Maintain Position ED40 Or ED45 Records

Use the TX TEAM Report - Position (ED40/ED45) page to create and update employee position records that were not created during the TEAM load process.

The ED40 is the initial record made for each employee and their TRS Position code based on their defined pay rate distributions and the ED45 is a correction record.

The system creates ED40 records for employees paid on time cards for class/pay codes without a defined pay rate. These records have start and end dates matching the beginning and ending dates for the month but are otherwise identical to regular ED40 records. This happens for substitute, part-time, and extra duty hours worked. These positions would last for the report month, and the hours are reported in the Actual Hours Upload.

Menu Path

From the Human Resources menu, select State. From the State menu, select TX TEAM Report. From the TEAM Record Maintenance menu, select Maintain Position ED40/ED45 Records.

Change Processing

The TEAM load process checks the most recent record and compares it to the current data. If changes were made after an ED40 was reported, the system creates an ED45 record. You cannot submit an ED45 record in the same month as the ED40 record. If a contract is ending and a new contract is starting, you can submit an ED45 ending a previous contract. Once the ED45 posts to TRS, you can submit an ED40 with the new contract dates. For changes needed on ED40s for the current month, make the necessary corrections on the ED40 and then select Resubmit to flag it for resubmission.

Maintain Data

On the TX Team Report - Position (ED40/ED45) page, specify Search Criteria and click Search.
To add a record, click Add new. Refer to Field Descriptions, fill out the information and click Accept.
To edit, double-click the record. Update the information and click Accept.
You can only update ED40 records for the current month before the final submission. Create an ED45 record for prior month changes.
To delete a record, select the record and click Delete.

Field Descriptions

Field	Description
Record Code	Code identifying the type of position record. This field cannot be updated.
Report Month	Select the report month. This field cannot be updated.
Report Year	Select the report year. This field cannot be updated.
Employee Number	Code identifying the employee to report. This field cannot be updated.
TRS Position Code	The employee's TRS position code. If ED45 is selected, the Previous TRS Position Code field displays. Select: 00 - Missing Position 01 - Professional/Administrative 02 - Teacher or Full-time Librarian 03 - Support Staff 04 - Bus Driver 05 - Full-time Nurse/Counselor 06 - Peace Officer 07 - Support Staff-Food Service Worker 09 - Summer School Pay
Resubmit	Select if this record is a resubmission. Records flagged as a resubmission can be created and submitted separately. Refer to Create TEAM Reports for more information.
Submitted to TRS	Select if this record has been submitted to the Teachers' Retirement System (TRS).

Member Tab

If the Record Code selected is ED45, the following fields display in the Current Data section. Some fields also display in the Previously Reported to TEAM section, as indicated.

If the Record Code selected is ED40, the Previously Reported to TEAM section does not display. Enter only new data in the Current Data section.

Field	Description
Identification Code	Type of identification to be used for the report. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
Social Security/TRS ID	The TRS member ID number. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
Last Name	The employee's last name. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
First Name	The employee's first name. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
Middle Name	The employee's middle name. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
Suffix	Suffix, if any, on the employee's name. Select: I II III IV V VI VII VIII IX X XI JR SR This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
Birth Date	The employee's date of birth. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
Gender	The employee's gender. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.
TRS Eligible	Select if the employee is eligible for TRS. If the Record Code selected is ED45, this field also displays in the Previously Reported to TEAM section.
Entitled to Group Benefits	Select if the employee is eligible for group benefits. If the Record Code selected is ED45, this field also displays in the Previously Reported to TEAM section.
Hire Date	The employee's hire date. The format is MM/DD/YYYY. If the Record Code selected is ED45, this field also displays in the Previously Reported to TEAM section.

Position Tab

If the Record Code selected is ED45, the following fields display in the Current Data section and the Previously Reported to TEAM section, except for Adjustment Reason Code.

If the Record Code selected is ED40, the Previously Reported to TEAM section does not display.
Enter only new data in the Current Data section.

Field	Description
TRS Position Code	Code identifying the employee's TRS position. Select: 00 - Missing Position 01 - Professional/Administrative 02 - Teach or Full-time Librarian 03 - Support Staff 04 - Bus Driver 05 - Full-time Nurse/Counselor 06 - Peace Officer 07 - Support Staff-Food Service Worker 09 - Summer School Pay
Start Date	Start date for the position. The format is MM/DD/YYYY.
End Date	End date for the position. The format is MM/DD/YYYY.
Full-Time Equivalent	Hours per week required for the employee to be considered full-time. Should be between 30 and 40. Enter zero if not full-time.
Employment Type	Employee's employment type. Select: S - Substitute P - Less than half-time F - Half-time or more M - Temporary
FICA/Medicare Paid	Indicates whether the employee contributes to FICA and Medicare. Select: Y - Both FICA and Medicare N - Neither FICA or Medicare M - Medicare only
Hourly/Salary	Indicates the employee's pay type. Select: H - Hourly S - Salary
Hourly Rate	If the employee is paid hourly, enter their hourly rate. Otherwise, leave blank. Decimal/5,2
Non-standard Work Week	Select if the employee works a non-standard workweek. Otherwise, leave blank.
Adjustment Reason Code	Reason for the adjustment record. This field only displays for ED45 records. Select: E - Edit N - End Contract/Position D - Delete

Clear Resubmit Records

Use the Clear Resubmit Records option to remove the Resubmit flag from records for the selected month and year.

On the TX Team Report - Position (ED40/ED45) page, click Clear Resubmit Records.
Select the Report Month and Report Year.
Click Accept, then click Yes.