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Contractor Data

The Contractor feature allows users to manage contractors working within the district. These individuals are separate from the general staff population and are recorded and filed separately.

The term contractor refers to the entity the resident/educating district is contracting with. A contractor may be a reporting entity, i.e., an ESC (Educational Services Center) or another school district.

The term contracting district refers to the resident/educating district. Since contractors are not stored in the database, the user must enter each contractor's information. A corresponding Staff Demographic and at least one Staff Employment Record must exist for each Contract Staff Employment Record. Contract Only Staff records are to be reported for the Staff/Course collection L. Districts must report at least one record per contractor, contract, position code, and fund source.

Menu Path

Choose EMIS from the main navigation menu, then choose EMIS Staff Report. Click Contractor.

Maintain Data

  1. On the EMIS Staff Report - Contractor page, filter records by the filter criteria.

  2. To specify filter criteria, select an option from the list, enter a keyword, or select an option in the following field. Click Add.

  3. To add a record, click Add Record. Refer to Field Descriptions, fill out the information, 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.

Field Descriptions

CJ and CC Information 



Record Number

The unique, system-calculated identifier for collection and fiscal year.

Display only.

Record Status

Always A, signifying the record is active.

Display only.

Sort Type

CC Contract Only or CJ Contracted Staff.

Depending on the record type, different fields will be required for the rest of the record.

Fiscal Year

The fiscal year set in the EMIS profile.

The value is retrieved from the Staff Fiscal Year field on the EMIS Profile page.

Display only.

Reporting Period

The period of the fiscal year to report, set in the EMIS profile.

Always L, signifying Staff/Course.

Display only.

District IRN

The six-digit state-assigned Information Retrieval Number (IRN) used to identify the district.

Display only.

Employee Number

Local employee number.

Display only.

EMIS Employee ID

The unique two-letter, seven-number code assigned to the staff member by the district.

The district can use the staff member's credential ID, Z-ID, or a local value determined by the district as long as the exact value is used for each staff member across all record types.

The value is retrieved from the Staff State ID field on the Personnel tab of the Employee Information page.

Display only.

Position Code

The three-character code that would have been assigned to an employee of the district who completed the work covered in this contract if the district had hired an employee instead of a contractor.

Position code description

The description of the Position Code.

Contracting District IRN

The Information Retrieval Number (IRN) of the resident/educating district contracting with the ESC or other EMIS reporting entity for a staff member in a specific position.

Display only.


The full-time equivalency of the position expressed as a percentage.

Display only.

Local Contract Code

The unique three-digit code assigned by the school district to differentiate between multiple contracts of a staff member within the same position code.

CC Information 



Federal Tax ID

The nine-digit number that uniquely identifies an organization or an individual for federal tax purposes.

Contractor name

The full name of the person or business being reported.

Dollar Amount of Contract

The total dollar value of the contract for the current fiscal year.

Contract Start Date

The start date stated in the contract.

This date may fall before the fiscal year.

Contract End Date

The end date stated in the contract.

This date may fall after the end of the fiscal year.

Hours Per Week

The total hours per week worked under the contract.

Valid values: 0000.00 – 9999.99.

Position Fund Source

The source from which the employee is paid.


  • A - State Auxiliary Funds

  • B - State Funds Other

  • F - Federal Special Education Part-B IDEA Grant 

  • G - Federal Title I Funds

  • H - State Early Learning Initiative Program Funds

  • I - State Poverty-Based Assistance Funds

  • J - Federal Head Start Program Funds

  • L - Local or State Foundation Funds

  • N - TANF (Temporary Assistance to Needy Families)

  • O - Other Federal Funds

  • P - Federal Preschool Special Education Part-B IDEA Federal Grant 

  • S - State Funds – Public Preschool Program

  • T - Private/Tuition

  • X - Federal Reading First Grant

  • Y - Title III Funds

Based on Services Performed

Indicates if the contract language requires specific services to be performed as a critical requirement.

Based on Work Hours

Indicates if the contract language requires a specific number of hours of services to be performed as a critical requirement.

Based on Number of People

Indicates if the contract language requires a specific number of individuals to be provided as a critical requirement.

Print Contractor or Contractor Staff Listing

  1. Choose Print Contractor/Contractor Staff Listing.

  2. Under File Format, select PDF or Excel.

  3. Click Create, then Yes.

Prepare the Upload File

  1. Choose Print Contractor/Contractor Staff Listing.

  2. Under File Format, select Excel.

  3. Click Create, then Yes.

  4. Save the file.

  5. Navigate to the containing folder and open the file.

  6. Delete the first field.

  7. Save the file in .csv format.

Refer to Contractor Data - File Layout and Data Mapping for information about the upload file layout.

Refer to Upload File for instructions about uploading the file.

Upload File

  1. Choose Upload File.

  2. Select the File Source

  3. If you select Work Station, click Choose File.

  4. Navigate to the location of the .csv file. Select the file and click Open.

  5. Click Upload, then Yes.

  6. Click Yes to update the database.

  7. Save the log file and click OK.

  8. If you select Server, enter the Server File Name and click Upload.

  9. Click Yes.

  10. Save the log file and click OK.

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