Idaho
Staff Data Reporting Setup ProceduresStep 1: Only Applicable First Year Using Idaho Staff Data Reporting Option, Create or Access the Staff Demographics & Employment File Last Submitted to State
If this is the first year using the Idaho Staff Data Reporting option in the School Accounting System, create or access the Staff Demographics & Employment file that was last submitted to the state, as the file will be used to import the employee information into the Idaho Staff Data Reporting option in the School Accounting System as part of Step 5 below. If this is the second and subsequent years using the Idaho Staff Data Reporting option, skip this step.
Tip: If needed, create the Staff Demographics & Employment file from within the old software program that was utilized to create the file that was last submitted to the state.
Step 2: Complete the Idaho Staff Data Reporting Setup Procedures for Employees
Complete the Idaho Staff Data Reporting Setup Procedures for each applicable employee for inclusion in the Idaho Staff Data Reporting.
Idaho
Staff Data Reporting Setup Procedures
Note: If this is the first year using the Idaho Staff Data Reporting option, complete the setup procedures for all applicable employees; or if this is the second or subsequent years, complete the setup procedures for new employees and, if needed, edit the information for employees included in the Idaho Staff Data Reporting option last year.
Step 3: Complete the Report Options Screen of the Idaho Staff Data Reporting Option
Complete the following fields on the Report Options screen (tab) of the Idaho Staff Data Reporting option:
From the Payroll screen, select the Government Reporting menu and then Idaho Staff Data Reporting.
Click the Report Options tab if it is not already selected.
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 3-digit number assigned by the Idaho State Department of Education for your school district in the District ID field.
Click the down-arrow button for the Idaho Staff ID field to select the correct text custom field defined in the Employee File to track the staff ID number for the employees for use with the Idaho System for Educational Excellence.
If applicable, click the down-arrow button for the Include in Report field to select the correct referenced custom field defined in the Employee File to track whether or not the employee should be included in the Idaho Staff Data Reporting.
Note: The Include in 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 field for Include in Report for those employees where the Include in Report custom field was left blank.
Tip: If the Include in 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.
Step 4: Import Permitted Values into Idaho Staff Data Reporting Option or Edit Existing Permitted Values, If Needed
Complete the Import Permitted Values option to import all the valid codes for the required items, including 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, that were provided to SUI by the Idaho State Department of Education.
Steps
to Import Permitted Values
Note: The schools will only be imported if the District ID field is completed on the Report Options screen in the Idaho Staff Data Reporting option prior to importing (completing the Report Options screen is part of Step 3 above), and if applicable, only the school codes for the corresponding district will be imported.
If needed, edit the existing required items, including 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, within the Permitted Values section of the Idaho Staff Data Reporting option.
Steps
to Edit Permitted Values
Step 5: Only Applicable First Year Using Idaho Staff Data Reporting Option, Import File Last Submitted to State into Idaho Staff Data Reporting Option
If this is the first year using the Idaho Staff Data Reporting option in the School Accounting System, import the Staff Demographics & Employment file that was last submitted to the state (as created or accessed in Step 1 above) by completing the Import Demographics & Experience option, Import Education option, and Import Employee Funding Sources option. If this is the second or subsequent years using the Idaho Staff Data Reporting option, skip this step.
Tip: When completing the Import Demographics & Experience, Import Education, and Import Employee Funding Sources options, the same file is used with all three imports.
Steps
to Import Demographics & Experience
Steps
to Import Employee Funding Sources
Note: The imported data will appear on the corresponding Demographics & Experience, Education, and Employee Funding Source Maintenance screens (tabs) within the Idaho Staff Data Reporting option.
Step 6: Tie Employee Wages to Funding Sources
For each employee with a Pay Type Group of Contract or Extra Pay to be included in the Idaho Staff Data Reporting, tie the wages for the employees to their appropriate funding sources using the instructions below. (Tip: The employees with a Pay Type Group of Non-Certified to be included in the Idaho Staff Data Reporting, must have their funding sources entered on the Employee Funding Source Maintenance screen (tab) within the Idaho Staff Data Reporting option but their wages are not tied to funding sources in the Employee File.)
Note: Reminder, the funding sources for the employees that were imported initially or used last year are displayed on the Employee Funding Source Maintenance screen (tab) within the Idaho Staff Data Reporting option. If this is the second or subsequent years using the Idaho Staff Data Reporting option and the payroll wages have not yet been created for the next fiscal year end, complete the Create Employee Funding Sources for New Year option to copy the funding sources from the prior fiscal year end to the next one; otherwise, if the payroll wages have already been created for the next fiscal year end, the employee funding sources were automatically copied as part of that process. If needed, define the funding sources for any new employees and make the necessary changes to the funding sources for existing employees on the Employee Funding Source Maintenance screen (tab).
In the Employee File, bring up an employee and then click the Wages tab.
Tip: To bring up the first employee, click the First Record button and then utilize the Next Record button to scroll through all the employees.
Bring up the pay code for the appropriate fiscal year to edit by double-clicking on the desired pay code in the Employee Wages List.
Click the Idaho tab (located in the upper right corner of the Wages screen).
The employee's funding sources (as defined on the Employee Funding Source Maintenance screen (tab) within the Idaho Staff Data Reporting option) display in the Funding Sources List; the funding sources only appear if a pay code is selected (only the active funding sources appear, unless a funding source has a percentage entered). For the applicable funding sources in the list, enter the percentage of the salaries for the selected pay code that applies to an employee's funding source in the Split Percent field. The total percentage of all the applicable funding sources for the pay code must equal 100%; if the pay code applies to only one funding source, enter 100 as the percentage in the Split Percent field for the appropriate funding source.
Note: If desired, click the Copy Funding Sources to All Pay Codes button to copy the percentages entered in the Split Percent field for the employee's funding sources for the current pay code to all other pay codes for this employee for the designated fiscal year (and click Yes when prompted to copy the data).
Tip: If needed, click the Go To button (located to the right of the Copy Funding Sources to All Pay Codes button) to open the Employee Funding Source Maintenance screen (tab) in the Idaho Staff Data Reporting option in order to add and edit the funding sources defined for the specified employee.
Click the Save button and repeat these steps for each applicable pay code for the employee.
Note: The information entered in the Split Percent field will be copied to the wages created for the new year for the employee.
Step 7: Complete the Idaho Staff Data Reporting Option
Complete the Idaho Staff Data Reporting option to generate the report, verify the information, make any necessary changes, and then create the file to submit to the state.