The ED40 record is used to report an employee's new employment and position records. This record reports contract and position information on each employee before the start of employment and before the submittal of regular payroll contributions for the first time.

Multiple ED40 records should be submitted for an employee with multiple jobs. If the various jobs fall within the same position code, then only one record should be submitted per position code. In that scenario, the ED40 records should include the employee's primary position information.

The Emp Nbr, Staff ID/SSN, Name, DOB, and Gender fields are displayed and cannot be changed.

ED40 Record

❏ Under Position:

Field Description
TRS Membership EligibilitySelect if the employee is eligible for TRS.
ERS Retiree Health EligSelect if the employee is a member of the Employees Retirement System of Texas (ERS).
FTE HrsType the number of hours per week that the employee must work to be considered full-time in their primary position. The number should be between 30-40.
Hrly Pay RateThis field is required if the Pay Unit field is set to Hourly. Type the employee's new hourly pay rate.
TRS Position Code

Click Drop Down Arrow to select the applicable TRS member position code:

• 01 - Professional staff
• 02 - Teacher, librarian
• 03 - Support staff
• 04 - Bus driver
• 05 - FT nurse/Counselor
• 06 - Peace Officers
• 07 - Food service worker
• 09 - Summer School

Employment TypeClick Drop-down Arrow to select the employee's new employment type code.

• F - Half-Time or more
• M - Temporary
• P - Less than Half-time
• S - Substitute

Pay Unit/Salary FlagClick Drop-down Arrow to select whether the employee's new pay is salary or hourly. If Hourly is selected, the Hrly Pay Rate field is required.

❏ Under Contract:

Employment Start DateType the employee's most recent employment start date in the MM-DD-YYYY format.
Contract Begin DateType the date that the contract began in the MM-DD-YYYY format.
Contract End DateType the date that the contract ends in the MM-DD-YYYY format.
RE Pays Social SecurityClick Drop-down Arrow to indicate if social security is paid by the reporting entity.

• Y - Yes
• M - Medicare Only
• N - No

Non-Standard Work WeekSelect if the employee is currently working a non-standard work week. A non-standard work week occurs when the employee is regularly scheduled to work fewer than five days per week.