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CAPPS HR/Payroll Fiscal Year-End Processing Instructions

Issued: July 15, 2016
Updated: July 10, 2020 – View Changes

FPP T.003

Details

View entire document

Calendar

Aug. 21, 2020

CAPPS HR/Payroll Mass Position Update Changes Due

Aug. 31, 2020

CAPPS HR/Payroll Job and Position Changes Effective Before 9/1/20 and Terminations Before 9/2/20 Must Be Entered in CAPPS by 5 p.m.

Aug. 31, 2020

CAPPS HR/Payroll Department Budget Changes Due

Aug. 31, 2020

CAPPS HR/Payroll Shuts Down at 5 p.m. for FYE

Aug. 31 - Noon Sept. 2, 2020

CAPPS HR/Payroll Unavailable

Sept. 2, 2020

CAPPS HR/Payroll Available at Noon.

Master Schedule

See the Master Schedule of Fiscal Year-End Close Events

Contacts

Please contact your agency’s CAPPS support staff.

Authorized agency support staff may contact the CAPPS help desk at (512) 463-CAPP (2277) for additional assistance.

Overview

Applicable to

State agencies using the Centralized Accounting and Payroll/Personnel System (CAPPS) HR/Payroll (CAPPS Central agencies only).

Policy

CAPPS Central agencies must follow these instructions to properly prepare for the fiscal year-end (FYE) process.

You must provide agency-specific details to the CAPPS Production Support staff at the Comptroller’s office, such as employees to be restored to temporary assignment after the rollover to fiscal 2021, etc.

The CAPPS Production Support staff will complete the rollover steps on your agency’s behalf while the system is down.

All steps on the schedule must be completed before you can:

  • Enter any 9/1 job data transactions or position data updates (except terminations effective Sept. 1, 2020).
  • Run the September payroll.

Note: The CAPPS Production Support staff will also carry out the Standardized Payroll/Personnel Reporting System (SPRS) Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2021 for CAPPS Central agencies. Hub agencies are responsible for completing the SPRS fiscal year-end process.

Schedule

  • Normal processing will be available until 5 p.m. on Aug. 31, 2020.
  • All transactions processed on Aug. 31 will be sent to SPRS before the CAPPS team begins the FYE process.
  • The system will be unavailable beginning at 5 p.m. on Aug. 31 through noon Sept. 2, 2020.
  • Normal CAPPS activities will resume at noon on Sept. 2.

Note: This schedule is subject to change and will be updated as necessary.

Changes to this Document
Date Updates
07/10/2020 Updated for rollover to fiscal 2021
07/12/2019 Updated for rollover to fiscal 2020
07/13/2018 Updated for rollover to fiscal 2019
07/14/2017 Updated for rollover to fiscal 2018