector.

• If your district already activated new contracts for a new Fiscal Year and they are still pulling staff data, using the SIF data collector for the previous fiscal year, they would use the old contract data in these 3 fields.

The High grade fields is used to report the highest grade level the employee is to teach or supervise. This is a required field for paraprofessionals hired under DPIA funding and is also desired for Principals and Assistant Principals.

• ** - Not Applicable
• 01 - First Grade
• 02 - Second Grade
• 03 - Third Grade
• 04 - Fourth Grade
• 05 - Fifth Grade
• 06 - Sixth Grade
• 07 - Seventh Grade
• 08 - Eighth Grade
• 09 - Ninth Grade
• 10 - Tenth Grade
• 11 - Eleventh Grade
• 12 - Twelfth Grade
• KG - Kindergarten
• PS - Preschool

 The Separation Date field is used to indicate the date the employee separated from the position. Used for EMIS reporting.

The Paraprofessional Hire Date is the date the employee was hired.

Building IRN is the IRN of the building in which this job is worked.

Experience Current Class indicates the total years of experience an employee has in their current position. This field is for certificated employees.

Funding Source

Assignment Area information more completely defines the assignment of certain employees. A complete list of the assignment are codes can be accessed using the drop down box:

• 999050 - Art Education K-8
• 999140 - Title I Programs
• 999270 - Preschool General Education
• 999350 - Food Service
• 999365 - LEP Instructional Program
• 999370 - General Education K-12
• 999380 - Gifted and Talented
• 999412 - Preschool Special Education
• 999414 - Special Education K-12
• 999418 - Physical Education K-8
• 999520 - Maintenance/Construction/Grounds
• 999570 - Music Education K-8
• 999725 - Vocational Special Education Coordinator Services
• 999790 - Transportation Services
• 999800 - Career-Technical Programs/Career Pathways
• 999805 - Career-Technical Education-Apprenticeship Program
• 999895 - Career Assessment Specialist Services

Funding Source Code 1 is the code for the fund source which corresponds to the assignment area. A complete list of the assignment are codes can be accessed using the drop down box:

• A - State Auxiliary Funds
• B - Other State Funds
• F - Federal Special Education Part-B IDEA Grant (school age)
• G - Federal Title I Funds
• I - Disadvantaged Pupil Impact Aid
• L - Local/State Foundation Funds (Other than State Unit Funding)
• N - TANF/OWF
• O - Other Federal Funds
• P - Federal Preschool Special Education Part - B IEDA Federal Grant
• S - State Funds - Public Preschool Program
• T - Private/Tuition
• U - State Unit Funding (use Fund Source Z for Preschool Units)
• Y - Title III
• Z - State Preschool State Unit Funding

Percent 1 is the percentage from which the employee is paid through the fund source for the position code indicated.

Funding Source Code 2 is the code for the fund source which corresponds to the assignment area. A complete list of the assignment are codes can be accessed using the drop down box.

Percent 2 is the percentage from which the employee is paid through the fund source for the position code indicated.

Funding Source Code 3 is the code for the fund source which corresponds to the assignment area. A complete list of the assignment are codes can be accessed using the drop down box.

Percent 3 is the percentage from which the employee is paid through the fund source for the position code indicated.

Standard Payroll

The Standard Payroll fields are user defined fields that can be used to store unique information for a district which is not tracked elsewhere:

• Payroll Code 1, 2, 3, 4 are fields which the district can use for their own information. Alphabetic and/or numeric characters can be entered in these fields.
• Payroll Date 1 and Payroll Date 2 are fields which a district can use for their own information. The date can be entered in a MM/DD/YYYY, MMDDYYYY or MMDDYY format or can be selected by using the calendar drop down box.
• Payroll Money 1, 2, 3, 4 are fields which the district can use for their own information. Only numeric characters can be entered in these fields.
• Payroll Text 1 and Payroll Text 2 are fields which a district can use for their own information. Alphabetic or numeric characters can be entered in this field.

Standard Personnel

The Standard Personnel fields are user defined fields that can be used to store unique information for a district which is not tracked elsewhere:

• Personnel Code 1, 2, 3, 4 are fields which the district can use for their own information. Alphabetic and/or numeric characters can be entered in these fields.
  
• Personnel Date 1 and Personnel Date 2 are fields which a district can use for their own information. The date should be entered in a MM/DD/YYYY format.
  
• Payroll Money 1, 2, 3, 4 are fields which the district can use for their own information. Only numeric characters can be entered in these fields.
• Personnel Text 1 and Personnel Text 2 are fields which a district can use for their own information. Alphabetic or numeric characters can be entered in this field.

      5. Click on  to create the Position to the system, click on Cancel to not create the Position and return to the Positions grid.

Edit Positions 

Positions that have been previously posted to the system may be modified.

1. Search desired employee on grid
2. Query for desired Position
3. Click on the  to modify the position
4. Click on  to accept the changes, click on Cancel to not save the changes and return to the position

Create Compensation

Once a Position has been added, a Compensation can then be created.  A Compensation defines how it's going to be paid.

1. From the Core menu select 'Positions'
2. Search for Employee to add Compensation
3. Click on  to open up Position
    
4. Select   at the bottom

From here, a Create Compensation for... box will open up:

A choice of Contract or NonContract Compensation is optional.  Select and then click on . 

Field definitions:

Compensation

Type is non-modifiable once selected from the Create selection:

• Contract 
• NonContract

A compensation is linked to a Job Calendar. The Job Calendar is defined in the CORE/JOB CALENDAR option.  If this field is not filled in, the job calendar for the compensation will be the one associated with the pay group. Should there be no calendar associated to the pay group, the job will be linked to the district default calendar.

The Description is the title of the Position.

Label

Compensation Start Date is the start date of the current contract.  This date is a required field and is usually the first day for which the job is paid.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected.

Compensation Stop Date is the stop date of the current contract.  This date is a required field.  The contract work days are figured by using the Compensation Start and Stop dates and the Job Calendar selected. 

The frequency by which the job is to be paid is referred to as the Pay Plan.  This is a required field. There are 3 possible pay plans:

• Biweekly
• Semi-monthly
• Monthly

The method by which the employee is paid is either Daily or Hourly is the Pay unit.

The Unit Amount field is the daily or hourly rate of the contract.  This field will be calculated based on the Contract values:

• The daily rate is calculated as follows:
  • CONTRACT AMOUNT / NUMBER OF DAYS IN CONTRACT = DAILY RATE
• The hourly rate is calculated as follows:
  • CONTRACT AMOUNT / (NUMBER OF DAYS IN CONTRACT * HOURS PER DAY) = HOURLY RATE
• In cases where there is not contract (i.e. substitutes), the amount can be manually entered.

The  field is used if wanting to override the unit amount calculation.  Check the box to override.

The Retirement Hours field contains the hours the employee is to receive per day for SERS retirement purposes. The retire hours is used to automatically calculate an employees Regular pay type hours during the Payroll Processing and Payroll Payment Future and Current. This field is NOT a required field. If there is no value in the "Retire hours" field, Payroll Processing and Payroll Payments will use the value in Hours per day. If there is no value in either field, Payroll Processing and Payroll Payments will use 0.00 as the retirement hours value.

The  field indicates whether the job is in the advance mode:

• job is in advance
• Blank - No, job is not in advance

• The Supplemental Tax Option field is used to identify the taxing option to be used when paying a supplemental job.
  • Two options are available:
    • None - Payment taxed as part of regular wages.
    • Apply Annuities to Regular - all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the regular wages. No annuity amounts are applied to the wages that will be taxed at the federal supplemental withholding rate.
    • Apply Annuities to Supplemental -  all amounts paid on this job will be taxed at the federal withholding rate for supplemental payments. When choosing this option, all annuity amounts for the employee are applied to the wages being taxed at the supplemental withholding rate. No annuity amounts are applied to the regular wages.
  • The taxing option selected will appear in Payroll payments and can be modified if necessary. If neither of these options apply to this job, the field should be left blank.

Compensation Amounts

The Accrued Wages is the amount the employee has earned on this contract, but 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. 

The Amount Earned is the contract amount earned by the employee. The calculation is as follows:

• AMOUNT PAID + ACCRUED WAGES + AMOUNT DOCKED = AMOUNT EARNED
  This amount is updated with each payroll that the job is processed.

• The Amount paid which has been paid to the employee through the payroll system. It does not include accrued wages.
• The Amt. docked field contains a running total of wages which are docked on the job.

Contract

The Pay per Period field is used for equal pay employees. It contains the pay amount the employee should receive on this job for each payroll. The pay per period is calculated as follows:

CONTRACT OBLIGATION - AMOUNT PAID - AMOUNT DOCKED / NUMBER OF PAYS REMAINING IN CONTRACT = PAY PER PERIOD

The  option is used if wanting to override the Pay Per Period calculation.  Check the box to override. 

The Contract Amount indicates where the compensation is placed on the salary schedule. This amount is for informational purposes. Amount and Obligation will differ when a change in the obligation is made for the current contract through New Contract. In that case, the contract amount will be the full contract amount.

The Contract Obligation is the amount the board is obligated to pay the employee for the current contract.

The Contract Type field is a user defined field.

The Pays In Contract refers to the number of pays the job is contracted for.

Pays paid is the number of pays that have been paid on the contract. This field is updated after each payroll in which the job is included. This field is non-modifiable. 

The Retro Next Pay field can be used in two ways. One, if a retro situation is created in New Contract, the retro amount can be placed in this field by the New Contract program. Two, a retro amount can be manually entered. In either case the system will process the retro amount during the next payroll in which the job is included.

 The  option indicates whether payments should be stretched over the number of pays or not.  Check if payments are to be stretched over the number of pays in the contract.

Salary Schedule

Salary Schedule Column refers to which column the employee is in on the salary schedule.

Salary Schedule ID is the schedule type for the salary schedule the employee is associated with. This schedule type is set-up in the SALARY program. The ID can be between 1 and 6 characters in length.

Salary Schedule Step is the salary schedule step that the employee is on.

Work Days

Calendar Start Date is the day on which the system will start counting information from the calendar. This day is automatically entered as the period beginning date of the first payroll in which the job is processed.

Calendar Stop Date is the ending date that the system should use when calculating ODJFS weeks, EMIS days, and service credit. Once the Compensation is Saved, the Calendar Stop Date will be entered automatically. 

Contract Days Worked are the number of days the employee has worked on this Compensation.

Contract Work Days are the number of days the employee is contracted to work this Compensation.

Hours In Day field contains the number of hours the employee is regularly scheduled to work during a day. This field is used in calculating hourly rates and charging out absences through the program LEVPRO.

Click on  to create the New Compensation, click on cancel to not create the Compensation and return to the Position Query.

Example of Contract Compensation:

Example of Non-Contract Compensation:

Creating a Position Template Record

A Position 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 positions.  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 .  Then click the X in the top right hand corner to close work screen.

Utilization of a Position Template Record

To create a new Position record using the Position Templates click .  Select the employee you are creating this Position record for. 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 Position record you are creating. You can then add the remaining Position 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 Compensation

1. Select the Employee to Edit
2. Click on   to open up Position
3. To edit a Compensation once added, click on
4. Then click on the to make desired changes

Click on  to accept the changes,  click on cancel to not save the changes and return to the Positions Query.

View Payroll Accounts

If need to create or make changes to the pay accounts, go to Core/Payroll Accounts:

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

Report Creation

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

Warnings

"Warning - Position saved with retirement code None" - will show after saving the Position at the top left of screen

"Warning - Position saved with no retirement code" - will show after saving the Position at the top left of screen