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.

How to read the HRIS Payroll Compliance Report

The HRIS Payroll Compliance Report has two main sections: the top and bottom grids.

Top Grid

The top grid shows the number of payroll transactions processed by HRIS for a calendar month that are:

• Posted
• Pending
• Rejected
• Canceled/adjusted.

In the example below, in November there were 9174 transactions posted to the permanent tables, 7993 transactions were pending, 12 transactions rejected, and 12 cancellations or adjustments were processed for a monthly total of 17,191 transactions. The monthly transaction counts for each row are added and recorded in the Current YTD Totals column.

Process Month	SEPT	OCT	NOV	Current YTD Totals
Posted	5140	8726	9174	23040
Pending			7993	7993
Rejected	1	3	12	16
Cancel/Adj	22	18	12	52
Month Total	5163	8747	17191	31101

Bottom Grid

The bottom grid shows the timeliness of payroll transactions by payment date. Late transactions are shown in 30-day increments. The columns show the following information:

• Total transactions
• Total posted
• Total pending
• Total cancel/adjustments
• The number and percentage of timely transactions, and
• The number and percentage of late transactions in 30-day increments.

After the timeliness of a transaction is determined, it is counted in the appropriate timeliness column. Rejected, pending, and cancellation/adjustment transactions are included in the total transactions, but are not counted when determining timeliness percentages. The timeliness of pending transactions is not determined until they have posted to the permanent tables.

Payroll transactions with payment dates in the previous fiscal year are recorded in the Prior FY row. Transactions with payment dates in the current fiscal year are recorded in the monthly row based on their payment date. Cumulative totals for the current fiscal year are reflected in the Current YTD Totals row. Prior FY transactions are not counted in the Current YTD totals.

Pay/Cancel Date	Total Trans	Total Posted	Total Pending	Total Cancel/Adj	Timely	1-30 DAYS LATE	31-60 DAYS LATE	61-90 DAYS LATE	91-120 DAYS LATE	121+ DAYS LATE
PRIOR FY	327636	327560	16	36				8	7397 2.3%	320155 97.7%
SEPTEMBER	37301	37291				6816 18.3%	30475 81.7%
OCTOBER	40315	40305			34736 86.2%	5569 13.8%
NOVEMBER	29290	29280	7	3	29280 100%
CURRENT YTD TOTALS	106906	106876	7	3	64016 59.9	12385 11.6	30475 28.5%

How to read the HRIS Personnel Compliance Report

The HRIS Personnel Compliance Report also has two main sections: the top and bottom grids.

Top Grid

The top grid shows the number of accepted, rejected, and total personnel transactions that processed in HRIS by calendar month.

In the example below, 455 personnel transactions were submitted in September. Of these, 452 were accepted and 3 were rejected. The monthly transaction counts for each row are added and recorded in the Current YTD Totals column.

Process Month	SEPT	OCT	NOV	Current YTD Totals
Accepted	452	144	24	620
Rejected	3	3		6
Month Total	455	147	24	626

Bottom Grid

The bottom grid shows the timeliness of personnel transactions by their effective date. The columns in the bottom grid show:

• Total transactions
• Total accepted
• Total rejected
• The number and percentage of timely transactions, and
• The number and percentage of late transactions in 30 day increments.

After the timeliness of a transaction is determined, it is counted in the appropriate timeliness column. Rejected transactions are not considered when determining timeliness percentages for either the previous or current fiscal year.

Personnel transactions with effective dates in the previous fiscal year are recorded in the Prior FY row. Transactions with effective dates in the current fiscal year are recorded in the monthly row based on their effective date. Cumulative totals for the current fiscal year are reflected in the Current YTD totals row. Prior fiscal year transactions are not counted in the Current YTD totals.

Month Effective	Total Transactions	Total Accepted	Total Rejected	Timely	1-30 DAYS LATE	31-60 DAYS LATE	61-90 DAYS LATE	91-120 DAYS LATE	121+ DAYS LATE
PRIOR FY	3499	2752	747		1181 42.9%	121 4.4%	18 .7%	102 3.7%	1330 48.3%
SEPTEMBER	1655	1571	84	1530 97.4%	13 .8%	20 1.3%	4 .3%	2 .1%	2 .1%
OCTOBER	1201	1129	72	637 56.4%	332 29.4%	109 9.7%	9 .8%	42 3.7%
NOVEMBER	485	452	33	294 65.0%	145 32.1%	4 .9%	8 1.8%	1 .2%
CURRENT YTD TOTALS	3341	3152	189	2461 78.1%	490 15.5%	133 4.2%	21 .7%	45 1.4%	2 .06%