USPS Learning Lab

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Lori Nye

SSDT Senior Technical Support Specialist

Resources

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• SSDT Documentation: listing of documentation manuals for our various software applications
• SSDT Newsletters: monthly newsletter containing helpful tips, new features and timely information
• ITC Overview Training: training resource for a user new to the software or new to a specific process within the software
• SSDT YouTube Channel: recorded training sessions covering various topics in our applications
• Miscellaneous Training Presentations: PowerPoint presentations SSDT presented at various conferences/events
• 2025 Release Recaps: review of prior months release updates

The Results Are In….

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• EMIS Staff Reporting

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• New Employee Checklist/Exiting Employee Checklist

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• W2 Digital Delivery

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Loading Information (Mass Change/Mass Load/Templates)

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EMIS Staff Reporting

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EMIS Basics

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Appendix>USPS and EMIS Connection>EMIS Field Names and Locations

Getting Started

• First run the Reports>EMIS Reports>EMIS Data Collection Reports>Generate Employee Report and Generate Position Report.
• If errors occur, your ITC can help work through them.
• The reports should be run as many times as needed until they are error free.
• Next run Reports>EMIS Reports>EMIS Data Extract Report.

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Need for More…

• USPSRFB-1361: Enhancement request to create a report like Classic’s PERDET.

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Moving Into the Data Collector

• Use Level One Reports from the Data Collector for errors moving forward.

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Resources to Assist in Correcting Errors

• ODEW EMIS Manual:

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https://education.ohio.gov/Topics/Data/EMIS/EMIS-Documentation/Current-EMIS-Manual

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Diving Deeper

• Level 1 Errors:

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Let’s Take This One Step Further….

Areas of Difficulty

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Differences in Terminology

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Hours In Day->Length of Work Day

• If a value is entered in Position>EMIS Related Information>Hours In The Day field, that value is used as the length of work day.
• If a value is not entered in Position>Hours In The Day field, the value in the Compensation>Hours In Day is used as the length of work day.

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Contract Work Days->Scheduled Workdays

• If a value is entered in Position>EMIS Related Information>Contract Work Days field, that value is used as the scheduled work days.
• If a value is not entered in Position>Work Days field, the days on the Compensation>Job Calendar is used as the scheduled work days.
• The Calendar and Compensation Start Date and Stop Dates are used as the date range to lookup days on the Job Calendar.

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Contract Work Days->Scheduled Workdays

• Side Note-
• For scheduled work days to be reported on Non Contract Compensations, they can be reported two ways:

1: Using a Compensation>Job Calendar.

• Date range is determined using a start date from the System>Configuration>EMIS Reporting Configuration>Fiscal Year or the Compensation>Compensation Start Date if it is after the EMIS Reporting Configuration>Fiscal Year and a stop date from the EMIS Reporting Configuration>Fiscal Year or the Compensation>Compensation Stop Date if it is before the EMIS Reporting Configuration>Fiscal Year.
• Work days, Holidays, and Calamity Days are then added to the count from the assigned Job Calendar using the date range above.

2: Using the Position>EMIS Related Information>Contract Work Days field.

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Pay Unit->Pay Type

• Two Options:
• Annual Salary (A)
• Hourly Rate (H)
• By default, the type is set to Annual (A).

However….

• Calculated field based on Contract Amount, Hours In Day, Workdays, and Pay Unit in the following order:

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Any other combination will generate an error in USPS and zero will be reported.

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Contract Amount->Pay Amount/Rate

• If a value is entered in Position>EMIS Related Information>Contract Amount field, that value is used as the Pay Amount/Rate.
• If a value is not entered in Position>Contract Amount field, the value in the Compensation>Contract Amount is used as the Pay Amount/Rate.
• Side Note-
• For an amount to be reported on Non Contract Compensations, a value must be entered in the Position>EMIS Related Information>Contract Amount field.

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Contract Amount->Pay Amount/Rate

• If no pay amount found, then:
• If Compensation>Pay Unit = Hourly, the Unit Amount (hourly rate) is reported.
• If Compensation>Pay Unit = Daily and Hours In Day > 0 then the following calculation occurs and that is the reported pay amount.
• Unit Amount (Daily Rate)/Position>Hours In The Day or Compensation>Hours In Day
• If Compensation>Pay Unit = Daily and Contract Work Days> 0 then the following calculation occurs and that is the reported pay amount.
• Unit Amount (Daily Rate)/Position>Hours In The Day or Compensation>Hours In Day

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Putting the Two Together

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Absences/Attendance

• This is handled at the EMPLOYEE level and returned with the Employee collection.
• If the Employee>Report to EMIS checkbox is marked, then a count of attendance/absences occurs, and these WILL be included in the collection.
• The system does NOT exclude Compensations with ‘Reportable to EMIS’ unchecked.
• Attendance/Absence records are counted if the record is assigned to a Compensation and the Activity Date falls with the ‘fiscal year’ date range.

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Note: You can now see Compensation assigned.

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Absences/Attendance

• For EMIS reporting, there is a count of absence days, attendance days, and long term illness days. Per EMIS reporting requirements, absences that should be ‘counted’ include all absences using sick leave, personal leave, vacation, or other forms of leave except professional leave.

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Absences/Attendance

Date Range Used:

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• Fiscal Year - Used to count days on the Job Calendars.
• System>Configuration>EMIS Reporting Configuration>Fiscal Year.
• 07/01/YYYY - 06/30/YYYY

Unless..

• Fiscal Year Start Date:
• The System>Configuration>EMIS Reporting Configuration>Fiscal Year is used unless the Compensation>Calendar Start Date is later than this date is used.

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Absences/Attendance

• Fiscal Year Stop Date:
• If the Position> Job Status is set to Terminated, then date will be set to the Position>Termination Date.
• If no Position>Termination Date is entered, then the Employee>Termination Date is used.
• If no Employee>Termination Date is entered, then the Compensation>Calendar Stop Date is used.
• If no Compensation>Calendar Stop Date is entered, the Compensation>Compensation Stop Date is used.
• If none of these dates are entered, then the System>Configuration>EMIS Reporting Configuration>Fiscal Year is used.

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Absences/Attendance

• Hourly employees:
• If the employee has Hourly Absences/Attendances, they are converted to days. In the process of doing this, the system needs to know how many hours are in a day.
• This happens by using the Compensation>Hours In Day that is assigned to the Absence/Attendance and that value if provided. If there is no Compensation assigned, then the system looks to find the Active Compensation.  The Compensation date range is used to do this.  The system looks for a Compensation where the absence/attendance Activity Date falls within the date range of the Compensation.
• If there is no Compensation>Hours In Day value, then the system looks at the Position>EMIS Related Information>Hours In The Day and that value is used in the conversion.
• If no hours in day is found in either place, an error is returned. If there is no Compensation assigned, then the system has to try to find the Active Compensation.  The Compensation date range is used to do this.  The system looks for a Compensation where the absence/attendance Activity Date falls within the date range of the Compensation.
• The conversion = Length of Attendance/Hours In Day.

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Absences/Attendance

• EMIS Adjustments:
• Core>Adjustments>Type>EMIS Attendance and EMIS Absence is available to adjustment EMIS attendance and EMIS absences.
• The Transaction Date needs to fall within the EMIS fiscal year.

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Do we use adjustment days for EMIS attendance reporting? All I have for EMIS attendance is this-- We take all of the Employees attendance records for the Fiscal Year, and for each one, we lookup the Compensation and include it as long the 'Calendar Date Range' of the compensation includes the date of the Attendance. It then does some calculations based on Daily/Hourly settings to determine what percentage of a day to count. It then subtracts any partial or full sick, personal, dock, jury duty, Military, Other absences for the same date as an Attendance for absence calculating. Thanks!

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  8:44 AM

Do we use adjustment days for EMIS attendance reporting? All I have for EMIS attendance is this-- We take all of the Employees attendance records for the Fiscal Year, and for each one, we lookup the Compensation and include it as long the 'Calendar Date Range' of the compensation includes the date of the Attendance. It then does some calculations based on Daily/Hourly settings to determine what percentage of a day to count. It then subtracts any partial or full sick, personal, dock, jury duty, Military, Other absences for the same date as an Attendance for absence calculating. Thanks!

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  8:44 AM

Absences/Attendance

• Report Addition:

Reporting Entity Count Summary Report

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5/18/2023

Do we use adjustment days for EMIS attendance reporting? All I have for EMIS attendance is this-- We take all of the Employees attendance records for the Fiscal Year, and for each one, we lookup the Compensation and include it as long the 'Calendar Date Range' of the compensation includes the date of the Attendance. It then does some calculations based on Daily/Hourly settings to determine what percentage of a day to count. It then subtracts any partial or full sick, personal, dock, jury duty, Military, Other absences for the same date as an Attendance for absence calculating. Thanks!

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  8:44 AM

Do we use adjustment days for EMIS attendance reporting? All I have for EMIS attendance is this-- We take all of the Employees attendance records for the Fiscal Year, and for each one, we lookup the Compensation and include it as long the 'Calendar Date Range' of the compensation includes the date of the Attendance. It then does some calculations based on Daily/Hourly settings to determine what percentage of a day to count. It then subtracts any partial or full sick, personal, dock, jury duty, Military, Other absences for the same date as an Attendance for absence calculating. Thanks!

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  8:44 AM

Remember: Dates are based on pay period dates - not pay dates.

Long Term Absences

Long Term Illness Days: 15 consecutive absence days and is entered in Employee>State Reporting>Long Term Illness field..  

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• Remember-> These are a subset of Attendance>Absences.

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• Use ABS101 Report or ABS103 Report can be helpful in determining who this applies to.

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Quick Check Tips and Tricks

• Go to System>Configuration>EMIS Configuration, is the Fiscal Year correct?
• Go to System>Configuration>EMIS Configuration, is the Z Id Pre Fix entered?
• Is the Credential ID the valid number of characters?
• Have last year’s Compensation records been archived or has the Compensation>Reportable to EMIS field been unchecked?
• Use Custom Fields to update field names to be more helpful.

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Quick Check Tips and Tricks

• Check dates.
• Compensation Start/Stop Dates.
• Calendar Start/Stop Dates.
• Separation Date.
• Termination Date.
• Make sure to clear prior reporting year’s EMIS fields information.
• Long Term Illness
• Position>EMIS Override Values

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Mass Changing Information

• Mass Change ->
• Update Total Experience, Authorized Experience, Principal Experience
• Remove 0’s/clear fields (blank)
• New Value = null
• Clear EMIS Contract Fields (Position ‘Override’ fields)

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• Mass Load->
• Position>EMIS Override information
• Employee>Long Term Illnesses

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Resources

USPS Documentation:

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• Core>Employee, Position, Compensation, and EMIS Entry chapters

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• USPS and EMIS Connection
• Staff and Course (L) Submission Checklist
• New Employee EMIS Element Verification
• EMIS Quick Reference Sheet
• EMIS Field Names and Locations
• EMIS Level 1 Errors Explanation

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Resources

SSDT YouTube Channel:

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• EMIS Reporting - New Fiscal Year/Initial L Reporting

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• EMIS L Checklist

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• EMIS Common Errors EOY Submission Preparation

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Resources

SSDT YouTube Channel:

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• Mass Load and Mass Change

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Resources

Ohio Department of Education & Workforce:

• Resources>New EMIS Coordinator Training

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https://education.ohio.gov/Topics/Data/EMIS/EMIS-Training/EMIS-General-Training

Staff and Course Collection Reminder

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Initial L Collection closes January 28, 2026

New Employee Checklist/Exiting Employee Checklist

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Resources

USPS Documentation:

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• New Employee Checklist

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• Existing Employee Checklist

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W2 Digital Delivery

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Resources

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USPS Documentation:

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• W2 Digital Delivery Checklist

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SSDT YouTube Channel:

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• W2 Digital Delivery

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W2 Digital Delivery

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• For districts that still print employer copies, there is a checkbox that can be marked that will allow a file to be generated that includes all employees.
• W2 Report>Forms/XML>Include Digital Only W2 Employees
• Terminated employees that have elected received their W2 digitally.
• Employees with their Employee>Digital Only W2 checkbox marked will not be included in the W2 print files. We are currently thinking through the process in hopes of coming up with a viable solution. Rest assured, the ability for the someone in the Treasurer’s office (or a user with the proper role) to print these employees W2’s is available by going to the File Archive>W2 Archive.

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Questions?

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Questions?