Michigan REP Reporting

Revised: 5/2021

See below link for a recording walking through the Michigan REP Reporting process: https://recordings.join.me/hokTJvAab0GHPSZ7tH7dEA

This personnel data is to be submitted to the REP the first business day in December and June 30^th of each year.

Data Entry for REP Reporting
The data being retrieved for the REP report comes from several different areas within SDS. The fields below under the subheading “REP Layout” show the fields within SDS where data should be entered in order to be reported on the Michigan REP Report. The REP file will then be generated by pulling the data from these fields.

Ethnic Code options for MI Rep Report
The SDS system will allow the use of Generation Code or Ethnic Code for recording the Race/Ethnicity Codes for REP Reporting.

If you have not entered Ethnicity codes into SDS in the past for creation of the REP Report, then use the Generation Code Field in the Employee Master as stated in the field grid below.

If you have entered Ethnicity codes in SDS in the “Ethnic Code Field”, the system will correctly report the ethnicity entered in this field without having to also enter the information into the Generation Code field.

This also will report if the field is filled in with the 6 character code containing 0’s and 1’s as defined by Michigan and provides for the reporting of multiple racial individuals.

Summary:
If “Ethnic code” field has letters I,A,B,H,W,L or any combination of these letters then the appropriate race or races will be reported.

If “Ethnic code” field has 0’s and 1’s and the filed has six characters entered then the appropriate race or races will be reported.

If “Generation Code C012” field has letters I,A,B,H,W,L or any combination of these letters then the appropriate race or races will be reported.

Note: Letter code values are.

I = American Indian

A = Asian American
B= Black

H = Hawaiian
W=White

L = Hispanic

Note: Six character field values are.
Position 1 = 1 American Indian
Position 2 = 1 Asian American
Position 3 = 1 Black
Position 4 = 1 Hawaiian
Position 5 = 1 White
Position 6 = 1 Hispanic

Example:
If Ethnic code is entered as BW then Black and White are indicated. The system will report the code 001010.

If Generation Code C012 is entered as BW then Black and White are indicated. The system will report the code 001010.

If you have not in the past assigned positions to employees you will need to do so to use the REP reporting in SDS. Please view the links below to create new positions if needed and to assign positions to employees.

http://help.schooloffice.com/financehelp/#!Documents/positionmaster1.htm

http://help.schooloffice.com/financehelp/#!Documents/enteringanemployeeposition.htm

Enter information to create REP Report

A. Option 1:

1. Select Human Resources or Payroll Processing

2. Select Add, Change Employee Information

3. Select the following tables to complete the needed fields for this report. The state required fields are to easily identify

a. General Information

b. Payroll Control

c. Other

d. Position

e. Certificate

B. Option 2:

1. Select Human Resources or Payroll Processing

2. Select Employee Horizontal Data Changes or Employee, Contracts, Deductions/Benefits

3. Select the required views to complete the information.

Employee Horizonatal Data Changes entry view:

Employee, Contracts, Deductions/Benefits, etc entry view:

Below find the Screen View and Master Field Names that match up with Michigan descriptive names for the REP report. The screen views for the Employee Horizontal Data Changes are the same views as the Employee Contracts, Deductions and Benefits screens.

MI Descriptive Field Name	Field Length	SDS Master Field Name	Add, Change Employee Information
Date of Count	10	Report Date	State Reporting Screen
ISD/ESA Number	2	ISD/ESA Number	State Reporting Screen
District Number	5	District Number	State Reporting Screen
Credential License number	15	Cert Number	Certificate
Type of Credential	2	Type of Credential	Certificate
Date Credential Issued	10	Date Credential Issued	Certificate
Expiration Date of Credential	10	Expiration Date of Credential	Certificate
Classroom Management	5	Classroom Management	Certificate
Instructional Delivery (Strategies)	5	Instructional Delivery (Strategies)	Certificate
Date of Hire	10	Date of Hire	Payroll Control
Date of Termination	10	Date of Termination	Payroll Control
Personnel ID Code (PIC)	10	Personnel ID Code (PIC)	Payroll Control
Employee Last Name	40	Employee Last Name	General Information
Employee First Name	40	Employee First Name	General Information
Employee Middle Name	40	Employee Middle Name	General Information
Birth Date	10	Date of Birth	General Information
Gender	1	Gender	General Information
Race/Ethnicity	6	Ethnic Code	General Information
Social Security Number	9	Social Sec Numb	General Information
Highest Educational Level	2	Highest Educational Level	Other
Employment Status	2	Employment Status	Other
Title I and Title II Part A	3	Title I and Title II Part A	Other
Funded Position Status	1	Funded Position Status	Other
To include in the REP	N/A	Include in REP	Position
School/Facility Code	5	School/Facility Code	Position
Assignment	5	Job Classification	Position
Function Code	3	Function Code	Position
Full-time equivalency (FTE)	4	Full-time equivalency (FTE)	Position
Wage	6	Wage	Position
Full Time Base Annual Salary	6	Base wages	Position
# of Classes Taught	1	Number Of Classes Taught	Position
Developmental Kindergarten	1	Developmental Kindergarten	Position
Kindergarten	1	Kindergarten	Position
First Grade	1	First Grade	Position
Second Grade	1	Second Grade	Position
Third Grade	1	Third Grade	Position
Fourth Grade	1	Fourth Grade	Position
Fifth Grade	1	Fifth Grade	Position
Sixth Grade	1	Sixth Grade	Position
Seventh Grade	1	Seventh Grade	Position
Eighth Grade	1	Eighth Grade	Position
Ninth Grade	1	Ninth Grade	Position
Tenth Grade	1	Tenth Grade	Position
Eleventh Grade	1	Eleventh Grade	Position
Twelfth Grade	1	Twelfth Grade	Position
Alternative Education	1	Alternative Education	Position
Special Education	1	Special Education	Position
Adult Education	1	Adult Education	Position
Early Childhood ECPP	1	Early Childhood ECPP	Position
Career/Technical Education	1	Career/Technical Education	Position
State Agency	1	State Agency	Position
Early On/Intervention	1	Early On/Intervention	Position
Education/Language	1	Education/Language	Position
Academic Minor (Not Required)	1	Academic Minor (Not Required)	Position
Academic Major (Not Required)	1	Academic Major (Not Required)	Position
Continuing Education	1	Administrator Continuing Ed	Position
Educator Effectiveness	2	Educator Effectiveness	Position

Employee Horizontal Data Changes and the Employee Contracts, Deductions and Benefits views legend:

MI Descriptive Field Name	Field Length	SDS Master Field Name	Employee Contracts, Deductions and Benefits
Date of Count	10	Report Date	State Reporting Screen
ISD/ESA Number	2	ISD/ESA Number	State Reporting Screen
District Number	5	District Number	State Reporting Screen
Credential License number	15	Cert Number	Certificate (All Fields)
Type of Credential	2	Certification Type	Certificate (All Fields)
Date Credential Issued	10	Cert Date	Certificate (All Fields)
Expiration Date of Credential	10	Permit Expiration Date	Certificate (All Fields)
Classroom Management	5	Miscellanous_1	Certificate (All Fields)
Instructional Delivery (Strategies)	5	Miscellanous_2	Certificate (All Fields)
Date of Hire	10	Hire Date	Employee Demographics All Fields
Date of Termination	10	Termination	Employee Demographics All Fields
Personnel ID Code (PIC)	10	Pension Number	Employee Demographics All Fields
Employee Last Name	40	Employee Last Name	Employee Demographics All Fields
Employee First Name	40	Employee First Name	Employee Demographics All Fields
Employee Middle Name	40	Employee Middle Name	Employee Demographics All Fields
Birth Date	10	Birth Date	Employee Demographics All Fields
Gender	1	Sex	Employee Demographics All Fields
Race/Ethnicity	6	Ethnic Code	Employee Demographics All Fields
Social Security Number	9	Social Sec Numb	Employee Demographics All Fields
Highest Educational Level	2	Highest_Degree_Level__C015	Employee Demographics All Fields
Employment Status	2	Misc_Code2	Employee Demographics All Fields
Title I and Title II Part A	3	Title I and Title II Part A	Employee Demographics All Fields
Funded Position Status	1	Funded Position Status	Employee Demographics All Fields
To include in the REP	N/A	Misc2	Position All Fields
School/Facility Code	5	School Location	Position All Fields
Assignment	5	Job Classification	Position All Fields
Function Code	3	Assignment	Position All Fields
Full-time equivalency (FTE)	4	Percent of Full Time	Position All Fields
Wage	6	Hourly Rate	Position All Fields
Full Time Base Annual Salary	6	Base wages	Position All Fields
# of Classes Taught	1	Number Of Classes Taught	Position All Fields
Developmental Kindergarten	1	User_YN_1	Position All Fields
Kindergarten	1	User_YN_2	Position All Fields
First Grade	1	User_YN_3	Position All Fields
Second Grade	1	User_YN_4	Position All Fields
Third Grade	1	User_YN_5	Position All Fields
Fourth Grade	1	User_YN_6	Position All Fields
Fifth Grade	1	User_YN_7	Position All Fields
Sixth Grade	1	User_YN_8	Position All Fields
Seventh Grade	1	User_YN_9	Position All Fields
Eighth Grade	1	User_YN_10	Position All Fields
Ninth Grade	1	User_YN_11	Position All Fields
Tenth Grade	1	User_YN_12	Position All Fields
Eleventh Grade	1	User_YN_13	Position All Fields
Twelfth Grade	1	User_YN_14	Position All Fields
Alternative Education	1	User_YN_15	Position All Fields
Special Education	1	User_YN_16	Position All Fields
Adult Education	1	User_YN_17	Position All Fields
Early Childhood ECPP	1	User_YN_18	Position All Fields
Career/Technical Education	1	User_YN_19	Position All Fields
State Agency	1	User_YN_20	Position All Fields
Early On/Intervention	1	User_YN_21	Position All Fields
Education/Language	1	User_YN_22	Position All Fields
Academic Minor (Not Required)	1	User_YN_25	Position All Fields
Academic Major (Not Required)	1	User_YN_24	Position All Fields
Continuing Education	1	Administrator Continuing Ed	Position All Fields
Educator Effectiveness	2	Educator Effectiveness	Position All Fields

C. Creating the REP Report

Note: If an employee position does not have a value entered in the “Job Classification” area the position will not be selected for the report

1. Select Payroll Processing

2. Select State and Federal Reporting.

3. Select Michigan from the state dropdown.

4. Select REP (MEIS Report) from the report dropdown.

5. Enter the Reporting Month, District Information, ISD/ESA Number and Termination date..

6. Save the file with the “Report File Name” of Rep.txt

7. Select Create Report.

8. The file that is created will be listed at the top of the screen immediately after the report is created. When you re-enter this option, this report will be displayed under Show/Hide Historic Reports. All files created will have a date and time stamp on them for when they were created.

9. Review the information before uploading to REP. In the Show/Hide Historic Reports you can select to review the Excel version. Remember any thing you upload to REP will overwrite anything originally keyed into REP site.

10. When you have reviewed file and ready to upload, right click on the folder for the .txt file and select save target as. Save to spot on your desk top. This file is ready to be submitted to REP.

Michigan REP Reporting Tips and Tricks

Required Field Highlight: Adjust the brightness of the highlighted state required fields

http://help.schooloffice.com/financehelp/#!Documents/addchangeemployeeinformation.htm

Change Field names or add codes

http://help.schooloffice.com/financehelp/#!Documents/mastercodefielddefinitionandmaintenance.htm