Emergency Leave Reporting Requirements
Issued: Sept. 8, 2017
Updated: Aug. 23, 2024 – View Changes
Details
Calendar
Resources
Emergency Leave Reporting web app
Contacts
- Stacey Minces, payroll policy coordinator (512) 475-5615 or stacey.minces@cpa.texas.gov
- HR/Payroll Agency Services — HRIS help desk (512) 463-4008
- SPRS and CAPPS authorized support staff help desk (512) 463-2277
- Contact lists: SPRS; HRIS; CAPPS agency support
Overview
Applicable to
State agencies and institutions of higher education.
Summary
Administrative heads of state agencies (agencies) and institutions of higher education (institutions) must report specific information annually to the Comptroller’s office for each employee granted more than 32 hours of emergency leave during the prior fiscal year.
See the Reporting Requirements section of this fiscal policy and procedure (FPP) for the list of information that must be reported.
The annual report is due to the Comptroller’s office no later than Oct. 1.
Background
Agencies and institutions must report all emergency leave granted to any employee by the administrator of the agency or institution in the previous fiscal year if the total awarded to the employee 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, Section 661.902.
Though the terms are often used interchangeably, emergency leave does not include administrative leave as authorized by Government Code, Section 661.911, which is granted for outstanding performance as documented in employee performance appraisals and specifically limited to 32 hours per fiscal year.
The reporting requirement detailed in this FPP was added by Senate Bill 73, 85th Legislature, Regular Session.
Legal Citation
Texas Government Code, Section 661.902(d).
More Information
For questions, contact Stacey Minces, payroll policy coordinator at the Comptroller’s office, at (512) 475-5615 or stacey.minces@cpa.texas.gov.
Reporting Requirements
To meet the statutory requirements for the Comptroller’s office, agencies and institutions must report their employee emergency leave use via the Emergency Leave Reporting web application.
Required Report Information
Note to CAPPS Central agencies: Fiscal Management staff will load the report information to the Emergency Leave Reporting web application on your behalf based on the leave data captured in CAPPS.
Review and validate the report information before completing the certification statement. If changes are necessary, correct the information in CAPPS, then contact the CAPPS help desk to reload to the web application.
Provide the following report information for each agency or institution employee granted more than 32 hours of emergency leave during fiscal 2024:
| Header Name | # of Bytes | Descriptions |
|---|---|---|
| Fiscal Year | 4 | The fiscal year being reported. Format: CCYY |
| Agency Number | 3 | Three-digit number assigned to the agency or institution by the Comptroller’s office for identification and reporting purposes |
| Last Name | 80 | Employee last name |
| First Name | 80 | Employee first name |
| Employee Identifier | 11 | The employee’s Comptroller-assigned Texas Identification Number (TIN) associated with his or her Social Security number (SSN). This is a randomly generated 11-digit number beginning with 7. Example: 70012345678 For more information, refer to Texas Identification Number (TIN) on TexPayment Resource. Note for institutions of higher education: For any employee who does not have a TIN as a result of not being eligible for reimbursement from appropriated funds, the employee’s SSN may be submitted in lieu of a TIN. |
| Job Title | 35 | Job title associated with the employee’s job classification with the agency/institution |
| Start Date | 10 | Beginning date of emergency leave. Format: MM/DD/CCYY (Example: 06/03/2024) |
| End Date | 10 | Ending date of the emergency leave. Format: MM/DD/CCYY (Example: 06/04/2024) |
| Hours | 6 | Hours of emergency leave in decimal format (Example: 44 hours and 30 minutes is submitted as 44.50) |
| Category | 17 | Identify the emergency leave taken granted under Texas Government Code, Section 661.902, using the category established by the Comptroller’s office for each period reported. Valid values for this field are:
Note: If the Emergency Other category is reported, the agency must include an explanation in the Comment field. Explanations are not required for the other reportable categories. |
| Sub Category | 5 | Optional field which allows reporting of the agency defined value corresponding to the Comptroller established emergency leave categories. |
| Sequence Number | 15 | A sequential value used to differentiate between multiple records with the same category/subcategory/start date for the same employee. |
| Comment | 254 | This field is mandatory if Emergency Other leave is reported. Provide an explanation of the reason for the emergency leave taken. |
Note: Multiple lines may be needed for an employee who receives emergency leave when a gap occurs between the start date and end date of the leave taken. If an employee uses emergency leave from Jan. 2 to Jan. 5, 2024, and again from Jan. 11 to Jan. 12, 2024, reporting would require two separate entries.
Reporting Methods and Fiscal 2024 Deadline
For fiscal 2024 reporting, agencies and institutions must provide the required information to the Comptroller’s office and complete the required certification statement by Oct. 1 using the Emergency Leave Reporting web application.
A Statement Is Required When Not Sending a Report
Agency or institution administrative heads who did not grant any employee more than 32 hours of emergency leave during the fiscal year must still submit an affirmation via the Emergency Leave Reporting web application.
The application includes an area where the responsible party can attest that no agency employee was granted more than 32 hours during the fiscal year.
Important note: All agencies and institutions must annually submit either a report or statement to the Comptroller’s office by the designated deadline.
Security Access
Agencies and institutions must determine the appropriate staff to be granted access to the Emergency Leave Reporting application to complete the required reporting. Appropriate staff must request access to the application through their agency security coordinators.
Note to security coordinators: The Emergency Leave Reporting application is listed in the Web Application section of the Security Request form.
| Date | Updates |
|---|---|
| 08/23/2024 | Updated for fiscal 2024 |
| 08/25/2023 | Updated for fiscal 2023 |
| 08/26/2022 | Updated for fiscal 2022 |
| 08/27/2021 | Updated for fiscal 2021 |
| 08/28/2020 | Updated for fiscal 2020 |
| 05/08/2020 | Updated to include category for COVID-19 |