Category .tx.us



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|Category |Description of Problem |Action |Note |

|New Hire, Rehire or Transfers |Employee is hired and working but the entry to the|No action required by Manager once the onboarding |Processing of pay is dependent on when the onboarding (hiring) |

| |system is not made before the regular payroll runs|process is completed in CAPPS. The employee will be |process is completed in CAPPS. |

| |for the pay period. This could be either via |paid on the next scheduled supplemental payroll. (See| |

| |oversight of the manager or due to the lateness of|the Payroll Calendar on the CAPPS Home Page for all | |

| |the hire in the pay period. |scheduled payrolls.) | |

|Separation – Final Pay |If the separation is entered in CAPPS after the |Manager must contact the HHS Service Center |The identification of this condition is dependent upon when the |

| |regularly scheduled payroll has already processed |(1-888-894-4747) for analysis and to enact the |separation is completed in CAPPS. It is important Managers enter |

| |(See Payroll Calendar in CAPPS) the employee could|reversal process (if necessary) so the pay can be |separation effective dates in CAPPS as soon as they know of the |

| |be in an overpaid condition. |cancelled and reissued with the correct hours. |condition. If the regular payroll has already processed, the Manager|

| | | |must call the Service Center for guidance. |

|Separation and Lump Sum Payment for |Payroll processing of lump sum vacation hours |No action required by Manager. Annual leave hours are|The CAPPS system validates the separating employee has been employed |

|Vacation Leave Balance |occurs on the next scheduled supplemental payroll |automatically established for payment once the |for six months (a criteria to pay Vacation Leave) before the hours |

| |30 days after the separation effective date |separation effective date is entered in CAPPS. |are established for payment. |

| |entered in CAPPS. (See the Payroll Calendar on | | |

| |the CAPPS Home Page for all scheduled payrolls.) | | |

|Payment for Overtime |Overtime hours are not approved by the manager for|Manager must approve the hours for payment. Once the |Approved overtime hours will load on the next regular or supplemental|

| |payment. |overtime hours are entered and approved they will |payroll. (See Payroll Calendar on the CAPPS Home Page.) |

| | |process for pay on the next scheduled regular or | |

| | |supplemental payroll. | |

|Refund of a Deduction |Requires analysis by the HHS Service Center to |If appropriate and legal the amount will be refunded |These conditions require communication with the HHS Service Center at|

| |determine why a deduction was processed. For |on the employee’s next scheduled payroll. |1-888-894-4747. |

| |example, a voluntary deduction entered via | |Important Note: Refunding a deduction depends on many factors |

| |employee self-service in CAPPS or an involuntary | |determined by federal and state law. |

| |deduction entered from a court order. | | |

| | | | |

|Category |Description of Problem |Disposition |Note |

|Hourly Pay |An hourly paid employee does not enter hours |Payment will occur on the next scheduled supplemental |There are only approximately 100 Hourly Paid Employees in the HHS |

| |worked for the pay period in time for the payroll |payroll after the hours have been entered and approved|System. There are limitations to Hourly pay. For example, the |

| |to load and process pay. |by the Manager. |Monthly Hourly payroll processes on the fourth business day of each |

| | | |month for the previous month's hours worked. If there is a delay in|

| | | |either entering or approving the hours, the issue date of the pay |

| | | |will also be delayed. |

|Promotion/Merit/Demotions |The entry for an employee’s promotion, merit or |Once the promotion, merit or demotion has been |The Manual Payment Request (MPR) form can be found on the CAPPS Home |

| |demotion was not entered in time before the |entered, the Manager must next submit to HHS Payroll |Page under the Policies and Forms Featured Links Section (center of |

| |scheduled regular monthly or semi-monthly payroll |Services a Manual Payment Request (MPR) form to |page). |

| |calculated. (See Payroll Calendar on CAPPS Home |capture the difference in pay. The difference amount | |

| |Page for payroll schedules.) |will be paid on the next scheduled supplemental | |

| | |payroll. | |

| | | | |

|Leave Without Pay Active Employee – |The employee goes into a Leave Without Pay status |The employee will receive the pay via Direct Deposit | |

|Employee is on Direct Deposit |after the regular payroll has already processed. |and the Leave Without Pay (LWOP) hours will deduct | |

| | |from the employees next calculated pay. | |

| | | | |

| | | | |

|******** |********* |********* |If the employee terminates employment before working enough hours to |

| | | |cover the previous month's Leave Without Pay then this becomes an |

|Leave Without Pay Active Employee – |The employee goes into a Leave Without Pay status |If the dollar value of the Leave Without Pay is |overpaid condition and the Manager must contact the HHS Service |

|Employee is not on Direct Deposit and |after the regular payroll has already processed. |greater than $400.00 (approximately 40hrs for a direct|Center at 1-888-894-4747. |

|is paid by Warrant (aka Check) | |care worker) the warrant reversal process is enacted | |

| | |and payment is reissued on the next scheduled payroll.| |

| | | | |

| | |If the dollar value of the Leave Without Pay is less | |

| | |than $400.00 (approximately 40hrs for a direct care | |

| | |worker) the warrant is released to the employee and | |

| | |the LWOP hours are deducted from the employee's next | |

| | |regular payroll. | |

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