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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Emergency Leave Reporting Requirements

Issued: Sept. 8, 2017

FPP F.040

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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