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 that match the month's beginning and ending dates, but are otherwise identical to regular ED40 records. This applies to substitute, part-time, and extra-duty hours worked. These positions would last for the reporting month, and the hours are reported in the Actual Hours Upload.

You can also manually create ED40 records for prior-month dates, allowing you to create missing records for previous months and ensuring synchronization between the system and the portal.

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 you made changes after an ED40 record 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 about to end and a new one is about to start, you can submit an ED45 record to terminate the previous contract. Once the ED45 record is posted to TRS, you can submit an ED40 record with the new contract dates. For changes needed to ED40 records for the current month, update the record, then select Resubmit to flag it for resubmission.

Maintain data

On the TX Team Report - Position (ED40/ED45) page, enter Search Criteria and select Search.
- To add a record, select Add new. Refer to the Field descriptions, fill in the information, and select Accept.
- To edit, double-click the record. Update the information and select 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 select Delete.

Field descriptions

The TX TEAM Report - Position (ED40/ED45) page consists of the following:

General section

The following table describes the fields in the General section of the TX TEAM Report - Position (ED40/ED45) page.

Field	Description	Load logic - Data source and Valid values
Record Code	The type of position record. This field is view-only and cannot be updated after saving the record.	Valid values: ED40 ED45
Report Month	The month for the report data. This field is view-only and cannot be updated after saving the record.	Valid values: 1 2 3 4 5 6 7 8 9 10 11 12
Report Year	The year for the report data. This field is view-only and cannot be updated after saving the record.	Not applicable
Employee Number	The employee’s identification (ID) number. Select the Lookup icon to search for and select an employee number. This field is view-only and cannot be updated after saving the record.	The field value is retrieved from the Employee Number field on the Employee Information page.
TRS Position Code	The employee's TRS position code. If ED45 is selected in the Record Code field, the Previous TRS Position Code field displays.	Valid values: 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	Indicates whether this record is a resubmission. Records flagged as a resubmission can be created and submitted separately. For more information, refer to Create TEAM Reports.	Not applicable
Submitted to TRS	Indicates whether this record has been submitted to the Teachers' Retirement System (TRS).	Not applicable

Member tab

The Member tab consists of the following sections:

Current Data

The following table describes the fields in the Current Data section of the Member tab on the TX TEAM Report - Position (ED40/ED45) page when the Record Code selected in the General section is ED40 or ED45.

Field	Description	Load logic - Data source and Valid values
Identification Code	The current type of identification to be used for the report. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	Valid values: Social Security TRS assigned The field value is retrieved from the Identification Code field on the Member tab of the Demographic (ED20/ED25) page.
Social Security/TRS ID	The employee's current Social Security number or TRS member ID number. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	The field value is retrieved from the Social Security/TRS ID field on the Member tab of the Demographic (ED20/ED25) page.
Last Name	The employee's current last name. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	The field value is retrieved from the Last Name field on the Member tab of the Demographic (ED20/ED25) page.
First Name	The employee's current first name. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	The field value is retrieved from the First Name field on the Member tab of the Demographic (ED20/ED25) page.
Middle Name	The employee's current middle name. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	The field value is retrieved from the Middle Name field on the Member tab of the Demographic (ED20/ED25) page.
Suffix	The employee’s current name suffix. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	Valid values: I II III IV V VI VII VIII IX X XI JR SR The field value is retrieved from the Suffix field on the Member tab of the Demographic (ED20/ED25) page.
Birth Date	The employee's current date of birth. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	The field value is retrieved from the Birth Date field on the Member tab of the Demographic (ED20/ED25) page.
Gender	The employee's current gender. This field cannot be updated here. Make updates on the Demographic (ED20/ED25) page.	Valid values: Female Male The field value is retrieved from the Gender field on the Member tab of the Demographic (ED20/ED25) page.
TRS Eligible	Indicates whether the employee is currently eligible for TRS.	This field value is determined by analyzing the employee's deduction records in the deduct table. The system checks if the employee has: A retirement deduction (ded_type = "10") that is active AND does NOT have a new member deduction (ded_type = "36") that is active If both conditions are met, the TRS Eligible option is selected. Otherwise, it is deselected. This field value overrides the system-determined value.
Entitled to Group Benefits	Indicates whether the employee is currently eligible for group benefits.	The field value is retrieved from the Group Benefit field on the Defined Page 32001 - State Required II page. This field value overrides the Group Benefit field value on the Defined Page 32001 - State Required II page.
Hire Date	The employee's current date of hire.	The field value is retrieved from the Hire Date Ovr field on the Defined Page 32002 - State Required III page. If that field is blank, the field value is retrieved from the Hire Date field on the Employment tab of the Employee Information page. This field value overrides the Hire Date Ovr field on the Defined Page 32002 - State Required III page and the Hire Date field value on the Employment tab of the Employee Information page.

Previously Reported to TEAM

The following table describes the fields in the Previously Reported to TEAM section of the Member tab on the TX TEAM Report - Position (ED40/ED45) page when the Record Code selected in the General section is ED45.

Field	Description	Load logic - Data source and Valid values
TRS Eligible	Indicates whether the employee was previously reported as eligible for TRS.	The field value is retrieved from the tx_team_pos.trs_eligible field of the previously submitted ED40/ED45 record. If trs_eligible is null, the value is retrieved from the tx_team_pos.orig_trs_eligible field.
Entitled to Group Benefits	Indicates whether the employee was previously reported as eligible for group benefits.	The field value is retrieved from the tx_team_pos.group_benefit field of the previously submitted ED40/ED45 record. If group_benefit is null, the value is retrieved from the tx_team_pos.orig_group_benefit field.
Hire Date	The employee's previously reported date of hire.	The field value is retrieved from the tx_team_pos.hire_date field of the previously submitted ED40/ED45 record. If hire_date is null, the value is retrieved from the tx_team_pos.orig_hire_date field.

Position tab

The Position tab consists of the following sections:

Current Data

Enter only new data in the Current Data section.

The following table describes the fields in the Current Data section of the Position tab on the TX TEAM Report - Position (ED40/ED45) page when the Record Code selected in the General section is ED40.

Field	Description	Load logic - Data source and Valid values
TRS Position Code	The employee's current TRS position code.	Valid values: 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 The field value is retrieved from the tx_team_pos.pos field.
Start Date	The current start date for the position.	The field value is retrieved from the tx_team_pos.start_date field.
End Date	The current end date for the position.	The field value is retrieved from the tx_team_pos.end_date field.
Full-Time Equivalent	The current number of hours per week required for an employee to be considered full-time.	The valid values are 30-40. Enter zero if the employee is not full-time. The field value is retrieved from the tx_team_pos.fte field.
Employment Type	The employee's current employment type.	Valid values: S - Substitute P - Less than half-time F - Half-time or more M - Temporary The field value is retrieved from the tx_team_pos.emp_type field.
FICA/Medicare Paid	Indicates whether the employee currently contributes to FICA and Medicare.	Valid values: Y - Both FICA and Medicare N - Neither FICA or Medicare M - Medicare only The field value is retrieved from the tx_team_pos.fica_med field.
Hourly/Salary	Indicates the employee's current pay type.	Valid values: H - Hourly S - Salary The field value is retrieved from the tx_team_pos.unit_flag field.
Hourly Rate	The current hourly rate if the employee is paid by the hour. Otherwise, leave this field blank.	The field value is retrieved from the tx_team_pos.hourly_rate field.
Non-standard Work Week	Indicates whether the employee currently works a non-standard workweek. Otherwise, leave this field blank.	The field value is retrieved from the tx_team_pos.nonstandard field.
Adjustment Reason Code	The reason for the adjustment record. This field only displays if the Record Code selected in the General section is ED45.	Valid values: E - Edit N - End Contract/Position D - Delete The field value is retrieved from the tx_team_pos.adj_code field.

Previously Reported to TEAM

The following table describes the fields in the Previously Reported to TEAM section of the Position tab on the TX TEAM Report - Position (ED40/ED45) page when the Record Code selected in the General section is ED45.

Field	Description	Load logic - Data source and Valid values
TRS Position Code	The employee's previously reported TRS position code.	Valid values: 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 The field value is retrieved from the tx_team_pos.orig_pos field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_pos field value.
Start Date	The previously reported start date for the position.	The field value is retrieved from the tx_team_pos.orig_start_date field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_start_date field value.
End Date	The previously reported end date for the position.	The field value is retrieved from the tx_team_pos.orig_end_date field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_end_date field value.
Full-Time Equivalent	The previously reported number of hours per week required for an employee to be considered full-time.	The valid values are 30-40. Enter zero if the employee is not full-time. The field value is retrieved from the tx_team_pos.orig_fte field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_fte field value.
Employment Type	The employee's previously reported employment type.	Valid values: S - Substitute P - Less than half-time F - Half-time or more M - Temporary The field value is retrieved from the tx_team_pos.orig_emp_type field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_emp_type field value.
FICA/Medicare Paid	Indicates whether the employee was previously reported as contributing to FICA and Medicare.	Valid values: Y - Both FICA and Medicare N - Neither FICA or Medicare M - Medicare only The field value is retrieved from the tx_team_pos.orig_fica_med field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_fica_med field value.
Hourly/Salary	Indicates the employee's previously reported pay type.	Valid values: H - Hourly S - Salary The field value is retrieved from the tx_team_pos.orig_unit_flag field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_unit_flag field value.
Hourly Rate	The previously reported hourly rate if the employee is paid hourly. Otherwise, leave this field blank.	The field value is retrieved from the tx_team_pos.orig_hourly_rate field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_hourly_rate field value.
Non-standard Work Week	Indicates whether the employee was previously reported as working a non-standard workweek. Otherwise, leave this field blank.	The field value is retrieved from the tx_team_pos.orig_nonstandard field of the previously submitted ED40/ED45 record. This field value overrides the tx_team_pos.orig_nonstandard field value.

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, select Clear Resubmit Records.
Select the Report Month and Report Year.
Select Accept, then select Yes.