Nebraska
Staff Reporting Completion ChecklistNote: Be sure to complete the first two steps on the Nebraska Staff Reporting Completion Checklist before doing the steps below to complete the Nebraska Staff Reporting option.
Nebraska
Staff Reporting Completion Checklist
From the Payroll screen, select the Government Reporting menu and then Nebraska Staff Reporting.
Generating the Staff Demographics:
At the Nebraska Staff Reporting screen, click the Report Options tab to complete the information if it is not already selected.
Click the down-arrow button for the Education Attained field to select the correct referenced custom field defined in the Employee File to track the degrees earned by the employees.
If desired, enter the appropriate 2-digit code for the type of degree (or click the down-arrow button to select the correct code) to use as the default in the Default Value field for Education Attained for those employees where the Education Attained custom field was left blank (and/or for those employees without the Education screen in the Employee File completed if the Use Human Resources field is selected).
Only for those school districts with the Human Resources module, select the Use Human Resources field located to the right of the Education Attained field to have the system look at the Education screen of the Employee File to determine the education attained by the employee, as based on the Degrees and the Continuing Education courses (only those with the Count Toward Education Level field selected and the Degree field blank), if applicable. 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 Education Attained field, the information entered in the custom field (if completed) will override the education attained by an employee as entered on the Education screen in the Employee File. If this field is selected and a Default Value for Education Attained is specified, the Default Value will only be used if the employee does not have the Education screen in the Employee File completed. This field is disabled for those school districts without the Human Resources module.
Click the down-arrow button for the Paraprofessional Assessment field to select the correct referenced custom field defined in the Employee File to track the assessment passing score of the instructional paraprofessionals.
If desired, enter the appropriate 1-digit code for the passing score (or click the down-arrow button to select the correct code) to use as the default in the Default Value field for Paraprofessional Assessment for those employees where the Paraprofessional Assessment personnel field was left blank.
Note: Since the Paraprofessional Assessment custom field should only be completed for those employees who are instructional support paraprofessionals, there will be numerous employees with this custom field left blank; thus, enter a Default Value of 0 for Not Applicable to use for all those employees (with the custom field left blank).
Click the down-arrow button for the Contract field to select the correct referenced custom field defined in the Employee File to track whether or not the employees’ contracts are held by your school district.
If desired, enter Y or N (or click the down-arrow button to select the correct one) to use as the default in the Default Value field for Contract for those employees where the Contract custom field was left blank.
Tip: If the Contract custom field was completed by entering N in the custom field for the applicable employees (those employees whose contracts are held by a different school district or organization, or those employees with the applicable assignment codes (for example, paraprofessionals, substitutes, and coaches) and it is their only assignment), then enter Y in this field to use it as the default for all other employees.
Note: If a Default Value is not entered for Contract and the Contract custom field was left blank for an employee, the system will assume N for No for the employee.
Click the down-arrow button for the Date of Contract field to select the correct date custom field defined in the Employee File to track the contracted dates for the employees.
If desired, enter the date to use as the default in the Default Value field for Date of Contract for those employees where the Date of Contract custom field was left blank. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: The Department of Education recommends to use the first day of the contract period (for example, 09/01/2023) as the Date of Contract so that the majority of the employees will have the same date.
If applicable, click the down-arrow button for the Include on NSSRS Report field to select the correct referenced custom field defined in the Employee File to track whether or not the employee should be included on the report.
Note: The Include on NSSRS Report field is used in addition to the pay groups selection 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 Value field for Include on NSSRS Report for those employees where the Include on NSSRS Report custom field was left blank.
Tip: If the Include on NSSRS Report custom field was only completed for those employees who should not be included on the report (by entering N in the custom field), then enter Y in this field to use it as the default for all other employees.
Click the down-arrow button for the Staff ID field to select the correct text custom field defined in the Employee File to track the staff IDs assigned by the Department of Education for the employees.
Click the down-arrow button for the Primary Subject Area field to select the correct referenced custom field defined in the Employee File to track the subject area primarily taught by the employees.
Enter the appropriate 2-digit code for the subject area (or click the down-arrow button to select the correct code) to use as the default in the Default Value field for Primary Subject Area for those employees where the Primary Subject Area custom field was left blank.
Note: If the Primary Subject Area custom field was only completed for those employees who are teachers, enter a Default Value of 00 for 'Position does not require a Primary Subject Area' to use for all other employees (those in non-teaching positions) with the custom field left blank.
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 appropriate 6-digit number assigned by the Department of Education for your school district in the County District Number field. Use the XX-XXXX format and be sure to key the dash.
Click the Save button.
Click the Pay Groups tab to select the pay groups to include on the report. Only the employees in the selected pay groups with Y entered (or generated) in the Include on NSSRS Report field will be included on the report.
Note: The pay groups defined (within the Pay Group File) to be included in the Nebraska Staff Reporting option 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 Deductions tab to select the appropriate 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, or the Save button is clicked (if applicable), 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 Share field, or click the down-arrow button to select the correct one.
Note: For those selected deductions set up in the Employee File with the Annual Total field completed, that amount will be added to the total benefits when generated. For those selected deductions set up in the Employee File as Declining without an Annual Total specified, the amount in the Balance field will be added to the total benefits when generated. For those selected deductions set up in the Employee File with dollar amounts, the amount multiplied by the maximum number of Total Payments of the base salary contracts will be added to the total benefits when generated. For those selected deductions and taxes set up with percentages, the amount of the percentage rate multiplied by the total of the base salary plus the additional compensation will be added to the total benefits when generated.
Click the Save button.
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 (Basic Salary, Additional Compensation, or 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.
Click the Save button.
Click the Taxes tab to select the taxes for which to include the employer amounts on the report.
For the appropriate taxes, click the box under the Selected column to the left of the tax ID. A checkmark will appear in the box if the tax is selected.
Click the Save button.
Select the Options menu and then Generate Staff Demographics.
Note: If there are any employees with validation errors, a screen will display listing the employees with errors. Complete the steps below for "Editing the Staff Demographics" in order to edit the specified employees directly within the Nebraska Staff Reporting option to resolve the errors, or else edit the employees within the Employee File and then regenerate the staff demographics.
Obtaining the Staff ID Numbers for New Employees included in the Staff Demographics:
Note: If desired, complete Steps 9 through 11 in order to obtain the staff ID numbers from the state for new employees (with the Staff ID custom field left blank) and import the data into the Staff ID custom field; otherwise, if all the staff IDs were manually entered for all employees (including newly hired employees) when completing the Nebraska Staff Reporting Setup Procedures, skip to Step 12.
Create the file of newly hired employees included in the Staff Demographics report that do not have a staff ID number entered yet by completing the following:
Select the Options menu and then Create Missing Staff ID File.
When prompted, select the desired location for where to create the file (will be named MissingIDs.tab) and click the Save button.
Upload the MissingIDs.tab file to the state's website in order to search for and assign staff IDs for the newly hired employees by following the instructions in the Staff ID User Guide issued by the Nebraska Department of Education.
Download the results (assigned staff IDs) from the state's website into a file by following the instructions in the Staff ID User Guide issued by the Nebraska Department of Education.
Import the assigned staff ID numbers from the file downloaded from the state's website for the newly hired employees into the Staff ID custom field in the School Accounting System.
Editing the Staff Demographics:
Click the Staff Demographics tab to view the information on the Staff Demographics report and make any changes if desired.
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 option is closed and re-opened, the settings for the pushpins will go back to the defaults.
To change the information for an employee, click in the desired field and then key the correct information, or click the down-arrow button for the desired field to select the correct item (if applicable). After all the changes are made, click the Save button.
Note: Only the following fields of information can be changed for an employee: Date of Contract, Total Experience, Experience This District, Education Attained, Paraprofessional Assessment Passed Flag, Basic Salary, Number of Days Contracted, Additional Compensation, Benefits, Contract, Hispanic Indicator, Race 1-5 Codes, and Primary Subject Area. To delete an employee from the Staff Demographics report, click the Delete button to the left of the Employee ID.
To export the report into a file in order to open and print the report (such as in Microsoft® Excel), if desired, complete the Export Grid option (accessed from the File menu).
Note: The file created with the Export Grid option is not the file to submit to the state as it is not using the correct required file format/layout.
Editing the Staff Position Assignments:
Note: The information for the Staff Position Assignments report must be set up initially and then the data within the Nebraska Staff Reporting option can be maintained from year to year. If desired, a file containing the assignment information for your employees can be imported rather than manually keyed the first year.
Steps to Import Staff Position Assignments
File
Click the Staff Position Assignments tab to view the information on the Staff Position Assignments report and make any changes if desired.
To add a new employee to the Staff Position Assignments 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 Staff Position Assignments List. If the ID is not known, click the down-arrow button to select the correct one.
To view, enter, and/or edit the assignment 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 assignment and click the Save button.
Enter the appropriate 6-digit number assigned by the Department of Education for the school district the employee is assigned to serve in the County District Number field. Use the XX-XXXX format; the system will add the dash if one is not keyed. If applicable, the number entered in the County District Number field on the Report Options tab will appear as the default in this field, but can be changed.
Enter the appropriate 5-digit code (using the X-XXXX format) for the assignment of the employee in the Assignment Code field, or click the down-arrow button to select the correct one.
Tip: The list of the assignment codes displayed when editing the assignment records can be edited from within the Assignment Codes section of the Nebraska Staff Reporting option, if needed. Refer to the codes given with the instructions for the Staff Position Assignments report by the Nebraska Department of Education for the most up-to-date list of available codes, and then edit the assignment codes accordingly.
Steps
to Edit Assignment Codes
Enter the appropriate 3-digit code for the school number to which the employee is assigned in the School Number field.
Tip: Refer to the codes given with the instructions for the Nebraska Student and Staff Records System issued by the Department of Education when completing the fields that require a valid code.
Enter the date the employee starts the assignment in the Assignment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the date the employee completes the assignment in the Completion Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the value between 1 and 100 that indicates the percentage of the employee’s time that is allocated to this assignment in the Full Time Equivalency field. For example, if the employee is a full-time employee and only has one assignment with one special program for one school, enter 100 in this field.
Note: The Full Time Equivalency field is not required for substitutes or coaches.
Only for those employees who are substitutes, enter the number of days worked within your district (rounded to the nearest half day) in the Days Worked field; otherwise, leave this field blank for all other employees.
Note: If the employee has more than one assignment, repeat until all the assignments have been entered for the employee.
Tip: To change the dates from year to year for the Assignment Date and Completion Date fields for the employees included in the Staff Position Assignments report, click the Update Dates tab. All the different Assignment Date and Completion Date combinations currently entered for the employees in the Staff Position Assignments report will appear on the Update Dates screen. For each of the current date combinations to be changed, enter the new dates (using the mm/dd/yyyy format) in the New Assignment Date and New Completion Date fields (columns), or click the down-arrow button for the field to select the desired date. When changing the dates, both the New Assignment Date and New Completion Date fields must be completed (one of the two fields cannot be left blank). Leave both the New Assignment Date and New Completion Date fields blank for a particular date combination to keep the dates from being changed. Click the Save button to save the changes.
Printing the Staff Demographics and Staff Position Assignments:
To print a report to verify the information for each employee, select the Reports menu and then select the desired report: Nebraska Staff Demographics Report or Nebraska Staff Position Assignment Report.
Creating the Files:
Select the Options menu and then the desired option: Create Staff Demographics File or Create Staff Position Assignments File.
Note: All errors (as indicated on the Edit screen) must be resolved in order to create the Staff Demographics report file. If there are any employees with validation errors, a screen will display listing the employees with errors. Complete the steps above for "Editing the Staff Demographics" in order to edit the specified employees directly within the Nebraska Staff Reporting option to resolve the errors, or else edit the employees within the Employee File and then regenerate the staff demographics.
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.
A message will appear in the status bar after the file was created.
Submit the files to the Department of Education.
The Nebraska Staff Reporting information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.
Click the X in the upper right-hand corner to close the screen.