PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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Pennsylvania Information Management System Pennsylvania Department of Education FAQs, continued 6. What does annual salary include? • If the employee is employed in two or more LEAs, enter only the salary for the reporting LEA and enter the percent of time employed within the reporting LEA only. For personnel servicing both elementary/secondary and adult programs, do not include salary covering the adult portion of the assignment. • Do not include fringe benefits or extra pay for extra duties assumed voluntarily, such as coaching and student activity advising. • Enter the full contract salary for personnel on leave and indicate the type of leave in the “Active/Inactive Indicator” column. DO NOT prorate the salary of an individual on leave, because they are only receiving a portion of their contracted salary. NOTE: Salary for a part-time employee is the yearly salary the employee is being paid. It is not a per diem rate nor is it converted to a full-time salary. • Salary for employees on Charter School Leave should be “0.” Salary for employees on Worker’s Compensation more than one year should be “0.” Salary for terminated employees should be “0.” • Do not report hourly rates. Calculate the annual salary based on the estimated number of hours that will be worked and the hourly salary. If necessary, update the figure at the end of the year when the actual amount is known. • Do not report salary received for extra duties assumed voluntarily (for example, coaching football). 7. How shall I report the salary of administrators who serve multiple charter schools? • Administrators, including the chief executive officer, chief school administrator, and all other employees who by virtue of their positions exercise management or operational oversight responsibilities, shall report their full salary from the school that issues their paycheck. • Enter a zero salary for the other charter schools served by these administrators. Ignore any corresponding feedback report warnings regarding these zero salaries. • Continue to mark these administrators as part-time in the Staff and Staff Snapshot templates. Divide their percent time assigned in the Staff Assignment template between all schools. 8. Should I report PPID or SSN for “Staff ID” for a certificated professional working in a non-certificated assignment? • Always report a staff member’s PPID regardless of their assignment. Use SSN only for staff that do not have a PPID. Failure to use PPID may result in a teacher being identified as Not Highly Qualified in error. • Contact PDE for guidance if your security staff has a PPID. 9. Should I include terminated staff in my staff snapshot? • Yes, after they leave your LEA, terminated staff should be included in one last staff snapshot to allow reporting of their termination. Version 1 Page 155 Published 7/21/2010
Pennsylvania Information Management System Pennsylvania Department of Education FAQs, continued 10. How do I report terminated staff? • In the first PIMS Staff Snapshot after a staff member exits the LEA, report the following in Staff and Staff Snapshot templates (in addition to all required fields): o Field 41, Active /Inactive Indicator – “T” (terminated) o Field 36, the exit date o Field 54, the appropriate termination code o Field 52, Annual Salary should be “0” 11. What termination code shall I use to report staff who will no longer be reported but who still work for my LEA? • Use Termination Code 08 (Other) in Field 54 in the Staff and Staff Snapshot templates to indicate that staff who still work at the LEA will no longer be reported. This designation is applied to an invalid staff ID that cannot be corrected, or to someone reported in a prior year that does not meet reporting requirements, such as support staff. 12. Who should be reported? • Report all professional personnel employed at your LEA on January 4, 2011. If staff member was included on January 5, 2010 Staff Snapshot and has left LEA prior to January 4, 2011, include on January 4, 2011 Staff Snapshot and indicate appropriate termination code. If termination occurs after January 4, 2011, employee is reported as active on January 4, 2011 Staff Snapshot and termination code is not reported. Likewise do NOT include new hires after January 4, 2011 in your Staff Snapshot. 14. What happens if an LEA has no directly employed or contracted school security staff? • If an LEA has no directly employed or contracted security staff a record indicating this must be entered in the District Fact template during the June reporting window. Please refer to that section. In this case no school security records should be submitted in the Staff, Staff Snapshot, Staff Assignment or Staff Development Fact templates. 15. Do staff that provide security services at extracurricular activities such as sports need to be submitted? • No, these staff do not need to be submitted to PIMS. Version 1 Page 156 Published 7/21/2010
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