Maintain Employee Information  

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Maintain Employee Information

Accessibility Instructions

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

Overview

The CAPPS website allows you to maintain employee information. Managers have the ability to maintain employee work location, mail drop and reports to information.

Step Actions

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.

Transactions Covered in This User Guide

Key Terms

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

_Change Work Location or Mail Drop

Accessibility Instructions

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

Introduction

The Change Work/Mail Drop transaction is the process by which you can request a change in work location and/or mail drop for an employee.

Step Actions

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.

Key Terms

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

Text Only Step Actions for
Changing Work Location

Follow the steps below to change an employee’s work location.

 

Steps

 

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

    2.  

  2. Select the Maintain Employee’s Work Info drop-down menu.

    3.  

  3. Click the Change Work Location link. The Select Employee page is displayed.

    4.  

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

    Helpful Hint: The current date will automatically be entered in the field.

    5.  

  5. Select the employee for which you are requesting a Work Location change.

    Helpful Hint: Only the manager’s direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

    6.  

  6. You can look up a location by clicking on the Lookup icon next to the **New Location field. The Lookup *New Location page displays.

    7.  

  7. Select the criteria for your search in the Search By field. You can search by the following criteria: City, Description, Location Code, and Postal Code. Then enter the appropriate value for the search.

    Helpful Hint: To search by additional criteria, click the Advanced Lookup link. The Advanced Lookup page displays and gives you the ability to search by any combination of the search criteria.

    8.  

  8. Once you have entered your search criteria, click the Look Up button. Search results display on the lower half of the page.

    9.  

  9. Select the employee’s new work location by clicking on the City link that corresponds to the correct location code. When you select a city, the new work location populates in the *New Location field. The *New Location field is a required field on the Change Location page and must be completed for you to save the information you entered.

    Helpful Hints:
    • If you change an employee’s work location, you must also change the mail drop to reflect the employee’s new work location. However if you change an employee’s mail drop, you may not need to enter a new work location for the employee if the work location has not changed; however, you must re-enter the existing work location.
    • You must also change the employee’s Mail Drop to correspond to their new location. (*See Changing Mail Drop)

      •  

  1. Click the Submit button to complete the change.

    Helpful Hint: After you have submitted a new location and/or mail drop ID, the employee’s new information is displayed confirming that the information has been updated.

Changing Work Location

Follow the steps below to change an employee’s work location.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu expanded and then the Maintain Employee’s Work Info menu expanded. The image shows a highlighted box around the Change Work Location link.

 

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

    2.  

  2. Select the Maintain Employee’s Work Info drop-down menu.

    3.  

  3. Click the Change Work Location link. The Select Employee page is displayed.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

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

    Helpful Hint: The current date will automatically be entered in the field.

    2.  

  2. Select the employee for which you are requesting a Work Location change.

    Helpful Hint: Only the manager’s direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

    3.  

Image of the Change Work Location / Mail Drop page. The image shows a highlighted box around the New Location lookup icon.

 

  1. You can look up a location by clicking on the Lookup icon next to the **New Location field. The Lookup *New Location page displays.

    2.  

Image of the Look Up *New Location page.

 

  1. Select the criteria for your search in the Search By field. You can search by the following criteria: City, Description, Location Code, and Postal Code. Then enter the appropriate value for the search.

    2.  

    Helpful Hint: To search by additional criteria, click the Advanced Lookup link. The Advanced Lookup page displays and gives you the ability to search by any combination of the search criteria.

     

  1. Once you have entered your search criteria, click the Look Up button. Search results display on the lower half of the page.

    2.  

  2. Select the employee’s new work location by clicking on the City link that corresponds to the correct location code. When you select a city, the new work location populates in the *New Location field. The *New Location field is a required field on the Change Location page and must be completed for you to save the information you entered.

    Helpful Hints:
    • If you change an employee’s work location, you must also change the mail drop to reflect the employee’s new work location. However if you change an employee’s mail drop, you may not need to enter a new work location for the employee if the work location has not changed; however, you must re-enter the existing work location.
    • You must also change the employee’s Mail Drop to correspond to their new location. (*See Changing Mail Drop)

      •  

Image of the Change Work Location / Mail Drop page. The image shows a highlighted box around the Submit button.

 

  1. Click the Submit button to complete the change.

    Helpful Hint: After you have submitted a new location and/or mail drop ID, the employee’s new information is displayed confirming that the information has been updated.

Text Only Step Actions for Changing Mail Drop

Follow the steps below to change an employee’s mail drop.

 

Steps

 

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

    2.  

  2. Select the Maintain Employee’s Work Info drop-down menu.

    3.  

  3. Click the Change Work Location link. The Select Employee page is displayed.

    4.  

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

    Helpful Hint:     The current date will automatically be entered in the field.

    5.  

  1. Select the employee for which you are requesting a Mail Drop change.

    Helpful Hint: Only the manager’s direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

    2.  

  1. Enter the employee’s current work location (if only changing the Mail Drop) or the employee’s new work location (if changing Work Location and Mail Drop. *See Changing Work Location) in the **New Location field.

    2.  

  2. You can look up a mail drop by clicking on the Lookup icon next to the Mail Drop ID field. The Lookup Mail Drop ID page displays.

    Helpful Hint: Search results also appear based on the location code you selected. Location Code is tied to a specific work location. The Mail Drop ID indicates where an employee receives mail and paper pay warrants. The Set ID is a system value. The Description is a description for the mail drop ID.

    3.  

  1. Select the employee’s new mail drop ID by clicking on the Mail Drop ID link that corresponds to the correct description. When you select a mail drop ID, the new mail drop ID populates in the Mail Drop ID field.

    2.  

  2. Click the Submit button to complete the change.

    Helpful Hint: After you have submitted a new location and/or mail drop ID, the employee’s new information is displayed confirming that the information has been updated.

Changing Mail Drop

Follow the steps below to change an employee’s mail drop.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu expanded and then the Maintain Employee’s Work Info menu expanded. The image shows a highlighted box around the Change Work Location link.

 

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

    2.  

  2. Select the Maintain Employee’s Work Info drop-down menu.

    3.  

  3. Click the Change Work Location link. The Select Employee page is displayed.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

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

    Helpful Hint:     The current date will automatically be entered in the field.

    2.  

  1. Select the employee for which you are requesting a Mail Drop change.

    Helpful Hint: Only the manager’s direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

    2.  

Image of the Change Work Location / Mail Drop page. The image shows a highlighted box around the *Mail Drop ID lookup icon.

 

  1. Enter the employee’s current work location (if only changing the Mail Drop) or the employee’s new work location (if changing Work Location and Mail Drop. *See Changing Work Location) in the **New Location field.

    2.  

  2. You can look up a mail drop by clicking on the Lookup icon next to the Mail Drop ID field. The Lookup Mail Drop ID page displays.

    Helpful Hint: Search results also appear based on the location code you selected. Location Code is tied to a specific work location. The Mail Drop ID indicates where an employee receives mail and paper pay warrants. The Set ID is a system value. The Description is a description for the mail drop ID.

    3.  

Image of the Look Up Mail Drop page. The image shows a highlighted box around the Mail Drop ID column.

 

  1. Select the employee’s new mail drop ID by clicking on the Mail Drop ID link that corresponds to the correct description. When you select a mail drop ID, the new mail drop ID populates in the Mail Drop ID field.

    2.  

Image of the Lookup *New Location page. The image shows a highlighted box around the Submit button.

 

  1. Click the Submit button to complete the change.

    Helpful Hint: After you have submitted a new location and/or mail drop ID, the employee’s new information is displayed confirming that the information has been updated.

_Change Reports to Manager

Accessibility Instructions

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

Introduction

The Change Reports To transaction is the process by which you can request a reporting change for one of your employees. You can use this transaction to change an employee to a new supervisor but only to a supervisor that is in your department.

Step Actions

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.

Key Terms

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

Text Only Step Actions for Changing Reports To Manager

Follow the steps below to change to whom the employee reports.

 

Steps

 

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

    2.  

  2. Select the Maintain Employee’s Work Info drop-down menu.

    3.  

  3. Click the Change Reports To Manager link. The Select Employee page is displayed.

    4.  

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

    Helpful Hint: The current date will automatically display. The Transaction Effective Date should be for the current date or up to 30 days in the past or future from the current date.

    5.  

  1. Select the employee for which you are requesting a management change. The Select Supervisor page will display.

    Helpful Hint: Only the manager’s direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

    2.  

  1. Select a new reports to manager from the List of Supervisor Positions table by clicking the Position Nbr link. The new supervisor information will be listed.

    2.  

  2. Click the Submit button to process the transaction. The Submit Confirmation page will display.

    Helpful Hint: Review this page to ensure all the correct information is listed. If an error has occurred, click on the browser Back button to return to the list of supervisor position numbers.

    3.  

  3. Click OK to review the saved information.

Changing Reports To Manager

Follow the steps below to change to whom the employee reports.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu Expanded and then the Maintain Employee’s Work Info menu expanded. The image shows a highlighted box around the Change Reports to Manager link.

 

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

    2.  

  2. Select the Maintain Employee’s Work Info drop-down menu.

    3.  

  3. Click the Change Reports To Manager link. The Select Employee page is displayed.

    4.  

Image of the Select Employee page. The image shows a highlighted box around the Name column.

 

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

    Helpful Hint: The current date will automatically display. The Transaction Effective Date should be for the current date or up to 30 days in the past or future from the current date.

    2.  

  1. Select the employee for which you are requesting a management change. The Select Supervisor page will display.

    Helpful Hint: Only the manager’s direct reports will appear on the Select Employee page. Click on the org chart button to the right of the employee’s name to see indirect employee names.

    2.  

Image of the Change Reports To page. The image shows a highlighted box around the Position Number column.

 

  1. Select a new reports to manager from the List of Supervisor Positions table by clicking the Position Nbr link. The new supervisor information will be listed.

    2.  

Image of the Change Reports To page. The image shows a highlighted box around the Submit button.

 

  1. Click the Submit button to process the transaction. The Submit Confirmation page will display.

    Helpful Hint: Review this page to ensure all the correct information is listed. If an error has occurred, click on the browser Back button to return to the list of supervisor position numbers.

    2.  

  2. Click OK to review the saved information.

_Key Things to Remember

Key Things to Remember

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.

    •  

Change Work Location

 

  • If you change an employee’s work location, you must also change the mail drop to reflect the employee’s new work location. However if you change an employee’s mail drop, you do not need to enter a new work location for the employee if the work location has not changed, but you must re-enter the existing work location.