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Annual Report (Statewide Hiring Practices for the Fiscal Year)

Issued: Aug. 1, 2004
Updated: Sept. 8, 2023 – View Changes

FPP F.005

Details

View entire document

Note: The detail file, available via electronic file transfer (EFT), is a raw-data file that allows agencies or institutions to write their own reporting programs and create custom reports.

Form

The Report Acknowledgment form is not currently available.

Calendar

Contacts

For questions about selection criteria, contact the Texas Workforce Commission’s Civil Rights Division at (512) 463-2642.

HR/Payroll Agency Services — HRIS help desk (512) 463-4008

SPRS and CAPPS authorized support staff help desk (512) 463-2277

Contact lists: SPRS; HRIS; CAPPS agency support

Overview

Applicable to

State agencies and institutions of higher education.

Legend

CAPPS logo

This icon indicates information applicable to the Centralized Accounting and Payroll/Personnel System (CAPPS).

Policy

Certain statewide hiring practices are reported each year in the Annual Report and submitted by the Civil Rights Division of the Texas Workforce Commission (TWC) to the Legislative Budget Board and the Governor’s Office of Budget, Planning and Policy. The report consists of the new hire summary and the agency workforce summary for the period from Sept. 1 through Aug. 31.

Using the report selection criteria provided by TWC, statistics used to produce the Annual Report are extracted from data state agencies and institutions of higher education entered or submitted into the Human Resource Information System (HRIS), Standardized Payroll/Personnel Reporting System (SPRS) or Uniform Statewide Payroll/Personnel System (USPS).

CAPPS logo

CAPPS HR/Payroll Hub and Central agencies submit data to SPRS to facilitate statewide reporting requirements. Corrections made in CAPPS are generated and sent to SPRS via an automated batch process, when applicable. CAPPS Central agencies can refer to the CAPPS Central Agency Instructions section of this fiscal policy and procedure (FPP) for additional information.

Preliminary Report

The preliminary report, sent via electronic file transfer (EFT), allows agencies and institutions time to review the data and enter or submit changes before the final report is sent to TWC. On receipt of the preliminary report, the electronic Report Acknowledgment form available in this FPP must be completed and submitted to the Comptroller’s office to ensure all agencies and institutions have received the report and have the opportunity to make changes as needed. See calendar for dates and times.

Note: Agencies must submit the Report Acknowledgment form to the Comptroller’s office by 5 p.m. Central time on the deadline listed in the calendar.

Corrections

Corrections must be made by the correction deadlines. Any corrections to records after the deadlines will not be reflected in the final report. See calendar for deadlines.

Final Report

Each agency and institution, including TWC, will receive a final copy of the Annual Report via EFT. The final report reflects all maintenance and corrections entered or submitted into HRIS, SPRS or USPS. See calendar for dates and times.

Legal Citation

Texas Labor Code, Section 21.504.

Fiscal 2023 Annual Report Correction Instructions for CAPPS Central Agencies

CAPPS logo

Who Should Read

CAPPS Central agencies.

Preliminary Annual Report

The preliminary Annual Report will be available with your daily downloads on Thursday, Sept. 21, 2023. If you find any discrepancies in your agency’s preliminary Annual Report, enter the corrections online using the actual effective date(s) of change(s) to CAPPS.

You must complete all corrections for the report period by 4:30 p.m. on Tuesday, Oct. 3, 2023, to ensure transactions are sent to SPRS by the deadline.

Correction Instructions

EEO-4 job categories are established for each agency-specific functional job code on the Extended Attributes page of the job code table in CAPPS. CAPPS is configured to include all of the applicable selections for EEO and must be established by the agency for all agency-specific functional job codes.

If your agency tracks contingent workers (CWRs), an EEO job category of N — No EEO Reporting — must be designated. CAPPS does not send information about CWRs to SPRS.

The Position Data component identifies the functional job code assigned to each position. The Personal Data component displays information about the employee such as sex, ethnic group and race. The Job Data component shows all assignment records for each employee displayed by effective date along with the applicable position details. If data corrections are needed in CAPPS, correct the data according to the following guidelines:

If the error is … Then …
The employee’s EEO-4 job category

  • If the employee was assigned to the wrong functional job code, update the position in Position Data using correct history. Once complete, confirm the associated Job Data and update the applicable effective dated row(s) using correct history.

    Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position.

    – or –

    Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position.

  • If the employee was assigned to the wrong position number in Job Data, identify the correct position number and update the applicable effective dated row(s) in Job Data using correct history.

    Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Job.

    – or –

    Select the Navigator icon, then Menu, then Workforce Administration, then Job Information, then Manage Job.
The employee’s race

Correct the ETHNIC GROUP field in Personal Data using correct history.

Go to the Workforce Administration Dashboard, then select Personal Data (under the Ethnic Group grid on the Regional tab).

– or –

Select the Navigator icon, then Menu, then Workforce Administration, then Personal Information, then Modify a Person (under the Ethnic Group grid on the Regional tab).
The employee type (RF, RP, TF, TP) and/or assigned work hours

Correct the REG/TEMP and/or the FULL/PART TIME fields on the applicable effective dated position assigned to the employee using correct history.

Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Job Information section).

– or –

Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Job Information section).

Correct the STANDARD HOURS field using correct history.

Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Salary Plan Information section).

– or –

Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Salary Plan Information section).

Correct the FTE field using correct history.

Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Position (under the Education and Government section).

– or –

Select the Navigator icon, then Menu, then Organizational Development, then Position Management, then Manage Position (under the Education and Government section).

Once the position is corrected, enter a corresponding Job Data Action (= DTA) and Reason (= 038) on the Job Data row using correct history and Position Override, and confirm the new compensation rate on the compensation tab.

Go to the Workforce Administration Dashboard, then select Manage Human Resources, then Manage Job.

– or –

Select the Navigator icon, then Menu, then Workforce Administration, then Job Information, then Manage Job.

Legend of Codes

EEO-4 Job Categories
Job Code as Reported Job Description Report
A Officials/Administrators
C Administrative Support
E Elected Officials
M Service/Maintenance
O Elected Officials’ Staff
P Professionals
Q Paraprofessionals
R Protective Services
S Skilled Craft
T Technicians
EEO Race Codes
Race Code Description
I American Indian or Alaskan Native
A Asian
B Black
H Hispanic
P Native Hawaiian or Other Pacific Islander
W White
M Two or More Races

Selection Criteria and Supporting Detail File Format

Using the following selection criteria, the new hire summary shows the number of African American, Hispanic American and female employees hired in each job code and the total number of new hires and others in each job code. The agency workforce summary shows the number of African American, Hispanic American and female employees in the workforce in each job code.

Selection Criteria

  1. Employee type must be regular full time or regular part time.
  2. Categories include total number of employees, African Americans, Hispanic Americans, total females and total number of others.
  3. The EEO job category code reflected in the new hire section is determined by the latest EEO value reported on the date of hire.
  4. An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code in the most current report period.
  5. Regular full-time or part-time employees who are active anytime during the report period are counted in the total workforce figures.
  6. Reason codes 010, 012 and LEG (legislative transfers) are used to determine the new hire status.
  7. A regular full-time or part-time employee who is hired with one EEO job category code that is changed to another code in the same reporting period will be counted in the new hire figures with the original code. The workforce figures will reflect the latest EEO job category code for the reporting period.
  8. Any regular full-time or part-time employee who transfers to or is merged within another state agency due to legislation will be counted in the new hire figures and in the workforce figures of the new agency.
  9. Any regular full-time or part-time employee who is terminated and returns in the same reporting period as a regular full-time or part-time employee will be counted in the new hire figures separately for each hiring occurrence and in the workforce figures separately for each period of employment.
  10. The New Hire and Workforce Detail Reports list regular full-time and part-time employees who are active anytime during the report period.
  11. Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

Note: Employees in job class codes BD25, CP25, JD25 and PD25 are excluded from the report unless an employee changed during the report period from a job class and EEO job category code that would normally appear on the report.

Fiscal 2023 Annual Report Correction Instructions for HRIS Institutions of Higher Education

Who Should Read

Institutions of higher education.

Preliminary Annual Report

The preliminary Annual Report will be available with your daily downloads on Thursday, Sept. 21, 2023. If you find any discrepancies in your institution’s preliminary Annual Report, submit an EFT with corrections or enter the corrections online using the actual effective date(s) of change(s) to HRIS.

You must complete and submit all corrections for the report period by 4 p.m. for batch submissions and 7 p.m. for online transactions on Tuesday, Oct. 3, 2023. If you need assistance reporting data corrections to HRIS, contact your HRIS representative or call the help desk at (512) 463-4008.

Legend of Codes

EEO-6 Job Categories

Job Code as Reported Job Description Job Code on Report
1 Executive/Administrative/Managerial A
2 Faculty P
3 Professional/Non-Faculty P
4 Secretarial/Clerical C
5 Technical/Paraprofessional T
6 Skilled Craft Workers S
7 Service Maintenance M
8 Administrative (valid only for UT components) A
9 Managerial (valid only for UT components) A

EEO-1 Job Categories

Job Code as Reported Job Description Job Code on Report
1 Officials/Managers A
2 Professionals P
3 Technicians T
4 Sales C
5 Office/Clerical C
6 Craft Workers (skilled) S
7 Operatives (semi-skilled) M
8 Laborers (unskilled) M
9 Service Workers R

EEO Race Codes

Race Code Description
I American Indian or Alaskan Native
A Asian
B Black
H Hispanic
P Native Hawaiian or Other Pacific Islander
W White
M Two or More Races
O Race/Ethnicity Unknown

Selection Criteria and Supporting Detail File Format

Using the following selection criteria, the new hire summary shows the number of African American, Hispanic American and female employees hired in each job code and the total number of new hires and others in each job code. The agency workforce summary shows the number of African American, Hispanic American and female employees in the workforce in each job code.

Selection Criteria

  1. Employee type must be regular full time or regular part time.
  2. Categories include Total Number of Employees, African Americans, Hispanic Americans, Total Females and Total Number of Others.
  3. The EEO job category code reflected in the new hire section is determined by the EEO value reported on the hire date.
  4. An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code in the most current report period.
  5. Regular full-time or part-time employees who are active anytime during the report period are counted in the total workforce figures.
  6. Reason codes 010, 015, 017, 510, 910 and LEG (legislative transfers) are used to determine the new hire status.
  7. A regular full-time or part-time employee who is hired with one EEO job category code that is changed to another code in the same reporting period will be counted in the new hire figures with the original code. The workforce figures will reflect the latest EEO job category code for the reporting period.
  8. Any regular full-time or part-time state employee who transfers to an institution of higher education will be counted in the new hire figures and in the workforce figures of the new agency.
  9. Any regular full-time or part-time employee who is terminated and returns in the same reporting period as a regular full-time or part-time employee will be counted in the new hire figures separately for each hiring occurrence and in the workforce figures separately for each period of employment.
  10. When a newly hired employee is reported with multiple regular full-time or part-time jobs/appointments, the report program selects the job with the longest appointment period. If there are multiple full-time or part-time jobs/appointments with equal appointment lengths, the report program selects the job with the lowest job category code value.

Fiscal 2023 Annual Report Correction Instructions for SPRS Agencies

Who Should Read

State agencies that report to SPRS.

Preliminary Annual Report

The preliminary Annual Report will be available with your daily downloads on Thursday, Sept. 21, 2023. If you find any discrepancies in your agency’s preliminary Annual Report, submit an EFT with corrections using the actual effective date(s) of change(s) to SPRS.

You must complete and submit all corrections for the report period by 5:30 p.m. on Tuesday, Oct. 3, 2023. If you need assistance reporting data corrections to SPRS, contact your SPRS representative or call the help desk at (512) 463-2277.

Legend of Codes

EEO-4 Job Categories

Job Code as Reported Job Description Report
A Officials/Administrators
C Administrative Support
E Elected Officials
M Service/Maintenance
O Elected Officials’ Staff
P Professionals
Q Paraprofessionals
R Protective Services
S Skilled Craft
T Technicians

EEO Race Codes

Race Code Description
I American Indian or Alaskan Native
A Asian
B Black
H Hispanic
P Native Hawaiian or Other Pacific Islander
W White
M Two or More Races

Selection Criteria and Supporting Detail File Format

Using the following selection criteria, the new hire summary shows the number of African American, Hispanic American and female employees hired in each job code and the total number of new hires and others in each job code. The agency workforce summary shows the number of African American, Hispanic American and female employees in the workforce in each job code.

Selection Criteria

  1. Employee type must be regular full time or regular part time.
  2. Categories include Total Number of Employees, African Americans, Hispanic Americans, Total Females and Total Number of Others.
  3. The EEO job category code reflected in the new hire section is determined by the latest EEO value reported on the date of hire.
  4. An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code in the most current report period.
  5. Regular full-time or part-time employees who are active anytime during the report period are counted in the total workforce figures.
  6. Reason codes 010, 012 and LEG (legislative transfers) are used to determine the new hire status.
  7. A regular full-time or part-time employee who is hired with one EEO job category code that is changed to another code in the same reporting period will be counted in the new hire figures with the original code. The workforce figures will reflect the latest EEO job category code for the reporting period.
  8. Any regular full-time or part-time employee who transfers to or is merged within another state agency due to legislation will be counted in the new hire figures and in the workforce figures of the new agency.
  9. Any regular full-time or part-time employee who is terminated and returns in the same reporting period as a regular full-time or part-time employee will be counted in the new hire figures separately for each hiring occurrence and in the workforce figures separately for each period of employment.
  10. The New Hire and Workforce Detail Reports list regular full-time and part-time employees who are active anytime during the report period.
  11. Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

Note: Employees in job class codes BD25, CP25, JD25 and PD25 are excluded from the report unless the employee changed during the report period from a job class and EEO job category code that would normally appear on the report.

Fiscal 2023 Annual Report Correction Instructions for USPS Agencies

Who Should Read

State agencies that use USPS.

Preliminary Annual Report

The preliminary Annual Report will be available with your daily downloads on Thursday, Sept. 21, 2023. If you find any discrepancies in the data that was extracted from USPS in your agency’s preliminary Annual Report, you must submit a Letter of Authorization Signature List for CAPPS HR/Payroll, HRIS, SPRS, USPS Data Changes (form 73-318).

Important: Letters of authorization (LOAs) for corrections for the reporting period must be submitted no later than 2 p.m. on Tuesday, Oct. 3, 2023. 

Legend of Codes

EEO-4 Job Categories

Job Code as Reported and on Report Job Description Report
A Officials/Administrators
C Administrative Support
E Elected Officials
M Service/Maintenance
O Elected Officials’ Staff
P Professionals
Q Paraprofessionals
R Protective Services
S Skilled Craft
T Technicians

Note: Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

EEO Race Codes

Race Code Description
I American Indian or Alaskan Native
A Asian
B Black
H Hispanic
P Native Hawaiian or Other Pacific Islander
W White
M Two or More Races

Selection Criteria and Supporting Detail File Format

Using the following selection criteria, the new hire summary shows the number of African American, Hispanic American and female employees hired in each job code and the total number of new hires and others in each job code. The agency workforce summary shows the number of African American, Hispanic American and female employees in the workforce in each job code.

Selection Criteria

  1. Employee type must be regular full time or regular part time.
  2. Categories include Total Number of Employees, African Americans, Hispanic Americans, Total Females and Total Number of Others.
  3. The EEO job category code reflected in the new hire section is determined by the EEO value reported on the hire date.
  4. An employee’s EEO status in the Workforce Detail and Summary Reports is determined by using the EEO job category code in the most current report period.
  5. Regular full-time or part-time employees who are active anytime during the report period are counted in the total workforce figures.
  6. Reason codes 010, 012 and LEG (legislative transfers) are used to determine the new hire status.
  7. A regular full-time or part-time employee who is hired with one EEO job category code that is changed to another code in the same reporting period will be counted in the new hire figures with the original code. The workforce figures will reflect the latest EEO job category code for the reporting period.
  8. Any regular full-time or part-time employee who transfers to or is merged within another state agency due to legislation will be counted in the new hire figures and in the workforce figures of the new agency.
  9. Any regular full-time or part-time employee who is terminated and returns in the same reporting period as a regular full-time or part-time employee will be counted in the new hire figures separately for each hiring occurrence and in the workforce figures separately for each period of employment.
  10. The New Hire and Workforce Detail Reports list regular full-time and part-time employees who are active anytime during the report period.
  11. Report excludes EEO job category codes E (elected officials) and O (elected officials’ staff).

Note: Employees in job class codes BD25, PD25, JD25, CP25, SAD1 (agency 401 only) and EXCS (agencies 323 and 327 only) are excluded from the report unless the employee changed during the report period from a job class and EEO job category code that would normally appear on the report.

Changes to This Document
Date Updates
09/08/2023 Deadlines updated
09/09/2022 Deadlines updated
09/10/2021 Deadlines updated
09/11/2020 Deadlines updated