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

FPP M.009

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 form (73-313) PDF 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 form (73-313) PDF. 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 form (73-313) PDF

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 Fax the form and supporting documentation to the number at the bottom of the form.

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.

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