TSDS PEIMS Mid-Year Submission Data for Business

Created: 10/1/2024
Reviewed: In Progress
Revised: In Progress

* The underlined text indicates the domain's submission level as it appears on the District Administration > Options > TSDS > Domains & Entities page.

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. The Year is automatically updated when the Fiscal Year Close process is completed in Finance.
   
   ❏ 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. Enter and verify prior Shared Services Arrangements, as needed.

   Enter and verify prior Shared Services Arrangements, as needed

   District Administration > Tables > District Information > Prior Shared Services Arrangement

   (Fiscal Agents) SSA fiscal agents will also enter SSA actual expenditures for the prior fiscal year on this tab. These amounts should represent the amount spent on behalf of each member district, not the amount transferred by the member LEA. This data is reported during the PEIMS Mid-Year Submission. For additional guidance, review the PriorYearSSAOrgAssociationExt Entity in the C049A table on the TWEDS website.

   ❏ In the Year field, type the four-digit school year for which you want to add or retrieve data and click Retrieve. For example, the reporting year for the 2025-2026 school year is 2026.

   ❏ Under Prior Shared Services Arrangements (left side of page), enter all Shared Services Arrangements for which the LEA is a member or fiscal agent.

   • Shared Services Type (E0776) (Descriptor C049) is the type of program or service provided by an SSA.
   • Fiscal Agent District ID (E0777) is the county-district number of the SSA fiscal agent registered with the TEA.
   • 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:

   • SSA Member District ID (E0981) – indicates the county district number (CCCDDD) of the school district (as registered with the TEA), which is a member district in the shared services arrangement.
   • SSA Fund (E0316S) (Descriptor: C145S) – identifies the fund group and specific fund (when applicable) for eh shared service arrangement actual financial data.
   • Fiscal Year (E0974) – Type the one-digit fiscal year for the SSA record. This is the last fiscal year's SSA data. For example, for reporting year 2026 (school year 2025-2026), use SSA data from the 2024-2025 financial fiscal year 5.
   • Actual Amount (E0774)- This is the amount spent on the members’ behalf.

   
   
   ❏ Click Save.

1. Add fund balance data.

   Add fund balance data

   District Administration > Tables > District Information > Fund Balances

   This tab is used to enter prior year ending fund balances (3XXX) as reflected on schedule C-1 of the audit. The purpose of these entries is to collect actual audited financial data for the prior school year as it is reported in the PEIMS Mid-Year Submission.

   This data is included in the PriorYearActualExt Entity and represents the sum of the financial transactions to date relating to a specific account.

   If the fund balance reported on the Annual Financial & Compliance Report (AFR) is a positive amount, it should be entered as a negative amount in ASCENDER.

   

   Year

   Verify that the correct year is displayed. If not, type the correct four-digit year for which you want to add or retrieve data and click Retrieve. TIP: Keep in mind that you are reporting prior year actual amounts. This means the year you enter should be one year ahead of the fiscal year associated with the fund entries. For example, if reporting on the 2024-2025 year, use data from the 2023-2024 year, entering 2025 in the Year field and 4 in the FY field for the fund entries.

   Use the Exhibit C-1 Balance Sheet from the annual audit report to enter fund balances. The fund balances must match the audit report.

   

2. 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 are correct.
   • Verify that there are not crosswalks for the automatic crosswalks processed by ASCENDER.
   • Review the Actual Extract Automatic Crosswalks page.

   • If a crosswalk is created on this page, it will be used and applied throughout the TSDS reporting process.
   • Automatic crosswalks are applied AFTER crosswalks created on this page are applied.
   • If you choose to use crosswalks, note that no updates are made to the Finance application. Any updates must be made manually in the Finance application.

   

   For example:

   

3. Verify Finance data.

   Verify Finance data

   Finance > Inquiry > General Ledger Inquiry > General Ledger Account Summary

   Prior year financial data is extracted from Finance for applicable funds. The totals include actual amounts entered into the system in the prior file ID.

   

   The following data is reported:

   • Fund (1XX-701)
   • Function
   • Object
     • Report 5XXX-8XXX
     • Unlike Fall data, which collapses 61XX into 6100, 62XX into 6200, 63XX into 6300, etc., each object code is reported (6112, 6118, 6119, etc.)
   • Organization
   • Fiscal Year
   • Program Intent
   • Amount (rounded to the nearest dollar)

   
   

   Use Exhibit C-3 from the annual audit report to compare amounts to the Finance > Inquiry > General Ledger Inquiry.

   

   This data can also be verified by using the Finance > Reports > Finance Reports > Summary/Miscellaneous Reports > FIN3050 - Board Report

   

   

Finance Data (Prior Year)

ASCENDER Breadcrumb	Step
Finance > Inquiry > General Ledger Inquiry	Click to display all funds. Verify all funds are valid for the 2025 Actual. If not, create TSDS Crosswalks (Fund to Fund). ActualFund - Table ID C145A
	Click to display all functions. Verify all functions are valid for the 2025 Actual. If not, create TSDS Crosswalks (Function to Function). TIP: Expense function codes should not be 00. ActualFunction - Table ID C146A
	Click to display all objects. Verify all objects are valid for the 2025 Actual. If not, create TSDS Crosswalks (Object to Object). TIP: Expense object codes should not end with 0. ActualObject - Table ID C159A
	Click to display all Program Intent Codes (PICs). Verify all PICs are valid for the 2025 Actual. If not, create TSDS Crosswalks (Program Intent to Program Intent). TIP: Expense program intent code should not be 00. ActualProgramIntent - Table ID C147A
	Click to display all organization codes. Verify all organization codes are valid for the 2025 Actual. If not, create TSDS Crosswalks (Org to Org).
	Verify organizations 001-698 are tied to a campus ID in AskTED. If not, create TSDS crosswalks as needed (Org to Org).
	Click to verify accounts with PIC 91 are using function codes 36, 51 or 52.
	Click to verify combinations: • Org 701-750 should only be used in functions 41, 53, 99 • Function 71 should be used with object 65XX • Funds 205, 255, 270, 429 should be used with PIC 24 rather than 30 • Expense objects (6XXX) should not be used with Org 000 • Expense Objects (6XXX) should not be used with PIC 00
	Click to ensure fiscal years 3-6 are being reported.
	Verify expenditures exist for object code 6491 to record Statutorily Required Public Notices.
	Verify at least one account code exists for instructional staff development (function 13) with actual expenditures greater than zero.
	Verify at least one account code exists for general administration (function 41) with actual expenditures greater than zero.
	Verify at least one account code exists for instructional resources and media services (function 12 and object 6100-6600) with a budget and actual expenditures greater than zero.
	Verify at least one account code exists for guidance, counseling, evaluation services or social work services or health services in function 31-33, object 6100-6600 with amounts greater than zero.
	Verify at least one account code exists with object code 6212 for audit services.
	Verify actual expenditures are reported in Fund 199, object 6144.
	Verify expenditure accounts with function 91 or 92 (if applicable), organization code is 999.
	Verify one account code exists for Matching State Funds (object 5829) in funds 240 and 410.