Overview

State Compliance Reporting is a module within PowerSchool ERP that enables K-12 school districts to prepare, validate, and submit required data to state education departments and agencies. The module integrates with Human Resources Management (HRM), Payroll, and Financial Accounting Management (FAM) to automate the collection and formatting of staff, payroll, retirement, and financial data in accordance with each state's unique reporting requirements.

PowerSchool ERP serves as the system of record for staff and financial data used in state reporting. Student-level data (enrollment, attendance, assessments, discipline) is typically reported through a separate Student Information System (SIS) and is not managed within PowerSchool ERP.

Purpose

State education departments, retirement systems, and other agencies require schools to submit data in specific formats and timeframes for:

Regulatory Compliance: Meeting state and federal mandates.

Funding Allocations: Calculating per-pupil and program-specific funding.

Accountability: Tracking workforce, financial, and program data.

Audit Support: Documenting transactions and employment records.

PowerSchool ERP State Compliance Reporting helps districts meet mandatory deadlines, ensure data accuracy through built-in validation, maintain audit trails, and avoid penalties or funding reductions due to non-compliance.

Scope

State compliance reporting requirements vary by state and agency, but generally include submissions to:

State Departments of Education

State retirement systems (e.g., STRS, PSERS, TRS)

State labor, taxation, or workforce agencies

Auditors and oversight bodies

Reports must be submitted in state-defined formats within specific reporting windows.

Data Sources

State compliance reports draw from multiple PowerSchool ERP modules:

Module	Data Elements
Human Resources	Employee demographics, employment status, work locations, position, assignment data, credentials, and certifications
Payroll	Earnings, deductions, taxes, pay history, wage totals, and employer/employee contributions
Benefits and Retirement	Retirement plan participation, service credit, contribution data, new hire, and termination indicators
Finance	Budget and expenditure data, chart of accounts summaries, and payroll-related financial totals

Types of Reports

The following are the types of state compliance reporting in PowerSchool ERP:

Human Resources Reporting

The following table lists the Human Resources Reporting categories.

Category	Examples
Staff Demographics	Personal information, race/ethnicity, gender, and date of birth
Employment Data	Hire dates, assignments, FTE, school locations, and job classifications
Credentials	Certifications, license numbers, and credential types
Educator Effectiveness	Performance ratings and evaluation data
Registry Submissions	Staff registries (e.g., Michigan REP, Ohio EMIS)

Payroll and Retirement Reporting

The following table lists the Payroll and Retirement Reporting categories.

Category	Examples
Wage Reports	Quarterly wage reports and annual earnings summaries
Retirement Contributions	Pension system reporting, service credit, and contribution totals
New Hire/Separation	State-mandated new hire and termination reporting

Financial Reporting

The following table lists the Financial Reporting categories.

Category	Examples
Annual Financial Reports	State-mandated budget and expenditure reports
Five-Year Forecasts	Financial projections for state review
Fund Accounting	Crosswalks between local and state account structures
Grant Reporting	Title I, Title II, and other program expenditures

Common State Reporting Systems

PowerSchool ERP generates data for state-specific reporting systems, including:

State	Reporting System
Illinois	AFR (Annual Financial Report)
Michigan	MEIS REP (Registry of Educational Personnel), submitted to CEPI
Minnesota	UFARS (Uniform Financial Accounting and Reporting Standards)
Missouri	ASBR (Annual Secretary of the Board Report)
Ohio	EMIS (Education Management Information System)
Pennsylvania	PIMS (Pennsylvania Information Management System)

Reporting Periods

State compliance reports are typically submitted during designated periods:

Period	Description	Typical Timeframe
Beginning of Year	Initial staffing and enrollment data	September – October
Mid-Year	December count or mid-year updates	December – January
End of Year	Final annual submission	May – June
Summer	Off-cycle or July reporting	July

Reporting frequencies vary by state and report type (monthly, quarterly, or annual).

Key Features

The following are the key features of PowerSchool ERP State Compliance Reporting:

Feature	Description
Centralized Data	Reportable data originates from integrated HR, payroll, and finance records, reducing duplicate entry and inconsistencies.
State-Specific Layouts	Reports configured to align with state-defined formats, codes, and submission requirements.
Automated Data Loads	Batch processing populates state reporting tables from operational data.
Validation Rules	Built-in edits identify missing required fields, invalid values, and data inconsistencies.
Report Generation	Produces hard copy reports for review, verification, and audit purposes.
Electronic File Generation	Creates export files in state-required formats for electronic submission.
Audit Trails	Maintains logs of all changes and submissions for compliance verification.

User Responsibilities

Users responsible for state compliance reporting should:

Maintain accurate employee, payroll, position, and financial data.

Review and correct validation errors before submission.

Reconcile report totals to payroll and finance records.

Submit reports by state-mandated deadlines.

Retain confirmation or submission documentation.

Impact of Non-Compliance

Failure to submit accurate and timely reports may result in:

Loss or delay of state or federal funding

Financial audits and corrective action requirements

Administrative penalties assessed by state agencies

Delayed educator certification or license renewals

Public reporting of compliance failures