The EMIS Employee Report (CI) list employees that are set to report to EMIS and will be included when the data collector is ran.  If any data related errors occur for an employee, there will be an error message on the reporting stating: "ERROR: This employee will not be reported to EMIS. An error occurred while gathering EMIS data. Please contact your ITC."  This is the only error that is created.  This is the result of invalid data existing somewhere on the Employee Screen.  We do not validate each field individually, but just catch any exception encountered when converting the data for EMIS.

• Criteria for Employee to be included on EMIS Employee Report
  • Employee must be set to report to EMIS and not be archived
    

The EMIS Position Report (CK) list Positions/Compensations that are set to report to EMIS and will be included when the data collector is ran. If any data related errors occur for a position/compensation, there will be an error message on the reporting stating: "ERROR: This position will not be reported to EMIS. An error occurred while gathering EMIS data. Please contact your ITC." This is the only error you will see. This is the result of invalid data existing somewhere on the position/compensation. We do not validate each field individually, but rather just catch any exception encountRered when converting the data for EMIS. 

• Criteria for employee to be included on EMIS Position Report
  • The employee, position, and compensation must all be marked as reportable to EMIS and the employee and compensation can not be archived. If this is all true, then the compensation date range must overlap the current EMIS fiscal year date range. The EMIS fiscal year date range is determined based upon the fiscal year that is on the EMIS Reporting Configuration. If FY on the config is set to 2020, for example, then the EMIS FY date range is July 1, 2019 through June 30, 2020. If the position record has a separation date, then if that separation date falls within the prior EMIS fiscal year, then the compensation will be included. In the example above with EMIS FY set to 2020, the prior year fiscal date range would be July 1, 2018 through June 30, 2019. If this criteria is met, then the compensation will be on the position report.

The position number that you see on the report can vary based upon whether an EMIS data collection has been performed on your data set or not.  When a collection is done, a local contract code is assigned to any compensations that will be reported.  For EMIS reporting purposes, each compensation is converted to a 'Position'.  There may be multiple compensations reported for a given position.  The local contract code is what uniquely identifies the compensation.  If a collection has been run, then the position number on the report will show something like 1a as the Position # / Local Contract Code.  This local contract code is also displayed when viewing the compensation on the compensation screen.  If an EMIS data collection has not been performed on your data set, then you will simply see the position number on the report.  We do NOT assigned local contract codes when running the report, so if one does not exist, we will provide the job number.

EMIS Data Collection Reports

Field Definitions:

Sort By

• Employee Number
• Employee Name

Report Format

• PDF (download)
• Comma Separated Values
• Excel

Click on  to create Employee Report

or

Click on  to create the Position Report

Example of EMIS Employee Reports  

Example EMIS Employee Report with Errors

How to research the Error

There is only 1 error that will appear on the report to let them know that this employee will NOT be reported to EMIS:

ERROR:  This employee will not be reported to EMIS.  An error occurred while gathering EMIS data.  Please contact your ITC.

The district will need to contact their ITC to let SSDT know.   The SSDT will use the SYSTEM/MONITOR/APP Log, (click here for DEBUGGING instructions (ITC use only) or/ ERROR in Level column) to find out which line the error was showing and be able to tell the district what field was causing the error.

Example of EMIS Position Report

Example of EMIS Position Report with errors:

How to research the error

There is only 1 error that will appear on the report to let them know that this employee will NOT be reported to EMIS:

ERROR:  This Position/compensation will not be reported to EMIS.  An error occurred while gathering EMIS data.  Please contact your ITC.

The district will need to contact their ITC to let SSDT know.   The SSDT will use the SYSTEM/MONITOR/APP Log, to find out which line the error was showing and be able to tell the district what field was causing the error.

EMIS Calculating of Days for Reporting purposes

How the Data collector counts Absence Days

Attendance Days   Calendar Date

Absence Days    Calendar Date

Absence Days - Long Term Illness Days are 15 "Consecutive Absence Days".  This total needs to be entered on the Employee "Long Term Illness" field and the Data collector will return this value.

Emis Absence Adjustments that fall within the fiscal year

Emis Attendance Adjustments that fall within the fiscal year

Reporting Criteria

For a printable EMIS Quick Reference Guide, please click here

Archive Employee's

• SIFF Data Collector - If the employee is archived, then the employee and position/compensations will not be included, even if the compensation is not marked as archived. Marking the employee as archived keeps everything from being in the collection.
• If an individual compensation is marked as archived, but the employee is not archived, then the compensation will not be included because it is archived, but the employee will be included, provided the 'Report to EMIS' flag is true.

Counting of Attendance Days - Employee Reporting

• We do not exclude compensations based upon the Report to EMIS flag when counting attendance days.  If a compensation has AT AT days and is not reported to EMIS, it will be included in the Attendance days count for EMIS Employee reporting.  If being included in the EMIS count, add a Calendar Stop date to the compensation for that position.  The Position collection will not include compensations that are not marked report to EMIS.
• If the employee is reportable, then a count of absence/attendance days is done for the employee. This count will include absences/attendances if they exist for a compensation regardless of whether the compensation is marked reportable. This count of days is returned with the employee collection. 

How Compensations are included in the report

• Compensation Start and Stop dates are within the current fiscal year 
• Compensation Start and Stop dates are within the prior fiscal year, the Position Separation Date is in the prior fiscal year and has a separation reason.
• If Separated over the summer months, enter a Separation Reason and 06/30/20XX as the Separation Date. A Position Status of U should be entered. *Note-Can't have a single Attendance Day in current year on any job.
• If reporting with a 07/01/20XX date or later, enter a Separation Reason and 07/01/20XX or later, as the Separation Date. A Position Status of C should be used in this instance.
  • The district will want to report the employee 'as no longer employed' through the reporting year in which the change in status was first reported.  Section 3.1, page 4 of the EMIS Manual:
  • Initial and Final Staff and Course (L) Collections.
  • The following employees are to be reported by EMIS-reporting entities:
    • Individuals employed by the reporting entity for any portion of the school year.
    • Individuals or companies contracted by the school district for duties normally performed by school district personnel (e.g., bus drivers, food service staff, and special education therapists).
    • Individuals who were employed during the current school year but who left prior to the end of the school year.
    • Individuals who are on leaves of absence.
    • Substitutes who become the “teacher of record.”
    • Individuals employed during the previous year, who are no longer employed, including individuals who resigned over the summer.
    • Individuals employed through supplemental contracts, including individuals whose only position is a supplemental contract.
• Criteria for Compensation to be included in the collection:

  • Employee and Position associated with the compensation must not be archived AND has to be Reportable to EMIS. If this is not true, then we will NOT return ANY compensation for the position.

    Find Fiscal Year on EMIS Reporting Configuration.
    Determine current FY date range as: start date: July 1, configuration year - 1, stop date: June 30, configuration year
    Determine prior FY date range as: start date: July 1, configuration year - 2, stop date: June 30, configuration year - 1
    Example: EMIS Reporting Configuration - Fiscal Year set to 2024
    Current FY date range: 7-1-23 -> 6-30-24
    Prior FY date range: 7-1-22 -> 6-30-23

    To be included in the collection, a compensation MUST
    1-Have a date range that overlaps the current FY date range
    OR (Have a separation date on the position associated with the compensation AND that separation date falls within the prior FY date range AND the compensation date range overlaps the prior FY date range)
    2-Be flagged as reportable to EMIS
    3-Not be archived

How the Data collector counts Absence Days

• Attendance Days come from workdays and makeup days that are on the calendar as well as any attendance entries.  The days from the calendar and the attendance entries will use the Compensation Calendar Date range to determine if a day should be counted.  We also add in any adjustments of EMIS Attendance.  The attendance days are also reduced if the employee has an absence for a given date that we found on the calendar or on an attendance record.  For example, if we find a workday on 8-6-21 on the calendar, but we also find an absence of 1 day on 8-6-21, then the day count for 8-6-21 is 0.
• Absence Days equal the absences and any adjustments of EMIS absences that fall within the EMIS FY.  The compensation that is assigned to the absence must have a Calendar Date range that includes the absence date.  Many times, this is what causes the absence count to be low.  Either the calendar date range doesn't include the absence date, or the district selected the wrong compensation in Attendance, with a calendar date range that does not include the absence date.
• Absence Days - Long Term Illness Days are 15 "Consecutive Absence Days".  This total needs to be entered on the Employee "Long Term Illness" field and the Data collector will return this value.

Employee marked as Report to EMIS

• If the employee is marked as reportable to EMIS, then the employee will be included when they collect 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.

EMIS Reporting Configuration

• Make sure the correct Fiscal Year is entered for what year you are reporting

How AT/AB days are counted for EMIS reporting, using Calendar and Compensation dates

• It uses both in different areas.  It checks first to see if the absence/attendance activity date falls within the associated compensation's calendar date range.  Then if the employee has hourly absences/attendances, we have to convert to days for EMIS.  We do this using the hours in day value on the compensation that is assigned to the absence/attendance.  If there is no compensation assigned, then we have to try to find the active compensation.  We use the compensation date range to do this.  We look for a compensation where the absence/attendance activity date falls within the date range of the compensation.
• The Termination Date is used in attendance days calculations when counting days from the calendars for the employee's positions/compensations. If the position job status is set to terminated, then the stop date used to find days on the calendars, will be set to the position termination date. If no position termination date is entered on the position, then the employee termination date is used. 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.

EMIS Contractor (CJ)

• For the CJ record to be included in the extract, the employee, position, and compensation must ALL be 'Reportable to EMIS' and the employee must not be archived.  The extract will include any CJ record that meets this criteria, even if the grid is filtered in some way to limit what it shows.  The extract is not dependent upon what is currently shown in the grid.  So if you filter the grid to a single employee and then run the extract, the extract will still include all eligible CJ records.  The grid will currently show Archived Employee's and also non reportable employees, in the grid, but will exclude them from the extract.
• For Old Compensations, uncheck the 'Report to EMIS' box and check the 'Archived' box
• If an employee has multiple Compensations for one Position, the new FYXX contract will need to be selected under the Compensation in the EMIS Contractor CJ record. The "Label" field, from the Compensation record, is what is used to pull the Compensation name into the CJ record.

EMIS Contracted Service (CC)

• If the 'Reportable to EMIS' flag on the CC record is false, it will not be included in the extract

Employee has multiple Position Codes, how to report and setup

• If the person has multiple position codes, they have to report each and the dollars, work days, hrs, etc. associated with each position code separate on different CK records.  If they have one position code and varying assignment areas, that can be handled on one CK record being submitted.
  • 

Non Contract reporting to EMIS work days and Contract Amount

For Non-Contracts, we will return work days count from the compensation, if there is a job calendar associated with the compensation.  Otherwise, use the EMIS work days on the position that the compensation is associated with to report work days.  We do not provide a value for days worked on a Non-Contract. 

**The counting of days for a non contract compensation is the same as a contract compensation.  If there is a job calendar assigned to the non contract compensation, then days will be counted from the calendar.  The start date will be the EMIS FY start date (as determined by the FY on the EMIS configuration) or the compensation calendar start date if it is after the FY start date.  The stop date will be the termination date, if the position is terminated and a termination date is entered (the position termination date is checked first and if there is no value then the employee termination date is used if it is entered), or the compensation calendar stop date if it is entered, or the compensation stop date if it is entered, or the FY stop date if none of these dates are entered.  The job calendar is checked for work or make up days using the start/stop dates determined above. The attendance and absences records are counted if the absence is assigned to the compensation and the activity date falls within the compensation calendar date range.

We do not return a value for amount paid for Non contract Compensations.  If district wants to report a contract amount for a Non contract compensation, then the value has to be entered in the EMIS contract amount on the Position.

If New FY contracts have been activated before Final L collection

If new contracts have been activated, as long as the dates on the new compensations do not include dates from the prior FYXX, they should not pull in. The only records that contain that FYXX dates (stop date), would pull into the data collector. As long as their EMIS configuration is still set to current FYXX.  If for some reason the new contracts appear to pull in, they can unflag the 'Report to EMIS' flag.

If EMIS Reporting Configuration is set to FY24 (this will report 07/01/2023 to 06/30/2024)

Example:  Contract Start Date 08/15/2022   

                 Contract Stop Date 08/14/2023 

This contract will pull into FY24 Final L collection since the Stop date is still within FY24

Example:  Contract Start Date   07/01/2022

                 Contract Stop Date    06/30/2023 

This contract will NOT pull into FY24 Final L collection since the Stop date is NOT within FY24

How the Data Collector includes Credential ID

If there are spaces in the Credential ID for the EMIS Soap Service, it will retrieve a ZID number for the employee.  If the EMIS ID is spaces, it will use the Credential ID. If there is a Credential ID or EMIS ID, it will always use what is in USPSR.  

EMIS ID->Employee ID:

• Employee>EMIS Id is the override field. If a value is entered in the EMIS ID, then that is what USPS will send to the data collector as the EMIS ID property. If no EMIS ID is entered for the employee, then the EMIS reporting ID is based on the System>Configuration>EMIS Reporting Configuration>Reporting Id is used to determine the value USPS provides for the EMIS ID in the collection.
• If the System>Configuration>EMIS Reporting Configuration>Reporting Id is set to Credential ID, then if the Credential ID has a value that is what is sent to the data collector. If there is no Credential ID, and there is a Z id then the Z id is sent to the data collector. If neither of those are present, then the
  SSN is reported.
• If the System>Configuration>EMIS Reporting Configuration>Reporting Id is set to Employee Id, then the Employee>Number is what is sent to the data collector. If there is no Employee>Number then the SSN is reported.

Credential ID->State Staff ID:

• USPS also sends the Credential ID to EMIS. For that value, if the employee has a Credential ID then that value is sent as the Credential ID. If the employee has a Z id, then the Z id is sent as the Credential ID. If neither of those are present, then a Z id is assigned when the employee is included in a collection.

Click here for a printable document.

The Data collector does NOT use the employee's SSN, it will insert all 999999999's in their place.

Warnings and Errors

Employee Name:  ERROR: This employee will not be reported to EMIS. An error occurred while gathering EMIS

data. Please contact your ITC.

• Cannot calculate absence length - Compensation hours per day is null or 0 for Employee XXXXXXXXX, Position XX

  • Verify they have 'Hours In Day' entered

  • We do not exclude compensations based upon the Report to EMIS flag when counting attendance days.  If a compensation has AT AT days and is not reported to EMIS, it will be included in the Attendance days count for EMIS Employee reporting.  If being included in the EMIS count, add a Calendar Stop date to the compensation for that position.  The Position collection will not include compensations that are not marked report to EMIS.

  • If the employee is reportable, then a count of absence/attendance days is done for the employee. This count will include absences/attendances if they exist for a compensation regardless of whether the compensation is marked reportable. This count of days is returned with the employee collection

• Cannot calculate absence length - no active compensations found for Employee XXXXXXXX, Position X Total

  • Look if employee had a Mid-Year Contract Change and the original contract is archived. Verify the Start and Stop dates of both. If employee has absences with dates that fall ONLY in the archived original contract, the error above may occur. To remove the error, unarchive the original contract and uncheck 'Reportable to EMIS', so it's not picked up in the EMIS submission.

Fatal in the Staff Collector

Things to look for in Staff collection failures:

• Employee Credential ID too long or too short
• Check all date are valid, Birthdate and Hire date
• Verify data is correct on EMIS Reporting Configuration screen
  • Fiscal Year
  • Reporting Id
  • Z Id Pre Fix
  • 
• Check Compensation records have a Start Date
• Check Calander Start and Stop Dates of Compensation, are in the correct FY
• Verify 'Report to EMIS' = Y and 'Archived' = N
• Run EMIS Reports to check for errors under Reports>EMIS Reports> Employee and Position