My Pay

You have the ability to view and manage pieces of your payroll related information such as earnings statements, direct deposit, voluntary deductions, and tax withholding information.

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.

• Earnings Statement –View electronic copies of your current and prior earnings statements and print them if necessary.
• Direct Deposit –Add direct deposit information for the first time or make changes, delete/add new accounts, indicate an exemption from direct deposit, view your current direct deposit details or change your current direct deposit information.
• Voluntary Deductions –View or edit your current voluntary deductions as well as add new ones. These voluntary deductions include credit union deductions and dues to employee organizations
• W-4 Tax Information –Establish or maintain your employee tax withholding information.
• View Compensation History –View all your compensation history activities and information.
• W-2 /W-2c Forms –View, print and save a PDF version of your W-2 and W-2c Forms from the current and past years as well as to obtain instructions in filing your tax forms. Create, submit, or withdraw your consent to receive electronic W-2 or W-2c forms. You will only have a W-2c if a correction to your W-2 was issued. This is very rare.
• Charity Deductions –Add a new charitable deduction, view an existing charitable deduction, edit, or cancel a charitable deduction outside of the enrollment window.
• Understanding When Changes to My Pay Activities Become Effective –Describes the importance of understanding when your pay-impacting transactions become effective.
• Key Things to Remember – Contact information and a summary of important things to help you with My Pay activities.

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

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

Use CAPPS to view and print electronic copies of your current and prior earnings statements.

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.

Direct deposit service offers several benefits to you as an employee of Health and Human Services.

Helpful Hints: All new hires, including transfers from other state agencies, should go to the Direct Deposit page to set up a direct deposit account or claim exempt from direct deposit. New employees should also verify all other My Pay information at the time of hire. (Refer to the remaining sections of the My Pay user guide for additional information.)

You can use direct deposit to have your net pay funds deposited directly into a bank or credit union account that is a state-approved banking institution. International accounts are not permitted.

By taking advantage of the direct deposit service offered by Health and Human Services, you do not have to wait for a warrant to be printed before you can access your net pay funds. Instead, the amount of net pay funds earned for the pay period transfers electronically to your bank or credit union account. The result is the elimination of lost, stolen, or damaged warrants that require reprocessing. It also allows you to access your net pay funds as soon as they transferred into your account on payday, avoiding possible delays by mail and weather. The pre-note process takes approximately 3 calendar days so depending on when you enroll you may receive a paper warrant the first pay cycle.

An employee may have his or her net salary deposited to a Pay Card, which is sponsored by U.S. Bank. The Pay Card is similar to a prepaid debit card. The Pay Card is a Visa-branded card account, which allows direct deposit if you do not have a checking account or do not want your pay deposited into your existing bank account. There is no credit qualification to enroll. You have access to your pay 24 hours a day, 7 days a week to:

• make purchases everywhere Visa or Master debit cards are accepted worldwide,
• use your card to pay bills, and
• cash access at point of sale and thousands of in-network ATM’s.

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 add direct deposit.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View/Edit Direct Deposit link. The Direct Deposit page is displayed.

 

4. Click the Add Account button.

    

   Helpful Hint: A non-banked employee who would still prefer their pay safely deposited to use at points of sale and ATMs may choose a Pay Card in lieu of paper check. If you’d like to set up a Pay Card, go to the Connection to locate and complete the HR0808 Direct Deposit and Pay Card | HR Policy Manual and Guidance Handbook (texas.gov), Pay Card Enrollment Authorization form.

    

5. Enter your bank account Routing Number.

    

   Helpful Hints:

   • This is the number used to identify your banking institution. For checking accounts, you can obtain this information from the lower left corner of a check from this account. If you cannot determine your transit/routing number, you can obtain this information by contacting your banking institution.
   • Before allowing you to complete the remaining fields, the system validates that the transit/routing number you entered in the Transit/Routing Number field is listed as an approved banking institution by the Texas Identification Number System (TINS). The system checks the transit/routing number against the TINS list only after you click another field on the page.
   • If the number is valid, the name of your banking institution displays to the right of the number you entered, and you can continue to enter your direct deposit information.
   • If the number is not listed as an approved institution, an error message appears. Please contact the Service Center for assistance.

6. Enter your bank Account Number.

    

   Helpful Hint: This is the number associated with your checking or savings account.

    

7. Select the type of account from the Account Type drop-down menu.

    

   Helpful Hint: Indicates whether the account you entered for direct deposit is a checking or savings account.

    

   CAUTION: Health and Human Services policy states that only one account can be used for direct deposit. Therefore, by enrolling in direct deposit, you are agreeing to have 100% of your net pay (which does not include any voluntary deductions taken) automatically deposited into a specified account. You will no longer receive a warrant for these funds at the end of each pay period. In order to deposit a smaller percentage of your net pay into a credit union account, refer to View/Edit Voluntary Deductions for additional information.

    

8. Click No or Yes to verify whether the funds deposited into your account will be transferred into an account outside of the United States.

    

   Helpful Hint: Clicking Yes will prevent you from entering a direct deposit account and upon save, will prompt message to access the manual direct deposit authorization form.

    

9. Click the Submit button. A Save Confirmation page displays, letting you know that the save was successful.

 

10. Click the OK button.

 

Follow the steps below to add direct deposit

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View/Edit Direct Deposit link. The Direct Deposit page is displayed.

 

4. Click the Add Account button.

    

   Helpful Hint: A non-banked employee who would still prefer their pay safely deposited to use at points of sale and ATMs may choose a Pay Card in lieu of paper check. If you’d like to set up a Pay Card, go to the Connection to locate and complete the HR0808 Direct Deposit and Pay Card | HR Policy Manual and Guidance Handbook (texas.gov), Pay Card Enrollment Authorization form.

    

5. Enter your bank account Routing Number.

    

   Helpful Hints:

   • This is the number used to identify your banking institution. For checking accounts, you can obtain this information from the lower left corner of a check from this account. If you cannot determine your transit/routing number, you can obtain this information by contacting your banking institution.

• Before allowing you to complete the remaining fields, the system validates that the transit/routing number you entered in the Transit/Routing Number field is listed as an approved banking institution by the Texas Identification Number System (TINS). The system checks the transit/routing number against the TINS list only after you click another field on the page.

• If the number is valid, the name of your banking institution displays to the right of the number you entered, and you can continue to enter your direct deposit information.

• If the number is not listed as an approved institution, an error message appears. Please contact the Service Center for assistance

6. Enter your bank Account Number.

    

   Helpful Hint: This is the number associated with your checking or savings account.

    

7. Select the type of account from the Account Type drop-down menu.

    

   Helpful Hint: Indicates whether the account you entered for direct deposit is a checking or savings account.

    

   CAUTION: Health and Human Services policy states that only one account can be used for direct deposit. Therefore, by enrolling in direct deposit, you are agreeing to have 100% of your net pay (which does not include any voluntary deductions taken) automatically deposited into a specified account. You will no longer receive a warrant for these funds at the end of each pay period. In order to deposit a smaller percentage of your net pay into a credit union account, refer to View/Edit Voluntary Deductions for additional information.

    

8. Click No or Yes to verify whether the funds deposited into your account will be transferred into an account outside of the United States.

    

   Helpful Hint: Clicking Yes will prevent you from entering a direct deposit account and upon save, will prompt message to access the manual direct deposit authorization form.

    

9. Click the Submit button. A Save Confirmation page displays, letting you know that the save was successful.

 

10. Click the OK button.

 

Follow the steps below to claim exempt from direct deposit. This allows you to claim exempt (not required) from using direct deposit.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View/Edit Direct Deposit link. The Direct Deposit page is displayed.

 

4. Click the Direct Deposit Exempt check box.

 

5. Select your Exempt Reason from the Exempt Reason drop-down menu.

    

   Helpful Hint: Indicates reason for claiming exempt from direct deposit. This field only appears if Exempt from Direct Deposit box is checked. If you are unable to participate in direct deposit for reason(s) not covered by one of the exempt reasons listed, you should select the “I choose to receive payment by warrant” option.

    

6. Click the Save button.

    

   Helpful Hints:

   • By canceling or claiming exempt from direct deposit, you will receive a paper warrant for your net pay at the close of each pay period.
   • Regardless of your decision to participate in direct deposit, your earnings statement will not be mailed to you as this information is available via the My Pay section of the CAPPS website.
   • Refer to the View/Print Earnings Statement section of this User Guide for additional information.

    

Follow the steps below to claim exempt from direct deposit. This allows you to claim exempt (not required) from using direct deposit.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View/Edit Direct Deposit link. The Direct Deposit page is displayed.

 

4. Click the Direct Deposit Exempt check box.

 

5. Select your Exempt Reason from the Exempt Reason drop-down menu.

    

   Helpful Hint: Indicates reason for claiming exempt from direct deposit. This field only appears if Exempt from Direct Deposit box is checked. If you are unable to participate in direct deposit for reason(s) not covered by one of the exempt reasons listed, you should select the “I choose to receive payment by warrant” option.

    

6. Click the Save button.

    

   Helpful Hints:

   • By canceling or claiming exempt from direct deposit, you will receive a paper warrant for your net pay at the close of each pay period.
   • Regardless of your decision to participate in direct deposit, your earnings statement will not be mailed to you as this information is available via the My Pay section of the CAPPS website.
   • Refer to the View/Print Earnings Statement section of this User Guide for additional information.

    

Follow the steps below to see the details of your direct deposit or to update existing direct deposit information.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View/Edit Direct Deposit link. The Direct Deposit page is displayed. If you wish to edit your Direct Deposit account, continue to step 4.

 

4. If you wish to make changes to your existing direct deposit, click the Edit button in the Direct Deposit Detail area. The Change Direct Deposit screen includes the following fields:

    

   • Routing Number: Displays the number used to identify your banking institution.

    

   • Account Number: Displays the number associated with your checking or savings account.

    

   • Account Type: Indicates whether your direct deposit account is a checking or savings account.

    

   • International ACH Bank Account: Choosing Yes will prevent you from entering a direct deposit account.

    

5. Click Submit. A save confirmation page displays.

 

6. Click the OK button.

 

Follow the steps below to see the details of your direct deposit or to update existing direct deposit information.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View/Edit Direct Deposit link. The Direct Deposit page is displayed. If you wish to edit your Direct Deposit account, continue to step 4.

 

4. If you wish to make changes to your existing direct deposit, click the Edit button in the Direct Deposit Detail area. The Change Direct Deposit screen includes the following fields:
5. • Routing Number: Displays the number used to identify your banking institution.

    

   • Account Number: Displays the number associated with your checking or savings account.

    

   • Account Type: Indicates whether your direct deposit account is a checking or savings account.

    

   • International ACH Bank Account: Choosing Yes will prevent you from entering a direct deposit account.

    

5. Click Submit. A save confirmation page displays.

 

6. Click the OK button.

 

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

You have the option of deducting a particular amount of your pay each pay period. These deductions can be used only for credit union deductions and dues to employee organizations. Once set up, the amount you choose is deducted regularly from your pay or until a specified stop date of your choice.

Helpful Hint: Only deductions authorized by state law are allowed.

The Voluntary Deduction page shows key information for each of your current voluntary deduction elections.

• The Add Deduction button is used to add voluntary deductions from the allowable list. You also see details of any voluntary deductions you have saved.
  Refer to the Adding a Voluntary Deduction for the First Time section for additional information.

 

• The Edit button appears to the right of these details. This button allows you to make changes an existing deduction.
  Refer to the Editing Existing Voluntary Deductions section for additional information.

The following fields display for a deduction that exists for you:

• Deduction Type: Shows the name of the deduction (for example: charity, credit union, or employee organization).

 

• Start Date: The first day of the month following the transaction entry.

 

• Stop Date: Shows the date when the desired deduction stops being taken from your pay. Selecting a stop date is optional.

 

• Status: Identifies if the deduction is currently being taken from your pay, Current, or whether it will be taken starting at a later date, Future.

 

• Deduction: Shows the amount of the deduction that will be taken each pay period.

 

• Goal Amount: Shows the amount at which the deduction stops being taken from your pay. Selecting a goal amount is optional.

 

• Goal Balance: Shows how much of the goal amount has been deducted from your pay.

 

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 add a voluntary deduction.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Voluntary Deductions link. The Voluntary Deductions page is displayed.

 

4. Click the Add Deduction button.

 

5. Click the look up icon to search for the type of deduction.

 

6. Select the type of deduction from the list.

 

7. Enter the amount in the Enter the Amount to be Deducted field.

    

   Helpful Hint: Be sure to enter an amount up to 2 decimal places (example: 15.50, 100.00, etc.) when entering data in this field.

    

8. (optional) Enter either the Goal Amount in Option 1: Take deduction until I reach this Goal Amount or: field or the Option 2: Enter Deduction Stop Date (MM/DD/YYYY): field.

    

   Helpful Hint: Only the *Type of Deduction and Enter Amount to be deducted fields are required. Option 1 and Option 2 are fields to help you manage your deductions. Before a credit union deduction is setup, please ensure an account is open at the selected credit union in order to accept the payroll deduction.

    

9. Click the Submit button when all information has been entered correctly. A verification message appears.

 

10. Click the OK button. The Voluntary Deduction page is displayed. The row of information reflects the addition of your deduction and indicates a future status.

 

Follow the steps below to add a voluntary deduction.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Voluntary Deductions link. The Voluntary Deductions page is displayed.

 

4. Click the Add Deduction button.

 

5. Click the look up icon to search for the type of deduction.

 

6. Select the type of deduction from the list.

 

7. Enter the amount in the Enter the Amount to be Deducted field.

    

   Helpful Hint: Be sure to enter an amount up to 2 decimal places (example: 15.50, 100.00, etc.) when entering data in this field.

    

8. (optional) Enter either the Goal Amount in Option 1: Take deduction until I reach this Goal Amount or: field or the Option 2: Enter Deduction Stop Date (MM/DD/YYYY): field.

    

   Helpful Hint: Only the *Type of Deduction and Enter Amount to be deducted fields are required. Option 1 and Option 2 are fields to help you manage your deductions. Before a credit union deduction is setup, please ensure an account is open at the selected credit union in order to accept the payroll deduction.

    

9. Click the Submit button when all information has been entered correctly. A verification message appears.

 

10. Click the OK button. The Voluntary Deduction page is displayed. The row of information reflects the addition of your deduction and indicates a future status.

 

Follow the steps below to edit a current voluntary deduction.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Voluntary Deductions link. The Voluntary Deductions page is displayed.

 

4. Click the Edit button. The Change Voluntary Deduction page is displayed.

 

5. Make any needed updates to the Enter Amount to be deducted: Option 1 or Option 2 fields.

 

6. Click the Submit button when all information has been entered correctly. A verification message appears.

 

7. Click the OK button. The Voluntary Deduction page is displayed. The row of information reflects the changes made to your deduction and indicates a future status.

 

Follow the steps below to edit a current voluntary deduction.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Voluntary Deductions link. The Voluntary Deductions page is displayed.

 

4. Click the Edit button. The Change Voluntary Deduction page is displayed.

 

5. Make any needed updates to the Enter Amount to be deducted: Option 1 or Option 2 fields.

 

6. Click the Submit button when all information has been entered correctly. A verification message appears.

 

7. Click the OK button. The Voluntary Deduction page is displayed. The row of information reflects the changes made to your deduction and indicates a future status.

 

Follow the steps below to delete a current voluntary deduction.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Voluntary Deductions link. The Voluntary Deductions page is displayed.

 

4. Click the Edit button.

 

5. Enter the current date as the stop date or use the calendar icon to select the current date in the Option 2: Enter Deduction Stop Date (MM/DD/YYYY) field. This begins the cancellation process for your voluntary deduction.

    

   Helpful Hint: If payroll has already begun processing, the deduction will stop on your next pay cycle.

    

6. Click the Submit button when all information has been entered correctly. A verification message appears.

 

7. Click the OK button. The Voluntary Deduction page is displayed. The row of information reflects the changes made to your deduction and indicates a future status.

 

Follow the steps below to delete a current voluntary deduction.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Voluntary Deductions link. The Voluntary Deductions page is displayed.

 

4. Click the Edit button.

 

5. Enter the current date as the stop date or use the calendar icon to select the current date in the Option 2:Enter Deduction Stop Date (MM/DD/YYYY) field. This begins the cancellation process for your voluntary deduction.

    

   Helpful Hint: If payroll has already begun processing, the deduction will stop on your next pay cycle.

    

6. Click the Submit button when all information has been entered correctly. A verification message appears.

 

7. Click the OK button. The Voluntary Deduction page is displayed. The row of information reflects the changes made to your deduction and indicates a future status.

 

With regard to stop dates for voluntary deductions, you must enter dates on or after the first day of the next month.

Also, it is important to consider when the change to your deduction takes effect and how that relates to the payroll calendar.

A stop date that takes effect after payroll processes still allows a deduction from earnings for that pay period.

Example: In order to stop a deduction from being taken at the end of the month, be sure to enter a stop date that takes effect before payroll is run for that pay period.

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

As an employee, you can maintain your tax information in CAPPS. The W-4 Tax Information link directs you to a page for a required tax form.

Employee tax withholding, or a W-4 Form, provides information for calculating federal income tax that should be withheld from an employee’s pay. An employee can file a new W-4 Form anytime to have more or less tax withheld. The change will take effect on the next, future payroll.

Upon hire, any newly-hired employees, employees hired from other agencies, employees transferred from within Health and Human Services, and re-hired employees should access the W-4 Tax Information link to set up their preferred withholding.

IMPORTANT: If an employee does not provide their withholding preference, a tax withholding default of Single marital status with zero (0) exemptions is automatically applied by IRS rule.

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.

The Employee Tax Withholding (W-4) page divides into multiple sections that contain tax-related information.

• A - Your name, department, and social security number appear across the top.
• B - In the upper right corner is the W-4 Form & Worksheet link to the CAPPS knowledgebase. By clicking this link, you can download and print the paper W-4 Form and a worksheet that provides instructions for determining your tax withholding allowances.
• C - The next section contains your home and mailing addresses. Verify that this information is correct prior to continuing.
• D - The next section is W-4 Tax Data. This section is made up of three main pieces of information: withholding allowances, additional withholdings (if any), and marital status. Combined, this information enables Health and Human Services to determine the correct amount of federal income tax to withhold from your pay. If you are a new employee, this section defaults to display Single marital status with zero (0) exemptions. Otherwise, your current elections display.
• E -The Claim Exemption section lists the conditions required for exemption from federal income taxes.
• F - The Submit button.

Follow the steps below to view or edit your W-4 form.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the W-4 Tax Information link. The W-4 Tax Information page is displayed.

 

4. If a change is required, enter the updated information in the W-4 Tax Data section.

 

5. Claim Exemption sections: If you meet both of the conditions explained in the Claim Exemption section of the tab, click the If you meet both conditions, check Exempt here check box.

 

6. Click the Submit button.

 

Follow the steps below to view or edit your W-4 form.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the W-4 Tax Information link. The W-4 Tax Information page is displayed.

 

4. If a change is required, enter the updated information in the W-4 Tax Data section.

 

5. Claim Exemption sections: If you meet both of the conditions explained in the Claim Exemption section of the tab, click the If you meet both conditions, check Exempt here check box.

 

6. Click the Submit button.

 

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

You have the ability to view and manage pieces of your payroll-related information, such as earnings statements, direct deposit, voluntary deductions, and tax withholding information.

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.

Follow the steps below to view your compensation history.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View Compensation History link. The Compensation History page is displayed.

 

4. To change the timeframe for which you are viewing in your salary history, change the dates listed in the From and To Date fields by typing in a new date or using the calendar icon. View Salary History or One Time Merit history (if applicable) for the date range you select.

 

5. To view the details of a specific transaction that appears in the list, click on the date link for the specific transaction. The Salary Change Details will display for the transaction that was selected.

 

6. Click on the Return to Compensation History link to return to your Compensation History page or to view the details of another historical transaction from the list.

 

Follow the steps below to view your compensation history.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View Compensation History link. The Compensation History page is displayed.

 

4. To change the timeframe for which you are viewing in your salary history, change the dates listed in the From and To Date fields by typing in a new date or using the calendar icon. View Salary History or One Time Merit history (if applicable) for the date range you select.

 

5. To view the details of a specific transaction that appears in the list, click on the date link for the specific transaction. The Salary Change Details will display for the transaction that was selected.

 

6. Click on the Return to Compensation History link to return to your Compensation History page or to view the details of another historical transaction from the list.

 

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

Follow these steps to:

• To view, print, and save a PDF version of your W-2 and W-2c Forms from the current and past years (no forms prior to 2012 will be available)

 

• To create, submit or withdraw your consent to receive electronic W-2 or W-2c forms.

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.

Follow the steps below to view your W-2/W-2c forms.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View W-2/W-2c Forms link. The View W-2/W-2c Forms page is displayed with the most current tax year’s forms.

    

   Helpful Hint: If you require forms from a previous tax year, click the View a Different Tax Year link. If you require forms from years prior to 2012, contact the Service Center.

    

4. Click the Year End Form link to pull up your W-2 in a separate window or click the Filing Instructions link to view details about the information provided on your W-2 and how to file the information with the IRS.

    

   Helpful Hint: You have the option to print your W-2 or W-2c form while viewing by clicking the print icon or choosing File then Print.

    

Follow the steps below to view your W-2/W-2c forms.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the View W-2/W-2c Forms link. The View W-2/W-2c Forms page is displayed with the most current tax year’s forms.

    

   Helpful Hint: If you require forms from a previous tax year, click the View a Different Tax Year link. If you require forms from years prior to 2012, contact the Service Center.

    

4. Click the Year End Form link to pull up your W-2 in a separate window or click the Filing Instructions link to view details about the information provided on your W-2 and how to file the information with the IRS.

    

   Helpful Hint: You have the option to print your W-2 or W-2c form while viewing by clicking the print icon or choosing File then Print.

    

Follow the steps below to submit your consent for electronic W-2/W-2c Forms.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the W-2/W-2C Consent link. The W-2/W-2C Consent Form page is displayed.

 

4. Click the checkbox to submit your consent to receive W-2/W-2c forms electronically.

 

5. Click the Submit button.

 

6. Enter your employee password.

 

7. Click the Continue button. A Save Confirmation page displays letting you know that the save was successful.

 

8. Click the OK button.

    

   Helpful Hint: Follow these same steps if you later choose to receive paper W-2/W-2c forms.

    

Follow the steps below to submit your consent for electronic W-2/W-2c Forms.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the W-2/W-2C Consent link. The W-2/W-2C Consent Form page is displayed.

 

4. Click the checkbox to submit your consent to receive W-2/W-2c forms electronically.

 

5. Click the Submit button.

 

6. Enter your employee password.

 

7. Click the Continue button. A Save Confirmation page displays letting you know that the save was successful.

 

8. Click the OK button.

    

   Helpful Hint: Follow these same steps if you later choose to receive paper W-2/W-2c forms.

    

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

You have the option of deducting a particular amount of your pay toward up to three charitable federations within a given pay period.

There is an open enrollment period for charitable deductions each fall that corresponds to the State Employee Charitable Campaign (SECC) drive. You should complete the SECC Pledge Form, which can be obtained from your SECC campaign manager. Once the SECC Pledge Form is completed, submit it to your SECC campaign manager and retain a copy for yourself. During the open enrollment period, after you submit the SECC Pledge Form to your SECC campaign manager, you will enter your charitable deductions in CAPPS. Once set up, the amount you choose is deducted from your pay until November 30, of the following year, or until you choose to stop your deduction.

After the SECC drive ends, any newly-hired employees, employees hired from other State of Texas government agencies, employees transferring from within Health and Human Services, and re-hired employees should contact the Service Center at 1.888.894.4747.

Once the SECC Pledge Form is completed, submit it to your SECC campaign manager and fax a copy to the Service Center at 1-866-244-7029.

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.

Follow the steps below to add your current charitable deductions once you have completed and submitted your SECC Pledge Form.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Charitable Deductions link. The Charitable Deductions page is displayed.

 

4. Click the Add Charity button.

 

5. Click the Charitable Federation look up icon to locate the specific charity to which you would like to contribute.

 

6. Select your charitable federation from the list by clicking the specific link.

    

   Helpful Hint: When you complete the SECC Pledge form it will list a 6 digit number. The first 2 digits of the charity code refer to the Federation and the last 4 digits refer to the specific Affiliate. It is the responsibility of the Federation to manage the Affiliate (the specific charity). The money you contribute goes to the Federation and they distribute to the Affiliate. What shows in CAPPS is the Federation. For example, you might have selected a local shelter on your SECC Pledge Form, but what is showing in CAPPS is United Way/Gulf Coast because they are the Federation responsible for ensuring your local shelter receives the funds.

    

7. Enter the monthly amount you would like to contribute in the Enter Monthly Amount to be Deducted field.

    

   Helpful Hints:

   • Be sure to enter an amount up to 2 decimal places such as 4.00.
   • Only whole dollar amounts are allowed so an entry of 4.01 would not be acceptable.
   • The minimum deduction amount is 2.00.

    

8. Click the Save button.

 

9. If you want to check your enrollment or change what you have entered, click the Cancel button. If you want to save what you have entered, click the OK button.

 

10. Click the OK button.

 

Follow the steps below to add your current charitable deductions once you have completed and submitted your SECC Pledge Form.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Charitable Deductions link. The Charitable Deductions page is displayed.

 

4. Click the Add Charity button.

 

5. Click the Charitable Federation look up icon to locate the specific charity to which you would like to contribute.

 

6. Select your charitable federation from the list by clicking the specific link.

    

   Helpful Hint: When you complete the SECC Pledge form it will list a 6 digit number. The first 2 digits of the charity code refer to the Federation and the last 4 digits refer to the specific Affiliate. It is the responsibility of the Federation to manage the Affiliate (the specific charity). The money you contribute goes to the Federation and they distribute to the Affiliate. What shows in CAPPS is the Federation. For example, you might have selected a local shelter on your SECC Pledge Form, but what is showing in CAPPS is United Way/Gulf Coast because they are the Federation responsible for ensuring your local shelter receives the funds.

    

7. Enter the monthly amount you would like to contribute in the Enter Monthly Amount to be Deducted field.

    

   Helpful Hints:

   • Be sure to enter an amount up to 2 decimal places such as 4.00.
   • Only whole dollar amounts are allowed so an entry of 4.01 would not be acceptable.
   • The minimum deduction amount is 2.00.

    

8. Click the Save button.

 

9. If you want to check your enrollment or change what you have entered, click the Cancel button. If you want to save what you have entered, click the OK button.

 

10. Click the OK button.

 

Follow the steps below to view your current charitable donations.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the 2012 Charitable Deductions link. The Charitable Deductions page is displayed with your current charities and deduction amounts listed.

    

   Helpful Hint: When you complete the SECC Pledge form it will list a 6 digit number. The first 2 digits of the charity code refer to the Federation and the last 4 digits refer to the specific Affiliate. It is the responsibility of the Federation to manage the Affiliate (the specific charity). The money you contribute goes to the Federation and they distribute to the Affiliate. What shows in CAPPS is the Federation. For example, you might have selected a local shelter on your SECC Pledge Form, but what is showing in CAPPS is United Way/Gulf Coast because they are the Federation responsible for ensuring your local shelter receives the funds.

Follow the steps below to view your current charitable donations.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the 2012 Charitable Deductions link. The Charitable Deductions page is displayed with your current charities and deduction amounts listed.

    

   Helpful Hint: When you complete the SECC Pledge form it will list a 6 digit number. The first 2 digits of the charity code refer to the Federation and the last 4 digits refer to the specific Affiliate. It is the responsibility of the Federation to manage the Affiliate (the specific charity). The money you contribute goes to the Federation and they distribute to the Affiliate. What shows in CAPPS is the Federation. For example, you might have selected a local shelter on your SECC Pledge Form, but what is showing in CAPPS is United Way/Gulf Coast because they are the Federation responsible for ensuring your local shelter receives the funds.

Follow the steps below to edit your charitable donations.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Charitable Deductions link. The Charitable Deductions page is displayed.

 

4. Click the Edit button in the corresponding field to the donation you wish to change.

 

5. Enter the new amount in to the Monthly Amount to be Deducted field.

 

6. Click the Save button. A Save Confirmation page displays letting you know that the save was successful.

 

7. Click the OK button. The Charitable Deductions page is displayed with your current charities and updated deduction amounts listed.

    

   Helpful Hint: Once a change is completed, if you attempt to make another change, you will receive a message to contact the Service Center.

Follow the steps below to edit your charitable donations.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the Charitable Deductions link. The Charitable Deductions page is displayed.

 

4. Click the Edit button in the corresponding field to the donation you wish to change.

 

5. Enter the new amount in to the Monthly Amount to be Deducted field.

 

6. Click the Save button. A Save Confirmation page displays letting you know that the save was successful.

 

7. Click the OK button. The Charitable Deductions page is displayed with your current charities and updated deduction amounts listed.

    

 

Helpful Hint: Once a change is completed, if you attempt to make another change, you will receive a message to contact the Service Center.

Follow the steps below to delete your charitable donations.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the 2012 Charitable Deductions link. The Charitable Deductions page is displayed.

 

4. Click the Delete button.

 

5. Click Yes on the delete confirmation page. A Save Confirmation page displays letting you know that the save was successful.

    

   Helpful Hint: Once a donation is deleted you cannot modify it.

    

6. Click the OK button. The Charitable Deductions page is displayed with your current charities reflecting zero contribution dollars against the charity you deleted.

 

Follow the steps below to delete your charitable donations.

Steps

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

 

2. Select the My Pay drop-down menu.

 

3. Click the 2012 Charitable Deductions link. The Charitable Deductions page is displayed.

 

4. Click the Delete button.

 

5. Click Yes on the delete confirmation page. A Save Confirmation page displays letting you know that the save was successful.

    

   Helpful Hint: Once a donation is deleted you cannot modify it.

    

6. Click the OK button. The Charitable Deductions page is displayed with your current charities reflecting zero contribution dollars against the charity you deleted.

 

CAPPS allows users to input data 24 hours a day, 7 days a week. However, the time required to process payroll sometimes limits the effective dates for transactions affecting My Pay activities. In other words, some transactions are not effective immediately.

Effective dates function in two ways:

1. Any transactions affecting My Pay activities that occur on the first day of the month are effective on that date.

 

2. Transactions entered into the system in the My Pay section after the first day of the month become effective on the first day of the following month.

 

Example 1: A transaction entered on September 1, 2012, is effective on that day. CAPPS prevents any changes to the initial transaction for the remainder of September 1 and directs you to the Service Center for assistance.

Example 2: If you attempt to add or change a transaction on from the My Pay section September 2, after it has become effective, the new information has an effective date of October 1, 2012. You cannot change a transaction until it becomes effective. You should contact the Service Center for additional assistance in emergency situations.

Helpful Hint: Other pay impacting transactions such as onboarding, promotions, or demotions can be made effective on the date the entry is made. Pay impacting changes like changing an employee’s work schedule must be made the first day of a FLSA work week. Please review specific user guides for other pay impacting transactions to determine limitations for effective dates.

IMPORTANT: You must understand and pay close attention to the save confirmation messages to know when changes to My Pay information become effective. It is recommended that you print the Save Confirmation Messages for future reference.

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.

View/Print Earnings Statement:

• You can view and/or print your current as well as prior pay period earnings statements.

Add/Edit Direct Deposit or Paycard:

• Contact your banking institution or credit union if you need help with your checking or savings account information, the transit routing number, or other information needed to set up your direct deposit.
• You can only establish one direct deposit account in CAPPS.
• CAUTION: By enrolling in direct deposit, you are agreeing to have 100% of your net pay automatically deposited into a specified account. You will no longer receive a warrant for these funds at the end of each pay period.
• To find your Transit/Routing Number, look at the lower left corner of a check from this account. If you cannot determine your transit/routing number, you can obtain this information by contacting your banking institution.
• For checking accounts, you can obtain routing and bank account information from the lower left corner of a check from the account. If you cannot determine your transit/routing number, you can obtain this information by contacting your banking institution. By canceling or claiming exempt from direct deposit, you will receive a paper warrant for your net pay at the close of each pay period.
• A non-banked employee who would still prefer their pay safely deposited to use at points of sale and ATMs may choose a Pay Card in lieu of paper check. If you’d like to set up a Pay Card, go to the Knowledgebase to locate and complete the HR0808 Direct Deposit and Pay Card | HR Policy Manual and Guidance Handbook (texas.gov), Pay Card Enrollment Authorization form.

View/Edit Voluntary Deductions:

• Voluntary deductions include credit union deductions and dues to employee organizations.
• You are not able to deduct 401(k) loan or enrollment, 457 enrollment, garnishments, college tuition (529) plan, or Texas Tomorrow Fund through CAPPS. These items require outside enrollment which are then entered into CAPPS on your behalf.
• Deductions for the State Employee Charitable Campaign are managed within Charity Deductions.
• Semi-monthly employees receive pay twice each month. Except for Health Insurance for dependents, voluntary deductions are only taken from the second pay period of the month for these employees.
• Adding or increasing voluntary deduction amounts decreases the amount of net pay you receive in your warrant or direct deposit.

Voluntary Deduction Stop Dates:

• With regard to stop dates for voluntary deductions, remember that the only dates CAPPS allows you to enter are those on or after the first day of the next month.
• Also, it is important to consider when the change to your deduction takes effect and how that relates to the payroll calendar.
• A stop date that takes effect after payroll processes still allows a deduction from earnings for that pay period.
• Example: In order to stop a deduction from being taken at the end of the month, be sure to enter a stop date that takes effect before payroll is run for that pay period.

Charity Deductions:

• The CAPPS website allows you, as an employee, to enroll in charitable deductions during the State Employee Charitable Campaign (SECC) drive/Open Enrollment period.
• New employees may sign up for charity deductions at the time of employment with a state agency.
• Once the SECC Pledge Form is completed, submit it to your SECC campaign manager and fax a copy to the Service Center at 1-866-244-7029.
• Use your copy of the pledge form to enter your charity deductions on-line via self-service in the CAPPS system for each federation (first 2 digits of the charity number on your form).
• HHS policy allows a maximum of 3 charitable deductions.
• You have the option of deducting a particular amount of your pay and contributing to three charitable federations each pay period in the campaign year.
• The minimum deduction amount is $2.00 each pay period.

W4 Tax Information:

• You must click the authorization checkbox in the Sign and Submit section to continue processing your tax information.
• If at any time, you require help determining your employee tax withholding (W-4) data, contact your tax advisor or refer to the W-4 Form & Worksheet link in the upper right corner of the page or contact IRS.
• Additional time is required for processing employee tax withholding (W-4) information. You may not see your new elections in the system immediately. For information on understanding when changes take effect, refer to the Understanding When Changes Become Effective section.
• If you choose 10 or more withholding allowances or elect to claim exempt, you are required to complete the W-4 Form at the start of the next calendar year. You are required to complete the W-4 Form online. See the View/Update W-4 Tax Information section.

Understanding When Changes Become Effective:

• Effective dates function in two ways:
1. Any transactions affecting My Pay activities that occur on the first day of the month are effective on that date.
2. However, transactions entered into the system from the My Pay section after the first day of the month become effective on the first day of the following month.

• Other pay impacting transactions such as onboarding, promotions, or demotions can be made effective on the date the entry is made. Pay impacting changes like changing an employee’s work schedule must be made the first day of a FLSA work week. Please review specific user guides for other pay impacting transactions to determine limitations for effective dates.

• It is important to understand and pay close attention to the save confirmation messages to understand when changes to My Pay information become effective.