TSDS PEIMS Fall Submission Data for Business

I. Education Organization Domain

First Level Submission

1. Verify district information for current/prior school year.

   Verify district information for current/prior school year

   District Administration > Tables > District Information > District Name/Address

   

   ❏ In the Year field, type the four-digit school year for which you want to add or retrieve data and click Retrieve.
   
   ❏ Verify the ESC Region Number and ESC County District Number are accurate. The ESC County District Number is the six-digit ESC county district number assigned by Texas Education Agency (TEA).
   
   ESC County District Numbers
   
   ❏ Click Save for each year; each year is a separate record.

2. Verify campus information/exclude non-instructional campuses from reporting.

   Verify campus information/exclude non-instructional campuses from reporting

   District Administration > Tables > District Information > Campus Name/Address

   Ensure the Exclude from reporting to TEA checkbox is selected for all non-instructional campuses/departments to exclude them from being reported to TEA.

   

   ❏ In the Year field, type the four-digit school year for which you want to add or retrieve data and click Retrieve.
   
   ❏ Retrieve each campus record and confirm that the address and phone numbers are accurate.
   
   ❏ Review the following guidelines as consideration for selecting the Exclude from reporting to TEA checkbox:

   • Instructional campuses listed in ASKTed (001, 041, 101, etc.) should not have the Exclude from reporting to TEA checkbox selected.
   • Non-instructional campuses (701, 750, 999, and other campuses or departments needed for purchasing) should have Exclude from reporting to TEA selected.
   • Education Service Centers (ESCs): Exclude all campuses from TEA reporting.
   • Business-only LEAs: Exclude all campuses from TEA reporting.

   
   ❏ Click Save for each campus; each campus is a separate record.

3. Verify Shared Services Arrangements, as needed.

   Verify Shared Services Arrangements, as needed

   District Administration > Tables > District Information > Shared Services Arrangement

   

   ❏ In the Year field, type the four-digit reporting year for which you want to add or retrieve data and click Retrieve. For example, the reporting year for the 2024-2025 school year is 2025.
   
   ❏ Under Shared Services Arrangements (left side of page), enter all Shared Services Arrangements for which the LEA is a member.

   • Indicate the Shared Services Type and Fiscal Agent District ID.
   • If the LEA is the Fiscal Agent of the SSA, click the spyglass for that SSA record.

   
   
   ❏ Under Shared Services Arrangement Member Amounts (right side of page), click +Add to add a row. Complete the following fields:

   • Member District ID (CCCDDD)
   • Fund
   • Fiscal Year - This is the last fiscal year's SSA data. For example, for reporting year 2025 (school year 2024-2025), use SSA data from the 2023-2024 financial fiscal year 4.
   • Amount- This is the amount spent on the member’s behalf.

   
   

   Note: Since each year is entered on this tab, there are not separate tabs for the current and prior years as in previous years.

   ❏ Click Save.

II. Staff Domain

Second Level Submission

This section provides you with a clear view of all the Business fields included in the Staff Domain for Fall PEIMS reporting. The information is organized by where it exists in the system (application, menu, page, and tab). This will help you easily locate and correct data as needed. You can also generate user-created reports to assist you in verifying data.

1. Personnel

   Personnel

   Personnel > Maintenance > Staff Demo > Demographic Information

   

   • Staff ID/SSN
   • Texas Unique Staff ID
   • First, Middle, and Last Name
   • Sex
   • DOB
   • Ethnicity
   • Race

   ---

   Personnel > Maintenance > Staff Demo > Responsibility

   

   Note: The School Year will default to the School Year for PEIMS on the District HR Options page.

   • Campus
   • Co-op/SSA LEA - Co-op staff should be reported by the fiscal agent. Type the nine-digit ID (six-digit district ID + three-digit campus ID) to identify the LEA (district and campus) where the SSA/Co-op employees has work assignment records if other than their home district/campus. If this field is populated, then the Campus field should be blank and vice versa.
   • Staff Classification - This field is previously known as Role ID.
   • ESC/SSA
   • Staff Service
   • SPED Student Age Range
   • Pop Served
   • Monthly Minutes
   • # of Students (in class), if applicable
   • Begin Date
   • End Date

   ---

   Personnel > Maintenance > Employment Info

   

   • Original Emp Date
   • Latest Re-Employ Date (if applicable)
   • Termination Date
   • Percent Day Employed
   • Highest Degree
   • Total Years Professional Experience
   • Total Years Experience In District (professional staff only)
   • Auxiliary Role ID, Begin Date and End Date, if applicable (TSDS = Staff Classification)
   • Paraprofessional Certification, Begin Date and End Date, if applicable

2. Payroll

   Payroll

   Payroll > Maintenance > Staff Job/Pay Data > Job Info

   

   • Total - Note: For Pay Type 3 (hourly employees), enter an estimate of the annual salary.
   • Begin Date and End Date
   • # of Days Empld
   • (If applicable) Exclude Days for TEA - If an employee has multiple jobs listed on this page, the system automatically calculates the total number of days worked across all jobs. For example, if a teacher works 187 days and has a secondary job as a bus driver for 180 days, by default, the system adds all days for a total of 367 days. This does not accurately reflect the actual number of days worked since the employee does not actually work 367 days. To ensure accurate reporting, it is recommended to only report the job with the highest number of days. For jobs with fewer days, select Exclude Days for TEA to prevent those days from being included in the total.

3. Position Management

   Position Management

   Position Management > Maintenance > PMIS Position Admin

   Ensure the Exclude Days for TEA checkbox is selected for all secondary jobs.

   

   The Exclude Days for TEA checkbox can be found on the following Position Management > Maintenance pages:

   • PMIS Position Admin > Position Record
   • PMIS Position Modify > Position Record
   • PMIS Positions History > History
   • PMIS Change in Position > Change in Compensation

4. District Administration

   District Administration

   District Administration > Tables > District Information > District Name/Address

   Add data for contracted instructional staff as needed.

   

   ❏ In the Year field, type the four-digit school year for which you want to add or retrieve data and click Retrieve.
   
   ❏ Under Contracted Instructional Staff, add records and complete the following fields:

   • Campus
   • Program Intent Code
   • Number of FTEs

   ---

   District Administration > Maintenance > Non-Employee

   For contracted instructional staff, complete all fields under Instructional Staff.

   

   ❏ Be sure to select a TSDS Staff Type code for all non-employee staff members with a 2023 start date or later.

   • Select 3 - Contracted Professional Staff if the staff member is a Contracted Professional (instructional and non-instructional).

   • Select 4 - In-District Charter Prtnr Campus Teacher if the staff member is a teacher employed at an In-district Charter Partner Campus.

III. Finance Domain

Third Level Submission

1. Add crosswalks.

   Add crosswalks

   Finance > Tables > TSDS Crosswalks

   Map financial data from the LEA's set of accounts to TEA's Chart of Accounts for both the current and previous file IDs.
   
   Verify the TSDS crosswalks copied from State Reporting are correct. Make corrections as needed.
   
   Verify that there is not a crosswalk for the automatic crosswalks processed by ASCENDER. Automatic crosswalks are applied after any applicable crosswalks entered on this page. Review the Automatic Crosswalks section on the Finance TSDS Crosswalk Tables page.

   

   As an example, a one-campus LEA that budgets and books expenditure records to campuses 101 and 001 should establish a crosswalk to move expenditures from Organization code 101 to Organization code 001.

   

2. Verify Budget data.

   Verify Budget data

   Budget data is extracted from Finance for applicable funds. The totals include entries made into the system until the end of October or accounting period 10. It is recommended that all budget amendments be entered by the PEIMS Fall Snapshot date, which is the last Friday in October.

   

   The following data is reported:

   • Fund (199, 240, and 599)
   • Function
   • Object
     • Report 5XXX-8XXX
     • 61XX are collapsed into 6100, 62XX into 6200, 63XX into 6300, etc.
   • Organization
   • Fiscal Year
   • Program Intent
   • Amount
   • Begin & End Date (time/date stamp assigned at the time of data entry; not the transaction date)

3. Verify Payroll data.

   Verify Payroll data

   Payroll > Maintenance > Staff Job/Pay Data > Distributions

   Verify all account codes, amounts, and activity codes. All employees should have at least one row with Activity Code 78 (non-salary) or 80 (Base Salary).

   

IV. TSDS Level 1 Errors

1. Review/correct TSDS Level 1 Errors.

   Review/correct TSDS Level 1 Errors

   District Administration > Inquiry > TSDS Level 1 Errors

   Review TSDS Level 1 errors on a regular basis and correct data as needed. If not addressed, these errors will prevent data from flowing to the Operational Data Store (ODS).

   

   You can print various reports using the following options:

   • Select the checkbox next to the domains (rows) to be included in the report and click Print. This prints errors associated with the selected Domain > Entity.
   • Click Extract Errors Reprint to display the processes that completed successfully in the last extract as well as a list of errors that need to be corrected. This should be the focus for most error resolution.
   • Click Extract Prior Year Reprint to display data that was extracted for Mid-Year PEIMS.
   • Click Extract Budget Reprint to display Budget data most recently extracted for Fall PEIMS.
   • The Extract Payroll Reprint button displays Payroll data most recently extracted for Fall PEIMS.

   
   

   Note: If included in the report, the Action Type column displays the expected action of the record that was sent to the Operational Data Store (ODS):

   • I - Insert
   • U - Update
   • D - Delete

V. Data Quality Tips