Iowa
BEDS Report Completion ChecklistNote: Be sure to complete the first two steps on the Iowa BEDS Report Completion Checklist before doing the steps below to complete the Iowa BEDS Report option; also, refer to the Tips under Step 3 on the checklist regarding SUI's recommendation for how to complete the Iowa BEDS Report option if this is the first year or second or subsequent year using the Iowa BEDS Report option.
Iowa
BEDS Report Completion Checklist
From the Payroll screen, select the Government Reporting menu and then Iowa BEDS Report.
Generating the Iowa BEDS Report:
Tip: Refer to the codes given with the instructions for BEDS issued by the Iowa Department of Education when completing the fields that require a valid code.
At the Iowa BEDS Report screen, click the Report Options tab 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 2024-2025 fiscal year, enter 2025 in this field.
Enter the 8-digit number assigned as the system key for your school district in the System Key field.
In the Generate Option field, enter the desired option for which information to generate for the Iowa BEDS Report: Regenerate Demographic Values with Active Employees or Update Current Demographic Values. To regenerate the demographic records (values) for active employees in the selected pay groups (the program and assignment records will be maintained for the active employees if previously entered; however, the demographic, program, and assignment records for Inactive employees and those in different pay groups will be deleted), select Regenerate Demographic Values with Active Employees. To regenerate the demographic records (values) for all employees presently in the Iowa BEDS Report file (and not just those in the selected pay groups) and maintain the program and assignment records for the employees if previously entered, select Update Current Demographic Values.
Click the down-arrow button for the Primary School field to select the correct referenced custom field defined in the Employee File to track the primary school (building) for the employees.
Enter the appropriate 4-digit number of the building to use as the default in the Default Value field for Primary School for those employees where the Primary School custom field was left blank.
Click the down-arrow button for the Folder field to select the correct text custom field defined in the Employee File to track the folder number of the certified employees.
Only for those school districts with the Human Resources module, select the Use Human Resources field located to the right of the Folder field to have the system use the Folder Number for the certificate flagged as the Primary Certificate as entered on the Certificates screen of the Employee File (only applicable for the certified employees). A checkmark will appear in the box if the field is selected.
Note: If this field is selected and a custom field is entered in the Folder field, the information entered in the custom field (if completed) will override the folder number for an employee as entered in the Employee File. This field is disabled for those school districts without the Human Resources module.
Click the down-arrow button for the Highest Degree field to select the correct referenced custom field defined in the Employee File to track the highest degree earned by the employees.
Only for those school districts with the Human Resources module, select the Use Human Resources field located to the right of the Highest Degree field to have the system look at the Education screen of the Employee File to determine the highest degree of the employee. A checkmark will appear in the box if the field is selected.
Note: If this field is selected and a custom field is entered in the Highest Degree field, the information entered in the custom field (if completed) will override the highest degree of an employee as entered in the Employee File. This field is disabled for those school districts without the Human Resources module.
Click the down-arrow button for the Contract Days/Work Days field to select the correct numeric custom field defined in the Employee File to track the number of days the employee is contracted to work (for contract employees) or the number of days the employee is expected to work (for unit employees).
Enter the number of days to use as the default in the Default Value field for Contract Days/Work Days for those employees where the Contract Days/Work Days custom field was left blank.
If applicable, click the down-arrow button for the Teacher Leader Days field to select the correct numeric custom field defined in the Employee File to track the number of days the employee is contracted to work as a teacher leader.
Enter the number of days to use as the default in the Default Value field for Teacher Leader Days for those employees where the Teacher Leader Days custom field was left blank.
Click the Save button.
3. Click the Pay Groups tab to select the pay groups to include on the report (only applicable if the Generate Option of Regenerate Demographic Values with Active Employees is selected).
Note: The pay groups defined (within the Pay Group File) to be included on the Iowa BEDS Report are selected by default, but can be changed if needed; if changes are made here, the changes will also be reflected in the Pay Group File.
To select a pay group, click the box under the Selected column to the left of the pay group ID. A checkmark will appear in the box if the pay group is selected.
To select all of the pay groups, click the Select All button located above the Pay Groups List.
Click the Save button.
4. Click the Deductions tab to select the appropriate categories for the deductions to include on the report.
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.
For each applicable deduction, enter which share (Employee, Employer, or Both) of the deduction to include on the report in the field under the column for the appropriate benefit type (Retirement, Annuities (AEA Only) Health, and Other), or click the down-arrow button in the field under the appropriate category to select the correct one.
Note: For those selected deductions set up in the Employee File with the Annual Total field completed for the employer share, that amount will be added to the totals for the applicable benefit types. For those selected deductions set up in the Employee File with dollar amounts for the employer share, the amount multiplied by the number of Pay Periods Per Year (as entered on the Employment screen in the Employee File) will be added to the totals for the applicable benefit types. For those selected deductions set up with percentages for the employer share, the amount of the percentage rate multiplied by the total from the selected pay codes will be added to the totals for the applicable benefit types. For those selected deductions set up in the Employee File as Declining for the employer share without an Annual Total specified, no amount will be added to the total for the applicable benefit type, so be sure the Annual Total field is completed for those Declining deductions. The total amount generated for the Retirement benefit type will include the totals from the specified deduction(s) plus the employer share of Social Security and Medicare taxes (as based on the gross wages from the selected pay codes), if applicable.
Click the Save button.
5. Click the Pay Codes tab to select the appropriate pay type for the pay codes to include on the report.
For each applicable pay code, click the down-arrow button in the Pay Type field (column) to select the appropriate pay type (Base Compensation, Extra Compensation, Bonus Pay (AEA Only), Professional Development, Teacher Salary Supplement, Teacher Leader Compensation, Other Benefits, or Health Benefits).
Note: If a particular pay code should not be included in the totals for any pay type when generating, leave the Pay Type field (column) blank.
Tip: The amounts for inactive pay codes (those defined as inactive either in the Pay Code File or on the Wages screen in the Employee File) will be excluded from the report.
Click the Save button.
6. Select the Options menu and then Generate BEDS Report.
Editing the Iowa BEDS Report:
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.
7. To view the information for an employee and manually make changes if necessary, click the Edit tab. After all the changes are made, click the Save button.
Note: The following fields of information within the demographic record can be changed for an employee by clicking in the field and keying the correct information, or clicking the down-arrow button for the desired field to select the correct item (if applicable): Local Staff ID, Primary School, Folder, Highest Degree, Total Experience, District Experience, Contract Days/Work Days, Teacher Leader Days, Base Compensation, Extra Compensation, Bonus Pay (AEA Only), Professional Development, Teacher Salary Supplement, Teacher Leader Compensation, Retirement Benefits, Annuities (AEA Only), Health Benefits, and Other Benefits. To delete an employee from the Iowa BEDS Report, click the Delete button to the left of the Employee ID.
8. To add a new employee to the Iowa BEDS Report, enter the ID of the employee in the Employee ID field in the blank line (indicated with an asterisk) at the bottom of the Edit List. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Then complete the necessary fields of information and click the Save button.
9. To view, enter, and/or edit the program record for an employee, click the plus sign (+) in the box in front of the employee to expand the record; then complete all the fields of information for each program and/or position and click the Save button.
Tip: The list of the program and position codes displayed when editing the program records can be edited from within the Permitted Values section of the Iowa BEDS Report option, if needed. Refer to the codes given with the instructions for BEDS issued by the Iowa Department of Education for the most up-to-date list of available programs and positions, and then edit the Permitted Values accordingly.
Steps
to Edit Permitted Values
Enter the appropriate program for which the employee works in the Program field, or click the down-arrow button to select the correct one.
Enter the appropriate position of the employee in the Position field, or click the down-arrow button to select the correct one.
Enter the full-time equivalency (or percent of time) as a decimal that the employee works in the specified program and/or position in the FTE field. For example, if the employee is a full-time employee and only works in one program and position, enter 1.00 in this field.
Note: If the employee works in more than one program and/or position, repeat until all the programs and/or positions have been entered for the employee.
10. To view, enter, and/or edit the assignment record for an employee, click the plus sign (+) in the box in front of the employee's program record to expand it; then complete all the fields of information for each assignment and click the Save button.
Tip: The list of the assignment codes displayed when editing the assignment records can be edited from within the Permitted Values section of the IA BEDS Report option, if needed. Refer to the codes given with the instructions for BEDS issued by the Iowa Department of Education for the most up-to-date list of available assignments, and then edit the Permitted Values accordingly.
Steps
to Edit Permitted Values
Enter the appropriate 4-digit number of the building for the employee's assignment in the School field.
Enter the appropriate assignment of the employee in the Assignment field, or click the down-arrow button to select the correct one.
For each of the grades from Prekindergarten to Grade 12, select the appropriate ones for the employee's assignment by clicking in the box under the applicable grade. A checkmark will appear in the box if a grade is selected.
Enter the number of classes taught with the employee's assignment in the Sections field.
Enter the appropriate information for whether the employee's assignment is shared in the Shared field, or click the down-arrow button to select the correct one.
If applicable, enter the appropriate code for the sharing district in the Shared District Nonpublic field.
For each of the at risk assurance, special education, and paraprofessional fields, select the items applicable for the employee's assignment by clicking in the box under the item. A checkmark will appear in the box if an item is selected.
Note: If the employee works in more than one assignment, repeat until all the assignments have been entered for the employee.
Printing the Iowa BEDS Report:
11. To print a report to verify the information for each employee, select the Reports menu and then Iowa BEDS Report.
Creating the Iowa BEDS Report Data Files:
12. Select the Options menu and then the desired option: Create BEDS Report File or Create Salary Only Report File. Select Create BEDS Report File to create a file containing all the information, including the demographic, program, and assignment records. Select Create Salary Only Report File to create a file containing only the salary and benefit information.
Note: All errors (as indicated on the Edit screen) must be resolved in order to create the BEDS Report file. When creating the BEDS Report file, only those employees who have at least one demographic, program, and assignment record will be included in the file.
13. 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.
14. If creating the BEDS Report file and there are any employees who have a demographic record but do not have at least one program and/or assignment record, a prompt will appear stating the number of employee records excluded from the file; click the View button to display a list of the employees that were omitted and then double-click on an employee to edit (the Edit tab will appear with the records for all excluded employees expanded in order to enter the program and/or assignment records). After editing the records, then re-create the file.
15. A message will appear in the status bar to show that the file was created.
16. Import the file(s) into the state's program.
17. The Iowa BEDS Report information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.
18. Click the X in the upper right-hand corner to close the screen.