Sidebar
general:fallpeimsbusiness_staffdomain_personnel
This is an old revision of the document!
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.
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 TSDS Best Practices for New Employee Records.
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
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.
❏ 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
Notes:
- 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 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, default value is 00000.
- # of Students (in class) - This field cannot be blank, default value is 0.
- 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.
- Highest Degree
- Total Years Professional Experience
- Total Years Experience In District (professional staff only)
- 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.
- 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).
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, 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.
TIPS:
- Delete any expired certifications from previous years.
- To keep historical certification records for reference, move them to the Personnel > Maintenance > Staff Demo > Credentials tab.
Personnel > Maintenance > TSDS Days Employed Set
This page is used to keep a record of the number of days an employee has been employed for TSDS reporting purposes and manage begin/end dates if corrections are necessary.
This page only applies to employees with Employee Status 1, 2, 3, 4, 5, or A as listed on the Personnel > Maintenance > Employment Info page. Each record displays the percent of day employed, the TSDS number of days employed, the begin and end dates, a date timestamp indicating when the record was created, and the module within the system where the update originated. A record is created whenever the number of days employed or percent of day employed is changed. Only one record without an end date is allowed. Note that the # of Days Employd will be calculated each day during the automatic extract at 6 PM even if a manual extract and send is executed in District Administration.
This information is reported in the TSDS StaffEducationOrganizationEmploymentAssociation>DaysEmployedSet and records the percent and number of days employed by the employee as well as the begin date and end date associated with the PercentDaysEmployed and NumberDaysEmployed data elements.
general/fallpeimsbusiness_staffdomain_personnel.1761851658.txt.gz · Last modified: 2025/10/30 19:14 by emoreno