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general:fallpeimsbusiness_staffdomain_personnel
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Personnel Report
Personnel > Reports > Personnel Reports > HRS1250 - Employee Data Listing
This report allows you to verify demographic, responsibilities, salary, and account data for employees, one employee per page.
Use the Include Reports parameter to select Personnel, Job, Responsibility, and Distributions.
TIP: You can also generate user-created reports to assist you in verifying data.
Personnel
Personnel > Maintenance > Staff Demo > Demographic Information
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:
- Staff ID/SSN
- Texas Unique Staff ID
- First, Middle, and Last Name
- Generation
- Sex
- DOB
- Ethnicity (if applicable)
- Race (check all that apply; must select at least one)
Personnel > Utilities > Mass Update > Responsibility
❏ Under Parameters, select the appropriate parameters for the employees whose responsibility data is to be updated.
❏ Under Copy, in the School Year field:
| From | Type the school year from which you want to copy responsibility records in the YYYY format. |
|---|---|
| To | Type the school to which you want to copy responsibility records in the YYYY format. |
Note: The From School Year is the prior year and the To School Year is the current year.
❏ 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. Review the report.
❏ Click Process to proceed.
A message is displayed indicating that the process was completed successfully.
Personnel > Maintenance > Staff Demo > Responsibility
Note: 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 Personnel > Tables > 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 and identifies the capacity in which a person serves.
- ESC/SSA - This field can be blank if it is not applicable.
- Staff Service - Refers to the services supplied by staff.
- SPED Student Age Range
- Pop Served
- Monthly Minutes - The total minutes devoted to a particular service in a standard month. A standard month is the four weeks in October, including the PEIMS Fall snapshot date (last Friday in October). For example, a class taught for one hour every day would report 1,200 monthly minutes (60 minutes x 5 days x 4 weeks). This field cannot be blank, a value is required even if it is zero.
- # of Students (in class) - This field cannot be blank, a value is required even if it is zero.
- 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.
- If an End Date is entered, the record will not be copied from 2025 to 2026 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.
TIPS:
- Responsibility records with a Staff Service that begins with SE must have Pop Served set to 06.
- Responsibility records for aides must have Number of Students set to 0.
Personnel > Maintenance > Employment Info
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.
- 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.
- 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
to select the reason the employee was terminated. The termination date and reason are used to exclude the employee from TEA reporting. - Extract for TSDS - Select to include the employee in TSDS Staff Domain extracts regardless of their employment status. This allows those individuals with a Not Employed status to be included in the TSDS extract process. This option is useful for job abandonment instances where a termination date must be entered.
- Percent Day Employed - Type the percentage of a standard district workday for which the employee is hired to work. For an employee on contract, the percentage can be determined directly from the contract: full-time = 100, half-time = 050, and so on. For a non-contract employee, the percentage can be determined as follows. For example, the standard workday for the LEA is 7 hours. An employee is hired to work for 4 hours per day. This data element is coded as 057 for the employee because 4/7 = .571 is rounded down. Employees such as cafeteria workers and bus drivers who work only a few hours each day should not be reported as 100 in this field. Consider the number of hours worked in relation to the standard LEA workday, not the job. The field can be a maximum of three digits.
- Pct Day Employed Effective Date - Reflects the employee's start date or date of hire or the effective date of when an employee’s percent day employed is changed.
- Employment Type - If the employee is retired, ensure the Retiree Information section is completed.
- 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)- Complete this field for auxiliary staff (not aides) paid from 6129. For TSDS reporting, the end date should reflect the first day after the last day a nonexempt auxiliary staff was assigned to the AuxiliaryRoleId descriptor (i.e., the day after the last day the employee held the position).
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.
As there may be duplication between Staff Classification and Auxiliary Role ID, the LEA must use its discretion in determining if the employee is serving in a professional or non-professional capacity.
- Paraprofessional Certification, Begin Date and End Date, if applicable - For TSDS reporting, 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).
general/fallpeimsbusiness_staffdomain_personnel.1759851818.txt.gz · Last modified: 2025/10/07 15:43 by emoreno