Difference between revisions of "PEP Error Help"

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''' '''
+
'''2019-20 Version 1.0'''
 +
==Error Codes & Message==
 +
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:'''
 +
{|
 +
|'''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.
 +
|-
 +
|}
 +
 
 
{|
 
{|
−
| '''Cause:''' ||
+
|'''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.'''
 +
|-
 +
|}
 +
 
 +
{|
 +
|'''3 Warning'''||Record processed '''AND''' loaded to the database.
 
|-
 
|-
−
| '''Solution:''' ||
 
 
|}
 
|}
  
−
==001-099==
+
Records that have generated '''Critical Errors''' or '''Errors''' must be corrected and resubmitted error-free.
 +
 
 +
'''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.
 +
 
 +
 
 +
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:
 +
 
 +
1. Find the edit number in the Batch Edit Guide that matches the edit number listed on the most
 +
recent error correction report.
 +
 
 +
2. Perform the suggested method of data correction.
 +
 
 +
 
 +
The following is a description of commonly used terms:
 +
 
 +
1. Digits - the digits 0 through 9
 +
 
 +
2. Alphabet - the letters of the alphabet and some special characters  '''(Note: All Alpha Characters must be Uppercase)'''
 +
 
 +
3. Characters - the digits 0 through 9, letters of the alphabet, and special characters.
 +
 
 +
 
 +
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.
 +
 
 +
'''Special error messages notes:'''
 +
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.
 +
 
 +
Error Messages beginning with '''“1XX”''' are generated from data errors that occurred on the Staff
 +
Record (PEP Record Type 100). '''NOTE: These records contain staff demographic and certificate information.'''
 +
 
 +
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).  '''NOTE:  These records contain class schedule, master schedule courses taught, site position, job assignment data and  object/function code information.'''
 +
 
 +
Error Messages beginning with '''“3XX”''' are generated from data errors that occurred on the Non-
 +
Attendance Record (PEP Record Type 300).
 +
 
 +
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.
 +
 
 +
==Record 100 Errors (001-099)==
  
 
'''001. Critical Error: Invalid System Indicator '''
 
'''001. Critical Error: Invalid System Indicator '''
Line 14: Line 78:
 
| '''Solution:'''||Change the value to "PEP".
 
| '''Solution:'''||Change the value to "PEP".
 
|}
 
|}
−
 
  
  
Line 23: Line 86:
 
| '''Solution:''' ||Change the value to “100", “200", "210", or "300".  
 
| '''Solution:''' ||Change the value to “100", “200", "210", or "300".  
 
|}
 
|}
−
 
  
  
Line 32: Line 94:
 
| '''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.  
 
| '''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.  
 
|}
 
|}
−
 
  
  
Line 41: Line 102:
 
| '''Solution:''' ||Change the value to match the Sponsor Code of the Header Record.  
 
| '''Solution:''' ||Change the value to match the Sponsor Code of the Header Record.  
 
|}
 
|}
−
 
  
  
Line 50: Line 110:
 
| '''Solution:''' ||Verify the correct value for Sponsor Code or Site Code.  
 
| '''Solution:''' ||Verify the correct value for Sponsor Code or Site Code.  
 
|}
 
|}
−
 
  
  
Line 59: Line 118:
 
| '''Solution:''' ||  
 
| '''Solution:''' ||  
 
|}
 
|}
−
 
  
  
Line 68: Line 126:
 
| '''Solution:''' ||Verify the Site Code.  
 
| '''Solution:''' ||Verify the Site Code.  
 
|}
 
|}
−
 
−
 
  
  
Line 78: Line 134:
 
| '''Solution:''' ||Make spaces 14-19 on the Staff record blank.  
 
| '''Solution:''' ||Make spaces 14-19 on the Staff record blank.  
 
|}
 
|}
−
 
−
 
  
  
Line 88: Line 142:
 
| '''Solution:''' ||Make spaces 14-19 on the Non-Attendance record blank.  
 
| '''Solution:''' ||Make spaces 14-19 on the Non-Attendance record blank.  
 
|}
 
|}
−
 
−
 
  
  
Line 98: Line 150:
 
| '''Solution:''' ||Change Social Security Number to be a numeric value within the valid range 000000001-799999999 or it must begin with 998 or 999 for Post-Secondary or Vacant position respectively.  
 
| '''Solution:''' ||Change Social Security Number to be a numeric value within the valid range 000000001-799999999 or it must begin with 998 or 999 for Post-Secondary or Vacant position respectively.  
 
|}
 
|}
−
 
−
 
  
  
Line 108: Line 158:
 
| '''Solution:''' ||Validate the Social Security Number so that it is unique within your LEA.  
 
| '''Solution:''' ||Validate the Social Security Number so that it is unique within your LEA.  
 
|}
 
|}
−
 
−
 
  
  
Line 118: Line 166:
 
| '''Solution:''' ||Validate the Social Security Number so that a full time employee is reported within one district.
 
| '''Solution:''' ||Validate the Social Security Number so that a full time employee is reported within one district.
 
|}
 
|}
−
 
−
 
  
  
Line 128: Line 174:
 
| '''Solution:''' ||Confirm the submission dates as outlined in the PEP Time Line.  
 
| '''Solution:''' ||Confirm the submission dates as outlined in the PEP Time Line.  
 
|}
 
|}
−
 
−
 
  
  
Line 138: Line 182:
 
| '''Solution:''' ||Do not include Class Schedule Records with the October 1 or End Year, June 30 collection period.  
 
| '''Solution:''' ||Do not include Class Schedule Records with the October 1 or End Year, June 30 collection period.  
 
|}
 
|}
−
 
−
 
  
  
Line 148: Line 190:
 
| '''Solution:''' ||
 
| '''Solution:''' ||
 
|}
 
|}
−
 
  
  
Line 159: Line 200:
  
  
 +
[[#top|Top of Page]]
  
 
==Record 100 Errors (100-149)==
 
==Record 100 Errors (100-149)==
 +
 
'''100. Error: Invalid Last Name '''
 
'''100. Error: Invalid Last Name '''
 
{|
 
{|
Line 167: Line 210:
 
| '''Solution:''' ||Verify and change to the staff's correct Last Name.  
 
| '''Solution:''' ||Verify and change to the staff's correct Last Name.  
 
|}
 
|}
−
 
−
 
  
  
Line 177: Line 218:
 
| '''Solution:''' ||Verify and change to the staff's correct Name suffix.  
 
| '''Solution:''' ||Verify and change to the staff's correct Name suffix.  
 
|}
 
|}
−
 
−
 
  
  
Line 187: Line 226:
 
| '''Solution:''' ||Verify and change to the staff's correct First Name.  
 
| '''Solution:''' ||Verify and change to the staff's correct First Name.  
 
|}
 
|}
−
 
  
  
Line 196: Line 234:
 
| '''Solution:''' ||Verify and change to the staff's correct Middle Name.  
 
| '''Solution:''' ||Verify and change to the staff's correct Middle Name.  
 
|}
 
|}
−
 
  
  
Line 205: Line 242:
 
| '''Solution:''' ||Change value to "M" or "F".  
 
| '''Solution:''' ||Change value to "M" or "F".  
 
|}
 
|}
−
 
  
  
Line 214: Line 250:
 
| '''Solution:''' ||Verify that only “Y” or “N” are in the ethnicity fields.  
 
| '''Solution:''' ||Verify that only “Y” or “N” are in the ethnicity fields.  
 
|}
 
|}
−
 
  
  
Line 223: Line 258:
 
| '''Solution:''' ||Change at least one value in the ethnicity field =”Y”.  
 
| '''Solution:''' ||Change at least one value in the ethnicity field =”Y”.  
 
|}
 
|}
−
 
  
  
Line 232: Line 266:
 
| '''Solution:''' ||Enter the correct Contract Day Count.  
 
| '''Solution:''' ||Enter the correct Contract Day Count.  
 
|}
 
|}
−
 
  
  
Line 241: Line 274:
 
| '''Solution:''' ||Make sure that the Status Code of Employee is correct or set the salary information onthe Staff Record (Record 100) to the default values.  
 
| '''Solution:''' ||Make sure that the Status Code of Employee is correct or set the salary information onthe Staff Record (Record 100) to the default values.  
 
|}
 
|}
−
 
  
  
Line 250: Line 282:
 
| '''Solution:''' ||Enter the correct Workday Minute Count.  
 
| '''Solution:''' ||Enter the correct Workday Minute Count.  
 
|}
 
|}
−
 
  
  
Line 259: Line 290:
 
| '''Solution:''' ||Verify the existence of a matching Site-Position Record  
 
| '''Solution:''' ||Verify the existence of a matching Site-Position Record  
 
|}
 
|}
−
 
  
  
Line 268: Line 298:
 
| '''Solution:''' ||Change the value to "F" for Full-time or "P" for Part-time.  
 
| '''Solution:''' ||Change the value to "F" for Full-time or "P" for Part-time.  
 
|}
 
|}
−
 
  
  
Line 277: Line 306:
 
| '''Solution:''' ||Correct the Certificate Data to valid values or blank depending on Employee Status Code.  
 
| '''Solution:''' ||Correct the Certificate Data to valid values or blank depending on Employee Status Code.  
 
|}
 
|}
−
 
  
  
Line 286: Line 314:
 
| '''Solution:''' ||Report the Teacher’s Certificate for an Instructional Position or report theException Code, since it is not a Head Start, ROTC Program, or Post-Secondary.  
 
| '''Solution:''' ||Report the Teacher’s Certificate for an Instructional Position or report theException Code, since it is not a Head Start, ROTC Program, or Post-Secondary.  
 
|}
 
|}
−
 
+
:* Either give an exception code or enter certificate information.
  
  
Line 295: Line 323:
 
| '''Solution:''' ||Validate the Certificate Numbers for uniqueness.
 
| '''Solution:''' ||Validate the Certificate Numbers for uniqueness.
 
|}
 
|}
−
 
  
  
Line 304: Line 331:
 
| '''Solution:''' ||Change the Allowed Years Experience Count to match the Certificate TypeCode requirements.  
 
| '''Solution:''' ||Change the Allowed Years Experience Count to match the Certificate TypeCode requirements.  
 
|}
 
|}
−
 
  
  
Line 313: Line 339:
 
| '''Solution:''' ||Verify correct SSN and legal name. Change name and SSN on either PEP or Teacher Certification database, whichever is in error.  
 
| '''Solution:''' ||Verify correct SSN and legal name. Change name and SSN on either PEP or Teacher Certification database, whichever is in error.  
 
|}
 
|}
−
 
  
  
Line 322: Line 347:
 
| '''Solution:''' ||Verify Certificate Type Code, Certificate Number, and Certificate Suffix Code and submit the valid certificate.  
 
| '''Solution:''' ||Verify Certificate Type Code, Certificate Number, and Certificate Suffix Code and submit the valid certificate.  
 
|}
 
|}
−
 
  
  
Line 331: Line 355:
 
| '''Solution:''' ||Verify the correct SSN. Change the database with the error, either PEP or Teacher  Certification.  
 
| '''Solution:''' ||Verify the correct SSN. Change the database with the error, either PEP or Teacher  Certification.  
 
|}
 
|}
−
 
  
  
Line 340: Line 363:
 
| '''Solution:''' ||Verify the correct legal last name. Change the name on whichever database is in error, either the PEP or Teacher Certification database.  
 
| '''Solution:''' ||Verify the correct legal last name. Change the name on whichever database is in error, either the PEP or Teacher Certification database.  
 
|}
 
|}
−
 
  
  
Line 349: Line 371:
 
| '''Solution:''' ||Change the Certification Number to include a valid Suffix.  
 
| '''Solution:''' ||Change the Certification Number to include a valid Suffix.  
 
|}
 
|}
−
 
  
  
Line 358: Line 379:
 
| '''Solution:''' ||Change Tenure Lost Reason Code to blank.  
 
| '''Solution:''' ||Change Tenure Lost Reason Code to blank.  
 
|}
 
|}
−
 
  
  
Line 367: Line 387:
 
| '''Solution:''' ||Change Tenure Lost Date to blank.  
 
| '''Solution:''' ||Change Tenure Lost Date to blank.  
 
|}
 
|}
−
 
  
  
Line 378: Line 397:
  
  
−
 
+
[[#top|Top of Page]]
  
 
==Record 100 Errors (150-199)==
 
==Record 100 Errors (150-199)==
Line 388: Line 407:
 
| '''Solution:''' ||Change Certificate Exception Code to blank or to a valid value.  
 
| '''Solution:''' ||Change Certificate Exception Code to blank or to a valid value.  
 
|}
 
|}
−
 
  
  
Line 397: Line 415:
 
| '''Solution:''' ||Change Certificate Exception Code to blank for Non-Instructional Staff.  
 
| '''Solution:''' ||Change Certificate Exception Code to blank for Non-Instructional Staff.  
 
|}
 
|}
−
 
  
  
Line 406: Line 423:
 
| '''Solution:''' ||Remove Teaching Certificate Exception Code when a Teaching Certificate Number is reported.
 
| '''Solution:''' ||Remove Teaching Certificate Exception Code when a Teaching Certificate Number is reported.
 
|}
 
|}
−
 
  
  
Line 415: Line 431:
 
| '''Solution:''' ||Change to a valid Tenure Status Code.  
 
| '''Solution:''' ||Change to a valid Tenure Status Code.  
 
|}
 
|}
−
 
  
  
Line 424: Line 439:
 
| '''Solution:''' ||Change Tenure Add Date to blank.
 
| '''Solution:''' ||Change Tenure Add Date to blank.
 
|}
 
|}
−
 
  
  
Line 433: Line 447:
 
| '''Solution:''' ||Change Tenure Lost Date to blank.  
 
| '''Solution:''' ||Change Tenure Lost Date to blank.  
 
|}
 
|}
−
 
  
  
Line 442: Line 455:
 
| '''Solution:''' ||Change Tenure Lost Reason Code to a valid value or blank.  
 
| '''Solution:''' ||Change Tenure Lost Reason Code to a valid value or blank.  
 
|}
 
|}
−
 
  
  
Line 451: Line 463:
 
| '''Solution:''' ||Change Tenure Status Code to blank.  
 
| '''Solution:''' ||Change Tenure Status Code to blank.  
 
|}
 
|}
−
 
  
  
Line 460: Line 471:
 
| '''Solution:''' ||Change Educational Level Code to a valid value.  
 
| '''Solution:''' ||Change Educational Level Code to a valid value.  
 
|}
 
|}
−
 
  
  
Line 469: Line 479:
 
| '''Solution:''' ||Change Educational Level to match level on Certificate or update Certificate.  
 
| '''Solution:''' ||Change Educational Level to match level on Certificate or update Certificate.  
 
|}
 
|}
−
 
  
  
Line 478: Line 487:
 
| '''Solution:''' ||Change Educational Level Code to Bachelor or higher for Instructional Position.  
 
| '''Solution:''' ||Change Educational Level Code to Bachelor or higher for Instructional Position.  
 
|}
 
|}
−
 
  
  
Line 487: Line 495:
 
| '''Solution:''' ||Add Date of Hire for staff member.  
 
| '''Solution:''' ||Add Date of Hire for staff member.  
 
|}
 
|}
−
 
  
  
Line 494: Line 501:
 
| '''Cause:''' ||Allowed Years Experience Count not numeric, not in valid range, or field is blank.
 
| '''Cause:''' ||Allowed Years Experience Count not numeric, not in valid range, or field is blank.
 
|-
 
|-
−
| '''Solution:''' ||Change Allowed Years Experience Count to be in the valid range of numeric
+
| '''Solution:''' ||Change Allowed Years Experience Count to be in the valid range of numeric values.  
−
values.  
 
 
|}
 
|}
−
 
  
  
Line 506: Line 511:
 
| '''Solution:''' ||Flag must be Y or N (blanks and other characters not valid)  
 
| '''Solution:''' ||Flag must be Y or N (blanks and other characters not valid)  
 
|}
 
|}
−
 
  
  
Line 515: Line 519:
 
| '''Solution:''' ||Change code to a valid value (01, 02, 03, 04, 05, or 06)  
 
| '''Solution:''' ||Change code to a valid value (01, 02, 03, 04, 05, or 06)  
 
|}
 
|}
−
 
  
  
Line 524: Line 527:
 
| '''Solution:''' ||Change Retirement System Code to a valid value or a blank, if appropriate.  
 
| '''Solution:''' ||Change Retirement System Code to a valid value or a blank, if appropriate.  
 
|}
 
|}
−
 
  
  
Line 587: Line 589:
 
| '''Cause:''' ||Total Salary Amount must equal the Sum of Salary Amounts on all Site-Position Records.
 
| '''Cause:''' ||Total Salary Amount must equal the Sum of Salary Amounts on all Site-Position Records.
 
|-
 
|-
−
| '''Solution:''' ||Recalculate the Total Salary Amount to equal sum of all Salary Amounts on all
+
| '''Solution:''' ||Recalculate the Total Salary Amount to equal sum of all Salary Amounts on all Site-Position Records.  
−
Site-Position Records.  
 
 
|}
 
|}
  
Line 598: Line 599:
 
| '''Solution:''' ||Recalculate Total Salary to be >or = Minimum for a Non-Instructional Position.  
 
| '''Solution:''' ||Recalculate Total Salary to be >or = Minimum for a Non-Instructional Position.  
 
|}
 
|}
−
 
  
  
Line 616: Line 616:
 
|}
 
|}
  
 +
==Record 200 Errors (200-249)==
  
−
 
−
 
−
==Record 200 Errors (200-249)==
 
 
'''207. Error: No Matching Staff Record '''
 
'''207. Error: No Matching Staff Record '''
 
{|
 
{|
Line 644: Line 642:
  
  
−
''' '''
+
'''217. Error: Invalid Salary Data for Employee Status Code '''
 +
{|
 +
| '''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.
 +
|-
 +
| '''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.
 +
|}
 +
 
 +
 
 +
'''218. Error: Invalid Object/Func for Superintendent '''
 +
{|
 +
| '''Cause:''' ||Type 2 or 5 Charter is using the incorrect Object Function Code combination for an administrator
 +
|-
 +
| '''Solution:''' ||Change the Object Function Code to 111/2490 for administrators.
 +
|}
 +
 
 +
 
 +
'''219. Error: Invalid Function Code for Object Code '''
 +
{|
 +
| '''Cause:''' ||Function Code is not valid for Object Code.
 +
|-
 +
| '''Solution:''' ||Change the Function Code to a valid code corresponding to the Object Code.
 +
|}
 +
 
 +
 
 +
'''220. Error: Invalid Function Code '''
 +
{|
 +
| '''Cause:''' ||Function Code not valid value or field is blank.
 +
|-
 +
| '''Solution:''' ||Change Function Code to a valid value.
 +
|}
 +
 
 +
 
 +
'''221. Error: No matching Class Schedule record '''
 +
{|
 +
| '''Cause:''' ||A Class Schedule record is required for this Object and Function Code when ASR Method = Extract and when the Processing Period is October 1.
 +
|-
 +
| '''Solution:''' ||Change the Object Code / Function Code combination to one not requiring Class Schedule records or revise ASR Method of Forms Submission to Batch.
 +
|}
 +
:* Teacher needs to have courses in the [[Master Schedule  Editor]] with students enrolled.
 +
:*There are courses that do NOT require any students to be enrolled. They are:
 +
::Conference/Planning
 +
::Coordination/Supervisor
 +
::Adapted Physical Education
 +
::Elementary Enrichment Class (K-8 only) no credit
 +
::Secondary Incentive Center
 +
::Academic Assistance (no credit)
 +
::Gifted Enrichment Pullout (no credit)
 +
::Talented Art Enrichment (no credit)
 +
:: Talented Music Enrichment (no credit)
 +
::Talented Theater Enrichment (no credit)
 +
::Floating Teacher (K)
 +
::Floating Teacher (Elem)
 +
::Title 1 (Mathematics Pull Out Class)
 +
::Reading Intervention - Elementary Grades (Pull Out)
 +
::Math Intervention - Elementary Grades (Pull Out)
 +
::Reading Intervention - High School Grades (Pull Out - no credit)
 +
::Math Intervention - High School Grades (Pull Out - no credit)
 +
::Title 1 (Reading/Language Arts Pull Out Class)
 +
::Hospital/Homebound Reg Ed
 +
:*If the teacher does not teach any students then delete their courses from the Master Schedule and also delete the contract for that school year in [[Human Resources]].
 +
:*If new courses are added to the Master Schedule, submit the newly created sections to CUR before submitting the new PEP file for those teachers.
 +
:* If no CUR record then do a partial CUR.
 +
 
 +
 
 +
'''222. Warning: Warning: This teacher is being submitted without a class schedule record. '''
 +
{|
 +
| '''Cause:''' ||A class schedule record is not required before November 1st of the October 1 (CLASS) collection.
 +
|-
 +
| '''Solution:''' ||Make sure to include class schedule records for teachers after November 1st.
 +
|}
 +
 
 +
 
 +
'''225. Error: Invalid Employment Begin Date '''
 +
{|
 +
| '''Cause:''' ||Employment Begin Date is not numeric, not a valid date, or is blank.
 +
|-
 +
| '''Solution:''' ||Change Employment Begin Date to a valid date.
 +
|}
 +
 
 +
 
 +
'''226. Error: Employment Begin Date Later Than PEP Processing Period Effective Date '''
 +
{|
 +
| '''Cause:''' ||Employment Begin Date must not occur later than the Processing Period Effective Date.
 +
|-
 +
| '''Solution:''' ||Change Employment Begin Date to a date on or before Processing Period Effective Date.
 +
|}
 +
 
 +
 
 +
'''227. Error: Employment Begin Date Later than School Close Date '''
 +
{|
 +
| '''Cause:''' ||Employment Begin Date must not occur later than the School Close Date.
 +
|-
 +
| '''Solution:''' ||Verify the accuracy of the Employment Begin Date and the School Close Date.
 +
|}
 +
 
 +
 
 +
'''230. Error: Invalid Employment End Date '''
 +
{|
 +
| '''Cause:''' ||Employment End Date is not numeric, not a valid date, outside school year range or is blank.
 +
|-
 +
| '''Solution:''' ||Change Employment End Date to a valid date.
 +
|}
 +
 
 +
 
 +
'''231. Error: Employment End Date Earlier Than Employment Begin Date '''
 +
{|
 +
| '''Cause:''' ||Employment End Date is not later than Employment Begin Date.
 +
|-
 +
| '''Solution:''' ||Verify that Employment End Date occurs on or after Employment Begin Date.
 +
|}
 +
 
 +
 
 +
'''232. Error: Overlapping Employment Dates on Site-Position Records '''
 +
{|
 +
| '''Cause:''' ||Employment Dates may not overlap on Site-Position records when all other key fields are identical.
 +
|-
 +
| '''Solution:''' ||Change the Begin and End Employment dates on the Site-Position records so that they do not overlap when Site Code, SSN, Object Code and Function Code are identical.
 +
|}
 +
 
 +
 
 +
'''233. Error: Employment End Date Later than School Close Date '''
 +
{|
 +
| '''Cause:''' ||Employment End Date must not occur later than the School Close Date.
 +
|-
 +
| '''Solution:''' ||Verify the accuracy of the Employment End Date and the School Close Date.
 +
|}
 +
 
 +
 
 +
'''240. Error: Invalid Annual Minutes Worked Count '''
 +
{|
 +
| '''Cause:''' ||Annual Minutes Worked Count not numeric, not greater than zero, or is greater than the maximum value for the school session.
 +
|-
 +
| '''Solution:''' ||Enter the correct Annual Minutes Worked Count.
 +
|}
 +
 
 +
 
 +
'''241. Warning: Annual Minutes Worked Count > Contract Day Count Times Workday Minutes '''
 +
{|
 +
| '''Cause:''' ||Number of Annual Minutes Worked from all Site records must not be > Contract Day Count times Workday Minute Count.
 +
|-
 +
| '''Solution:''' ||Recalculate the Annual Minutes Worked Count from all Site records to be < or = Contract Day Count * Workday Minute Count.
 +
|}
 +
 
 +
 
 +
'''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.
 +
|}
 +
 
 +
==Record 200 Errors (250-299)==
 +
 
 +
'''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.
 +
|-
 +
| '''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 Homebased 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 '''
 +
{|
 +
| '''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.
 +
|}
 +
:* The section is not in CUR so submit a partial CUR file for that class only.
 +
 
 +
 
 +
'''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.
 +
|}
 +
 
 +
 
 +
'''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".
 +
|}
 +
 
 +
 
 +
[[#top|Top of Page]]
 +
 
 +
==Record 300 Errors (300-349)==
 +
 
 +
'''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.
 +
|}
 +
 
 +
 
 +
'''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 PEP User Guide Revised: 10/1/2019 101 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 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.
 +
|}
 +
 
 +
 
 +
[[#top|Top of Page]]
 +
 
 +
==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:''' ||
+
| '''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 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:''' ||  
+
| '''Solution:''' ||Change Sabbatical Status Code to blank for a Vacant position.
 
|}
 
|}
  
  
−
''' '''
+
'''915. Error: Salary Reduction Code Invalid for Vacant Position '''
 
{|
 
{|
−
| '''Cause:''' ||
+
| '''Cause:''' ||Social Security Number (pos 1-3) = "999" and Salary Reduction Code is not blank.
 
|-
 
|-
−
| '''Solution:''' ||  
+
| '''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:''' ||
+
| '''Cause:''' ||Errors occurred on one or more records.
 
|-
 
|-
−
| '''Solution:''' ||  
+
| '''Solution:''' ||Correct the errors and resubmit.
 
|}
 
|}
  
−
==Record 200 Errors (250-300)==
+
 
 +
[[#top|Top of Page]]

Latest revision as of 15:28, 15 January 2020

2019-20 Version 1.0

Error Codes & Message

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:

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.
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.
3 Warning Record processed AND loaded to the database.

Records that have generated Critical Errors or Errors must be corrected and resubmitted error-free.

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.


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:

1. Find the edit number in the Batch Edit Guide that matches the edit number listed on the most recent error correction report.

2. Perform the suggested method of data correction.


The following is a description of commonly used terms:

1. Digits - the digits 0 through 9

2. Alphabet - the letters of the alphabet and some special characters (Note: All Alpha Characters must be Uppercase)

3. Characters - the digits 0 through 9, letters of the alphabet, and special characters.


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.

Special error messages notes: 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.

Error Messages beginning with “1XX” are generated from data errors that occurred on the Staff Record (PEP Record Type 100). NOTE: These records contain staff demographic and certificate information.

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). NOTE: These records contain class schedule, master schedule courses taught, site position, job assignment data and object/function code information.

Error Messages beginning with “3XX” are generated from data errors that occurred on the Non- Attendance Record (PEP Record Type 300).

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.

Record 100 Errors (001-099)

001. Critical Error: Invalid System Indicator

Cause: System Indicator not = "PEP" or the field is blank.
Solution: Change the value to "PEP".


002. Critical Error: Invalid Transaction Code

Cause: Transaction Code not = "100", “200", "210", “300", or the field is blank.
Solution: Change the value to “100", “200", "210", or "300".


003. Critical Error: Invalid Beginning School Session Year

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.
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.


004. Critical Error Invalid Sponsor Code

Cause: Sponsor Code does not match that of the Header Record or is not a valid Sponsor Code.
Solution: Change the value to match the Sponsor Code of the Header Record.


005. Error: Invalid Sponsor Code for Site Code

Cause: Sponsor Code and first three digits of Site Code do not match.
Solution: Verify the correct value for Sponsor Code or Site Code.


006. Critical Error: Discontinued Edit

Cause:
Solution:


007. Critical Error: Invalid Site Code

Cause: Site Code not found on Sponsor Site database, Site is closed, or Site is not required to submit PEP data.
Solution: Verify the Site Code.


008. Error: Invalid Filler (bytes 14 -19) on STAFF Record

Cause: Positions 14-19 on the Staff Record must be blank.
Solution: Make spaces 14-19 on the Staff record blank.


009. Error: Invalid Filler (bytes 14 -19) on Non-Attendance Record

Cause: Positions 14-19 on the Non-Attendance Record must be blank.
Solution: Make spaces 14-19 on the Non-Attendance record blank.


011. Error: Invalid Social Security Number

Cause: Social Security Number is not numeric, is not within the valid range 000000001-799999999, does not begin with 998 0r 999, or field is blank.
Solution: Change Social Security Number to be a numeric value within the valid range 000000001-799999999 or it must begin with 998 or 999 for Post-Secondary or Vacant position respectively.


012. Error: SSN Duplicated Within LEA

Cause: Social Security Number must be unique within LEA (Only one Staff Record per SSN).
Solution: Validate the Social Security Number so that it is unique within your LEA.


013. Error: SSN Duplicated in 2 or More Districts for October 1 collection period

Cause: Social Security Number cannot be reported in 2 or more Districts as a Full time Employee.
Solution: Validate the Social Security Number so that a full time employee is reported within one district.


014. Error: Database Closed for Processing

Cause: PEP data have been transmitted outside of the submission dates listed in the current PEP Time Line.
Solution: Confirm the submission dates as outlined in the PEP Time Line.


015. Error: Class Schedule Record Invalid for October 1 or June 30 End-Year collection period

Cause: Class Schedule Records may not be included for the October 1 or End Year, June 30 collection period.
Solution: Do not include Class Schedule Records with the October 1 or End Year, June 30 collection period.


016. Error: Discontinued Edit

Cause:
Solution:


017. Error: SSN Bytes 4-6 Must = Sponsor Code for Generated SSN

Cause: Social Security Number is a Generated SSN, but Social Security Number (pos 4-6) does not equal Sponsor Code.
Solution: Change Social Security Number (pos 4-6) to equal the Sponsor Code for a Generated SSN


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Record 100 Errors (100-149)

100. Error: Invalid Last Name

Cause: The first byte of the Last Name is space or the second and third bytes are spaces,or a byte is not A-Z, apostrophe, or dash.
Solution: Verify and change to the staff's correct Last Name.


102. Error: Invalid Staff Name (suffix)

Cause: At least one byte of Suffix Name is not A-Z, period, or space.
Solution: Verify and change to the staff's correct Name suffix.


104. Error: Invalid First Name

Cause: The first byte of the First Name is a space and/or each other byte is not A-Z, an apostrophe, dash or space.
Solution: Verify and change to the staff's correct First Name.


106. Error: Invalid Middle Name

Cause: At least one byte of Middle Name is not A-Z, apostrophe, dash, period.
Solution: Verify and change to the staff's correct Middle Name.


108. Error: Invalid Sex Code

Cause: Sex Code not = "M" or "F".
Solution: Change value to "M" or "F".


110. Error: Invalid Ethnic Race Data

Cause: Only “Y” or “N” is accepted in any of the ethnicity fields.
Solution: Verify that only “Y” or “N” are in the ethnicity fields.


111. Error: Invalid Ethnic Race data at least one must be selected (one must be checked "Y")

Cause: At least one byte of the ethnicity fields must be “Y”.
Solution: Change at least one value in the ethnicity field =”Y”.


115. Error: Invalid Contract Day Count

Cause: Contract Day Count not numeric, not > 0, not <= maximum value, or blank.
Solution: Enter the correct Contract Day Count.


117. Error: Invalid Data for Employee Status Code

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.
Solution: Make sure that the Status Code of Employee is correct or set the salary information onthe Staff Record (Record 100) to the default values.


118. Error: Invalid Workday Minute Count

Cause: Workday Minute Count not numeric, not > 0, not <= maximum value on Annual Edit Table.
Solution: Enter the correct Workday Minute Count.


120. Error: No Site-Position Record

Cause: Each Staff Record must have at least one Site-Position Record.
Solution: Verify the existence of a matching Site-Position Record


125. Error: Invalid Employee Type Code

Cause: Employee Type Code not = "F" or "P", or field is blank.
Solution: Change the value to "F" for Full-time or "P" for Part-time.


130. Error: Invalid Teaching Certificate Data

Cause: Teaching Certificate Data (Type Code, Number) invalid or blank when it is required.
Solution: Correct the Certificate Data to valid values or blank depending on Employee Status Code.


131. Error: Certificate Not Reported for Instructional Position

Cause: Certificate must be reported for an Instructional Position unless 1-Program is Head Start, 2-ROTC, 3-Post-Secondary employee or 4-Teaching Certificate Exception Code is reported.
Solution: Report the Teacher’s Certificate for an Instructional Position or report theException Code, since it is not a Head Start, ROTC Program, or Post-Secondary.
  • Either give an exception code or enter certificate information.


132. Error: Certificate Number Duplicated within LEA at site

Cause: Duplicate Certificate Numbers are reported by LEA at this site.
Solution: Validate the Certificate Numbers for uniqueness.


133. Error: Years Experience Count Invalid for Certificate Type

Cause: Allowed Years Experience Count less than that allowed for Certificate Type
Solution: Change the Allowed Years Experience Count to match the Certificate TypeCode requirements.


135. Error: Certificate Does Not Match Name & SSN on Teacher Certification Database

Cause: Certificate Number incomplete or not correct, or Name and SSN do not match Name and SSN on Teacher Certification database.
Solution: Verify correct SSN and legal name. Change name and SSN on either PEP or Teacher Certification database, whichever is in error.


136. Error: Certificate Not Found on Teacher Certification Database

Cause: Certificate Number incomplete or not correct and cannot be found on Teacher Certification database.
Solution: Verify Certificate Type Code, Certificate Number, and Certificate Suffix Code and submit the valid certificate.


137. Error: Certificate Does Not Match SSN on Teacher Certification Database

Cause: PEP SSN does not match the SSN on the Teacher Certification database.
Solution: Verify the correct SSN. Change the database with the error, either PEP or Teacher Certification.


138. Warning: Certificate Last Name Does Not Match Name on Teacher Certification Database

Cause: Last Name reported on PEP does not match last name on Teacher Certification Database
Solution: Verify the correct legal last name. Change the name on whichever database is in error, either the PEP or Teacher Certification database.


139. Error: Certification Number Incomplete: Suffix Missing

Cause: Certification Number Incomplete: Suffix Missing.
Solution: Change the Certification Number to include a valid Suffix.


147. Error: Tenure Lost Reason Code Invalid for Tenure Status Code

Cause: Reason code should be blank for Tenure Status Code = 00, 01, and 02.
Solution: Change Tenure Lost Reason Code to blank.


148. Error: Tenure Lost Date Invalid for Tenure Status Code

Cause: Tenure Lost Date should be blank for Tenure Status Code = 00, 01, and 02.
Solution: Change Tenure Lost Date to blank.


149. Error: Tenure Add Date Invalid for Tenure Status Code

Cause: Tenure Add Date should be blank for Tenure Status Code = 00 and 02.
Solution: Change Tenure Add Date to blank.


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Record 100 Errors (150-199)

150. Error: Invalid Teaching Certificate Exception Code

Cause: Teaching Certificate Exception Code not blank or not a valid value.
Solution: Change Certificate Exception Code to blank or to a valid value.


151. Error: Teaching Certificate Exception Code Invalid for Non-Instructional Staff

Cause: Teaching Certificate Exception Code should not be reported for non-instructional positions.
Solution: Change Certificate Exception Code to blank for Non-Instructional Staff.


153. Error: Teaching Certificate Exception Code Invalid with Certificate

Cause: Teaching Certificate Exception Code is invalid when a Teaching Certificate Number is reported.
Solution: Remove Teaching Certificate Exception Code when a Teaching Certificate Number is reported.


155. Error: Invalid Tenure Status Code

Cause: Tenure Status Code must be 00, 01, 02, or 03 for employee status code 01, 05, and 06.
Solution: Change to a valid Tenure Status Code.


156. Error: Invalid Tenure Add Date

Cause: Tenure Add Date should be blank for Tenure Status Code = 00 and 02
Solution: Change Tenure Add Date to blank.


157. Error: Invalid Tenure Lost Date

Cause: Tenure Lost Date should be blank for Tenure Status Code = 00, 01 and 02
Solution: Change Tenure Lost Date to blank.


158. Error: Invalid Tenure Lost Reason Code

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
Solution: Change Tenure Lost Reason Code to a valid value or blank.


159. Error: Tenure Status Cd Invalid for Employee Status Cd

Cause: Tenure Status code should be blank for employee status code = 02, 03 and 04.
Solution: Change Tenure Status Code to blank.


160. Error: Invalid Educational Level Code

Cause: Educational Level Code not valid.
Solution: Change Educational Level Code to a valid value.


161. Warning: Educational Level Does Not Match Level on Certificate

Cause: Educational Level must match level on Certificate.
Solution: Change Educational Level to match level on Certificate or update Certificate.


162. Error: Educational Level Less Than Bachelor for Instructional Position

Cause: Educational Level must be at least Bachelor, unless ROTC or Certificate Type Code = "AN", "VT", "VP", or "FL" which was Exception Code="3".
Solution: Change Educational Level Code to Bachelor or higher for Instructional Position.


164. Error: Invalid Date of Hire

Cause: Date of Hire for staff is invalid or missing.
Solution: Add Date of Hire for staff member.


165. Error: Invalid Allowed Years Experience Count

Cause: Allowed Years Experience Count not numeric, not in valid range, or field is blank.
Solution: Change Allowed Years Experience Count to be in the valid range of numeric values.


166. Error: Invalid Highly Qualified Flag Occurrence: xx

Cause: xx number of Highly Qualified Flags are not valid values.
Solution: Flag must be Y or N (blanks and other characters not valid)


167. Error: Invalid Employee Status Code

Cause: Employee Status Code not a valid value.
Solution: Change code to a valid value (01, 02, 03, 04, 05, or 06)


170. Error: Invalid Retirement System Code

Cause: Retirement System Code is not a valid value.
Solution: Change Retirement System Code to a valid value or a blank, if appropriate.


175. Error: Invalid Retiree Return to Work Code

Cause: Retiree Return to Work Code not blank and not a valid value.
Solution: Change Retiree Return to Work Code to a blank or a valid value.


180. Error: Invalid Sabbatical Status Code

Cause: Sabbatical Status Code not a valid value and not blank.
Solution: Change Sabbatical Status Code to a valid value or blank.


181. Error: Sabbatical Status Code Invalid for Non-Instructional Position

Cause: Sabbatical Status Code cannot be used with a non-instructional position.
Solution: Verify that the object and function codes refer to an Instructional Position when using a Sabbatical Status Code.


185. Error: PIP Salary Amount Not Numeric

Cause: PIP Salary Amount must be numeric.
Solution: Change PIP Salary Amount to a numeric value.


186. Error: PIP Salary Amount Invalid: No Certificate Reported

Cause: PIP Salary Amount cannot be greater than zero when No Certificate is reported.
Solution: Change PIP Salary Amount to zero or add the certificate number.


187. Error: PIP Salary Amount not between Minimum and Maximum Amounts Allowed

Cause: PIP Salary Amount must be between Minimum (1129) and Maximum (3721) Amounts.
Solution: Verify the PIP Salary Amount to ensure it is between the Minimum and Maximum Amounts Allowed when PIP Salary Amount is greater than zero.


190. Error: Invalid Total Salary Amount

Cause: Total Salary Amount not numeric, not in the valid range, or field is blank.
Solution: Change Total Salary Amount to a numeric value in the valid range.


191. Error: Total Salary Amount Not Equal to the Sum of Salary Amounts on Site-Position records

Cause: Total Salary Amount must equal the Sum of Salary Amounts on all Site-Position Records.
Solution: Recalculate the Total Salary Amount to equal sum of all Salary Amounts on all Site-Position Records.


193. Error: Total Salary < Minimum Wage for Non-Instructional Position

Cause: Total Salary must be >or = Minimum for Non-Instructional Positions.
Solution: Recalculate Total Salary to be >or = Minimum for a Non-Instructional Position.


195. Error: Invalid Salary Reduction Code

Cause: Salary Reduction Code is not a valid code of 1, 2, 3, or blank.
Solution: Change the Salary Reduction Code to a valid value of 1, 2, 3, or blank.


196. Error: Salary Reduction Code Invalid for October 1 Data Collection

Cause: Salary Reduction Code may not be entered for October 1 Data Collection.
Solution: Enter blank spaces for the Salary Reduction Code field.

Record 200 Errors (200-249)

207. Error: No Matching Staff Record

Cause: A corresponding Staff Record was not submitted with the same Beginning School Session Year, Sponsor Code, and Social Security Number.
Solution: Verify the SSN and submit a matching Staff Record for this Site-Position


208. Error: Duplicate Site-Position record

Cause: Site-Position records must be unique.
Solution: Remove or change the duplicate Site-Position record


210. Error: Invalid Object Code or Not Allowed on PEP

Cause: Object Code not valid value for PEP or field is blank.
Solution: Change Object Code to a valid value for PEP.


217. Error: Invalid Salary Data for Employee Status Code

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.
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.


218. Error: Invalid Object/Func for Superintendent

Cause: Type 2 or 5 Charter is using the incorrect Object Function Code combination for an administrator
Solution: Change the Object Function Code to 111/2490 for administrators.


219. Error: Invalid Function Code for Object Code

Cause: Function Code is not valid for Object Code.
Solution: Change the Function Code to a valid code corresponding to the Object Code.


220. Error: Invalid Function Code

Cause: Function Code not valid value or field is blank.
Solution: Change Function Code to a valid value.


221. Error: No matching Class Schedule record

Cause: A Class Schedule record is required for this Object and Function Code when ASR Method = Extract and when the Processing Period is October 1.
Solution: Change the Object Code / Function Code combination to one not requiring Class Schedule records or revise ASR Method of Forms Submission to Batch.
  • Teacher needs to have courses in the Master Schedule Editor with students enrolled.
  • There are courses that do NOT require any students to be enrolled. They are:
Conference/Planning
Coordination/Supervisor
Adapted Physical Education
Elementary Enrichment Class (K-8 only) no credit
Secondary Incentive Center
Academic Assistance (no credit)
Gifted Enrichment Pullout (no credit)
Talented Art Enrichment (no credit)
Talented Music Enrichment (no credit)
Talented Theater Enrichment (no credit)
Floating Teacher (K)
Floating Teacher (Elem)
Title 1 (Mathematics Pull Out Class)
Reading Intervention - Elementary Grades (Pull Out)
Math Intervention - Elementary Grades (Pull Out)
Reading Intervention - High School Grades (Pull Out - no credit)
Math Intervention - High School Grades (Pull Out - no credit)
Title 1 (Reading/Language Arts Pull Out Class)
Hospital/Homebound Reg Ed
  • If the teacher does not teach any students then delete their courses from the Master Schedule and also delete the contract for that school year in Human Resources.
  • If new courses are added to the Master Schedule, submit the newly created sections to CUR before submitting the new PEP file for those teachers.
  • If no CUR record then do a partial CUR.


222. Warning: Warning: This teacher is being submitted without a class schedule record.

Cause: A class schedule record is not required before November 1st of the October 1 (CLASS) collection.
Solution: Make sure to include class schedule records for teachers after November 1st.


225. Error: Invalid Employment Begin Date

Cause: Employment Begin Date is not numeric, not a valid date, or is blank.
Solution: Change Employment Begin Date to a valid date.


226. Error: Employment Begin Date Later Than PEP Processing Period Effective Date

Cause: Employment Begin Date must not occur later than the Processing Period Effective Date.
Solution: Change Employment Begin Date to a date on or before Processing Period Effective Date.


227. Error: Employment Begin Date Later than School Close Date

Cause: Employment Begin Date must not occur later than the School Close Date.
Solution: Verify the accuracy of the Employment Begin Date and the School Close Date.


230. Error: Invalid Employment End Date

Cause: Employment End Date is not numeric, not a valid date, outside school year range or is blank.
Solution: Change Employment End Date to a valid date.


231. Error: Employment End Date Earlier Than Employment Begin Date

Cause: Employment End Date is not later than Employment Begin Date.
Solution: Verify that Employment End Date occurs on or after Employment Begin Date.


232. Error: Overlapping Employment Dates on Site-Position Records

Cause: Employment Dates may not overlap on Site-Position records when all other key fields are identical.
Solution: Change the Begin and End Employment dates on the Site-Position records so that they do not overlap when Site Code, SSN, Object Code and Function Code are identical.


233. Error: Employment End Date Later than School Close Date

Cause: Employment End Date must not occur later than the School Close Date.
Solution: Verify the accuracy of the Employment End Date and the School Close Date.


240. Error: Invalid Annual Minutes Worked Count

Cause: Annual Minutes Worked Count not numeric, not greater than zero, or is greater than the maximum value for the school session.
Solution: Enter the correct Annual Minutes Worked Count.


241. Warning: Annual Minutes Worked Count > Contract Day Count Times Workday Minutes

Cause: Number of Annual Minutes Worked from all Site records must not be > Contract Day Count times Workday Minute Count.
Solution: Recalculate the Annual Minutes Worked Count from all Site records to be < or = Contract Day Count * Workday Minute Count.


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.

Record 200 Errors (250-299)

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.
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 Homebased 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

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.
  • The section is not in CUR so submit a partial CUR file for that class only.


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.


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".


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Record 300 Errors (300-349)

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.


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 PEP User Guide Revised: 10/1/2019 101 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 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.


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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 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.


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