Compensation Management

The CAPPS website contains links to human resources, payroll, and time labor and leave information you may require as an employee of HHS. This information is available to you in a convenient knowledgebase of necessary HR forms, policy information, and information related to various life and work events you or your family may experience while you are employed with HHS.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

• One-Time Merit – The Award One-Time is the process by which you can request a One-Time merit award for an employee in a lump sum amount. Once requested you can also check the status.
• Regular Merit – The Regular Merit process allows you to increase the percent of an employee’s base pay and to check the status of the requested increase.
• Maintain Shift Pay Rate – Through the Maintain Shift Pay Rate process you can add a shift factor for an eligible employee. You can also use this transaction to remove the shift factor for an employee who is no longer going to be eligible for shift pay.
• Additional Language Interpreter Services Pay (LIS) and Maximum Security Pay (MSP) – The Request LIS/MSP Additional Pay transaction is the process by which you can add maximum security pay or language interpreter pay for an eligible employee.
• Leave of Absence – A Leave of Absence is time away from work that is initiated by a manager via self-service in coordination with HHS HR. This process allows you to request a leave of absence, change the reason for an employee leave of absence, and return the employee from leave of absence.
• Temporary Assignment – A Temporary Assignment allows an employee to work a different job within the same Business Unit. You can request, review the status, and remove a temporary assignment via manager self-service.
• View Compensation History – View Compensation History shows all compensation history activities and information for your direct and indirect reports.
• Total Compensation – Total Compensation allows you to view all monthly compensation activities for your direct and indirect reports. The Total Compensation page displays current or historical Base Salary and Benefit Replacement Pay (BRP).
• Key Things to Remember – Contact information and a summary of important things to help you with compensation management activities.

For a complete glossary of terms, click here: CAPPS Glossary.

• Effective Date of Change – See Transaction Effective Date.
• Leave of Absence Begin Date – The date when the leave of absence takes effect (this date assumes the employee is in leave without pay status for the entire day).
• Leave, No Pay Disciplinary – This LOA reason should be used an employee is out on leave without pay due to a disciplinary suspension.
• Leave, No Pay FMLA – This LOA reason should be used when an employee is out on leave due to the following reasons:  Serious health condition – employee or employee’s spouse, child, parent; Birth/Placement of child; Qualifying Exigency Leave or Military Caregiver Leave.
• Leave, No Pay Military – This LOA reason should be used when an employee is called to active duty.
• Leave, No Pay Parental – This LOA reason should be used when an employee is out on leave without pay due to the birth of a child or the placement of a child under three years of age for adoption or foster care.  The employee has a total of less than 12 months of state service, or has worked fewer than 1,250 hours in the 12 months immediately preceding commencement of the leave.

• Leave, No Pay, Regular – This LOA reason should be used when an employee is out on an approved, unpaid absence from work.

• Leave, No Pay Worker’s Compensation – This LOA reason should be used when an employee is out on leave without pay due to a Work-related injury.
• Pay Impacting Deadline – Date by which a pay impacting transaction must be entered in order to meet payroll processing deadlines. There is a link to the Managers Calendar on the CAPPS home page, which can be accessed by both employees and managers.
• New Base Pay – The New Base Pay is the total salary the employee will be making after the additional pay is added in and is a display-only field.
• Return from Leave (RFL) – Date an employee who is currently on a leave of absence will be returning.
• Reports To Position – A position that is directly above the employee’s position in the organizational structure. This position is often identified as the employee’s direct supervisor. The Reports To Position is used to route workflows up the management chain.
• Transaction Effective Date – The date that an employee or manager requests that a transaction take effect. This may not be the same date that the transaction is approved, if approval for the transaction is required. Therefore, the actual date when a transaction becomes effective may be based upon when it is approved.
• Transaction Enter Date – The date the transaction was entered. See Transaction Effective date.
• Worklist – A page that keeps track of activities you as a manager are responsible for completing or notifications that are sent to you. The worklist is available only for managers. Items on the worklist can include both notifications and approval/denial requests.

Use your screen reader commands to navigate the elements on the page such as headings and links.

As a manager you have the ability to award a one-time merit payment for your employee(s). You will also be able to check the status of a One-Time Merit request.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Request Regular Merit Increase transaction is the process by which you can request a merit increase for an employee. You are accountable for ensuring funding is available and all eligibility requirements are met prior to submitting a request to award a merit increase. The request must adhere to merit increase policy guidelines.

Once you submit the initial merit increase request, the request is routed to your manager and the department head for approval. Use the Verify transaction to view the status of a regular merit increase request.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to request a regular merit increase.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Request Regular Merit Increase link. The Select Employee page is displayed.

 

4. The transaction effective date is the date that the merit increase will begin being factored into the employee’s pay. Enter the transaction effective date in the Transaction Effective Date field or use the calendar icon to select the date.
   
   Helpful Hint: The transaction effective date must be the first of the month.
   
   IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month when the action is entered prior to the pay impacting deadline on the Manager’s Payroll Calendar. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

 

5. Select the employee for which the regular merit increase is being requested by clicking on the employee’s name. To request a merit increase for an indirect report, click on the org button to the right of the employee’s name to display the name of indirect reports. The Request Regular Merit Increase page is displayed. The Return to Select Employee link may be used if the wrong employee was selected.
   
   Helpful Hint: You are responsible for ensuring funding is available and documenting meritorious performance to support awarding a merit increase. To view more policy information around regular merit increases, click the link for HR Policies, Compensation and Classification - Salary Increase.

 

6. Review the employee’s current salary information on the page to help determine the amount of the increase. The page displays the employee’s current salary information in both annual and monthly terms. In addition, the page displays the employee’s current job title, salary plan, grade (salary group).

 

7. Click the Edit button on the Base Salary line. The Change Salary Component page displays.

 

8. Enter the monthly dollar amount of the merit into the Merit Amount box or the percentage amount into the Merit Percent box. The system will automatically calculate the impact of the merit on the compensation rate.
   
   Helpful Hint: HHS Policy limits merit increases to 5% of the employee’s annual salary. If an increase is required that exceeds this amount, the manager should contact HHS HR. Refer to the HR,TL,PAY Contact List for specific contact information.

 

9. Enter documentation regarding the regular merit increase in the Justification box.

 

10. Click the Return to Select Salary Component link. The Request Regular Merit Increase page is displayed. The page is now updated with the merit increase request information. Review the information and validate that the Change Amount accurately reflects the merit amount/merit percent entered on the previous page.

 

11. Click the E-Sign & Submit button to route the request for approval. The Submit Confirmation page is displayed.

Helpful Hint: Until you receive notification of the approval of the merit, the request is not complete. Managers can monitor the status of their request on the One-Time Merit Status page.

 

12. Click the OK button.
    
    Helpful Hints:
    • Upon completion of the final approval or denial, the manager who initiated the transaction receives a worklist item with notification of the approval or denial. To view this worklist item, go to the homepage and navigate to the Worklist page.
    • A One-Time merit requires two levels of approval before the merit is approved, the first level of manager and the budget approver. In many instances the budget approver may also be the original requestor of the merit or the direct manager of the original requestor, which would require one of them to approve the transaction twice.

Follow the steps below to request a regular merit increase.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Request Regular Merit Increase link. The Select Employee page is displayed.

 

4. The transaction effective date is the date that the merit increase will begin being factored into the employee’s pay. Enter the transaction effective date in the Transaction Effective Date field or use the calendar icon to select the date.
   
   Helpful Hint: The transaction effective date must be the first of the month.
   
   IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month when the action is entered prior to the pay impacting deadline on the Manager’s Payroll Calendar. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

 

5. Select the employee for which the regular merit increase is being requested by clicking on the employee’s name. To request a merit increase for an indirect report, click on the org button to the right of the employee’s name to display the name of indirect reports. The Request Regular Merit Increase page is displayed. The Return to Select Employee link may be used if the wrong employee was selected.

 

Helpful Hint: You are responsible for ensuring funding is available and documenting meritorious performance to support awarding a merit increase. To view more policy information around regular merit increases, click the link for HR Policies, Compensation and Classification - Salary Increase.

 

 

6. Review the employee’s current salary information on the page to help determine the amount of the increase. The page displays the employee’s current salary information in both annual and monthly terms. In addition, the page displays the employee’s current job title, salary plan, grade (salary group).

7. Click the Edit button on the Base Salary line. The Change Salary Component page displays.

 

8. Enter the monthly dollar amount of the merit into the Merit Amount box or the percentage amount into the Merit Percent box. The system will automatically calculate the impact of the merit on the compensation rate.
   
   Helpful Hint: HHS Policy limits merit increases to 5% of the employee’s annual salary. If an increase is required that exceeds this amount, the manager should contact HHS HR. Refer to the HR,TL,PAY Contact List for specific contact information.

 

9. Enter documentation regarding the regular merit increase in the Justification box.

 

10. Click the Return to Select Salary Component link. The Request Regular Merit Increase page is displayed. The page is now updated with the merit increase request information. Review the information and validate that the Change Amount accurately reflects the merit amount/merit percent entered on the previous page.

 

11. Click the E-Sign & Submit button to route the request for approval. The Submit Confirmation page is displayed.


Helpful Hint: Until you receive notification of the approval of the merit, the request is not complete. Managers can monitor the status of their request on the One-Time Merit Status page.

12. Click the OK button.
    
    Helpful Hints:
    • Upon completion of the final approval or denial, the manager who initiated the transaction receives a worklist item with notification of the approval or denial. To view this worklist item, go to the homepage and navigate to the Worklist page.
    • A One-Time merit requires two levels of approval before the merit is approved, the first level of manager and the budget approver. In many instances the budget approver may also be the original requestor of the merit or the direct manager of the original requestor, which would require one of them to approve the transaction twice.

Follow the steps below to view the status of a regular merit increase.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the View Merit Increase Status link. The Select Employee page is displayed.

 

4. Select the employee for which the One-Time merit is being requested by clicking the Employee ID link. The Employee Salary Change Status page is displayed.

 

5. The Return to Select Employee link may be used to return to the listing of employees where merit increases have been requested.

Follow the steps below to view the status of a regular merit increase.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the View Merit Increase Status link. The Select Employee page is displayed.

 

4. Select the employee for which the One-Time merit is being requested by clicking the Employee ID link. The Employee Salary Change Status page is displayed.

 

5. The Return to Select Employee link may be used to return to the listing of employees where merit increases have been requested.

 

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Maintain Shift Pay Rate transaction is the process by which you can add a shift pay factor for an eligible employee. You can also use this transaction to remove the shift factor for an employee who is no longer going to be eligible for shift. Eligibility for shift is based on the employee’s Job Code as well as the shift that is tied to the employee’s position.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to maintain shift differential pay.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Shift Pay Rate Change link. The Select Employee page is displayed.

 

4. Select the employee for which the shift pay rate is being requested by clicking on the employee’s name. To request a merit increase for an indirect report, click on the org button to the right of the employee’s name to display the name of indirect reports. The Request Regular Merit Increase page is displayed.

 

5. Enter the transaction effective date in the Effective Date of Change field or use the calendar icon to select the date.
   
   Helpful Hint: The transaction effective date must be the first of the month, which may be greater than or equal to the current date.
   
   IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month only if the date the effective date is entered is entered prior to the date on the Manager’s Payroll Calendar indicating when the semi-monthly or monthly payrolls are being processed. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

 

6. Review, add, change the percent amount of the new Shift Differential Factor in the Percent Increase box. To delete a shift differential percentage, enter 0 as the proposed rate.
   
   Helpful Hints:
   • The Percent Increase should be entered in a whole-number amount without any decimals (10% =10). Entry of a decimal amount such as .10 or 5.5 will result in an error message.
   • Only those fields that are editable for the specific employee will be in black font. All others will be grayed out.
   • Click out of the field for the system to calculate the effect of the shift differential.
   • Maximum allowed shift for nights and weekends is 15%. The maximum allowed shift for working weekends is 5%. The maximum total percent of shift pay an employee may receive is 20%.

    

7. Click the E-Sign & Approve button to route the request for approval. The Submit Confirmation page is displayed.

 

8. Click the OK button.

Follow the steps below to maintain shift differential pay.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Shift Pay Rate Change link. The Select Employee page is displayed.

 

4. Select the employee for which the shift pay rate is being requested by clicking on the employee’s name. To request a merit increase for an indirect report, click on the org button to the right of the employee’s name to display the name of indirect reports. The Request Regular Merit Increase page is displayed.

 

5. Enter the transaction effective date in the Effective Date of Change field or use the calendar icon to select the date.
   
   Helpful Hint: The transaction effective date must be the first of the month, which may be greater than or equal to the current date.
   
   IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month only if the date the effective date is entered is entered prior to the date on the Manager’s Payroll Calendar indicating when the semi-monthly or monthly payrolls are being processed. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

 

6. Review, add, change the percent amount of the new Shift Differential Factor in the Percent Increase box. To delete a shift differential percentage, enter 0 as the proposed rate.
   
   Helpful Hints:
   • The Percent Increase should be entered in a whole-number amount without any decimals (10% =10). Entry of a decimal amount such as .10 or 5.5 will result in an error message.
   • Only those fields that are editable for the specific employee will be in black font. All others will be grayed out.
   • Click out of the field for the system to calculate the effect of the shift differential.
   • Maximum allowed shift for nights and weekends is 15%. The maximum allowed shift for working weekends is 5%. The maximum total percent of shift pay an employee may receive is 20%.

    

7. Click the E-Sign & Approve button to route the request for approval. The Submit Confirmation page is displayed.

 

8. Click the OK button.

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Request LIS/MSP Additional Pay transaction is the process by which you can add maximum security pay (MSP) or language interpreter services pay (LIS) for an eligible employee. Unlike merit increases, additional pay requests do not route to your manager or department head for approval. You are accountable for ensuring funding is available and all eligibility requirements are met prior to submitting a request for additional pay.

The Remove LIS/MSP Additional Pay transaction is the process by which you can remove these two types of additional pay for an employee who is no longer eligible to receive them.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to request additional pay.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Request LIS/MSP Additional Pay link. The Select Employee page is displayed.

 

4. Select the employee for which the additional pay type is being added to by clicking on the employee’s name. The Maintain Differential Pay page where the manager can enter the additional pay type displays. The employee’s current salary is listed as the Base Pay entry.
   
   Helpful Hint: Maximum Security Pay can only be applied to employees in DSHS and DADS agencies. Language Interpreter Services Pay can only be applied to employees in DSHS, DADS, and HHSC agencies.

 

5. Enter the effective date in the *Effective Date of Change field or use the calendar icon to select the date.
   
   Helpful Hint: The Transaction Effective Date for Language Interpreter Services Pay needs to be the beginning of the month or the transaction will not be able to be completed.
   
   IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month when the action is entered prior to the pay impacting deadline on the Manager’s Payroll Calendar. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

 

6. In the Percent Change field, add the additional pay. The amount is automatically added to the Base Pay when you click anywhere else on the screen.
   
   Helpful Hint: If you remove a number in the Percent Change, the Amount and Base Pay Plus Differential fields will be automatically calculated and displayed.

 

7. Click the E-Sign and Approve button.
   
   Helpful Hint: To validate that the change has been entered correctly, navigate to the View Compensation History page (click on the link) and enter the same effective date used in the Maintain Additional Pay Types transaction. The change you made will appear in the Compensation History for the employee.

 

8. Click the OK button.

Follow the steps below to request additional pay.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Request LIS/MSP Additional Pay link. The Select Employee page is displayed.

 

4. Select the employee for which the additional pay type is being added to by clicking on the employee’s name. The Maintain Differential Pay page where the manager can enter the additional pay type displays. The employee’s current salary is listed as the Base Pay entry.
   
   Helpful Hint: Maximum Security Pay can only be applied to employees in DSHS and DADS agencies. Language Interpreter Services Pay can only be applied to employees in DSHS, DADS, and HHSC agencies.

 

5. Enter the effective date in the *Effective Date of Change field or use the calendar icon to select the date.
   
   Helpful Hint: The Transaction Effective Date for Language Interpreter Services Pay needs to be the beginning of the month or the transaction will not be able to be completed.
   
   IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month when the action is entered prior to the pay impacting deadline on the Manager’s Payroll Calendar. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

 

6. In the Percent Change field, add the additional pay. The amount is automatically added to the Base Pay when you click anywhere else on the screen.
   
   Helpful Hint: If you remove a number in the Percent Change, the Amount and Base Pay Plus Differential fields will be automatically calculated and displayed.

 

7. Click the E-Sign and Approve button.
   
   Helpful Hint: To validate that the change has been entered correctly, navigate to the View Compensation History page (click on the link) and enter the same effective date used in the Maintain Additional Pay Types transaction. The change you made will appear in the Compensation History for the employee.

 

8. Click the OK button.

Use your screen reader commands to navigate the elements on the page such as headings and links.

A Leave of Absence (LOA) is time away from work for at least a full calendar month that is initiated by an HHS agency manager. This process allows you to request an LOA or delete an unused LOA via Manager Self-Service. The HHS Human Resources Manual provides more information regarding leave without pay. The Leave of Absence types are:

• Leave, No Pay Disciplinary
• Leave, No Pay FMLA
• Leave, No Pay Military
• Leave, No Pay Parental
• Leave, No Pay, Regular
• Leave, No Pay, Worker’s Compensation

This request process ends with the collection of any state property that has been issued to the employee, and the termination of the employee’s access to computer resources and state work facilities. For more information on how to collect state property from a separating employee, view the Track Agency Property User Guide.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to request a leave of absence.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Request Leave of Absence link. The Select Employee page is displayed.

 

4. Enter the date for when leave of absence should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a leave of absence.
   
   Helpful Hint: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Enter the date for when leave of absence should take effect in the Leave of Absence Begin Date field or use the calendar icon to select the date.

 

7. Select a leave of absence reason by click the lookup icon next to the Description field.

 

8. Select the LOA description from the Description column. The Request/Delete LOA page will display with the reason filled in.

 

9. Click the Submit button to complete the request. The transaction submitted page will display.
   
   Helpful Hint: If the date you entered is past the pay impacting deadline, you will be instructed to proceed to the timesheet to enter leave without pay on the employee’s timesheet.

 

10. Click the OK button.

Follow the steps below to request a leave of absence.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Request Leave of Absence link. The Select Employee page is displayed.

 

4. Enter the date for when leave of absence should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a leave of absence.
   
   Helpful Hint: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Enter the date for when leave of absence should take effect in the Leave of Absence Begin Date field or use the calendar icon to select the date.

 

7. Select a leave of absence reason by click the lookup icon next to the Description field.

 

8. Select the LOA description from the Description column. The Request/Delete LOA page will display with the reason filled in.

 

9. Click the Submit button to complete the request. The transaction submitted page will display.

 

Helpful Hint: If the date you entered is past the pay impacting deadline, you will be instructed to proceed to the timesheet to enter leave without pay on the employee’s timesheet.

 

10. Click the OK button.

 

Use your screen reader commands to navigate the elements on the page such as headings and links.

This process allows you to change the reason for an employee leave of absence via Manager Self-Service.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to change a leave of absence reason.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Change Leave of Absence Reason link. The Select Employee page is displayed.

 

4. Enter the date for when leave of absence should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a leave of absence.
   
   Helpful Hint: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Enter the date for when change of leave of absence reason should take effect in the Leave of Absence Change Begin Date field or use the calendar icon to select the date.

 

7. Select a leave of absence description by click the lookup icon next to the Description field.

 

8. Select the LOA description from the Description column. The Request/Delete LOA page will display with the reason filled in.

 

9. Click the Submit button to complete the request. The transaction successful page is displayed.

 

10. Click the OK button.

Follow the steps below to change a leave of absence reason.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Change Leave of Absence Reason link. The Select Employee page is displayed.

 

4. Enter the date for when leave of absence should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a leave of absence.
   
   Helpful Hint: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Enter the date for when change of leave of absence reason should take effect in the Leave of Absence Change Begin Date field or use the calendar icon to select the date.

 

7. Select a leave of absence description by click the lookup icon next to the Description field.

 

8. Select the LOA description from the Description column. The Request/Delete LOA page will display with the reason filled in.

 

9. Click the Submit button to complete the request. The transaction successful page is displayed.

 

10. Click the OK button.

Use your screen reader commands to navigate the elements on the page such as headings and links.

This process allows you to input a return from leave of absence (RFL) date for an employee currently on leave of absence or delete a return from leave of absence (RFL) date via Manager Self-Service.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to return from a leave of absence.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Return From Leave of Absence link. The Select Employee page is displayed.

 

4. Enter the date for when leave of absence should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee returning from a leave of absence.
   
   Helpful Hint: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Enter the date of the return from leave of absence in the Return From Leave of Absence Date field or use the calendar icon to select the date.

 

7. Click the Submit button to complete the request. The transaction submitted page is displayed.

 

8. Click the OK button.

 

Follow the steps below to return from a leave of absence.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Return From Leave of Absence link. The Select Employee page is displayed.

 

4. Enter the date for when leave of absence should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee returning from a leave of absence.
   
   Helpful Hint: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Enter the date of the return from leave of absence in the Return From Leave of Absence Date field or use the calendar icon to select the date.

 

7. Click the Submit button to complete the request. The transaction submitted page is displayed.

 

8. Click the OK button.

Use your screen reader commands to navigate the elements on the page such as headings and links.

A Temporary Assignment allows an employee to work a different job within the same Business Unit. By viewing the temporary assignment approval status, you will be able to verify where the request is in the overall process.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to enter a temporary assignment request.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Temporary Assignment Status link. The Select Employee page is displayed.

 

4. Enter the date for when the temporary assignment should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a temporary assignment.
   
   Helpful Hints: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Select a temporary assignment by click the lookup icon next to the New Info field.

 

7. Select the temporary assignment by clicking the Position Number link. The Temporary Assignment page is displayed with the position details completed and the compensation bar displayed.
   
   Helpful Hint: Temporary Assignments must be within the employee’s direct reports. If you select a position that is outside of the employee’s current agency you will receive an error message.

 

8. Click the Compensation bar to enter a new pay rate.

 

9. Enter a percent in the Change Percent field or a dollar amount in the Change Amount field.

 

10. Click the Calculate Balance Button to calculate the new compensation for the temporary assignment.

 

11. Enter a detailed justification for the Temporary Assignment request in the Justification field.

 

12. Click the E-Sign and Submit button to submit the request for approval.

 

Follow the steps below to enter a temporary assignment request.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Temporary Assignment Status link. The Select Employee page is displayed.

 

4. Enter the date for when the temporary assignment should take effect in the Transaction Effective Date field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a temporary assignment.
   
   Helpful Hints: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Select a temporary assignment by click the lookup icon next to the New Info field.

 

7. Select the temporary assignment by clicking the Position Number link. The Temporary Assignment page is displayed with the position details completed and the compensation bar displayed.
   
   Helpful Hint: Temporary Assignments must be within the employee’s direct reports. If you select a position that is outside of the employee’s current agency you will receive an error message.

 

8. Click the Compensation bar to enter a new pay rate.

 

9. Enter a percent in the Change Percent field or a dollar amount in the Change Amount field.

 

10. Click the Calculate Balance Button to calculate the new compensation for the temporary assignment.

 

11. Enter a detailed justification for the Temporary Assignment request in the Justification field.

 

12. Click the E-Sign and Submit button to submit the request for approval.

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Return from Temporary Assignment screen allows you to indicate that an employee is returning from a temporary assignment to their original position.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to return an employee from a temporary assignment.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Return from Temporary Assignment link. The Select Employee page is displayed.

 

4. Enter the date for when the temporary assignment will end in the Enter the date temp assignment will end field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a temporary assignment.
   
   Note: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Click the E-Sign and Approve button to submit the employee’s return.
   
   Helpful Hint: The second level manager will need to approve this action before it becomes effective.

 

7. The employee will be returned to their original salary.

 

Follow the steps below to return an employee from a temporary assignment.

Steps

1. Select the Manager Self-Service link from the left navigation.

 

2. Select the Compensation Management drop-down menu.

 

3. Click the Return from Temporary Assignment link. The Select Employee page is displayed.

 

4. Enter the date for when the temporary assignment will end in the Enter the date temp assignment will end field or use the calendar icon to select the date.

 

5. Select the employee for which you are requesting a temporary assignment.
   
   Note: Only your direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

 

6. Click the E-Sign and Approve button to submit the employee’s return.
   
   Helpful Hint: The second level manager will need to approve this action before it becomes effective.

 

7. The employee will be returned to their original salary.

Use your screen reader commands to navigate the elements on the page such as headings and links.

The View Compensation History transaction enables you to use self-service to view all compensation history activities and information for your direct and indirect reports. You can use this page to view an employee’s compensation history when you need to determine whether an employee is eligible to receive a Regular Merit Increase or a One-Time Merit Award. In addition, you can use this page to view pertinent information when performing the Shift Pay and LIS/MSP pay transactions.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Total Compensation link enables you to use self-service to view all monthly compensation activities for your direct and indirect reports. The Total Compensation page displays current or historical Base Salary and Benefit Replacement Pay (BRP), provided the data is available in CAPPS. Historical data for other types of pay listed are available only for periods on and after the implementation of CAPPS.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Service Center Information:

• The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.
• You may contact the Service Center at 1-888-TX-HHS-HR (1-888-894-4747), or TDD/TTY for the Hearing Impaired 1-866-839-2747.
• You may email your questions directly to the Service Center by selecting Ask Service Center on the CAPPS home page (must be logged in) using the online form to enter and submit your questions.

 

One-Time and Regular Merit:

• One-Time Merit Timing – For One-Time merit increases, the Transaction Effective Date must be the first of the month.
  IMPORTANT NOTE: The Transaction Effective Date should be the first of the month for the current month when the action is entered prior to the pay impacting deadline on the Manager’s Payroll Calendar. There is a link to the Manager’s Payroll Calendar on the CAPPS home page. If you have any questions on when to make the effective date please contact the Service Center at 1-888-894-4747.

• Awarding a One-Time merit during a payroll calculation – Because Award One-Time Merit Increase is a payroll-impacting transaction, there are some additional considerations regarding the transaction effective date. If you attempt to submit a request while the payroll calculation is running, the system will stop you from doing so. In addition, because the timing of the payroll runs relates to the date that the transaction receives final approval versus the initial request date, some One-Time merit awards may take an additional pay period for the employee to receive. To avoid these situations, be aware of the payroll calendar and make every effort to proactively initiate One-Time merit transactions before you are within five days of a payroll run.
• Funding – Before selecting an employee for a Merit Increase, you are responsible for ensuring funding is available and that all eligibility requirements are met including documentation of meritorious performance. The system will not validate the merit award against any performance related information contained in the performance evaluation system. Use the Merit Eligibility Report to help with determining eligibility.
• Additional approval – Your manager needs to approve the request within three days of receiving the request. If your manager position is vacant or if your manager exceeds the three-day timeframe, the approval will be routed to the next level manager. The department head needs to approve the request within three days of receiving the request. If the department head exceeds the three-day timeframe the approval will be routed to the department head’s reports to manager. A One-Time merit requires two levels of approval before the merit is approved, the first level of manager and the budget approver. In many instances the budget approver may also be the original requestor of the merit or the direct manager of the original requestor, which would require one of them to approve the transaction twice.
• Merit denied – If the manager’s manager or department head denies the One-Time merit request, the manager who initiated the transaction receives a worklist item with notification of the denial and the process ends.

Maintain Shift Pay Rate:

• Employees who are on night and evening shifts are eligible to receive a Shift Differential Factor of up to 15% (15). Employees who are on compressed/weekend shifts are eligible to receive 5% (5) in addition to the 15% that they are eligible for if they work the night or evening shift. As a result, the maximum Shift Differential Factor that the transaction will allow is 20% (20). If an amount above this maximum Shift Differential Factor is entered, an error message will surface. If the shift differential pay needs to be removed for the selected employee, enter in a Shift Differential Factor of 0.

LIS/MSP Additional Pay:

• Timing – The Transaction Effective date for Language Interpreter Pay must be the first of the month. The Transaction Effective Date cannot be more than 30 days prior to or past the current date.
• For Language Interpreter Pay, an employee can only receive up to a 3.4% increase. An employee in salary schedule A will need to have a change amount of at least $30 per month.
• Language Interpreter Pay can only be applied to employees in DSHS, DADS, and HHSC agencies.
• For Maximum Security Pay, an employee can only receive up to a 6.8% increase. An employee in salary schedule A or B needs to have a change amount of at least $30 per month.
• Maximum Security Pay can only be applied to employees in DSHS and DADS agencies.

Leave of Absence:

• All time entries must be accurately entered/verified on the employee's timesheet before a leave of absence is initiated in CAPPS. Please refer to the Time and Leave Management User Guide for additional information on timesheets.
• The leave of absence effective date is one day after the last date the employee is paid through at the agency.
• You can process the leave of absence in CAPPS up to thirty days in advance of the date of leave of absence.
• All property collection must be accurately entered/verified in Track Agency Property before a separation is initiated in CAPPS. Please refer to the Track Agency Property User Guide for additional information.

Temporary Assignment:

• Additional approval – Your manager needs to approve the request within three days of receiving the request. If your manager position is vacant, or if your manager exceeds the three-day timeframe, the approval will be routed to the next level manager. The department head needs to approve the request within three days of receiving the request. If the department head exceeds the three-day timeframe the approval will be routed to the department head’s manager.
• Denied – If your manager denies the temporary assignment request, the manager who initiated the transaction receives a worklist item with notification of the denial and the process ends.