Idaho
Staff Data Reporting Completion ChecklistNote: Be sure to complete the first six steps on the Idaho Staff Data Reporting Completion Checklist before doing the steps below to complete the Idaho Staff Data Reporting option.
Idaho
Staff Data Reporting Completion Checklist
From the Payroll screen, select the Government Reporting menu and then Idaho Staff Data Reporting.
At the Idaho Staff Data Reporting screen, click the Report Options tab (if it is not already selected) to complete the information.
Enter the ending year of the desired fiscal year for the wages to include when generating in the Fiscal Year End field, or click the down-arrow button to select the particular year. For example, to include the wages for the 2023-2024 fiscal year, enter 2024 in this field.
Enter the 3-digit number assigned by the Idaho State Department of Education for your school district in the District ID field.
Click the down-arrow button for the Idaho Staff ID field to select the correct text custom field defined in the Employee File to track the staff ID number for the employees for use with the Idaho System for Educational Excellence.
If applicable, click the down-arrow button for the Include in Report field to select the correct referenced custom field defined in the Employee File to track whether or not the employee should be included in the Idaho Staff Data Reporting.
Note: The Include in Report field is used to determine which employees to include on the report.
Enter Y or N (or click the down-arrow button to select the correct one) to use as the default in the Default field for Include in Report for those employees where the Include in Report custom field was left blank.
Tip: If the Include in Report custom field was only completed for those employees who should not be included on the report (by entering N in the custom field in the Employee File for the applicable employees), then enter Y in this field to use it as the default for all other employees.
Click the Save button.
Complete the Display Wages Missing Funding Sources option to verify if there are any contract pay codes (for the Fiscal Year End as specified on the Report Options screen (tab)) that are not tied to funding sources for employees in the Employee File (for employees with Yes for Include in Report).
Select the Options menu on the Idaho Staff Data Reporting screen and then Display Wages Missing Funding Sources.
The Wages Missing Funding Sources screen will appear listing any employees with contracts for the designated fiscal year end (from the Report Options screen) that are not tied to funding sources in the Employee File (for those employees with Yes for Include in Report).
To tie funding sources to an employee's contract, double-click on the desired employee's contract to open the Employee File and complete the necessary information for the employees listed; refer to Step 6 of the Idaho Staff Data Reporting Completion Checklist.
4. Click the Execute button to generate.
Note: If there are employees with an Inactive/Termination Date in their record on the Demographics & Experience screen (tab) that is prior to the fiscal year specified on the Report Options screen, a message will appear asking to delete the records; click Yes to delete the records for those employees and continue generating, click No to retain the records for those employees and continue generating, or click Cancel to not generate the report. (Tip: To see the employees with an Inactive/Termination Date in the prior fiscal year and/or manually select which of those employees to delete, complete the following: click No to the prompt; then click the Demographics & Experience tab; on the Demographics & Experience screen, click the Inactive/Termination Date column heading to sort the data in ascending or descending order as desired; look for those employees with an Inactive/Termination Date in the prior fiscal year; and if desired, to delete an employee, click the Delete button to the left of the Employee ID (and when prompted, click Yes to delete all the records for the employee).)
Tip: Only the employees that are specified to be included as based on the Include in Report custom field are generated and have records on the Demographics & Experience, Education, and Funding Source screens (tabs) within this option. Also, the system generates the employees as follows:
For an employee with a Hire/Rehire Date (as entered on the Employment screen in the Employee File) that is in the fiscal year specified on the Report Options screen (tab), a record for the employee is added on the Demographics & Experience and Education screens (tabs) if there is not already a record for the employee; and a record for the employee is also added to the Funding Source screen (tab) if there are funding sources defined for the employee on the Employee Funding Source Maintenance screen (tab). If applicable, the newly created records on the various screens (tabs) will need to be edited to complete all the necessary fields of information.
For an employee with a Termination Date (as entered on the Employment screen in the Employee File) that is in the fiscal year specified on the Report Options screen (tab), the Inactive/Termination Date field for the employee on the Demographics & Experience screen is updated to reflect that date.
The records are created on the Funding Source screen (tab) for all the employees who have a record on the Demographics & Experience screen (tab). The information for the records included on the Funding Source screen (tab) pulls the data from the applicable fields as defined on the Employee Funding Source Maintenance screen (tab), and the applicable salary fields (i.e. Base Salary field for Contract 1-3 and Amount field for Extra Pay 1-4) reflect the amounts from the Total Contract field in the Employee File for the applicable active pay codes for the designated fiscal year and funding sources (using the specified Split Percents).
The records on the Education and Funding Source screens (tabs) are deleted for employees without a record on the Demographics & Experience screen (tab).
Click the applicable tab to view and edit the desired information:
Tip: To lock a column in place so that it does not move while scrolling the information in the grid, click the pushpin located to the right of the desired column heading. Once the pushpin has been selected for a column, the pushpin will appear vertical to indicate the column is locked, and the locked column will move to the left and appear in front of all unlocked columns. To unlock a column, click the pushpin again; the pushpin will appear horizontal to indicate a column is unlocked. If the screen is closed and re-opened, the settings for the pushpins will go back to the defaults.
Click the Demographics & Experience tab to view and edit the demographic and experience records for employees.
Tip: Complete the Increment Experience option to update the Years in District field (column) and the Prior Idaho Teaching Experience field (column) for employees included on the Demographics & Experience tab by adding one year to the number already in the fields.
Click the Education tab to view and edit the education records for employees.
Click the Funding Source tab to view and edit the funding sources for employees.
Note: If needed, the funding source record for an employee can be added or edited on the Funding Sources screen (tab), but remember the records are created when the report is generated and uses the information as defined on the Employee Funding Source Maintenance screen (tab); so if the change is a permanent change that should be used when generating the report in the future, click the Employee Funding Source Maintenance tab and make the change there instead and then regenerate the report by repeating Step 4 (above) to have the changes copy across to the records on the Funding Sources screen (tab).
If changes were made, click the Save button.
Important Note: Be sure to finish entering the necessary information in all the fields for the records for any new hires on the Demographics & Experience screen (tab); then also add or edit the education and funding source records on the other appropriate screens for the new hires, and if needed, regenerate the report by repeating Step 4 (above) in order to have the system calculate the salary amounts on the funding source records for the new hires. If the funding sources for the new hires have not yet been defined, add those initially on the Employee Funding Source Maintenance screen (tab) instead of the Funding Sources screen (tab) and tie the employee wages to the funding sources (refer to Step 6 of the Idaho Staff Data Reporting Completion Checklist); and then once the report is regenerated, the funding source records are automatically created for the new hires on the Funding Sources screen (tab).
Tip: When editing the fields of information required for the various records on the Demographics & Experience, Education, Funding Sources, and Employee Funding Source Maintenance screens (tabs), refer to the supporting documents (instructions, manuals, and links) provided by the Idaho State Department of Education for the Idaho System for Educational Excellence at: https://boardofed.idaho.gov/k-12-education/isee-idaho-system-for-educational-excellence/. The data entered in the fields must follow the correct format as specified by the state, and the validation for the data will be performed by the state once the file created from within the Idaho Staff Data Reporting option is uploaded to the state. If needed, the codes used as the permitted values for CIP codes, contract types, education degrees, extra pay types, funding sources, high school degree types, higher education institutions, languages, paraprofessional types, schools, and termination reasons within the Idaho Staff Data Reporting option can be edited.
Steps to Edit Permitted Values
Note: To add a new record to the Demographics & Experience, Education, Funding Sources, or Employee Funding Source Maintenance screen (tab), complete the blank line (indicated with an asterisk) at the bottom of the list. To delete a record for an employee, click the Delete button to the left of the Employee ID (and when prompted, click Yes to delete the row; or if deleting a Demographics & Experience record for an employee that also has an Education and/or Funding Source record, click Yes when prompted to delete all the records for the employee).
Select the Options menu and then Create Report File.
When prompted, select the desired path (drive and folders) for where to create the file and click the Save button. The system will default to the location that was last specified.
Note: Do not change the name of the file.
8. A message will appear in the status bar stating the file was created.
Note: The file is created in a .CSV file format, and so do not open and resave the file in Microsoft® Excel; because when viewing a .CSV file using Excel, the leading zeros on numeric fields are not displayed, and if the file is resaved, the leading zeros will be dropped from the file. If desired, to see the .CSV file exactly as it will be submitted, open it using Microsoft® Notepad or Microsoft® WordPad instead.
9. Upload the file to the state.
10. The Idaho Staff Data Reporting information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.
11. Click the X in the upper right-hand corner to close the screen.