At the beginning of each year, a large volume of ED40 employment/position records are submitted to TRS, many of which span the entire fiscal year.
However, there are also mid-year changes that occur, and it’s important that these changes and any new hires are submitted in a timely manner. This should reduce the number of corrections that are required so that employment changes can be properly reported in the system.
Please make sure to review any employment changes throughout the month and submit the changes in the system as they occur.
A new employee begins working in an eligible position as of Feb. 1, 2026, but does not receive their first paycheck until April 15, 2026. In this case, an ED40 should be submitted with February 2026 reporting so that the time worked can be reported for the months of February and March. If the ED40 is not submitted with the initial month’s reporting, then RP25s will need to be submitted to report the time worked in the prior months. This ensures the time worked in prior months will count toward their years of service.
An employee was hired from Sept. 1, 2025 through Aug. 31, 2026 in a Support Staff position (03), but moved to a Full-Time Teaching position (02) in March 2026. In this case, with the March ED reporting, we would expect to see an ED45 (employment and position adjustment record) to end the 03 position and add the 02 position. This should allow a smoother transition with the reporting between the two positions.
An employee was originally hired as an eligible Food Service Worker position (07), but as of Jan. 15, 2026, they moved to a substitute-only position. The employee is still receiving pay for the eligible position through February 2026 but will be working as a substitute in February. Ideally, an ED45 would be submitted with January reporting to make this change, but if the change is not made until February, additional corrections may be required. First, the January information would need to be reviewed to confirm that only time worked in the eligible position has been reported; if not, then an RP25 will need to be submitted to remove any time worked in the substitute position. Second, an ED45 will need to be submitted ending the eligible position as of Jan. 14, 2026 and adding the substitute position as of Jan. 15, 2026.
ED90s should only be submitted when an employee has terminated all employment. If an employee is switching from one position to another, an ED90 is not required, an ED45 can be submitted instead. If an employee does terminate, their ED90 should be submitted in the report month in which the person will appear on the RP report for the final time. For example, if an employee terminates as of May 31, 2026 but is receiving pay until Aug. 2026, the ED90 should be submitted with the August reporting files.
In all cases, if you receive errors when submitting ED40 or ED45s to report midyear changes, please confirm the information on the View Employee Information screen in the RE Portal. If corrections are required and you need assistance, please reach out to your coach so that they can advise on the appropriate action that is needed to have the contract corrected.