CAPPS HR/Payroll Fiscal Year-End Processing Instructions

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 2025, 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 Sept. 1 job data transactions or position data updates (except terminations effective Sept. 1, 2024).
• 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 2025 for CAPPS Central agencies. Hub agencies are responsible for completing the SPRS FYE process.

Schedule

• Normal processing will be available until 5 p.m. on Aug. 30, 2024.
• All transactions processed on Aug. 30 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. 30 through 8 a.m. Sept. 3, 2024.
• Normal CAPPS activities will resume at 8 a.m. Sept. 3.

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

Pre-FYE Rollover Activities

Note: The CAPPS Production Support staff will open a service ticket with the Short Description of Agency XXX FYE 2024 for each agency. This ticket will be used to capture all communication and documentation required to complete FYE processing.

Mass Position Data Changes (Reorg)

If your agency is planning to make mass Position Data changes effective Sept. 1, 2024 (for example, Mass Reorgs), contact the CAPPS help desk and CAPPS Production Support staff will provide a template for your agency’s use.

For agencies with a large number of changes to position data information (100 changes or more) for fiscal 2025, the CAPPS team will load your fiscal 2025 mass reorg spreadsheet during the outage window that begins Aug. 30, 2024.

Please note these important reminders:

• A test spreadsheet must be attached to the service ticket no later than Aug. 2, 2024. The CAPPS Production Support staff will complete a test load and provide results to agencies for validation.
• The final spreadsheet must be attached to the service ticket no later than Aug. 16, 2024. The CAPPS Production Support staff will attach final results to the applicable service ticket for agencies to validate.

Your agency must:

1. Populate the Mass Position Data Changes spreadsheet with current position data and changes effective Sept. 1, 2024.
2. Attach the spreadsheet to your agency’s FYE service ticket.

Department Budget Changes (BLS)

Department budgets are used in CAPPS HR/Payroll to accurately distribute payroll and payroll-related costs. Fiscal 2025 department budgets in CAPPS HR/Payroll will be established with an effective date of Sept. 1, 2024, as part of fiscal year-end processing.

Agencies will need to update their FYE service ticket indicating one of the following:

• Copy the fiscal 2024 budget to fiscal 2025 – meaning no changes or only a few minor changes.
  – or –
• Load the fiscal 2025 budget via spreadsheet.

Note: If your agency will require a subsequent budget load to coincide with the federal fiscal year that begins Oct. 1, 2024, please also note that in the service ticket.

For agencies with no changes or very few changes to budget information for fiscal 2024, the CAPPS team will copy your fiscal 2024 budget information to fiscal 2025. Any changes needed can be made online by the agency after the outage window.

For agencies with a large number of changes to budget information (100 changes or more) for fiscal 2025, the CAPPS team will load your fiscal 2025 budget via spreadsheet during the outage window that begins Aug. 30, 2024.

Please note these important reminders:

• A test spreadsheet must be attached to the service ticket no later than Aug. 9, 2024. The CAPPS Production Support staff will complete a test budget load and provide results to agencies for validation.
• The final spreadsheet must be attached to the service ticket no later than Aug. 23, 2024. The CAPPS Production Support staff will attach query results of the final fiscal 2025 budgets to the applicable service ticket for agencies to validate.

Position and Job Data Updates

Agencies must enter all position changes effective before Sept. 1, 2024, and job data actions effective on or before Aug. 31, 2024 (including any terminations effective Sept. 1, 2024), and make any corrections before 5 p.m. on Aug. 30, 2024:

• Review all active positions and inactivate any that will not be needed in fiscal 2025. Inactivation must occur before 5 p.m. on Aug. 30, 2024.

  Important note: Any last-minute position changes that could impact the department budget load details must be communicated to the CAPPS team.

• Review employees on disciplinary reduction (027) and temporary assignment (041). If the employees will be restored from disciplinary reduction or returned from temporary assignment with an effective date before Sept. 1, 2024, agencies must enter the appropriate action – Restore from Disciplinary Reduction (028) or Return from Temporary Assignment (042) – before 5 p.m. on Aug. 30, 2024.

  Note: As a part of the FYE rollover process, the CAPPS team will:

  • Return any employees from disciplinary reduction by entering a Restore from Disciplinary Reduction (028).
  • Return any employees from temporary assignment by entering a Return from Temporary Assignment (042).

  Employees on leave of absence from their job do not need to be returned from leave for FYE processing.

• Ensure that all terminations effective Sept. 1 and earlier are entered in CAPPS by 5 p.m. on Aug. 30, 2024. CAPPS will allow Aug. 31 termination actions to be entered with an effective date of Sept. 1, 2024. However, no other Sept. 1 job data transactions or position data changes are permitted.

Post-FYE Rollover Activities

Sept. 1 Job Data

Validate that all employees have been appropriately updated for the new fiscal year, which includes verifying that:

• All active employees have an action reason F25 row.
• Eligible employees’ salary reflects the legislative increase on the F25 record. To determine which employees are eligible, see Guidelines for the Salary Increase for Certain State Positions (F.017). 
• Employees whose terminations are effective Sept. 1 or earlier do not have a Sept. 1 F25 row.

Note: If employees who terminated Sept. 1, 2024, or earlier were rolled into the new fiscal year, the applicable Sept. 1 actions must be deleted before entering the Sept. 1 or earlier effective-dated terminations.

Note: Terminations or other events that occur during the outage can be accommodated when the system is back up on Sept. 3, 2024.

Benefit Elections

The Employees Retirement System (ERS) is expected to provide CAPPS the 100% Open Enrollment file on Sept. 3. After the file has been received, review the CAPPS ERS Inbound Results page and compare a sample of your employee election changes to the source data in ERS OnLine to validate employee benefit elections.

Salary Actions

Process any salary actions dated effective Sept. 1 to ensure the Sept. 1 annual base benefit rate (ABBR) or insurance salary will be correctly calculated by CAPPS.

Payroll

Complete execution of September payrolls. This includes running the Pre-Distribution Audit Report (PDAR) to validate payroll funding against fiscal year budget load.

Note: Any PDAR exceptions must be resolved before confirming the September payroll.

Time and Labor

The time and labor (TL) procedures are required to complete the FYE process.

Note: It is important to complete processing in the following order.

Annual-to-Sick Leave Conversion

The annual-to-sick leave fiscal year conversion process may be run on a date determined by the agency. It is recommended that all August activity be completed before running the process. The sooner the process is run, the less manual evaluation and entry will be needed.

Note: As a reminder, agencies should run the annual-to-sick leave fiscal year conversion process before running the Leave Liability report in CAPPS to ensure that the data reported reflects the most accurate liability.

• Notify your employees of the deadline by which they must enter all annual leave entries with dates before Sept. 1, 2024.
• Before processing a lump-sum payment for an employee whose termination effective date is Sept. 1, 2024, or later, agencies must evaluate annual leave balances to determine if a manual conversion is necessary. This step is not applicable if the annual-to-sick leave conversion has already been processed.
• Complete the annual-to-sick leave conversion process.

Leave Liability Report

All agencies are able to run the Leave Liability report in CAPPS.

Sick/Family Leave Pool

• Ensure all sick/family leave pool activity is up to date and run the sick/family leave pool fiscal year process to update balances for the fiscal year. The sick and family leave pool processes are run separately.
• The process must be rerun any time retroactive prior fiscal year sick/family leave pool actions are entered in TL.

Emergency Leave Reporting

• Emergency leave reporting for fiscal 2024 is due Oct. 1, 2024.
• On Sept. 21, 2024, Fiscal Management staff will load leave data to the Emergency Leave Reporting web application on your behalf, based on the leave data captured in CAPPS. Please review and validate the reported leave information before completing the certification statement. If you need any changes to the reported information, you must make correcting entries in the applicable system, then contact the CAPPS help desk to reload to the web application.
• The Comptroller’s office encourages you to run the TX_TL_SB73_EMERGENCY_LEAVE_RPT query before Sept. 21 and the emergency leave data upload to ensure you can certify by the Oct. 1 deadline.

For more information, including instructions for accessing the application and requesting security, see Emergency Leave Reporting Requirements (FPP F.040).

Military Rollover

Complete the military rollover process after the federal fiscal year ends on Sept. 30. Ensure all military leave has been entered before running the rollover process in October or November 2024.