A

Accident Reporting

• Process: The employee or manager reports accidents in CAPPS using the Accident/Incident reporting screens.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-8653.

Accommodation, Reasonable

• Process: The employee completes Form HR1602 and submits to his immediate supervisor with a copy to Civil Rights.
• Assistance: Contact the Civil Rights office for assistance at 1-888-388-6332.

ADA (Americans with Disabilities Act)

• Assistance: Contact the Civil Rights office for assistance at 1-888-388-6332.

Address Changes

• Process: The employee makes these changes in CAPPS. Former employees can change address for 24 months from the date of separation. After 24 months, contact HHS payroll.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832. HHS Payroll: HHSPRaction@hhsc.state.tx.us.

Administrative Complaints

• Assistance: Contact the Civil Rights office for assistance at 1-888-388-6332.

Administrative Leave for Outstanding Performance (ADMLT)

• Process: The manager awards administrative leave (ADMLA) that the employee can take (ADMLT).
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Alcohol and Controlled Substance Testing (for Applicants)

• Process: Managers can request testing through the on-line job requisition form on the CAPPS website.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Alcohol and Controlled Substance Testing (for Employees)

• Process: Reasonable and random testing is authorized for certain employees of HHSC.
• Assistance: Contact an Employee Relations Specialist associated with your facility. See HR, TL, PAY Contact List.

Application for Employment

• Process: Application may be submitted using on-line form, by FAX, or in person. FAX applications to 1-866-245-3646.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Assistance Dog Training Leave (ADOGT)

• Process: Employee or manager enters ADOGT to designate leave taken to train assistance dog.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

B

Bar to Employment

• Process: HR Employee Relations identifies if applicants have bars to employment.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Benchmark Job Description

• Process: Manager requests a common base (benchmark) job description for identical positions.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Beneficiary Designation for Insurance

• Process: Employee contacts ERS on-line or by phone.
• Assistance: http://ers.texas.gov/, 1-877-275-4377.

Benefit Replacement Pay (BRP)

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Blood Donation Leave (DNRBL)

• Process: An employee may request time off four times a year to donate blood with the approval of the supervisor.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Bone Marrow Donation Leave (DNRBM)

• Process: An employee may be given up to five days within a fiscal year to donate bone marrow.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Business Continuity Staffing Plans

• Process: Agency Heads are responsible for developing plans when in periods of transition or outsourcing.
• Assistance: HHS HR. See HR, TL, PAY Contact List .

C

Career Track Promotions

• Process: Manager submits the HR0029 form to HR before payroll deadline, following the agency's career ladder program and signatory rules.
• Assistance: Contact HHS HR Employee Relations. See HR, TL, PAY Contact List.

CDL (Commercial Driver's License) for State Facilities

• Assistance: HHS Facility Fleet Operations. Email: Fleet_SystemAssistance@hhsc.state.tx.us.

Charitable Contributions

• Process: Employees complete the SECC form and enters general code(s) into CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

CHIP (Children's Health Insurance Program) or Children's Medicaid-Application

• Process: To complete the CHIP or Children's Medicaid application (form H1205 or on-line), employee needs Employee Identification Number (EIN), a Benefit Coordinator's phone number, and email address.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

COBRA (Consolidated Omnibus Budget Reconciliation Act)

• Assistance: http://ers.texas.gov/, 1-877-275-4377.

Compensatory Time - State Compensatory Time (for Earning-REGHR; For Taking-COMPT)

• Process: After receiving supervisory approval to work beyond regular scheduled hours, employee enters REGHR on Consolidated Timesheet in CAPPS. Use COMPT to take compensatory time.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Complaints (Administrative and Discrimination Complaints)

• Assistance: Civil Rights, 1-888-388-6332.

Credit Union Deductions

• Process: Employee enters into CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Criminal Background Check - Applicant with Questions

• Assistance: Hiring Manager, Job Requisition Coordinator, or Hiring Specialist.

Criminal Background Check - Due Diligence

• Process: Service Center Hiring Specialist initiates with requisition. Results delivered by HHS Employee Relations to Hiring Authority.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629.

Criminal Background Check - Volunteers

• Process: HHS Employee Relations checks for State Hospitals and Volunteer Service checks at State Supported Living Centers.
• Assistance: See HR, TL, PAY Contact List.

D

Death of an Employee (or Dependent Covered under Life Insurance)

• Process: Employee (for covered dependent death) or family member contacts ERS to report death. Supervisor of employee or employee (for covered dependent death) notifies HR Employee Relations Specialist.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate Employee Relations Specialist. ERS: 1-877-275-4377.

Deferred Compensation - 401(k)-Enrollment or Change

• Process: Employee uses Self-Service feature on Texa$aver website
• Assistance: Texa$aver (Empower Retirement) 1-800-634-5091, https://texasaver.gwrs.com/login.do

Deferred Compensation - 457-Enrollment or Change

• Process: Employee uses Self-Service feature on Texa$aver website.
• Assistance: Texa$aver (Empower Retirement) 1-800-634-5091, https://texasaver.gwrs.com/login.do

Demotions - Involuntary Disciplinary

• Process: Manager follows the HR Manual policy on disciplinary actions (see Chapter 1, F.2. Disciplinary Actions) and consults with HR Employee Relations Specialist and Legal. HHS HR Employee Relations enters demotion into CAPPS.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate Employee Relations Specialist.

Demotions - Voluntary (Competitive Selection)

• Process: Manager enters applicant’s acceptance of a lower paying position into CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Demotions - Voluntary (Management-Directed Transfer - MDT)

• Process: Manager requests the processing of a voluntary demotion using the HR0029, indicating a management-directed transfer.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate Employee Relations Specialist.

Dental Insurance

• Process: Employee Self-Service on ERS website.
• Assistance: http://ers.texas.gov/, 1-877-275-4377, or Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX:  1-866-245-3659.

Department ID Changes

• Assistance: Agency Budget Office.

Dependent Care Spending Account

• Process: Employee Self-Service on ERS website.
• Assistance: http://ers.texas.gov/, 1-877-275-4377, or,
  Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Development Plan

• Process: The manager identifies a development plan as part of the performance and conduct management process.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate Employee Relations Specialist.

Direct Deposit

• Process: Employee Self-Service in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Disability Claim - Short-Term and Long-term, Texas Income Protection Plan (TIPP), Occupational and Non-Occupational

• Process: Employee contacts TIPP Customer Care at Reed Group Management, LLC (Reed Group) to initiate the claim. Employee portion of claim form is faxed to HHS Employee Service Center for completion. If short/long term disability is approved, Reed Group distributes check to employee.
• Assistance: Contact the Service Center (Benefits Department) at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659. Reed Group: 855-604-6230.

Disability Retirement

• Process: Employee files application for disability retirement with ERS. The HHS Employee Service Center will complete the Department Statement for Disability Retirement form with input from employee's manager.
• Assistance: ERS 1-877-275-4377, or, Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Disciplinary Actions - Suspensions without Pay, Involuntary Demotions, Dismissals and Letters of Reprimand (for State Hospitals and State Supported Living Centers confirmed cases of client abuse and neglect)

• See HR, TL, PAY Contact List  to identify the appropriate HR Employee Relations Specialist.

Discrimination Complaints

• Assistance: Civil Rights, 1-888-388-6332.

Dismissal for Cause

• Assistance: See HR, TL, PAY Contact List to identify the appropriate Employee Relations Specialist.

Dog Training Leave/Assistance Dog Training Leave (ADOGT)

• Process: Requested by employee in CAPPS in Consolidated Timesheet. Approved by manager.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Driver's License and Record Check

• Process: For employees who drive as part of job duties, valid driver license is to be verified by manager.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Drug Testing - Results

• Process: The Service Center initiates request. Results are recorded on the requisition.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Due Diligence - Felony Check

• Process: The hiring manager is responsible for this check. Contact the staffing specialist for additional information when a potential finalist's application indicates a felony conviction but does not provide any details on the State of Texas Employment Application.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629.

E

Earnings Statement - Current Employees

• Process: Employees can view and print their earning statements via the CAPPS website.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Earnings Statement - Former HHS Employees

• Process: If employee is separated in CAPPS, individual will have 24 months from date of separation to login to CAPPS and view and print earning statements. After 24 months, individual may contact HHS payroll for an earnings statement.
• Assistance: HHSPRaction@hhsc.state.tx.us.

Educational Leave Requesting/Approving (EDULV)

• Process: The Agency Head or designee may release employees to attend courses.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

EEO (Equal Employment Opportunity)

• Assistance: Contact Civil Rights, 1-888-388-6332.

Email Changes (Business)

• Assistance: Contact your IT Help Desk.

Emergency Leave (Disciplinary Actions or Policy Exceptions Only)

• Process: Manager consults with HHS HR Employee Relations.
• Assistance: See HR, TL, PAY Contact List.

Emergency Leave (FMDTH) Family Death

• Process: Employee enters into CAPPS and manager approves entry.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Employee Assistance Program (EAP)

• Process: Employee contacts Employee Assistance Program.
• Assistance: 1-866-EAP-2400 or for TTY/TDD access 1-800-735-2989

Employee Files (Personnel Files)

·         Process: HHS supervisors and their designees should send only pre-approved documents (see Guidance below for listing) to HHS HR using one of the methods below:

1. Mail hard copy forms to HHS HR-Records Management Unit, 4900 N. Lamar, MC 1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:

• HHSC: 512-206-3952
• DSHS: 512-206-3953

3. Scan and send an email message with the completed forms to your agency mailbox listed below:

• HHSC: HHSCnewhiredocuments@hhsc.state.tx.us
• DSHS: DSHSnewhiredocuments@hhsc.state.tx.us

• Guidance: See Chapter 1 of the HR Guidance Handbook.
• Assistance: See HR, TL, PAY Contact List for HHS HR Records Management staff.

Employee Performance Notes

• Process: Managers and employees may make notes in CAPPS. Managers may alternatively use form HR1001 to make notes.

Employee Personal Information Updates

• Process: The employee enters changes into CAPPS. Name changes must be approved by manager.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Enhanced Compensation Awards

• Process Contact HHS Payroll.
• Assistance: HHSPRaction@hhsc.state.tx.us.

Equity Salary Adjustments

• Assistance: See HR, TL, PAY Contact List.

ERS Benefits Coordination

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629.

ERS Leave Certification - Vacation and Sick Leave

• Process: The Service Center sends information to ERS in a file. No action is needed from the employee.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

ERS Refunds of Employee Retirement Contributions (after separation from employment)

• Process: For employees who have contributed to an ERS retirement account and wish to withdraw their contribution after they leave employment. If you withdraw the funds from your ERS retirement account, a 20% withholding tax will be deducted and reported to the Internal Revenue Service (IRS). Any non-taxable contributions that are withdrawn are not subject to tax withholding.
• Assistance: Contact ERS: 1-877-275-4377, http://ers.texas.gov/.

ERS Retiree Return / Depart Work Notification

• Process: Employee completes ERS Benefits Election Form for Return to Work Retirees and Dependent Child Certification (if applicable) and sends form to the Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Escalation Process

• Process: Employee enters escalation in CAPPS by selecting the Case Escalation Tracking System on the CAPPS login screen.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Ethics and Standards of Conduct

• Process: Employee contacts HHS HR Employee Relations.
• Assistance: See HR, TL, PAY Contact List.

Evidence of Insurability (EOI)

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Exit Interview and Questionnaire

• Process: Service Center gets a unique ID from State Auditor's Office. Service Center mails letter with unique ID to the employee that invites him or her to complete a survey about why they left state employment.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Extended Life Insurance Payment

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629. Forms are available through the ERS website. ERS 1-877-275-4377, http://ers.texas.gov/.

Extended Sick Leave (ESCKT) Entry of hours used

• Process: Employee enters, or manager enters on behalf of employee.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Extended Sick Leave (ESL) - Requests

• Process: Employee and Manager complete form HR0502 and send to Time and Labor, along with WH-380-E and any additional supporting documentation. FAX to (512) 706-7355.
• Assistance: HHSTLLaction@hhsc.state.tx.us.

F

Family Medical Leave - Tracking and Running Reports

• Process: Designate FMLA on timesheet in CAPPS. Run reports about eligibility and remaining FMLA hours using CAPPS Manager Self-Service Reports.
• Assistance: For policy questions, see HR, TL, PAY Contact List. For CAPPS reports, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Fingerprint Checks

• Process: Applicant receives a FAST PASS form from the JRC/Hiring Specialist. The applicant calls Morpho or goes to their website to schedule an appointment to be fingerprinted at one of the centers. HHS HR Employee Relations receives results and communicates results to JRC/Hiring Specialist and/or Service Center. Service Center edits due diligence.
• Assistance: Agency JRCs, or see HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Fire Prevention Pay (Brigade)

• Process: Supervisor submits request for pay to HHS HR Employee Relations. HHS HR Employee Relations submits request to Service Center for entry.
• Assistance: See HR, TL, PAY Contact List.

Firefighter Leave (Volunteer Firefighter Leave) VFFTR

• Process: Employee enters time and manager approves it.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

FLSA (Fair Labor Standards Act) - Status Designation

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629 Round Rock, TX  78683-6629, FAX: 1-866-245-3646. HHSServiceCenter.HRClassification@ngahrhosting.com.

FLSA Overtime/Compensatory Time (for earning - use REGHR, for taking - use FLSAT)

• Process: Employee must request approval before working overtime.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

FMLA - Medical Records

• Process: Supervisor must retain medical information in a confidential and secure file.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

FMLA (Family and Medical Leave Act) -Designating Leave, System Entry, Policy Interpretation and Guidance

• Process: Managers are responsible for designating leave as FMLA. Managers must consult with HR Employee Relations for designation and policy questions and Service Center for system entry issues. Manager may run the FMLA Activity and Eligibility reports in CAPPS.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Former Foster Child Employment Preference

• Process: Employee designates former foster child status on application.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Foster Parents Leave (FPRNT)

• Process: Employee enters time in CAPPS and manager approves it.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

G

Garnishments

• Process: Mail original court order to State of Texas-Service Center, Attention: Garnishment Department, P. O. Box 6629, Round Rock, TX 78683-6629.
• Assistance: Contact the Service Center at 1-888-894-4747, FAX: 1-866-244-6981.

Grievance

• Process: Eligible employees may file a grievance within 14 calendar days after the employee receives written notice that a disciplinary action is being taken.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

H

Harassment

• Assistance: Civil Rights, 1-888-388-6332.

Holiday Compensatory Time (for earning - use REGHW, for taking - use HCMPT)

• Process: After receiving supervisory approval to work on a holiday, employee enters REGHW on Consolidated Timesheet in CAPPS. HCMPT to take leave.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Hourly Employees (Positive Time Reporters)

• Process: To be paid, an hourly employee must submit a daily/weekly timesheet to their supervisor for approval.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Hours Worked Per Week, Change

• Process: Manager contacts the Agency Budget Office to change percent employed. Manager must change the employee's work schedule in CAPPS when a percent time change occurs. Service Center contacts employee regarding option to add/delete insurance coverage.
• Assistance: Agency budget office appropriate to facility; Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Housing Rental Deduction

• Assistance: HHSPRaction@hhsc.state.tx.us.

I

I-9 Form

• Process: Manager documents in CAPPS. Manager completes paper form with employee. I-9 is scanned and emailed to the appropriate agency mailbox listed below on the employee first day of work:

• HHSC: newhiredocuments@hhsc.state.tx.us
• DSHS: newhiredocuments@hhsc.state.tx.us

If a List A document is presented, the document is also emailed to HR, and it must be scanned in color (see agency procedures for color scanning instructions). List B and C documents (if presented) are not emailed to HR.

• Assistance: For policy questions, contact HHS HR Records Management. For questions regarding the on-line new hire process, please contact the Service Center. See HR, TL, PAY Contact List. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646. For details on the processing of I-9s, see the Manager’s Onboarding Checklists on the CAPPS homepage.

Information Release Indicator

• Process: In CAPPS, an employee may allow or disallow public access to home address, home telephone number, Social Security number, emergency contact and any family member information maintained in the record.
• Assistance: See HR, TL, PAY Contact List. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Internship (Professional Trainees)

• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Interview Preparation - Development and Entry of Interview Questions, Task Demonstrations/In-Basket and Proficiency/Skills Tests

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

J

Job Abandonment (Failure to report to work for 3 or more consecutive workdays)

• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Job Application (Application for Employment)

• Process: Applicant applies on-line, or uses paper application, and delivers to Service Center via Email, FAX, or US mail.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Job Audits

• Process: Manager enters request in CAPPS or using form HR0701.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646. HHSServiceCenter.HRClassification@ngahrhosting.com.

Job Audits and FLSA - Appeals Process

• Process: The supervisor contacts and submits supporting information and/or documents to the HHS Human Resources office within 30 calendar days from the date of the audit or FLSA review determination.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Job Description - Obtaining

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Jury and Grand Jury Duty Leave (JURYD)

• Process: Employee enters leave in CAPPS and manager approves.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

L

Labor Account Code - For Time Reporting Purposes (DSHS Only)

• Assistance: For set-up, contact Agency Budget Office. For questions about use, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Language Interpreter Services (LIS) Pay

• Process: Manager enters LIS in Compensation/Request LIS/MSP in Manager Self-Service in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Leave Balances View

• Process: Employee and manager look at the Consolidated Timesheet in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Leave Certification for ERS for Retirement

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Leave Corrections

• Process: Manager makes correction on the Consolidated Timesheet in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Leave of Absence (LOA)

• Process: LOA is defined as unpaid leave for one or more full months. After an unpaid LOA of one month or more has been approved, the manager processes the leave by completing the Request Leave of Absence screen in Manager Self-Service in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Leave Without Pay (LWOP)

• Process: LWOP is defined as unpaid leave for less than one month. The manager enters the correct Time Reporting Code in the Consolidated Timesheet in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629.

Leave-Keeping Requirements

• Process: The employee and manager follow the HR policy on leave.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Letter of Exception (LOE) for ERS

• Process: The employee contacts the Service Center with details concerning benefit issues. The Service Center submits a letter of exception to ERS. ERS submits decisions to the Service Center, who informs the employee.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Letter of Reprimand (for State Hospitals or State Supported Living Centers confirmed cases of client abuse or neglect)

• Process: The manager follows the HR policy on disciplinary actions and consults with HR Employee Relations and Legal.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

License Verification

• Process: Managers are responsible for validating licenses, certifications, and registrations required for the job are current.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Location Code Change - Filled Position

• Process: The manager makes the change in CAPPS Manager Self-Service.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Location Code Change - Vacant Position

• Process: Contact the Agency's Budget Office.

Long Term Care (John Hancock)

• Process: John Hancock stopped accepting new enrollment into their Long-Term Care Insurance January 1, 2012. Coverage continues for employees and their dependents enrolled before January 1, 2012. Contact John Hancock or ERS.
• Assistance: To get free consultation or apply for coverage, call toll-free 888-321-5555 or contact ERS at 1-877-275-4377, http://www.ers.texas.gov.

Longevity Pay

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Lost Wages

• Assistance: HHSPRaction@hhsc.state.tx.us

Lump Sum Payment Deferral Request (Deferred Compensation)

• Process: Employee completes form found on CAPPS homepage and faxes it to Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659 (include on coversheet; ATTN: Benefits Team).

Lump Sum Payment, Vacation Leave (ANLVP)

• Process: This is an automated process. To be eligible to receive a lump sum payment, employee must have been continuously employed by the state for six months, separated from employment, and not be re-employed by a state agency within thirty calendar days from date of separation.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

M

Mail Code Changes - Filled Positions

• Process: The manager makes the changes in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-3646.

Mail Code Changes - Vacant Positions

• Process: Contact the Agency Budget Office.

Management-Directed Transfer

• Process: Employees may be transferred within and between HHS agencies when the transfer is in the best interests of the HHS agencies. To process a transfer, management submits the HR0029 form with appropriate approvals and justification to HR Employee Relations. These documents may be submitted via email.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Manual Payroll Request

• Process: Manager obtains Manual Payroll Request (MPR) form from the CAPPS portal. The MPR is completed and sent to the HHS Payroll Office for processing. Note: Retroactive salary actions greater than 30 days are not allowed by state statue. Exceptions are governed by strict criteria and reviewed by the Comptroller of Public Accounts.
• Assistance: HHSPRaction@hhsc.state.tx.us.

Maximum Security Pay (MSP)

• Process: Supervisor enters MSP in Compensation Management/Request LIS/MSP in CAPPS Manager Self-Service.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Medical Support Order (MSO)

• Process: Court order is faxed to the Service Center and Service Center enters into ERS on-line.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Medicare (Part B) Submitting Form CMS-L564, Request for Employment Information

• Process: For active employees: Mail hard copy forms to Service Center at P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659. For former employees: Form is sent to HHS HR using one of the methods below:

1. Mail hard copy forms to HHS HR-Records Management Unit, 4900 N. Lamar, MC 1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:

• HHSC: 512-206-3952
• DSHS: 512-206-3953

3. Scan and send an email message with the completed forms to your agency mailbox listed below:

• HHSC: HHSCnewhiredocuments@hhsc.state.tx.us
• DSHS: DSHSnewhiredocuments@hhsc.state.tx.us

Medicare Demand Letter (Medicare Secondary Payer)

• Process: For active employees: Mail hard copy forms to Service Center at P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659. For former employees: Form is sent to HHS HR using one of the methods below:

1. Mail hard copy forms to HHS HR-Records Management Unit, 4900 N. Lamar, MC 1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:

• HHSC: 512-206-3952
• DSHS: 512-206-3953

3. Scan and send an email message with the completed forms to your agency mailbox listed below:

• HHSC: HHSCnewhiredocuments@hhsc.state.tx.us
• DSHS: DSHSnewhiredocuments@hhsc.state.tx.us

Merit Salary Increase

• Process: Manager enters request in CAPPS. Exception to Self-Service: Merit salary increases of more than 5 percent but less than 7 percent must be approved by the appropriate deputy executive commissioner or agency commissioner. Merit salary increases greater than 7 percent must be approved by the appropriate deputy executive commissioner or agency commissioner and the chief deputy executive commissioner must also approve. After approval, an HR0029 form and documentation of approvals should be sent to HR Employee Relations to process the action. These documents may be sent via email.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659. For exceptions, see HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Merit - One-time Lump Sum Merit Payment

• Process: Manager enters request (of up to 5 percent of the employee's salary) in CAPPS. Exception to Self-Service: A one-time merit of more than 5 percent but less than 7 percent must be approved by the appropriate deputy executive commissioner or agency commissioner. Requests for greater than 7 percent also require the chief deputy executive commissioner's approval. After approval, an HR0029 form and documentation of approvals should be sent to HHS Payroll to process the action. These documents may be sent via email.
• Assistance: HHSPRaction@hhsc.state.tx.us.

Military Leave (MLTRY) - Entry on the Consolidated Timesheet

• Process: The employee or manager enters up to fifteen days paid leave per federal fiscal year.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

N

Name Change or Correction

• Process: The employee enters, and the manager approves using CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Nepotism

• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

New Hire - Failure to Report for Duty

• Process: If the manager has completed the on-line entry for a new hire and the individual did not report to work, the manager should contact the Service Center for assistance in backing out the new hire transaction.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

New Hire/Rehire Forms - New Hire Forms

• Process: See employee and manager onboarding checklists in CAPPS. Send the following forms: I-9 form, ERS Benefit Selection form, ERS Dependent Child Certification form, Acknowledgement by New Employee form (HR0312) and Health and Human Services Enterprise Computer Use Agreement form (HR0314) to the HHS HR Records Management Unit using one of the following methods below:

1. Mail hard copy forms to HHS HR-Records Management Unit, 4900 N. Lamar, MC 1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:

• HHSC: 512-206-3952
• DSHS: 512-206-3953

3. Scan and send an email message with the completed forms to your agency mailbox listed below:

• HHSC: HHSCnewhiredocuments@hhsc.state.tx.us
• DSHS: DSHSnewhiredocuments@hhsc.state.tx.us

New Hire - Onboarding Process and Effective Dates

• Process: See employee and manager onboarding checklists in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Non-Employee Worker ID, Training, and Termination of Non-Employee Worker ID

• Process: Follow the links below to:

• Request a Non-Employee ID
• Terminates a Non-Employee ID
• Direct non-employee to appropriate training: System Training Solutions (STS) for HHSC and DSHS or iLEARN/infoLEARN for state hospitals or state supported living centers

• Assistance: Contact HHSC Facility Support Services Competency, Training and Development: 512-206-4864.                                                           

Notice of Creditable Coverage

• Process: Contact ERS.
• Assistance: 1-877-275-4377, http://ers.texas.gov/

O

Offer of Employment (Job Offers)

• Process: Manager or designee initiates in CAPPS and informs applicant.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Onboarding - Employee's First Day of Employment

• Process: See employee and manager onboarding checklists in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629.

Open Records Requests for HR Documents - From Agency Open Records Coordinators

• Assistance: See HR, TL, PAY Contact List for appropriate HR Records Management staff.

Open Records Requests for HR Documents-From Employees or Public

• Assistance: HHSC: OpenRecordsRequest@hhsc.state.tx.us

DSHS: openrecords@dshs.texas.gov

Optional Holidays (To Earn - use REGOH, To Take - use OHCPT)

• Process: With manager approval, employee enters appropriate time reporting codes in CAPPS and manager approves them.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Organ Donation Leave (DNROG)

• Process: Employee enters appropriate time reporting codes in CAPPS and manager approves them.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Overpaid Employees

• Assistance: HHSPRaction@hhsc.state.tx.us.

Overtime Payment (FLSAP) - FLSA Overtime

• Process: Employees are paid for FLSA overtime worked in excess of 240 hours. Managers may pay an employee for banked overtime hours if approved by their agency and funds are available.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

P

Parental Leave

• Process: Managers are responsible for designating leave as Parental. Managers may run the Parental Leave Activity and Eligibility reports in CAPPS.
• Assistance: Managers may consult with HHS HR Employee Relations for designation and policy questions and Service Center for system entry issues. See HR, TL, PAY Contact List. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Parent-Teacher Conference Leave (PTCNF)

• Process: Employee enters time reporting code and amount of leave and manager approves in CAPPS Consolidated Timesheet.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Pay Frequency

• Process: New hires in salary groups A11 and below at State Supported Living Centers and State Hospitals will be placed on the semi-monthly payroll. Manager needs to verify that for all pay actions for employee A11 and below, the employee is set up on the correct pay schedule. After the initial hire, the employee's supervisor may request to change their pay frequency to once a month through the Service Center. It will become effective the first of the next month.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Payroll Deductions - Voluntary

• Process: The employee initiates payroll deduction amount and recipient using CAPPS under My Pay.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Performance and Conduct Management

• Process: Follow the policy in the HR Policy Manual, Chapter 1.F.1. (Performance and Conduct Management).
• Assistance: See HR, TL, PAY Contact List to contact the appropriate HR Employee Relations Specialist.

Performance Evaluation Due Dates

• Assistance: See HR, TL, PAY Contact List on the CAPPS homepage to contact an HR Employee Relations Specialist.

Performance Evaluations

• Process: A manager conducts the evaluation by completing and sharing form HR0901 with the employee. The manager must upload the final, signed document in CAPPS. Performance evaluations are due in accordance with HHS policy.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832. See HR, TL, PAY Contact List on the CAPPS homepage to contact an HR Employee Relations Specialist.

Performance Notes - Development Notes

• Process: An employee or manager makes a note using CAPPS. A manager may also use form HR1001.
• Assistance: Look at User Guide and other resources under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX:  1-866-245-4832.

Personal Profile Updates

• Process: The employee can make some changes using CAPPS. For changes to fields like birthdate, gender, EEO code, veteran status, contact the Service Center.
• Assistance: Look at User Guide and other resources under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629.

Phone Changes

• Process: The employee can make the change, including business phone, using CAPPS.
• Assistance: Look at User Guide under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Policy Interpretation and Exceptions

• Process: Contact an HHS HR Employee Relations Specialist.
• Assistance: See HR, TL, PAY Contact List to contact the appropriate HR Employee Relations Specialist.

Position - Create, Update, Move, or Delete

• Process: Contact your Agency Budget Office.

Prior State Service - Corrections for Employees

• Process: Employee may contact the Service Center to report issue with dates of state service, longevity, leave accrual, or BRP.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Prior State Service - Longevity or Vacation Accrual for New Employees

• Process: Employee completes HR0112 form and faxes form to Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Probationary Period

• Policy: All new employees, including re-hired employees, hired to regular positions must serve a six-month probationary period. The agency head may require a longer probationary period for certain job classes. See Chapter 1.B.10 of the HR Policy Manual.
• Assistance: See HR, TL, PAY Contact List to contact the appropriate HR Employee Relations Specialist.

Professional Trainees

• Assistance: See HR, TL, PAY Contact List to contact the appropriate HR Employee Relations Specialist.

Promotions - Competitive Selection

• Process: The manager, JRC, or hiring specialist processes the promotion through CAPPS Self-Service.
• Assistance: See User Guide under Help Resources on CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Public Service Loan Forgiveness

• Process: The employment verification form is sent to HHS HR Records Management.
• Assistance: See HR, TL, PAY Contact List to identify appropriate HHS HR Records Management staff.

Q

Qualifying Live Event (QLE) Employee Benefit Changes through ERS

• Process: Initiated by employee through ERS. For a QLE (e.g. marriage, divorce, or birth of a child), employee may make changes within 31 days of event.
• Assistance: ERS 1-877-275-4377, http://www.ers.state.tx.us/; Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

R

Reasonable Accommodation

• Assistance: Civil Rights, 1-888-388-6332.

Reclassification - Salary Action following a Completed Job Audit

• Process: Manager approves Job Audit in CAPPS. Service Center makes changes in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Recruitment Bonus Payment

• Assistance: HHSPRaction@hhsc.state.tx.us.

Red Cross Disaster Service Volunteers Requesting Leave (RDCRS)

• Process: Employee enters leave request and manager approves it in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Reduction-in-Force (RIF)

• Process: Contact HHS HR Employee Relations.
• Assistance: See HR, TL, PAY Contact List.

Reference Checks

• Process: Manager checks references prior to job offer using form HR0110. Manager responds to reference check inquires for current or former employees.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646. See HR, TL, PAY Contact List.

Registry Clearance - Nurse Aid Registry and Employee Misconduct Registry (State Hospitals and State Supported Living Centers)

• Process: Service Center conducts registry checks on employees of State Hospitals and State Supported Living Centers. Results are reported to JRC or Hiring Manager.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646. See HR, TL, PAY Contact List.

Rehired Retirees

• Process: Special salary rules apply to certain rehired retirees, in addition, certain criteria must be met when selecting a retiree for a supervisory position.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659. ERS: 1-877-275-4377, http://ers.texas.gov/.

Reinstatement or Restoration of Pay - Due to grievance decision, EEO settlement, etc.

• Process: Contact HHS HR Employee Relations to coordinate the restoration of pay with the appropriate parties.
• Assistance: See HR, TL, PAY Contact List.

Reports to Changes - Across Divisions

• Process: Contact the Agency Budget Office.
• Assistance: Agency Budget Office.

Reports to Changes - Filled Positions

• Process: The manager may make these changes within his or her span of control.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646. See the User Guide under Help Resources on the CAPPS homepage.

Reports to Changes - Vacant Positions

• Process: Contact the Agency Budget Office.
• Assistance: Agency Budget Office.

Requisition - Internal and External Job Posting

• Process: The manager, JRC, or hiring specialist completes this in CAPPS.
• Assistance: See User Guide and other resources under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Retention Bonus

• Process: Contact the HHS HR Employee Relations Office.
• Assistance: See HR, TL, PAY Contact List.

Retention Bonus Payment

• Assistance: Contact Payroll Department at HHSPRaction@hhsc.state.tx.us

Retirement Separation Processing

• Process: The employee contacts ERS. The employee enters intent to separate in CAPPS. The manager enters the separation in CAPPS.
• Assistance: See User Guide and other resources under Help Resources on the CAPPS homepage. ERS:1-877-275-4377, http://ers.texas.gov/; Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3659.

Retirement Service Credit - Establishing Additional Service Credit with ERS

• Process: This is initiated by the employee through ERS.
• Assistance: ERS: 1-877-275-4377, http://ers.texas.gov/.

Return to Work Program

• Assistance: Agency Risk Management Office.

S

Schedule Changes

• Process: Manager or Work Schedule Administrator make changes in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029. See User Guide under Help Resources on the CAPPS homepage.

Schedule Override

• Process: Manager or Work Schedule Administrator make changes in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029. See User Guide under Help Resources on the CAPPS homepage.

Screening - Applicant Process

• Process: The manager, JRC, or Hiring Specialist screens applicants using CAPPS.
• Assistance: See User Guide and other resources under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Screening - Initial and Final Selection Criteria

• Process: The manager, JRC, or hiring specialist ensures that candidates interviewed meet the initial criteria and the justification for selection identifies how the candidate hired meets the final criteria.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Screening - Qualifications of Physician Applicants

• Process: The manager or JRC follows special requirements for the selection of physicians of State Hospitals and State Supported Living Centers.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Security for CAPPS - Applies to Requests for Core Access

• Process: The employee, JRC, or hiring specialist completes the online IS701. HHS HR Workforce Reporting approves access.
• Assistance: See HR, TL, PAY Contact List to identify the manager of HHS HR Workforce Reporting.

Security for CAPPS - Applies to Managers

• Process: Manager Self-Service is granted through an automated process if you have at least one position reporting to you.
• Assistance: See HR, TL, PAY Contact List to identify the manager of the HHS HR Workforce Reporting.

Selection and Interview Justification Documents

• Process: The hiring authority uploads all selection materials and interview justification documents (for all interviewed candidates) to the requisition profile in the Hiring Center. Note: Any documentation that is stored in the on-line Hiring Center, i.e. applications, job posting, on-line interview questions, do not need to be sent to the Service Center.
• Assistance: Mail new hire packets to Service Center, Attn: Recruiting, P.O. Box 6629, Round Rock, TX, 78683-6629. Contact the Service Center at 1-888-894-4747.

Selective Service Registration

• Process: Males 18-25 must present proof of Select Service registration or exemption to the Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

Separation Processing - Establishing Last Duty Date (Last Physical Day on Duty)

• Process: Manager receives information either through on-line notification, being told, or letter of resignation. Manager enters last physical day on duty on the CAPPS on-line separation page.
• Assistance: See User Guide and other resources under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Sexual Exploitation Check - Applicants for State Hospitals Only

• Process: Before employing an applicant, who will be responsible for providing mental health services, the hiring authority must contact the applicant's current and former employers to inquire about the possible occurrence of sexual exploitation of individuals who sought or obtained mental health services from the applicant.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

Sexual Harassment

• Assistance: Contact Civil Rights, 1-888-388-6332.

Shift Change - Filled or Vacant Positions

• Assistance: Contact Agency Budget Office.

Shift Differential Pay

• Process: Manager can enter shift differential in CAPPS Compensation Management/Maintain Shift Pay Rate. Position must reflect the correct shift before manager can enter shift differential. Change is approved by second-level manager.
• Assistance: See User Guide under Help Resources on the CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Sick Leave (SICKT)

• Process: Employee enters, and manager approves sick leave taken using Consolidated Timesheet in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Sick Leave Donation (to a Specific Employee)

• Process: Employee donating the sick leave completes HR0515, Employee Donated Sick Leave. After completing the form, the employee faxes the form to the Service Center at 1-866-244-7029.
• Assistance: See HR, TL, PAY Contact List to identify HHS HR Records Management staff.

Sick Leave Pool (SCKPD) - Request to Donate

• Process: Employee completes HR0508 (Sick Leave Pool Contribution form). After entered in CAPPS, the supervisor sends form to HHS HR Records Management.
• Assistance: See HR, TL, PAY Contact List to identify HHS HR Records Management staff.

Sick Leave Pool (SCKPT) Entry of Hours Used

• Process: The employee enters the time used and the manager approves, or the manager enters time taken on the Consolidated Timesheet.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Sick Leave Pool (SLP) - Requests

• Process: Manager completes form HR0502 and sends to Time and Labor, along with WH-380-E or WH-380-F (DOL forms) and any additional supporting documentation. FAX to (512) 706-7355.
• Assistance: HHSTLLaction@hhsc.state.tx.us.

Social Security Number Corrections

• Process: Contact the Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

SSA Supplemental Security Income Claim Information Form

• Process: Employee (or former employee) submits form to the Service Center Benefits Unit for completion or transmittal to ERS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Suspension

• Process: Manager follows HR Policy Manual policy on disciplinary actions and consults with HHS HR Employee Relations and Legal. Manager enters LWOP (LWPEO) hours on the employee's timesheet.
• HR Policy: See Chapter 1.F.2. of the HR Policy Manual.
• Assistance: See HR, TL, PAY Contact List to identify the appropriate HR Employee Relations Specialist.

T

Telework Programs

• Process: Employee and supervisor complete the telework request screen in CAPPS.
• HR Guidance: See Chapter 2A.4. of the HR Guidance Handbook.
• Assistance: Contact Agency Telework Coordinator.

Temporary Assignment (Acting/Interim for Maximum of 6 Months within 12 Month Period)

• Process: To request within the manager's chain of command, the supervisor sends a request to the second-level manager using CAPPS. If employee is outside supervisor's direct chain, HR0315 is completed and sent to Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Temporary Position - Establishing

• Assistance: Agency Budget Office.

Temporary Position - Posting and Filling

• Process: To fill a temporary position, use the Manager Self-Service Hiring Center.
• Assistance: See User Guide under Help Resources on CAPPS homepage. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646.

TexFlex Flexible Spending Accounts (Healthcare Spending Account and Dependent Care Spending Account), Changes to Account(s)

• Process: Self-Service on ERS website.
• Assistance: Toll free: 1-877-275-4377, http://ers.texas.gov/.

Training in CAPPS

• Process: Employee navigates to My Training in CAPPS. Your manager or facility may require new employee orientation beyond that in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

U

Unemployment Compensation

• Process: It is the former employee's responsibility to file for unemployment with the Texas Workforce Commission.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-8653.

V

Vacation Leave/Annual Leave (ANLVT)

• Process: The employee enters the leave and the manager approves it in the Consolidated Timesheet.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Verification of Prior Wages or State Service - New Employees joining HHS agencies

• Process: The employee contacts the Service Center.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Verification of Employment - For employees applying for loans

• Process: The loaner contacts The Work Number at http://www.theworknumber.com/ or 1-800-367-5690. If the company does not have an account, they may contact HHS HR Records Management.
• Assistance: See HR, TL, PAY Contact List to identify HHS HR Records Management staff.

Verifications of Employment - For former employees transferring to other State agencies or State higher education institutions

• Assistance: See HR, TL, PAY Contact List to identify HHS HR Records Management staff.

Veterans Employment Preference

• Process: The employee identifies themselves as a veteran, veteran's widow, or veteran's orphan on employment application.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-4832.

Visa-Employment Eligibility Verification

• Process: Employee provides necessary documentation and manager documents in CAPPS. I-9 and other new employee forms are sent to HHS HR Records Management using one of the following methods below:

1. Mail hard copy forms to HHS HR Records Management Unit, 4900 N. Lamar, MC 1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:

• HHSC: 512-206-3952
• DSHS: 512-206-3953

3. Scan and send an email message with the completed forms to your agency mailbox listed below:

• HHSC: HHSCnewhiredocuments@hhsc.state.tx.us
• DSHS: DSHSnewhiredocuments@hhsc.state.tx.us

• Assistance: For questions about the on-line process, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-245-3646. For policy questions, see HR, TL, PAY Contact List to identify HHS HR Records Management staff.

Voting Leave (VOTES)

• Process: Employee enters leave and manager approves it using the Consolidated Timesheet in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

W

W-2

• Process: Current and former employees who elect to receive W-2 electronically may view and print W-2s in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, HHSServiceCenter.Servicecenter@ngahrhosting.com.

W-4 Federal Income Tax Withholding Changes

• Process: Employees make changes under My Pay in CAPPS.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Warrant Reversals, Reissues, Cancellations, Lost, Stolen, Warrant Control

• Process: Contact Agency Paymaster or HHS Payroll.
• Assistance: HHSPRaction@hhsc.state.tx.us.

Wellness Programs

• Process: Contact your Agency Wellness Coordinator.
• Assistance: Contact your agency's Wellness Program Coordinator.

Work Schedules - Alternative and Arrangements

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Work Schedules - Intermittent or Reduced (FMLA)

• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.

Workers’ Compensation

• Process: The employee must immediately notify the supervisor and complete an accident report in CAPPS. If employee is unable to complete accident report, the supervisor may complete the electronic form on behalf of the employee.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-8653.

Working Overtime

• Process: The employee must request approval from manager before working overtime. Time must be recorded in the CAPPS Consolidated Timesheet.
• Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX  78683-6629, FAX: 1-866-244-7029.