Contractor Data - File Layout and Data Mapping
The following table describes the Contractor Data import file's field names, format, position, data source or valid value, database field, and whether the field is required.
Field Name | Description | Format | Data source or Valid value | Database Field | Required |
|---|---|---|---|---|---|
SORT TYPE | Indicates the record type. | Char(2) | The valid values are:
| rec_sort | Yes |
FISCAL YEAR | The fiscal year set in the EMIS profile. | Char(4) | Retrieved from the Staff Fiscal Year field on the EMIS Profile page. | fisc_yr | Yes |
REPORTING PERIOD | The reporting period during the fiscal year set in the EMIS profile. | Char(1) | The valid value is L. | rpt_per | Yes |
EMIS STAFF 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. | Char(9) | Retrieved from the Staff State ID field (person.staff_state_id) on the Personnel tab of the Employee Information page. | emis_empl_id | Required for CJ records. |
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. | Char(3) | Retrieved from the Position Code field (ohetbl_class.emis_class) on the EMIS Profile page. | position_code | Yes |
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. | Char(6) | Retrieved from the Contracting District IRN field on the EMIS Profile page. | cont_dist_irn | Required for CJ records. |
FTE | The full-time equivalency of the position expressed as a percentage. | Decimal(1,2) | Cannot exceed 1. | fte | Required for CJ records. |
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. | 9(3) | Must match the EMIS position information’s contract number. Cannot be CJ(0-9). | cont_code | Yes |
FEDERAL TAX ID | The nine-digit number that uniquely identifies an organization or an individual for federal tax purposes. | 9(9) | Not applicable | fed_tax_id | Required for CC records. |
CONTRACTOR NAME | The full name of the person or business being reported. | Char(40) | Not applicable | cont_name | Required for CC records. |
DOLLAR AMOUNT OF CONTRACT | The total dollar value of the contract for the current fiscal year. | Decimal(8,99) | Not applicable | dollar_amt | Required for CC records. |
CONTRACT START DATE | The start date stated in the contract. This date may fall before the fiscal year. | Date | Not applicable | cont_start | Required for CC records. |
CONTRACT END DATE | The end date stated in the contract. This date may fall after the end of the fiscal year. | Date | Not applicable | cont_end | Required for CC records. |
HOURS PER WEEK | The total hours per week worked under the contract. | Decimal(4,99) | Valid values: 0000.00 – 9999.99 | hrs_week | Required for CC records. |
POSITION FUND SOURCE | The source from which the employee is paid. | Char(1) | Valid values:
| fund_src | Required for CC records. |
BASED ON SERVICE PERFORMED | Indicates if the contract language requires specific services to be performed as a critical requirement. | Char(1) | Valid values:
| serv_perf | Yes |
BASED ON WORK HOURS | Indicates if the contract language requires a specific number of hours of services to be performed as a critical requirement. | Char(1) | Valid values:
| work_hrs | Yes |
BASED ON NUMBER OF PEOPLE | Indicates if the contract language requires a specific number of individuals to be provided as a critical requirement. | Char(1) | Valid values:
| num_people | Yes |
EMPLOYEE NUMBER | Local employee number. | 9(9) | Retrieved from the Employee Number field (employee.empl_no) on the Employee Information page. | empl_no | Required for CJ records. |