Wyoming
Staff Member Collection Report Setup ProceduresStep 1: Download Preloaded Files from State
Download the applicable preloaded files from the Wyoming Department of Education. If this is the first year using the Wyoming Staff Member Collection Report option in the School Accounting System, download all four preloaded files for Employment, Assignment, Experience, and Education from the state; otherwise, if this is the second and subsequent years using the Wyoming Staff Member Collection Report option, download only the preloaded Experience file from the state.
Step 2: Complete the Wyoming Staff Member Collection Report Setup Procedures for Employees
Complete the Wyoming Staff Member Collection Report Setup Procedures for each applicable employee to be included in the Wyoming Staff Member Collection Report.
Wyoming
Staff Member Collection Report Setup Procedures
Note: If this is the first year using the Wyoming Staff Member Collection Report 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 Wyoming Staff Member Collection Report option last year.
Step 3: Complete the Report Options Screen of the Wyoming Staff Member Collection Report Option
Complete the following fields on the Report Options screen (tab) of the Wyoming Staff Member Collection Report option:
From the Payroll screen, select the Government Reporting menu and then Wyoming Staff Member Collection Report.
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 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.
Step 4: Import Preloaded Files from State into Wyoming Staff Member Collection Report Option
Import the applicable preloaded files from the Wyoming Department of Education into the Wyoming Staff Member Collection Report option in the School Accounting System. If this is the first year using the Wyoming Staff Member Collection Report option, import the four preloaded files for Employment, Assignment, Experience, and Education; or if this is the second or subsequent years, import only the preloaded Experience file.
Steps
to Import Employee Assignments
Note: The imported data will appear on the corresponding Employment, Experience, Education, and Employee Assignment Maintenance screens (tabs) within the Wyoming Staff Member Collection Report option.
Step 5: Import Permitted Values into Wyoming Staff Member Collection Report 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 assignments, degrees, experience groups, extra salary reasons, funding types, grades, insurance options, license types, regular or extra salary, schedule IDs, school IDs (if applicable), and teacher types, that were provided to SUI by the Wyoming Department of Education.
Steps
to Import Permitted Values
Note: The school IDs will only be imported if the District ID field is completed on the Report Options screen in the Wyoming Staff Member Collection Report option prior to importing (completing the Report Options screen is part of Step 3 above), and if applicable, only the school IDs for the corresponding district will be imported.
If needed, edit the existing required items, including 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 Permitted Values section of the Wyoming Staff Member Collection Report option.
Steps
to Edit Permitted Values
Step 6: Tie Employee Wages to Assignments
For each employee and pay code to be included on the Wyoming Staff Member Collection Report, tie the wages for the employees to their appropriate assignment records using the instructions below.
Note: Reminder, the assignment records for the employees that were imported or used last year are displayed on the Employee Assignment Maintenance screen (tab) within the Wyoming Staff Member Collection Report option. If needed, define the assignments for any new employees and make the necessary changes to the assignments for existing employees at this time on the Employee Assignment 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 Wyoming tab (located in the upper right corner of the Wages screen).
The employee's assignments (as defined on the Employee Assignment Maintenance screen (tab) within the Wyoming Staff Member Collection Report option) display in the Assignments List; the assignments only appear if a pay code is selected (only the active assignments appear, unless an inactive assignment has a percentage entered). For the applicable assignment records in the Assignments List, enter the percentage of the salaries for the selected pay code that applies to an employee's assignment in the Split Percent field. The total percentage of all the applicable assignments for the pay code must equal 100%; if the pay code applies to only one assignment, enter 100 as the percentage in the Split Percent field for the appropriate assignment.
Note: If desired, click the Copy Assignments to All Pay Codes button to copy the percentages entered in the Split Percent field for the employee's assignments 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). For unit pay codes, 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 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 the Copy Assignments to All Pay Codes button is used for unit pay codes, the Copy Assignments to All Pay Period Entries button would need to be utilized for each individual pay code in order to copy the information to all the appropriate entries for all of the pay codes.
Tip: If needed, click the Go To button (located to the right of the Copy Assignments to All Pay Period Entries button) to open the Employee Assignments Maintenance screen (tab) in the Wyoming Staff Member Collection Report option in order to add and edit the assignments 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.
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 Assignments List (if the fields are not defined to be hidden) to enter the percentage of the salaries for the 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 the pay code is defined for the employee with the Split Percent field completed for the applicable assignments in the Assignments List on the Wages screen in the Employee File, the information from the Employee File will appear as the default, but can be changed if needed.
Step 7: Complete the Wyoming Staff Member Collection Report Option
Complete the Wyoming Staff Member Collection Report option to generate the report, verify the information, make any necessary changes, and then create the files to submit to the state.
Steps to Complete the Wyoming Staff Member
Collection Report Option