Note: If needed, before completing the Iowa State Education Association Report option, complete the following two items:
(1) Add two custom fields: Folder (text custom field) and Worksite (referenced custom field); and then complete the custom fields in the Employee File for the applicable employees. For those school districts with the Human Resources module, if designated when generating the report, the system will use the Folder Number for the certificate flagged as the Primary Certificate as entered on the Certificates screen of the Employee File; therefore, only define and complete a custom field for Folder to override the information of an employee as entered in the Employee File in Human Resources, if applicable. Also, the Worksite custom field only needs to be defined and completed if one or more employees have a worksite that is different than the default entered when generating the report.
(2) For unit employees, complete the Total Contract field on the Wages screen in the Employee File for the pay codes to be included on the report. (Tip: If the unit pay code has an amount designated in the Pay Rate field on the Wages screen, enter the number of units the employee will be paid with that particular pay code in the Total Hours field and then the system will automatically calculate the total dollar amount and display it automatically in the Total Contract field.)
From the Payroll screen, select the Government Reporting menu and then Iowa State Education Association Report.
Generating the Report:
At the Iowa State Education Association 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.
If applicable, 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.
If applicable, click the down-arrow button for the Worksite field to select the correct referenced custom field defined in the Employee File to track a worksite if different than the default.
If desired, enter the worksite to use as the default in the Default Value field. The default worksite can be alphanumeric and up to 10 characters. The worksite entered here will be used for those employees where the Worksite custom field was left blank (or if the custom field was not created).
Click the Save button.
Click the Pay Groups tab to select the pay groups to include on the report.
Note: The pay groups defined (within the Pay Group File) to be included on the Iowa State Education Association 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.
Click the Pay Codes tab to select the pay codes to include on the report.
To select a pay code, click the box under the Selected column to the left of the pay code ID. A checkmark will appear in the box if the pay code is selected.
To select all of the pay codes, click the Select All button located above the Pay Codes List.
Click the Save button.
Viewing/Editing the Report:
5. If desired, click the View/Edit Data tab to view the information on the report and make changes if needed.
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.
All the active employees in the selected pay groups appear in the Report Data List.
To change any of the information for an employee, click in the desired field and then key the correct information. Only the fields that appear in white (rather than gray) can be edited. To delete an employee from the report, click the Delete button to the left of the desired employee's record.
Note: All changes will be lost once the View/Edit Data screen is closed; if any changes were made, create the file at this time in order to include the desired changes. The Work Email Address field (column) reflects the Business Email as entered on the Name & Address screen in the Employee File. The Home Email field (column) reflects the Personal Email Address as entered on the Name & Address screen in the Employee File. The Cell Phone field (column) reflects the first phone number entered with the Phone Type of Cell on the Name & Address screen in the Employee File. The Home Phone field (column) reflects the first phone number entered with the Phone Type of Home on the Name & Address screen in the Employee File. The Position field (column) reflects the job title for the employee as entered in the Position field on the Employment screen in the Employee File. The Hire Date field (column) reflects the most recent Hire/Rehire Date as entered in the Employee Dates List on the Employment screen in the Employee File. The Salary field (column) reflects the total of all the amounts in the Total Contract field on the Wages screen in the Employee File for the selected pay codes (from the Pay Codes tab) for the specified fiscal year.
Tip: To only include employees on the report with a certain value for a particular referenced custom field, change the filters so that only the desired employees appear and then create the file at this time.
Creating the Report File:
6. Select the Options menu and then Create Report File.
7. At the Create Report File screen, select the desired path (drive and folders) for the destination location 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 on the screen to show that the file was created.
9. Submit the report file to the union representatives following their instructions.
10. Click the X in the upper right-hand corner to close the Iowa State Education Association Report screen.