AEA Educator Benefits Report

This AEA Educator Benefits report provides information about the teacher union dues deducted from each employee for a specific year and month.

Menu Path

Choose Human Resources from the main navigation menu, then choose State. Click AEA Educator Benefits Report.

Submission Period

For a specified year and month and the range within the specified month.

Selection Rule

Includes all the employees from whom teacher union dues were deducted.

Setup

AEA Product Codes

You need to set up AEA product codes to ensure they are used in the deductions setup.

1. Choose Setup, then AEA Product Codes.
2. Filter records using the following criteria:
   • AEA PCode
   • AEA PDescription
     To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.
3. To add a new record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.
4. To edit a record, click the ellipsis in the Actions column and select Edit.
5. To delete a record, click the ellipsis in the Actions column and select Delete. Click Yes.
6. To download the information, click Download, and then select Download PDF or Download as an Excel Document.

Deductions

Map the AEA product codes to the employee deductions.

1. Choose Setup, then Deductions.
2. Filter records using the following criteria:
   • Deduction Code
   • Description
   • AEA Product Code
   • AEA Product Description
     To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.
3. To add a new record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.
4. To edit a record, click the ellipsis in the Actions column and select Edit.
5. To delete a record, click the ellipsis in the Actions column and select Delete. Click Yes.

Process

To create a report:

If needed, update the related setup to reflect any changes.

1. Load the data for the report.
2. Create the report file and verify that data was loaded correctly.
   
   • Review the log file for possible errors, if any.

   • Use the maintenance options to add or delete records or to correct data. Note that any changes that you make here must be duplicated in the source data.

     

     If errors require changes to the setup or source data, you must purge the loaded data, then repeat steps 1 and 2.

3. Once the data is correct, create the AEA Educator Benefits Report.

Download the AEA Educator Benefits Report and follow the State's submission procedures.

Load Data

You can load data based on the specified Report Year and Report Month, Starting Check Date, Ending Check Date, and System Code.

1. Choose Load.
2. Select the Report Year and Report Month.

3. Specify the Starting Check Date and Ending Check Date.

   

   This is the check issue date range. All employees who have contributed towards deductions are loaded for the specified date range.

4. Enter the System Code.

5. Click Load, then Yes. The AL AEA Educator Benefits Load Summary Report is created.

6. Save the file, then click OK.
7. Navigate to the folder containing the summary report file.
8. Inspect the file. Update data, if needed.
9. Repeat steps 1 to 8 until all the required data is loaded.

Maintain Data

You can correct loaded data before submitting the report. However, any corrections to application's information must also be updated in the source data.

1. On the AEA Educator Benefits Report page, you can filter records by the following criteria:
   • Year
   • Month
   • Employee Number
   • Last Name
   • First Name
   • Product Code
   • Deduction Amount
2. To specify filter criteria, select an option from the list, enter a keyword or select an option in the following field, and click Add. The filter is added.
3. To add a record, click Add Record. Specify valid information in the required fields and click Save. Click Yes.
4. To edit a record, click the ellipsis in the Actions column and select Edit.
5. To delete a record, click the ellipsis in the Actions column and select Delete. Click Yes.

Create File

1. Choose Report.

2. Select the Reporting Year and Reporting Month.

3. Create a hard copy of the report to verify data before you create the electronic file:
   
   1. Under File Type, select Hard Copy.
   2. Under File Format, select PDF or Excel.
   3. If you have security to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Print Full Social Security Number.

   4. Click Create, then click Yes.
      The AEA Educator Benefits Report is created.

4. Save the file and navigate to the folder containing the report file.

5. Inspect the file. Update data, if required.
6. Repeat steps 1 to 5 until all required data is included.
7. Create the electronic file:
   1. Under File Type, select Electronic File.
   2. Click Create, then click Yes.
      The electronic file is created.
8. Save the file and click OK.

Purge Data

You can purge the data for the report in the following scenarios:

• You want to discard the data for the report completely.
• You want to change the setup or employee data and reload the data.

1. Choose Purge.
2. To purge records for a specific year:
   1. Select the Year option.
   2. Select a Year.
   3. Click Submit.
   4. Click Yes, then OK.
3. To purge records for a specific year and month:
   
   1. Select the Month option.
   2. Select a Year and Month.
   3. Click Submit.
   4. Click Yes, then OK.