| (a) Definitions. The following words and terms, when
used in this section, shall have the following meanings, unless the
context clearly indicates otherwise.
(1) Appropriation year--The year that the legal authorization
for the charge was granted by the legislature. Multiple appropriation
year activity may occur within a single fiscal year.
(2) Casual or task employee--An individual who is employed
by an institution of higher education for a short time period or a
specific task.
(3) Fiscal year--The accounting period for the state
government which begins on September 1 and ends on August 31.
(4) FLSA--The Fair Labor Standards Act of 1938.
(5) GAA--The General Appropriations Act.
(6) HRIS--The human resource information system maintained
by the Comptroller of Public Accounts. It captures personnel and payroll
information submitted by institutions of higher education and locally
funded agencies.
(7) Institution of higher education--Has the meaning
assigned by Education Code, §61.003, except that the term does
not include a public junior college.
(8) Payroll document--The type of document that a state
agency submits to the comptroller in the required format when requesting
payment of the compensation of state employees or certain other types
of payments as required by the comptroller.
(9) Payroll information--Information concerning the
type and amount of compensation earned by a state employee, deductions
from the compensation earned by the employee, and the source of funding
for the payment of compensation to the employee. The term includes
other types of information that the comptroller requires to be reported
as payroll information.
(10) Personnel information--Information about a state
employee's job, compensation, or personal characteristics. The term
includes other types of information that the comptroller requires
to be reported as personnel information. Personnel information includes
all information related to the individual as an employee and must
support statewide reporting, such as for veteran's preference and
Equal Employment Opportunity type information.
(11) Qualified deferred compensation plan--A deferred
compensation plan that is governed by Internal Revenue Code of 1986, §401(k).
(12) State agency--A department, board, commission,
committee, council, agency, office, or other entity in the executive,
legislative, or judicial branch of Texas state government, the jurisdiction
of which is not limited to a geographical portion of this state. The
term includes the State Bar of Texas, the Board of Law Examiners,
and an institution of higher education.
(13) State employee--An officer or employee of a state
agency. The term includes an elected or appointed officer; a full-time
or part-time employee or officer; an hourly employee; a temporary
state employee; a casual or task employee; an individual whose employment
with a state agency is conditional on the individual being a student;
a line item exempt employee; or an employee not covered by the Position
Classification Act; an employee that works in a nonacademic position
at a state institution of higher education and any other individual
to whom wages are paid by a state agency or institution of higher
education.
(14) USAS--The uniform statewide accounting system
maintained by the Comptroller of Public Accounts. It is the official
accounting system for the State of Texas.
(15) USAS format--The USAS layout that a state agency
uses to submit payroll documents to the comptroller.
(16) USPS--The uniform statewide payroll/personnel
system maintained by the Comptroller of Public Accounts. It is used
as the internal personnel and payroll system by user agencies.
(17) Calendar month--The period from the first day
through the last day of January, February, March, April, May, June,
July, August, September, October, November or December.
(18) Workday--Any day except Saturday and Sunday. The
term includes a state or national holiday under GAA or Government
Code, §§662.001 - 662.010.
(19) SPRS--The standardized payroll/personnel system
maintained by the Comptroller of Public Accounts. It captures personnel
and payroll information submitted by state agencies that report their
data to SPRS.
(20) CAPPS--The centralized accounting, payroll and
personnel system maintained by the Comptroller of Public Accounts
or a version held elsewhere as authorized by the Comptroller of Public
Accounts. The payroll and personnel components are used by state agencies
that use CAPPS as their internal system and it submits personnel and
payroll information to SPRS.
(21) Standard work schedule--A schedule with the number
of workdays and hours per month as published annually by the Comptroller
of Public Accounts. It represents the number of workdays and hours
per month that a Monday through Friday, 40 hour per week employee
would work.
(22) Non-standard work schedule--A schedule other than
a standard work schedule.
(23) Locally funded agencies--State agencies whose
funds are held in banks outside of the state treasury department.
(b) Required submission of payroll documents.
(1) A state agency must submit a payroll document to
the comptroller if the agency is requesting reimbursement for the
agency's payment of compensation to its employees. The payroll document
must be in proper USAS format.
(2) A state agency may electronically submit a payroll
detail to the comptroller according to the comptroller's requirements.
(c) Deadline for receipt of payroll documents.
(1) Generally. Except as provided in paragraph (2)
of this subsection, a payroll document must be received by the comptroller,
according to the comptroller's requirements, not later than the seventh
workday before payday. This applies regardless of how often a state
agency pays its employees.
(2) Exceptions.
(A) If a state agency wants to pick up its warrants
before payday under a bailment contract the agency has executed with
the comptroller, then the agency's payroll document must be received
not later than the seventh workday before the day on which the agency
wants to pick up the warrants.
(B) A payroll document that is submitted by a state
agency that uses USPS or uses CAPPS or reports to SPRS must be received
by the comptroller, according to the comptroller's requirements, not
later than the fourth workday before payday to ensure direct deposit
of net pay.
(d) Supplemental payroll documents.
(1) When allowed. A state agency may submit a supplemental
payroll document to the comptroller if a change occurs between the
agency's submission of its regular payroll document and the end of
the month.
(2) Adjustments in compensation. When a change results
in a state agency owing money to a state employee, the agency should
adjust the employee's compensation for the following month instead
of submitting a supplemental payroll if the delay would not cause
hardship to the employee.
(e) Non-regular payments. A state agency may make a
payment to a state employee for other than the employee's regular
compensation on a regular payroll document. The agency must select
the proper comptroller object code for the payment.
(f) Cancellations of payments of compensation.
(1) Cancellations of warrants. When a state agency
needs to cancel a payroll warrant, the agency must follow the comptroller's
warrant cancellation procedures.
(2) Cancellation of electronic funds transfers. When
a state agency needs to cancel a payment of compensation via the comptroller's
electronic funds transfer system, the agency must follow the procedures
specified by the comptroller.
(3) Issuance of new warrants. When a state agency needs
to issue a new payroll warrant after canceling the original payroll
warrant, the agency must follow the comptroller's procedures for supplemental
payrolls.
(g) Payroll conversions. In early September of each
year, state agencies that are subject to the Position Classification
Act must furnish payroll conversion information to the comptroller
and the state auditor according to their guidelines. Although the
comptroller sends the guidelines to each state agency once each year,
the guidelines are always available from the comptroller upon request.
(h) Reporting of personnel information to HRIS.
(1) Applicability. This subsection applies to a state
agency only if it does not use USPS, CAPPS or report to SPRS.
(2) Reporting requirements.
(A) A state agency shall report personnel information
to HRIS if:
(i) a state employee is added to or removed from the
agency's payroll;
(ii) the agency changes a state employee's compensation
rate;
Cont'd... |
