Certified and Support Personnel reports and Online Directory Open Jan. 2-Feb. 3

Dear Superintendent:

Certified and Support Personnel reports, along with the Online Directory, will be opened for the “Final” personnel reporting on Thursday, January 2, 2014. It is important that you forward this letter and information to the staff member who works with these reports. 

Please make any needed changes to the Online Directory and the Final Certified and Support Personnel Reports, then have the reports CERTIFIED no later than Monday, February 3, 2014. You must certify the reports by the above due date, even if there are no changes.  It is imperative for the reports to be as accurate as possible and be CERTIFIED by the due date, as the state legislature uses this data to fund education.

REMINDER:  Title 70 O.S. § 6-101.6 provides for the inclusion in all contracts and related employee information worksheets for teachers and administrators, clear and concise specific salary and benefit payroll information. It also requires school districts to report all salary and benefit information to the State Department of Education (SDE) on its Annual Personnel Reports. All superintendents’ salary and benefit information will be compared for accuracy to the contract on file in School Personnel Records (SPR).

NEW ONLINE DIRECTORY: The Online Directory will be updated quarterly by the Oklahoma State Department of Education. Please check all current data listed on the Online Directory tab. Attached are instructions for collecting and updating the directory. The Online Directory must be “Certified” prior to “Certifying” the Certified and Support Personnel Reports.

The following updates and actions must be made:

1. Add certified or support personnel that were hired, but not previously reported.

2. For all certified and support personnel who departed before the end of the school year, first adjust their salary and benefit amounts, and then adjust the number of days the employee worked. Give each employee who departed a “Reason for Leaving” (RFL) code.

3. Adjust all salaries as needed.

4. Report the Flexible Benefit Allowance as a fringe benefit, using the correct Oklahoma Cost Accounting System code.

5. BEFORE certifying the reports, run all edit checks to check for errors, and correct any errors. Edit checks and other reports are found on the “Print Reports” tab.

6. Review the Important Information (attached).