Clear Leave on Employee's "Last Date Paid Through" 

1. 

Select the Manager Timesheet link.

A list of your direct and any indirect reports displays.

2. 

Accept the default Transaction Effective Date or select the calendar to choose the last date on which the will work or use leave.

3. 

Select the "Last Date Paid Through" for the separating employee.

4. 

Select the Name of the employee who is separating.

The employee's timesheet will display with a row provided for your first entry.

5. 

Clear available balances by entering Time Reporting Codes (TRCs) and amount balances.  The amounts you enter are equal to the available balances.

Example: An employee is leaving state employment with a 76 hour balance of sick leave.

Clear Sick Leave by entering the SCKLL code and the amount of 76.00 hours. Enter the amount on 9/30 - the employee's "last date worked."

6. 

Annual Leave

When the employee has worked more than six continuous months and is leaving state employment, don't enter a Time Reporting Code (TRC). CAPPS automatically pays any balance.

When the employee is transferring to another HHS agency (DADS, DARS, DFPS, DSHS, or HHSC), or, changing jobs within your agency - with no break in service - don't enter a TRC. The balance transfers with the employee.

When the employee has less than six continuous months state service and is not directly transferring to any state agency - either within HHS or outside of it - use ANLVL - Annual Leave Lost.

When the employee is directly transferring to a state agency other than DADS, DARS, DSHS, DFPS, or HHSC, use ANLVO (Annual Leave Out) to "transfer-out" any balance of Annual Leave.

7. 

Administrative Leave

Administrative leave is lost.

Use ADMLL - Administrative Leave Lost - to "zero-out" any administrative leave balance that remains on the employee's "last date paid through."

8. 

Sick Leave

For employees directly transferring to another HHS agency, or, changing jobs within your agency, don't enter a TRC. 

When the employee wants to donate some or all Sick Leave to the Sick Leave Pool, use SCKPD - Sick Leave Pool Donation. You must have an HR Form 0508 - Sick Leave Pool Donation - signed and dated by the employee.

When the employee is leaving state employment, or, has less than six months of state service, use SICKL - Sick Leave Lost. The leave may be reclaimed if the employee returns to state employment within one year.

When the employee is going to work at a Texas State agency other than DADS, DARS, DFPS, DSHS, or HHSC, use SICKO - Sick Leave Out. 

SICKPD and SICKL can be used together to clear sick leave. SICKPD and SICKO can be used together to clear sick leave.

9. 

FLSA Overtime

CAPPS automatically pays any balance of FLSA upon separation. Don't enter a TRC. 

10. 

Regular Comptime

When the employee is not in a critical shortage occupation, use COMPL - Comptime Lost - to resolve any balance of this leave.

When the employee is in a critical shortage occupation, use COMPP - Comptime Paid - to pay the leave.

(Only a limited number of jobs at DADS Living Centers and DSHS State Hospital are identified as "critical shortage." )

11. 

Holiday Comptime

When the employee is not in a critical shortage occupation, use HCMPO - Holiday Comptime Out - to clear the leave.

When the employee is in a critical shortage occupation,

use HCMPP - Holiday Comptime Paid - to pay the leave.

(Only a limited number of jobs at DADS Living Centers and DSHS State Hospital are identified as "critical shortage.")

12. 

Sick Leave Bonus

Any remaining Sick Leave Bonus is lost.

Use SCKBL - Sick Bonus Lost - to "zero" out any balance.

13. 

Extended Sick Leave and Sick Leave Pool

Use ESCKR - Extended Sick Leave Returned - to return any unused extended sick leave.

Use SCKPR - Sick Pool Returned - to return any unused leave to the sick leave pool.

14. 

Optional Holiday

Resolve a negative Optional Holiday balance by going back to date of the optional holiday, deleting the OHCPT code - Optional Holiday Comp taken and replacing it with the TRC for another leave type.

The employee must have a current balance of the leave type you use. Don't use Sick Leave. If there is no balance of paid leave, use LWPEO - Leave Without Pay Employee Out. 

If the date of the optional holiday was more than 90 days ago, contact the Service Center.

For a demo, see the topic "Resolve an Optional Holiday Leave Balance Upon Separation."

15. 

Disaster Compensation

Use 18CPL - 18 Exempt Disaster Lost - to clear any balance of this leave type.

Use 12CPL -12 Non-exempt Disaster Lost - to clear any balance of this leave type.

16. 

Review your entries for accuracy.

Select the E-Sign & Approve button.

17. 

Select the OK button.

18. 

Clear leave before the employee's separation effective date. Contact the HHS Employee Service Center if changes to the timesheet are needed after the separation effective date. End.