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| − | APPENDIX D – ERROR CODES & MESSAGES
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| − | The following information is provided to assist in responding to any edits which have been generated from the Profile of Educational Personnel (PEP) data submission. There are three types of PEP edits:
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| − | TYPE RESULT
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| − | 1 Critical Error An error occurred that caused the program to stop processing at that point the remaining data on that particular record; records with that specific SSN are not added to the database.
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| − | 2 Error An error occurred while processing a record; the data were not loaded to the database. Only Error-Free Records are loaded to the PEP database.
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| − | 3 Warning Record processed AND loaded to the database.
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| − | APPENDIX D – ERROR CODES & MESSAGES
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| − | The following information is provided to assist in responding to any edits which have been generated from the Profile of Educational Personnel (PEP) data submission. There are three types of PEP edits:
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| − | TYPE
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| − | RESULT
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| − | 1
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| − | Critical Error
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| − | An error occurred that caused the program to stop processing at that point the remaining data on that particular record; records with that specific SSN are not added to the database.
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| − | 2
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| − | Error
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| − | An error occurred while processing a record; the data were not loaded to the database. Only Error-Free Records are loaded to the PEP database.
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| − | 3
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| − | Warning
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| − | Record processed AND loaded to the database.
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| − | Records that have generated Critical Errors or Errors must be corrected and resubmitted error-free.
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| − | Warnings, however, merely indicate that the data submitted appear to be unusual. Therefore, warnings require a verification of the data that generated the warning and an appropriate change ONLY IF the data are indeed incorrect.
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| − | The edits have been numbered and the Error Correction Report designed to make error identification and correction as easy as possible for the user. The edit numbers have been grouped by data element and are listed in this guide in numerical order. To research and correct data errors, proceed as follows:
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| − | 1. Find the edit number in the Batch Edit Guide that matches the edit number listed on the most recent error correction report.
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| − | 2. Perform the suggested method of data correction.
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| − | The following is a description of commonly used terms:
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| − | 1. Digits - the digits 0 through 9
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| − | 2. Alphabet - the letters of the alphabet and some special characters
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| − | (Note: All Alpha Characters must be Uppercase)
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| − | Characters - the digits 0 through 9, letters of the alphabet, and special characters.
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| − | The following error code definitions describe error messages that may be received after processing data for the PEP. These messages are designed to facilitate the correction of errors before data are resubmitted.
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| − | Special error messages notes:
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| − | Error Messages 1 through 5 and 7 apply to all PEP Records. The data contained in these fields govern the System Indicator, Transaction Code, Beginning School Session, Sponsor Code, and Site Code. All of these elements are pivotal to the processing of your district’s PEP file. If an error occurs in one of these fields, it will generate a Critical Error.
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| − | PEP User Guide Revised: 08/15/2018 87
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| − | Error Messages beginning with “1XX” are generated from data errors that occurred on the Staff Record (PEP Record Type 100).
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| − | Error Messages beginning with “2XX” are generated from data errors that occurred on the Site Position or Class Schedule Record (PEP Record Type 200 or 210).
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| − | Error Messages beginning with “3XX” are generated from data errors that occurred on the Non-Attendance Record (PEP Record Type 300).
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| − | Error Messages beginning with “9XX” are generated from data errors that occurred on the Vacant Position Record. Vacant Position Records are identified with the SSN = to 999 followed by the three-digit Sponsor Code followed by a three-digit sequential number beginning with 001.
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| − | Record 100 Errors (1xx)
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| − | 001. Critical Error: Invalid System Indicator
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| − | Cause: System Indicator not = "PEP" or the field is blank.
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| − | Solution: Change the value to "PEP".
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| − | 002. Critical Error: Invalid Transaction Code
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| − | Cause Transaction Code not = "100", “200", "210", “300", or the field is blank.
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| − | Solution: Change the value to “100", “200", "210", or "300".
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| − | 003. Critical Error: Invalid Beginning School Session Year
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| − | Cause: Information in this field does not match the Header Record school session or the Beginning School Session year is not valid to the current opened database.
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| − | Solution: Change the value to match the Header Record Beginning School Session Year or make sure information being submitted is for the current opened database.
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| − | 004. Critical Error Invalid Sponsor Code
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| − | Cause: Sponsor Code does not match that of the Header Record or is not a valid Sponsor Code.
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| − | Solution: Change the value to match the Sponsor Code of the Header Record.
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| − | 005. Error: Invalid Sponsor Code for Site Code
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| − | Cause: Sponsor Code and first three digits of Site Code do not match.
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| − | Solution: Verify the correct value for Sponsor Code or Site Code.
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| − | 006. Critical Error: Discontinued Edit
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| − | Cause:
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| − | Solution:
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| − | 007. Critical Error: Invalid Site Code
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| − | Cause: Site Code not found on Sponsor Site database, Site is closed, or Site is not required to submit PEP data.
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| − | PEP User Guide Revised: 08/15/2018 88
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| − | Solution: Verify the Site Code.
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| − | 008. Error: Invalid Filler (bytes 14 -19) on STAFF Record
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| − | Cause: Positions 14-19 on the Staff Record must be blank.
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| − | Solution: Make spaces 14-19 on the Staff record blank.
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| − | 009. Error: Invalid Filler (bytes 14 -19) on Non-Attendance Record
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| − | Cause: Positions 14-19 on the Non-Attendance Record must be blank.
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| − | Solution: Make spaces 14-19 on the Non-Attendance record blank.
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| − | 011. Error: Invalid Social Security Number
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| − | Cause: Social Security Number is not numeric, is not within the valid range
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| − | 000000001-799999999, does not begin with 998 0r 999, or field is blank.
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| − | Solution: Change Social Security Number to be a numeric value within the valid range
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| − | 000000001-799999999 or it must begin with 998 or 999 for Post-Secondary or Vacant position respectively.
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| − | 012. Error: SSN Duplicated Within LEA
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| − | Cause: Social Security Number must be unique within LEA (Only one Staff Record per SSN).
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| − | Solution: Validate the Social Security Number so that it is unique within your LEA.
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| − | 013. Error: SSN Duplicated in 2 or More Districts for October 1 collection period
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| − | Cause: Social Security Number cannot be reported in 2 or more Districts as a Full time Employee.
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| − | Solution: Validate the Social Security Number so that a full time employee is reported within one district.
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| − | 014. Error: Database Closed for Processing
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| − | Cause: PEP data have been transmitted outside of the submission dates listed in the current PEP Time Line.
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| − | Solution: Confirm the submission dates as outlined in the PEP Time Line.
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| − | 015. Error: Class Schedule Record Invalid for October 1 or June 30 End-Year collection period
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| − | Cause: Class Schedule Records may not be included for the October 1 or End Year, June 30 collection period.
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| − | Solution: Do not include Class Schedule Records with the October 1 or End Year, June 30 collection period.
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| − | 016. Error: Discontinued Edit
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| − | Cause:
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| − | Solution:
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| − | 017. Error: SSN Bytes 4-6 Must = Sponsor Code for Generated SSN
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| − | Cause: Social Security Number is a Generated SSN, but Social Security Number (pos 4-6) does not equal Sponsor Code.
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| − | PEP User Guide Revised: 08/15/2018 89
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| − | Solution: Change Social Security Number (pos 4-6) to equal the Sponsor Code for a Generated SSN
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| − | 100. Error: Invalid Last Name
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| − | Cause: The first byte of the Last Name is space or the second and third bytes are spaces,
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| − | or a byte is not A-Z, apostrophe, or dash.
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| − | Solution: Verify and change to the staff's correct Last Name.
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| − | 102. Error: Invalid Staff Name (suffix)
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| − | Cause: At least one byte of Suffix Name is not A-Z, period, or space.
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| − | Solution: Verify and change to the staff's correct Name suffix.
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| − | 104. Error: Invalid First Name
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| − | Cause: The first byte of the First Name is a space and/or each other byte is not A-Z, an
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| − | apostrophe, dash or space.
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| − | Solution: Verify and change to the staff's correct First Name.
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| − | 106. Error: Invalid Middle Name
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| − | Cause: At least one byte of Middle Name is not A-Z, apostrophe, dash, period.
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| − | Solution: Verify and change to the staff's correct Middle Name.
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| − | 108. Error: Invalid Sex Code
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| − | Cause: Sex Code not = "M" or "F".
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| − | Solution: Change value to "M" or "F".
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| − | 110. Error: Invalid Ethnic Race Data
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| − | Cause: Only “Y” or “N” is accepted in any of the ethnicity fields.
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| − | Solution: Verify that only “Y” or “N” are in the ethnicity fields.
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| − | 111. Error: Invalid Ethnic Race data at least one must be selected (one must be checked "Y")
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| − | Cause: At least one byte of the ethnicity fields must be “Y”.
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| − | Solution: Change at least one value in the ethnicity field =”Y”.
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| − | 115. Error: Invalid Contract Day Count
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| − | Cause: Contract Day Count not numeric, not > 0, not <= maximum value, or blank.
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| − | Solution: Enter the correct Contract Day Count.
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| − | 117. Error: Invalid Data for Employee Status Code
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| − | Cause: Data in certain fields may need to be default values. This includes Retirement System Code, PIP Salary Amount, Total Salary Amount, Contract Day Count, and Workday Minute Count, depending on employee status code.
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| − | Solution: Make sure that the Status Code of Employee is correct or set the salary information on the Staff Record (Record 100) to the default values.
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| − | 118. Error: Invalid Workday Minute Count
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| − | PEP User Guide Revised: 08/15/2018 90
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| − | Cause: Workday Minute Count not numeric, not > 0, not <= maximum value on Annual Edit Table.
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| − | Solution: Enter the correct Workday Minute Count.
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| − | 120. Error: No Site-Position Record
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| − | Cause: Each Staff Record must have at least one Site-Position Record.
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| − | Solution: Verify the existence of a matching Site-Position Record
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| − | 125. Error: Invalid Employee Type Code
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| − | Cause: Employee Type Code not = "F" or "P", or field is blank.
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| − | Solution: Change the value to "F" for Full-time or "P" for Part-time.
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| − | 130. Error: Invalid Teaching Certificate Data
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| − | Cause: Teaching Certificate Data (Type Code, Number) invalid or blank when it is required.
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| − | Solution: Correct the Certificate Data to valid values or blank depending on Employee Status Code.
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| − | 131. Error: Certificate Not Reported for Instructional Position
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| − | Cause: Certificate must be reported for an Instructional Position unless 1-Program is
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| − | Head Start, 2-ROTC, 3-Post-Secondary employee or 4-Teaching Certificate Exception Code is reported.
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| − | Solution: Report the Teacher’s Certificate for an Instructional Position or report the
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| − | Exception Code, since it is not a Head Start, ROTC Program, or Post-Secondary.
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| − | 132. Error: Certificate Number Duplicated within LEA at site
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| − | Cause: Duplicate Certificate Numbers are reported by LEA at this site.
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| − | Solution: Validate the Certificate Numbers for uniqueness.
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| − | 133. Error: Years Experience Count Invalid for Certificate Type
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| − | Cause: Allowed Years Experience Count less than that allowed for Certificate Type
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| − | Solution: Change the Allowed Years Experience Count to match the Certificate Type
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| − | Code requirements.
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| − | 135. Error: Certificate Does Not Match Name & SSN on Teacher Certification Database
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| − | Cause: Certificate Number incomplete or not correct, or Name and SSN do not match
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| − | Name and SSN on Teacher Certification database.
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| − | Solution: Verify correct SSN and legal name. Change name and SSN on either PEP or
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| − | Teacher Certification database, whichever is in error.
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| − | 136. Error: Certificate Not Found on Teacher Certification Database
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| − | Cause: Certificate Number incomplete or not correct and cannot be found on Teacher
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| − | Certification database.
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| − | Solution: Verify Certificate Type Code, Certificate Number, and Certificate Suffix Code
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| − | and submit the valid certificate.
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| − | PEP User Guide Revised: 08/15/2018 91
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| − | 137. Error: Certificate Does Not Match SSN on Teacher Certification Database
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| − | Cause: PEP SSN does not match the SSN on the Teacher Certification database.
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| − | Solution: Verify the correct SSN. Change the database with the error, either PEP or Teacher Certification.
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| − | 138. Warning: Certificate Last Name Does Not Match Name on Teacher Certification Database
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| − | Cause: Last Name reported on PEP does not match last name on Teacher Certification
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| − | Database.
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| − | Solution: Verify the correct legal last name. Change the name on whichever database is in error,
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| − | either the PEP or Teacher Certification database.
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| − | 139. Error: Certification Number Incomplete: Suffix Missing
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| − | Cause: Certification Number Incomplete: Suffix Missing.
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| − | Solution: Change the Certification Number to include a valid Suffix.
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| − | 147. Error: Tenure Lost Reason Code Invalid for Tenure Status Code
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| − | Cause: Reason code should be blank for Tenure Status Code = 00, 01, and 02.
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| − | Solution: Change Tenure Lost Reason Code to blank.
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| − | 148. Error: Tenure Lost Date Invalid for Tenure Status Code
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| − | Cause: Tenure Lost Date should be blank for Tenure Status Code = 00, 01, and 02.
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| − | Solution: Change Tenure Lost Date to blank.
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| − | 149. Error: Tenure Add Date Invalid for Tenure Status Code
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| − | Cause: Tenure Add Date should be blank for Tenure Status Code = 00 and 02.
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| − | Solution: Change Tenure Add Date to blank.
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| − | 150. Error: Invalid Teaching Certificate Exception Code
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| − | Cause: Teaching Certificate Exception Code not blank or not a valid value.
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| − | Solution: Change Certificate Exception Code to blank or to a valid value.
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| − | 151. Error: Teaching Certificate Exception Code Invalid for Non-Instructional Staff
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| − | Cause: Teaching Certificate Exception Code should not be reported for
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| − | non-instructional positions.
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| − | Solution: Change Certificate Exception Code to blank for Non-Instructional Staff.
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| − | 153. Error: Teaching Certificate Exception Code Invalid with Certificate
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| − | Cause: Teaching Certificate Exception Code is invalid when a Teaching Certificate
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| − | Number is reported.
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| − | Solution: Remove Teaching Certificate Exception Code when a Teaching
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| − | Certificate Number is reported.
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| − | 155. Error: Invalid Tenure Status Code
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| − | Cause: Tenure Status Code must be 00, 01, 02, or 03 for employee status code 01, 05, and 06.
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| − | Solution: Change to a valid Tenure Status Code.
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| − | 156. Error: Invalid Tenure Add Date
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| − | PEP User Guide Revised: 08/15/2018 92
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| − | Cause: Tenure Add Date should be blank for Tenure Status Code = 00 and 02
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| − | Solution: Change Tenure Add Date to blank.
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| − | 157. Error: Invalid Tenure Lost Date
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| − | Cause: Tenure Lost Date should be blank for Tenure Status Code = 00, 01 and 02
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| − | Solution: Change Tenure Lost Date to blank.
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| − | 158. Error: Invalid Tenure Lost Reason Code
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| − | Cause: Tenure Lost Reason Code should be blank for Tenure Status Code = 00, 01 and 02, and should be a valid value (00, 01, 02) for Tenure Status Code = 03
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| − | Solution: Change Tenure Lost Reason Code to a valid value or blank.
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| − | 159. Error: Tenure Status Cd Invalid for Employee Status Cd
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| − | Cause: Tenure Status code should be blank for employee status code = 02, 03 and 04.
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| − | Solution: Change Tenure Status Code to blank.
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| − | 160. Error: Invalid Educational Level Code
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| − | Cause: Educational Level Code not valid.
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| − | Solution: Change Educational Level Code to a valid value.
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| − | 161. Warning: Educational Level Does Not Match Level on Certificate
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| − | Cause: Educational Level must match level on Certificate.
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| − | Solution: Change Educational Level to match level on Certificate or update Certificate.
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| − | 162. Error: Educational Level Less Than Bachelor for Instructional Position
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| − | Cause: Educational Level must be at least Bachelor, unless ROTC or Certificate Type
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| − | Code = "AN", "VT", "VP", or "FL" which was Exception Code="3".
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| − | Solution: Change Educational Level Code to Bachelor or higher for Instructional Position.
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| − | 164. Error: Invalid Date of Hire
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| − | Cause: Date of Hire for staff is invalid or missing.
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| − | Solution: Add Date of Hire for staff member.
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| − | 165. Error: Invalid Allowed Years Experience Count
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| − | Cause: Allowed Years Experience Count not numeric, not in valid range, or field is blank.
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| − | Solution: Change Allowed Years Experience Count to be in the valid range of numeric
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| − | values.
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| − | 166. Error: Invalid Highly Qualified Flag Occurrence: xx
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| − | Cause: xx number of Highly Qualified Flags are not valid values.
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| − | Solution: Flag must be Y or N (blanks and other characters not valid)
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| − | 167. Error: Invalid Employee Status Code
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| − | Cause: Employee Status Code not a valid value.
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| − | Solution: Change code to a valid value (01, 02, 03, 04, 05, or 06)
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| − | 170. Error: Invalid Retirement System Code
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| − | PEP User Guide Revised: 08/15/2018 93
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| − | Cause: Retirement System Code is not a valid value.
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| − | Solution: Change Retirement System Code to a valid value or a blank, if appropriate.
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| − | 175. Error: Invalid Retiree Return to Work Code
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| − | Cause: Retiree Return to Work Code not blank and not a valid value.
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| − | Solution: Change Retiree Return to Work Code to a blank or a valid value.
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| − | 180. Error: Invalid Sabbatical Status Code
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| − | Cause: Sabbatical Status Code not a valid value and not blank.
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| − | Solution: Change Sabbatical Status Code to a valid value or blank.
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| − | 181. Error: Sabbatical Status Code Invalid for Non-Instructional Position
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| − | Cause: Sabbatical Status Code cannot be used with a non-instructional position.
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| − | Solution: Verify that the object and function codes refer to an Instructional Position when
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| − | using a Sabbatical Status Code.
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| − | 185. Error: PIP Salary Amount Not Numeric
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| − | Cause: PIP Salary Amount must be numeric.
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| − | Solution: Change PIP Salary Amount to a numeric value.
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| − | 186. Error: PIP Salary Amount Invalid: No Certificate Reported
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| − | Cause: PIP Salary Amount cannot be greater than zero when No Certificate is reported.
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| − | Solution: Change PIP Salary Amount to zero or add the certificate number.
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| − | 187. Error: PIP Salary Amount not between Minimum and Maximum Amounts Allowed
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| − | Cause: PIP Salary Amount must be between Minimum (1129) and Maximum (3721) Amounts.
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| − | Solution: Verify the PIP Salary Amount to ensure it is between the Minimum and Maximum
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| − | Amounts Allowed when PIP Salary Amount is greater than zero.
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| − | 190. Error: Invalid Total Salary Amount
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| − | Cause: Total Salary Amount not numeric, not in the valid range, or field is blank.
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| − | Solution: Change Total Salary Amount to a numeric value in the valid range.
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| − | 191. Error: Total Salary Amount Not Equal to the Sum of Salary Amounts on Site-Position records
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| − | Cause: Total Salary Amount must equal the Sum of Salary Amounts on all Site-Position
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| − | Records.
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| − | Solution: Recalculate the Total Salary Amount to equal sum of all Salary Amounts on all
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| − | Site-Position Records.
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| − | 193. Error: Total Salary < Minimum Wage for Non-Instructional Position
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| − | Cause: Total Salary must be >or = Minimum for Non-Instructional Positions.
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| − | Solution: Recalculate Total Salary to be >or = Minimum for a Non-Instructional Position.
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| − | PEP User Guide Revised: 08/15/2018 94
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| − | 195. Error: Invalid Salary Reduction Code
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| − | Cause: Salary Reduction Code is not a valid code of 1, 2, 3, or blank.
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| − | Solution: Change the Salary Reduction Code to a valid value of 1, 2, 3, or blank.
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| − | 196. Error: Salary Reduction Code Invalid for October 1 Data Collection
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| − | Cause: Salary Reduction Code may not be entered for October 1 Data Collection.
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| − | Solution: Enter blank spaces for the Salary Reduction Code field.
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| − | Record 200 Errors (2xx)
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| − | 207. Error: No Matching Staff Record
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| − | Cause: A corresponding Staff Record was not submitted with the same Beginning
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| − | School Session Year, Sponsor Code, and Social Security Number.
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| − | Solution: Verify the SSN and submit a matching Staff Record for this Site-Position
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| − | 208. Error: Duplicate Site-Position record
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| − | Cause: Site-Position records must be unique.
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| − | Solution: Remove or change the duplicate Site-Position record.
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| − | 210. Error: Invalid Object Code or Not Allowed on PEP
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| − | Cause: Object Code not valid value for PEP or field is blank.
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| − | Solution: Change Object Code to a valid value for PEP.
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| − | 217. Error: Invalid Salary Data for Employee Status Code
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| − | Cause: Salary Data may need to be default values. This includes Annual Minutes, Salary Amount, Fund Account Code, and Salary Type Code, depending on the Employee Status Code.
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| − | Solution: Make sure that the Status Code of Employee is correct or set the salary information on the Site Record (record 200) to the default values.
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| − | 218. Error: Invalid Object/Func for Superintendent
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| − | Cause: Type 2 or 5 Charter is using the incorrect Object Function Code combination for an administrator.
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| − | Solution: Change the Object Function Code to 111/2490 for administrators.
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| − | 219. Error: Invalid Function Code for Object Code
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| − | Cause: Function Code is not valid for Object Code.
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| − | Solution: Change the Function Code to a valid code corresponding to the Object Code.
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| − | 220. Error: Invalid Function Code
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| − | Cause: Function Code not valid value or field is blank.
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| − | Solution: Change Function Code to a valid value.
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| − | 221. Error: No matching Class Schedule record
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| − | Cause: A Class Schedule record is required for this Object and Function Code
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| − | when ASR Method = Extract and when the Processing Period is October 1.
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| − | PEP User Guide Revised: 08/15/2018 95
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| − | Solution: Change the Object Code / Function Code combination to one not requiring
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| − | Class Schedule records or revise ASR Method of Forms Submission to Batch.
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| − | 225. Error: Invalid Employment Begin Date
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| − | Cause: Employment Begin Date is not numeric, not a valid date, or is blank.
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| − | Solution: Change Employment Begin Date to a valid date.
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| − | 226. Error: Employment Begin Date Later Than PEP Processing Period Effective Date
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| − | Cause: Employment Begin Date must not occur later than the Processing Period
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| − | Effective Date.
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| − | Solution: Change Employment Begin Date to a date on or before Processing Period
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| − | Effective Date.
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| − | 227. Error: Employment Begin Date Later than School Close Date
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| − | Cause: Employment Begin Date must not occur later than the School Close Date.
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| − | Solution: Verify the accuracy of the Employment Begin Date and the School Close Date.
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| − | 230. Error: Invalid Employment End Date
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| − | Cause: Employment End Date is not numeric, not a valid date, outside school year
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| − | range or is blank.
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| − | Solution: Change Employment End Date to a valid date.
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| − | 231. Error: Employment End Date Earlier Than Employment Begin Date
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| − | Cause: Employment End Date is not later than Employment Begin Date.
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| − | Solution: Verify that Employment End Date occurs on or after Employment Begin Date.
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| − | 232. Error: Overlapping Employment Dates on Site-Position Records
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| − | Cause: Employment Dates may not overlap on Site-Position records when all other key
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| − | fields are identical.
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| − | Solution: Change the Begin and End Employment dates on the Site-Position records so
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| − | that they do not overlap when Site Code, SSN, Object Code and Function
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| − | Code are identical.
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| − | 233. Error: Employment End Date Later than School Close Date
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| − | Cause: Employment End Date must not occur later than the School Close Date.
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| − | Solution: Verify the accuracy of the Employment End Date and the School Close Date.
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| − | 240. Error: Invalid Annual Minutes Worked Count
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| − | Cause: Annual Minutes Worked Count not numeric, not greater than zero, or is greater than the maximum value for the school session.
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| − | Solution: Enter the correct Annual Minutes Worked Count.
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| − | 241. Warning: Annual Minutes Worked Count > Contract Day Count Times Workday Minutes
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| − | Cause: Number of Annual Minutes Worked from all Site records must not be >
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| − | PEP User Guide Revised: 08/15/2018 96
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| − | Contract Day Count times Workday Minute Count.
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| − | Solution: Recalculate the Annual Minutes Worked Count from all Site records to be < or =
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| − | Contract Day Count * Workday Minute Count.
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| − | 242. Error: Product of the Contract Day Count times the Workday Minute Count < 63,720
| |
| − | Cause: The data entered into the Contract Day Count and/or the Workday Minute Count when multiplied together is/are not greater than 63,720.
| |
| − | Solution: Correct the Contract Day Count and/or the Workday Minute Count so that the data represent a full contract for the employee class that the employee is a member of.
| |
| − | 243. Error: Product of the Contract Day Count times the Workday Minute Count <42,501
| |
| − | Cause: The data entered into the Contract Day Count and/or the Workday Minute Count when multiplied together is/are not greater than 42,501.
| |
| − | Solution: Correct the Contract Day Count and/or the Workday Minute Count so that the data represent a full contract for the employee class that the employee is a member of.
| |
| − | 250. Error: Invalid Salary Amount
| |
| − | Cause: Salary Amount field is not blank and not numeric.
| |
| − | Solution: Change Salary Amount to be numeric or six zeroes.
| |
| − | 251. Error: Salary Amount Not Reported for Home base Site
| |
| − | Cause: Salary Amount must be reported for Home-base Site.
| |
| − | Solution: Report at least one Salary Amount > 0 for the Home-base Site.
| |
| − | 252. Error: Base Salary < State Minimum for Instructional Position
| |
| − | Cause: Base Salary must be > or = the State Minimum for an Instructional Position.
| |
| − | Solution: Recalculate the Base Salary to be >or = the State Minimum for an Instructional
| |
| − | Position.
| |
| − | 253. Warning: Base Salary > Maximum for Teaching Position
| |
| − | Cause: Base Salary must be < or = the Maximum for a Teaching Position.
| |
| − | Solution: Recalculate the Base Salary to be < or = the Maximum for a Teaching Position.
| |
| − | 254. Error: Extended Employment Salary Reported for Non-Voc Ed Position
| |
| − | Cause: Extended Employment Salary must not be reported for a Non-Voc Ed Position.
| |
| − | Solution: Change the Extended Employment Salary to 0 or blank for a Non-Voc Ed
| |
| − | 255. Error: Base Salary < Than State Minimum for Administrative Position
| |
| − | Cause: Base Salary for Administrative Position must be >= State Minimum.
| |
| − | Solution: Recalculate the Base Salary for Administrative Position to be >= the State
| |
| − | Minimum Salary.
| |
| − | 256. Warning: No Minimum Salary on Database for Educational Level for an Instructional Position Cause: Educational Level below minimum for an Instructional Position; there is no
| |
| − | minimum salary schedule for that Educational Level.
| |
| − | PEP User Guide Revised: 08/15/2018 97
| |
| − | Solution: Verify the highest educational level on which the employee's salary is based and
| |
| − | correct the educational level code that has been misreported.
| |
| − | 257. Error: Salary Amount Not Reported
| |
| − | Cause: Salary Amount must be reported on all Site-Position records.
| |
| − | Solution: Report at least one Salary Amount > 0 for each Site-Position record.
| |
| − | 258. Error: Base Salary < Than State Minimum for Therapists/ Specialists/ Counselors Position
| |
| − | Cause: Base Salary for Therapists/Specialists/Counselors Position must be >= State
| |
| − | Minimum.
| |
| − | Solution: Recalculate the Base Salary for Therapists/Specialists/Counselors Position to
| |
| − | be > or = the State Minimum Salary.
| |
| − | 259. Error: No Base Salary Amount Reported
| |
| − | Cause: Base Salary Amount must be reported on all Site-Position records where the Home-based flag is equal to “Y”.
| |
| − | Solution: Report at least one Base Salary Amount > 0 for each Site-Position record where the Home-based flag is equal to “Y”.
| |
| − | 260. Error: Invalid Salary Type Code
| |
| − | Cause: Salary Type Code not blank and not a valid value.
| |
| − | Solution: Change Salary Type Code to a valid value or blank.
| |
| − | 261. Error: Invalid Salary Type Code for Salary Amount
| |
| − | Cause: Salary Type Code must be a valid value when Salary Amount > 0; otherwise,
| |
| − | Salary Type Code must be blank.
| |
| − | Solution: Change Salary Type Code to a valid value or blank to correspond to Salary
| |
| − | Amount.
| |
| − | 270. Error: Invalid Fund Account Code
| |
| − | Cause: Fund Account Code not blank and not a valid value.
| |
| − | Solution: Change Fund Account Code to a valid value.
| |
| − | 271. Error: Invalid Fund Account Code for Salary Amount
| |
| − | Cause: Fund Account Code must be a valid value when Salary Amount > 0; otherwise
| |
| − | Fund Account Code must be blank.
| |
| − | Solution: Change Fund Account Code to a valid value or blank to correspond with Salary
| |
| − | 272. Error: Duplicate Fund Account Code & Salary Type Code Combination
| |
| − | Cause: The combination of Fund Account and Salary Type Codes must be unique for each
| |
| − | Salary Amount.
| |
| − | Solution: Correct the duplication of the Fund Account and Salary Type Code.
| |
| − | 273. Error: Fund Account Code Invalid for Instructional Position
| |
| − | PEP User Guide Revised: 08/15/2018 98
| |
| − | Cause: This Fund Account Code is not allowed for Instructional Positions.
| |
| − | Solution: Change the Fund Account Code to one that is valid for Instructional Positions.
| |
| − | 280. Error: Invalid Home-base Site Flag
| |
| − | Cause: Home-base Site Flag is an invalid value.
| |
| − | Solution: Change value to a valid value.
| |
| − | 281. Error: Home-base Site Flag Reported for Multiple Sites
| |
| − | Cause: Home-base Site Flag must refer to one site only.
| |
| − | Solution: Change Home-base Site Flag to "N" for all non-Home-base Site records, and
| |
| − | change Home-base Site Flag to "Y" for all records whose Site Code equals the
| |
| − | Home-base Site.
| |
| − | 282. Error: Home-base Site Flag Not Reported Correctly for All Home-base Site Records
| |
| − | Cause: Home-base Site Flag Must = "Y" for All Home-base Site Records.
| |
| − | Solution: Change Home-base Site Flag to "Y" for all records whose Site Code equals the
| |
| − | Home-base Site.
| |
| − | 283. Error: No Home-base Site Flag Reported
| |
| − | Cause: At least one site must be designated as the Home-base Site, but no Site record
| |
| − | contained a "Y" in the Home-base Site Flag.
| |
| − | Solution: Verify the Home-base Site Code and make appropriate corrections to the Home-base Site Flag.
| |
| − | 284. Error: Invalid Class Schedule Record for Classification Code
| |
| − | Cause: A Class Schedule record is not permitted for this Object Code/Function Code
| |
| − | combination.
| |
| − | Solution: Change the Object Code/Function Code combination to one in which Class Schedules are permitted.
| |
| − | 285. Error: Invalid Class Code
| |
| − | Cause: Class Code not found on Curriculum database or field is blank.
| |
| − | Solution: Change Class Code to a Class Code that matches a Class Code that has been established on the curriculum database.
| |
| − | 286. Error: No matching Site-Position record
| |
| − | Cause: Every Class Schedule record must be related to a Site-Position record.
| |
| − | Solution: Verify the Class Schedule record to identify its related Site-Position record.
| |
| − | 287. Error: Employment Begin Date is Later Than Class End Date reported in the Curriculum database.
| |
| − | Cause: Employment Begin Date must be earlier than Class End Date.
| |
| − | Solution: Verify Employment Begin Date and Class End Date; change them so that the
| |
| − | Employment Begin Date is Earlier than the Class End Date.
| |
| − | PEP User Guide Revised: 08/15/2018 99
| |
| − | 288. Error: Duplicate Class Schedule record
| |
| − | Cause: Class Schedule records must be unique.
| |
| − | Solution: Remove or change the duplicate Class Schedule record.
| |
| − | 289: Error: More Than One Instructor Linked to this Class Code at this Site
| |
| − | Cause: More than one teacher assigned to the same class code with 100 percent class time for 210 records.
| |
| − | Solution: Class codes MUST be unique to the site code being used.
| |
| − | 295. Error: Invalid Twelve-Hour Flag
| |
| − | Cause: Twelve-Hour Flag is a value other than "N" or "Y".
| |
| − | Solution: Change the value to "N" or "Y".
| |
| − | 296. Error: Twelve-Hour Flag Invalid Without Teaching Certificate Code
| |
| − | Cause: Twelve-Hour Flag may only be used with a Teaching Certificate Code.
| |
| − | Solution: Indicate the Teaching Certificate Code or change the value of the Twelve Hour
| |
| − | Flag to "N".
| |
| − | 297. Error: Twelve-Hour Flag Invalid Without Instructional Position
| |
| − | Cause: Twelve-Hour Flag may only be used with an Instructional Position.
| |
| − | Solution: Verify that the Object and Functions codes are for an Instructional Position or
| |
| − | change the value of the Twelve-Hour Flag to "N".
| |
| − | Record 300 Errors (3xx)
| |
| − | 308. Error: Staff Record – Employee Status Code Invalid
| |
| − | Cause: Staff Record (record 100) must have Employee Status Code of 01 or 05.
| |
| − | Solution: Do not include Non-Attendance Records for employees whose Employee Status Code is not 01 or 05.
| |
| − | 309. Error: No Matching Staff Record
| |
| − | Cause: There is no Staff record with the same SSN, Sponsor Code, and Beg School Session
| |
| − | that matches the employee's Non-Attendance record.
| |
| − | Solution: Verify the demographic data reported for the employee in the Non-Attendance record and make the appropriate corrections.
| |
| − | 310. Error: Invalid Non-Attendance Event Start Date
| |
| − | Cause: Non-Attendance Event Start Date is not a valid date or field is blank.
| |
| − | Solution: Change Non-Attendance Event Start Date to a valid date.
| |
| − | 311. Error: Non-Attendance Event Start Date Less Than Earliest Employment Start Date
| |
| − | Cause: Non-Attendance Event Start Date Cannot Be < Earliest Employment Start Date.
| |
| − | Solution: Change Non-Attendance Event Start Date to a valid calendar date that is greater than the earliest Employment Start Date.
| |
| − | PEP User Guide Revised: 08/15/2018 100
| |
| − | 312. Error: Invalid Non-Attendance Event End Date
| |
| − | Cause: Non-Attendance Event End Date is not a valid date or field is blank.
| |
| − | Solution: Change Non-Attendance Event End Date to a valid date.
| |
| − | 313. Error: Non-Attendance Event End Date Greater Than Latest Employment End Date
| |
| − | Cause: Non-Attendance Event End Date Cannot Be > Latest Employment End Date.
| |
| − | Solution: Change the Non-Attendance Event End Date to a valid calendar date that is less than or equal to latest Employment End Date.
| |
| − | 314. Error: Non-Attendance Event Day Count Not Numeric or Exceeds Number of Days Between Event Dates.
| |
| − | Cause: Non-Attendance Event Day Count > days between dates (excluding weekends) or is not numeric or is blank.
| |
| − | Solution: Verify the Non-Attendance Day Count, make the correction, and resubmit the corrected data.
| |
| − | 315. Error: Invalid Non-Attendance Event Day Count - Decimal Must Equal 0 or 5
| |
| − | Cause: The last digit of the Event Day Count was not 0 or 5.
| |
| − | Solution: Change the last digit of the Event Day Count to 0 or 5.
| |
| − | 316. Error: Non-Contiguous Day Count
| |
| − | Cause: The days between the Event Start Date and the Event End Date are not
| |
| − | consecutive weekdays.
| |
| − | Solution: Confirm the Event Day Count and make the appropriate corrections.
| |
| − | 317. Error: Invalid Non-Attendance Event Category Code
| |
| − | Cause: Non-Attendance Event Category Code not a valid code in the PEP System.
| |
| − | Solution: Non-Attendance Event Category Code has to be 01 through 06.
| |
| − | 318. Error: Duplicate Non-Attendance Records
| |
| − | Cause: Multiple Non-Attendance records found for the same Beginning School Session
| |
| − | Year, Sponsor Code, Social Security Number, Non-Attendance Event Start Date
| |
| − | and Category Code.
| |
| − | Solution: Confirm the dates in question and make the appropriate corrections.
| |
| − | 319. Error: Overlapping Non-Attendance Records
| |
| − | Cause: Multiple Non-Attendance records found for the same Non-Attendance Event
| |
| − | Category Code where Non-Attendance Event Start Date = or > previously reported
| |
| − | Non-Attendance Event Start Date and/or the Non-Attendance Event Start Date <
| |
| − | Non-Attendance Event End Date.
| |
| − | Solution: Change the Event Start Date of the second record and resubmit the corrected file.
| |
| − | 320. Warning: Accumulated Day Count for Category 04 Cannot be greater than 90 days
| |
| − | Cause: The sum of Non-Attendance Event Day Count for all reported records in
| |
| − | PEP User Guide Revised: 08/15/2018 101
| |
| − | Category 04 is greater than 90.
| |
| − | Solution: Confirm the Event Day Category Code and make the appropriate corrections.
| |
| − | 321. Error: Non-Attendance Event Start Date Greater Than Latest Employment End Date
| |
| − | Cause: Non-Attendance Event Start Date cannot be greater than Latest Employment
| |
| − | End Date.
| |
| − | Solution: Change Non-Attendance Event Start Date to a valid date less than latest
| |
| − | Employment End Date.
| |
| − | Misc. Errors (Vacant Positions)
| |
| − | 800. Warning: No PEP Data for PEP Site
| |
| − | Cause: No PEP Data were supplied for the LEA site.
| |
| − | Solution: Supply PEP data for each site and resubmit a corrected file.
| |
| − | 901. Error: SSN Bytes 4-6 Not Equal to Sponsor Code for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = '999', but Social Security Number (pos 4-6)
| |
| − | does not equal the Sponsor Code.
| |
| − | Solution: Change Social Security Number (pos 4-6) to equal the Sponsor Code for a
| |
| − | Vacant Position.
| |
| − | 902. Error: Name Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = '999' and Name (last) is not blank.
| |
| − | Solution: Change Name (last) to blank for Vacant Position.
| |
| − | 903. Error: Sex Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Sex Code is not blank.
| |
| − | Solution: Change Sex Code to blank for Vacant Position.
| |
| − | 904. Error: Ethnic Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Ethnic Code is not blank.
| |
| − | Solution: Change Ethnic Code to blank for Vacant Position.
| |
| − | 905. Error: Certificate Number Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Certificate Type Code is not blank.
| |
| − | Solution: Change the Certificate Number to blank for Vacant position record.
| |
| − | 906. Error: Educational Level Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Educational Level Code is not
| |
| − | blank.
| |
| − | Solution: Change the Educational Level Code to blank for Vacant position.
| |
| − | 907. Error: Years Experience Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Years Experience Count is not
| |
| − | PEP User Guide Revised: 08/15/2018 102
| |
| − | blank.
| |
| − | Solution: Change Allowed Years Experience Count to be blank for Vacant position.
| |
| − | 908. Error: Retirement System Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Retirement System Code is not
| |
| − | blank.
| |
| − | Solution: Change Retirement System Code to blank for a Vacant position.
| |
| − | 909. Error: Teaching Certificate Exception Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = '999' and Teaching Certificate Exception
| |
| − | Code is not blank.
| |
| − | Solution: Change the Certificate Exception Code to blank for Vacant position.
| |
| − | 912. Error: Retiree Return to Work Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Retiree Return to Work Code is
| |
| − | not blank.
| |
| − | Solution: Change Retiree Return to Work Code to blank for a Vacant position.
| |
| − | 913. Error: Twelve-Hour Flag Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Twelve-Hour Flag is not blank.
| |
| − | Solution Change Twelve-Hour Flag to blank spaces for a Vacant position.
| |
| − | 914. Error: Sabbatical Status Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Sabbatical Status Code is not blank.
| |
| − | Solution: Change Sabbatical Status Code to blank for a Vacant position.
| |
| − | 915. Error: Salary Reduction Code Invalid for Vacant Position
| |
| − | Cause: Social Security Number (pos 1-3) = "999" and Salary Reduction Code is not blank.
| |
| − | Solution: Change Salary Reduction Code to blank for a Vacant position.
| |
| − | 999. Error: Data For This Staff Member Not Added to Database Due to Errors
| |
| − | Cause: Errors occurred on one or more records.
| |
| − | Solution: Correct the errors and resubmit.
| |
