Completing the Wyoming Staff Member Collection Report Option

Note: Be sure to complete the first six steps on the Wyoming Staff Member Collection Report Completion Checklist before doing the steps below to complete the Wyoming Staff Member Collection Report option.

$image\SHORTCUT.gif$ Wyoming Staff Member Collection Report Completion Checklist

From the Payroll screen, select the Government Reporting menu and then Wyoming Staff Member Collection Report.

Generating the Wyoming Staff Member Collection Report:

At the Wyoming Staff Member Collection screen, click the Report Options tab to complete the information.

Select the Hide Fields in Pay Period Entries field to not display the Assignments List within the Pay Period Entries option and the Employee Absences option. A checkmark will appear in the box if the field is selected.

Note: If this field is selected, the assignment records will not be able to be tied to the entries (or updated) at the time they are keyed; and then in order to get the assignment records tied to the entries (or updated), they will need to be tied to the entries (or updated) on the Pay Period Entries screen (tab) in this option, or the Copy Assignments to All Pay Period Entries button on the Wages screen in the Employee File will need to be utilized to update the entry records.

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 7-digit number assigned by the State of Wyoming for your school district in the District ID field.
In the Report to Generate field, enter the desired option for which report information to generate for the Wyoming Staff Member Collection Report: WDE 602 or WDE 652, or click the down-arrow button to select the correct one. To generate the report data for the WDE602 Fall Staffing Collection with employment details contracted or planned during the school year, select WDE 602. To generate the report data for the WDE652 Spring Staffing Collection with employment details containing the year end salary totals, select WDE 652.
Click the down-arrow button for the WISE Staff ID field to select the correct text custom field defined in the Employee File to track the WISE staff ID number for the employees.
If applicable, click the down-arrow button for the Include on WY WDE 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 Wyoming Staff Member Collection Report.

Note: The Include on WY WDE 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 Value field for Include on WY WDE Report for those employees where the Include on WY WDE Report custom field was left blank.

Tip: If the Include on WY WDE 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.

Click the Pay Codes tab to select the pay codes to include on the report.

To include a pay code on the report, click the box under the Selected column to the left of the pay code. A checkmark will appear in the box if the pay code is selected.

Tip: To select all of the pay codes, click the Select All button located above the Pay Codes List.

Click the Save button.

Complete the Display Contracts without Assignments option to verify if there are any contract pay codes (for those selected on the Pay Codes screen (tab)) that are not tied to assignment records for employees in the Employee File.

Select the Options menu on the Wyoming Staff Member Collection Report screen and then Display Contracts without Assignments.
The Contracts without Assignments screen will appear listing any employees with contracts for the designated fiscal year end (from the Report Options screen) that are not tied to assignment records in the Employee File.
To tie assignment records 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 Wyoming Staff Member Collection Report Completion Checklist.

5. Click the Pay Period Entries tab to verify if there are any entries for employees in posted Pay Period Entries or Employee Absences batches for unit pay codes (for those selected on the Pay Codes screen (tab)) that are not tied to assignment records.

All employees with unit pay code entries in posted Pay Period Entries or Employee Absences batches for the applicable fiscal year end (as designated on the Report Options screen) that are not tied to assignment records appear in the Pay Period Entries List.
To view the employee's pay code entries with missing assignments, click the plus sign (+) in the box in front of the employee to expand the record. If desired, change the filter for the Missing Assignments column to also view entries tied to assignments.
To view and/or edit the assignment records for an employee's pay code entry, click the plus sign (+) in the box in front of the pay code to expand the record.
The employee's assignments (as defined on the Employee Assignment Maintenance screen (tab)) display under the pay code entry (only the active assignments appear, unless an inactive assignment has a percentage entered). For the applicable assignment records, enter the percentage of the salaries for the selected entry that applies to each of the employee's assignments in the Split Percent field. The total percentage of all the applicable assignments for the entry must equal 100%; if the entry applies to only one assignment, enter 100 as the percentage in the Split Percent field for the appropriate assignment.
If applicable, repeat these steps until all the pay code entries have been tied to assignments for the employees.
If changes were made, click the Save button.

Tip: If desired, update the assignment records for a unit pay code for an employee on the Wages screen in the Employee File instead of making changes on this screen, and then click the Copy Assignments to All Pay Period Entries button to copy the percentages entered in the Split Percent field for the employee's assignments for a pay code to all entries; refer to Step 6 of the Wyoming Staff Member Collection Report Completion Checklist.

6. Select the Options menu and then Generate Wyoming Staff Member Collection Report.

Note: If there are employees with a Separation Date in their Employment record (on the Employment tab within this option) 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 a Separation 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 Employment tab; on the Employment screen, click the Separation Date column heading to sort the data in ascending or descending order as desired; look for those employees with a Separation 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 on WY WDE Report custom field are generated and have records on the Employment, Assignments, Experience, and Education screens 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, an Employment record is added (on the Employment screen in this option) if there is not already a record for the employee, and the Hire Date field for the Employment record is updated to reflect that date. If applicable, the newly created Employment record will need to be edited to complete all the necessary fields of information.
For an employee with a Hire/Rehire Date (as entered on the Employment screen in the Employee File) that is prior to the fiscal year specified on the Report Options screen, the Hire Date field for the Employment record (on the Employment screen in this option) is cleared out, if applicable, so the field is blank.
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, the Separation Date field for the Employment record (on the Employment screen in this option) is updated to reflect that date.
An Experience record is added (on the Experience screen in this option) for all employees who have an Employment record if there is not already one for the employee. If applicable, the newly created Experience record will need to be edited to complete all the necessary fields of information.
If generating the WDE 602 report, the Assignment records are created (on the Assignments screen in this option) for all the employees who have an Employment record. The information included on the Assignment records pulls the data from the applicable fields as defined on the Employee Assignment Maintenance screen, while the Assignment Salary field reflects the amount from the Total Contract field in the Employee File for the applicable active pay codes for the designated fiscal year and assignments (using the specified Split Percents).
If generating the WDE 652 report, the Assignment records are created (on the Assignments screen in this option) for all the employees who have an Employment record and were paid with applicable wages (tied to the assignments) in the fiscal year specified on the Report Options screen. The information included on the Assignment records pulls the data from the applicable fields as defined on the Employee Assignment Maintenance screen, while the Assignment Salary field reflects the amount paid to the employee as based on the corresponding assignments for the contract wages defined in the Employee File, or specified for the entries for the unit wages, for the applicable active pay codes for the designated fiscal year (using the specified Split Percents). (Note: The amounts paid are from payroll calculation batches with Payroll Types of Regular, Extra, Expense Payroll, or Pay Off Contracts with processing months for the specified fiscal year.)
The Assignment, Experience, and Education records (on the Assignments, Experience, and Education screens within this option) are deleted for employees without an Employment record (on the Employment screen).

Editing the Wyoming Staff Member Collection 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.

Click the applicable tab to view and edit the desired information:

Click the Employment tab to view and edit the Employment records for employees.

Note: The Regular Salary field on the Employment record for an employee reflects the total of all the Assignment Salaries from the Assignment records that are for Regular Salary for the employee (from the Assignments screen); the Regular Salary field is disabled and cannot be changed on the Employment screen.

Tip: The License State field on the Employment record for an employee defaults to WY once the License Type field is completed; the field is disabled and cannot be changed.

Click the Assignments tab to view and edit the Assignment records for employees.

Note: If needed, the Assignment record for an employee can be added or edited on the Assignments screen, but remember the Assignment records are created when the report is generated and uses the information as defined on the Employee Assignment Maintenance screen; so if the change is a permanent change that should be used when generating the report in the future, click the Employee Assignment Maintenance tab and make the change there instead and then regenerate the report by repeating Step 6 (above) to have the changes copy across to the Assignment records on the Assignments screen.

Click the Experience tab to view and edit the Experience records for employees.
Click the Education tab to view and edit the Education records for the applicable employees.
If changes were made, click the Save button.

Important Note: Be sure to finish entering the necessary information in all the fields for the Employment record for any new hires on the Employment tab; then also add or edit the Assignment, Experience, and Education (if applicable) records on the other appropriate screens for the new hires, and if needed, regenerate the report by repeating Step 6 (above) in order to have the system calculate the Regular Salary on the Employment records and the Assignment Salary on the Assignment records for the new hires. If the assignments for the new hires have not yet been defined, add those initially on the Employee Assignment Maintenance screen instead of the Assignments screen (and tie the employee wages to the assignments; refer to Step 6 of the Wyoming Staff Member Collection Report Completion Checklist), and then once the report is regenerated, the Assignment records are automatically created for the new hires on the Assignments screen.

Tip: When editing the fields of information required for the various records on the Employment, Assignments, Experience, Education, and Employee Assignment Maintenance screens, refer to the supporting documents (instructions, manuals, and links) provided by the Wyoming Department of Education for the WDE 602 and WDE 652 at: https://edu.wyoming.gov/data/dcs/. 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 files created from within the Wyoming Staff Member Collection Report option are uploaded to the state's website. If needed, the codes used as the permitted values for assignments, degrees, experience groups, extra salary reasons, funding types, grades, insurance options, license types, regular or extra salary, schedule IDs, school IDs, and teacher types within the Wyoming Staff Member Collection Report option can be edited.

Steps to Edit Permitted Values

Note: To add a new record to the Employment, Assignments, Experience, Education, or Employee Assignment Maintenance screen, 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 an Employment record for an employee that also has an Assignment, Education, and/or Experience record, click Yes when prompted to delete all the records for the employee).

Creating the Wyoming Staff Member Collection Report Files:

Select the Options menu and then the desired option: Create Assignment File, Create Education File, Create Employment File, or Create Experience 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.

10. A message will appear in the status bar stating the file was created.

11. Repeat Steps 8-10 until all the files have been created.

Note: The files are created in a .CSV file format, and so do not open and resave the files 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.

12. Upload the file(s) to the state's program.

13. The Wyoming Staff Member Collection Report information can be accessed anytime during the year and will remain unchanged until you edit it or regenerate it.

14. Click the X in the upper right-hand corner to close the screen.