HRIS Reporting Requirements – Higher Education –
Chapter 3 – Submitting Personnel and Payroll Data
How to Fill Out the HRIS EFT Specifications Form – Reappointment EFTs Only
When you send HRIS Reappointment data via Electronic File Transfer (EFT) to the Comptroller’s office, you must also email to your HRIS contact the HRIS EFT Specifications form (73-162, Rev. 7-98/6).
The form must be emailed to HRIS at hris.mail@cpa.texas.gov. This allows for easy tracking of your submission.
Note: If the form you are now using does not match the one shown at the end of this chapter, your form is outdated. Please use the one included here as a master to make current copies.
To complete the HRIS EFT Specifications form, enter the following information:
| Field Name | Action | Format |
|---|---|---|
INBOUND |
Check box when sending EFT to HRIS | EFT |
OUTBOUND |
Do not check. For HRIS staff use only. | |
DATE |
Current date | EFT |
AGENCY NAME |
Name of agency submitting EFT | EFT |
AGENCY NUMBER |
Three-digit agency number | EFT |
RECORD LENGTH |
Enter 250. | EFT |
BATCH NUMBER |
Agency-assigned alphanumeric batch identifier (up to six characters and must be unique by header record) | EFT |
COMPUTER TYPE AND MODEL |
Manufacturer and model number of equipment used to create EFT | EFT |
OPERATING SYSTEM |
Operating system used to create EFT | EFT |
DATA FOR MONTH OF: |
Reporting month. | EFT |
NUMBER OF TOTAL RECORDS |
Number of classification and carrier records, personnel, payroll and total number of records in the batch. | EFT |
CONTACT NAME |
Enter name of person to contact if questions arise about the EFT submitted. | EFT |
CONTACT TELEPHONE NUMBER |
Contact’s telephone number | EFT |
TYPE OF DATA INCLUDED – INBOUND |
Mark all appropriate boxes indicating type of data included on EFT. | EFT |
TYPE OF DATA INCLUDED – OUTBOUND |
Do not enter. For HRIS staff use only. | |
AGENCIES INCLUDED… |
Enter the number, name and number of records for each additional agency included on the EFT in the blanks below the AGENCY NUMBER, OTHER AGENCY NAME and NUMBER OF RECORDS headings. |
EFT |
COMMENTS |
Enter any additional information as necessary. | EFT |
HRIS EFT Specifications
HRIS EFT Specifications form (73-162)
Weekly HRIS Audit Reports
A new Weekly Audit Batch and online Transactions Accepted Report identifies all the transactions that were submitted to HRIS via paper forms, magnetic tape/cartridge or through electronic file transfer (EFT) or online that were accepted on HRIS. This report provides your agency with a method of auditing the accuracy of the data reported to HRIS each week. The Comptroller’s office produces this report each Friday after the daily maintenance transactions have processed and will send the report to your agency through EFT.
The report displays the data by Agency Number, Batch ID Number, Record ID, Reason Code, and Social Security Number. Employee Job and Descriptive Information records (Record IDs 26 and 66) are displayed together by Social Security Number. All other records are displayed separately.