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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Emergency Leave Reporting Requirements

Issued: Sept. 8, 2017
Updated: Aug. 31, 2018 – View Changes

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 specifically limited to 32 hours per fiscal year.

Legal cite

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.

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Reporting Requirements

To meet the statutory requirements for the Comptroller’s office, agencies and institutions must report their employee emergency leave usage information via the Emergency Leave Reporting web application.

Required report information

Provide the following report information for each agency or institution employee granted more than 32 hours of emergency leave during fiscal 2018:

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 for identification and reporting purposes.
Last Name 35 Employee last name
First Name 20 Employee first name
Employee Identifier 11

The employee’s Comptroller-assigned Texas Identifier Number (TIN) associated with his or her Social Security number (SSN). This is a randomly generated 11-digit number beginning with 7.

Ex: 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 (Ex: 07/01/2017)
End Date 10 Ending date of the Emergency Leave Format: MM/DD/CCYY (Ex: 07/02/2017)
Hours 6 Hours of Emergency Leave in decimal format (Ex: 44 hours and 30 minutes is submitted as 44.50)
Category 17

Identify the emergency leave taken category, as allowed by Government Code, 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.

Comment 254 This field is mandatory if Emergency Other leave taken is reported. Provide an explanation of the reason for the emergency leave taken.

Note: Multiple lines may be needed for an employee that received emergency leave when a gap occurs between the start date and end date of the leave taken. Ex: If an employee used emergency leave from 1/2/2018 – 1/5/12018 and again from 1/12/18 – 1/13/18, reporting would require two separate entries.

Reporting methods and fiscal 2018 deadline

For fiscal 2018 reporting, agencies and institutions must provide the required information to the Comptroller’s office by Oct. 1 using the Emergency Leave Reporting web application.

Appropriate staff must go through their agency security coordinators to request access to the application.

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 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! 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 go through their agency security coordinators to request access.

Note to security coordinators: The Emergency Leave Reporting application is listed in the Web Application section of the Security Request form.

Changes to this Document
08/31/2018 Added info on Emergency Leave Reporting web app and required statement when not sending a report
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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