Steps
to Add a Custom FieldDefine the following four custom fields in the Employee File:
Retired Employee (referenced custom field, with Y for Yes and N for No as the referenced values)
Employment End Reason (referenced custom field, using the codes given with the instructions for the Employment Information System issued by the Illinois State Board of Education as the referenced values)
IEIN (text custom field)
Ed 360 Role (referenced custom field, using the codes given with the instructions for the Employment Information System issued by the Illinois State Board of Education as the referenced values)
Note: Only add a custom field for Ed 360 Role if an override value must be entered for an employee.
Note: If this step has already been completed, skip to Step 2.
Complete the Import Data Elements option to import all the valid codes for the Ed 360 User codes (utilized when editing the generated data), employment end reasons (utilized when editing the generated data), funding sources, grade level assignments, language codes, position codes, and race-ethnicity codes.
Within the Data Elements section (tab) of the Illinois Employment Information System option, enter the applicable 4-digit codes for the work locations at your school district. Also, if needed, edit the Ed 360 User codes, employment end reasons, funding sources, grade level assignments, language codes, position codes, and race-ethnicity codes within the Data Elements section.
Note: To have the system calculate the Percent Full Time for unit pay codes for employees when the Illinois Employment Information System report is generated, edit the position codes within the Data Elements section at this time and enter the number of hours worked annually by a full-time employee in the various positions in the Annual Hours field. If the Annual Hours field is not completed for the position codes, the Percent Full Time field must be completed then for each unit pay code for all employees when completing Step 5 below, unless the default of 100 as the Percent Full Time will be used.
Tip: The work location codes are only 4 digits long in the School Accounting System, as the first 11 digits from the number entered in the Employer RCDTS field (on the Report Options tab of the Illinois Employment Information System screen) will automatically be appended to the beginning of the work location codes when the files are created.
In the Employee File, bring up an employee and then click the Custom Fields tab to complete the custom fields added in Step 1 for each applicable employee to be included in the Illinois Employment Information System report (file).
Tip: To bring up the first employee for which to edit, click the First Record button and then utilize the Next Record button to scroll through all the employees.
If the employee is currently receiving a retirement annuity for prior work as a credentialed public school educator, enter Y for Yes in the Retired Employee custom field, or click the down-arrow button to select Y.
Note: If the custom field is blank for an employee, the Retired Employee field (column) will default as N for No when the Illinois Employment Information System option is generated.
If the employee is no longer employed at the school district, enter the appropriate 2-digit code for the termination reason in the Employment End Reason custom field, or click the down-arrow button to select the correct one.
Note: If the custom field is blank for an employee and the Employee Status field on the Name & Address screen of the Employee File is completed with Retired, Terminated, or Deceased, the applicable code will generate as the Employment End Reason (for example, if the Employee Status is Retired, then 01 for Retirement will generate as the Employment End Reason).
Enter the Illinois Educator Identification Number assigned by the Illinois State Board of Education for the employee in the IEIN custom field.
Note: If the Illinois Educator Identification Number is not known for the employee (or has not yet been assigned by the Illinois State Board of Education), leave the IEIN custom field blank at this time; then after the Employment/Position Report has been uploaded to the state's website, a file containing the Illinois Educator Identification Number for employees can be downloaded (from the state's website) and then imported into the IEIN custom field from within the Illinois Employment Information System option in the School Accounting System using the Import Employee IEIN option.
If applicable, enter the appropriate 2-digit code to use as the override value for the Ed 360 Role for the employee in the Ed 360 Role custom field, or click the down-arrow button to select the correct one. Leave this field blank if an override value should not be reported for the employee.
Click the Save button.
Click the Wages tab to complete the position information for the employee for each applicable pay code to be included in the Illinois Employment Information System report (file). For each applicable pay code, bring up the pay code for the appropriate fiscal year and then complete the following:
Click the Illinois tab (located in the upper right corner of the Wages screen).
Complete the EIS List to enter the employee's position information for the pay code. To add a position for the pay code, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the EIS List, enter the appropriate 3-digit code for the employee's position for this pay code in the Position Code field, or click the down-arrow button to select the correct one.
In the Work Location field, enter the appropriate 4-digit code for the location where the employee worked at the position, or click the down-arrow button to select the correct one.
If the employee works multiple positions for the pay code, enter the percentage of the total for the specified position in the Split Percent field. The total percentage of all the positions for the pay code must equal 100%; if there is only one position for the pay code, enter 100 as the percentage.
In the Language Code field, enter the appropriate 3-digit code for the language used by the employee in the position, or click the down-arrow button to select the correct one. This field is only applicable for certain positions; refer to the instructions for the Employment Information System issued by the Illinois State Board of Education for a complete list of applicable positions.
Only applicable for Teacher positions, if the position is partially or fully paid with Title funds, enter the appropriate 2-digit code for the source in the Funding Source field, or click the down-arrow button to select the correct one.
In the Grade Level Assignment field, enter the appropriate 2-digit code for the grade level for the employee's position, or click the down-arrow button to select the correct one. This field is only applicable for certain positions; refer to the instructions for the Employment Information System issued by the Illinois State Board of Education for a complete list of applicable positions.
If the same position is entered multiple times for the employee at different locations, select the Primary Work Location field for the line (position) that is the primary. A checkmark will appear in the box if the field is selected.
If applicable, repeat these steps until all the positions for the pay code for the employee have been added, and then click the Save button.
Note: For unit pay codes, click the Copy EIS to All Pay Period Entries button to copy the position(s) in the EIS List from the current pay code to all entries for this pay code for the employee in the Pay Period Entries and Employee Absences batches for the designated fiscal year (and click Yes when prompted to copy the data). If desired, click the Copy EIS to All Pay Codes button to copy the position(s) in the EIS List from 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). If the Copy EIS to All Pay Codes button is used for unit pay codes, the Copy EIS to All Pay Period Entries button would need to be utilized for each individual pay code in order to copy the position information to all the appropriate entries for all of the pay codes.
Tip: To remove a position from the EIS List, click the Delete button located to the left of the desired position; when prompted to delete the line, click Yes.
Click the Negotiations tab (located in the upper right corner of the Wages screen).
Enter the FTE for the employee for this pay code in the FTE field. The FTE will then be used to populate the Percent Full Time for the pay code (will be multiplied by the Split Percentage, if applicable). The FTE can be up to 6 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable. If the field is left blank for a contract pay code, 100 will be generated as the Percent Full Time for the pay code. If the field is left blank for a unit pay code, the system will calculate the Percent Full Time for the employee's pay code by taking the total number of hours entered (in the Hours field) for the specified pay code in the applicable Pay Period Entries and Employee Absences batches and divide by the number of hours entered in the Annual Hours field for the designated position code for the pay code; however, if the FTE field is left blank for the unit pay code and the Annual Hours field for the designated position code for the pay code is also blank (or the Hours field for the entries are blank), 100 will be generated as the Percent Full Time for the pay code.
Note: When the Illinois Employment Information System report is generated, the Percent Full Time from each pay code for an employee will be totaled by position code (and work location, if applicable).
Click the Save button and repeat these steps for each applicable pay code for the employee.
Note: The information entered in these fields will be copied to the wages created for the new year for the employee.
Verify that the following fields of information are also completed for the applicable employees on the other various screens of the Employee File:
Name & Address screen:
Middle Name
Previous Last Name (for employee's maiden name, if applicable)
Employment screen:
Gender
Birth Date
Ethnicity
Race
Hire/Rehire Date (in the Employee Dates List)
Termination Date (in the Employee Dates List), if applicable
If needed, complete the fields at this time for the applicable employees; then click the Save button.
Repeat Steps 4-6 above for each applicable employee to be included in the Illinois Employment Information System report (file).
Tip: As you make entries for unit pay codes for employees in Pay Period Entries and Employee Absences batches throughout the year, be sure to complete the Hours field for unit pay codes (only applicable if you will have the system calculate the Percent Full Time), and also complete the EIS List (if the fields are not defined to be hidden) to enter the employee's position information for each entry for the pay code. To add a position for the pay code entry, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the EIS List, enter the appropriate 3-digit code for the employee's position for this pay code entry in the Position Code field, or click the down-arrow button to select the correct one.
In the Work Location field, enter the appropriate 4-digit code for the location where the employee worked at the position, or click the down-arrow button to select the correct one.
If the employee works multiple positions for the pay code entry, enter the percentage of the total for the specified position in the Split Percent field. The total percentage of all the positions for the pay code entry must equal 100%; if there is only one position for the pay code entry, enter 100 as the percentage.
If applicable, repeat these steps until all the positions for the pay code entry for the employee have been added.
If the pay code is defined with the employee's position information in the Employee File, the information from the Employee File will appear as the default in these fields, but can be changed if needed.