Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems

Authorizing Employees to Request Data Changes to Statewide Payroll/Personnel Systems

Overview

Only authorized employees may request data changes to statewide payroll and personnel systems.

Note: New letters and signature lists submitted after the biennial update do not replace previous documentation unless the documentation specifically states that it supersedes any previous forms on file. If the documentation does not state this, the Comptroller’s office adds successive documentation to an agency’s authorizations.

Effective date of authorizations and revocations

The Comptroller’s office:

• Grants authority immediately on receipt of the letter.
• Revokes authority on the effective date stated in the letter.

The Comptroller’s office prefers to receive letters revoking authorization before the effective date. If that is not possible, the Comptroller’s office should receive the letter no later than five days after the effective date.

Preparing the documentation

The letter

For an example of content to include, see the sample letter of authorization.

The form

1. Fill out the form completely.
2. Have each listed employee sign the form.
3. Have the head of the agency or its governing body sign the form.

Letter of Authorization Signature List for CAPPS HR/Payroll, HRIS, SPRS, USPS Data Changes form (73-318)

Signatures

The person responsible for approving or revoking authorizations — the head of the agency or its governing body — must sign each letter and signature list.

All signatures must be original and may not be stamped, copied or made by another person.

Submitting documents

Mail authorization documents with original signatures to:

Texas Comptroller of Public Accounts
Fiscal Management Division
ATTN: LOA Processor
111 East 17th Street
Austin, TX 78774