Personnel Information
This procedure is obsolete and replaced by the Staff Information item in the Data Exchange (Ed-Fi) menu.
Use the PEIMS Personnel Information page to add and update personnel records for your district's employees. This information is required for the summer and fall submissions.
Menu path
From the main navigation menu, select PEIMS, then All. From the Personnel menu, select Personnel Information.
Prerequisites
Ensure the following prerequisites are met before working with personnel information:
Complete the Unique ID report procedure to obtain unique employee IDs.
Enter valid information in the following fields on the Payroll Information - State Required page:
PEIMS FTE
Pre-K Req
Enter valid information in the following fields on the Defined Page 32001 - State Required II page:
Staff Type
TSDS ID
Dist Prof Yrs
Total Prof Yrs
Override Days
Aux Role-ID
Enter valid information in the following fields on the Defined Page 32002 - State Required III page:
Hire Date Ovr
Paraprof Cert
TIA Board Cert
TIA Design
TIA LEA Pend
TSDS Excluded
Included Sub
Enter a valid value in the PEIMS Code field on the General tab of the Pay Codes page.
Enter valid information in the following fields on the Pay Rate Information page:
Days Worked
Annual Salary
Contract Position
Contract Limit
Enter valid information in the following fields in the General section of the Employee Information page:
Employee Number
Social Security
Last Name
First Name
Middle Name
Suffix
Gender Identity
Birthdate
Enter valid information on the Race/Ethnicity tab of the Employee Information page.
Enter valid information on the Degree Data page.
Update or import TEA Staff Responsibilities information.
Set up Contracted Instructional Staff information.
Ensure to complete the following before loading data:
Add Demographic Information (PEIMS 045 records) for employees whose Social Security Number has changed.
Add PEIMS 090 records for nonscheduled employees such as administrators.
For a summer submission (March through July), export the 305 Staff Data – Teacher Class Assignment records to a text file from your Student Information System. For information about the file layout, refer to File Layout - 305 Staff Data – Teacher Class Assignment Information.
If your Student Information System cannot produce this text file, refer to Create 305 Staff File for more information.
File layout - 305 staff data – Teacher class assignment information
The text file must contain 305 Staff Data – Teacher Class Assignment information in the following format specified by the Texas Education Agency (TEA):
Position | Name |
|---|---|
1 - 3 | Input Record Type Code |
4 - 9 | District ID |
10 - 18 | Staff ID |
19 - 27 | Campus ID |
28 - 30 | Role ID |
31 - 38 | Service ID |
39 - 52 | Class ID Number |
53 | Course Sequence Code |
54 - 55 | Population Served Code |
56 - 57 | Class Role |
58 - 65 | Assignment Begin Date |
66 - 73 | Assignment End Date |
The upload file may contain record types other than 305. Records without 305 in columns 1 ‐ 3 are ignored. Only employees with a 305 record and a role of 047 or 087 are included when loading data for the summer submission.
Maintain personnel information records
On the PEIMS Personnel Information page, specify Search Criteria and click Search.
To add a record, click Add new. Fill out the information on the Demographic, Payroll Accounting, and Staff Responsibilities tabs. Click Accept.
To edit, double-click the record. Update the information on the Demographic, Payroll Accounting, and Staff Responsibilities tabs. Click Accept.
To delete a record, select the record and click Delete. Click Yes.
Field descriptions
The following are the tabs on the PEIMS Personnel Information page:
Demographic tab
The following table describes the fields on the Demographic tab of the PEIMS Personnel Information page:
Field | Description | Data Source or Valid Values |
|---|---|---|
Employee Number | The employee number. Select the lookup icon to search for and select an employee number. This field is display-only and cannot be updated after saving the record. | The field value is retrieved from the Employee Number field on the Employee Information page. |
Staff ID | The employee’s social security number, without dashes. This field is display-only and cannot be updated after saving the record. | The field value is retrieved from the Social Security field on the Employee Information page. |
First Name | The employee’s first name. This field is display-only. | The field value is retrieved from the First Name field on the Employee Information page. |
Middle Name | The employee’s middle name. This field is display-only. | The field value is retrieved from the Middle Name field on the Employee Information page. |
Last Name | The employee's last name. This field is display-only. | The field value is retrieved from the Last Name field on the Employee Information page. |
Generation | The employee’s generation suffix. This field is display-only. | The field value is retrieved from the Suffix field on the Employee Information page. |
Gender | The employee’s gender. This field is display-only. | The field value is retrieved from the Sex at Birth field on the Employee Information page. |
Date of Birth | The employee’s birth date. This field is display-only. | The field value is retrieved from the Birthdate field on the Employee Information page. |
Ethnicity (1997 Standard) | The employee’s ethnicity. This field is display-only. | The field value is retrieved from the Ethnicity field on the Race/Ethnicity tab of the Employee Information page. |
Race | The employee’s race. These fields are display-only. | The field values are retrieved from the Race field on the Race/Ethnicity tab of the Employee Information page. |
Staff Type | The employee’s staff type. | The field value is retrieved from the Staff Type field on the Defined Page 32001 - State Required II page. Valid values:
This field value overrides the Staff Type field value on the Defined Page 32001 - State Required II page. |
Total Professional Years | The employee's total number of professional years. This can include out-of-state experience. | The field value is retrieved from the Total Prof Yrs field on the Defined Page 32001 - State Required II page. This field value overrides the Total Prof Yrs field value on the Defined Page 32001 - State Required II page. |
Highest Degree | The employee’s highest degree. | The field value is retrieved from the Degree Data page. Valid values:
The values in the drop-down list are retrieved from the PEIMS Degree Table page. This field value overrides the field value on the Degree Data page. |
District Years of Experience | The employee’s total number of years of experience in the district. Used for Professional staff only. | The field value is retrieved from the Dist Prof Yrs field on the Defined Page 32001 - State Required II page. This field value overrides the Dist Prof Yrs field value on the Defined Page 32001 - State Required II page. |
Number Days Employed | The number of days per year the employee works. | The field value is retrieved from the Override Days field on the Defined Page 32001 - State Required II page. If the Override Days field is blank, the field value is retrieved from the Days Worked field on the employee’s primary Pay Rate Information page. This field value overrides the Override Days field value on the Defined Page 32001 - State Required II page and the Days Worked field value on the employee’s primary Pay Rate Information page. |
Percent Days Employed | Percent of the standard district day the employee works. | The field value is retrieved from the Stat Min FTE field on the Defined Page 32001 - State Required II page. If the Stat Min FTE field is blank, the field value is retrieved from the PEIMS FTE field on the Payroll Information - State Required page. This field value overrides the Stat Min FTE field value on the Defined Page 32001 - State Required II page and the PEIMS FTE field value on the Payroll Information - State Required page. |
TX Unique Staff ID | The employee's Unique ID number provided by TEA's Texas Student Data System (TSDS) Unique ID system. This field is display-only. | The field value is retrieved from the TSDS ID field on the Defined Page 32001 - State Required II page. |
PK Teacher Requirement | The employee’s state-assigned pre-kindergarten training code. | The field value is retrieved from the Pre-K Req field on the Payroll Information - State Required page. Valid values:
This field value overrides the Pre-K Req field value on the Payroll Information - State Required page. |
Auxiliary Role ID | The code identifying the employee's auxiliary role. | The field value is retrieved from the Aux Role-ID field on the Defined Page 32001 - State Required II page. The valid values are 000-999. The values in the drop-down list are retrieved from the PEIMS Auxiliary Role ID Table page. This field value overrides the Aux Role-ID field value on the Defined Page 32001 - State Required II page. |
Paraprofessional Certified | Indicates whether the employee is a certified paraprofessional. | The field value is retrieved from the Paraprof Cert field on the Defined Page 32002 - State Required III page. Valid values:
This field value overrides the Paraprof Cert field value on the Defined Page 32002 - State Required III page. |
TIA National Board Certified | Indicates whether the employee is an active Teacher Incentive Allotment (TIA) national board-certified teacher. | The field value is retrieved from the TIA Board Cert field on the Defined Page 32002 - State Required III page. This field value overrides the TIA Board Cert field value on the Defined Page 32002 - State Required III page. |
TIA Designation | Indicates whether the employee has an active TIA designation. | The field value is retrieved from the TIA Design field on the Defined Page 32002 - State Required III page. This field value overrides the TIA Design field value on the Defined Page 32002 - State Required III page. |
TIA LEA Designation Pending | Indicates whether the employee has a TIA Local Education Agency (LEA) submitted designation pending. | The field value is retrieved from the TIA LEA Pend field on the Defined Page 32002 - State Required III page. This field value overrides the TIA LEA Pend field value on the Defined Page 32002 - State Required III page. |
Payroll Accounting tab
The following table describes the fields on the Payroll Accounting tab of the PEIMS Personnel Information page:
Field | Description | Data Source or Valid Values |
|---|---|---|
Activity Code | The code identifying the employee's payroll activity. | The values in the drop-down list are retrieved from the PEIMS Activity Table page. |
Fund | The three-digit code identifying the PEIMS fund for this activity. | Not Applicable |
Function | The two-digit code identifying the PEIMS function for this activity. | Not Applicable |
Object | The four-digit code identifying the PEIMS object for this activity. | Not Applicable |
Orgn | The three-digit code identifying the PEIMS organization for this activity. | Not Applicable |
Year | The single-digit code identifying the PEIMS year for this activity. | Not Applicable |
Program Code | The code identifying the program for this activity. | The values in the drop-down list are retrieved from the PEIMS Programs Table page. |
Pay Amount | The amount paid for this activity rounded to the nearest dollar. | This field value is populated if the Pay Rate is Active and the Pay Code has a PEIMS code associated. If both of these are true, the system populates this field depending on whether the Contract Position option on the employee’s Pay Rate Information page is selected:
The resulting value is displayed in this field. |
For the Fund, Function, Object, Orgn, and Year fields, refer to the Organization Charts table.
Staff Responsibilities tab
The field values on the Staff Responsibilities tab are display-only. To update the field values, you must update the source fields on the TEA Staff Responsibilities page.
The following table describes the fields on the Staff Responsibilities tab of the PEIMS Personnel Information page:
Field | Description | Data Source or Valid Values |
|---|---|---|
Campus | The code identifying the employee's campus. This field is display-only. | The field value is retrieved from the Campus field on the TEA Staff Responsibilities page. |
Population | The code identifying the type of students with whom the employee works. This field is display-only. | The field value is retrieved from the Population field on the TEA Staff Responsibilities page. |
Monthly Minutes | The total number of minutes the employee works in a month. This field is display-only. | The field value is retrieved from the Monthly Minutes field on the TEA Staff Responsibilities page. |
ESC SSA Staff Indicator | The single-digit ESC SSA (Shared Services Arrangement) staff indicator code. For a school district, this field is blank. This field is display-only. | The field value is retrieved from the ESC SSA Staff Indicator field on the TEA Staff Responsibilities page. |
Days Taught Weeks 1 through 4 | The days taught each week. This field is display-only. | Valid values are 0-5. The field values are retrieved from the Days Taught Weeks 1 through 4 fields on the TEA Staff Responsibilities page. |
Minutes Taught Weeks 1 through 4 | The number of minutes worked each week. This field is display-only. | The field values are retrieved from the Minutes Taught Weeks 1 through 4 field values on the TEA Staff Responsibilities page. |
Role | The code identifying the employee's role. This field is display-only. | The field value is retrieved from the Role field on the TEA Staff Responsibilities page. |
Class Type | The employee’s class type. This field is display-only. | Valid values:
The field value is retrieved from the Class Type field on the TEA Staff Responsibilities page. |
No Student | The number of students in the employee's class. This field is display-only. | The field value is retrieved from the Number of Students field on the TEA Staff Responsibilities page. |
Service | The code identifying the employee's PEIMS service. This field is display-only. | The field value is retrieved from the Service ID field on the TEA Staff Responsibilities page. |
Class ID | The identification for the employee's class. This field is display-only. | The field value is retrieved from the Class ID field on the TEA Staff Responsibilities page. |
Grade Level | The grade level taught by the employee. This field is display-only. | The field value is retrieved from the Grade Level field on the TEA Staff Responsibilities page. |
Load demographic and payroll information
Use the PEIMS Personnel Information - Load page to load demographic and payroll information from the Human Resources system into the PEIMS system. The load process overrides any previous changes made to individual personnel records.
Select Load.
Select the Load Criteria:
Financial Year - Select the year for the data to load.
Hire Date - Employees hired after this date will not load.
Termination Date - Employees terminated before this date will not load. To include all employees who worked between the snapshot date and the summer submission date, enter the fall snapshot date as the Termination Date and the summer submission date as the Hire Date. All employees terminated after the fall snapshot date or hired before the summer submission date are loaded.
Load Terminated Rates - Select if you want to load terminated rates.
Load Inactive Rates - Select if you want to load inactive rates.
Load Summer Submission - Select if you want to load the Summer Submission. The Load Summer Submission option is enabled from March through July. But by default, this option is selected. This is because several districts need to reload their Fall information during these months.
Complete the Additional Criteria section. Choose an employee number and select the following:
Employee Types
Professional Types
Employee Statuses
Click Accept.
Click Yes if this is the first personnel load since the last submission. Otherwise, click No.
If you select Yes and the current month is from March through July, all demographic data (040 and 043 records) is copied to history tables to compare the current and historic data and report the demographic revisions appropriately. If you select Yes and the current month is outside of March through July, the history tables are updated with the summer submission data.
To reload specific employees, select No and specify which employees to load. Use | (pipe) to separate multiple employees. Only the records of the employees chosen are cleared before being reloaded.
If loading the fall snapshot data, you can purge contracted instructional staff data because 055 records are not reported during the summer submission. Click Yes to purge contracted instructional staff data.
Select the Destination for the error log:
Select File to save the log in .log format. In the File Name field, specify a path and file name.
Select Screen to save the log in .pdf format.
Click OK.
If loading data from March through July, you can upload 305 staff data records from a text file. Click Yes to upload the data.
Specify the path and file name of the text file containing the 305 Staff Data – Teacher Class Assignment records created during the Prerequisites setup and click OK.
The records are loaded into a new table (pem_305) to determine which employees to load for the summer submission. Any existing 305 Staff Data –Teacher Class Assignments data in the pem_305 table is first deleted.
Load Contracted Professional Staff information
Use the PEIMS Personnel Information - Load Contracted Professional Staff page to upload personnel information from a comma-delimited file for contracted professional staff working in the classroom. For information about the file layout, refer to File Layout - Contracted Professional Staff Information.
Select Load Contracted Professional Staff.
Enter the Name of File to Load, then click Accept.
File layout - Contracted professional staff information
The following table lists the columns, names, and descriptions for the contracted professional staff information’s comma-delimited file.
Column | Name | Description |
|---|---|---|
A | Staff ID | The employee’s social security number. The format is ###‐##‐#### (must include dashes). |
B | First Name | The employee’s first name. Do not use periods. Do not use any punctuation other than a hyphen or a single apostrophe. |
C | Middle Name | The employee’s middle name. Do not use periods. Do not use any punctuation other than a hyphen or a single apostrophe. This field may be left blank. |
D | Last Name | The employee’s last name. Do not use periods. Do not use any punctuation other than a hyphen or a single apostrophe. |
E | Generation Code | The employee’s generation suffix For example, Jr., Jr, Sr. |
F | Sex Code | Valid values:
|
G | Total Years Professional Experience | The number of verifiable years of creditable experience. Valid values are 0‐99. |
H | Highest Degree Level Code | The highest post‐secondary degree the employee has earned. Valid values:
|
I | Date of Birth | The employee’s date of birth. The format is MM/DD/YYYY. |
J | Blank | Leave blank |
K | Hispanic | Valid values:
|
L | Indian | Valid values:
|
M | Asian | Valid values:
|
N | Black | Valid values:
|
O | Hawaiian | Valid values:
|
P | White | Valid values:
|
Q | Years’ Experience in District | The number of completed years that a person has been employed in any professional position in the current district or education service center, whether or not there has been any interruption in service. Valid values are 0‐99. |
R | Number Days Employed | The actual number of at‐work days within the school year a person is scheduled to work in the district. This number does not include holidays, weekends, and other days the employee is not expected to work. Valid values are 1 – 366. |
S | Percent Day Employed | Enter the percentage of a standard district workday for which the employee is hired. Valid values are 1‐100. |
T | TX Staff Unique ID | The employee's Unique ID number provided by TEA's Texas Student Data System (TSDS) Unique ID system. |
Do not include quotes around text fields in the file. Records with invalid Social Security numbers are not loaded. If a record already exists in PEIMS for the Staff ID, the record in the comma-delimited file is skipped during the load process. Minimal error checking is performed when running the load process. Ensure that the data in the file is accurate and in the correct format.
Remove records
Use this option to remove all unaffiliated demographic (43/50), payroll accounting (60), and staff responsibility (90) records.
Unaffiliated records do not have an employee attached to them. These records are incomplete and should be removed.
Select Remove, then Yes.
Select OK.