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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:

  • CJ = Contracted Staff

  • CC = Contract Only

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:

  • 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

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:

  • Y

  • N

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:

  • Y

  • N

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:

  • Y

  • N

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.

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