Transcript Document

PAYROLL REPORTING
2014 KASBO Spring Conference
Session 12A
Sheila Miller, Munis Business Analyst
Office of KIDS
KY Department of Education
Session Description
We will mainly be discussing information related to PSD &
CSD reporting. However, much of the information also
applies to other state reporting such as KTRS Pathway and
KRS START.
• Conforming to NCES reporting of Race/Ethnicity
• Job Class/Summary Class Codes
• Group/Bargaining Units
• Personnel Status
• Salary Tables
• Job/Salary Records
Change in Reporting Ethnicity & Race
• Kentucky is changing the way Ethnicity and Race are
reported on the PSD and CSD reports.
• This change is due to NCES reporting requirements.
• Currently, many districts use only the Ethnic Code in the
EEO Information section of the Employee Master
Demographics screen.
• Kentucky school districts must begin using the DOE
Ethnicity and DOE Race selections.
Change in Reporting Ethnicity & Race (cont.)
Utility to Assist in Converting EEO Information
KDE has requested a utility be developed that will assist in
the conversion from Ethnic Code in the EEO information
section to DOE Ethnicity and DOE Race.
Utility to Assist in Converting EEO Information (cont.)
Manual updates will be necessary due to some Ethnic
codes not perfectly “crosswalking” to the DOE Race
selections. A report will be part of the utility so you will know
which employee records need to be manually updated.
• “EEO Ethnic Code is 4-Asian or Pacific Islander – this will be
set to Asian. Manual update required if Race is not Asian.” KDE has elected to map all “4-Asian or Pacific Islanders” to
“Asian”. If employee is “Pacific Islander”, district will have to
manually update EE Master.
• “EEO Ethnic Code is 6-Other – manual update is required” –
District will need to contact employee to obtain ethnicity and race
information and manually update EE Master.
• “EEO Ethnic Code is blank – manual update is required.” –
District will need to contact employee to obtain ethnicity and race
information and manually update EE Master.
Contract Days Utility for PSD Program
• The utility to change the number of contract days will be
built into the PSD program.
• You will no longer have to go to System Admin to run the
utility.
• Any number of days will be permitted to be entered into
the utility; however, you will need to contact the Office of
District Support Services if your school calendar contains
a number other than 185, 186, 187 or 188.
Modification of PSD Screen
Screen below is an example of how screen might look in
the modified program:
Modification of CSD Screen
Example of modified CSD screen:
PSD/CSD Pointers for a Clean Submission
• Make sure certified salary tables have been set up using the
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KDE standard naming scheme. (11,12,13, 21, 22, 23, 31, 32,
33, 41, 42, 43, 51, 52, 53)
Verify that all salary tables go to at least step 40. If they go
above 40 they must all have the same number of steps. (If you
have one table with 44 steps, all tables must have 44 steps.)
Benefit Codes 029* are not included in the PSD report
Subs are not reported in the PSD Report (unless you have a
full-time substitute)
Use appropriate object codes when setting up Job/Salary
records.
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Base – 0110
Extended Days – 0111
Extra Service (Contract) – 0112
Other Certified (Non-Contract) – 0113
National Board Certification – 0114
PSD/CSD Pointers for a Clean Submission
• Use appropriate Summary Class/Job Class Codes
• Summary Class Codes cannot be added by districts.
• Job Class Master in Munis must have a valid Summary Class Code
assigned to each Job Class Code.
• Summary Class Codes 0-3999
• Controlled by EPSB
• Use only with expenditure object codes 0110-0111 (Base & Extended
Days)
• Job Class Codes 4000-4999
• Can be added at the district level
• Must be mapped to a Summary Class Code in the 0-3999 range
• Use only with expenditure object codes 0110-0111 (Base & Extended
Days)
PSD/CSD Pointers for a Clean Submission
• Summary Class Codes 5000-5999
• Controlled by EPSB
• Use with expenditure object codes 0112, 0113 and 0114 (Extra Service, both
contract and non-contract)
• Job Class Codes 6000-6999
• Can be added at the district level
• Must be mapped to a Summary Class Code in the 5000-5999 range
• Use only with expenditure object codes 0112, 0113 and 0114 (Extra Service-both
contract and non-contract)
Example of Certified Job Class Code:
PSD/CSD Pointers for a Clean Submission
• Summary Class Codes 7000-7999
• Controlled by KDE
• Use with classified expenditure object codes 0130, 0131, 0160, 0170
• Job Class Codes 8000-8999
• Can be added at the district level
• Must be mapped to a valid KDE Summary Class Code in the 7000-7999
range
• Use with classified expenditure object codes 0130, 0131, 0160 and
0170
PSD/CSD Pointers for a Clean Submission
• Teachers cannot be set up with a district wide or central
office expenditure code. When teachers serve more than
one location, the expenditure code must be broken down
by location using an allocation code.
• Example – Full-time homebound instructor that serves all age
levels.
• FTE needs to be used when a certified employee is
serving in more than one position. Use appropriate Job
Class/Summary Class Code along with FTE percentage.
• Example – 30% Guidance Counselor/70% High School Teacher
• Guidance Counselor – Job Class Code 1050 – FTE .3
• High School Classroom Instructor – Job Class Code 2060 – FTE .7
(Note: Allocation codes are not used to differentiate employees who serve
in different positions.)
PSD/CSD Pointers for a Clean Submission
• Allocation codes are used to split employees being paid
from different sources of funds or to break down an
employee serving more than one location in the same
position.
• Example #1 – Special Needs Teacher whose salary is funded 50% General Fund
and 50% IDEA-B.
• Example #2 – An elementary school teacher that serves two different elementary
schools.
PSD/CSD Pointers for a Clean Submission
Annual Salary vs. Reference Salary
• Mid-year hires.
• Annual Pay = The amount of pay the employee will receive during that
particular school year.
• Reference = The amount from the salary table for a full year of
employment.
PSD/CSD Pointers for a Clean Submission
• Use appropriate Group/BU codes(CERT, CLAS, SUBS,
RCER, etc.)
• Use appropriate personnel status codes
Examples:
• Use valid location codes (KDE sets location codes for
schools).
Questions?
• Munis Questions
Sheila Miller
Office of KIDS
[email protected]
502-564-2020 x-2259
• KDE Submission Questions
Office of District/School Support
[email protected]