Load TEAM Records
Use the TX TEAM Report - Load page to load Texas TRS Enterprise Application Modernization (TEAM) member, position, payroll, termination, and retiree data for the selected month and year, as per the setup performed during TEAM Setup and Crosswalks. The load process creates the following records for employees who received pay during that cycle:
Employment for Demographics (ED20/ED25, ED40/ED45, ED90)
Regular Payroll (RP20/RP25)
Employment for Retiree (ER20/ER25/ER27)
You must run the Load process after each month's final pay run and before completing any other TEAM Record Maintenance options.
Menu path
From the Human Resources menu, select State. From the State menu, select TX TEAM Report. From the TEAM Record Maintenance menu, select Load TEAM Records.
Exceptions
The following will not be loaded into TEAM unless paid in the reported pay runs:
Employees who had ED90 records reported and have not been rehired.
Pay rate contracts with start and end dates not in the report month.
Employees with a pending status. These hours must be uploaded by using the Actual Hours Upload option. For more information, refer to Actual Hours Upload.
Employees hired after the end of the month being loaded.
Employees without primary pay rates.
Employees with N in the Report to Team field on the Defined Page 32001 - State Required II page, even if they were paid.
Statutory minimum calculation
The daily statutory minimum and adjusted monthly statutory minimum are loaded on a position-to-position basis in the following way:
The tx_team_sm_hist table stores many of the previously hidden intermediate values calculated throughout the Statutory Minimum calculation during the TEAM load process.
During the load, all pay is identified with positions. The pay codes are verified to determine whether they are subject to the statutory minimum contribution. If a pay code is subject to the statutory minimum contribution, it will be summed into the stat_min_gross field. If the pay is also federally funded, it will be summed into the federal_sm_gross field as well.
The monthly_sm field is the monthly state minimum salary. This is the State Minimum Salary for that position, divided by the number of months worked.
The check_mod field is the check modifier for the current month.
This is primarily based on the ratio of the number of checks the employee received compared to their pay frequency, as this field is used to adjust the monthly state minimum for those partial months.
It can also be affected by a pay rate that has been paid out. In which case, the modifier will represent the number of months having been paid out.
If the employee is a new member and their contribution is due, the check modifier will be set to 0. Statutory minimum contributions will not be deducted from new members; however, the state minimum salary remains applicable for the month and will be calculated and recorded.
The docking field holds the dollar amount of docking for the position. This amount can be the actual sum of leave without pay, or it can be the daily_rate value multiplied by the days_docked value. This is determined based on the employee and the overall setup.
The daily_rate field represents the daily rate of the state's minimum salary. This is generally the annual state minimum divided by the number of days worked.
The days_docked field is the result of identifying docking from check history records, associating it with the position, and expressing it in the correct units for the docking rate, based on the employee’s setup.
The adj_stat_min field is the Adjusted State Minimum salary. This is the monthly state minimum, calculated by multiplying the check modifier and the CEI modifier from the TEAM setup, and then subtracting the docking. This is the state minimum salary that will be populated on the RP20 record.
The diff field holds the actual gross subject to the statutory minimum contribution rate. This is conditionally determined as the difference between the gross salary subject to the statutory minimum (stat_min_gross) and the greater of the federally funded gross salary (federal_sm_gross) and the adjusted state minimum salary (adj_stat_min). This is due to TRS rules, which state that federally funded salaries are exempt from the statutory minimum contribution if they exceed the state minimum salary for a given month.
The stat_min_cont field holds the final calculated statutory minimum contribution due on this position. This involves multiplying the gross stored in the diff field by the current statutory minimum rate, as defined on the TEAM Setup page. At this point, the complexities of the calculation have been handled by the previous steps.
The term_recalc field will be unused the majority of the time and will be set to ‘N’ or ‘no’. This flag will only be set to ‘Y’ for records that are created by the Termination Recalculation process. This is used for employees who have been terminated before the end of their contract. This function will retroactively recalculate all previous months, given the new, reduced terms of the contract. The results of this recalculation will be stored in the history table on a position and monthly basis, identified by this term_recalc flag.
Child nutrition
The Load process distributes the Child Nutrition Fund Base entered across all of the Regular Payroll records for position 07-Food Service Workers in the following way:
Child Nutrition Fund Base is capped at the total TRS gross for food service workers.
Contributions are calculated on each Regular Payroll (RP) record based on the Child Nutrition Gross applied to the record.
Child Nutrition Gross and Contributions are added to the federal gross and contributions.
New members are excluded from federal contributions, but not from Federal TRS Care contributions.
When charging records, entering a child nutrition budget unit will charge all child nutrition contributions to that budget unit. Otherwise, the contributions are distributed to each employee based on their salary distributions.
There may be differences between the Child Nutrition amount entered and the amount charged if the salaries paid for child nutrition work are less than the amount entered.
Docking
Docking is associated with a specific position.
If the check history records have an organization and account associated, the system attempts to crosswalk the TEAM position.
Failing that, the system checks the pay rate for the docked job class and attempts to crosswalk the TEAM position using the pay rate distributions.
If the pay rate has multiple distribution records, the time is divided according to the distribution percentages.
If none of the above methods are successful, the time is associated with the employee’s default position in the TRS Position field on the Payroll Information - State Required page.
If you encounter issues, verify that the above organization and account combinations would map to the expected position. If they map to nothing, ensure that the employee’s default position is set correctly.
Docking for a position for which the employee receives no pay will be ignored.
Termination recalculation
This process works at a position level, as well as using the history table to log the calculation process more thoroughly as it recalculates for prior months.
TRS salary cap
Although any employee who reaches the salary cap may have only one position, this calculation can handle multiple positions.
Load TEAM Records
On the TX TEAM Report page, select Load TEAM Records.
Refer to the Field descriptions and enter valid criteria.
Select Accept.
If you selected Load from Spreadsheet in the Docking field, proceed to Step 4. If not, proceed to Step 8. For more information about the format of the .csv file, refer to Docking Spreadsheet - File Layout.On the Load from interface file page, select the File Source.
If you select Workstation, select Upload.
Navigate to the location of the .csv file. Drag and drop the file onto the File to Import dialog box, and then select Accept.
If you select Server, enter the Directory and Server File Name, and select Accept.
In the Additional Criteria section, enter the pay runs to include in the load, and then select Accept.
If data for the selected month and year is loaded, select Yes to delete and reload the data.
Select the Destination for the error log:
Select File to create the error log in .rpt format. The default file name is team_err_log.rpt. You can change the default file name.
Select Screen to download the error log in .pdf format. The default file name is team_err_log_<XXXXX>.pdf.
Select Excel to download the error log in .xls format. Select the required Excel Options. The default file name is team_err_logrpt<XXXX_XXXXX>.xlsx.
Select OK.
Download the .rpt file from the View Files page.
Save the .pdf or .xls file.
For more information about the Print option, refer to Print Reports.
If no errors are found, the number of records loaded is displayed. If not, review the error report, make the necessary corrections, and then repeat this procedure.
Field descriptions
The TX TEAM Report - Load page consists of the following sections:
Load Criteria
The following table describes the fields in the Load Criteria section of the TX TEAM Report - Load page.
Field | Description |
|---|---|
Report Month | The reporting month of the data to be loaded. |
Report Year | The reporting year of the data to be loaded. The load process uses the Fiscal Year on the Federal/State Reporting tab of the Human Resources Profile page as an override when identifying whether pay is federally funded. This allows calculating the federal gross and contributions for the prior year after the fiscal year-end process has begun. The fiscal year-end process should still not be fully completed or closed until the TEAM charges have been created and interfaced to period 13. |
School Year Start | The starting date of the school year. |
School Year End | The ending date of the school year. |
Child Nutrition Federal Fund Base | The federal fund for calculating the state's contribution, as outlined in the Child Nutrition Worksheet. |
Days Worked Calendar Option | The pay rate to use when determining the calendar for days worked. Valid values:
|
Pay Start Date on Check | The pay start date to use on checks. Valid values:
|
Load Unpaid Hours/Days | Indicates whether to load scheduled hours or days for employees who have not been paid yet. |
Override Prior Year Calendars | Indicates whether to override a calendar set as the Prior Year Calendar of a new calendar. If selected, employees whose pay rates are using a calendar set as the Prior Year Calendar of a new calendar will have their contract dates replaced with the Start Date and End Date of the new calendar. This determines whether an employee should be included in a given month based on their contract dates and the subsequent generation of the respective ED40/45 position records. It will not apply to other load processes that use the payrate dates for pay-related calculations, including but not limited to statutory minimum calculations and docking. These calculations depend on the payrate information still used to pay employees. This feature enables you to create new year position records for employees whose pay rates are not yet ready to be rolled up, without modifying the standard processing for generating other records. After the load process is completed, a summary of overrides displays at the end of the error log. The summary lists the calendars and their respective dates. If an employee has the last day worked before their contract end date, the TEAM load process uses the last day worked as the end date while creating ED40/ED45 position records. If an employee has a calendar being overridden for the new year, a new position record will not be created if their last day worked is before the start date of the new calendar. If the last day worked falls in the new calendar, an ED40/ED45 position record is generated using the last day worked as the end date. |
Load New Hires | Indicates whether to load only new hires. This option adds ED40 and RP20 records not created during the initial TEAM load process. Use this option to report the first ED40 and RP20 records that include the employee's days and scheduled hours after the initial TEAM load process for the month. You can run this process multiple times before the Actual Hours Upload. |
Docking Criteria
The following table describes the fields in the Docking Criteria section of the TX TEAM Report - Load page.
Field | Description |
|---|---|
Docking | The data source from which to load docked days. Valid values:
If Load from Spreadsheet is selected, you can load the number of docked and additional days in the Regular Payroll (RP) data from a comma-delimited .csv file. For more information about the format of the .csv file, refer to Docking Spreadsheet - File Layout. |
Hours Per Work Day | The default number of hours in a workday. |
Load Additional Days | Indicates whether to load additional days from the docking spreadsheet if Load from Spreadsheet is selected in the Docking field. |
Previous Month Docking Method | Method for docking days from a previous month after actual hours have been uploaded. Valid values:
|
Additional Pay Run Adjustment
The following fields have entries for Total Pay Runs and Additional Pay Runs.
The following table describes the fields in the Additional Pay Run Adjustment section of the TX TEAM Report - Load page.
Field | Description |
|---|---|
Weekly | For Total Pay Runs, this is the total number of weekly pay runs for the selected month. For Additional Pay Runs, this is the number of additional weekly pay runs for the selected month due to shifting the actual check date. |
Bi-Weekly | For Total Pay Runs, this is the total number of bi-weekly pay runs for the selected month. For Additional Pay Runs, this is the number of additional bi-weekly pay runs for the selected month due to shifting the actual check date. |
Semi-Monthly | For Total Pay Runs, this is the total number of semi-monthly pay runs for the selected month. For Additional Pay Runs, this is the number of additional semi-monthly pay runs for the selected month due to shifting the actual check date. |
Monthly | For Total Pay Runs, this is the total number of monthly pay runs for the selected month. For Additional Pay Runs, this is the number of additional monthly pay runs for the selected month due to shifting the actual check date. |
Additional Criteria
The following table describes the fields in the Additional Criteria section of the TX TEAM Report - Load page.
Field | Description |
|---|---|
Pay Runs | The pay runs to be included in the load. You can enter up to 50 pay runs. |