Statewide Payroll/Personnel Reports Guide

Overview

Applicable to

State agencies and institutions of higher education.

Background

Human resource information on all state employees is submitted or reported to the Texas Comptroller of Public Accounts through one of the three payroll and personnel systems:

• Human Resource Information System (HRIS)
• Standardized Payroll/Personnel Reporting System (SPRS)
• Centralized Accounting and Payroll/Personnel System (CAPPS) 

The Comptroller’s office uses data from these systems to generate reports that compile statistical and financial information about state agencies and institutions of higher education.

These reports are provided to the agencies and institutions, various legislative and oversight agencies, the media and the general public.

Agency Responsibility

Each agency and institution is responsible for entering or submitting accurate data to HRIS, CAPPS or SPRS to assure the integrity of the information contained in these reports.

Standardized Reporting

Standardized reporting eliminates the need for agencies to generate their own reports to fulfill state and federal reporting requirements and allows monitoring agencies to receive a customized and uniform report.

Standardized reporting also provides a single, consistent source of information about the state’s workforce.

Reports for Monitoring Transactions

The Comptroller’s office also produces reports that can be used to monitor certain personnel transactions, including:

• Discrepancies between reason codes for employees transferring from one agency to another.
• Time restrictions on certain personnel actions such as temporary assignments.
  – and –
• Eligibility for certain benefits for return-to-work retirees, such as longevity and benefit replacement pay (BRP).

Legend

Security Access and Report Download Requirements

All statewide reports are available via electronic file transfer (EFT). Employees must have security access to retrieve reports from the Comptroller’s office.

Security access is granted only after the Comptroller’s security section receives a request from your security coordinator (Comptroller user ID required) for authorization to download statewide reports.

After security is granted, the specific steps necessary to download reports depend on an agency’s or institution’s internal software products.

Report notifications

Notifications announcing dates reports should be retrieved are listed approximately one week in advance in the Comptroller’s Fiscal Management Division FMXtra weekly e-newsletter.

Reports should be retrieved from the daily download print file between 7 a.m. and 7 p.m. on the date they are available.

If you have problems downloading reports

The Comptroller’s System Input/Output (SIO) Group can assist with problems encountered when retrieving reports. Contact the Comptroller’s help desk at:

• (512) 463-HELP (4357) or
• cpa.help@cpa.texas.gov

Note: Please request the “SIO Group” in your call or email to the help desk.

How to Use This Guide

This Statewide Payroll/Personnel Reports Guide provides information you will need to understand and use the reports produced by the Comptroller’s office.

Click on a report name in the right navigation menu to view information in the report about:

• Overview
• Related Fiscal Policies and Procedures (if applicable)
• Report Frequency
• Who Receives the Report
• What You Should Do With the Report
• Report Description
• Where the Report Information Comes From
• Sample Report