HRMS Help > Reporting Tool > SS-300 Reports > SS-300 Instructions

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User Roles: Any user with Reporting Tool installed on PC
Last Updated: Oct 14, 2024 4:26 pm

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SS-300 Reporting Classifications

For the report to be accurate, the SS-300 Reporting Classification must be set properly for HRMS positions. The SS-300 Classification is viewable on the View Position form and editable on the Edit Position form.

All positions should have their SS-300 classification marked; if a position does not need to be included on the report, it should be marked with a ‘Do Not Report’ SS-300 classification.

Note: generally a supplement that would be reported is something the LEA gives to an employee, no matter what position they are in, and does not require the employee to perform any additional duties, with exception of coaching duties.

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Data Cleanup (Prior to Running SS-300 Reports)

Please note that most LEA's Finance Departments submit the SS-300 report. Be sure to check before moving forward with preparing the report.

Run the following Web Reports to clean up your data before running the SS-300 Reports.

• 800001 - Payroll Employees Not in HRMS
• 800006 - Active HRMS Employees Not in Payroll
• 800004 - HRMS Employees with no Position Assignment
• 800005 - Active Payroll Assignments with Missing/Invalid HRMS Position Numbers
• 800002 - Employees with Additional Pay Budget Codes in HRMS

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Budget Code Tips

See SS-300 Reports, Selection Criteria, for details on how Payroll and HRMS Additional Pay Budget Codes are selected for the SS-300 Reports.

If a Position Assignment has a valid Payroll Supplement and a valid HRMS Additional Pay Budget Code, both will be included on the SS-300 reports (but will appear as a Warning on SS-300 Error Report).

To exclude a Payroll Budget Code from the SS-300 report, remove the HRMS Position # from that Payroll Budget Code.

HRMS provides two options for updating the Payroll HRMS Position #:

• Using the Payroll HRMS Position # Reconciliation Tool – This method is recommended if you are starting from scratch or have not been regularly maintaining HRMS Position #s in Payroll.
• Using the Edit Assignment form – This method is useful if you have only a few Payroll records to update.

Additional Pay Budget Codes should only be entered in HRMS if:

• Payroll Supplement does not exist or is not active when the SS-300 is run (or if the Supplement is handled as a “quick pay” and no assignment record exists in Payroll), or
• Payroll Supplement is not valid (e.g., Pay Method = Other; Frequency not M, S, or A).

To exclude an HRMS Additional Pay Assignment Budget Code from the SS-300 report, set its Supplement indicator to ‘No’ from the Edit Assignment form.

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Running the SS-300 Reports

1. Run the SS-300 Error Report.
2. Review and correct errors as needed.
3. Run the SS-300 Detail Report.
4. Review and make changes as needed.
5. Repeat Steps 1 - 4 as needed.
6. Run the SS-300 Summary Report.