IL EIS Salary Report
Overview
The Illinois State Board of Education (ISBE) requires the Employment Information System (EIS) peport for purposes of tracking school employee assignemnt and work data. The report is broken into two parts; the Employment Report, which reports employment data an dposition information for teachers, principals and other employees; and the Salary report which updates the employees assignemnt data with salary and wage data. This document pertains to the Salary portion of the report.
Report Frequency
To be run as often as necessary to keep the data up to date in the states EIS database. Submission of salary data may start on May 18th (for the 2015 School Year). The final deadline for completed Employee and Salary Data is October 1st each year.
Selection Criteria
Employee IDs (within an entity) meeting the following criteria are considered for the report.
Positions Assignments with a Fiscal Year matching the Fiscal Year of the report.
A Pay Class listed in the Additional Setup lists ‘Primary Pay Class’
BusinessPLUS Setup
(need content)
Setup
Before a report can be generated, the reporting interface must be accessed and necessary data set up completed. This configuration information is used by the Load and Submission processes.
The following options need to be configured under the ‘Setup’ menu:
· Site Profile
· Additional Setup
Site Profile
Click Setup > Site Profile to define entities and their details. At least one Site Profile record is required. All of the IL regulatory reports utilize this same table so data will rarely need to be changed once it has been entered. In the following example, sensitive information has been blocked.
To add details about a ‘Site’, enter data in the fields as described below.
Field | Description |
|---|---|
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. |
Additional Setup
Click Setup > Additional Setup to define the reports configuration details. This information is used by the Load process.
The following table describes each of the additional setup features’ purpose and setup.
Setup Description | Value/Type | Purpose |
|---|---|---|
Additional Pay CDH Codes | csv string | List of CDH Codes that contribute to the Additional Pay Repored Value. |
Primary Pay Class | csv string | Only Pay Assignemnts with a Pay Class in this list will be included in the report. |
Vacation Hour Codes | csv string | List of CDH Codes that contribute to the ‘Vacation Days’ Repored Value. |
Title 1 Fund Key Part | integer, 1-8 | Title 1 Funding is determined by the presence of a specific value in one of the paystring parts. This is the key part number, where the specific value can be found. |
Title 1 Fund Value | csv list of integers | List of key part vlues that represent Title I funding. |
Base Salary Paybase | integer, 1-42 | OBSOLETE. NOT USED. |
Title 3 Fund Key Part | integer, 1-8 | Title 3 Funding is determined by the presence of a specific value in one of the paystring parts. This is the key part number, where the specific value can be found. |
Title 3 Fund Value | csv list of integers | List of key part vlues that represent Title 3 funding. |
Automatic FTE adjustment toggle. | “Y” or “N” | Toggles Automatic FTE Adjustment. If “Y”, the report will calculate FTE as follows: reported FTE = (PCN FTE)*(Actual Days)/(Default Days) for each of the employees Pay Assignments. 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. This Setup Item is common to both the EIS Salary and EIS Employment reports. Changing the value in either location will affect both reports.
|
Position misc field used for Timeframe Code. | MISC1-MISC4, MISCVAL1-MISCVAL4 | This Setup Item is common to both the EIS Salary and EIS Employment reports. Changing the value in either location will affect both reports.
Position Definition screen’s Miscellaneous code or value code that defines a positions timeframe code. If this field is blank “01” will be used as the timeframe code. |
Sick Hour Codes | csv string | List of CDH Codes that contribute to the ‘Sick Days’ Reported Value. |
Bonus CDH Codes | csv string | List of CDH Codes that contribute to the ‘Bonuses’ Repored Value. |
Annuities CDH Codes | csv string | List of CDH Codes that contribute to the ‘Annuities’ Repored Value. |
Enhancements CDH Codes | csv string | List of CDH Codes that contribute to the ‘Enhancements’ Repored Value. |
Other CDH Codes | csv string | List of CDH Codes that contribute to the ‘Other Benefits’ Repored Value. |
Positions Requiting Benefits Data. | csv string, use a hyphen for ranges | List of CBEDS position codes that are required to have their Benefits Data reported. |
Positions Requiring a Funding Source Value. | csv string, use a hyphen for ranges | List of CBEDS position codes that are required to have their Funding Source value reported. |
Instance
Click Instance to configure the report instances for each report to be created. Report instances need to be configured for the Load Process. Think of the Report Instance as an identification of the time period for each report/file to be created.
To create an instance of the report, enter the data as described below.
Field / Button | Description |
|---|---|
Name | Instance Moniker. |
Report Date |
|
Fiscal Year | The 7 character fiscal year that defines the time period of the report (YYYY-YY). The report will always collect data for July 1st of the first year to June 30th of the second year. |
Load
Click Load to select the Report Instance for which to extract and load the eligible records into the maintenance table. See the Submission File Layout for the source of the reported data.
To launch the Load Process, select the appropriate data and, if necessary, refer to the Overview of Regulatory Reporting guide for additional information.
To load data for an instance of a report, enter data in the fields as described below.
Field / Button | Description |
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 changes positions. |
Maintenance
Click Maintenance to view Load Process results. The load will include any generated errors and will display those in the bottom half of the screen. Data manipulation is allowed on the extracted employee data.
Long term data correction must be done in the other report screens or in BusinessPLUS itself. Data entered or updated in a report instance is good only for that instance.
Possible Error & Warning Messages
The grid at the bottom of the Maintenance page displays error messages logged during the load extract/submission package execution. The errors include invalid/missing mandatory field values. These values can be corrected by selecting the record from the error log grid and clicking on the ‘Filter Selected Record’ checkbox although the long term data fix would need to occur in BusinessPLUS or the report setup type screens. On clicking this option, only the invalid record is filtered in the maintenance grid, which can then be corrected and saved. On clicking the checkbox again (clearing the field) all the maintenance records are again displayed on the maintenance grid.
The potential Error/Warning Messages are described in the table below. How to resolve the errors is also provided. In some cases, the message may be informational only and should not significantly affect the Submission Process. See the Submission File Layout section regarding the fields in question to verify if they are required.
To generate a separate error report that can be printed or used for reference for either the Load or Submission type errors, make the appropriate selection in the ‘Error Log By Last’ drop down and click on the generate report icon to the far right of the ‘Error Log By Last’ field.
Type | Error / Warning Message | Resolution |
|---|---|---|
Load | <id> : has FTE > 1.0 for timeframe ‘01’. | Occurs when a single employee id is found to have a combined total FTE greater than 1.0 for all positions with a timeframe of ‘01’. Manually adjust the FTE values for the employee within the table. This may also occur when a Summer or Night School position isn’t marked as such, causing what would normally be a timeframe ‘02’ position to be combined with the timeframe ‘01’ records. |
Load | <id> : has FTE > 0.5 for timeframe ‘02’. | Occurs when a single employee id is found to have a combined total FTE greater than 0.5 for all positions with a timeframe of ‘02’. Manually adjust the FTE values for the employee within the table. |
Load | <id> : has empty position code. | Occurs when an employee has a pay assignment with a payclass in the ‘Primary Payclass’ list. But the position doesn’t have an assigned CBEDS code. Remove the employee from the report or assign a CBEDS code. |
Load | <id> : has empty first name. | Employee has no first name value. |
Load | <id> : has empty last name. | Employee has no last name value. |
Load | <id> : has empty school year. | If this occurs it will be for all employees in the report. This is caused be no ‘Report Date’ in the Report Instance Screen. |
‘Load’ indicates the message appears during the Load Process, on the bottom of the Maintenance screen
‘Sub’ indicates the message appears on the Submission report
Submission
After verifying the maintenance data, click Submission to create the file to be submitted to the reporting agency. To create a report file for submission, data is entered in the fields as described below as well as in the Overview of Regulatory Reporting guide.
Field / Button | Description |
|---|---|
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 |
Submission File Layout
The following table shows the field numbers, field names, and source within BusinessPLUS.
Position | Field | Req. | Type | Size | Source Table | Source Column | Description/Business Logic |
|---|---|---|---|---|---|---|---|
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. |
11-40 | LAST NAME | Y | A | 30 | hr_empmstr | lname | Employee’s Legal Last Name. (No periods or apostrophes) |
41-70 | FIRST NAME | Y | A | 30 | hr_empmstr | fname | Employee’s Legal First Name. (No periods or apostrophes) |
71-100 | MIDDLE NAME | Y | A | 30 | hr_empmstr | mname | Employee’s Legal Middle Name or initial. (No periods or apostrophes) |
101-110 | BIRTH DATE | Y | A | 10 | hr_empmstr | bdt | Employee’s Date of Birth. MM/DD/YYYY |
111-114 | SCHOOL YEAR | Y | MM/DD/YYYY | 4 | -- | -- | School Year of the data being reported. Determined form Instance definition Report Date. If the Report Date’s month is July or later, the Report Date’s year will be used. If the Report Date’s month is June or earlier, the Report Date’s year + 1 will be used. |
115-129 | EMPLOYER RCDTS | Y | N | 15 | hr_empmstr | bdt | District RCDTS code. Taken from Report Entity Definition. |
130-132 | 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 Timeframe, a position record must be submitted for each position/timeframe. |
133-134 | POSITION TIMEFRAME | Y | N | 2 | hr_pcntble | -- | Position Timeframe Code. Pulled from one of the PCN table Miscellaneous fields. Determined by Additional Setup field ‘ Position misc field used for Timeframe Code.’ |
135-141 | FTE | Y | N 5,2 | 7 | hr_emppay | pcn_fte | 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. |
142-143 | TITLE 1 FUNDS | N | N | 2 | -- | -- | Taken from each position’s distribution’s paystring. See additional setup items ‘Title 1 Fund Key Part’, ‘Title 1 Fund Value’, ‘Title 3 Fund Key Part’, ‘Title 3 Fund Value’ |
143-155 | BASE SALARY | N | N 10,2 | 12 | hr_emppay | actl_annual | Sum of all actual_annual values for all pay assignments with the same CBEDS code and timeframe. |
156-159 | VACATION DAYS | N | N | 4 | pyh_hst_dtl | pyh_amt<xx> | Aggregate of all amound found in pay history for the employee, for the reporting period, for all cdh_no’s in the Additional Setup List ‘Vacation Hour Codes’ divided by the hours/day value of 8. |
160-163 | SICK DAYS | N | N | 4 | pyh_hst_dtl | pyh_amt<xx> | Aggregate of all amound found in pay history for the employee, for the reporting period, for all cdh_no’s in the Additional Setup List ‘Sick Hour Codes’ divided by the hours/day value of 7.25. |
164-175 | BONUSES | N | N 10,2 | 12 | pyh_hst_dtl | pyh_amt<xx> | Aggregate of all amound found in pay history for the employee, for the reporting period, for all cdh_no’s in the Additional Setup List ‘Bonus CDH Codes’ |
176-187 | ANNUITIES | N | N 10,2 | 12 | pyh_hst_dtl | pyh_amt<xx> | Aggregate of all amound found in pay history for the employee, for the reporting period, for all cdh_no’s in the Additional Setup List ‘Annuities CDH Codes’ |
188-199 | RETIRE ENHANCEMENTS | N | N 10,2 | 12 | pyh_hst_dtl | pyh_amt<xx> | Aggregate of all amound found in pay history for the employee, for the reporting period, for all cdh_no’s in the Additional Setup List ‘Enhancements CDH Codes’ |
200-211 | OTHER BENEFITS | N | N 10,2 | 12 | pyh_hst_dtl | pyh_amt<xx> | Aggregate of all amound found in pay history for the employee, for the reporting period, for all cdh_no’s in the Additional Setup List ‘Other CDH Codes’ |
212-221 | POS END DATE | Y | MM/DD/YYYY | 10 | hr_emppay | calc_end | Latest Position End Date of all combined pay assignments with the same CBEDS code and timeframe. |
Data Types
A/N - Alpha Numeric, left justified, and blank.
N - Numeric, right justified, zero, unsigned without decimal point, cents, and dollars.
N 1,2 – Numeric, include decimal point, 1=number of digits before decimal, 2=number of digits after decimal.
MM/DD/YYYY – Date, following the format 2-digit month/2-digit day/4-digit year
Record Length: 221bytes/characters plus one character for carriage return and one character for line feed.
Submission Report
The submission file report can be obtained by clicking Generate Report or View Report buttons on the ‘Submission’ window.
About
The About screen displays system level information about the report such as the version, report name and database details.