Office of Mary Jane Burke Marin County Superintendent of Schools

DATE: February 14, 2011

TO: Chief Business Officials

FROM: Business Services

SUBJECT: Public Records Act request data #2 – Bay Area News Group

You have already received instructions from Information Services regarding how to extract the data from the QSS financial system to create the report requested by the Bay Area News Group. This report includes additional data that was not requested by the Bay Area News Group; however it was given to assist you in reviewing the data for accuracy. It is very important that you make sure you send only the columns requested by the Bay Area News Group and not the additional information such as Social Security numbers, etc.

This extract, once processed will provide you with the same data as provided in the last request as well as 6 additional columns requested by the Bay Area News Group. As you extract this data, here are a couple of items for you to be aware of what is included.

 Column Z – EMPR HW – This column includes all employer costs for Health, Dental, Vision as well as Life, Long Term Disability, and others among this classification such as OPEB costs. While the Bay Area News Group has requested Life and Long Term Disability to be included in column AD (INSUR COST) the system is unable to separate out detailed information from the same class of benefits (Class 4).

 Column AA – EMPR PENS – This column includes all employer costs for normal retirement STRS and PERS benefits.

 Column AB – OTHER PENS – This column includes employer costs of employee portions of retirement such as STRS and PERS Buyout and PERS Plus. For any district that pays a portion of the Employees contribution, this column would apply to them.

 Column AC – COMP RETIR – This column is for any employer paid contributions for a Deferred Compensation or 403b plan. This is information that cannot be extracted and therefore must be entered manually by the district. If a district is providing cash in lieu and the employee is using it to pay toward a 403b, do NOT include this as part of your information as it is already included in the salary portion of the extract.

 Column AD – INSURE COST – This column includes all employer contributions for Social Security, Medicare, SUI, and Workers Compensation. Item 14 requests any additional monetary costs directly related to the 2010 costs of employment. As such, we have included Workers Compensation and SUI costs within column AD as this is more applicable to other employer costs.

 Column AE – ADDIT COST – This column is blank and does not extract any data. We believe that all possible data has been extracted in the other columns therefore there is only one item that could be included here and it must be entered manually. These are any manual adjustments that were made for any of the sections above that cannot be extracted. Attached to this email are directions on how to pull this information so you can determine whether it is data you would like to include on your report to the Bay Area News Group.

 Negative balances in a cell – while this may be accurate, it would be beneficial to consider whether that shows the clearest picture of the employee’s earnings and if it should be classified under a different section.

 The pay data is pulled directly from your districts pay history and how it was classified. This will include pay history adjustments as well. Imputed gross pay is not included in this information as this is not considered gross pay.

 Titles should be reviewed as it will pull either from Position Control (if applicable) or generically created titles (Certificated-Non Mgmt or Classified-Non Mgmt) depending on the object code the employee was paid. Substitutes, Professional Experts, and Student Workers would most likely not have position control data, therefore should be adjusted.

Also attached is a sample letter to send to Mr. Peele that clarifies the changes we made to the format of data the Bay Area News Group requested and why. Please be sure to include this in your response. The due date for this request is March 1, 2011.

If you have any questions on this data, please contact Cherie Cahn at 415-499-5822.