Demographic Records - ED45 - 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 - ED45 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 ED45. | 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 in the Current Data section of 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 in the Current Data section of 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 in the Current Data section of 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 in the Current Data section of 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 in the Current Data section of 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 in the Current Data section of 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 in the Current Data section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
Original TRS Membership Eligibility Flag | Indicates whether the employee was previously eligible for TRS. | 107-107 | 1 | Not applicable | Valid values:
Retrieved from the TRS Eligible field in the Previously Reported to TEAM section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Entitled to group benefit coverage under ERS/UT/A&M | Indicates whether the employee was previously eligible for group benefits. | 108-108 | 1 | Not applicable | Valid values:
Retrieved from the Entitled to Group Benefits field in the Previously Reported to TEAM section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Employment Start Date | The employee's original date of hire. | 109-116 | 8 | MMDDYYYY | Retrieved from the Hire Date field in the Previously Reported to TEAM section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Beginning Date of Contract/Work Agreement | The original start date for the position. | 117-124 | 8 | MMDDYYYY | Retrieved from the Start Date field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Ending Date of Contract/Work Agreement | The original end date for the position. | 125-132 | 8 | MMDDYYYY | Retrieved from the End Date field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Position Code | The employee's original TRS position code. | 133-134 | 2 | Not applicable | Valid values:
Retrieved from the TRS Position Code field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Full-Time Equivalent | The previously reported 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 in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Employment Type | The employee's original employment type. | 137-137 | 1 | Not applicable | Valid values:
Retrieved from the Employment Type field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Adjunct Faculty | Indicates whether the employee has previously served as 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 |
Original RE Pays Social Security | Indicates whether the employee was previously contributing to FICA and Medicare. | 139-139 | 1 | Not applicable | Valid values:
Retrieved from the FICA/Medicare Paid field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Pay Unit/Salary Flag | Indicates the employee's previously reported pay type. | 140-140 | 1 | Not applicable | Valid values:
Retrieved from the Hourly/Salary field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Hourly Rate | The original hourly rate if the employee is paid on an hourly basis. | 141-145 | 5 | 99999 | Retrieved from the Hourly Rate field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original Non-Standard Work Week | Indicates whether the employee was previously working a non-standard workweek. | 146-146 | 1 | Not applicable | Valid values:
Retrieved from the Non-standard Work Week field in the Previously Reported to TEAM section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |
Original ORP Eligible Position | Indicates whether the employee was previously 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 |
New TRS Membership Eligibility Flag | Indicates whether the employee is currently eligible for TRS. | 148-148 | 1 | Not applicable | Valid values:
Retrieved from the TRS Eligible field in the Current Data section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Entitled to group benefit coverage under ERS/UT/A&M | Indicates whether the employee is currently eligible for group benefits. | 149-149 | 1 | Not applicable | Valid values:
Retrieved from the Entitled to Group Benefits field in the Current Data section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Employment Start Date | The employee's new date of hire. | 150-157 | 8 | MMDDYYYY | Retrieved from the Hire Date field in the Current Data section of the Member tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Beginning Date of Contract/Work Agreement | The new start date for the position. | 158-165 | 8 | MMDDYYYY | Retrieved from the Start Date field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Ending Date of Contract/Work Agreement | The new end date for the position. | 166-173 | 8 | MMDDYYYY | Retrieved from the End Date field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Position Code | The employee's new TRS position code. | 174-175 | 2 | Not applicable | Valid values:
Retrieved from the TRS Position Code field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Full-Time Equivalent (FTE) | The number of hours per week currently required for an employee to be considered full-time. | 176-177 | 2 | Not applicable | Valid values:
Retrieved from the Full-Time Equivalent field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Employment Type | The employee's new employment type. | 178-178 | 1 | Not applicable | Valid values:
Retrieved from the Employment Type field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Adjunct Faculty | Indicates whether the employee is currently an adjunct faculty member. Only applicable to Higher Education. Other institutions should pad this field with a space. | 179-179 | 1 | Not applicable | Valid values:
| Optional |
New RE Pays Social Security | Indicates whether the employee currently contributes to FICA and Medicare. | 180-180 | 1 | Not applicable | Valid values:
Retrieved from the FICA/Medicare Paid field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Pay Unit/Salary Flag | Indicates the employee's current pay type. | 181-181 | 1 | Not applicable | Valid values:
Retrieved from the Hourly/Salary field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Hourly Rate | The new hourly rate if the employee is paid hourly. | 182-186 | 5 | 99999 | Retrieved from the Hourly Rate field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New Non-Standard Work Week | Indicates whether the employee currently works a non-standard workweek. | 187-187 | 1 | Not applicable | Valid values:
Retrieved from the Non-standard Work Week field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Optional |
New ORP Eligible Position | Indicates whether the employee is currently working in an Optional Retirement Program (ORP)- eligible position. Only applicable to Higher Education. Other institutions should pad this field with a space. | 188-188 | 1 | Not applicable | Valid values:
| Optional |
ORP Position Termination Date | The date the employee was terminated from an Optional Retirement Program-eligible position. Only applicable to Higher Education. Other institutions should pad this field with zeroes. | 189-196 | 8 | MMDDYYYY | Not applicable | Optional |
Adjustment Reason Code | The reason for the adjustment record. | 197-197 | 1 | Not applicable | Valid values:
Retrieved from the Adjustment Reason Code field in the Current Data section of the Position tab of the TX TEAM Report - Position (ED40/ED45) page. | Required |