Personnel Information

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

Choose PEIMS from the main navigation menu, then choose All. Click Personnel Information.

Prerequisites

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):

Columns	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

Demographic Tab (040, 043, 050)

Field	Description
Staff Type	Select: District Employee Contracted Professional Staff Campus Charter Teacher
Total Professional Years	Employee's total number of professional years. Integer/2
Highest Degree	Select: 0 - NO BACHELOR'S DEGREE OR HIGHER 1 - BACHELOR'S 2 - MASTER'S 3 - DOCTORATE
District Years of Experience	The total number of years of experience in the district. Use for Professional staff only.
Number Days Employed	The number of days per year the employee works.
Percent Days Employed	Percent of the standard district day the employee works.
PK Teacher Requirement	Select: 01 - Certification through a training center 02 - OBSOLETE 03 - Be employed as a PK teacher 04 - OBSOLETE 05 - Child Development Associate credential 06 - Completion of Texas School Ready Training 07 - Has a degree in early childhood education 08 - At least 8 years experience 09 - Contract - At least 2 years and CDA credential 10 - Contract - At least 2 years and MAC certification 11 - Contract - Been employed as a PK teacher 12 - Contract - Has a degree in early childhood education 13 - Contract - At least 8 years experience
Auxiliary Role ID	Code identifying the employee's auxiliary role.
Paraprofessional Certified	Select: 0 - Employee is not certified 1 - Employee is certified
TIA National Board Certified	Select this option if the employee is an active Teacher Incentive Allotment (TIA) national board certified teacher.
TIA Designation	Select this option if the employee has an active TIA designation.
TIA LEA Designation Pending	Select this option if the employee has a TIA Local Education Agency (LEA) submitted designation pending.

Payroll Accounting Tab (060)

For the Fund, Function, Object, Orgn, and Year fields, refer to the Organization Charts table for more information.

Field	Description
Activity Code	Code identifying the employee's payroll activity. For details, refer to Activity.
Fund	Three-digit code identifying the PEIMS fund for this activity.
Function	Two-digit code identifying the PEIMS function for this activity.
Object	Four-digit code identifying the PEIMS object for this activity.
Orgn	Three-digit code identifying the PEIMS organization for this activity.
Year	Single-digit code identifying the PEIMS year for this activity.
Program Code	Code identifying the program for this activity. For details, refer to Programs.
Pay Amount	Amount paid for this activity rounded to the nearest dollar.

Staff Responsibilities Tab (090)

Field	Description
Campus	Code identifying the employee's campus.
Role	Code identifying the employee's role.
Service	Code identifying the employee's PEIMS service.
Population	Code identifying the type of students with whom the employee works.
Class Type	Valid values: 01 - Regular 02 - Non-Regular
Class ID	Identification for the employee's class.
Monthly Minutes	The total number of minutes the employee works in a month.
No Student	The number of students in the employee's class.
Grade Level	The grade level taught by the employee.
ESC SSA Staff Indicator	Single-digit ESC SSA (Shared Services Arrangement) staff indicator code. If a school district, leave blank.
Days Taught Weeks 1 through 4	For each week's field, enter the number of days taught between 0 and 5.
Minutes Taught Weeks 1 through 4	For each week's field, enter the number of minutes worked.

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.

On the action bar, click 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 in March through July, all demographic data (040 and 043 records) is copied to history tables to perform comparisons between 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 have the option to 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 have the option to 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.

On the action bar, click Load Contracted Professional Staff.
Specify the Name of File to Load, then click Accept.

File Layout - Contracted Professional Staff Information

The comma-delimited file must contain the following contracted professional staff information:

Name	Description
Staff ID	The employee’s social security number. The format is ###‐##‐#### (must include dashes).
First Name	The employee’s first name. Do not use periods. Do not use any punctuation other than a hyphen or a single apostrophe.
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.
Last Name	The employee’s last name. Do not use periods. Do not use any punctuation other than a hyphen or a single apostrophe.
Generation Code	The employee’s generation suffix For example, Jr., Jr, Sr.
Sex Code	Valid values: M - Male F - Female
Total Years Professional Experience	The number of verifiable years of creditable experience. Valid values are 0‐99.
Highest Degree Level Code	The highest post‐secondary degree the employee has earned. Valid values: 0 - No Bachelor’s degree or higher 1 - Bachelor’s degree 2 - Master’s degree 3 ‐ Doctorate
Date of Birth	The employee’s date of birth. The format is MM/DD/YYYY.
Hispanic	Valid values: 0 - Not Hispanic 1 - Hispanic
Indian	Valid values: 0 - Not Indian 1 - Indian
Asian	Valid values: 0 - Not Asian 1 - Asian
Black	Valid values: 0 - Not Black 1 - Black
Hawaiian	Valid values: 0 - Not Hawaiian 1 - Hawaiian
White	Valid values: 0 - Not White 1 - White
Prior Staff ID	The employee’s prior staff ID, if applicable. The format is ###‐##‐#### (must include dashes).
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.
Number Days Employed	The actual number of at‐work days within the school year that 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.
Percent Day Employed	Enter the percentage of a standard district workday for which the employee is hired to work. Valid values are 1‐100.

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.

Choose Remove, then click Yes.