My Time and Leave

You have the ability to view and edit your timesheet, request leave, certify your time worked and leave taken, and request paid overtime and compensatory time (comptime).

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.

• View and Edit Timesheets – Page allows you to view your timesheet and leave balances, request time and leave transactions, enter hours worked over your scheduled hours, and view your leave balances.
• View Leave Balances/Expirations – Link is accessible from the timesheet page. It opens a page where you can view more details about your leave balances, such as year-to-date balances and expiring time.
• View Payable Time Summary – Page provides employees with a weekly view of their payable time.
• View Payable Time Detail – Page allows you to view time reporting elements, cost, and approval information regarding your payable time.
• Certify Time Functionality – From the timesheet is required by the 15th of each month for the previous month.
• Request Overtime for Pay – From your timesheet allows you to request payment of FLSA overtime and comptime, if eligible. Note: Only approved areas are eligible. Contact your supervisor before requesting to be paid.
• Key Things to Remember – Contact information and a summary of important things to help you with My Time and Leave activities.

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

• Fiscal Year – The financial year of Health and Human Services (HHS). The fiscal year starts on September 1st and ends on August 31st.
• Labor Account Code – A 22-digit code signifying the agency, program code, department ID, department fund, program cost account, and comptroller fund.
• Labor Distribution Amount – An actual labor cost associated with reported time.
• My Time & Leave – A link from the left navigation found on the CAPPS homepage where employees can perform time and leave transactions.
• Payable Time – Time generated by the system either in advance from schedules or during the course of the pay period from approved time entries.
• TRC – See Time Reporting Code.
• Taskgroup – Represents a group of employees with similar time and task reporting requirements.
• Time Reporter – An employee that is set up in the Time and Labor system.
• Time Reporting Code (TRC) – A convention used to track hours on the job, vacation, sick time, or any other type of time tracked by HHS.
• Workgroup – Represents a group of time reporters who share identical compensation requirements.

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

The Employee Timesheet page provides Health and Human Services (HHS) employees with a 31-day view of their timesheets, a way to request time and leave transactions, including: leave requests, entering hours worked over your scheduled hours (Important Note: Working hours over your scheduled hours requires pre-approval by your supervisor), requests for payments for FLSA overtime or comptime (if eligible), and a way to view their leave balances. Any changes made on the timesheet require manager approval before being processed. Entries and corrections may be submitted from 90 days in the past to 90 days in the future.

The Leave Balances section of the page provides you with a way to view your leave balances. This section lists the current, pending approval, and available leave balances for each of the twelve leave plans. You may also click on the View Leave Balances hyperlink to view more details about your leave balances, such as year-to-date balances and expiring regular and holiday compensatory time. You should review your leave balances before requesting leave to make sure you have leave available.

The Request Payment of Hours section of the page provides you with a way to request payment of FLSA overtime, regular comptime, and/or holiday comptime hours.

Helpful Hint: The Department of State Health Services (DSHS) and the Department of Aging and Disability Services (DADS) are the only agencies with employees eligible to be paid for regular comptime and holiday comptime hours. Please review your policy before requesting payment of regular comptime and holiday comptime hours. In the event of a federal or state declared disaster, for hours worked in support of disaster relief efforts, an employee may earn disaster comptime hours (expires in 18 months for FLSA Exempt employees and expires in 12 months for FLSA Non-Exempt employees) which may be approved for payment if approved by the HHS Executive and Agency Commissioners.

The Time and Leave Entry section of the page provides you with a way to request time and leave transactions such as taking leave and recording hours worked over your scheduled hours. Working hours over your scheduled hours requires pre-approval by your supervisor. Additionally, this section indicates your scheduled hours for each day below each date and above the data entry fields.

HHS employees are exception time reporters (salaried employees). Salaried employees are employees with an assigned schedule in HHSAS HCM who enter time into their timesheet when they request to take leave or work hours over their scheduled hours. Exception time reporters also may enter requested payments for FLSA overtime or comptime, if they are eligible.

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 view and edit your timesheet.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the Employee TimeSheet link. The Employee Timesheet page opens.

 

4. On the Find an Existing Value tab, the date defaults to the first date of the current month. Click the Search button. The Employee Timesheet page displays.

 

5. Click the Time Reporting Code (TRC) search icon to request leave or request to work hours over your scheduled hours, which requires pre-approval. The Look Up Time Reporting Code menu opens. Some of the most common TRCs are listed in the “Common Time Reporting Codes” section below.

 

6. Click on a TRC to select it. The TRC appears in the Time Reporting Code field on the timesheet.

 

7. Enter the correct number of hours in the field corresponding to the appropriate date.

 

8. For multiple entries with different TRCs, click the Add a New Line button. Each line should contain only one TRC. For example, if you are requesting annual leave on a Monday and emergency leave on a Thursday, you would need to enter the hours on two separate lines with different TRCs.

 

9. If you add a line and decide the additional row is not necessary, click the Delete button located on the right side of the row. The line will be removed.

 

10. When you have completed your entries, click the E-Sign & Submit button. Your manager will be notified of your submission and approve or deny your request. A Save Confirmation page displays, letting you know that the save was successful.

 

11. Click the OK button.

 

• REGHR: Additional hours on a normal workday or hours worked on a day that you are scheduled to be off

   

  Helpful Hint: Enter the total number of hours to be worked on the specified day (e.g., if you are scheduled to work 8 hours but work 2 hours over your scheduled hours, then you would enter 10 hours of REGHR).

• REGHW: Hours worked on a holiday

   

  Helpful Hint: If you are scheduled to work 8 hours and the total hours worked is greater than 8 hours, use REGHR to enter the additional hours worked. Example: The total hours worked is 10. Then 8 hours are entered using REGHW, and 2 hours are entered using REGHR. Similarly, if you are a part-time employee and you are scheduled to work 4 hours but work 2 hours over your scheduled hours, then you would enter 4 hours of REGHW and 2 hours of REGHR.

• ADMLT: Administrative leave
• ANLVT: Vacation leave
• COMPT: Compensatory leave
• FLSAE: Overtime hours banked at 1.5
• FLSAT: FLSA overtime leave
• HCMPT: Holiday compensatory leave
• LWPEO: Leave Without Pay
• SCKBT: Sick leave bonus
• SICKT: Sick leave

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

On the View Leave Balances/Expirations page, you may view more details about your leave balances, such as year-to-date balances and expiring time.

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 view your leave balances and expirations.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the View Leave Balance/Expirations link. The View Leave Balance/Expirations page opens.

    

   Helpful Hint: You can also access the View Leave Balance/Expirations page by clicking the View Leave Balances link on the Timesheet page.

    

4. One leave balance displays at a time. Click the View All link to display all twelve leave balances.

 

5. You can also page through your leave balances by clicking the next and previous buttons.

 

6. To limit your search, click the Show Time Expiring in pull-down menu and select a time period.

    

   Helpful Hint: Once you choose an option from the Show Time Expiring in drop-down menu, the Leave Information section below it displays the number of hours that are expiring, as well as the date they will expire.

    

Follow the steps below to view your leave balances and expirations.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the View Leave Balance/Expirations link. The View Leave Balance/Expirations page opens.

    

   Helpful Hint: You can also access the View Leave Balance/Expirations page by clicking the View Leave Balances link on the Timesheet page.

    

4. One leave balance displays at a time. Click the View All link to display all twelve leave balances.

 

5. You can also page through your leave balances by clicking the next and previous buttons.

 

6. To limit your search, click the Show Time Expiring in pull-down menu and select a time period.

    

   Helpful Hint: Once you choose an option from the Show Time Expiring in drop-down menu, the Leave Information section below it displays the number of hours that are expiring, as well as the date they will expire.

The View Leave Balance/Expirations page contains the following fields for each leave plan:

• Today’s Date: The current date.
• Last Update: The date the system last updated your leave balance.
• Leave Time Off Plan: The name of the leave plan.
• Beginning Fiscal Year Balance: Your leave balance at the beginning of the fiscal year.
• Earned Fiscal Year to Date Balance: The number of hours earned since the beginning of the fiscal year.
• Taken Fiscal Year to Date Balance: The number of hours taken since the beginning of the fiscal year.
• Adjusted Fiscal Year to Date Balance: The number of hours adjusted since the beginning of the fiscal year. Adjustments can occur if there is leave transferred to or from an outside state agency, payments for leave have been made, or a vacation leave to sick leave conversion has occurred during the current fiscal year. It is typical for this field to contain zero hours
• Pending Approval: Hours of leave that are pending approval.
• Available Balance: The number of leave hours available to be taken as of the current date.
• Show Time Expiring in: A drop-down menu that contains the following four options:

• Next 30 Days
• Next 90 Days
• One Year
• Show All

Helpful Hints:

• COMPTTIME (compensatory time), HOLIDAYCMP (holiday compensatory time), SPECIALLV (special leave) and DSSASTRCMP (disaster comp time for non-exempt employees) are leave balances that expire after 12 months; SICKLVBONS (sick leave bonus) expires after six months; and DISASTRCMP (disaster comp time for exempt employees) expires after 18 months.
• Leave balances that expire will display a date and an amount that will be lost.

The View Leave Balance/Expirations page contains the following additional fields:

• Name: Displays your name.
• Job Title: Displays your job title.
• Empl Record: Reflects employee’s current record.
• My Time and Leave User Guide: Select to view the My Time and Leave User Guide.

There are 14 accrued leave balances, 12 of which you can request to take. The leave types and their TRCs are listed below:

1. ADMINLEAVE/Administrative Leave: ADMLT
2. ANNUALLEAV/Vacation Leave (Annual Leave): ANLVT
3. BANKEDOVRT/ FLSA Overtime: FLSAT
4. COMPTIME/Compensatory Time: COMPT
5. EXTDSICKLV/Extended Sick Leave : ESCKT
6. HOLIDAYCMP/Holiday Compensatory Time: HCMPT
7. SICKLEAVE/Sick Leave: SICKT
8. SICKLVBONS/Sick Leave Bonus: SCKBT
9. SICKLVPOOL/Sick Leave Pool: SCKPT
10. SPECIAL LEAVE: SPECT
11. EMPLOYEE DONATED SICK LEAVE: EDSLT
12. OPTNLHOLDY/Optional Holiday: OHCPT and REGOH

 

Helpful Hint: If you would like to use the optional holiday leave balance, your manager will enter your request to take optional holiday leave or to work on a skeleton crew on your behalf.

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

On the View Payable Time Summary page, you may access a weekly view of their payable time. Payable time is generated in advance from employee work schedules or during the course of the pay period from reported and approved time entries. Employees access their payable time summary when they want to view how their hours are allocated for a specific time period.

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 view your payable time summary.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the View Payable Time Summary link. The Payable Time Summary page opens.

 

4. Your payable time for the current week displays. Enter a new date in the Starting Date field and click the refresh
   arrows to display a different week.

    

5. You can also click the Previous Week and Next Week links to navigate to other weeks.

 

Follow the steps below to view your payable time summary.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the View Payable Time Summary link. The Payable Time Summary page opens.

 

4. Your payable time for the current week displays. Enter a new date in the Starting Date field and click the refresh arrows to display a different week.

 

5. You can also click the Previous Week and Next Week links to navigate to other weeks.

 

The left-most column on the View Payable Time Summary page displays your Time Reporting Codes (TRCs). A time reporting code is a code used to track hours on the job, vacation time, sick time, or any other type of time tracked by HHS.
If you have hours allocated to multiple TRCs, all the distinct TRCs will be listed under the Time Reporting Code column. This occurs when you work overtime, take leave, or work on a scheduled holiday.

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

The Payable Time Detail page allows you to view time reporting elements, cost, and approval information regarding your payable time.

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 payable time detail.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the View Payable Time Detail link. The Payable Time Detail page opens.

 

4. Click the arrow next to the words “Payable Status Filter” to expand the Payable Status Filter section. Payable Status codes and their descriptions display.

 

5. You may filter the payable statuses that display by clicking the check boxes in the left column. Click the arrow next to the words “Payable Status Filter” to close the Payable Status Filter section.

 

6. The Overview tab is the default display. To view time reporting elements, click the Time Reporting Elements tab.

 

7. To view cost and approval information, click the Cost and Approval tab.

 

8. To view all payable time details at once, click the Show All Columns icon.

 

Follow the steps below to view your payable time detail.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the View Payable Time Detail link. The Payable Time Detail page opens.

 

4. Click the arrow next to the words “Payable Status Filter” to expand the Payable Status Filter section. Payable Status codes and their descriptions display.

 

5. You may filter the payable statuses that display by clicking the check boxes in the left column. Click the arrow next to the words “Payable Status Filter” to close the Payable Status Filter section.

 

6. The Overview tab is the default display. To view time reporting elements, click the Time Reporting Elements tab.

 

7. To view cost and approval information, click the Cost and Approval tab.

 

8. To view all payable time details at once, click the Show All Columns icon.

 

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

Most Health and Human Services employees are required to certify the accuracy of their timesheet each month. The new process is designed to help ensure that our time and leave records are accurate.

Each month, between the 2nd and 15th, all FLSA-covered (nonexempt) employees who have been in their current position for at least one calendar month will log in to CAPPS to e-sign and certify that, for the previous month, they:

• Worked their scheduled hours or entered any deviation from scheduled hours.
• Entered all hours worked over their schedule (for example, if scheduled to work eight hours but worked 10, entered 10 hours of REGHR).
• Entered all leave taken.

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 certify your time for the previous month.

Steps

1. Click the Employee Self-Service link in the left navigation.

 

2. Click the My Time & Leave drop-down menu.

 

3. Click the Employee TimeSheet link. The Employee Timesheet page displays.

 

4. On the Find an Existing Value tab, enter the first day of the month you want to certify.

 

5. Click the Search button. The Timesheet page displays.

 

6. Review the timesheet to ensure you have worked your scheduled hours, entered any hours worked over your schedule, and entered any leave taken. At the bottom of the timesheet, click the Update/View Certification Status for Certification Period Listed Above link.

 

7. Click the E-Sign & Certify button. A Save Confirmation page displays, letting you know that the save was successful.

 

8. Click the OK button.

 

Follow the steps below to certify your time for the previous month.

Steps

1. Click the Employee Self-Service link in the left navigation.

 

2. Click the My Time & Leave drop-down menu.

 

3. Click the Employee TimeSheet link. The Employee Timesheet page displays.

 

4. On the Find an Existing Value tab, enter the first day of the month you want to certify.

 

5. Click the Search button. The Timesheet page displays.

 

6. Review the timesheet to ensure you have worked your scheduled hours, entered any hours worked over your schedule, and entered any leave taken. At the bottom of the timesheet, click the Update/View Certification Status for Certification Period Listed Above link.

 

7. Click the E-Sign & Certify button. A Save Confirmation page displays, letting you know that the save was successful.

 

8. Click the OK button.

 

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

On the Timesheet page, you may request payment of FLSA overtime and comptime, if eligible. All non-exempt employees may be eligible to be paid for FLSA Overtime, depending on agency policy and manager approval. The Department of State Health Services (DSHS) and the Department of Aging and Disability Services (DADS) are the only agencies with employees eligible to be paid for comptime and holiday comptime for employees who work in critical shortage occupation positions. (Note: Critical shortage occupation positions are identified in the HHS HR Manual.)

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 request overtime for pay.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the Employee TimeSheet link. The View/Edit Timesheet page opens.

 

4. On the Find an Existing Value tab, the date defaults to the first date of the current month. Click the Search button. The Timesheet page displays.

 

5. In the Request Payment of Hours section, enter the number of hours requested for payment in the appropriate field: FLSA Overtime, Regular Comptime, or Holiday Comptime.

 

6. When you have completed your entries, click the E-Sign & Submit button. You will receive notification by email when your manager approves, denies, or changes your request. A Save Confirmation page displays, letting you know that the save was successful.
   

    

   Helpful Hint: After you click E-Sign & Submit, the requested hours for payment are moved to the last day of the current month that was originally entered in the date field and automatically assigned TRCs: FLSAP for FLSA Overtime, COMPP for Regular Comptime, and HCMPP for Holiday Comptime.

    

7. Click the OK button.

 

Follow the steps below to request overtime for pay.

Steps

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

 

2. Select the My Time & Leave drop-down menu.

 

3. Click the Employee TimeSheet link. The View/Edit Timesheet page opens.

 

4. On the Find an Existing Value tab, the date defaults to the first date of the current month. Click the Search button. The Timesheet page displays.

 

5. In the Request Payment of Hours section, enter the number of hours requested for payment in the appropriate field: FLSA Overtime, Regular Comptime, or Holiday Comptime.

 

6. When you have completed your entries, click the E-Sign & Submit button. You will receive notification by email when your manager approves, denies, or changes your request. A Save Confirmation page displays, letting you know that the save was successful.
   

    

   Helpful Hint: After you click E-Sign & Submit, the requested hours for payment are moved to the last day of the current month that was originally entered in the date field and automatically assigned TRCs: FLSAP for FLSA Overtime, COMPP for Regular Comptime, and HCMPP for Holiday Comptime.

    

7. Click the OK button.

 

DSHS employees whose salaries are funded via federal grants have two additional fields that are available to complete on their timesheet (Task and Labor Account Code). Each employee has defaulted Task and related Labor Account Codes. If the employee does not deviate from their defaulted Task and related Labor Account Code, then no timesheet entry is required. However, if an employee deviates from their defaulted Task and Labor Account Code schedule, then time entry is required.

Each line in your time entry must be allocated to a specific labor account code when a Task is assigned. Enter the labor account code appropriate for the work performed from the Labor Account Code drop-down list.

Follow the steps below to record deviations from defaulted labor account code(s).

Steps

1. Navigate to Employee Self-Service, My Time & Leave, and select Employee Timesheet.

 



 

2. Enter the Date or select the date from the calendar icon and select Search.

 



 

3. Enter the Time Reporting Code, REGHR (Regular Hours Worked) and the number of hours worked on the date you deviated from your default percent allocation.

 



 

4. Select a Task. Most commonly used are:

• MBIOT: Activities that directly or indirectly support anti-bio-terrorism
• MIPAA: Activities that directly or indirectly support HIPAA reporting
• MREGL: Normal; activities that are not specifically identified as eligible for additional cost recovery.

 

5. Select the Labor Account Code look-up icon; search and select the applicable Labor Account Code from the list. The LAC populates into the timesheet.

NOTE: Each line in your time entry must be allocated to a specific Labor Account Code when a Task is assigned.

6. To record the remainder of the hours worked for that day, select Add New Line and enter REGHR for the Time Reporting Code.

 

7. Once all entries have been made, select E-Sign & Submit.

 

If there is documentation required for the type of leave requested, your manager will receive your request; however, you will receive a warning message. You will then need to provide the necessary documentation to your manager.

The following TRCs require additional documentation:

• ADOGT: Assistance Dog Training
• DNRBL: Blood Donor
• DNRBM: Bone Marrow Donor
• DNROG: Organ Donor
• EDSLT: Employee Donated Sick Leave
• EDULV: Education Leave
• EMGNY: Emergency Leave
• EMTTR: Volunteer EMT Training
• ESCKT: Extended Sick Leave
• FMDTH: Family Death
• FPRNT: Foster Parent Leave
• JURYD: Jury Duty
• MLTRY: Military Leave
• RDCRS: Red Cross Disaster Service
• SCKPT: Sick Leave Pool
• SICKT: Sick Leave Taken. This TRC only requires documentation when the leave requested is greater than three days. Helpful Hint: A warning message appears when the sick leave request is entered on the third consecutive day to alert you documentation will be required if additional days are requested.
• VFFTR: Volunteer Firefighter Training
• WTNSS: Witness in Official Capacity

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 and Edit Timesheets:

• Once your request is approved, your leave balance information will update and you will be able to view it on your Payable Time Summary page the next day.
• You can edit your unapproved time 90 days in the past as well as 90 days in the future up until your manager approves the request. You cannot edit time already approved.

• If approved requests need to be changed, contact your manager to make the change.
• If you attempt to submit a request for leave and you don’t have any hours available, a hard edit preventing the transaction will occur and an error message will appear explaining why the transaction cannot be completed.
• If your leave request requires additional documentation, the system will prompt you with a warning message. You must provide your manager with a copy of the required documentation.