TSDS Best Practices for New Employee Records
Created: 09/02/2025
Reviewed: 10/30/2025
Revised: 10/30/2025
This guide outlines best practices for entering new employee records in ASCENDER for TSDS reporting. The steps are listed in sequential order and must be completed in the order shown.
Use this document as a reference in conjunction with the TSDS PEIMS Fall Submission Data for Business document when adding new employees.
* A red asterisk indicates that field should be completed only if it is applicable.
I. Personnel
1. Personnel > Maintenance > Staff Demo > Demographic Information
Create a new employee record and complete the following:
- Staff ID/SSN
- *Texas Unique Staff ID
- Name - The employee's name should match the name printed on their Social Security card.
- Sex
- DOB
- Ethnicity
- Race
Other recommended:
- Address
- Marital Status
- Driver's License
- Phone
- Work/Home Email
- Restrictions
- Emergency Contact Information
2. Personnel > Maintenance > Staff Demo > Credentials
Complete the following:
- *Teaching Specialization
- *Teacher Incentive Allotment Designation
Other recommended:
- *Certification
- *Permit
3. Personnel > Maintenance > Staff Demo > Responsibility
Note: Responsibility data cannot be added until the School Year for PEIMS Codes has been updated on the Personnel > Tables > District HR Options page.
Complete the following:
- *Staff Service
- *SPED Student Age Range
- *Pop Served
- *Monthly Minutes
- *# of Students
- *Begin Date
4. Personnel > Maintenance > Employment Info
Complete the following:
- Employee Status - Set this field to 0 - Pending to prevent the record from being included in the overnight extract with incomplete information.
When all data from Sections I and II are complete and accurate, update the Employee Status to 1-5 or A.
Note: The Percent Day Employed and # of Days Employd will populate only when the following conditions are met:
- Employee Status is set to 1–5 or A.
- The current date is on or after the employee’s Original Emp Date or Latest Re-Employ Date.
- The overnight extract has run allowing the data to be retrieved once the above conditions are met.
- Original Emp Date
- Latest Re-Employ Date
- Percent Day Employed
- Pct Day Employed Effective Date
- Highest Degree
- Years Experience
- *Prior Teaching
- *Auxiliary Role ID and Begin Date
- *Paraprofessional Certification and Begin Date
Other recommended:
- *Sub Type
- *Extract ID
- *Take Retiree Surcharge/NY Take Retiree Surcharge
- Fingerprint Information
II. Payroll
1. Payroll > Maintenance > Staff Job/Pay Data > Pay Info
Complete the following:
- *Extra Duty Pay
Other recommended:
- Pay Status
- Pay Campus
- Unemployment Elig
- W-4 Withholding Certificate
- TRS Status
- TRS Begin Date
- Bank Info
2. Payroll > Maintenance > Staff Job/Pay Data > Job Info
Complete the following:
- Contract Total (est annual $ for hourly)
- Contract Begin Date
- # of Days Empld
Other recommended:
- Job Code
- Primary Campus
- Pay Type
- *Pay Grade
- Hrs Per Day
- Contract Balance
- # of Annual Pymts
- # of Months in Contract
- Stat Min Days
- Payoff Date
- *OVTM Elig
- *OVTM Rate
- *TRS State Info
- WC Code
- *Accrual Info Code
3. Payroll > Maintenance > Staff Job/Pay Data > Distributions
Complete the following:
- Account Code
- Amount (per account)
- Activity Codes (for salary & stipends)
Other recommended:
- Expense 373
4. Payroll > Maintenance > Staff Job/Pay Data > Deductions
Complete the following:
- Deduction Code
- Café 125
III. Personnel
When all data from Sections I and II are complete and accurate, update the Employee Status to 1-5 or A.
Note: The Percent Day Employed and TSDS # of Days Employed will populate only when the following conditions are met:
- Employee Status is set to 1–5 or A.
- The current date is on or after the employee’s Original Emp Date or Latest Re-Employ Date.
- The overnight extract has run allowing the data to be retrieved once the above conditions are met.
Verify the following information is populated:
1. Personnel > Maintenance > TSDS Days Employed Set
- TSDS # of Days Employed
2. Personnel > Maintenance > Employment Info
- Percent Day Employed
- % Day Effective Date
3. Personnel > Maintenance > TSDS Days Employed Set
- TSDS # of Days Employed