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general:fallpeimsbusiness_staffdomain_personnel

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general:fallpeimsbusiness_staffdomain_personnel [2025/11/05 16:11] – emorenogeneral:fallpeimsbusiness_staffdomain_personnel [2026/08/21 16:31] (current) – emoreno
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 <WRAP center round tip> <WRAP center round tip>
-**TIP**: All new staff should be entered in Personnel and Payroll on the same day by 6pm (if possible). If the required staff data is not available or cannot be entered the same day, the recommended best practice is to set the **Employee Status** field to //0 - Pending// to prevent the record from being included in the overnight extract with incomplete information. Be sure to review [[https://help.ascendertx.com/business/doku.php/academy/tsds_bestpractices_newemployees|TSDS Best Practices for New Employee Records]]. +**TIP**: All new staff should be entered in Personnel and Payroll on the same day before data is sent from the ADC. If the required staff data is not available or cannot be entered the same day, the recommended best practice is to set the **Employee Status** field to //0 - Pending// to prevent the record from being included in the overnight extract with incomplete information. Be sure to review [[https://help.ascendertx.com/business/doku.php/academy/tsds_bestpractices_newemployees|TSDS Best Practices for New Employee Records]]. 
 </WRAP> </WRAP>
  
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 {{:general:staff_domain_staff_demo.png|Demographic Information Tab}} {{:general:staff_domain_staff_demo.png|Demographic Information Tab}}
  
-When adding new Personnel and Payroll records in ASCENDER, **it is highly recommended** to create the records on the same day. This allows the **Begin** and **End Dates** to be extracted correctly during the automatic extract at 6 PM. Verify that the following fields are complete:+Verify that the following fields are complete:
  
  
   * **Staff ID/SSN**   * **Staff ID/SSN**
   * **Texas Unique Staff ID**   * **Texas Unique Staff ID**
-  * **First**, **Middle**, and **Last Name**+  * **First**, **Middle**, and **Last Name** - **It is recommended** that you have a copy of the employee’s Social Security card available. Enter the employee’s legal name exactly as it appears on the card.
   * **Generation**   * **Generation**
   * **Sex**   * **Sex**
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   * **Ethnicity** (if applicable)   * **Ethnicity** (if applicable)
   * **Race (check all that apply; must select at least one)**   * **Race (check all that apply; must select at least one)**
 +
 +\\    
 +<WRAP center round important>
 +**Beyond TSDS Data**: **It is highly recommended** that the address is entered correctly to avoid possible errors.
 +  * **Number**: Enter numbers only.
 +  * **Street/PO Box**: Enter the street name without the residential house number. If entering a PO Box, type the entire PO Box and number. //(See example in screenshot above.)//
 +</WRAP>
 +
 +
  
 ---- ----
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 <WRAP center round tip> <WRAP center round tip>
  
-**TIP**: Before running a mass update, enter an **End Date** on the responsibility records for any employees who have been terminated or reassigned. This prevents ended responsibilities from being copied forward.+**TIPS**: Before running a mass update: 
 +  * Verify that the **School Year for PEIMS Codes** field on the Tables > District HR Options page has been updated to reflect the current school year (2027).   
 +  * Verify that responsibility records for employees who have been terminated or reassigned have an **End Date**. This prevents ended responsibilities from being copied forward.
 </WRAP> </WRAP>
  
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 </WRAP> </WRAP>
  
-VCV Click **Execute** to execute the process. A preview report is displayed. The report only lists available responsibilities to be copied based on the set parameters. Duplicates are not allowed. [[general:printreport|Review the report.]]+VCV Click **Execute**. A preview report is displayed. The report only lists available responsibilities to be copied based on the set parameters. Duplicates are not allowed. 
  
-VCV Click **Process** to proceed. +[[general:printreport|Review the report.]] 
 + 
 +<WRAP box>**Note**: After reviewing the report, if you identify any discrepancies, click **Cancel**, make the necessary corrections, then return to execute and process again.  
 +</WRAP> 
 + 
 +VCV Click **Process**. A message is displayed indicating that the process was completed successfully. 
  
-<div indent>A message is displayed indicating that the process was completed successfully.  
-</div> 
  
  
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 {{:general:staff_domain_responsibility.png|Responsibility Tab}} {{:general:staff_domain_responsibility.png|Responsibility Tab}}
  
-<WRAP box>**Notes**:   +<WRAP box>**Note**: Employees can have multiple responsibility records for the same year, provided that each record has a different **Staff Service** value.
-  * Employees can have multiple responsibility records for the same year, provided that each record has a different **Staff Service** value. +
-  * Verify that the **School Year for PEIMS Codes** is the current PEIMS school year that you are working in. If the **School Year for PEIMS Codes** field needs to be updated, changes can be made on the [[https://help.ascendertx.com/business/doku.php/personnel/tables/districthroptions|Personnel > Tables > District HR Options]] page.+
 </WRAP> </WRAP>
  
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   * **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.    * **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** and identifies the capacity in which a person serves.   * **Staff Classification** - This field is previously known as **Role ID** and identifies the capacity in which a person serves.
-  * **ESC/SSA** - This field can be blank if it is not applicable. +  * **ESC/SSA** - Select the code that indicates whether the staff member is a school district employee, or works at an ESC as part of an SSA or not part of an SSA. |
   * **Staff Service** - Refers to the services supplied by staff.   * **Staff Service** - Refers to the services supplied by staff.
   * **SPED Student Age Range**    * **SPED Student Age Range** 
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   * **# of Students** (in class) - This field cannot be blank, default value is 0.   * **# of Students** (in class) - This field cannot be blank, default value is 0.
   * **Begin Date**     * **Begin Date**  
-  * **End Date**- An end date is not required for the 2025 record unless the employee is terminated, no longer in the position, or the record should be excluded from the Mass Update process.  +  * **End Date**- An end date is not required for the 2026 record unless the employee is terminated, no longer in the position, or the record should be excluded from the Mass Update process.  
-    * If an **End Date** is entered, the record will not be copied from 2025 to 2026 during the year-to-year Mass Update. +    * If an **End Date** is entered, the record will not be copied from 2026 to 2027 during the year-to-year Mass Update. 
-    * If the employee is continuing in the same position, create a 2026 record so it will be included in the submission.+    * If the employee is continuing in the same position, create a 2027 record so it will be included in the submission.
  
 <WRAP center round tip> <WRAP center round tip>
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 To ensure that an employee's TSDS Days Employed Set is calculated correctly and to prevent employees from being included on the Unaffiliated Staff list in TSDS, verify that the following fields are complete: To ensure that an employee's TSDS Days Employed Set is calculated correctly and to prevent employees from being included on the Unaffiliated Staff list in TSDS, verify that the following fields are complete:
  
-  * **Employee Status** - Staff records with a pay type of 1-5, A are extracted for TSDS reporting if the **Employee Status** is //1 - Active professional//, //2 - Active auxiliary per//, //3 - Retired//, //4 - Resigned//, //5 - On Leave//, or //A - Long Term Substitute//. +  * **Employee Status** - Staff records with a pay type of 1-3, are extracted for TSDS reporting if the **Employee Status** is //1 - Active professional//, //2 - Active auxiliary per//, //3 - Retired//, //4 - Resigned//, //5 - On Leave//, or //A - Long Term Substitute//. 
   * **Original Emp Date** - The original date on which the individual was employed by the LEA.   * **Original Emp Date** - The original date on which the individual was employed by the LEA.
-  * **Latest Re-Employ Date** - Complete this field if the employee worked for the LEA, left the LEA, and then returned. **Note**: Do not delete the **Original Emp Date** but do delete **Termination Date** and **Termination Reason**.+  * **Latest Re-Employ Date** - Complete this field if the employee worked for the LEA, left the LEA, and then returned. **Note**: Retain original data (**Original Emp Date**, **Termination Date** and **Termination Reason**).
   * **Termination Date** - Type the date that the termination of the employee went into effect. The termination date and reason are used to exclude the employee from TEA reporting.   * **Termination Date** - Type the date that the termination of the employee went into effect. The termination date and reason are used to exclude the employee from TEA reporting.
   * **Termination Reason** - Click {{:images:dropdown.gif|Drop-down Arrow}} to select the reason the employee was terminated. The termination date and reason are used to exclude the employee from TEA reporting.   * **Termination Reason** - Click {{:images:dropdown.gif|Drop-down Arrow}} to select the reason the employee was terminated. The termination date and reason are used to exclude the employee from TEA reporting.
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   * **TRA Teaching Experience** - Type the two-digit number of verifiable years of teaching experience as a classroom teacher as described in TEC §48.158. The field default is zero.   * **TRA Teaching Experience** - Type the two-digit number of verifiable years of teaching experience as a classroom teacher as described in TEC §48.158. The field default is zero.
   * **TRA Eligibility** - Select to indicate the local education agency (LEA) has determined the teacher (StaffClassification is 087) is employed by a school system and teaches not less than an average of four hours each day, in an academic instructional setting or a career and technology educational setting.   * **TRA Eligibility** - Select to indicate the local education agency (LEA) has determined the teacher (StaffClassification is 087) is employed by a school system and teaches not less than an average of four hours each day, in an academic instructional setting or a career and technology educational setting.
-  * **Auxiliary Role ID**, **Begin Date** and **End Date**, if applicable (TSDS = Staff Classification)- Complete this field for auxiliary staff (not aides) paid from 6129. Only one auxiliary role should be active at a time. If an employee serves in multiple auxiliary capacities, only the primary duty should be reported.\\  \\  For TSDS reporting, leave the **End Date** field blank until the role officially ends. The end date should reflect the first day after the last day a non-exempt auxiliary staff was assigned to the AuxiliaryRoleId descriptor (i.e., the day after the last day the employee held the position).+  * **Auxiliary Role ID**, **Begin Date** and **End Date** (if applicable) - Complete this field for auxiliary staff (not aides) paid from 6129. Only one auxiliary role should be active at a time. If an employee serves in multiple auxiliary capacities, only the primary duty should be reported.\\  \\  For TSDS reporting, leave the **End Date** field blank until the role officially ends. The end date should reflect the first day after the last day a non-exempt auxiliary staff was assigned to the AuxiliaryRoleId descriptor (i.e., the day after the last day the employee held the position).
  
 <WRAP box>**Note**: Professional and paraprofessional staff may also be reported with an Auxiliary Role ID if they serve the LEA in a non-professional or non-paraprofessional role. A classroom teacher (Staff Classification 087) who also drives a bus route for the school would require an Auxiliary Role ID to be reported. In this case, the employee would have at least two payroll accounting entries; one with object code 6119 and one with object code 6129. <WRAP box>**Note**: Professional and paraprofessional staff may also be reported with an Auxiliary Role ID if they serve the LEA in a non-professional or non-paraprofessional role. A classroom teacher (Staff Classification 087) who also drives a bus route for the school would require an Auxiliary Role ID to be reported. In this case, the employee would have at least two payroll accounting entries; one with object code 6119 and one with object code 6129.
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-  * **Paraprofessional Certification**, **Begin Date** and **End Date**, if applicable -  For TSDS reporting, leave the **End Date** field blank until the certification expires. The end date should reflect the day after the last day a para-professional staff was certified (i.e., the day after the last day that the certification was valid). An employee should generally have only one active certification for the current year, though a recently expired certification may still be displayed.+  * **Paraprofessional Certification**, **Begin Date** and **End Date** (if applicable) -  For TSDS reporting, leave the **End Date** field blank until the certification expires. The end date should reflect the day after the last day a para-professional staff was certified (i.e., the day after the last day that the certification was valid). An employee should generally have only one active certification for the current year, though a recently expired certification may still be displayed.
  
  
general/fallpeimsbusiness_staffdomain_personnel.1762359103.txt.gz · Last modified: 2025/11/05 16:11 by emoreno

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