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

Requesting Data Changes to Statewide Payroll/Personnel Systems

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.

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.

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.