BCPSEA General Profile

Additional No Table Deduction Elements

• In the deductions mapping, there are some deductions which have the same rate for single, couple or family. Extended Health is generally considered to be one of those types of deductions.  There is an option in the deductions mapping, to the far right hand side, that states “No Table”.

• For most deductions this is greyed out so that it cannot be selected.  If there are other deductions that are one rate for all, when a table for single, couple or family would be expected (dental for example), add them in here so that this field is not grey and can be selected

Add BCPSEA Elements to Payroll Types

• if casual time is paid on the support payroll, element 33 needs to be reported. The profile will only pick up the elements associated with a casual payroll if the payroll is listed as a “replacement” type payroll in the Payroll Selections Profile.

• In this instance, the casuals are paid in the Support payroll, which is a “regular” payroll type, so the system needs to be forced to request this pay code information for mapping.  List the elements here that are required for reporting.  Please refer to the “Definitions Direct from BCPSEA” document to find which casual element numbers are required.

• If Temp Teachers are paid on the TTOC payroll, Element 15 has to be added to the TOC Payroll Types

• If Temp Support are paid on the Casual Payroll, Element 16 has to be added to the Casual Payroll Types

PRM Certification Class Codes

This will be used to restrict the codes listed in the Certification Profile.

List of Position Codes to Convert if department head

This gives the Districts the means to maintain the integrity of their HR system assignments by leaving the Teachers as Teacher Primary, Teacher Intermediate, Teacher Secondary, etc in their assignment but if they are receiving a department head allowance, they need to be reported as such.

The position code must be listed here, and then the position code it needs to be converted to – eg /0013=0010/. This tells the extract to take any Teacher Librarians and report them as School Based Teachers Department Head.

The trigger for this is on the second page of the employee demographics screen in HR – Field 15 = Dept. Head – this must be set to Y.

Assignment types to Exclude

If Categories isn’t enough of a filter for excluding positions, enter the Assignment Types to Exclude from the extract.  Districts often use this as a way of tracking assignments that are there solely to “hold” a position for an employee who is on leave or has taken another temporary assignment and they are wanting to track which position they will be returning to after their leave or temp is finished.  The District tracks what they need, so the system integrity and practices are maintained, and report to BCPSEA what they need.

Employee Categories to Exclude

Enter the Employee Categories that need to be excluded from the reporting – Applicants, Trustees, independent contractors, and categories of people that aren’t actual employees just yet have been included here.  This is another manipulation point for Districts to use – this allows the tracking of things as required at the District level, yet at the same time allows for excluding information on the extract that would otherwise skew the results.

Employee Numbers to Exclude

Enter employee numbers that are to be excluded from the extract – dummy employees used for ADS callout for example. Employees that have letters instead of numbers will not work in here at all, it won’t exclude them. In order to do this, create a category that can be excluded from the extract and attach that to them.

Employee Categories in Groups

• Enter the Employee categories to be included in each Group – Educator Non-union (EN), Educator Union (EU), Exempt (EX), Support (SU).

• Note - if an employee category is listed in two different groups (PVP listed in the EN and the EX for example), the extract will report them as the first group it finds, in this case EN.

List of PRM position codes that should display zero FTE

This is a pretty specific field for a few School Districts, so not widely in use. One example of its use is for teachers who have a full time teaching assignment (which of course must be reported) as well as an Adult Education assignment for night school. Since the upload will not accept more than 1.0 FTE for one teacher, this position would require a 0.00 FTE to be reported.

Ranking order if multiple regular payrolls

Used for those Districts who could potentially have an employee on two regular payrolls. Which payroll, generally, would you house the benefits information on so that the system knows where to look first for that information.

BCPSEA EU Position Codes to convert if a POSR allowance exists

***Currently this prompt should be empty. With fairly recent changes to the Teacher Contract, teachers who have had one or two days teacher in charge for the year can have POSR allowances reported under their teaching position. Instead, employees who are receiving a POSR allowance need to have an assignment designated as such, these conversions should no longer be happening.

***This has been left in the General Profile and in the instructions in case the contract ever reverts back.

This gives the Districts the means to maintain the integrity of their HR system assignments by leaving the Teachers as Teacher Primary, Teacher Intermediate, Teacher Secondary, etc in their assignment, but if the employee has received a head teacher or other allowance in any of the pay runs, the extract will convert them over to the position code of “Teacher Receiving Head Teacher Allowance” or “Counsellor” for BCPSEA reporting purposes.

An example setup would be:

0014=0010 = This will translate a General Teacher to report as School based Teachers department head receiving admin allowances. General Teacher is the assignment in HR as required by the District, but since they have received pay for an admin allowance in one of the pay periods, the extract will report them as such – which is a requirement for BCPSEA. **This does NOT change the HR system, it simply translates for the extract.

Position Codes overridden to O for MSP Dental EHB

Continuing Ed assignments require an O to be listed for Element 42 MSP Coverage status, Element 44 Dental Coverage Status, and Element 46 EHB Coverage Status. For each position code added here, the extract will place an O in all three Elements.

Start and End Dates of reporting quarter

• Enter the date range for the quarter being reported. The start date will change once a year only, the End date will change with each reporting quarter.

Each data collection cycle will cover cumulative year to date employment information:

Reporting cycle #1 (Q1) = July to October 15

Reporting cycle #2 (Q2) = July to December 31

Reporting cycle #3 (Q3) = July to March 31

Reporting cycle #4 (Q4) = July to June 30

Reporting Quarter and Year

• Enter the Reporting Quarter for this extract round - must be two digits. This will change four times a year.

• Enter the Reporting Year - 1415 means for the 2014/2015 school year. This changes once a year.

Sort Error Result

Sort error Result by Employee ( E ) or Element Number ( N ) – this gives the option to sort the error messages based on each employee so that it displays all of the errors for one employee at a time, or displays the errors by the element number. Element number will show everyone with that one error so that a decision can be made if this needs to be dealt with or not. Employee will point out employees with multiple issues.

List of Default Unions by PRM (HR) Category

Enter the List of Default Unions by PRM Category. This is used if there is only one union for each of the categories – for example Teachers are all PRSTA, or Support staff are all CUPE. The extract will check the position code mapping anyway.

PRM User Defined Field for TTOC Union Code

Enter the PRM User Defined Field for the union code. This needs to be set up in the HR system for your TTOC’s. The extract will report the union based on the position code mapping for all positions EXCEPT for Casuals and TTOCs. In HR, there is a spot on the second page for union. This is where the union is pulled for casuals and ttocs when the extract is pulled – it will not refer to here if the employee has an assignment.

PRM User Defined Field for Casual Union Code

Enter the PRM User Defined Field for the union code. This needs to be set up in the HR system for your Casuals. The extract will report the union based on the position code mapping for all positions EXCEPT for Casuals and TTOCs. In HR, there is a spot on the second page for union. This is where the union is pulled for casuals and ttocs when the extract is pulled – it will not refer to here if the employee has an assignment.

If no assignment, use demographic position to find payroll for fields (elements) 21 and 23

Elements 21 and 23 are the salary category and scale placement for teachers. If the teacher’s status is terminated and therefore they no longer have an assignment, the system needs to know where to go look for their information so it can report this information accurately. If this is set to Y, then it will go to their demographics to see what payroll they belonged to.

Error Messages Section

Which error messages are to be reported?  It is recommended that for the first time running an extract, leave all of the error messages turned on (Set to N).  This will give a very large listing of error messages. Once they’ve been tracked through and deemed that all settings are correct, and that this error message no longer needs to be seen,  this can be set to Y, and the error messages list will shorten. 

Unfortunately, if there is an error in a pay code or deduction code (for example) it will list that error for every employee in that category, so the error listing will seem much worse, and is much longer, than it will be later.  Once these error messages have been cleared, and are able to be set to suppress the storage banks, pay codes, deduction codes, employee on multiple payrolls, the error listing will be reduced to valid errors, and become more manageable. 

When these error messages have been suppressed (Y), do keep in mind that if storage banks, pay codes or deduction codes are added during the year and they are not mapped, they will not show up on an error message when the quarterly extracts are run, so it is recommended to have those errors print once a year so that a double-check can be made to ensure that nothing has been missed.

Payroll IDs to Exclude

If there are any specific payrolls that need to be excluded from having to report payroll information for (As in the example here, Trustees are on their own payroll), then enter that payroll ID in Payroll IDs to Exclude.

If more than one A or F Type function line, use only one for Annual Salary

For teachers, if there is more than one fixed or annual salary function line entered in payroll, enter Y here and the salary will calculate correctly. If there is more than one F or A type Function line in payroll for the teachers and this is not filled in, the reported salary will double up. In this example, if the support staff also have fixed function lines, this prompt will NOT affect them as this command works in conjunction with the prompt – use Single Fixed FL 100 percent Salary Calc, which is set to the /EU/ group only.

Use Master Function Line for Cat/Grid ignoring end dates

Used for elements 21(Salary Category…yrs of education) and 23 (Scale placement…yrs of experience) for teachers. It is recommended that this be set to Y. This way, if there are end dates on the function lines when someone is on leave or for any other reason, it will still pick up this information.

Ignore L type function lines for annual salary

This is more of a “master override” field. If a Y is entered here, all lump sum function lines will be ignored in the calculation for annual salary.

There is another field in the employee earnings (Element 25) which controls which pay codes to calculate annual salary on. For teachers, the pay codes listed here need to be what is used for a pure grid salary only, no allowances or premiums of any kind. **Pay codes listed for element 25 are Function line pay codes only, so there is no value in adding pay codes here that are not used on the function lines.

Answering Y here will override anything entered in that field if a lump sum pay code was inadvertently added to Element 25. For the support staff, however, things like long service pay or first aid allowance may well need to be considered as part of their annual salary, so then the extract does need to pick up those lump sum function lines. The pay codes may be entered in Element 25 under the earnings selections, but a Y here will override that and they will not be picked up.

Ignore these positions when displaying earnings/deductions on duplicate records

For example, if a teacher also has an Adult Ed position listed for an assignment, but the earnings or deductions should not display on this record, enter the position here.

Include future dated function lines in the salary calculation

• This prompt requires which group to activate this for, as opposed to a Y/N answer. Payroll will often set up a function line which will start on a specific date. This can often times be a date outside of the extract date parameters.  If there is no other function line for the employee, then this will result in an error message as the system cannot find a function line with which to calculate an annual salary.  By simply adding the payroll here to allow the extract to pull that function line, it will resolve the issue. 

• This has often happened when there is a pay rate change for January.  Payroll will enter the new rates, and put a start date of January 1, 20## (insert current year) on the function line to indicate this is when the new rate took place.  The extract pulls information up to December 31, 20## (insert prior year here), so therefore it cannot use the function lines in payroll – UNLESS this is set to allow it. 

***Recommendation – if the extract cannot pull salaries based on this setting, set it to allow now, then clear it out again once the extract is all done.

Classification paid on SUPP payroll other than SU

If EX or EN employees are paid on the Support payroll add their category here in order for their YTD earnings to be reported in element 19.

Pay type P emulates (Example /Teac=F/Supp=S/

If payroll is using P type function lines (generally used when an employee is on leave, but days are to be tracked for a specific reason), then the system needs to be directed how to calculate the annual salary. Since teachers are generally Fixed function lines, it needs to do its annual salary calculation based on Fixed (rate x number of pay periods). For support staff, it likely needs to calculate based on a salary type function line – hours x rate x number of pay periods.

Report All Earnings for Casual Staff in Element 33 only

This was developed for those Districts that pay their Casuals on the Support payroll using the same pay codes for both regular and casual staff.  This is rare, as generally casuals are paid using different pay codes.

IF the above situation applies, then Y here will trigger the system to separate the earnings so that employees with an assignment will not have their year to date earnings reported in both spots. 

This is where this prompt, from the top third of the General Profile comes in – the casual elements need to be added to this payroll.  **There are more casual elements, this is just for demonstration.

In the earnings mapping, element 33 must be filled in with the pay codes also used by the casuals for that payroll.  The extract will look to see if the employee is SU and C for their status.

If so, then it will report all of the earnings under element 33.  If the employee is SU and P (permanent) or T (temporary) then these earnings will report under element 35.

If the pay codes for casual and regalar time are different pay codes, then this field must be set to N in order to pull the casual earnings into element 33.

**Note – if this field is blank, and a regular employee has casual earnings being paid on the same payroll, nothing will pull for casual earnings at all.

Educator payrolls reporting in hours that need conversion to days

If the principals/vice principals are being paid on an admin payroll and have the storage banks and function lines set up to hours instead of days, enter what payroll this applies to, and what to divide the numbers by to arrive at a “day” calculation.  This would need to apply to all employees on that specific payroll, not just a group of people. 

• For the Category, Education and Scale Placement, these are going to be pulled from the Salary Grid code in payroll.

• For a salary grid of TE0401:

• Category level would be start position 1, end position 2 (TE),

• the education level would be start position 3, end position 4 (04),

• and years of experience would be start position 5 , end position 6 (01).

A salary grid set up as TE5+01 will pass the validation rules as well.

BCPSEA says: If you have salary grids other than those that state education level and  years of experience as described below, they will need to be manually adjusted at time of export.

Payroll ID and Pay Code for TTOC Salary Grid

Up to the third reporting quarter of 2014, ttoc salary grids defaulted to 04 and 00 for elements 21 and 23. TTOCs generally have a setup of two function lines – one for standard grid rate, and one for teaching grid rate.  Each of these function lines has its own pay code – as per the screen shot below. (note, this practice has been discontinued, however the notes are here in case it ever returns).

• In order to properly report the grid for the ttocs, enter in SUBS=02 (for example). SUBS = the ttoc payroll ID, 02 represents the pay code on the function line that holds the correct teaching salary grid for each ttoc.  With this setup, the extract would report 06 for Element 21 (Years of education) and 02 for Element 23 (Years of Experience)
  

****The key here is that the positioning of the years of education and experience on the  teaching grid rate salary grids on the ttoc payroll MUST match the setup of the teacher grids the teacher payroll.

The examples below are all acceptable setups as long as both the teacher and ttoc payrolls match.  ***The teacher grids have been reporting for years already, so these are definitely correct.  What has to be checked now are the ttoc grids.

*the last example is not on the same teacher payroll as the first four listed grids are, it is simply to show a different setup.

In the examples below, the ttoc payroll will not report correctly as the years of education and experience are in different positions in the grid – this payroll will require new grids set up, and ttocs moved to these new grids prior to the extract.

Default Payroll ID for Casual/TTOC

Employee was a teacher, but was terminated prior to the current reporting year. They have been a ttoc within the current reporting year, but are now terminated.

The extract needs to pull their years of eduction (element 21) and years of experience (element 23) using their salary grid from the ttoc payroll. The extract wants to default to the regular payroll to pull the grid information (teacher), but this directs it to the ttoc payroll for the grid information.

The thought behind this – if the employee terminated a long time ago on the teacher payroll, but has continued to do ttoc work, their salary grid on the ttoc payroll has likely changed as they have gained experience. Therefore allowing the system to default to the teacher grid would be incorrect.

Use Single Fixed FL 100 Percent Salary Calc

This is used in conjunction with “if more than one A or F type function line”. It is intended to use with the teachers (EU) group. What this does is take the salary from their master function line and calculate what 100% FTE salary will be. Then when it looks to the assignments, it will take that assigned FTE’s portion of that 100% salary.

Use Absences for Unpaid Sick Days (15) Used

If absences are to be used for reporting unpaid sick days for either the EU, EN, or EX group of employees for element 15, list the grouping here. Then the extract will pull the sick days values from HR rather than payroll.

Use Absences for Unpaid Sick Hours (16) Used

If absences are to be used for reporting unpaid sick hours for the SU group of employees for element 16, list SU here. Then the extract will pull the sick hours values from HR rather than payroll.

Use Absences for sick days (28) used

If absences are to be used for reporting sick days used for either the EU, EN or EX group of employees for element 28, list the grouping here. Then the extract will pull the sick days values from HR rather than payroll.

Use Storage Banks for sick hours (40) Used

If absences are to be used for reporting sick days used for the SU group of employees for element 40, list the grouping here. Then the extract will pull the sick days values from HR rather than payroll.

Use Storage Banks for sick leave used – List Payroll Codes

For those Districts that do not use pay codes for sick leave, but instead use a storage bank import process, list those payrolls here. **The storage banks need to be mapped in the Payroll Earnings Mapping for the element used to report sick leave used.

**Note – if the storage bank is not going to be used to report sick leave used, then do not map the storage bank for element 28.