Hiring Professional Onboarding Process

Onboarding is the process that you, as a Hiring Professional, use to move an applicant into an open position in HHSAS HRMS. The on-boarding process is used to enter the New Hire transaction for applicants chosen by competitive selection. This includes external applicants, existing HHS employees moving from one HHS agency to another HHS agency as a result of an inter-agency transfer, and existing HHS employees assuming a new position due to an intra-agency employee movement, such as a promotion, voluntary demotion, or transfer.

The Onboarding process should be performed after an applicant has accepted the job offer, any necessary pre-employment due diligence has been completed, and the applicant reports to the HHS agency for the first day of work in the new position. In the case of intra-agency employee movements, the Onboarding process is designed to be performed on the effective date when the employee assumes the new 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.

• Quick Links – Accessing and viewing the Manager’s Payroll Calendar, Payroll Guidelines, and Manager’s New Employee Checklists.
• Navigating to Hire Candidate – Accessing New Hire information from the CAPPS home page.
• Hire Candidate – Completing the Hire Candidate transaction.
• Complete New Hire Entry – Verifying and entering information for the employee into the Personal Data, Work Eligibility, Job Data, and Payroll Data pages of the New Hire transaction.
• 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.
• View Requests for Additional Language Interpreter Services Pay (LIS) and Maximum Security Pay (MSP) – The LIS/MSP Additional Pay transaction is the process by which you can add view requests for maximum security pay or language interpreter pay for an eligible employee.
• Complete New Hire Forms – Complete new hire forms.
• Employee’s First Day – Reviewing an employee’s first day activities.
• Core PeopleSoft Systems Verifications – Verify the accuracy of information in the core system for a new hire.
• Key Things to Remember – Contact information and a summary of important things to help you with Onboarding activities.

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

• Effective Date - See Transaction Effective Date.
• Employee ID - A unique eleven-digit number that is assigned to each employee upon hire. It can be found on the employee’s pay warrant and is used to identify the employee to the service center and the CAPPS website.
• I-9 Form - A form that documents an individual’s eligibility to work in the United States and the proof provided.
• Inter-agency Transfer - Movement of an employee to a new position in a State of Texas agency other than the agency in which the employee currently works.
• New Hire - A new hire transaction is the transaction that occurs as a result of a competitive selection on a posted requisition. (i.e. New Hire, Transfer, Promotion, Demotion).
• On-boarding Process - A computer generated process that transfers applicant data from the CAPPS Hiring Center to the Managers Center. The transfer of information between the Hiring Center and CAPPS occurs five times a day at 8:00 AM (CT), 10:00 AM (CT), 12:00 PM (CT), 2:00 PM (CT) and 4:00 PM (CT). The transfer takes approximately one hour to complete.
• Start Date - Date Applicant begins physically working in their new position.
• Transaction Effective Date - The date that an employee or manager requests that a transaction take effect.
• 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.

There are a number of tools available to assist Hiring Professionals with the process of on-boarding employees. On the CAPPS home page, under Quick Links, managers can view the Manager’s Payroll Calendar, Payroll Guidelines, and Manager’s New Employee Checklists. Before beginning the on-boarding process, be sure to review these tools located in the Quick Links box on the CAPPS home page.

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.

You can access New Hire information from the CAPPS home page.

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 navigate to the Hire Candidate link.

Steps

1. Click the Recruiting Center link in the CAPPS left navigation menu.

 

2. Click the Hire Candidate link to reveal Hire Candidate.

 

3. Click Hire Candidate to access the New Hire transaction.

Follow the steps below to navigate to the Hire Candidate link.

Steps

1. Click the Recruiting Center link in the CAPPS left navigation menu.

 

2. Click the Hire Candidate link to reveal Hire Candidate.

 

3. Click Hire Candidate to access the New Hire transaction.

 

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

To begin the New Hire transaction, access the New Hire information from the CAPPS home page. Click the Recuiting Center link in the CAPPS left navigation menu. Upon selection, the left navigation expands to reveal all the information you can access in the Recruiting Center menu. Click the Hire Candidate link to reveal Hire Candidate. Click on the Hire Candidate link to access the New Hire transaction. This link takes you to the Select Candidate page.

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 hire a candidate.

Steps

1. Select the Recruiting Center link from the left navigation.

 

2. Click the Hire Candidate link.

 

3. The Hire Candidate page is displayed. The Hire Candidate page allows you to search for the applicant for which you wish to complete the Onboarding Process.

Helpful Hint: On the Hire Candidate page, you have the ability to search for the applicant by the Applicant ID, Employee ID, or Job Requisition Number. When searching by any of these fields, you may search for the applicant using the entire ID or requisition number, or you can enter the first few characters. By using the exact ID or requisition number you can narrow the search results to a specific applicant. Using a partial id or requisition number may return multiple applicants who fit the search criteria.

 

4. Click the Name to select the appropriate applicant from the page.

    

   Helpful Hints:

• The Hire Candidate page allows you to select the applicant assuming a position within your area of responsibility. Only applicants who are in the Ready To Hire stage within the Hiring Center will display.
• Refer to the Hiring Center User Guide for instructions on adding an activity in order to advance an applicant to the Ready to Hire stage. Once the applicant has progressed to this stage in the Hiring Center, the applicant’s information is sent to the CAPPS New Hire transaction. This information is sent from the Hiring Center to the CAPPS New Hire transaction five times a day, at 8:00 AM 10:00 AM, 12:00 PM, 2:00 PM and 4:00 PM. It takes approximately one hour to send the applicant’s information to the Hire Candidate page. For example, if the applicant is put into Ready to Hire at 12:15 PM, the applicant will not be viewable on the Hire Candidate page until approximately 3:00 PM.

 

5. Click Search to proceed with the Onboarding Process.

 

Helpful Hints:

• An applicant who is an inter-agency transfer and has not been separated from their position in their current HHS agency appears on the Hire Candidate page. If the employee is in an Active status, contact the CAPPS Service Center to coordinate the entry of a separation action for this employee from the employee’s current agency. Once the employee is separated with their current agency, the New Hire transaction can continue.
• If the employee transaction is intra-agency and due to a transfer, promotion, or demotion, the applicant will not need to have a separation transaction entered and can be hired. To continue with the intra-agency employee movement, click Search.
• If an applicant does not show up for work and is deemed a “No Show” applicant, access the Hiring Center and update the applicant’s status to “Manager Disqualified” with the reason of “No Show.”
• Refer to the Hiring Center User Guide for instructions on adding an activity of “Manager Disqualified,” to update an applicant’s status.
• Once the applicant’s status has been updated in the Hiring Center, the applicant’s information is removed from the Hire Candidate page during the next scheduled transfer of information from the Hiring Center to CAPPS.

 

Follow the steps below to hire a candidate.

Steps

1. Select the Recruiting Center link from the left navigation.

 

2. Click the Hire Candidate link.

 

3. The Hire Candidate page is displayed. The Hire Candidate page allows you to search for the applicant for which you wish to complete the Onboarding Process.

 

Helpful Hint: On the Hire Candidate page, you have the ability to search for the applicant by the Applicant ID, Employee ID, or Job Requisition Number. When searching by any of these fields, you may search for the applicant using the entire ID or requisition number, or you can enter the first few characters. By using the exact ID or requisition number you can narrow the search results to a specific applicant. Using a partial id or requisition number may return multiple applicants who fit the search criteria.

 

4. Click the Name to select the appropriate applicant from the page.

    

   Helpful Hints:

• The Hire Candidate page allows you to select the applicant assuming a position within your area of responsibility. Only applicants who are in the Ready To Hire stage within the Hiring Center will display.
• Refer to the Hiring Center User Guide for instructions on adding an activity in order to advance an applicant to the Ready to Hire stage. Once the applicant has progressed to this stage in the Hiring Center, the applicant’s information is sent to the CAPPS New Hire transaction. This information is sent from the Hiring Center to the CAPPS New Hire transaction five times a day, at 8:00 AM 10:00 AM, 12:00 PM, 2:00 PM and 4:00 PM. It takes approximately one hour to send the applicant’s information to the Hire Candidate page. For example, if the applicant is put into Ready to Hire at 12:15 PM, the applicant will not be viewable on the Hire Candidate page until approximately 3:00 PM.

 

5. Click Search to proceed with the Onboarding Process.

 

Helpful Hints:

• An applicant who is an inter-agency transfer and has not been separated from their position in their current HHS agency appears on the Hire Candidate page. If the employee is in an Active status, contact the CAPPS Service Center to coordinate the entry of a separation action for this employee from the employee’s current agency. Once the employee is separated with their current agency, the New Hire transaction can continue.
• If the employee transaction is intra-agency and due to a transfer, promotion, or demotion, the applicant will not need to have a separation transaction entered and can be hired. To continue with the intra-agency employee movement, click Search.
• If an applicant does not show up for work and is deemed a “No Show” applicant, access the Hiring Center and update the applicant’s status to “Manager Disqualified” with the reason of “No Show.”
• Refer to the Hiring Center User Guide for instructions on adding an activity of “Manager Disqualified,” to update an applicant’s status.
• Once the applicant’s status has been updated in the Hiring Center, the applicant’s information is removed from the Hire Candidate page during the next scheduled transfer of information from the Hiring Center to CAPPS.

 

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

Once you have selected and activated a new hire complete the appropriate information for that candidate. The new hire data includes personal information, work eligibility, job data, and payroll data.

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 complete new hire data.

Steps

1. After selecting an applicant, the Personal Data page appears.

    

   Helpful Hints:

   • The applicant’s personal information is displayed on the Personal Data page. For new employees, this information is pulled from the employment application and profile that the applicant completed in the Job Center. For prior employees, the information on this page is displayed from existing data in CAPPS. Review this data to ensure all of the fields are complete and show the correct information. If any information is missing or incorrect, make the necessary updates to ensure the employee is hired into the system with the correct personal data. Verify the Postal Code and Date of Birth with the employee because this is the information needed by the employee when they first call CAPPS.
   • Information on this page must be entered and verified according to HR policy. Refer to HHS policies for more information on what documentation is required for verifying or changing the information contained in the fields on the Personal Data page.
   • If the applicant’s name contains a suffix (i.e., Jr., Sr., etc.), include the suffix as a part of the applicant’s last name in the Last Name field.
   • The address included on this page is the employee’s mailing address. If the employee requires a different mailing address, instruct the applicant to access the My Profile section of the CAPPS website and make the updates using the Edit Mailing Address transaction.
   • Refer to the My Profile User Guide for instructions on updating the mailing address.

    

2. After you have completed the Personal Data page, click the Work Eligibility tab at the top of the page or the Work Eligibility link at the bottom of the page. The Work Eligibility page will display.

 

3. On the Work Eligibility page, indicate which documents were provided by the applicant when completing the I-9 form to prove employment eligibility. Select the appropriate documentation type from the appropriate drop-down menu(s). Sufficient supporting documentation consists of one document from List A or one document each from List B and List C. Each list has a drop-down menu with the document descriptions.

    

   Helpful Hints:

   • Please note once you select a document from List A, you are unable to select another document from Lists B and C. This is designed to aid data entry and ensure only the appropriate combinations of documents are entered.
   • The Eligible to Work in U.S. checkbox, located in the upper left corner of the document list area, will be automatically checked. This checkbox confirms the applicant is a U.S. citizen who has stated he or she is eligible to work in the U.S. or is not a U.S. citizen but has provided sufficient documentation to prove he or she is eligible to work in the U.S. If the applicant identifies himself or herself as a non-citizen and does not provide sufficient supporting documentation, per the current HHS Policy, you cannot complete the Onboarding transaction for the applicant.
   • If an employee is moving to a new position within the same agency, the manager can select On File - Conversion in the List A drop-down menu.
   • In addition to completing the information on the Work Eligibility page you must complete the I-9 form and submit to HHS Human Resources, 4900 North Lamar, MC 1524, Austin, TX 78751.

    

4. Click on the I-9 Form link in the upper right corner, print the form, complete, and send to HHSS HR. Do not keep copies of any documents provided by the new hire (e.g. SSN card, passport), you must view the documents, return to the new hire and sign the I-9 form.
   
5. After you have completed the Work Eligibility page, click the Job Data tab at the top of the page or the Job Data link at the bottom of the page. The Job Data page will display.
   

    

   Helpful Hints:

   • The Effective Date of the transaction defaults to the Start Date that was set for the applicant when the applicant accepted the offer of employment and this information was updated in the Hiring Center. If the applicant assumes his or her new position on any other date, be sure to enter that date into the Effective Date field.
   • The Action and Reason of the transaction populates.
   • You may update the Probationary Date located at the bottom of the page under the Job Information section with the appropriate employee probationary period date.

    

6. After you have completed the Job Data page, click the Payroll Data tab at the top of the page or the Payroll Data link at the bottom of the page. The Payroll Data page will display.
   

    

   Helpful Hints:

   • On the Payroll Data page, verify the payroll information. The Pay Group for the employee defaults to MON (Monthly Pay Group) or SMI (Semi-Monthly Pay Group) based on the agency, facility, and salary group. All employees within HHSC, DARS, and DFPS are in the MON Pay Group. If the employee is entering a DSHS or DADS facility position and the salary group is A11 or below, the pay group defaults as semi-monthly. You may change the Pay Group to MON if the employee wishes to be paid monthly. Other DSHS and DADS employees are paid monthly.
   • If the Pay Group needs to be changed after you have saved the transaction, contact CAPPS for assistance.
   • The information within the Compensation box includes the multiple components of pay that have been set for the employee. The BSY000 (base pay) Rate Code and corresponding Comp Rate is the offer amount that was set and approved during the offer process in Hiring Center.
7. After you have verified all of the information on the Personal Data page, Work Eligibility page, Job Data page, and Payroll Data page, click Save to complete the New Hire transaction.
   

Helpful Hints:

• When you click the Save button, and the transaction is unable to save you will receive warning or fatal messages in the Information Center located at the bottom of the page. If the action saves, then you will receive a final message that will state, “The Personal and Job Data update process completed successfully. Press ‘Select Candidate’ to continue.” The message indicates that you have completed the New Hire transaction successfully and that the applicant has been moved or hired into their position in CAPPS. The employee’s employee ID will display on the upper right-hand corner of the screen in the EmplID field. Select Candidate.
• If you do not receive the “The Personal and Job Data update process completed successfully. Press ‘Select Candidate’ to continue” message contact the CAPPS service center for assistance.

 

Follow the steps below to complete new hire data.

Steps

1. After selecting an applicant, the Personal Data page appears.

    

   Helpful Hints:

   • The applicant’s personal information is displayed on the Personal Data page. For new employees, this information is pulled from the employment application and profile that the applicant completed in the Job Center. For prior employees, the information on this page is displayed from existing data in CAPPS. Review this data to ensure all of the fields are complete and show the correct information. If any information is missing or incorrect, make the necessary updates to ensure the employee is hired into the system with the correct personal data. Verify the Postal Code and Date of Birth with the employee because this is the information needed by the employee when they first call CAPPS.
   • Information on this page must be entered and verified according to HR policy. Refer to HHS policies for more information on what documentation is required for verifying or changing the information contained in the fields on the Personal Data page.
   • If the applicant’s name contains a suffix (i.e., Jr., Sr., etc.), include the suffix as a part of the applicant’s last name in the Last Name field.
   • The address included on this page is the employee’s mailing address. If the employee requires a different mailing address, instruct the applicant to access the My Profile section of the CAPPS website and make the updates using the Edit Mailing Address transaction.
   • Refer to the My Profile User Guide for instructions on updating the mailing address.

2. After you have completed the Personal Data page, click the Work Eligibility tab at the top of the page or the Work Eligibility link at the bottom of the page. The Work Eligibility page will display.

 

3. On the Work Eligibility page, indicate which documents were provided by the applicant when completing the I-9 form to prove employment eligibility. Select the appropriate documentation type from the appropriate drop-down menu(s). Sufficient supporting documentation consists of one document from List A or one document each from List B and List C. Each list has a drop-down menu with the document descriptions.

 

Helpful Hints:

• Please note once you select a document from List A, you are unable to select another document from Lists B and C. This is designed to aid data entry and ensure only the appropriate combinations of documents are entered.
• The Eligible to Work in U.S. checkbox, located in the upper left corner of the document list area, will be automatically checked. This checkbox confirms the applicant is a U.S. citizen who has stated he or she is eligible to work in the U.S. or is not a U.S. citizen but has provided sufficient documentation to prove he or she is eligible to work in the U.S. If the applicant identifies himself or herself as a non-citizen and does not provide sufficient supporting documentation, per the current HHS Policy, you cannot complete the Onboarding transaction for the applicant.
• If an employee is moving to a new position within the same agency, the manager can select On File - Conversion in the List A drop-down menu.
• In addition to completing the information on the Work Eligibility page you must complete the I-9 form and submit to HHS Human Resources, 4900 North Lamar, MC 1524, Austin, TX 78751.

 

4. Click on the I-9 Form link in the upper right corner, print the form, complete, and send to HHSS HR. Do not keep copies of any documents provided by the new hire (e.g. SSN card, passport), you must view the documents, return to the new hire and sign the I-9 form.

 

5. After you have completed the Work Eligibility page, click the Job Data tab at the top of the page or the Job Data link at the bottom of the page. The Job Data page will display.
   

    

   Helpful Hints:

   • The Effective Date of the transaction defaults to the Start Date that was set for the applicant when the applicant accepted the offer of employment and this information was updated in the Hiring Center. If the applicant assumes his or her new position on any other date, be sure to enter that date into the Effective Date field.
   • The Action and Reason of the transaction populates.
   • You may update the Probationary Date located at the bottom of the page under the Job Information section with the appropriate employee probationary period date.

    

6. After you have completed the Job Data page, click the Payroll Data tab at the top of the page or the Payroll Data link at the bottom of the page. The Payroll Data page will display.
   

 

Helpful Hints:

• On the Payroll Data page, verify the payroll information. The Pay Group for the employee defaults to MON (Monthly Pay Group) or SMI (Semi-Monthly Pay Group) based on the agency, facility, and salary group. All employees within HHSC, DARS, and DFPS are in the MON Pay Group. If the employee is entering a DSHS or DADS facility position and the salary group is A11 or below, the pay group defaults as semi-monthly. You may change the Pay Group to MON if the employee wishes to be paid monthly. Other DSHS and DADS employees are paid monthly.
• If the Pay Group needs to be changed after you have saved the transaction, contact CAPPS for assistance.
• The information within the Compensation box includes the multiple components of pay that have been set for the employee. The BSY000 (base pay) Rate Code and corresponding Comp Rate is the offer amount that was set and approved during the offer process in Hiring Center.

7. After you have verified all of the information on the Personal Data page, Work Eligibility page, Job Data page, and Payroll Data page, click Save to complete the New Hire transaction.
   

Helpful Hints:

• When you click the Save button, and the transaction is unable to save you will receive warning or fatal messages in the Information Center located at the bottom of the page. If the action saves, then you will receive a final message that will state, “The Personal and Job Data update process completed successfully. Press ‘Select Candidate’ to continue.” The message indicates that you have completed the New Hire transaction successfully and that the applicant has been moved or hired into their position in CAPPS. The employee’s employee ID will display on the upper right-hand corner of the screen in the EmplID field. Select Candidate.
• If you do not receive the “The Personal and Job Data update process completed successfully. Press ‘Select Candidate’ to continue” message contact the CAPPS service center for assistance.

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

The Shift Pay Rate Changetransaction 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.

Follow the steps below to maintain shift differential pay.

Steps

1. Select the Recruiting Center link from the left navigation.

 

2. Select the Shift Pay Rate Change link. The JRC Shift Rate Change page is displayed.

 

3. Select the employee for which the shift pay rate is being requested by clicking on the employee’s name.

 

4. Enter the transaction effective date in the Effective Date of Change field or use the calendar icon to select the 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 AccessHR 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. 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%.

      

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

 

7. Click the OK button.

 

Follow the steps below to maintain shift differential pay.

Steps

1. Select the Recruiting Center link from the left navigation.

 

2. Select the Shift Pay Rate Change link. The JRC Shift Rate Change page is displayed.

 

3. Select the employee for which the shift pay rate is being requested by clicking on the employee’s name.

 

4. Enter the transaction effective date in the Effective Date of Change field or use the calendar icon to select the 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.

    

5. 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%.

    

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

 

7. Click the OK button.

 

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

The LIS/MSP Additional Pay transaction is the process by which you can add view requests for maximum security pay (MSP) or language interpreter services pay (LIS) for an eligible employee.

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 requests for additional pay.

Steps

1. Select the Recruiting Center link from the left navigation.

 

2. Select the View/Edit Time and Leave Setup link. The View/Edit Time Leave Data page is displayed.

 

3. Enter Employee ID for which the additional pay type is being added. Select Search. The View/Edit Time and Leave Setup page displays.

    

   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.

Follow the steps below to view requests for additional pay.

Steps

1. Select the Recruiting Center link from the left navigation.

 

2. Select the View/Edit Time and Leave Setup link. The View/Edit Time Leave Data page is displayed.

 

3. Enter Employee ID for which the additional pay type is being added. Select Search. The View/Edit Time and Leave Setup page displays.

 

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.

 

It is your responsibility to ensure your new employee completes all of the necessary forms required for employment within your HHS agency. All HHS agency employees are required to complete the following forms:

• Prior State Employment Form (HR0112)
• Benefit Replacement Pay (BRP) Form (HR0705)
• Acknowledgement by New Employees Form (HR0312)
• Health and Human Services Acceptable Use Agreement (AUA)
• ERS Insurance Multipurpose Form
• Employment Eligibility Verification Form (I-9 Form)
• You may access the forms checklist in the Forms Library on the CAPPS website. You can also print any of the related forms from the Forms Library.

It is important that you complete the New Hire transaction on the new employee’s first work day. This will ensure the employee can enroll in their optional ERS benefits and receive their pay in a timely manner.
On the employee’s first day, you should instruct the employee to go to the CAPPS website and click the New Employees link on login page. The employee does not need the Employee ID to click this link. The New Employees link will display a page that contains a new hire checklist containing key actions the employee must take and some helpful hints.
The employee will need to complete the ERS Insurance Multi-Purpose Form contained within this checklist to indicate their selection of optional benefits. You should instruct the employee to make a copy of this form and you should send the original form to the HHS Human Resources office. This form will document the employee’s intended benefits selection. The manager will receive an email from CAPPS with instructions for the employee to make their ERS selections. The employee has until 9:00 pm on the day the email is sent to enter their ERS selections on the ERS Online website.
On the following days of employment, the employee should login to CAPPS and complete the following steps:

• Launch and view the Civil Rights Training course and the HHS Computer Usage and Information Security Training course using the “My Learning” link in the My Training menu.
• Review and verify personal information using the View My Personal Information link in the My Profile menu.
• Review and complete the information contained in the My Pay menu such as Direct Deposit and Tax Witholding-W4 / AEIC - W5.

After you have completed the Onboarding transaction, depending on the hire action or employee movement, there may be data you need to verify and/or update in the core HHSAS HRMS pages. If applicable, you may need to verify or update the following:

• Annuitant Status
• If the applicant is an ERS Retiree and indicated such when applying for the job in Job Center, then their annuitant status is set as “1”.
• If an applicant is an HHS rehire who was terminated using a 068 reason code to indicate they retired from the agency, then their annuitant status is set as “1”.
• If the applicant is not an ERS Retiree or an HHS rehire terminated with an 068 reason code, their annuitant status is set to “N” .
• Retirement Code
• Derived from the applicant’s annuitant status and their dates of service
• If the employee is a non-retiree, and their break in service was less than thirty days, their retirement code will be set as “E” - ERS Retirement Contributor.
• If the employee is a non-retiree and their break in service was greater than thirty days, their retirement code is set as “N” - Retirement 90 Day Wait.
• If the employee is a rehired retiree, their retirement code will be set to “1” - ERS Exempt.
• Validate the correct retirement code has been set when validating the employee’s prior state service.
• Benefits Program Participation
• Derived from the applicant’s annuitant status, number of standard hours, and pay group.
• If the applicant is a rehired ERS retiree, the benefits program defaults:
• Full time and monthly - EFT Benefit Program
• Full time and semi-monthly - EFT Benefit Program
• Less than 40 hours and monthly - EPT Benefit Program
• Less than 40 hours and semi-monthly -- EPT Benefit Program
• If the employee is not an ERS retiree, the benefits program defaults:
• Full time and monthly - EFT Benefit Program
• Full time and semi-monthly - EFT Benefit Program
• Less than 40 hours and monthly - EPT Benefit Program
• Less than 40 hours and semi-monthly - EPT Benefit Program
• Agency Transfer From
• Defaults for transfers within HHS
• Pay Frequency changes for applicants in Pay Groups A11 and below
• Defaults to semi-monthly for employees in DSHS and DADS
• Must be manually updated during Onboarding to monthly if the employee elects a monthly pay group or agency policy prohibits the addition of the employee to a semi-monthly pay group
• Hourly employees
• Identify employees who should be moved to an hourly pay group
• Updated after the Onboarding transaction has been completed
• Information Release Indicator - Defaults to “2” - “Do Not Release Information”
• Selective Service Indicator - Defaults from information collected during application process
• Ethnic Group Indicator - Defaults from information collected during application process if applicant self-identifies
• Mailing Address
• Defaults with indicator “Mailing” checked
• Must be updated in the employee’s personal data information if the employee wishes to maintain a separate mailing address
• Updated using the same process used today
• Benefits Replacement Pay(BRP)
• Defaults as ineligible for all new hires except current HHS employees.
• Defaults with correct BRP eligibility for current HHS employees.
• Prior State Service - Updated using the same process used today.

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.