Regular Payroll Records - RP25 - Record Layout and Data Mapping
For the latest file layout information, search for and refer to the current Report Formatting Guide for ISDs, Charter Schools, and Education Service Center Employers on the Teacher Retirement System of Texas (TRS) website.
The following table lists the field names, descriptions, positions, lengths, formats, data sources or valid values, and whether the field is required for the Regular Payroll Records - RP25 record.
Field Name | Description | Position | Length | Format | Data Source or Valid Values | Required or Optional |
|---|---|---|---|---|---|---|
Record Type Code | Indicates the type of regular payroll record. | 1-4 | 4 | Not applicable | The valid value is RP25. | Required |
Employee Identification Number | The employee's Social Security number or TRS member ID number. | 5-13 | 9 | SSN Format: 999999999 TRS Temporary ID format: XX9999999 | Retrieved from the Social Security/TRS ID field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Required |
Date of Birth | The employee's date of birth. | 14-21 | 8 | MMDDYYYY | Retrieved from the Birth Date field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Required |
Gender Code | The employee's gender. | 22-22 | 1 | Not applicable | Valid values:
Retrieved from the Gender field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Required |
Last Name | The employee's last name. | 23-52 | 30 | Not applicable | Retrieved from the Last Name field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Required |
First Name | The employee's first name. | 53-77 | 25 | Not applicable | Retrieved from the First Name field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Middle Name | The employee's middle name. | 78-102 | 25 | Not applicable | Retrieved from the Middle Name field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Generation | The employee’s name suffix. | 103-106 | 4 | Not applicable | Valid values:
Retrieved from the Suffix field on the Member tab of the TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Position Code | The employee's TRS position code. | 107-108 | 2 | Not applicable | Valid values:
Retrieved from the TRS Position Code field in the General section of the TX TEAM Report - Payroll (RP20/RP25) page. | Required |
Hours Worked Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 109-109 | 1 | Not applicable | Valid values:
| Optional |
Hours Worked Adjustment | The net difference between the original amount reported and the correct amount of hours worked in the reporting month. Hours should not be reported for substitutes. | 110-112 | 3 | 999 | Retrieved from the Hours Worked field in the Net Adjustment section of the Employee Time tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Hours Scheduled Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 113-113 | 1 | Not applicable | Valid values:
| Optional |
Hours Scheduled Adjustment | The net difference between the original amount reported and the correct amount of hours scheduled per week. Report this value only if the employee's actual hours are not tracked. Hours should not be reported for substitutes. | 114-115 | 2 | 99 | Retrieved from the Hours Scheduled field in the Net Adjustment section of the Employee Time tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Days Worked Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 116-116 | 1 | Not applicable | Valid values:
| Optional |
Days Worked Adjustment | The net difference between the number of days originally reported and the correct number of days in the reporting month. | 117-118 | 2 | 99 | Retrieved from the Days Worked field in the Net Adjustment section of the Employee Time tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Zero Days Reason Code | The reason for the value 0 in the Days Worked field. | 119-119 | 1 | Not applicable | Valid values:
Retrieved from the Zero Days Reason Code field in the Current Data section of the Employee Time tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Eligible TRS Gross Compensation Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 120-120 | 1 | Not applicable | Valid values:
| Optional |
Eligible TRS Gross Compensation Adjustment | The net difference between the original amount reported and the correct amount of regular eligible compensation, entered without the dollar sign ($), commas, or a decimal point. This amount should not include any performance pay. | 121-129 | 9 | 999999999 | Retrieved from the Eligible TRS Gross field in the Net Adjustment section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Performance Pay Gross Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 130-130 | 1 | Not applicable | Valid values:
| Optional |
Performance Pay Gross Adjustment | The net difference between the original amount reported and the correct amount of performance pay, entered without the dollar sign ($), commas, or a decimal point. Only Public Schools and Charter Schools should report this amount. | 131-139 | 9 | 999999999 | Retrieved from the Performance Pay Gross field in the Net Adjustment section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Total Gross Compensation Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 140-140 | 1 | Not applicable | Valid values:
| Optional |
Total Gross Compensation Adjustment | The net difference between the original amount reported and the correct amount of total gross compensation from the Payroll System/Register for the employee. | 141-149 | 9 | 999999999 | Retrieved from the Total Gross field in the Net Adjustment section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Member Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 150-150 | 1 | Not applicable | Valid values:
| Optional |
Member Contribution Adjustment | The net difference between the original amount reported and the correct amount of the regular monthly member retirement contribution reported. | 151-159 | 9 | 999999999 | Retrieved from the Member Contribution field in the Net Adjustment section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Member TRS-Care Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 160-160 | 1 | Not applicable | Valid values:
| Optional |
Member TRS-Care Contribution Adjustment | The net difference between the original amount reported and the correct amount of the member's contribution to TRS-Care based on regular eligible compensation reported for the adjustment month. | 161-169 | 9 | 999999999 | Retrieved from the Member TRS-Care Contribution field in the Net Adjustment section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
RE TRS-Care Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 170-170 | 1 | Not applicable | Valid values:
| Optional |
RE TRS-Care Contribution Adjustment | The net difference between the original amount reported and the correct amount of the reporting employer's contribution to TRS-Care based on eligible compensation reported for the adjustment month. | 171-179 | 9 | 999999999 | Retrieved from the RE TRS-Care Contribution field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Service Credit Purchase Deduction Adjustment | The net difference between the original amount reported and the correct amount of the monthly installment payment of the member's service credit purchase. Positive adjustments only; negative adjustments are not allowed for service credit purchases. | 180-188 | 9 | 999999999 | Retrieved from the Service Credit Purchase Deduction field in the Net Adjustment section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Service Credit Tax Shelter Flag | Indicates the type of payroll deduction for service credit. | 189-189 | 1 | Not applicable | Valid values:
Retrieved from the Service Credit Tax Shelter Flag field in the Current Data section of the Employee Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Eligible Compensation Paid from Federal Funds/Private Grants Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 190-190 | 1 | Not applicable | Valid values:
| Optional |
Eligible Compensation Paid from Federal Funds/Private Grants Adjustment | The net difference between the original amount reported and the correct amount of eligible compensation paid from Federal funds or private grants for the adjustment month. | 191-199 | 9 | 999999999 | Not applicable | Optional |
Federal Fund/Private Grant Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 200-200 | 1 | Not applicable | Valid values:
| Optional |
Federal Fund/Private Grant Contribution Adjustment | The net difference between the original amount reported and the correct amount of the state's matching contribution based on eligible compensation paid from Federal funds or private grants for the adjustment month. | 201-209 | 9 | 999999999 | Retrieved from the Federal Contribution field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Federal TRS-Care Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 210-210 | 1 | Not applicable | Valid values:
| Optional |
Federal TRS-Care Contribution Adjustment | The net difference between the original amount reported and the correct amount of the state TRS-Care matching contribution based on eligible compensation paid from Federal funds or private grants for the adjustment month. | 211-219 | 9 | 999999999 | Retrieved from the Federal TRS-Care Contribution field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
RE Payment for New Member Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 220-220 | 1 | Not applicable | Valid values:
| Optional |
RE Payment for New Member Contribution Adjustment | The net difference between the original amount reported and the correct amount of the state's matching contribution on eligible compensation paid to a new TRS member during the first 90 days of employment. | 221-229 | 9 | 999999999 | Retrieved from the New Member Contribution field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
RE Public Education Employer Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 230-230 | 1 | Not applicable | Valid values:
| Optional |
RE Public Education Employer Contribution Adjustment | The net difference between the original amount reported and the correct amount of the reporting employer's contribution amount for TRS-eligible compensation paid to employees for the adjustment month. | 231-239 | 9 | 999999999 | Retrieved from the Non-OASDI Member Contribution field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
State Minimum Compensation Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 240-240 | 1 | Not applicable | Valid values:
| Optional |
State Minimum Compensation Adjustment | The net difference between the original amount reported and the correct amount of the state minimum compensation for the adjustment month. Only applicable to Independent School Districts and Charter Schools. Field should be padded with zeroes for all other RE Types. | 241-249 | 9 | 999999999 | Retrieved from the Adjusted State Minimum Compensation field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Statutory Minimum Contribution Adjustment Sign | Indicates whether the adjustment for this amount is a net negative or positive. | 250-250 | 1 | Not applicable | Valid values:
| Optional |
Statutory Minimum Contribution Adjustment | The net difference between the original amount reported and the correct amount of the state's matching contribution for eligible compensation paid above the state minimum during the adjustment month. Only applicable to Independent School Districts and Charter Schools. Field should be padded with zeroes for all other RE Types. | 251-259 | 9 | 999999999 | Retrieved from the Statutory Minimum Contribution field in the Net Adjustment section of the Employer Share tab on TX TEAM Report - Payroll (RP20/RP25) page. | Optional |
Adjusted Report Period | The month and year of the adjusted report. | 260-265 | 6 | MMYYYY | Retrieved from the Report Month and Report Year fields in the General section of the TX TEAM Report - Payroll (RP20/RP25) page. | Required |