Compensated Absences

Statement No. 16 of the Governmental Accounting Standards Board (GASB), “Accounting for Compensated Absences”, changed the method for calculation of a district’s/charter school’s/renaissance school project’s liability for compensated absences (e.g., vacation, sick leave). Districts can utilize the following Search Results View to assist in extracting the data needed to account for the value of Compensated Absences as of June 30th .

There are two ways you can get the data from SchoolFi - Compensated Absences Report or the Search Result View: 

OPTION A -

To get the data needed from a report, that can be run at any time for any year, go to the Reports tab and in the Keywords, type in "Compensated."  Then you can click the Schedule button for the Compensated Absences report.  In the report parameters you can make your selections and run the report for the appropriate year.  

OPTION B -

CRITICAL - if you want to get this data from the SEARCH RESULT VIEW:

You MUST generate the Excel file on June 30th to extract the data necessary for the annual audit.

You CANNOT perform this task on any other day of the year.

PROCEDURES for generating the Compensated Absences data file:

1. Submit a JIRA and request the “Compensated Absences” search results view be loaded into your instance of SchoolFi.

2. Update the Absence Codes for the Sick, Personal and Vacation attendance codes in the Compensated Absences search results view.

a. Locate the attendance code for sick, personal and/or vacation days. The code can be found on the Setup > Calendars > Attendance Codes.  This is the screen you will use to find the CODE for each absence reason (i.e. ILL, PERS, etc.).  The code is needed in step b below.

b. Update the search results view toshow the code for sick, vacation and personal days that is used in your district.  This can be found on the Personnel > Staff > Search Result Views tab.  Click the Properties button for the Compensated Absences view. 

3. Perform a search for the “group” of staff members for whom you want to create the Excel file - (Example:  for all teachers select the Teachers salary guide. Ensure the Search Results View is set to "Compensated Absences" and click the Search button. 

4. Export the search results to Excel by using the Excel icon at the top, right corner of the screen.  You will have the data you need to calculate the value of Compensated Absences.

a. You can add / delete columns for any absence code

b. You can add / delete columns for any other data fields you may need