Teacher Service Records (TEA) - Maintain Data

Employee Number

The employee’s identification (ID) number.

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

The field value is retrieved from the Employee Number field on the Employee Information page.

State Staff ID

The employee’s unique TSDS identification.

This field is view-only.

The field value is retrieved from the TSDS ID field on the Defined Page 32001 - State Required II page.

Last Name

The employee's last name.

The field value is retrieved from the Last Name field on the Employee Information page.

First Name

The employee’s first name.

The field value is retrieved from the First Name field on the Employee Information page.

Suffix

The employee’s name suffix.

The field value is retrieved from the Suffix field on the Employee Information page.

The values in the drop-down list are retrieved from the Suffix Table page.

Middle Name

The employee's middle name.

The field value is retrieved from the Middle Name field on the Employee Information page.

Year

The 4-digit school year for this service record (e.g., 2024). Each employee has a separate service record for each year of employment.

The field value is retrieved from the School Year field on the TX Teacher Service Records (TEA) - Load page.

Record Number

The sequential number for multiple service records within the same year. Typically "1" for most employees, but increments (2, 3, etc.) if an employee has multiple separate contracts or positions during the same school year.

Calculated during the data load process.

The system:

• Checks for existing service records for that employee and year.

• If found and the new contract start date is after the old end date, increments the record number by 1.

• If this is the first record for that year, sets it to 1.

• Allows multiple service records per year for employees with multiple contracts.

Pay Step

The employee's position on the salary schedule or pay scale (e.g., Step 5, Step 10). Used by TEA to track teacher career progression and experience level.

The field value is retrieved from the State Step field on the Payroll Information - State Required page.

FTE

The Full-Time Equivalent (FTE) is the percentage of a full-time position (e.g., 1.0 = full-time, 0.5 = half-time).

Determines full-time vs. part-time status for leave accrual purposes.

The field value is retrieved from the FTE field of the Primary Pay Rate on the employee’s Pay Rate Information page.

Grades

The grade levels taught or served by the employee (e.g., "PK-5", "9-12", "K"). Identifies which student grade levels the teacher worked with during this service period.

Use the Default button to populate this field with the employee's default values.

The field value is retrieved from the Grades tab of the employee’s location on the Location Table page.

If no grades are selected on the Grades tab of the Location Table page, the first five characters from the employee’s Job Class title are displayed.

Default

Use this button to populate the Grades field with the employee's default values.

Not applicable

Days Worked

The total number of contract days for this service period (e.g., 187 days).

Used to determine personal leave earned according to the TEA Table.

The field value is retrieved from the Days Worked field of the Primary Pay Rate on the employee’s Pay Rate Information page.

From Date

The contract start date for this service period (e.g., 08/15/2024) or the first day of the employment contract.

The field value is retrieved from the Start Date field on the Calendars page of the calendar selected in the Calendar field of the Primary Pay Rate on the employee’s Pay Rate Information page.

To Date

The contract end date for this service period (e.g., 05/30/2025), or the last day of the employment contract.

The field value is retrieved from the End Date field on the Calendars page of the calendar selected in the Calendar field of the Primary Pay Rate on the employee’s Pay Rate Information page.

Full semester

Indicates whether contracts of less than 90 days should count as a full semester.

Otherwise, leave the field blank.

The field value is retrieved from the Full Semester <90 Days field on the TX Teacher Service Records (TEA) - Load page.

Years Experience

The total years of teaching/professional experience in Texas public schools.

This is the state service years tracked by TEA for retirement and career ladder purposes.

The field value is retrieved from the TX Svc Rec Yrs field on the Defined Page 32001 - State Required II page.

Position Held

The employee’s job classification or title (e.g., "TEACH", "COUNS", "LIBRAR"), showing their role during this service period.

The field value is the first five characters of the Title from the employee's primary position classification on the Job Class page.

Prior Year

The ending leave balance carried forward from the previous school year for both sick and personal leave.

This is the starting balance before any leave is earned or used in the current year.

Use the Default buttons to populate these fields with the corresponding prior-year balance values from last year’s service record, if it exists.

These fields are set to 0 during the initial data load.

These fields can be manually updated or, in subsequent years, carried forward from the prior year's ending balance.

These fields can also be populated by using the Default button.

Default

Use these buttons to populate the Prior Year fields with the corresponding prior year balance values from last year’s service record, if it exists.

Not applicable

Days Earned

The number of leave days accrued/earned during this school year for both sick and personal leave.

For personal leave, this should match the TEA Table requirements based on days worked and FTE status.

The field values are retrieved from the days earned from the matching payroll leave bank(s).

For personal leave, multiple leave codes are summed together.

Year Earned

The school year when the leave was earned, for both sick and personal leave, displayed in YY-YY format (e.g., "23-24" for the 2023-2024 school year).

This tracks which year the earned leave is attributed to.

Calculated during the data load process.

The system automatically generates these values in the format "YY-YY" (e.g., "23-24") by:

• Taking the school year entered (e.g., 2024).

• Subtracting 1 to get the prior year (2023).

• Formatting as the last two digits of each year with a hyphen (23-24).

Days Used

The number of leave days taken/used by the employee during this school year for both sick and personal leave.

This represents absences charged against the leave bank.

The field values are retrieved from the days taken from the matching payroll leave bank(s).

For personal leave, multiple leave codes are summed together.

Days End

The ending leave balance for this school year, for both the sick and personal leave, calculated as:

Prior Year + Days Earned - Days Used = Days End

This balance will become next year's "Prior Year" balance.

The field values are retrieved from the ending balance of the matching payroll leave bank(s).

For personal leave, multiple leave codes are summed together.