Note: The following instructions are for use with the Idaho Staff Data Reporting option, Iowa BEDS Report option, MOSIS option, Nebraska SPEDFRS option, North Dakota Teachers Retirement Report - New Format option, or the Wyoming Staff Member Collection Report option, in order to edit the permitted values, if needed. For Idaho, the valid codes that can be edited include 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. For Iowa, the permitted values that can be edited include assignments, positions, and programs. For Missouri, the permitted values that can be edited include school codes, position codes, and CTE program types. For Nebraska, the valid codes that can be edited include age groups, functions, position assignments, SPI codes, staff types, and supervision codes. For North Dakota, the valid codes that can be edited include employment change reasons, enrollment types, gender, marital status, and pay codes. For Wyoming, the permitted values that can be edited include assignments, degrees, experience groups, extra salary reasons, funding types, grades, insurance options, license types, reasons for separation, regular or extra salary, schedule IDs, and school IDs.
From the Payroll screen, select the Government Reporting menu and then the appropriate option: Idaho Staff Data Reporting, Iowa BEDS Report, MOSIS, Nebraska SPEDFRS, North Dakota Teachers Retirement - New Format, or Wyoming Staff Member Collection Report.
On the screen for the applicable report, click the Permitted Values tab.
In the Field Name field, enter the type of codes for which to edit, or click the down-arrow button to select the correct one.
Make the desired changes to the codes.
Note: If the data entered in the Code field is changed for an existing code, any employee records using that code within the Idaho Staff Data Reporting option, Iowa BEDS Report option, the MOSIS option, the Nebraska SPEDFRS option, the North Dakota Teachers Retirement Report - New Format option, or the Wyoming Staff Member Collection Report are not updated with the change, and once the option is closed and re-opened, the code may show as an invalid code (error) when editing the report; and if applicable, the error would need to be resolved before saving (or creating the report file, if applicable).
To add a new code, complete the following fields of information in the blank line (indicated with an asterisk) at the bottom of the Permitted Values List.
In the Code field, enter an ID for the new code as assigned by the applicable state. For Idaho, the code can be up to 7 digits for CIP codes, 3 digits for contract types, 2 digits for education degrees, 1 digit for extra pay types, 2 digits for funding sources, 1 digit for high school degree types, 3 digits for higher education institutions, 3 digits for languages, 1 digit for paraprofessional types, 4 digits for schools, and 2 digits for termination reasons. For Iowa, the code can be up to 2 digits for programs, 3 digits for positions, and 5 digits for assignments. For Missouri, the code can be up to 4 digits for school codes, 2 digits for position codes, and 4 digits for CTE program types. For Nebraska, the code can be up to 1 character for age groups, 4 characters for functions, 4 characters for position assignments, 1 character for SPI codes, 1 character for staff types, and 1 character for supervision codes. For North Dakota, the code can be up to 4 characters for employment change reasons, 4 characters for enrollment types, 4 characters for gender, 4 characters for marital status, and 4 characters for pay codes. For Wyoming, the code can be up to 3 characters for assignments, 1 character for degrees, 3 characters for experience groups, 2 characters for extra salary reasons, 1 character for funding types, 2 digits for grades, 2 characters for insurance options, 3 characters for license types, 2 characters for reasons for separation, 1 character for regular or extra salary, 1 character for schedule IDs, and 7 digits for school IDs.
Enter a description up to 100 characters long for the new code in the Description field.
Select the Active field to stipulate the code is currently included on the list of valid codes issued by the applicable state. A checkmark will appear in the box if the field is selected. When adding a new code, the Active field is selected by default.
For Nebraska only, when editing Functions, the Age Group field (column) displays to the right of the Active field. Enter the code for the age group the function applies to in the Age Group field, if applicable. If a function applies to more than one age group, leave the field blank, or if desired, enter the code of the age group to use as the default for the function (the field for a function that applies to more than one age group will be blank when initially importing the permitted values but can be completed if desired).
To remove a code, click the Delete button located to the left of the desired code in the Permitted Values List; when prompted to delete the record, click Yes.
Note: If a code is being used in a record for an employee within the Idaho Staff Data Reporting option, Iowa BEDS Report option, the MOSIS option, the Nebraska SPEDFRS option, or the Wyoming Staff Member Collection Report, the system will still allow it to be deleted; however, once the option is closed and re-opened, the code may show as an invalid code (error) when editing the report, and if applicable, the error would need to be resolved before saving (or creating the report file, if applicable). If a code is being used in a record for an employee within the North Dakota Teachers Retirement - New Format option, the system will not allow it to be deleted.
Click the Save button.