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CAPPS Central Agency Employee Identifier Field and Security Request Changes

May 7, 2015

Note: These changes apply only to CAPPS Central Agencies, excluding the five Health and Human Services agencies and the Cancer Prevention Research Institute of Texas. Hub agencies are not affected.

To better manage the growing CAPPS user base, the Texas Comptroller of Public Accounts will implement the security best practice of making the employee identifier (Empl ID) field distinct from login ID (User ID). This change is currently scheduled for May 11, 2015, for CAPPS Central Financials and May 13 for CAPPS Central HR/Payroll. In conjunction with this system change, the CAPPS Security Request form is changing.

Background

Empl ID vs. User ID

While the Empl ID and User ID fields in CAPPS have had the same value, the fields have different functions:

  • The Empl ID uniquely identifies each person in CAPPS.
  • The User ID controls access to the system, and each person must have a User ID to log into CAPPS.
  • The Empl ID and User ID are associated with each other in the user profile.

TINS number

The Texas Identification Number System (TINS) establishes a unique identifier for the employee or contractor.

  • Every state employee is assigned a system-generated TINS number beginning with 7 before the employee’s first payroll payment.
  • Contractors will be required to have a TINS number for identification in CAPPS.
  • The TINS number serves as a unique identifier.

Empl ID Becomes TINS Number

  • CAPPS will use the TINS number as the Empl ID. This change is currently scheduled for May 11 for CAPPS Central Financials and May 13 for CAPPS Central HR/Payroll.
  • The Empl IDs for existing CAPPS users will be automatically converted to TINS numbers.
  • User IDs and passwords will not be affected by these changes.

Security Request Changes

Effective May 11, the TINS Number field will be added to the CAPPS section of the Security Request. Security Coordinator Reference (security coordinator login required) will be updated with the new instructions.

Instructions after implementation for CAPPS Financials-only agencies

  • For new CAPPS users: Security coordinators must be provided with the TINS number to enter on the Security Request to request security for new users or asset custodians.
  • For contractors new to CAPPS if you do not have their TINS number: The Security Request will include a contractor TINS number look-up service. Security coordinators can enter the contractor’s SSN or ITIN to obtain the TINS number.

Instructions after implementation for CAPPS HR/Payroll agencies

  • For CAPPS self-service users: Security coordinators do not need to submit a Security Request for users needing only self-service access (pay stubs, leave accounting, hours worked, etc.), which is auto-provisioned.
  • For new or existing CAPPS user needing more than self-service: Since CAPPS HR/Payroll agencies will already store the employee or contractor’s Empl ID as part of the hiring process, security coordinators can be provided with either the Empl ID/TINS Number or User ID to enter on the Security Request to request security for new users.