Fall PEIMS Staff/Finance – Staff Data Validation Reports

*Note: If you are unable to drilldown into some of the staff details and/or need access to staff salaries, verify your user profile permissions have the full staff access granted. Reference : Getting Started

Staff Data Validation Reports – All reports are based upon Fall PEIMS reporting.

• Reference the Tools – Report Info on each report for details on the calculations and report purpose.

• Fall CTE Class Service ID’s With Less than 45 Minutes
  • Summary: This report will trigger a list of CTE courses who do not appear to be meeting for the 45 min per days required for funding, along with the campus, teacher, service ID, and minutes associated with the class.
  • Usage: Locate CTE courses that are not eligible for funding. Check to ensure minutes were entered into SIS correctly for accurate reporting and if so, then strive to extend the length of minutes for each course in order to claim funding.
  • Minutes Per Day – Calculated by taking the 30090 Responsibility Monthly Minutes (E1057) / 20 Days (number of days for the 4 weeks in Oct)

• Inaccurate Role ID Report to PEIMS
  • Summary: This report produces an error listing of staff members who have inaccurate role id reporting.
  • Usage: Review report to see who is being inaccurately coded in either Role ID or Auxiliary Role ID according to the combination of staff object codes and role ids being reported in the PEIMS fall submission. It is possible that payroll object codes might also need to be modified to eliminate inaccurate coding.
  • Staff members who have the following error conditions will appear on the report
    • Both Role ID and Auxiliary Role ID Blank
    • Staff type = 3 and an Auxiliary Role ID
    • Only Object 6119 and an Auxiliary Role ID
    • Only Object 6129 and a Role ID that is not equal 033 or 036
    • Object 6119 and 6129 and Only Role ID (not equal 033 or 036) or Only Auxiliary Role ID
    • Object 6119 and 6129 and Role ID = 033 or 036 and an Auxiliary Role ID

• Payroll to Responsibility Campus Mismatch
  • Summary: This report displays staff who have a different campus(es) between the payroll and responsibility records.
  • Usage: Review report to ensure appropriate coding of either payroll org codes or responsibility records.
    • *NOTE – this report only looks at staff with Responsibility Records AND Payroll Records – Auxiliary Staff are not included. 
    • Org/Campus codes are compared between the 30060(Payroll) and 30090(Responsibility) and if not completely equal (every campus has a match in the opposite record), staff will be included in the report.
• Payroll PIC to Responsibility Pop Served Mismatch
  • Summary: This report displays staff who have certain payroll program intent codes where the responsibility population served codes might not match up. It uses the 30060-Payroll records as the base to compare to the 30090-Responsibility records.
  • Usage: Review report to ensure appropriate coding of the payroll program intent codes and the responsibility population served codes. Use export to Excel to remove combination codes that are accurate for your LEA leaving those combinations that need to be modified.
  • Staff will be included in the report if:
    • At least one payroll Program Intent = 11-Basic Educational Services and all responsibility Population Served <> 01-Regular Students
    • At least one payroll Program Intent = 21-Gifted & Talented and all responsibility Population Served <> 04-Gifted & Talented Students
    • At least one payroll Program Intent = 22-Career & Technical and all responsibility Population Served <> 05-Career & Technical Students
    • At least one payroll Program Intent = 23-Svcs to Stu w/Disabilities and all responsibility Population Served <> 06-Special Education Students
    • At least one payroll Program Intent = 24-Accelerated Education and all responsibility Population Served <> 07-ESL Students AND <> 03-Compensatory/Remedial Ed Stds
    • At least one payroll Program Intent = 25-Bilingual Ed/Special Language and all responsibility Population Served <> 02-Bilingual Students

• Responsibility Pop Served to Payroll PIC Mismatch
  • Summary: This report displays staff who have certain responsibility population served codes where the payroll program intent codes might not match up. It uses the 30090-Responsibility records as the base to compare to the 30060-Payroll records.
  • Usage: Review report to ensure appropriate coding of the responsibility population served codes and the payroll program intent codes. Use export to Excel to remove combination codes that are accurate for your LEA leaving those combinations that need to be modified.
  • Staff will be included in the report if:
    • At least one payroll Program Intent = 11-Basic Educational Services and all responsibility Population Served <> 01-Regular Students
    • At least one responsibility Population Served = 01-Regular Students and all payroll Program Intent <> 11-Basic Educational Services
    • At least one responsibility Population Served = 02-Bilingual Students and all payroll Program Intent <> 25-Bilingual Ed/Special Language
    • At least one responsibility Population Served = 03-Compensatory/Remedial Ed Stds and all payroll Program Intent <> 24-Accelerated Education
    • At least one responsibility Population Served = 04-Gifted & Talented Students and all payroll Program Intent <> 21-Gifted & Talented
    • At least one responsibility Population Served = 05-Career & Technical Students and all payroll Program Intent <> 22-Career & Technical
    • At least one responsibility Population Served = 06-Special Education Students and all payroll Program Intent <> 23-Svcs to Stu w/Disabilities
    • At least one responsibility Population Served = 07-ESL Students and all payroll Program Intent <> 24-Accelerated Education

• Special Education Grade Level Staff Verification
  • Summary: This report displays staff who are coded as teaching or assisting special education classes.
  • Usage: Review report to ensure appropriate coding of the Grade Level Staff element for the teachers and educational aides who are teaching a special education course.
    • Per TWEDS: GRADE-LEVEL-CODE (E0017) indicates the current grade level of the students being served.
      For StaffResponsibilitiesExtension, GRADE-LEVEL-CODE will only be reported for teaching and paraprofessional staff that provide services to Special Education students. GRADE-LEVEL-CODE will only be reported for Teachers (ROLE-ID 087), Substitute Teachers (ROLE-ID 047), and Educational Aides (ROLE-ID 033) serving special education students (POPULATION-SERVED-CODE 06).
      For Special Education (POPULATION-SERVED-CODE 06) Teachers (ROLE-ID 087), Substitute Teachers (ROLE-ID 047), and Educational Aides (ROLE-ID 033) who serve more than one grade level in the same class, report at least one StaffResponsibilitiesExtension per grade level range below:
      • EE-PK – 1 record
      • KG-12 – 1 record
      When a Special Education Teacher, Substitute Teacher or Educational Aide serves a class that is a mixture of more than one grade in one of the above ranges, choose one of the grade values to report, and divide the MONTHLY-MINUTES based on the percent the teacher, substitute, or aide serves each grade level range listed above.
  • Report Default is to display All rows on the following staff:
    • Role ID = 047, 087, or 033 AND Population Served = 06 (Special Education Students)
      • OR
    • Grade Level Staff Not Blank
    • Each class is displayed on a separate row (multiple rows per staff member)
  • Use Report Filter to display Errors Only
  • *Note: Goal is to see All Rows of SPED only that are correct and No Rows on Errors Only view.