HRMS Help > Reporting Tool > SS-300 Reports

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User Roles: Any user with Reporting Tool installed on PC
Last Updated: Jan 18, 2024 4:47 pm

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About

The SS-300 Report is an annual report used to generate the state-required Local Salary Supplement Report (SS-300). This report is used to determine how many positions an LEA has, and how many of those positions receive local salary supplements.

Supplement is defined as the amount of locally paid money to augment the salary of a position over and above the state salary schedule. DPI’s Financial and Business Services uses this data to publish the Local Salary Supplement for NC Schools and City Units report and to determine the average teacher’s salary within the state.

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 Report contains the information that used to complete the DPI report.

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

See SS-300 Instructions.

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Selection Criteria

Employees with a current HRMS assignment are selected.

Positions must have a valid SS-300 Reporting Classification in HRMS.

The SS-300 Reports include the following budget code types:

• Supplement Budget Codes from Payroll– Payroll Budget Codes are selected by matching on SSN and HRMS Position #. Payroll Supplements must meet the following criteria to be selected for the SS-300 report:
  • Object Code = 181, 187, or 192 (Note: Excluded are Budget Codes with an Object Code of 192 and purpose code of 54XX or 69XX.)
  • Payment Method = Salaried or Hourly
    • If Payment Method is Salaried, Percent Employed > 0
    • If Payment Method is Hourly, HRMS Assignment Hours > 0
    • Months Employed > 0
  • Gross Pay > 0
  • Pay Frequency = Monthly, Semi-monthly, or Annual

• Additional Pay Budget Codes with Flat Dollar Amounts from HRMS– HRMS Additional Pay Budget Codes are selected by reading the HRMS Assignment Budget Code table and matching on SSN and Position. Flat Dollar Additional Pay Budget Codes must meet the following criteria to be selected:
  • Pay Type = Additional Pay
  • Supplement Indicator = 'Yes'
  • Flat $ amount > 0
  • Position Pay Method = Salaried, Hourly, or Flat Dollar

• Additional Pay Budget Codes with Salary Schedule/Grade/Step from HRMS– HRMS Additional Pay Budget Codes are selected by reading the HRMS Assignment Budget Code table and matching on SSN and Position. Additional Pay Budget Codes with Salary Schedule/Grade/Step must meet the following criteria to be selected:
  • Pay Type = Additional Pay
  • Supplement Indicator = 'Yes'
  • Salary Schedule/Grade/Step must be valid.
  • Flat $ amount = 0
  • Gross Salary Amount for Salary Schedule/Grade/Step > 0
  • Pay Frequency for Schedule/Grade/Step = Monthly, Semi-Monthly, or Annual
  • Position Pay Method = Salaried or Hourly
    • If Position Pay Method is Salaried, Percent Employed on Budget Code > 0
    • If Position Pay Method is Hourly, Hours on Budget Code > 0
  • Position Term must be valid.

• Base Budget Codes from Payroll– Payroll Budget Codes are selected by matching on SSN and HRMS Position #. Payroll Base Budget Codes must meet the following criteria to be selected for the SS-300 report:
  • The assignment must not have any valid Payroll Supplement Budget Codes OR any valid HRMS Additional Pay Budget Codes.
  • Must have one of the following Object Codes:
    • 111, 112, 113, 114, 115, 116, 117, 118,
    • 121, 122, 123, 124, 128,
    • 131, 132, 133, 134, 135,
    • 141, 142, 143, 144, 145, 146, 147, 148, 149,
    • 151, 152, 153,
    • 164,
    • 171, 173, 174, 175, 176, 177, 178,
    • 195, or 198.

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Formulas for Calculating Annual Supplements

Payroll Supplement Budget Codes - These budget codes usually have their supplement amount calculated by using the Salary Schedule/Grade/Step. (Some LEAs do not use Grade & Step, but the dollar amount for those assignments is stored in the Payroll Beginning Gross field.

Gross Pay includes the supplement amount retrieved from Payroll for each budget code). Unless noted, all values are taken from the Payroll Budget Code.

• If Pay Method is Salaried:
  • If Pay Frequency is Monthly: Annual Supplement = Gross Pay x (Percent Employed / 100) x Months Employed
  • If Pay Frequency is Semi-Monthly: Annual Supplement = Gross Pay x (Percent Employed / 100) x Months Employed x 2
  • If Pay Frequency is Annual: Annual Supplement = Gross Pay x (Percent Employed / 100)
• If Pay Method is Hourly:
  • Annual Supplement = Gross Pay x (HRMS Assignment Hours x Months Employed x 4.3333)

HRMS Additional Pay Budget Codes with Flat Dollar Amount

• Annual Supplement = Flat $ Amount

HRMS Additional Pay Budget Codes with Salary Schedule/Grade/Step

• If Position Pay Method is Salaried:
  • If Pay Frequency for Salary Schedule/Grade/Step is Monthly: Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x (Percent Employed for Budget Code / 100) x Position Term
  • If Pay Frequency for Salary Schedule/Grade/Step is Semi-Monthly: Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x (Percent Employed for Budget Code / 100) x Position Term x 2
  • If Pay Frequency for Salary Schedule/Grade/Step is Annual: Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x (Percent Employed for Budget Code / 100)
• If Position Pay Method is Hourly:
  • Annual Supplement = Salary Amount for Salary Schedule/Grade/Step x Hours for Budget Code x (Position Term x 4.3333)