Steps
to Add a Custom FieldAdd the following five custom fields to the Employee File: Primary School (referenced custom field), Folder (text custom field), Highest Degree (referenced custom field), Contract Days/Work Days (numeric custom field), and Teacher Leader Days (numeric custom field). If this step has already been completed, skip to Step 2.
Note: For those school districts with the Human Resources module, if designated, the system will use the Folder Number for the certificate flagged as the Primary Certificate as entered on the Certificates screen of the Employee File. Also, if designated, the system will look at the Education screen of the Employee File in Human Resources to determine the highest degree of the employee. Therefore, only define and complete custom fields for Folder and/or Highest Degree to override the information of an employee as entered in the Employee File in Human Resources, if applicable.
Tip: Refer to the codes given with the instructions for BEDS issued by the Iowa Department of Education when creating the IDs and values for the referenced custom fields as valid codes are required. If the Iowa BEDS Report option in the School Accounting System will only be used to obtain updated salary information, only define and complete custom fields for Contract Days/Work Days and Teacher Leader Days.
Complete the custom fields added in Step 1 for each applicable employee to be included in the Iowa BEDS Report file.
Note: If desired, use the Adjust Custom Fields option to complete the custom fields, or import a file containing this custom field information for the employees.
In the Employee File, bring up an employee and then click the Custom Fields tab.
Tip: To bring up the first employee for which to edit the custom fields, click the First Record button and then utilize the Next Record button to scroll through all the employees.
Enter the ID for the appropriate 4-digit number of the building in which the staff person works, spends the majority of the time, or starts the day in the Primary School custom field, or click the down-arrow button to select the correct one. If the number is the same as the default (entered in the Default Value field for Primary School when completing the Iowa BEDS Report option), leave this field blank.
Only for certified employees, enter the folder number for the employee as issued by the Board of Educational Examiners in the Folder custom field, if applicable. For those school districts with the Human Resources module, only complete this custom field for the certified employees to override the folder number for an employee as entered for the Primary Certificate on the Certificates screen in the Employee File, if applicable.
Enter the ID for the appropriate 1-digit code for the highest degree earned by the employee in the Highest Degree custom field, or click the down-arrow button to select the correct one. The codes are as follows: 0 for No Degree, 1 for Bachelor's, 2 for Master's, 3 for Specialist, 4 for Professional, 5 for Doctorate, and 6 for Associate. For those school districts with the Human Resources module, only complete this custom field to override the highest degree of an employee as entered on the Education screen in the Employee File, if applicable.
Note: If the custom field is blank for an employee (and the Education screen of the Employee File is not completed, if applicable), the Highest Degree will default as 0 for No Degree.
Enter the number of days the employee is contracted to work (for contract employees) or the number of days the employee is expected to work (for unit employees) in the Contract Days/Work Days custom field. If the number is the same as the default (entered in the Default Value field for Contract Days/Work Days when completing the Iowa BEDS Report option), leave this field blank.
Enter the number of days the employee is contracted to work as a teacher leader in the Teacher Leader Days custom field. If the number is the same as the default (entered in the Default Value field for Teacher Leader Days when completing the Iowa BEDS Report option), leave this field blank.
Click the Save button.
Verify that the following fields of information are also completed for the applicable employees on the other various screens of the Employee File:
Employment screen:
Gender
Birth Date
Ethnicity
Race
Years of Service (Internal), Years of Service (External in State), and Years of Service (External Out of State)
Wages screen:
Total Contract (Note: For unit employees only, complete the Total Contract field for the appropriate unit pay codes selected to be included on the Iowa BEDS Report. If the unit pay code has an amount designated in the Pay Rate field on the Wages screen, enter the number of units the employee will be paid with that particular pay code in the Total Hours field and then the system will automatically calculate the total dollar amount and display it automatically in the Total Contract field.)
If needed, complete the fields at this time for the applicable employees; then click the Save button.
Note: The Years of Service field should reflect the total number of years of experience the employee has completed at your school district (in whole numbers).
Tip: If the Iowa BEDS Report option in the School Accounting System will only be used to obtain updated salary information, only complete the Total Contract field on the Wages screen as the other fields on the Employment screen will not be needed.
Repeat Steps 2-3 above for each applicable employee to be included in the Iowa BEDS Report file.
Continue with Step 2 on the Iowa BEDS Report Completion Checklist.
