IPEDS Report

The PAY IPEDS report is based on a snapshot taken as of November 1.  For the report, staff and faculty members who were paid during the time frame 10/01/yyyy -- 11/01/yyyy are counted.

A work file, PAY_IPEDS, is created to hold details for creating the report.

The report is created by running a series of batches found in
USERS2:[PAY.FILES.IPEDS] directory.

PAYIPEDS_START.BCF
IPEDS_EDIT.BCF
IPEDS_REPORT.BCF
 

For each of the employees counted, we fill the fields .OUTLAY1 (typical
1-mon salary) AND .OUTLAY2 (12-mon period) with sums of .CODE001 (gross).
We fill the fields in all records, but we "report" these sums ONLY for the
instructors on 9-10 or 11-12 month contracts.

Fringe benefits are summed for all employees covering the 12-month period
preceding 11/01, but we report these sums ONLY for the instructors on
9-10 or 11-12 month contracts.

Employee Tuition Waiver financial aid awards are summed from the
USERS2:[FINAID.FILES]AWARD file. The awards for the two prior aid terms are
used (approximately January through November). The amount of the award is
summed, not the amount which is transmitted.

SGU does not pay Worker's Comp per individual employee. Rather, the
institution elects to pay claims as they occur. Therefore, no fringe benefits
are reported to IPEDS for this item.

Steps:

• Logon to PAY account.

• Go to system prompt ($).  Set default directory to USERS2:[PAY.FILES.IPEDS].

  • $sd users2:[pay.files.ipeds]

  • This will assure that the files created by the IPEDS batches will be housed in the IPEDS sub-directory.  When the report is completed, the files will be moved for safekeeping to the respective IPEDSnnnn (year-specfic) directory.

  • The log files will be automatically placed in the user's directory, not the IPEDS directory.  If you need to read the log files, be sure to look in the user directory for them.
     

• Start the IPEDS process by running the "_start" batch from the system prompt:

  • $queb payipeds_start

  • This file is to be run only once. It is not linked to the menu so that it won't accidentally be queued again.  Further instructions are displayed to the screen when the batch is called.

  • The resulting report will be emailed to you.  Check it for accuracy.  If you need to make changes, open the IPEDS MENU and use the CHANGE option.
     

• Open the Payroll menu.  From the main menu, select SITE, IPEDS.  Your screen should look like this:
  

• Run EDIT.
  This batch finds the PAYREG records flagged to use for IPEDS and fills the work file and creates an edit report.  An edit report will be sent to your email address.  You will be prompted for "BEGIN date for this report-YYYY1102" and "END date for this report-YYYY1101."  Be sure to put the century before the month/day, as illustrated.  Be sure to run it for November 02 through November 01.
  
  If errors are found on the EDIT report, use CHANGE menu option to make modifications.
  
  After changes are made, run EDIT again. 
   

• Run REPORT.
  When EDIT report is deemed accurate, select the REPORT menu option.
  
  This procedure creates several raw data reports for use in entering IPEDS data online.  The reports are sent to your email address.  Employees hired between July 1 and October 31 are considered NEW HIRES for the purposes of this report.  You will be prompted for the date ranges needed to find NEW HIRES for this report. Example: for the FALL 06 report, the low date for NEW HIRES is July 1, 2006, and the high date would be October 31, 2006.
   

• Logon to the IPEDS internet site (see Registrar for logon credentials) and enter the data required on the screens for Human Resources.  When all data are accurate, lock the report.
   

• Move the .lis, .log, .ptr files created during the IPEDS runs to the year-specific IPEDS directory.  Contact sysmgr for help with this step.
   

• You're done!