Employees FAQ


  1. What employee information is available?

    • The Illinois Transparency & Accountability Portal Employees page provides multiple opportunities to view information about state employees' and individual consultants’ gross pay.

      Utilizing this site, you may:
      • Search and view gross pay by state Agency.
      • Search and view gross pay by Position Title.
      • Search and view gross pay by Employee Name.
      • Drill down to more specific information about gross pay within each of these search options.

      The gross pay data available on this page has been organized into three areas which include Agency, Position Title, and Employee Name. Drill-down features have been incorporated into the page so that total gross pay may be viewed at different levels of detail. Further information about individual payments may be available upon request at http://www.ioc.state.il.us/SalaryRequest/index.cfm.

      Using the drill-down capability of this page, you can start with a state agency such as the Department of Central Management Services (“CENTRAL MANAGEMENT”). Selecting “CENTRAL MANAGEMENT” will provide the next level of information which is a list of the employees in that agency. Selecting a specific employee from that list will provide you with the detailed information for that employee for the calendar year selected. This detailed information for that time period will include the agency division the employee has worked in, the position title held by that employee, the last paid date, the gross pay for that most-recent payment and the gross payments issued to date within the calendar year associated with each combination.

  2. What do these terms mean?

    • Below are key terms associated with the Illinois Transparency & Accountability Portal Employees page.

      Agency:

      The term Agency is the highest level of functional organization of Illinois state government. The Illinois Transparency & Accountability Portal Employees page displays the name of the Agency where the employee is assigned, as well as the Group to which that Agency belongs. "State agency" means the offices of the constitutional officers identified in Article V of the Illinois Constitution, executive agencies, and departments, boards, commissions, and Authorities under the Governor.

      Gross Pay:

      The term Gross Pay is used to describe the total pay for an employee. This amount includes the regular pay, leave payments, shift differential, and special pay types. Gross Pay does not equate to taxable pay or taxable wages.

      Position Title:

      A position is a unique set of duties, authorities and responsibilities. The position title is the title of the classification to which a position is allocated used for payroll and other reporting purposes. This may differ from the "working title" of the employee.

      YTD:

      Calendar year-to-date represents the total amount of gross pay an employee or independent contractor received during a calendar year. Gross pay from all positions an employee held during the reporting period is included in this amount.

      Current Gross Pay:

      The term Gross Pay is used to describe the total pay for an employee. This amount includes the regular pay, leave payments, shift differential, lump sum payouts and special pay types. Gross Pay does not equate to taxable pay, or taxable wages, and may not correspond to current base salary.

      Individual Consultant:

      An individual consultant means temporary workers eligible to receive State benefits paid on a State payroll.

  3. How do I use this employee information appropriately?

    • The Illinois Transparency & Accountability Portal Employees page is for general information purposes and is not intended to be used for employment or wage verification.

  4. How often does the employee data get updated?

    • All gross pay information is based on a calendar year, which runs from January 1 through December 31 each year. Information is updated after the close of the calendar year based upon a final correcting payroll cycle run subsequent to December 31 of each year.

      Information for the current calendar year will be updated throughout the calendar year with each pay date until all payroll cycles for that year are complete. The State of Illinois pays employees and individual consultants on variable payroll cycles on a lag basis.

      Each pay date has subsequent correcting cycles. It is possible that an amount posted on the pay date will be updated once this correcting cycle posts.

      There are many circumstances that warrant an employee’s annual leave or compensatory time balances to be paid-off. These payments are processed as part of the regular payroll process. In these circumstances, an employee’s gross pay may show a significant increase for that pay period.

  5. How do I search for pay amounts by agency?

    • The Pay Amounts by Agency page displays YTD total gross pay by Agency. Scroll through the page to view information for all Agencies. To view more information about the payments for a specific Agency, click on the Agency name. Click on any column header to re-sort the data.

  6. How do I search for employees by agency?

    • The Employee List for an Agency page displays a listing of the employees and independent contractors for the Agency with the Gross Pay. This page will default to an ascending alphabetic listing of employees and independent contractors that have been assigned to that specific Agency during the calendar year selected.

      To find a specific employee name, use the “Last Name” box to select the first letter of the employee's last name. Clicking on the employee name will provide more detailed information on that employee. Click on any column header to re-sort the data.

  7. What employee pay details are available?

    • The Employee Details page displays all pay information for an employee or individual consultant for the calendar year. The information displayed is not limited to a specific Agency or Position Title.

  8. How do I search for employees by name?

    • The Search by Employee Name page provides various methods to search for information based on an employee name. To search for an employee by name, select the agency where the employee worked (if known) and the first letter(s) of the employee’s first and/or last name and then click the “Search” button or you can just type in name or any part of a name. Searches are not case-sensitive.

  9. How will the employee name search results be displayed?

    • The Employee Name Search Results page displays a listing of the employee names matching the search criteria entered on the Search by Employee Name page. The employee names default to an alphabetical listing in ascending order by employee last name. Click on any column header to re-sort the data.

  10. How do I search by position title?

    • The Search by Position Title page is the starting point for searching employee information based on Position Title. The page offers options for conducting searches where the desired Position Title begins with or contains the letter, letters or words entered as the search criteria. To narrow the results returned you may refine the search criteria and conduct another search. Regardless of the search option chosen, once the selection criterion has been entered, click the “Search” button. Searches are not case-sensitive. Note that listed Position Titles are as processed for Payroll purposes and naming conventions may not match working titles for every employee.

  11. How will the position title search results be displayed?

    • The Position Title Search Results page displays a listing of the position titles matching the criteria entered on the Search by Position Title page. The position titles returned will be listed alphabetically in ascending order. Click on a Position Title to view detail information about the position by Agency. Click on any column header to re-sort the data.

  12. How do I search by position title by agency?

    • The Position Title by Agency page displays a listing of the agencies that have had one or more employees classified in a specific Position Title during the selected calendar year. The combined current and YTD gross pay for all employees in that Position Title for the selected calendar year is displayed for each agency. When the current calendar year is selected for the search, a column displaying the Current Gross Pay for each agency will also be displayed. Click on any column header to re-sort the data.

  13. How will the employees in a position title results be displayed?

    • The Employees in a Position Title page displays a list of the employees having held a specific position title for the agency selected on the Position Title by Agency page during the selected calendar year. The employee names are displayed alphabetically in ascending order by default. Click on an Employee Name to view detail information for that employee. Click on any column header to re-sort the data.