Personnel > Utilities > Extract Teacher Service Record

Extract stored employee data to create service records. The TEA Teacher Service Record guidelines can be found at https://tea.texas.gov/texas-educators/salary-and-service-record/teacher-salary-and-service-information.

You can enter other criteria below the Pay Type if needed. For example, the Employee Nbr.

❏ Click Execute to start the process. A data preview report is displayed with a list of employees meeting the selected criteria. Any employees who have a service record already for the current year will have 2 or more lines, one of which will be highlighted in green. The row highlighted in green represents the initial extract. Review all rows for each employee to determine which should be permanently written to the service record. Select Delete for the rows to be deleted. Otherwise, click Cancel.

When initially displayed, the Delete check box is not selected for each employee in the list. Leave the Delete check box blank for each employee for whom a row should be created. For each extracted employee marked as New for whom a row should not be created, select Delete to prevent those employees from being extracted. If employees have existing rows in the service record table, the page also displays those rows, and the rows are not marked as New. Instead, the New column is blank, and if Delete is selected, the row is deleted from the service record table.

If multiple pay frequencies are selected, and an employee exists on multiple pay frequencies, all jobs associated with the employee, as well as any leave associated with the primary job in each frequency, are displayed. The leave balances are not combined but are displayed individually for each primary job.

The Nbr of Days Empld field for the service record is based on the Job Info Nbr of Days Empld field for each job being extracted.

• If the employee has been docked for any leave day for any leave type (not just state-based leave types), the service record Nbr of Days Empld field will be reduced for the primary job.
• If the employee has any service record day adjustments reported on the Abs Ded or Cd Abs Ded transmittal pages, those service record day adjustments will be associated with the same job as used for the transmittal when calculating the service record Nbr of Days Empld field.
• If there are transmittals on the Abs Ded or Cd Abs Ded pages for an employee where the job code for the transmittal no longer exists in the employee’s job master, the primary job service record days will be adjusted based on those transmittals.

❏ Identify and delete the employees for which you do not want to create service records.

• Click Select Delete to select the Delete check box for each row. Rows marked as “New” will not be selected for deletion.
• Click Unselect Delete to clear the Delete check box for each row.

❏ Click Continue to view the Teacher Service Record Extract Rows Deleted report. Review the report. If there are no applicable records, the Rows Deleted report is not displayed, and the Rows Created report is displayed instead. Otherwise, click Cancel to cancel the process and return to the Extract Teacher Service Record page.

❏ Click Continue to view the Teacher Service Record Extract Rows Created report. Otherwise, click Cancel to cancel the process and return to the Extract Teacher Service Record page.

It is very important to carefully review this report to ensure the accuracy of the information, and that only the employees that meet the selection criteria are displayed. Carefully review the report, make any changes that may be necessary, and then re-extract the service record data as needed.

❏ Click Process to proceed. The service records in the Service Record Maintenance tab for the selected employees and for the selected school year are deleted and/or extracted. The deleted records cannot be retrieved unless an import is performed.

❏ Click Cancel to cancel the process and return to the Extract Teacher Service Record window.

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