Please be reminded that ED40s are to be submitted as follows:
- in July for employees who have contracts or work agreements that begin in July,
- in August for employees who have contracts or work agreements that begin in August,
- in September for employees who have standard (September through August) contracts or work agreements,
- throughout the year as needed when new employees are added to payroll (an ED20 record should also be sent in the same month), and
- any time a person begins a new position, including summer school.
If a person performs multiple jobs under different position codes, an ED40 should be submitted for each position code. However, if multiple jobs fall within the same position code (01, 02, 03, 04, 05, 06, 07, 09), only one ED40 record may be submitted per position code. In that instance, the ED40 record should include information on the employee’s primary position.
Previously, TRS had communicated that ED40s may also be submitted in September for employees whose contract began in July or August. However, this is no longer permitted. If the RE does not submit the new contract in the month in which the contract begins, the days and hours reported on the RP20 will cause errors because a current contract is not on file. If you are receiving errors that there is not a contract on file, please review the View Employee Information screen to verify whether a contract has been submitted. If no contract is found, please move forward with submitting the ED40 information.