HRIS Compliance Reports

Overview

Applicable to

Institutions of higher education

Policy

Payroll and personnel transactions must be reported to the Human Resource Information System (HRIS) in a timely manner:

• Personnel transactions are timely when they are successfully reported to HRIS on or before the seventh day of the month following their effective date.
• Payroll transactions are timely when they are reported and posted by the seventh day of the month following their payment date.

Background

The Comptroller’s office collects and maintains payroll and personnel information on all state employees. The information is used to report statistics to various legislative and oversight bodies, media, and the general public. Institutions of higher education must report personnel and payroll events to HRIS as outlined in 34 Texas Administrative Code Section 5.41(h)-(j).

The Comptroller’s office produces two HRIS Compliance Reports on the 7th of each month to monitor timeliness of required reporting: one for personnel transactions and one for payroll transactions. Both reports:

• Are cumulative for the fiscal year
• Calculate the timeliness of posted payroll or accepted personnel transactions
• Show the number of accepted and rejected transactions submitted by month
• Calculate the percentages of timely and late transactions.

Timeliness for payroll transactions is determined by comparing the payment date of the transaction to the date it posts to the permanent tables in HRIS. Timeliness for personnel transactions is determined by comparing the effective date of the transaction to the date it is processed in HRIS.

Compliance in HRIS Reporting

The Comptroller’s office uses the HRIS Compliance Reports to determine if an institution is compliant in HRIS reporting. Texas Government Code, Section 2101.0375 authorizes the Comptroller’s office to withhold travel expense reimbursements for late or improper reporting. Texas Government Code, Section 2101.0376 provides an administrative penalty for late or improper reporting that causes the comptroller to submit an incomplete or late statewide report. The penalty may be up to $2,000 per report that is late or incomplete. Current statewide reports include the EEO Report, Annual Report and Veteran Workforce Summary Report.

A statewide report is a report the Comptroller’s office periodically submits to the Legislature, state auditor, or another state officer or agency. The reports provide statistical or financial information about the state agencies or their officers and employees.