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Texas Payroll/Personnel Resource

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Required Documentation
Documentation and Method to Verify Prior State Employment

Generally, there are three ways to verify prior state employment for determining lifetime service credit for longevity and hazardous duty eligibility and vacation leave accrual rates. They are:

  • CAPPS Central verifies the service.
  • The agency or institution contacts each previous employer separately.
    – or –
  • The agency or institution contacts only the last employer.

Employment Periods Automatically Verified by CAPPS Central

Beginning in May 2024, certain employment records maintained in CAPPS Central are automatically verified for determining lifetime service credit. These records will be automatically generated and maintained by CAPPS Central and cannot be edited or deleted by the agency. They will also be grayed out and marked “verified.” Agencies using CAPPS Central are not required to take any further action to verify this service for it to be included in an employee’s lifetime service credit.

Only records automatically generated and marked verified by CAPPS Central do not require any further action by the agency. Any records not automatically generated and marked verified will continue to require action.

NOTE: CAPPS Hub agencies and institutions of higher education employment records are not in CAPPS Central and continue to require manual verification.

Contacting Each Previous Employer Separately

If the state agency that currently employs a state employee chooses to contact each previous employer to verify the amount of longevity or hazardous duty lifetime service credit accrued by the employee during previous employments, then the supporting documentation for the verification must:

  • Specify the name and Social Security number of the employee.
  • Provide the name of each previous employer the employee accrued lifetime service credit with.
  • Provide the name of the employee at each previous employer who verified the amount of lifetime service credit.
  • Provide the date that each previous employer verified the amount of lifetime service credit.
  • Provide the beginning and ending dates of each employment the employee accrued lifetime service credit for.
  • Provide the beginning and ending dates of any employment that required the employee to perform a hazardous duty.
  • Provide the beginning and ending dates of any period when the employee took leave without pay.

If a position the employee accrued lifetime service credit for was a classified or an exempt position, then the supporting documentation for the verification must specify:

  • The state classification or exempt job title of the employee.
    – and –
  • The state classification or exempt job number of the employee.

If a position the employee accrued lifetime service credit for was an unclassified position, then the supporting documentation for the verification must specify:

  • The agency-defined job title of the employee.
    – and –
  • The agency-defined job classification number of the employee.

Contacting Only the Last Employer

If a state agency that currently employs a state employee chooses to accept the amount of lifetime service credit shown for the employee on the records of the last state agency that employed the employee, the supporting documentation in the current employer’s records must contain a signed statement from the last agency specifying the amount of lifetime service credit for the employee as shown on that agency’s records. The statement must provide the date of the signature.

If the state agency that previously employed a state employee no longer exists, the current employing state agency may accept any reasonable evidence of the amount of lifetime service credit accrued by the employee while working for the defunct agency. The evidence may include:

  • Data from retirement systems.
  • Personnel action forms.
  • Statements from the employee.
  • Payroll records.
  • Pay stubs.
  • Statements from others with knowledge of the employee’s duties while working for the agency.
  • Information from the records of any legal successor to the agency.

Source

Texas Government Code, Section 403.071.