CAPPS HR/Payroll Year-End Processing Instructions

Pre-FYE Rollover Activities

Note: The CAPPS Production Support staff will open a service ticket with the Short Description of Agency XXX FYE 2025 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, 2025 (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 2026, the CAPPS team will load your fiscal 2026 mass reorg spreadsheet during the outage window that begins Aug. 29, 2025.

Please note these important reminders:

A test spreadsheet must be attached to the service ticket no later than Aug. 1, 2025. 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. 15, 2025. The CAPPS Production Support staff will attach final results to the applicable service ticket for agencies to validate.

Your agency must:

Populate the Mass Position Data Changes spreadsheet with current position data and changes effective Sept. 1, 2025.
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 2026 department budgets in CAPPS HR/Payroll will be established with an effective date of Sept. 1, 2025, as part of fiscal year-end processing.

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

Copy the fiscal 2025 budget to fiscal 2026 – meaning no changes or only a few minor changes.
– or –
Load the fiscal 2026 budget via spreadsheet.

Note: If your agency will require a subsequent budget load to coincide with the federal fiscal year that begins Oct. 1, 2025, please also note that in the service ticket.

For agencies with no changes or very few changes to budget information for fiscal 2026, the CAPPS team will copy your fiscal 2025 budget information to fiscal 2026. 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 2026, the CAPPS team will load your fiscal 2026 budget via spreadsheet during the outage window that begins Aug. 29, 2025.

Please note these important reminders:

A test spreadsheet must be attached to the service ticket no later than Aug. 8, 2025. 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. 22, 2025. The CAPPS Production Support staff will attach query results of the final fiscal 2026 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, 2025, and job data actions effective on or before Aug. 31, 2025 (including any terminations effective Sept. 1, 2025), and make any corrections before 5 p.m. on Aug. 29, 2025:

Review all active positions and inactivate any that will not be needed in fiscal 2026. Inactivation must occur before 5 p.m. on Aug. 29, 2025.
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, 2025, agencies must enter the appropriate action – Restore from Disciplinary Reduction (028) or Return from Temporary Assignment (042) – before 5 p.m. on Aug. 29, 2025.
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. 29, 2025. CAPPS will allow Aug. 31 termination actions to be entered with an effective date of Sept. 1, 2025. However, no other Sept. 1 job data transactions or position data changes are permitted.

Changes to the Position Classification Plan

The 2026-2027 Conversion Manual (available in early August on the State Auditor’s office website) from the State Auditor’s office and the Comptroller’s office explains the changes and the payroll actions state agencies must take. The manual includes:

Mapping of all changes.
Automatic conversions.
Class deletions.
New classes.
Class title changes.
Reallocated classes.

CAPPS Production Support staff will ensure the following changes occur automatically:

Type of Change	Result
New Class Number	Employees in a job classification designated as New Class Number will automatically have the new classification number assigned on the F26 record.
No Change	The F26 record will automatically be inserted.

CAPPS Production Support staff will ensure the following changes occur based on the information provided by your agency:

Type of Change	Action
Reallocation	A spreadsheet of all employees whose job classifications are being reallocated will be attached to each affected agency’s FYE service ticket. The agency must review the information and determine whether the employee will be reallocated with no increase (RC 002) or with an increase of not more than 6.8% (RC 003). Note: If the job classification is being reallocated to a group with a lower minimum salary, no increase may be given and these reallocations will occur automatically with RC 002.
Deletion	A spreadsheet of all employees assigned to job classification codes being deleted from the Position Classification Plan will be attached to each affected agency’s FYE service ticket. The agency must review the information and determine the most appropriate job classification code for each listed employee. Additionally, the agency must determine the appropriate reclassification reason code (RC 022, 024, 044 or 026) and the new salary, if applicable.
Title Change	A spreadsheet of employees in a job classification code designated as Title Change will be attached to each agency’s FYE service ticket. Agencies will need to indicate how the new title should be reflected on the agency’s functional job codes. Note: The state classification title will automatically be updated to reflect the new title at the TEXAS SETID.

Employees affected by reallocations, deletions and title changes will be identified and attached to the FYE ticket no later than Aug. 15, 2025. The agency must review the data and provide the applicable information in order to complete the fiscal year rollover by Aug. 22, 2025.

CAPPS Production Support staff will reevaluate CAPPS for employees affected by these changes on Aug. 27, 2025. For any additional employees identified, the agency must respond with the required information in order to allow CAPPS staff to complete the fiscal year rollover. Any employee for whom information is not provided for will not receive an F26 record.