Demographic Records - ED40 - Record Layout and Data Mapping
For the latest file layout information, search for and refer to the current Report Formatting Guide for ISDs, Charter Schools, and Education Service Center Employers on the Teacher Retirement System of Texas (TRS) website.
The following table lists the field names, descriptions, positions, lengths, formats, data sources or valid values, and whether the field is required for the Demographic Records - ED40 record.
Field Name | Description | Position | Length | Format | Data Source or Valid Values | Required or Optional |
|---|---|---|---|---|---|---|
Record Type Code | Indicates the type of demographic record. | 1-4 | 4 | Not applicable | The valid value is ED40. | Required |
Employee Identification Number | The employee's Social Security number or TRS member ID number. | 5-13 | 9 | SSN Format: 999999999 TRS Temporary ID format: XX9999999 | Retrieved from the Social Security/TRS ID field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Date of Birth | The employee's date of birth. | 14-21 | 8 | MMDDYYYY | Retrieved from the Birth Date field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Gender Code | The employee's gender. | 22-22 | 1 | Not applicable | Valid values:
Retrieved from the Gender field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Last Name | The employee's last name. | 23-52 | 30 | Not applicable | Retrieved from the Last Name field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
First Name | The employee's first name. | 53-77 | 25 | Not applicable | Retrieved from the First Name field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
Middle Name | The employee's middle name. | 78-102 | 25 | Not applicable | Retrieved from the Middle Name field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
Generation | The employee’s name suffix. | 103-106 | 4 | Not applicable | Valid values:
Retrieved from the Suffix field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
TRS Membership Eligibility Flag | Indicates whether the employee is eligible for TRS. | 107-107 | 1 | Not applicable | Valid values:
Retrieved from the TRS Eligible field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Entitled to group benefit coverage under ERS/UT/A&M | Indicates whether the employee is eligible for group benefits. | 108-108 | 1 | Not applicable | Valid values:
Retrieved from the Entitled to Group Benefits field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Employment Start Date | The employee's date of hire. | 109-116 | 8 | MMDDYYYY | Retrieved from the Hire Date field on the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Beginning Date of Contract/Work Agreement | The start date for the position. | 117-124 | 8 | MMDDYYYY | Retrieved from the Start Date field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Ending Date of Contract/Work Agreement | The end date for the position. | 125-132 | 8 | MMDDYYYY | Retrieved from the End Date field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Position Code | The employee's TRS position code. | 133-134 | 2 | Not applicable | Valid values:
Retrieved from the TRS Position Code field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Full-Time Equivalent (FTE) | The number of hours per week required for an employee to be considered full-time. | 135-136 | 2 | Not applicable | Valid values:
Retrieved from the Full-Time Equivalent field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Employment Type | The employee's employment type. | 137-137 | 1 | Not applicable | Valid values:
Retrieved from the Employment Type field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Adjunct Faculty | Indicates whether the employee is an adjunct faculty member. Only applicable to Higher Education. Other institutions should pad this field with a space. | 138-138 | 1 | Not applicable | Valid values:
| Optional |
RE Pays Social Security | Indicates whether the employee contributes to FICA and Medicare. | 139-139 | 1 | Not applicable | Valid values:
Retrieved from the FICA/Medicare Paid field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Pay Unit/Salary Flag | Indicates the employee's pay type. | 140-140 | 1 | Not applicable | Valid values:
Retrieved from the Hourly/Salary field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Hourly Rate | The hourly rate if the employee is paid hourly. | 141-145 | 5 | 99999 | Retrieved from the Hourly Rate field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Non-Standard Work Week | Indicates whether the employee works a non-standard workweek. | 146-146 | 1 | Not applicable | Valid values:
Retrieved from the Non-standard Work Week field on the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
ORP Eligible Position | Indicates whether the employee is working in an Optional Retirement Program (ORP)- eligible position. Only applicable to Higher Education. Other institutions should pad this field with a space. | 147-147 | 1 | Not applicable | Valid values:
| Optional |
ORP Eligibility Date | The date the employee became eligible for the Optional Retirement Program. Only applicable to Higher Education. Other institutions should pad this field with zeroes. | 148-155 | 8 | MMDDYYYY | Not applicable | Optional |
ORP Vested Flag/Indicator | Indicates whether the employee has vested in the Optional Retirement Program. Only applicable to Higher Education. Other institutions should pad this field with a space. | 156-156 | 1 | Not applicable | Valid values:
| Optional |