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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Emergency Leave Reporting Requirements

Issued: Sept. 8, 2017

FPP F.040

Table of Contents

Overview

Applicable to

State agencies and institutions of higher education

Summary

Added by the 85th Legislature, Regular Session, Section 661.902(d) of the Government Code amends the emergency leave provisions by providing guidance on the awarding of emergency leave by administrative heads of state agencies (agencies) and institutions of higher education (institutions).

The guidance requires the administrative head to annually report specific information for each employee granted more than 32 hours of emergency leave during the prior state fiscal year. See the Reporting Requirements section of this fiscal policy and procedure for the list of required information to be reported.

The annual report is due to the Comptroller’s office no later than Oct. 1.

Background

Agencies and institutions are required to report to the Comptroller’s office all emergency leave granted to any employee by the administrator of the agency or institution in the previous fiscal year that exceeds 32 hours.

For the purposes of the required reporting, emergency leave is defined as any leave taken by or granted to an employee under the authority found in Texas Government Code, Sec. 661.902.

Though the terms are often used interchangeably, emergency leave does not include administrative leave as authorized by Government Code, Sec. 661.911, which is granted for outstanding performance as documented in employee performance appraisals and is specifically limited to 32 hours per fiscal year.

Legal Cite

Texas Government Code, Section 661.902 (d).

More Information

For questions, contact Vicki Smith, Payroll Policy Coordinator at the Comptroller’s office, at (512) 463-9009 or vicki.smith@cpa.texas.gov.

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Reporting Requirements

To meet the statutory requirements for the Comptroller’s office, our office has determined that for fiscal 2017 emergency leave reporting, agencies and institutions must manually report their employees’ emergency leave usage information to our office (a web-based reporting tool is scheduled to be available for fiscal 2018 reporting).

Required report information

Provide the following report information for each agency or institution employee granted more than 32 hours of emergency leave during fiscal 2017:

  • Fiscal Year (2017)
  • Agency Number (Ex: 301)
  • Employee Last Name
  • Employee First Name
  • Employee Payee Identifier Number (Ex: 70000012345678)
  • Employee Job Title
  • Start Date of Emergency Leave (Ex: 07/10/2017)
  • End Date of Emergency Leave (Ex: 07/17/2017)
  • Hours of Emergency Leave (Put in decimal form. Ex: 44 hours and 30 minutes = 44.50)
  • Reason for Emergency Leave

Note: Multiple lines may be needed for an employee that received emergency leave when there is a gap between the start date and end date of the leave taken.

Reporting methods

For fiscal 2017 reporting, agencies and institutions are required to submit to the Comptroller’s office by the Oct. 1 deadline, a spreadsheet or comma-separated values (CSV) file using one of these electronic methods:

  • Send an encrypted email attachment to your designated contact on the Statewide Support Operations and Payroll Policy Team (USPS; SPRS; HRIS; CAPPS Agency Support)

    –OR–

  • For CAPPS HR agencies only: Attach report file to the agency private section of an ASP ticket

A statement is required when not sending a report

Agency or institution administrative heads that did not grant any employee more than 32 hours of emergency leave during the fiscal year must still submit a statement via email to their designated Statewide Support Operations and Payroll Policy Team contact, attesting that no agency employee was granted more than 32 hours during the fiscal year.

Important! All agencies and institutions must annually submit either a report or statement to the Comptroller’s office by the designated deadline.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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