IL EIS Employment Report

Entity*

ID of the entity/employer.  The entity should be a valid entry as defined in BusinessPLUS.  Once saved, the value cannot be changed.

Employer Name*

Name of the employer for whom the entity is defined.

Employer Address*

First line of the employer’s address.

Employer Address (2)

Second line of the employer’s address.

Employer City*

City in which the employer is located.

Employer State*

State in which the employer is located.  Click  for the list of states.

Employer Zip Code*

Numeric zip code of the employer’s location.  This field accepts only five numeric characters and does not allow all five characters to be zeroes.

Employer Zip Code Extension

Numeric zip code extension of the employer’s location.  This field accepts only numeric characters of 4 digits or less.

Employer RCDTS*

Reporting District’s assigned RCDTS code.

ILBILINGUALCODE

Maps client bilingual codes (HR Employee Master Record: Miscellaneous Code indicated by additional setup) to State Bilingual Codes.

TERMCODE

Maps client termination codes (HR Non Entity Specific Codes (HRTBHE): Code ID = REASON_CODE) to State Termination Codes.

ILGRADELEVEL

Maps client grade level codes (HR Non Entity Specific Codes (HRTBHR): Code ID = CBEDS/MISC_CODE) to State Grade Level Codes.

WORKLOCATION

Maps client work location codes (HR Entity Specific Codes (HRTBCE) ->Location Codes) to state Location Codes.

ILLOCOVERRIDE

Valid Position Number(s)

csv string, use a hyphen for ranges

Position Numbers to be included in the report.

Position misc code used for Bilingual code

“MISC1”-“MISC4”

Employee Master page, Miscellaneous code that defines an employee’s bilingual code if needed.

Position misc field used for Timeframe code.

“MISC1”-“MISC4” or “MISCVAL1” – “MISCVAL4”

Position Definition page, Miscellaneous code or value code that defines a positions timeframe code. If this field is blank “01” will be used as the timeframe code.

Positions Requiring a Position Grade Level.

csv string, use a hyphen for ranges

Position Codes that are required to have the “Grade Level” data element filled out.

Automatic FTE adjustment toggle.

“Y” or “N”

Toggles Automatic FTE Adjustment. 

If “Y”, the report will calculate FTE as follows: reportedFTE = (PCN FTE)*(Actual Days)/(Default Days) where each item is a Pay Assignment data element. Additionally, if the employee is found to have a combined FTE > 1.0 across all positions the FTE for each position is normalized to the Employee Master screen’s FTE by dividing each position FTE by the sum of all positions’ FTEs and multiplying by the Employee’s Master FTE.

If “N”, the report will report each positions FTE as the Position Definition’s PCN FTE value.

Employees with an FTE sum > 1.0 will produce a warning in both cases.

Field containing First Year info.

“hr1”-“hr25” or “longevity”

Specifies the field to be used to determine an employee’s “First Year” status.

If “hr1”, “hr25”, or any value between: the report will check for “20YY” or “20YY-YY” in the corresponding HR Employee Master page, Miscellaneous Field. If the Misc. Field value corresponds to the report’s School Year. The First Year flag will be set to true.

If “longevity”: the report will check the HR Employee Master page, Miscellaneous Dates’ Field Longevity. If that date falls within the reporting School Year, the flag will be set.

Positions Requiring a Bilingual Code.

csv string, use a hyphen for ranges

Position Codes that are required to have the “Bilingual Code” data element filled out.

Valid Primary Pay Type(s)

csv list of pay type codes. (PM, A0, etc.)

Valid primary pay types to be included in the report.

Valid Retiree Pay Types(s)

csv list of pay type codes. (P, B0, etc.)

Valid retiree pay types to be included in the report.

Positions Requiring a First Year Flag.

csv string, use a hyphen for ranges

Position Codes that are required to have the “First Year” data element filled out.

Positions Requiting RCDTS at School Level.

csv string, use a hyphen for ranges

Position Codes that are required to have the data element “Work Location RCDTS” set at the school level.

Positions Requiring a Primary Location.

csv string, use a hyphen for ranges

Position Codes that are required to have the “Primary Location” data element filled out.

Use crosswalk for Work Location RCDTS.

“Y” or “N”

If the Work Location crosswalk table is to be used, this should be set to “Y”. Otherwise the Work Location Data element will use the location from the Position Definition without alteration.

Report Instance*

Click  for the list of report instances. Select the report instance to load data. 

Notes

Enter a note related to report instance or load that needs to be performed.

Entity*

Click  to select a specific entity for which the load will be performed. Select ‘ALL’ to extract records of all entities.

Employee ID(s)

Reports only the specific employees listed. Useful for running the report after the initial submission in order to report newly hired employees, or employees who’ve changed positions.

Purge Existing Data

If all the existing data for the selected ‘Report Instance’ in the maintenance table needs to be deleted, this checkbox should be checked.

This action will also remove new maintenance records added previously using the maintenance screen for the ‘Report Instance’.

Load (Button)

Click to load maintenance records into the maintenance table.

Load

position <pos> (<date> – <date>) removed due to low fte (<fte>)

FTEs less than 0.1 are not to be reported. If this position should be reported, check the employee’s Position Assignment ‘Calc Dates’, ‘PCN FTE’, and ‘Actual Days’ values.

Load

(TERMINATED) position <pos> (<date> – <date>) removed due to low fte (<fte>)

Signifies that not only was the position removed due to low FTE, but that the employee has also been terminated. Employees that receive this warning may need to have their employment end dates manually updated on the ISBE EIS.

Load

has work location code <loc> not configured in crosswalk. Setting it to: BLANK

Add the work location code to the cross walk. Or, if not using the crosswalk, set the Setup Value “Use crosswalk for Work Location RCDTS” to ‘N’ in order to suppress the warnings.

Load

has Work Location <rrcccddddttssss> at District.

Check Position Definition to ensure that it has the appropriate CBDS and Location codes. Check the setup item “Positions Requiring RCDTS at School Level” for missing position codes. Manually assign the employee a school level work location (Note that this will not affect the employee’s data in BusinessPLUS.)

Load

has Employment End Date before Position Start Date!

The terminated employee may still have an active position assignment in BusinessPLUS that needs to be closed. A rehired employee may still have a termination date in the Employee Master screen.

Load

has Position State Date > Report End Date!

An employee position assignment may have Calc Date inconsistencies or may have the wrong Fiscal Year.

Load

has FTE total <XX.XXX> for timeframe <XX>

If using AutoFTE, check the employee’s position assignments’ Calc Dates, PCN FTE, and Actual/Default Days errors. Also check the associated Position Definitions’ Timeframe codes, as a summer position without the timeframe code may cause this.

If not using Auto FTE, check the position assignments’ PCN FTEs, or change the employee’s FTEs on the maintenance screen.

Load

has employment termination code <XX> not configured in crosswalk. Setting it to Blank.

Add the termination code to the TERMCODES crosswalk table.

Load

has employment termination code <XX> but no termination date.

Check the Employee Master page, Term Info Tab for missing Term Cd’s and Term Dt for errors.

Load

has no employment termination code but has a termination date <date>.

Check the Employee Master page, Term Info Tab for missing Term Cd’s and Term Dt for errors.

Load

has no grade level set for position <pos> Setting it to “”

Check the Position Definition to ensure it has a valid grade level assignment.

Load

has position grade level ‘<XXXXX>’ not configured in crosswalk. Setting it to “”

Add this missing grade level code to the crosswalk table.

Load

has <X> primary locations. Location “<rrcccddddttssss>” will be marked as Primary.

Primary Position Assignments are limited to 1 at a time, so this will only occur if there has been a position transfer during the year. (Suppressed. You should not see this message.)

Load

has no primary locations.

Check employee pay assignments for accuracy.

Load

has 999 position with < 1.0 FTE!

Occurs when there is only the 999 record to report for the employee, but its FTE is less than 1.0.

If the employee has had another position removed due to low FTE, adjust the 999 record’s FTE to 1.0 or replace the 999 record with the non-999 record, setting the FTE to 0.1.

If the employee has not had another position removed due to low FTE, check the employee’s master screen for a termination date. If it exists remove the 999 record from the report and update the ISBE EIS manually with the employee’s termination data.

File Name

Enter the name of the file to be produced. Use the file extension “.txt” The filename should follow the format: RCDTS or District NAME + _ + Date (mmddyyyy) + _ + File Identifier + .txt File Identifier is used when submitting multiple files, for the batch files produced be this report it should always be ‘001’ E.g.: 500821040020000_06222015_001.txt

1 - 10

IEIN

Y

N

10

hr_credholdr

seid

The Illinois Educator Identification Number is for each reported employee.  If no IEIN is found for an employee, an IEIN will be generated for the employee.

11-19

SSN

N

A

9

hr_empmstr

ssn

The Social Security Number will be used for matching purposes, along with Last Name, First Name, Date of Birth, and Gender.

20-49

LAST NAME

Y

A

30

hr_empmstr

lname

Employee’s Legal Last Name. (No periods or apostrophes)

50-79

FIRST NAME

Y

A

30

hr_empmstr

fname

Employee’s Legal First Name. (No periods or apostrophes)

80-109

MIDDLE NAME

Y

A

30

hr_empmstr

mname

Employee’s Legal Middle Name or first initial of Middle Name. (No periods or apostrophes)

110-139

MAIDEN NAME

N

A

30

hr_empmstr

former

Employee's Maiden Name. (No periods or apostrophes)

140-149

BIRTH DATE

Y

D

10

hr_empmstr

bdt

Employee’s Date of Birth. MM/DD/YYYY

150

GENDER

Y

A

1

hr_empmstr

gender

Sex (Male or Female) ‘M’ or ‘F’

151-152

RACE

Y

N

2

hr_emp_race

race_cd

Race/Ethnicity. Use the EIS Race/Ethnicity Codes.

153-156

SCHOOL YEAR

Y

A

4

School Year of the data being reported. Determined form Instance definition.

157-171

EMPLOYER RCDTS

Y

N

15

District RCDTS code. Taken from Report Entity Definition.

172-186

WORK LOCATION RCDTS

Y

N

15

hr_pcntble

location

Work location RCDTS. PCN location replaces the ssss component of the Employer REDTS code.  Report value determined through crosswalk table.

187-196

EMP START DATE

Y

D

10

hr_empmstr

hdt

First day of employment during this employment cycle.  MM/DD/YYYY

197-199

POSITION CODE

Y

N

3

hr_pcntble

cbeds

The Position Code identifies the employee's position.

If an employee is working in more than one position, or the same position but in more than one Work Location, a position record must be submitted for each position/work location.

200

RETIRED EMP FLAG

Y

N

1

hr_empmstr

type

Flag which indicates the reported employee currently receives a retirement annuity for prior work as a credentialed elementary or secondary public school educator, i.e., teacher, administrator, school service personnel.

201

FIRST YEAR FLAG

Y

N

1

hr_empmstr

hr<XX>     longevity

Flag which indicates the reported employee is employed and working for the first time anywhere as a teacher, regardless of type of teacher, or employed and working for the first time anywhere as principal. Data source is configurable through Addition Setup field ‘Field containing First Year info.’

202-203

POS TIME FRAME

Y

N

2

hr_pcntble

Position Timeframe Code. Pulled from one of the PCN table Miscellaneous fields. Determined by Additional Setup field ‘Position Timeframe Code.’

204-213

POS START DATE

Y

D

10

hr_emppay

calc_beg

First day the person was scheduled to work in this position during this school year, regardless of whether the person was present or absent on that day. MM/DD/YYYY

214-220

FTE

Y

N 5,2

7

Full Time Equivalence is the percent of time an employee works divided by the required time for that position in the associated attendance center for the school year. The time worked is basically time paid (includes sick and vacation time) with the exception of extended time off.

Calculated. See Additional Setup field ‘AutoFTE’ for details.

221-223

BILINGUAL CODE

N

N

3

hr_empmstr

The language used by the employee while performing work in this position. Configurable through Additional Setup field ‘Position misc code used for Bilingual code’.

224-233

POS END DATE

N

D

10

hr_emppay

calc_end

Last day the person was scheduled to work in this position during this school year, regardless of whether the person was present or absent on that day. MM/DD/YYYY

234-244

EMPLMNT END DATE

N

D

10

hr_empmstr

lastdaywrk

Last day of employment, during this employment cycle. MM/DD/YYYY

245-246

EMPLMNT END CODE

N

N

2

hr_empmstr

termcode

Reason employment was ended. Report value determined through crosswalk table.

247-248

POSITION GRADE LEVEL

N

N

2

hr_pcntble

grade_lev

Grade Level Assignment is the grade range at which the employee is providing services for the majority of their time.  Report value determined through crosswalk table.

249

PRIMARY LOCATION

N

A

1

hr_emppay

rec_type

Flag which indicates the Position and its Work Location which an employee is primarily associated.

250

REMOVE RECORD

N

A

1

Flag to signal that this is a data removal record. This will always be set to ‘N’ by default. To remove a record from the state EIS database, create an identical record and set this value to ‘Y’.