PATH: Human Resources > Reports > School Personnel > State Formatted Reports > Support Records

The School Personnel Records report extracts demographic, salary, and benefit data for all district certified and support employees.

Before you Begin

Use the Generate Salary Record Numbers tool to create the Salary Record Numbers (SRNs) for associating fringe benefits to salary records.

Support Records Report Options

Report Logic

PATH: Human Resources > Reports > School Personnel > State Formatted Reports > Support Records

All Support Records

Currently, the Support Records report can only be used for the Initial Reporting Period.
If a staff member has multiple records due to termination, leave, and/or rehire records in the reporting period, data reports from the most current employment record.
To report, the staff member must have an active employment record and active Work Assignment as of or after July 1 of the reporting year. The reporting year is determined by the snapshot date chosen during the SRN Generation process.
Staff members with termination dates prior to July 1 of the reporting year are excluded.
State Crosswalk values report for GL Dimensions.

Header Record Logic

The Header Record reports one record per staff member.
Staff that report in the Header record type can be included in the Salary record type. Staff that report in the Salary record type can be included in the Fringe Benefit report.

Salary Record Logic

Staff members may report multiple records but not duplicate records.
If the Salary Amount is zero, a record does not report in the Fixed Width (State Format) file.
Staff without Fringe Benefit records to report may still be included in the Salary Record.
To report on the Salary Record, the staff member MUST also report on the Header Record.

Fringe Benefit Record Logic

If the Amount is zero, a record does not report in the Fixed Width (State Format) file.
To report in the Fringe Benefit Record, the staff member MUST report in the Header AND Salary Records.
All records that report must contain an SRN that is also on the Salary Record.
Staff members may report multiple records but not duplicate records.

Support Records Report Options

PATH: Human Resources > Reports > School Personnel > State Formatted Reports > Support Records

#	Field	Description
1	Please select the Record Type to generate:	Header - Records report based on active event records in the time period determined by the snapshot date selected as part of the SRN Generation process. Since the fiscal school year is generally July 1 - June 30, this report looks for active employment records AND active work assignments as of or after July 1 of that year. Staff with termination dates before July 1 are excluded. One record reports for each staff member that meets the report requirements. If a staff member has multiple records due to termination, leave, and/or rehire records in the reporting period, the report uses the most current employment record. Salary - Salary records report Fringe Benefit - Fringe Benefit records report
2	Please select the SRN Assignment for this report:	The Salary Record Number (SRN) on which you want to report. The Salary Record Number (SRN) is used by the State Department of Education to tie fringe benefits to each job/salary record as appropriate.
See the following Report Rules topic for information about fields in Report Rules section of the extract editor.
-	Output Format	Excel - Provides the report data to easily review and verify. If applicable, it may include additional data items, warnings, and errors to assist with your audit procedures. Fixed Width (State Format) - Provides the report data in the School Personnel accepted format for upload and submission.
-	Include Report Rules Detail	Applies to Excel Only When the Include Report Rules Detail checkbox is marked on the report extract editor, all values for each saved parameter are included in the Excel file for audit purposes.
-	Save Selections and Generate	Creates the report in the selected format. Your selections in the Report Rules area are saved upon selecting the Save Selections and Generate button.

Report Rules

Fields in the Report Rules section should be selected before you generate the report for the first time. The Report Rules section includes criteria for all three Record Types. After the initial setup, you are not required to change the Report Rules in order to generate the report.

Header and Salary Records

#	Field	Reports From
1	Please select the Support Staff Employment Types to report	Human Resources > Personnel > Personnel Master > HR General Information > Employment Type
2	Please select the Support Staff Position Codes to report as salary	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code
3	Please select the Support Staff Position Codes to report as Salary in Lieu of Other Fringe Benefits	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code

Fringe Benefit Records

#	Field	Reports From
1	Please select the Education Flexible Benefit Allowance Position Codes to report as a Fringe Benefit:	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code
2	Please add Insurance Fringe Benefit Information to report: Number of Pay Periods deductions are withheld Fringe Type Fringe Benefit Codes Pay Description Code (Object Code) Add Insurance Fringe Benefit Record	Human Resources > Payroll > Setup > Benefits > Benefit/Deduction Codes Otherwise, not dynamically stored.
3	Please define the calculation for the District-Paid Retirement Contributions Fringe Benefit: The regular contribution retirement calculation applies to staff with the following benefit codes Add to compensation the annualized fringe benefit amount for the following benefit code(s) Multiply retirement wages by the percentage of Pay Description Code (Object Code)	Human Resources > Payroll > Setup > Benefits > Benefit/Deduction Codes Otherwise, not dynamically stored.

Field

Reports From

Please select the Education Flexible Benefit Allowance Position Codes to report as a Fringe Benefit:

Human Resources > Personnel > Personnel Master > Work Assignments > Position Code

Please add Insurance Fringe Benefit Information to report:

Number of Pay Periods deductions are withheld
Fringe Type
Fringe Benefit Codes
Pay Description Code (Object Code)

Add Insurance Fringe Benefit Record

Human Resources > Payroll > Setup > Benefits > Benefit/Deduction Codes

Otherwise, not dynamically stored.

Please define the calculation for the District-Paid Retirement Contributions Fringe Benefit:

The regular contribution retirement calculation applies to staff with the following benefit codes
Add to compensation the annualized fringe benefit amount for the following benefit code(s)
Multiply retirement wages by the percentage of
Pay Description Code (Object Code)

Human Resources > Payroll > Setup > Benefits > Benefit/Deduction Codes

Otherwise, not dynamically stored.

Report Layouts

PATH: Human Resources > Reports > School Personnel > State Formatted Reports > Support Records

Element	Description	Type, Format, Length	Campus Location
SRN Assignment	Excel Only The Salary Record Number (SRN) selected on the extract editor. The Salary Record Number (SRN) is used by the State Department of Education to tie fringe benefits to each job/salary record as appropriate.	N/A	N/A
Employment Types	Excel Only The Employment Types selected on the extract editor.	N/A	Human Resources > Personnel > Personnel Master > HR General Information > Employment Type
County Code	The first 2 characters of the State District Number.	Alphanumeric, 2 characters	Human Resources > Administration > District Master > State District Number
District Code	The last 4 characters of the State District Number.	Alphanumeric, 4 characters	Human Resources > Administration > District Master > State District Number
Social Security Number	The employee's tax number.	Numeric, 9 digits	Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number
Last Name	The employee's last name.	Alphanumeric, 20 characters	Human Resources > Personnel > Personnel Master > HR General Information > Last Name
First Name	The employee's first name.	Alphanumeric, 12 characters	Human Resources > Personnel > Personnel Master > HR General Information > First Name
Middle Initial	The employee's middle initial.	Alphanumeric, 1 character	Human Resources > Personnel > Personnel Master > HR General Information > Middle Name
Gender	The employee's gender.	Alphanumeric M or F	Human Resources > Personnel > Personnel Master > HR General Information > Gender
Hispanic	Indicates whether the employee is assigned the Hispanic racial status: Y = Yes, N = No.	Alphanumeric Y or N	Human Resources > Personnel > Personnel Master > HR General Information > "Is the Individual Hispanic/Latino?"
American Indian	Indicates whether the employee is assigned the American Indian or Alaska Native racial status: Y = Yes, N = No.	Alphanumeric Y or N	Human Resources > Personnel > Personnel Master > HR General Information > American Indian or Alaska Native
Asian	Indicates whether the employee is assigned the Asian racial status: Y = Yes, N = No.	Alphanumeric Y or N	Human Resources > Personnel > Personnel Master > HR General Information > Asian
Black	Indicates whether the employee is assigned the Black or African American racial status: Y = Yes, N = No.	Alphanumeric Y or N	Human Resources > Personnel > Personnel Master > HR General Information > Black or African American
Pacific Islander	Indicates whether the employee is assigned the Native Hawaiian or Other Pacific Islander racial status: Y = Yes, N = No.	Alphanumeric Y or N	Human Resources > Personnel > Personnel Master > HR General Information > Native Hawaiian or Other Pacific Islander
White/Caucasian	Indicates whether the employee is assigned the White racial status: Y = Yes, N = No.	Alphanumeric Y or N	Human Resources > Personnel > Personnel Master > HR General Information > White
Reason for leaving	Reports Blank	N/A	N/A
Email Address	The employee's email address.	Alphanumeric, 70 characters	Human Resources > Personnel > Personnel Master > Contact Information > Work Email

Salary (Record Type)

Staff can be reported on the Salary Record and not the Fringe Benefit Record. However, staff who report on the Fringe Benefit report must report on the Salary report.

Element	Description	Type, Format, Length	Campus Location
SRN Assignment	Excel Only The Salary Record Number (SRN) selected on the extract editor. The Salary Record Number (SRN) is used by the State Department of Education to tie fringe benefits to each job/salary record as appropriate.	N/A	N/A
Salary Position Codes	Excel Only The Support Staff Position Codes selected on the extract editor to report as Salary.	N/A	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code
Salary in Lieu of Retirement Position Codes	Excel Only The Support Staff Position Codes selected on the extract editor to report as salary in place of retirement.	N/A	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code
Last Name	Excel Only The employee's last name.	N/A	Human Resources > Personnel > Personnel Master > HR General Information > Last Name
First Name	Excel Only The employee's first name.	N/A	Human Resources > Personnel > Personnel Master > HR General Information > First Name
Position Code	Excel Only The Position Code for the salary record being reported.	N/A	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code
Hire Date	Excel Only The Hire Date from the most current Employment Date record.	Date	Human Resources > Personnel > Personnel Master > General Information
County Code	The first 2 characters of the State District Number.	Alphanumeric, 2 characters	Human Resources > Administration > District Master > State District Number
District Code	The last 4 characters of the State District Number.	Alphanumeric, 4 characters	Human Resources > Administration > District Master > State District Number
Site Code	Reports the Site Code from the General Ledger account that associates the employee's salary and fringe benefit records, if applicable, via the SRN. The General Ledger account is entered on the employee's Work Assignment.	Alphanumeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
Social Security Number	The employee's tax number.	Numeric, 9 digits	Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number
Job Code	The OCAS Job Classification Code from the General Ledger account that associates the employee's salary and fringe benefit records, if applicable, via the SRN. The General Ledger account is entered on the employee's Work Assignment.	Numeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
Filler	N/A	N/A	N/A
Days Employed per Year	The number of days per year the employee is anticipated to work.	Numeric, 4 digits	Human Resources > Personnel > Personnel Master > Work Assignments > Wage Detail Records > Contract Days
Hours Employed per Day	The number of hours per scheduled work day an employee is anticipated to work.	Numeric, 4 digits	Human Resources > Personnel > Personnel Master > Work Assignments > Wage Detail Records > Hours Per Day
Days in Contract	The total number of days the position is contracted to work for school year.	Numeric, 4 digits	Human Resources > Personnel > Personnel Master > Work Assignments > Wage Detail Records > Total Contract Days
Salary Amount	The salary amount the employee is anticipated to receive. The amount is rounded to the nearest whole dollar amount. If multiple records report for each position, the amount is pro-rated based on the GL dimensions.	Numeric, 6 digits	Human Resources > Personnel > Personnel Master > Work Assignments > Wage Detail Records > Calculated Base
Object Code	The OCAS Object Code from the General Ledger account that associates the employee's salary and fringe benefit records, if applicable, via the SRN. The General Ledger account is entered on the employee's Work Assignment.	Numeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
FICA	Reports Y for all records.	Alphanumeric, 1 character	N/A
Federal Salary1 Federal Salary2 Federal Salary3 Federal Salary4 Federal Salary5 Federal Salary6 Federal Salary7	The amount the employer paid for a salary that is tied to federal funding.	Numeric, 6 digits	N/A
Federal Project1 Federal Project2 Federal Project3 Federal Project4 Federal Project5 Federal Project6 Federal Project7	The OCAS project code representing the federal program from which all or a portion of the salary is expensed.	Numeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
SRN (Salary Record Number)	The Salary Record Number (SRN). The Salary Record Number (SRN) is used by the State Department of Education to tie fringe benefits to each job/salary record as appropriate.	Numeric, 5 digits	N/A
Data Warning	Excel Only Any warning or error encountered during report generation.	N/A	N/A

Fringe Benefit (Record Type)

Element	Description	Type, Format, Length	Campus Location
SRN Assignment	Excel Only The Salary Record Number (SRN) selected on the extract editor. The Salary Record Number (SRN) is used by the State Department of Education to tie fringe benefits to each job/salary record as appropriate.	N/A	N/A
Flex Ben Position Codes	Excel Only The Education Flexible Benefit Allowance Position Codes selected on the extract editor.	N/A	N/A
Insurance Fringe Info	Excel Only The corresponding Pay Description Code (Object Code) for the Insurance Fringe Benefit. This column reports the following: Number of Pay Periods Deductions are Withheld (entered on report editor) Fringe Type Benefit Code(s) Pay Description Code (Object Code)	N/A	N/A
Retirement Calculation	Excel Only The calculation for the District-Paid Retirement Contributions Fringe Benefit.	N/A	N/A
Last Name	Excel Only The employee's last name.	N/A	Human Resources > Personnel > Personnel Master > HR General Information > Last Name
First Name	Excel Only The employee's first name.	N/A	Human Resources > Personnel > Personnel Master > HR General Information > First Name
Position Code	Excel Only The Position Code for the salary record being reported.	N/A	Human Resources > Personnel > Personnel Master > Work Assignments > Position Code
Hire Date	Excel Only The Hire Date from the most current Employment Date record.	N/A	Human Resources > Personnel > Personnel Master > General Information
Deduction Code	Excel Only The Deduction Code for the fringe benefit reported in the same row.	N/A	Human Resources > Payroll > Employee > Manage > Employees > Benefits > Benefits
County Code	The first 2 characters of the State District Number.	Alphanumeric, 2 characters	Human Resources > Administration > District Master > State District Number
District Code	The last 4 characters of the State District Number.	Alphanumeric, 4 characters	Human Resources > Administration > District Master > State District Number
Site Code	Reports the Site Code from the General Ledger account that associates the employee's salary and fringe benefit records, if applicable, via the SRN. The General Ledger account is entered on the employee's Work Assignment.	Alphanumeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
Social Security Number	The employee's tax number.	Numeric, 9 digits	Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number
Pay Description Code	The OCAS Object or Project Codes. The Project Code reports from the GL Account Distributions on the Work Assignment. Otherwise, this column reports the Object Code selected on the report editor for each benefit.	Numeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignment > (chosen) Position Codes > GL Account Distributions > Project Code Human Resources > Payroll > Employee > Manage > Employees > Benefits > Benefits
Job Code	The OCAS Job Classification Code from the General Ledger account that associates the employee's salary and fringe benefit records, if applicable, via the SRN. The General Ledger account is entered on the employee's Work Assignment.	Numeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
Filler	N/A	N/A	N/A
Amount	The annualized amount paid for fringe benefit rounded to the nearest dollar.	Numeric, 6 digits	Human Resources > Personnel > Personnel Master > Work Assignment > Wage Detail > Calculated Base Human Resources > Payroll > Employee > Manage > Employees > Benefits > Benefits > Calculations > Employer Cost (Value)
Federal Amount1 Federal Amount2 Federal Amount3 Federal Amount4 Federal Amount5 Federal Amount6 Federal Amount7	The amount an employer paid for a fringe benefit that is tied to federal funding.	Numeric, 6 digits	N/A
Federal Project1 Federal Project2 Federal Project3 Federal Project4 Federal Project5 Federal Project6 Federal Project7	The OCAS project code representing the federal program from which all or a portion of the employer’s costs are expensed.	Numeric, 3 digits	Human Resources > Personnel > Personnel Master > Work Assignments > GL Account Distribution > GL Account Number
SRN (Salary Record Number)	The Salary Record Number (SRN). This Salary Record Number (SRN) is used by the State Department of Education to tie fringe benefits to each job/salary record as appropriate.	Numeric, 5 digits	N/A
Data Warning	Excel Only Any warning or error encountered during report generation.	N/A	N/A

Support Records (School Personnel) (Oklahoma)