TRA Demographics Extract (Human Resources) (Minnesota)

PATH: Human Resources > Reports > TRA Extracts

The TRA (Teacher Retirement Association) Demographics extract reports information for all staff members within the district eligible for TRA benefits. When demographic information is provided for a new teacher, the Teacher Retirement Association sends a TRA number and a report that lists all newly-assigned TRA numbers.

Image 1: TRA Demographics Extract Editor

Report Logic

  • The most recent status found within the Snapshot date range entered on the extract editor for staff members with a TRA status in Retirement Organization reports.
  • If Report Actively Employed Staff is marked on the extract editor, all staff members actively employed on the Snapshot date report.
  • If Report Status Changes is marked on the extract editor, the following additional logic is applied:
    • If a Terminate Date, Leave Date or Hire Date occurs between the Snapshot date range entered on the extract editor, a record reports.

Report Editor Options

Field

Description

Extract Type

The type of extract being generated. TRA Demographics should be selected for this report.

Snapshot Date

The beginning date on which the report information is extracted. Enter the date in mmddyy format or by clicking the calendar icon and selecting a date.

Previous Snapshot Date

The end date on which the report information is extracted. Enter the date in mmddyy format or by clicking the calendar icon and selecting a date.

Report Actively Employed Staff

If selected, actively employed staff members are included on the extract.

Report Status Changes

If selected, staff members with a status change occurring between the dates entered on the extract editor are included on the extract.

Fiscal Year

The fiscal year from which to report.

Format

The format in which the report will generate. Select State Format(Fixed width) when submitting the report to the state; otherwise select CSV or HTML to review data prior to submission.

Generating the Report

  1. Select TRA Demographics as the Extract Type.
  2. Enter a Snapshot Date.
  3. Enter a Previous Snapshot Date.
  4. Select Report Actively Employed Staff if desired.
  5. Select Report Status Changes if desired.
  6. Select the appropriate Fiscal Year.
  7. Select the desired Format.
  8. Click Generate Extract. The extract will appear in a new window in the selected format.

Image 2: TRA Demographics Extract - State Format(Fixed width)


Image 3: TRA Demographics Extract - CSV


 

Image 4: TRA Demographics Extract - HTML

 

Report Layout

Element

Description

Format, Type and Length

Campus Database

Campus Location

Transition Code

Indicates the information is a demographic header record. Reports as 01.

Numeric, 2 digits

Not Dynamically Stored

Not Dynamically Stored

Employer Unit Number

Identifies the employer unit number as assigned by the TRA.

The 3-digit county number plus the 5-digit district number reports.

Numeric, 8 digits

HrDistirctRetirementInfo.
employerRetirementNumber

Human Resources > District Master > Processing Rules > Employer Retirement Number

Batch Creation Date

Identifies the date on which the report was created.

Date Field, 8 characters

YYYYMMDD

Not Dynamically Stored

Not Dynamically Stored

Batch Creation Time

Identifies the time on which the report was created.

Time Field, 4 characters

HHMM

Not Dynamically Stored

Not Dynamically Stored

Total Number of Records in Batch

Identifies the total number of records extracted.

Numeric, 6 digits

Not Dynamically Stored

Not Dynamically Stored

Filler

N/A

N/A

N/A

N/A

Transaction Code

Indicates the information is a demographic record. Reports as 02.

Numeric, 2 characters

Not Dynamically Stored

Not Dynamically Stored

Name

Identifies the last, first and middle name of the staff member.

Alphanumeric, 55 characters

HrDemographics.lastName
HrDemographics.firstName
HrDemographics.middleName

Human Resources > Personnel > Personnel Master > HR General Information > Last Name, First Name, Middle Name

Street Line 1

Identifies the primary mailing street address.

Alphanumeric, 30 characters

HrHLAddress.street

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Household > Address

Street Line 2

Identifies the second line of the primary mailing address.

Alphanumeric, 30 characters.

HrHLAddress.street

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Household > Address

City

Identifies the city in which the staff member resides.

Alphanumeric, 20 characters 

HrHLAddress.city

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Household > City

State

Identifies the state in which the staff member resides.

Alphanumeric, 2 characters

HrHLAddress.state

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Household > State

Zip

Identifies the Zip code in which the staff member resides.

Numeric, 9 digits

HrHLAddress.zip

Human Resources > Personnel > Personnel Master > HR General Information > Contact Information > Household > Zip

SSN

Identifies the staff member's Social Security Number.

Numeric, 9 digits

HrDemographics.ssn

Human Resources > Personnel > Personnel Master > HR General Information > Social Security Number

Employer-assigned Employee ID

Identifies the unique combination of numbers and letters assigned to the staff member by the employer.

Alphanumeric, 11 characters

HrDemographics.staffNumber

Human Resources > Personnel > Personnel Master > HR General Information > Personnel Number

TRA Number

Identifies the number assigned to the staff member by the Teachers Retirement Association.

If Retirement Organization = TRA and Account Number is blank or "NEW" then this field reports all zeros.

Numeric, 6 characters

HrRetirement.accountNumber

Human Resources > Personnel > Personnel Master > HR General Information > Retirement Information > Account Number

Date of Birth

Identifies the date on which the staff member was born.

Date Field, 8 characters

YYYYMMDD

HrDemographics.birthdate

Human Resources > Personnel > Personnel Master > HR General Information > Birth Date

Exempt Status

Indicates TRA deductions will not be taken from a member's salary because they are exempt. Options include the following:

  • A: Exempt Annuitant
  • B: Exempt Technical College
  • C: Exempt Independent Consultant or Contractor

Alphanumeric, 1 character

HrRetirement.exemptStatus

Human Resources > Personnel > Personnel Master > HR General Information > Retirement Information> Exempt Status

 Filler  N/A N/A N/A N/A
 Filler  N/A N/A N/A N/A

Status Change

Identifies the code representing the staff member's employment status change. See Hire Status Codes, Exit Reason Codes and State Leave Codes for options and mapping.

If Report Status Changes checkbox is marked, the following reports:

  • If Termination Date is between the dates entered on the extract editor, Exit Reason reports.
  • If Leave Date is between the dates entered on the extract editor, State Leave Code reports.
  • If Hire Date is between the dates entered on the extract editor, Hire Status Reports

Numeric, 2 digits

HrEmployment.hireStatus
HrEmployment.exitReason
HrLeaveEvent.stateLeaveCode

Human Resources > Personnel > Personnel Master > HR General Information > Hire Status;
Human Resources > Personnel > Personnel Master > HR General Information > Exit Reason;
Human Resources > Personnel > Personnel Master > HR General Information > Leave Entry > State Leave Code

Effective Date of Status Change

Identifies the date on which the staff member's status changed.

Date Field, 8 characters

YYYYMMDD

HrDemographics.hireDate
HrDemographics.termination
Date
HrLeaveEvent.startDate

Human Resources > Personnel > Personnel Master > HR General Information > Hire Date;
Human Resources > Personnel > Personnel Master > HR General Information > Termination Date;
Human Resources > Personnel > Personnel Master > HR General Information > Leave Entry > Start Date

Gender

Identifies the staff member's gender.

Alphanumeric, 1 character

HrDemographics.gender

Human Resources > Personnel > Personnel Master > HR General Information > Gender

Eligibility Code

The code representing the reason the staff member is eligible for TRA benefits.

Numeric, 2 digits

HrRetirement.eligibilityCode

Human Resources > Personnel > Personnel Master > HR General Information > Retirement Information > Eligibility Code

Filler

N/A

N/A

N/A

N/A

Hire Status Codes

Code
Description
Mapping

00

Not newly Hired

NULL

01

Newly Licensed Staff

01

02

Staff returning to profession after a break in service

03

03

Transferred from another public school system in Minnesota

03

04

Transferred from school in another state, country or a non-public school

03

05

Newly Licensed Staff (out-of-state or country graduate)

01

Exit Reason Codes

Code
Description
Mapping

30

Intra-District transfer from a licensed position to a non-licensed position

02

46

Staff Reduction

15

47

Personal Reasons

02

49

Retirement

02

50

Death

13

51

Educator in Another District

02

52

Educator in Another State of Outside U.S.

02

54

Other Educational Occupation

02

57

Not Offered Reemployment for Reasons Other Than Staff Reduction

02

60

Unknown / Other

02

State Leave Codes

Code
Description
Mapping

10

Family Leave

10

12

Workers Compensation

12

14

Legislative Leave

14

16

Voluntary Leave

16

17

Union Leave

17

18

Part-time teacher program

18

21

Maternity / Paternity / Adoption

07

22

Illness

06

23

Personal Obligations / or Other

11

24

Travel

11

25

Professional Growth

11

26

Military Service

09

28

Extended Leave / Alternative Career Exploration / Sabbatical

05

29

Employed but has no assignment in your district

11