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--- general:personnel:utilities:extractteacherservicerecord [2022/06/24 13:37] – emoreno
+++ general:personnel:utilities:extractteacherservicerecord [2024/06/05 20:12] (current) – emoreno
@@ Line 1: / Line 1: @@
 ^Field ^Description ^
 ^School Year|Defaults to the current **School Year** on the [[finance:tables:districtfinanceoptions:financeoptions|Finance > Tables > District Finance Options > Finance Options]] page.|
-^Frequency|Automatically selects the payroll frequencies authorized for use by the user.|
+^Frequency|The payroll frequencies authorized for use by the user are automatically selected.|
 ^Pay Type|{{page>general:servicerecord_paytype}}|
-^Job Code|Set to blank (All) by default. Select job code numbers by using one of the following methods:\\  Type a job code number for individual extract or more than one job code by placing a comma between the job codes (i.e., 5,76,3 = 0005, 0076, 0003).\\  \\  Click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more job codes.|
+^Job Code|Type the job code(s) to be included, separating multiple job codes with a comma (e.g., 5,76,3 = 0005, 0076, 0003) or click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more job codes. Otherwise, leave blank to include all job codes.|
-^Accrual Code|Set to blank (All). Select accrual numbers by using one of the following methods:\\  \\  Type an accrual number for individual extract or more than one accrual code by placing a comma between the accrual codes (i.e., A/5,B/5 where A and B are the accrual codes, and 5 is the pay frequency for the accrual code).\\  \\  Click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more accrual codes.|
+^Accrual Code|Type the accrual code(s) to be included, separating multiple accrual codes with a comma (e.g., A/5,B/5 where A and B are the accrual codes, and 5 is the pay frequency for the accrual code) or click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more accrual codes. Otherwise, leave blank to include all accrual codes.|
-^Extract ID|Set to blank (All). Select extract IDs by using one of the following methods:\\  \\  Type an extract ID for individual extract or more than one extract ID by placing a comma between the extract IDs (i.e., 10, 11).\\  \\  Click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more extract IDs.|
+^Extract ID|Type the extract ID(s) to be included, separating multiple extract IDs with a comma (e.g., 10, 11) or click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more extract IDs. Otherwise, leave blank to include all extract IDs.|
-^Employee Nbr|Set to blank (All). Select employees by using one of the following methods:\\  \\  Type an employee number for individual extract, or more than one employee number can be retrieved by placing a comma between the employee numbers (i.e., 5,76,3 = 000005, 000076, 000003).\\  \\  Click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more employees.|
+^Employee Nbr|Type the employee number(s) to be included, separating multiple employee numbers with a comma (e.g., 5,76,3 = 000005, 000076, 000003) or click {{:images:picklist_large.png|Ellipsis Icon}} to select one or more employee numbers. Otherwise, leave blank to include all employee numbers.|
-^Hours Per Day (if required)|Type the number of hours worked each day, if required. If the **Days/Hours** selection is **Hours** on the Leave Type table for either of the state leave codes selected on the District Options table, the leave hours are converted to days by using the Standard Hours per Workday field on the District HR Options table or the **Hours Per Day** field on the Extract Teacher Service Record page. If **Hours Per Day** is populated, the field overrides the populated **Standard Hours per Workday** field on the HR Options table. To convert the hours into days, the system divides the standard hours per workday or hours per day into the employees’ leave balance amounts. When the service record is created, the system displays the number of days that resulted from the calculation.\\  \\  **Example**:  An employee has 27.0 hours on the Maintenance > Staff Job/Pay Data > Leave Balance tab and 8.0 hours has been typed in the Standard Hours per Workday field on the District HR Options table or in the Hours Per Day field, the extract creates a service record with 3.38 days.|
+^Hours Per Day (if required)|Type the number of hours worked each day if required. If the **Days/Hours** field is set to **Hours** on the Leave Type tab for either of the state leave codes selected on the District HR Options page, the leave hours are converted to days using the **Standard Hours per Workday** field on the District HR Options page or the **Hours Per Day** field on the Extract Teacher Service Record page. If **Hours Per Day** is populated, the field overrides the populated **Standard Hours per Workday** field on the District HR Options tab. To convert the hours into days, the standard hours per workday or hours per day are divided into the employees’ leave balance amounts. When the service record is created, the number of days that resulted from the calculation is displayed.\\  \\  **Example**:  An employee has 27.0 hours on the [[payroll:maintenance:staffjobpaydata:leavebalance|Payroll > Maintenance > Staff Job/Pay Data > Leave Balance]] tab and the **Standard Hours per Workday** field has 8.0 hours on the District HR Options tab or in the **Hours Per Day** field, the extract creates a service record with 3.38 days.|
-^Update Leave Only|Select to only update the leave balances for employees where the service record has been extracted previously. Only primary jobs are extracted. The system replaces the leave on the existing service table row (matched by employee/job description) with the extracted leave for that employee/job. If an employee has multiple rows on the service record table with the same job description, only the row with the latest date-time stamp (DTS) and some value in any of the leave columns is updated. If the job is not a primary job, zeros are placed in all leave fields.\\  \\  This feature is primarily used for those employees whose new contracts begin in July or August, and leave for the prior contract year was not posted before the service record was created.\\  \\       **Example #1**:  New contract began 7/1/2008, and service record for the prior contract beginning 7/1/2007 was created. Leave from June was not reported and/or posted until July and/or August payroll. Therefore, leave balances need to be updated on the service record to accurately reflect the leave used and balance(s).\\  \\  **Example #2**:  An employee was paid off early, the service record created, and later, it was found that the employee had taken leave that did not get posted prior to departure. The district can either manually update the service record leave used and balances or can update the employee's master leave record and re-extract selecting leave only.|
+^Update Leave Only|Select to only update the leave balances for employees where the service record has been previously extracted. Only primary jobs are extracted. The leave on the existing service table row (matched by employee/job description) is replaced by the extracted leave for that employee/job. If an employee has multiple rows on the service record table with the same job description, only the row with the latest date-time stamp (DTS) and some value in any of the leave columns are updated. If the job is not a primary job, zeros are placed in all leave fields.\\  \\  This feature is primarily used for employees with new contracts that begin in July or August and leave for the prior contract year was not posted before the service record was created.\\  \\       **Example #1**:  New contract began 07-01-2022 and the service record for the prior contract beginning 07-01-2021 was created. Leave from June was not reported and/or posted until July and/or August payroll. Therefore, leave balances need to be updated on the service record to accurately reflect the leave used and balance(s).\\  \\  **Example #2**:  An employee was paid off early, the service record was created, and later, it was discovered that the employee took leave that did not get posted prior to leaving the LEA. The LEA can either manually update the leave used and balances on the service record or update the employee's master leave record and re-extract using the **Update Leave Only** option.|
-^Contract Begin Dates|Type the beginning and ending contract dates to be considered for the extract process. Use of these fields for selection purposes is optional. These dates are used when selecting the contract records for the extract process. If these dates are not used, the system extracts all employees, regardless of whether or not they were under contract for the most recent school year. To isolate your extract to only those employed under contract during the most current school year, type a beginning and ending contract date range to be used for the extract.|
+^Contract Begin Dates|Type the beginning and ending contract dates to be used during the extract process. These fields are optional.\\ \\  If these dates are not used, all employees are extracted regardless if they were under contract for the most current school year. To narrow the data to only include employees under contract during the most current school year, type a beginning and ending contract date range.|
-^Payoff Dates|Type the beginning and ending payoff dates to be considered for the extract process. Use of these fields for selection purposes is optional. These dates are used when selecting the employee records for the extract process. If these dates are not used, the system extracts all employees, regardless of whether or not they were employed for the most recent school year. To isolate your extract to only those employed during the most current school year, type a beginning and ending payoff date range to be used for the extract. To pick up all employees for the school year, a beginning date of September is recommended. However, if employees left the district in August for the current school year, selecting a beginning date of September does not pick them up. Therefore, a manual record entry or individual extract needs to be run on these employees.|
+^Payoff Dates|Type the beginning and ending payoff dates to be used during the extract process. These fields are optional. If these dates are not used, all employees are extracted regardless if they were under contract for the most current school year. To narrow the data to only include employees under contract during the most current school year, type a beginning and ending payoff date range. To include all employees for the school year, it is recommended to enter a beginning date in September. However, if employees separated from the LEA in August for the current school year, a beginning September date will not include them. You will need to manually enter data or perform an individual extract on those employees.|
-^Nbr Days Employed|Type the beginning and ending number of days to limit employee selection. Type the fewest and most number of days employed or in the contract from the Job Info tab to extract records for all employees within that range (e.g., 001-287). The system uses the **# of Days Empld** field on the Maintenance > Staff Job/Pay Data > Job Info tab and does not take into consideration the **Serv Rec Days Ded** field on the Leave Adjustment, Abs Ded, or Cd Abs Ded tabs.\\  \\  **Example**:  If an employee has 150 days in the **# of Days Empld** field on the Maintenance > Staff Job/Pay Data > Job Info tab, and has 16.0 days in the **Serv Rec Days Ded** field on the Leave Account Transaction, Leave Adjustment tab, and enters 150 in the From Nbr Days Employed and **To Nbr Days Employed** fields, the employee extracts by the 150 days in the **# of Days Empld** field and the service record created reflects 134 days (150 - 16 = 134). The employee will not extract if 134 days is typed in the **From Nbr Days Employed** and **To Nbr Days Employed** fields.|
+^Nbr Days Employed|Type the beginning and ending number of days to limit employee selection. Type the fewest and most number of days employed or in the contract from the Job Info tab to extract records for all employees within that range (e.g., 001-287). The system uses the **# of Days Empld** field on the Maintenance > Staff Job/Pay Data > Job Info tab and does not take consider the **Serv Rec Days Ded** field on the Leave Adjustment, Abs Ded, or Cd Abs Ded tabs.\\  \\  **Example**:  If an employee has 150 days in the **# of Days Empld** field on the Maintenance > Staff Job/Pay Data > Job Info tab and has 16.0 days in the **Serv Rec Days Ded** field on the Leave Account Transaction > Leave Adjustment tab, then enters 150 in the **From Nbr Days Employed** and **To Nbr Days Employed** fields, the employee extracts by the 150 days in the **# of Days Empld** field and the service record reflects 134 days (150 - 16 = 134). The employee is not extracted if 134 days is typed in the **From Nbr Days Employed** and **To Nbr Days Employed** fields.|
-^Non-Professional Years Experience|Select **Total** or **In District**. If data exists in this field on the Maintenance > Staff Job/Pay Data > Employment Info tab, it is used to populate the service record in the following manner:\\  \\  If the **TRS Member Pos** field is a 01, 02, or 05, the service record always pulls from the **Total** field (under **Years Experience** in the **Professional** column on the Maintenance > Staff Job/Pay Data > Employment Info tab).\\  \\  If the **TRS Member Pos** field is a 03, 04, 06, or 07.\\ \\  <div indent>If **Total** is selected, the service record pulls from the **Total** field (under **Years Experience** in the **Non-Professional** column on the Maintenance > Staff Job/Pay Data > Employment Info tab).\\  \\  If **In District** is selected, the service record pulls from the **In District** field (under **Years Experience** in the **Non-Professional** column on the Maintenance > Staff Job/Pay Data > Employment Info tab).</div>|
+^Non-Professional Years Experience|Select **Total** or **In District**. If data exists in this field on the Maintenance > Staff Job/Pay Data > Employment Info tab, it is used to populate the service record as follows:\\  \\  If the **TRS Member Pos** field is a 01, 02, or 05, the service record uses the **Total** field (under **Years Experience** in the **Professional** column on the Maintenance > Staff Job/Pay Data > Employment Info tab).\\  \\  If the **TRS Member Pos** field is a 03, 04, 06, or 07:\\ \\  <div indent>If **Total** is selected, the service record uses the **Total** field (under **Years Experience** in the **Non-Professional** column on the Maintenance > Staff Job/Pay Data > Employment Info tab).\\  \\  If **In District** is selected, the service record uses the **In District** field (under **Years Experience** in the **Non-Professional** column on the Maintenance > Staff Job/Pay Data > Employment Info tab).</div>|
-^Notes|You can modify an existing note, or type a new note. If anything was entered in the **Notes** field, and the **Update Leave Only** option is selected, the **Notes** column contains the value in the **Notes** field appended to the end.\\  \\  To view a list of existing notes, click the down arrow, up arrow, or SPACEBAR on the keyboard.|
+^Notes|Type a new note or modify an existing note. If anything was entered in the **Notes** field and the **Update Leave Only** option is selected, the **Notes** column contains the value in the **Notes** field appended to the end.\\  \\  To view a list of existing notes, click the down arrow, up arrow, or SPACEBAR on the keyboard.|
-VCV Click **Execute** to start the process. A data preview report is displayed with a list of employees meeting the selected criteria. Any employees who have a service record already for the current year will have 2 or more lines, one of which will be highlighted in green. The row highlighted in green represents the initial extract. Review all rows for each employee to determine which should be permanently written to the service record. Select **Delete** for the rows to be deleted. Otherwise, click **Cancel**.
+VCV Click **Execute** to start the process. If you click **Execute**, the Teacher Service Records Extract Data Preview window is displayed with a list of employees who meet the selected criteria.
-When initially displayed, the **Delete** check box is not selected for each employee in the list. Leave the **Delete** check box blank for each employee for whom a row should be created. For each extracted employee marked as **New** for whom a row should not be created, select **Delete** to prevent those employees from being extracted. If employees have existing rows in the service record table, the page also displays those rows, and the rows are not marked as **New**. Instead, the **New** column is blank, and if **Delete** is selected, the row is deleted from the service record table.
+<div indent>
+If there are no employees that match the extract criteria, then no service records are created and the following message is displayed:
+\\
+</div>
-If multiple pay frequencies are selected, and an employee exists on multiple pay frequencies, all jobs associated with the employee, as well as any leave associated with the primary job in each frequency, are displayed. The leave balances are not combined but are displayed individually for each primary job.
+The initial service record extract should display **New** for all employees. If not, a service record has already been created for that particular employee for the current year. Each employee who worked in a position, excluding substitutes, should be listed on the report. Any employees who already have a service record for the current year will have two or more rows, one of which will be highlighted green. The row highlighted green represents the initial extract. Review all rows for each employee to determine which row should be permanently written to the service record. Select **Delete** for the rows to be deleted. Otherwise, click **Cancel**.
-The **Nbr of Days Empld** field for the service record is based on the Job Info **Nbr of Days Empld** field for each job being extracted.
+When initially displayed, the **Delete** checkbox is not selected for each employee in the list. Leave the **Delete** checkbox blank for each employee for whom a row should be created. For each extracted employee marked as **New** for whom a row should not be created, select **Delete** to prevent those employees from being extracted. If employees have existing rows in the service record table, the page also displays those rows and they are not marked as **New**. Instead, the **New** column is blank and if **Delete** is selected, the row will be deleted from the service record table.
+If multiple pay frequencies are selected and an employee exists on multiple pay frequencies, all jobs associated with the employee as well as any leave associated with the primary job in each frequency are displayed. The leave balances are not combined but are displayed individually for each primary job.
+The **Nbr of Days Empld** field for the service record is based on the **Nbr of Days Empld** field on the Job Info tab for each job being extracted.
   * If the employee has been docked for any leave day for any leave type (not just state-based leave types), the service record **Nbr of Days Empld** field will be reduced for the primary job.
-  * If the employee has any service record day adjustments reported on the Abs Ded or Cd Abs Ded transmittal pages, those service record day adjustments will be associated with the same job as used for the transmittal when calculating the service record **Nbr of Days Empld** field.
+  * If the employee has any service record day adjustments reported on the Abs Ded or Cd Abs Ded transmittal tabs, those service record day adjustments are associated with the same job as used for the transmittal when calculating the service record **Nbr of Days Empld** field.
-  * If there are transmittals on the Abs Ded or Cd Abs Ded pages for an employee where the job code for the transmittal no longer exists in the employee’s job master, the primary job service record days will be adjusted based on those transmittals.
+  * If there are transmittals on the Abs Ded or Cd Abs Ded transmittal tabs for an employee where the job code for the transmittal no longer exists in the employee’s job master, the primary job service record days will be adjusted based on those transmittals.
-VCV Identify and delete the employees for which you do not want to create service records.
+VCV Identify and delete employees who do not require a service record to be created.
-  * Click **Select Delete** to select the **Delete** check box for each row. Rows marked as "New" will not be selected for deletion.
+  * Click **Select Delete** to select the **Delete** checkbox for each row. Rows marked as **New** are not selected for deletion.
-  * Click **Unselect Delete** to clear the **Delete** check box for each row.
+  * Click **Unselect Delete** to clear the **Delete** checkbox for each row.
+\\
+**Example 1**: This employee was initially extracted with 14.00 days employed. The new row displays that the employee had 13.50 days employed.  If the original (14.00 days) row is correct, select **Delete** for the new row. If the **New** row (13.50 days) is correct, then select **Delete** for the old (white) row.
+**Example 2**:  This employee has updated leave information. You must scroll right to view the column. Select the rows to be deleted.
 <div indent>The Rows Deleted Data Preview window is displayed. [[general:printreport|Review the report.]]
 </div>
-VCV Click **Continue** to view the Teacher Service Record Extract Rows Deleted report. [[general:printreport|Review the report.]] If there are no applicable records, the Rows Deleted report is not displayed, and the Rows Created report is displayed instead. Otherwise, click **Cancel** to cancel the process and return to the Extract Teacher Service Record page.
+VCV Click **Continue** to view the Teacher Service Record Extract Rows Deleted report. [[general:printreport|Review the report.]] If there are no applicable records, the Rows Deleted report is not displayed and the Rows Created report is displayed instead. Otherwise, click **Cancel** to cancel the process and return to the Extract Teacher Service Record page.
 VCV Click **Continue** to view the Teacher Service Record Extract Rows Created report. Otherwise, click **Cancel** to cancel the process and return to the Extract Teacher Service Record page.
-It is very important to carefully review this report to ensure the accuracy of the information, and that only the employees that meet the selection criteria are displayed. Carefully review the report, make any changes that may be necessary, and then re-extract the service record data as needed.
+Carefully review the report to ensure the accuracy of the information and those only employees who meet the selection criteria are displayed. Make changes and re-extract the service record data as needed.
-VCV Click **Process** to proceed. The service records in the Service Record Maintenance tab for the selected employees and for the selected school year are deleted and/or extracted. The deleted records cannot be retrieved unless an import is performed.
+VCV Click **Process**. The service records on the [[personnel:maintenance:staffdemo:servicerecord|Personnel > Maintenance > Staff Demo > Service Record]] tab for the selected employees and for the selected school year are deleted and/or extracted. The deleted records cannot be retrieved unless an import is performed.
-VCV Click **Cancel** to cancel the process and return to the Extract Teacher Service Record window.
+VCV Click **Cancel** to cancel the process and return to the Extract Teacher Service Record page.
-<div indent>A message box is displayed indicating that the process completed successfully is displayed. Click **OK**.
+<div indent>A message box is displayed indicating that the process was completed successfully. Click **OK**.
 </div>

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