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academy:tsds_bestpractices_termemployees [2025/09/02 18:44] – created emorenoacademy:tsds_bestpractices_termemployees [2025/10/10 20:07] (current) – emoreno
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 </WRAP> </WRAP>
  
 +**Created**: 09/02/2025
 +\\
 +**Reviewed**: 10/10/2025
 +\\
 +**Revised**: 10/10/2025
  
 +<WRAP intro>
 +This guide outlines best practices for terminating employee records in ASCENDER for TSDS reporting. The steps are listed in sequential order and must be completed in the order shown. 
  
-<WRAP intro> +Use this document as a reference in conjunction with the [[https://help.ascendertx.com/districtadmin/doku.php/academy/fallbusinesspeims|TSDS PEIMS Fall Submission Data for Business]] document when terminating employees.
-This guide provides best practices for terminated employee records in ASCENDER for TSDS reporting. The steps are presented in sequential order, so it is important to complete them as listed. Use this document as a reference when adding new employees specifically for TSDS reporting purposes.+
 </WRAP> </WRAP>
  
----- 
  
 <color #ed1c24>*</color> A red asterisk indicates that field should be completed only if it is applicable. <color #ed1c24>*</color> A red asterisk indicates that field should be completed only if it is applicable.
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- +1. [[personnel:maintenance:employmentinfo|Personnel > Maintenance > Employment Info]]
-1. [[personnel:maintenance:staffdemo:demographicinformation|Personnel > Maintenance > Staff Demo > Demographic Information]] +
- +
- +
-Create a new employee record and complete the following:   +
- +
-  * **Staff ID/SSN**  +
-  * <color #ed1c24>*</color>**Texas Unique Staff ID**  +
-  * **Name** - The employee's name should match the name printed on their Social Security card. +
-  * **Sex** +
-  * **DOB** +
-  * **Ethnicity** +
-  * **Race** +
- +
-Other recommended: +
- +
-  * **Address** +
-  * **Marital Status** +
-  * **Driver's License** +
-  * **Phone** +
-  * **Work/Home Email** +
-  * **Restrictions** +
-  * **Emergency Contact Information** +
- +
- +
-2. [[personnel:maintenance:staffdemo:credentials|Personnel > Maintenance > Staff Demo > Credentials]]+
  
 Complete the following: Complete the following:
  
-  * <color #ed1c24>*</color>**Teaching Specialization** +  * **Termination Date** 
-  * <color #ed1c24>*</color>**Teacher Incentive Allotment Designation** +  * **Extract for TSDS** - Select if the **Termination Date** is in the past (prior to the current date) and the data should be included in the TSDS extract. 
- +  * **Termination Reason** 
- +  * <color #ed1c24>*</color>**Auxiliary Role ID End Date** 
-Other recommended: +  * <color #ed1c24>*</color>**Paraprofessional Certification End Date**
- +
-  * <color #ed1c24>*</color>**Certification** +
-  * <color #ed1c24>*</color>**Permit**+
  
 +2. [[personnel:maintenance:staffdemo:responsibility|Personnel > Maintenance > Staff Demo > Responsibility]]
  
-3. [[personnel:maintenance:staffdemo:responsibility|Personnel > Maintenance > Staff Demo > Responsibility]] 
  
 Complete the following: Complete the following:
  
-  * <color #ed1c24>*</color>**Staff Service** +  * **End Date**  
-  * <color #ed1c24>*</color>**SPED Student Age Range** +
-  * <color #ed1c24>*</color>**Pop Served** +
-  * <color #ed1c24>*</color>**Monthly Minutes** +
-  * <color #ed1c24>*</color>**# of Students** +
-  * <color #ed1c24>*</color>**Begin Date**+
  
- +3. [[personnel:maintenance:tsdsdaysemployedset|Personnel > Maintenance > TSDS Days Employed Set]]
-4. [[personnel:maintenance:employmentinfo|Personnel > Maintenance > Employment Info]]+
  
 Complete the following: Complete the following:
  
-  * **Employee Status** - Set this field to 0 to prevent the record from being included in the overnight job with incomplete information. +  * **End Date**
- +
-<WRAP center round important> +
-When all data from Sections I and II are complete and accurate, update the **Employee Status** to 1-5 or A.  </WRAP> +
- +
-<WRAP box> **Note**: The **Percent Day Employed** and **Number of Days** will populate only when the following conditions are met: +
-  * **Employee Status** is set to 1–5 or A. +
-  * The current date is on or after the employee’s **Original Emp Date** or **Latest Re-Employ Date**. +
-  * The overnight job has run allowing the data to be retrieved once the above conditions are met. +
-</WRAP> +
- +
-  * **Original Emp Date** +
-  * **Latest Re-Employ Date** +
-  * <color #ed1c24>**Percent Day Employed**</color> +
-  * **Employment Type** +
-  * **Highest Degree** +
-  * **Years Experience** +
-  * <color #ed1c24>*</color>**Prior Teaching** +
-  * <color #ed1c24>*</color>**Auxiliary Role ID** and **Begin Date** +
-  * <color #ed1c24>*</color>**Paraprofessional Certification** and **Begin Date** +
- +
- +
- +
- +
-Other recommended: +
- +
-  * <color #ed1c24>*</color>**Sub Type** +
-  * <color #ed1c24>*</color>**Extract ID** +
-  * <color #ed1c24>*</color>**Take Retiree Surcharge/NY Take Retiree Surcharge** +
-  * **Fingerprint Information**+
  
  
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   * <color #ed1c24>*</color>**Extra Duty Pay**   * <color #ed1c24>*</color>**Extra Duty Pay**
- 
  
 Other recommended: Other recommended:
  
-  * **Pay Status** +  * **Extra Duty/Business Allowance Remain Pymts**
-  * **Pay Campus** +
-  * **Unemployment Elig** +
-  * **W-4 Withholding Certificate** +
-  * **TRS Status** +
-  * **TRS Begin Date** +
-  * **Bank Info**+
  
  
 2. [[payroll:maintenance:staffjobpaydata:jobinfo|Payroll > Maintenance > Staff Job/Pay Data > Job Info]] 2. [[payroll:maintenance:staffjobpaydata:jobinfo|Payroll > Maintenance > Staff Job/Pay Data > Job Info]]
 +
 +
 +<WRAP center round alert>
 +**Do not**  change the **Remaining Pymts** field on this tab. The **Payoff Date** determines the payoff. Modifying the remaining payments can negatively impact taxes and TRS.
 +</WRAP>
 +
  
 Complete the following: Complete the following:
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   * **Contract Total** (est annual $ for hourly)   * **Contract Total** (est annual $ for hourly)
-  * **Contract Begin Date**+  * **Contract End Date**
   * **# of Days Empld**    * **# of Days Empld**
  
 Other recommended: Other recommended:
  
-  * **Job Code** 
-  * **Primary Campus** 
-  * **Pay Type** 
-  * <color #ed1c24>*</color>**Pay Grade** 
-  * **Hrs Per Day**  
   * **Contract Balance**   * **Contract Balance**
-  * **# of Annual Pymts**  +  * **Payoff Date**
-  * **# of Months in Contract**  +
-  * **Stat Min Days** +
-  * **Payoff Date** +
-  * <color #ed1c24>*</color>**OVTM Elig** +
-  * <color #ed1c24>*</color>**OVTM Rate**  +
-  * <color #ed1c24>*</color>**TRS State Info** +
-  * **WC Code** +
-  * <color #ed1c24>*</color>**Accrual Info Code** +
  
  
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 Complete the following: Complete the following:
  
-  * **Account Code** +  * Adjust **Contract Totals** (if necessary)
-  * **Amount** (per account) +
-  * **Activity Codes** (for salary & stipends) +
- +
-Other recommended: +
- +
-  *  **Expense 373**+
  
  
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 Complete the following: Complete the following:
  
-  * **Deduction Code** +  * Adjust **Remain Pymts** (if necessary) 
-  * **Café 125** +
- +
- +
----- +
- +
- +
-===== III. Personnel  ===== +
- +
-<WRAP center round important> +
-When all data from Sections I and II are complete and accurate, update the **Employee Status** to 1-5 or A.  </WRAP> +
- +
- +
-<WRAP box> **Note**: The **Percent Day Employed** and **Number of Days** will populate only when the following conditions are met: +
-  * **Employee Status** is set to 1–5 or A. +
-  * The current date is on or after the employee’s **Original Emp Date** or **Latest Re-Employ Date**. +
-  * The overnight job has run allowing the data to be retrieved once the above conditions are met. +
-</WRAP> +
- +
-Verify the following information is populated:  +
- +
- +
-1. [[personnel:maintenance:tsdsdaysemployedset|Personnel > Maintenance > TSDS Days Employed Set]] +
- +
-  * **TSDS # of Days Employed**  +
- +
- +
-2. [[personnel:maintenance:employmentinfo|Personnel > Maintenance > Employment Info]] +
- +
-  * **Percent Day Employed** +
-  * **% Day Effective Date** +
- +
- +
-3. [[personnel:maintenance:tsdsdaysemployedset|Personnel > Maintenance > TSDS Days Employed Set]]+
  
-  * **TSDS # of Days Employed**  
  
  
academy/tsds_bestpractices_termemployees.1756838643.txt.gz · Last modified: 2025/09/02 18:44 by emoreno

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