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

Overview

Applicable to

State agencies and institutions of higher education.

Policy

Only properly authorized employees may request data changes to the statewide payroll and personnel systems:

• Human Resource Information System (HRIS)
• Standardized Payroll/Personnel Reporting System (SPRS)
• Uniform Statewide Payroll/Personnel System (USPS)
• Centralized Accounting and Payroll/Personnel System (CAPPS)

The Texas Comptroller of Public Accounts has a statewide biennial update process for authorizing employees to request data changes.

Revocations and additional authorizations may be made at any time.

Updates due by May 31, 2023

By May 31, 2023, each agency and institution of higher education must submit names of authorized employees according to the Authorizing Employees to Request Data Changes to Statewide Payroll/Personnel Systems instructions in this fiscal policy and procedure (FPP).

All authorizations previously on file will expire on May 31, 2023.

Beginning June 1, 2023, only newly authorized state employees may request data changes.

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.

To …	An agency or institution submits …
Authorize employees	A letter of authorization on agency letterhead signed by the head of the agency or its governing body — and — A completed Letter of Authorization Signature List for CAPPS HR/Payroll, HRIS, SPRS, USPS Data Changes form (73-318) also signed by the head of the agency or its governing body
Revoke authorization	A letter revoking authorization on agency letterhead signed by the head of the agency or its governing body

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

Requesting Data Changes to Statewide Payroll/Personnel Systems

Overview

When an agency cannot change data in HRIS, SPRS, USPS or CAPPS, an authorized employee may submit a Letter of Authorization for Data Changes to CAPPS HR/Payroll, HRIS, SPRS, USPS form (73-313) requesting the Comptroller’s office to make the change.

Note: See Authorizing Employees to Request Data Changes to Statewide Payroll/Personnel Systems in this FPP for the procedure to authorize employees to request changes.

Preparing a request

To request system data changes, you must use the Letter of Authorization for Data Changes to CAPPS HR/Payroll, HRIS, SPRS, USPS form (73-313). The Comptroller’s office will not accept any other written or electronic document.

Step	Action
1	Download and complete every field on the Letter of Authorization for Data Changes to CAPPS HR/Payroll, HRIS, SPRS, USPS form (73-313). To specify the priority level on the form, check the appropriate box for either urgent or regular processing. A letter of authorization (LOA) is considered urgent when: Due to a payroll-processing deadline, the change must be made immediately to prevent an incorrect payment. – or – The change is needed to prevent the generation of an inaccurate report. Note: The Comptroller’s office completes urgent requests within 12 system hours and regular requests within 24 system hours.
2	Assemble and attach all documentation that explains or justifies the need for your requested system changes. This helps the LOA processor understand the changes. Documentation examples: Screen prints showing error messages Documentation supporting the payment Written explanations
3	Send the form and supporting documentation via one of these methods: Fax: (512) 475-0887 CAPPS HR/Payroll Central agency help desk ticketing system attachment (CAPPS Central agencies only) Email as an encrypted attachment: HR.LOA@cpa.texas.gov Note: See Confidential Information Must Be Encrypted Before Emailing to Fiscal Management (FPP D.004) for instructions on emailing confidential information.

Comptroller’s office approval

For each request, the Comptroller’s office:

• Verifies the signature.

  – and –

• Reviews the form and supporting documentation to ensure the payment is consistent with state payroll and personnel policies and procedures.

If the request is …	The Comptroller’s office …
Disapproved	Contacts the submitter with an explanation of why it was not approved.
Approved	Completes the change and, if it is a back payment of compensation, notifies the agency to initiate payment.