HRMS Running the SS-300 Report

1. HRMS Running the SS-300Report

2. Learning Objectives • SS-300 Report Purpose & Selection Criteria • SS-300 Reporting Classifications • View Position • Edit Position • Data Cleanup • Web Reports in HRMS • 800001 • 800006 • 800004 • 800005 • 800002 • 000019, 000020 and 000022 • Running the SS-300 Reports using Reporting Tool or AppleTree icon • Error • Detail • Summary

3. SS-300 Purpose • The SS-300 Report is an annual report used to generate the state-required Local Salary Supplement Report (SS-300). • This report is used to determine how many positions an LEA has, and how many of those positions receive local salary supplements. • Supplement is defined as the amount of locally paid money to augment the salary of a position over and above the state salary schedule. • The Information Center at DPI uses this data to publish the Local Salary Supplement for NC Schools and City Units report and to determine the average teacher’s salary within the state.

4. SS-300 Purpose • This report is run annually in October. DPI’s Statistical Research and Data Center notifies the LEAs each year of the report due date, usually October 31st, but sometimes as late as Thanksgiving. • The Summary Report is the information that is submitted to DPI. • The Error and Detail Reports are normally run first to clean up and validate the report data. Even before these reports are run, several steps should be take to ensure data in HRMS and Payroll is up-to-date.

5. SS-300 Selection Criteria • Employees with a current HRMS assignment are selected. • Positions must have a valid SS-300 Reporting Classification in HRMS. • The SS-300 Reports include the following budget code types: • Supplement Budget Codes from Payroll– Payroll Budget Codes are selected by matching on SSN and HRMS Position #. Payroll Supplements must meet the following criteria to be selected for the SS-300 report: • Object Code = 181, 187 or 192 (Note: Budget Codes with an Object Code of 192 and purpose code of 54XX or 69XX are excluded.) • Payment Method = Salaried or Hourly • If Payment Method is Salaried, Percent Employed > 0 • If Payment Method is Hourly, HRMS Assignment Hours > 0 • Months Employed > 0 • Gross Pay > 0 • Pay Frequency = Monthly, Semi-monthly, or Annual

6. SS-300 Selection Criteria • Additional Pay Budget Codes with Flat Dollar Amounts from HRMS– HRMS Additional Pay Budget Codes are selected by reading the HRMS Assignment Budget Code table and matching on SSN and Position. Flat Dollar Additional Pay Budget Codes must meet the following criteria to be selected: • Pay Type = Additional Pay • Supplement Indicator = 'Yes' • Flat $ amount > 0 • Position Pay Method = Salaried, Hourly, or Flat Dollar

7. SS-300 Selection Criteria • Additional Pay Budget Codes with Salary Schedule/Grade/Step from HRMS– HRMS Additional Pay Budget Codes are selected by reading the HRMS Assignment Budget Code table and matching on SSN and Position. Additional Pay Budget Codes with Salary Schedule/Grade/Step must meet the following criteria to be selected: • Pay Type = Additional Pay • Supplement Indicator = 'Yes' • Salary Schedule/Grade/Step must be valid. • Flat $ amount = 0 • Gross Salary Amount for Salary Schedule/Grade/Step > 0 • Pay Frequency for Schedule/Grade/Step = Monthly, Semi-Monthly, or Annual • Position Pay Method = Salaried or Hourly • If Position Pay Method is Salaried, Percent Employed on Budget Code > 0 • If Position Pay Method is Hourly, Hours on Budget Code > 0 • Position Term must be valid.

8. SS-300 Selection Criteria • Base Budget Codes from Payroll– Payroll Budget Codes are selected by matching on SSN and HRMS Position #. Payroll Base Budget Codes must meet the following criteria to be selected for the SS-300 report: • The assignment must not have any valid Payroll Supplement Budget Codes OR any valid HRMS Additional Pay Budget Codes. • Must have one of the following Object Codes: 111, 112, 113, 114, 115, 116, 117, 118, 121, 122, 123, 124, 128, 131, 132, 133, 134, 135, 141, 142, 143, 144, 145, 146, 147, 148, 149, 151, 152, 153, 164, 171, 173, 174, 175, 176, 177, 178, 195, or 198.

9. Formulas for Calculating Annual Supplements • Payroll Supplement Budget Codes - These budget codes usually have their supplement amount calculated by using the Salary Schedule/Grade/Step. (Some LEAs do not use Grade & Step, but the dollar amount for those assignments is stored in the Payroll Beginning Gross field. Gross Pay includes the supplement amount retrieved from Payroll for each budget code). Unless noted, all values are taken from the Payroll Budget Code. • If Pay Method is Salaried: • If Pay Frequency is Monthly: Annual Supplement = Gross Pay x (Percent Employed / 100) x Months Employed • If Pay Frequency is Semi-Monthly: Annual Supplement = Gross Pay x (Percent Employed / 100) x Months Employed x 2 • If Pay Frequency is Annual: Annual Supplement = Gross Pay x (Percent Employed / 100) • If Pay Method is Hourly: • Annual Supplement = Gross Pay x (HRMS Assignment Hours x Months Employed x 4.3333)

10. Formulas for Calculating Annual Supplements • HRMS Additional Pay Budget Codes with Flat Dollar Amount • Annual Supplement = Flat $ Amount • HRMS Additional Pay Budget Codes with Salary Schedule/Grade/Step • If Position Pay Method is Salaried: • If Pay Frequency for Salary Schedule/Grade/Step is Monthly: Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x (Percent Employed for Budget Code / 100) x Position Term • If Pay Frequency for Salary Schedule/Grade/Step is Semi-Monthly: Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x (Percent Employed for Budget Code / 100) x Position Term x 2 • If Pay Frequency for Salary Schedule/Grade/Step is Annual: Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x (Percent Employed for Budget Code / 100) • If Position Pay Method is Hourly: • Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x Hours for Budget Code x (Position Term x 4.3333)

11. SS-300 Instructions • SS-300 Reporting Classifications • For the report to be accurate, the SS-300 Reporting Classification must be set properly for HRMS positions. The SS-300 Classification is viewable on the View Position form and editable on the Edit Position form. • All positions should have their SS-300 classification marked; if a position does not need to be included on the report, it should be marked with a ‘Do Not Report’ SS-300 classification. • Supplement Budget Codes must be active in both HRMS and Payroll in order to run the SS-300 Report

12. SS-300 Instructions • SS-300 Reporting Classifications Description of Reporting Classifications

13. SS-300 Data Cleanup (Prior to Running the SS-300 Reports) • Web Report 800001 – Payroll Employees Not in HRMS displays all employees who have an active Payroll Assignment but no HRMS employee record. • Web Report 800006 displays HRMS employees with an Active or Leave Employee Status and no active Payroll Assignments. • Web Report 800004 – HRMS Employees with No Position Assignments displays HRMS employees with an Active or Leave Employee Status that have no current or future assignments. Substitutes are excluded. • Web Report 800005 displays employees who have an active Payroll assignment with a missing or invalid HRMS Position number. • Web Report 800002 – Employees With Additional Pay Budget Codes in HRMS displays HRMS employees that have Additional Pay budget codes assigned to them.

14. Additional Web Reports • Web Report 000019 – Displays employees with Disabled or Invalid Employment Status Codes • Web Report 000020 – Displays Active Employees with Zero or Multiple Primary Assignments • Web Report 000022 – Displays Inactive Employees with Current Assignments

16. SS-300 Clean up Reports 800001, 800006, 800004, 800005, 800002

17. SS-300 Error Report • The SS-300 Error Report is used to clean up data in preparation for the SS-300 Summary Report (aka Local Salary Supplement Report) that is submitted to DPI each October. • The report provides details about error conditions for employees, positions, assignments, and budget codes that need to be addressed prior to running the SS-300 Summary Report. • Review and correct errors as needed

18. Reporting Tool Installing the Reporting Tool

19. SS-300 Error Report How to Fix SS-300 Errors

20. SS-300 Detail Report • The SS-300 Detail Report is used to validate data for the SS-300 Summary Report (aka Local Salary Supplement Report) that is submitted to DPI each October. • The report lists budget code, percent employed, and total supplement for employees/assignments by SS-300 Classification Code. It also includes a Position Count, Supplement Count, and Minimum, Maximum and Total Supplement for each SS-300 Classification, and Grand Totals for the entire LEA. • Review and make changes as needed

21. SS-300 Detail Report

22. SS-300 Summary Report • The SS-300 Summary Report is used to prepare the Local Salary Supplement Report that is submitted to DPI each October. • The SS-300 Summary Report provides the following totals for each SS-300 Classification and for the entire LEA: • # Positions – Number of Positions with a valid SS-300 reporting classification, regardless of whether local supplements are paid on that position. This is not an FTE count, but rather a count of the number of positions. • # Supplements – # Supplements - Number of positions included in first total (# Positions) that are receiving an annual supplement (have at least one valid matching Payroll Supplement or at least one valid HRMS Additional Pay Budget Code).

23. SS-300 Summary Report (continued) • The SS-300 Summary Report provides the following totals for each SS-300 Classification and for the entire LEA: • Minimum Supplement – Smallest amount of individual annual supplement (for a given employee/position #) within that reporting category. • Maximum Supplement – Largest amount of individual annual supplement (for a given employee/position #) within that reporting category. • Total Supplement – Total sum of all annual supplements for all employees/positions within this SS-300 category.

24. SS-300 Summary Report

25. Summary • SS-300 • Purpose and Criteria • Reporting Classifications • Data Cleanup – Web Reports • Running SS-300 in Reporting Tool • Error Report • Detail Report • Summary

26. QUESTIONS

27. HRMS Support Contact Information HRMS Help Desk: (919) 807-HELP Kit Arndt, HRMS Support, (919) 807-3216, kit.arndt@dpi.nc.gov Currently Vacant, HRMS Trainer, (919) 807-3218, ???.???@dpi.nc.gov http://hrmscomm.wikispaces.com