HRMS Help > Reporting Tool > SS-200 Reports

User Roles: Any user with Reporting Tool installed on PC
Last Updated: Jan 18, 2024 3:27 PM

About

The SS-200 Report is an annual report used to generate the state required Public School System Full-Time Personnel Report (SS-200). The race/gender and funding source data of full-time personnel compiled on this report is used by DPI to provide demographic information about public school employees to various private and public organizations.

This report is run annually in October. DPI’s Financial and Business Services notifies the LEAs each year of the report due date, via GovDelivery School Business Newsletter.

The Summary by Classification Report is available to generate the information that is submitted to DPI.

The Error, Detail, and Summary by Site Reports are normally run first to clean up and validate the report data. Even before these reports are run, several steps should be taken to ensure data in HRMS and Payroll is up-to-date.

See SS-200 Instructions for more information.

Selection Criteria

1) Full-Time employees who have a current HRMS assignment are selected. The following Employment Statuses are considered Full-Time:

01 - Permanent Full-Time
10 - Interim with Full Benefits
13 - Suspended with Pay
14 - Retiree Return FT w/ No Benefits Under Earnings Cap
17 - Retiree Return FT Outside Earnings Cap
20 - Temporary Full-Time

Note: Any LEA created local statuses will not be included in the SS-200 report.
If the employee(s) should be reported, the local status code will need to be temporarily changed to one of the above codes.

2) Positions must have a valid SS-200 Reporting Classification in HRMS.

3) Payroll Budget Codes are selected by matching on SSN and HRMS Position #. Budget Codes must meet the following criteria to be selected for the SS-200 report:

Must be a Base Budget Code (based on Object Code)
Must have a Valid Fund Code (1st digit must be non-zero )
For Salaried positions, Percent Employed > 0.
For Hourly positions, HRMS Assignment Hours & Position Standard Hours > 0.

Rules for Determining Race/Ethnicity and Funding Source

If Hispanic/Latino? is set to 'Yes' on the Employee Demographics page, the employee is reported as Hispanic/Latino (any Races selected are ignored).

If Hispanic/Latino? is set to 'No' on the Employee Demographics page:

If one Race is selected, the employee is reported as that Race.
If multiple Races are selected, the employee is reported as 'Two or More Races'.

If the first digit of the Base Budget Code is:

1: Funding Source = State
3: Funding Source = Federal
2, 4, 5, 6, 7, 8, or 9: Funding Source = Local

Formulas for Calculating Percent Employed and FTEs

Percent Employed for each Assignment / Base Budget Code is calculated as follows:

For Salaried Positions, Percent Employed = Percent Employed on Payroll Base Budget Code.
For Hourly Positions*, Percent Employed = HRMS Assignment Hours/Week / HRMS Position Standard Hours x 100.
If Percent Employed for a specific Budget Code exceeds 100, it is reported as 100 Percent.

Note: The percent employed on the Payroll Budget Code cannot be used for Hourly employees because this field is valid in Payroll only for Salaried employees.
- The percent employed for hourly employees must be calculated at the HRMS assignment level instead of the budget code level.

FTEs (Full-Time Equivalents) in the report totals are calculated as follows:

Sum of Percent Employed from each detail line for each Fund Source or Race/Ethnicity and Gender divided by 100.
Because the totals represent FTEs and not head counts, they are not always listed as whole numbers.
The SS-200 Summary by Classification may need to be adusted to reflect whole numbers, which is required on the SS-200 report that is filed.