Teacher Service Records (TEA) - Load Data

Load Teachers

This option automatically creates service records for teachers by extracting:

• Employee information (name, SSN, employee number)

• Employment data (FTE, days worked, contract dates)

• Position information (classification, years of state service)

• Leave balances from payroll records:

  • Personal leave (up to 14 different leave codes)

  • Sick leave

  • Previous balance, earned, taken, and ending balance

Load Substitute Teachers

This option is similar to the Load Teachers option but is designed for substitute teachers, with special handling for:

• Hours worked instead of days

• Different pay code filtering

• Substitute-specific pay classifications

Update Leave for Existing

This option updates leave balances for existing service records by:

• Extracting current leave data from payroll tables

• Updating only the leave fields (personal and sick)

• Validating leave balances match TEA table requirements

School Year

The four-digit year (e.g., 2024) for which to create service records.

Hire Date (Prior to)

A filter to load only employees who were hired before this date.

Employees hired on or after this date are excluded from the load.

Leave this field blank to include all employees regardless of hire date.

Termination Date

A filter to load only employees who were still active after this date (or not terminated at all).

Employees who terminated on or before this date are excluded from the load.

Leave this field blank to include all employees regardless of termination status.

Full Semester <90 Days

Indicates whether the employment period was less than 90 days but should still count as a full semester for TEA reporting purposes.

This is typically used for certain short-term contracts or special employment situations where the brief duration still qualifies as a complete semester under TEA rules.

Personal Leave

The leave code(s) from your payroll system that represent personal leave banks.

You can specify up to 14 different personal leave codes (e.g., "PL", "PER", "PERS") if your district tracks personal leave across multiple leave banks.

During the load process, the system will:

• Match these codes against the employee's payroll leave records.

• Sum up the earned, taken, and balance amounts from all matching leave banks.

• Populate the personal leave fields in the service record.

Sick Leave

The leave code from your payroll system that represents the sick leave bank (e.g., "SL", "SICK", "SK").

During the load process, the system will:

• Match this code against the employee's payroll leave records.

• Extract the earned, taken, and balance amounts from the matching leave bank.

• Populate the sick leave fields in the service record.

Employee Number

A filter to specify which employee identification (ID) numbers to include in the load.

Select the Lookup icon to search for and select an employee number.

You can:

• Enter a specific employee number (e.g., 12345).

• Use wildcards to select a range (e.g., 1* for all employee numbers starting with 1).

• Use comparison operators (e.g., >= 10000).

• Leave this field blank to include all employees.

Class Code

A filter to specify which employee pay classification codes from their primary payrate record (e.g., TEACH, PRIN, COUNS) to include in the load.

This typically corresponds to the employee's job title or position classification in the system.

You can:

• Enter a specific classification code.

• Use wildcards (e.g., TEACH* for all teaching classifications).

• Leave this field blank to include all classifications.

Calendar Type

A filter to specify which calendar/schedule type assigned to the employee's primary pay rate (e.g., R for regular, A for administrative, 10 for 10-month) to include in the load.

This helps target specific groups, such as teachers on a 187-day calendar versus administrators on a 12-month calendar.

You can:

• Enter a specific calendar type.

• Use wildcards to select multiple calendars.

• Leave this field blank to include all calendar types.