Employee Resource Directory

Process: The employee or the supervisor reports accidents in CAPPS Self-Service within 24 hours using the Incident/Injury Reporting screens.

Assistance: Contact the Service Center at 1-888-894-4747, FAX: 1-866-244-8653 or HHS Risk Management and Safety Office: workerscomp@hhs.texas.gov or 737-867-7109.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.3., Workers Compensation
• HR Guidance Handbook, Chapter 2, A.3., Workers Compensation

Process: See Reasonable Accommodation

Assistance: Contact the Civil Rights Office at 1-888-388-6332 or HHSCivilRightsOffice@hhsc.state.tx.us

Additional Resource(s):

• HR Policy Manual, Chapter 1, A.2., Reasonable Accommodation
• HR Guidance Handbook, Chapter 1, A.2., Reasonable Accommodation

Process: The employee makes changes through IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Profile > Edit Mailing Address. Former employees can change their address for 24 months from the date of separation. After 24 months, contact Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629,

Round Rock, TX 78683-6629, FAX: 1-866-245-4832 or see Personal Information User Guide through CAPPS Employee Self-Service on the My Profile page.

Process: Administrative complaints are filed using Form HR1201, Administrative Complaint/Response, within 20 workdays after the objectionable event or act.

Assistance: Contact the Civil Rights Office at 1-888-388-6332 or HHSCivilRightsOffice@hhsc.state.tx.us.

Additional Resource(s):

• HR Policy Manual, Chapter 1.I., Administrative Complaints 
• HR Guidance Handbook, Chapter 1.I., Administrative Complaints

Process: The supervisor awards administrative leave by entering hours in CAPPS that the employee can take (ADMLT) as leave used. The supervisor may issue Form HR0510, Award of Administrative Leave for Outstanding Performance, to recognize the employee’s outstanding performance.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Administrative Leave for Outstanding Performance
• HR Guidance Handbook, Chapter 2, B.8., Administrative Leave for Outstanding Performance

Process: Supervisors can request testing through the online job requisition form on the CAPPS website.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Alcohol and Controlled Substance Testing
• HR Guidance Handbook, Chapter 1, B.8., Alcohol and Controlled Substance Testing 

Process: Reasonable and random testing is authorized for certain facility employees of HHSC. Employees must review and sign Form HR0205, Notice of Reasonable Suspicion Testing for Alcohol and Controlled Substances, advising them of the testing requirements. The signed form is placed in the employee's master personnel file.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Alcohol and Controlled Substance Testing
• HR Guidance Handbook, Chapter 1, B.8., Alcohol and Controlled Substance Testing 

Process: Applications may be submitted online or faxed to 1-866-245-3646.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B., Selection and Placement
• HR Guidance Handbook, Chapter 1, B., Selection and Placement

Process: HHS agencies conduct criminal background checks on applicants and employees in certain positions at any time the agency deems appropriate. HHS HR Employee Relations identifies applicants who have bars to employment.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Criminal Background Checks and Self-Reporting
• HR Guidance Handbook, Chapter 1, B.8., Criminal Background Checks and Self-Reporting
• Appendix F, Criminal Background Checks and Bars to Employment

Process: The supervisor requests a common base (benchmark) job description for identical positions. Job audits must be conducted to establish benchmark jobs.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.2., Job Audits
• HR Guidance Handbook, Chapter 2, E.2., Job Audits

Process: The employee contacts ERS online or by phone.

Assistance: Visit ERS or call toll-free: 1-877-275-4377.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Other Available Benefits (Optional Benefits)
• HR Guidance Handbook, Chapter 2, A.1., Other Available Benefits (Optional Benefits)

Process: To claim eligibility for BRP, employees complete Form HR0705, Benefit Replacement Pay (BRP).

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Benefit Replacement Pay
• HR Guidance Handbook, Chapter 2, E.3., Benefit Replacement Pay

Process: Employees may receive time off up to four times within a fiscal year to donate blood. The employee enters DNRBL on the consolidated timesheet in CAPPS and the supervisor approves the entry. Note: Employee must provide proof of having donated blood during requested time off.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Other Leave Types

Process: Employees may receive time off up to five days within a fiscal year to donate bone marrow. The employee enters DNRBM on the consolidated timesheet in CAPPS and the supervisor approves the entry. Note: Employee must submit acceptable documentation to qualify for this leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Other Leave Types

Process: Agency heads are responsible for developing plans when in periods of transition or outsourcing.

Assistance: Contact HHS Human Resources. See HR Contact List.

Additional Resource(s):

• HR Policy Manual, Chapter 1, J.4., Business Continuity Staffing Plans
• HR Guidance Handbook, Chapter 1, J.4., Business Continuity Staffing Plans

Process: The supervisor or program submits the Form HR0029, Personnel Action Request, to position control. Position control submits Form HR0029 to HR before payroll deadline, following the agency's career ladder program and approval authority rules.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Assistance: Contact HHS Facility Fleet Operations at Fleet_SystemAssistance@hhsc.state.tx.us.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Alcohol and Controlled Substance Testing
• HR Guidance Handbook, Chapter 1, B.8., Alcohol and Controlled Substance Testing

Process: To complete the CHIP or Children's Medicaid application (Form H1205 or online), the employee needs Employer Identification Number (EIN), a Benefit Coordinator's phone number, and email address.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: The Employees Retirement System (ERS) will send a notification to employees and their eligible dependents.

Assistance: Visit ERS or call toll-free: 1-877-275-4377.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Other Available Benefits (Optional Benefits)
• HR Guidance Handbook, Chapter 2, A.1., Other Available Benefits (Optional Benefits)
• COBRA FAQs on ERS website

Process: After receiving supervisor approval to work beyond regular scheduled hours, the employee enters REGHR on the consolidated timesheet in CAPPS for total hours worked. The employee uses COMPT to take compensatory time once hours are approved by supervisor.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, D.2., State Compensatory Time
• HR Guidance Handbook, Chapter 2, D.2., State Compensatory Time

Process: For discrimination complaints, the employee submits Form HR1601 (PDF), Employment Discrimination Complaint. For administrative complaints, the employee submits Form HR1201 (PDF), Administrative Complaint/Response.

Assistance: Contact the Civil Rights Office at HHSCivilRightsOffice@hhsc.state.tx.us or 1-888-388-6332.

Additional Resource(s):

• HR Policy Manual, Chapter 1, I., Administrative Complaints
• HR Policy Manual, Chapter 1, A.3., Discrimination Complaint Process
• HR Guidance Handbook, Chapter 1, I., Administrative Complaints
• HR Guidance Handbook, Chapter 1, A.3., Discrimination Complaint Process

Process: The employee enters deductions into CAPPS Employee Self-Service.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• Credit Union Deductions - Texas Payroll/Personnel Resource

Assistance: Contact the hiring manager or hiring specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Criminal Background Checks and Self-Reporting
• HR Guidance Handbook, Chapter 1, B.8., Criminal Background Checks and Self-Reporting

Process: The Service Center hiring specialist initiates due diligence checks with requisitions. HHS HR Employee Relations delivers CBC results to the hiring authority.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629. See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Criminal Background Checks and Self-Reporting
• HR Guidance Handbook, Chapter 1, B.8., Criminal Background Checks and Self-Reporting

Process: HHS HR Employee Relations checks for state hospitals and volunteer service checks for state supported living centers.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Process: The employee (for covered dependent death) or family member contacts ERS to report death. The employee’s supervisor or the employee (for covered dependent death) notifies HHS HR Employee Relations.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist or visit ERS or call toll-free: 1-877-275-4377.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Other Available Benefits (Optional Benefits)
• HR Guidance Handbook, Chapter 2, A.1., Other Available Benefits (Optional Benefits)

Process: The employee uses the self-service feature on the Texa$aver website.

Assistance: Contact Texa$aver (Empower Retirement) at 1-800-634-5091 or visit Texa$aver Program (empower-retirement.com)

Additional Resource(s):

• HR Policy Manual, Chapter 1, G.4., Deferred Compensation
• HR Guidance Handbook, Chapter 1, G.4., Deferred Compensation

Process: The supervisor follows the HR Policy Manual (see under Additional Resource(s)) on disciplinary actions and consults with HHS HR Employee Relations and the Office of Chief Counsel. The employee relations specialist enters demotion into CAPPS.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.1.2., Demotions
• HR Guidance Handbook, Chapter 1, F.2., Disciplinary Actions

Process: The supervisor enters the applicant’s acceptance of a lower paying position in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.1.2., Demotions
• HR Guidance Handbook, Appendix G, Signature Delegation Authority for Human Resources Related Policies and Guidance

Process: The supervisor requests the processing of a voluntary demotion using Form HR0029, Personnel Action Request, indicating a management-directed transfer.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.11., Transfers
• HR Guidance Handbook, Chapter 1, B.11., Transfers

Process: Employees can make changes or elections through the self-service feature on the ERS website.

Assistance: Visit ERS or call toll-free: 1-877-275-4377 or call the Service Center at 1-888-894-4747; P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Other Available Benefits (Optional Benefits)
• HR Guidance Handbook, Chapter 2, A.1., Other Available Benefits (Optional Benefits)

Assistance: Contact Agency Budget Office.

Process: Employee Self-Service on ERS website.

Assistance: Visit ERS or call toll-free: 1-877-275-4377 or the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1866-245-3659.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Flexible Spending Accounts
• HR Guidance Handbook, Chapter 2, A.1., Flexible Spending Accounts

Process: The supervisor identifies a development plan as part of the performance and conduct management process. The supervisor may use Form HR1001, Employee Performance Notes, to document performance.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)
• HR Guidance Handbook, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)

Process: IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Pay > View/Edit Direct Deposit. Allow 4-5 days for the change to take effect prior to payroll processing for pay period.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.2., Direct Deposit and Pay Card
• HR Guidance Handbook, Chapter 2, A.2., Direct Deposit and Pay Card

Process: The employee contacts TIPP Customer Care at Reed Group Management, LLC (Reed Group) to initiate the claim. The employee portion of claim form is faxed to HHS Employee Service Center for completion. If short/long term disability is approved, Reed Group distributes check to employee.

Assistance: Contact the Service Center (Benefits Department) at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659. Reed Group: Texas Income Protection Plan (tippleaves.com) or 1-855-604-6230.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.6.14., Use of Leave
• HR Guidance Handbook, Chapter 2, B.3., Sick Leave Accruals and Use
• Texas Income Protection Plan (TIPP) | ERS

Process: The employee files application for disability retirement with ERS. The HHS Employee Service Center will complete the Department Statement for Disability Retirement form with input from the employee's supervisor.

Assistance: Visit ERS or call toll-free: 1-877-275-4377 or the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Additional Resource(s):

• HR Policy Manual, Chapter 1, G.4., Retirement
• HR Guidance Handbook, Chapter 1, G.4., Retirement

Process: The supervisor, with second-level manager’s approval, consults with HHS HR Employee Relations and the Office of Chief Counsel.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.2., Disciplinary Actions
• HR Guidance Handbook, Chapter 1, F.2., Disciplinary Actions

Process: Discrimination complaints are filed using Form HR1601 (PDF), Employment Discrimination Complaint, within 20 workdays of the date of the alleged discriminatory action, the employee received notification of alleged discriminatory action, or the employee became aware of the action.

Assistance: Contact the Civil Rights Office at HHSCivilRightsOffice@hhsc.state.tx.us or 1-888-388-6332.

Additional Resource(s):

• HR Policy Manual, Chapter 1, A.3., Discrimination Complaint Process
• HR Guidance Handbook, Chapter 1, A.3., Discrimination Complaint Process

Process: The supervisor, with second-level manager’s approval, consults with HHS HR Employee Relations and the Office of Chief Counsel.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.2., Disciplinary Dismissals
• HR Guidance Handbook, Chapter 1, G.2., Dismissals

Process: Eligible employees are entitled to paid leave up to 10 working days in a fiscal year to attend assistance dog training. The employee enters ADOGT on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Other Leave Types

Process: If an employee’s position requires driving a motor vehicle, the supervisor must verify the employee has a valid driver’s license.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.3., Driver's License and Record Requirements for Certain Positions
• HR Guidance Handbook, Chapter 1, B.3., Driver's License and Record Requirements for Certain Positions

Process: The Service Center initiates request, and results are recorded on the requisition for pre-employment tests.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Alcohol and Controlled Substance Testing
• HR Guidance Handbook, Chapter 1, B.8., Alcohol and Controlled Substance Testing

Process: The hiring manager is responsible for this check. Contact the Service Center staffing specialist for additional information when a potential finalist's application indicates a felony conviction, but the finalist does not provide any details on the State of Texas Employment Application.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Criminal Background Checks and Self-Reporting
• HR Guidance Handbook, Chapter 1, B.8., Criminal Background Checks and Self-Reporting

Process: IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Pay > View/Print Earnings Statement

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: If an employee is separated in CAPPS, the individual will have 24 months from date of separation to log into CAPPS to view and print earning statements. After 24 months, the individual may contact the Service Center for an earnings statement.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: Eligible employees may receive leave to attending training or education. The employee enters EDULV on the consolidated timesheet in CAPPS and the supervisor approves the entry. Note: Refer to HR Policy for eligibility requirements before requesting this leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Educational Leave
• HR Guidance Handbook, Chapter 2, B.8., Educational Leave

Assistance: Contact the Civil Rights Office at HHSCivilRightsOffice@hhsc.state.tx.us or 1-888-388-6332.

Additional Resource(s):

• HR Policy Manual, Chapter 1, A., Equal Employment Opportunity

Assistance: Contact the IT Help Desk at 1-855-835-7181.

Process: The supervisor consults with HR Employee Relations.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.2., Notice and Rebuttal
• HR Guidance Handbook, Chapter 2, B.8., Disciplinary Action Rebuttal Leave

Process: HHS offers employees and their dependents and household members use of the free and confidential Employee Assistance Program administered by AllOne Health.

Assistance: Visit Texas Health And Human Services (txhhsseap.com) or call toll-free at 1-866-327-2400  or 1-888-993-7650 or email eap-do@allonehealth.com. 

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.3., Employee Assistance Program 
• HR Guidance Handbook, Chapter 2, A.3., Employee Assistance Program

Process: HHS supervisors and their designees should send only preapproved documents to HHS HR using one of these methods:

1. Mail hard copy forms to HHS HR Records Management Unit, 4601 W. Guadalupe St., MC-1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:
   1. HHSC: 512-206-3952
   2. DSHS: 512-206-3953
3. Scan and send an email message with the completed forms to your agency mailbox listed below:
   1. HHSC: HHSCnewhiredocuments@hhs.texas.gov
   2. DSHS: DSHSnewhiredocuments@hhs.texas.gov

Assistance: See HR Contact List to identify the appropriate HHS HR Records Management staff.

Additional Resource(s):

• HR Policy Manual, Chapter 1, H.1., Personnel Files
• HR Guidance Handbook, Chapter 1, H.1.3., Personnel Files

Process: Supervisors and employees may make notes in CAPPS. Supervisors may alternatively use Form HR1001 Employee Performance Notes, to make notes.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)
• HR Guidance Handbook, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)

Process: IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Profile. Note: The supervisor must approve name changes.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Process: The manager submits Form HR0029, Personnel Action Request, to agency budget director and program area leadership for approval. If approved, manager submits form to HR Employee Relations for processing.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.1., Equity Adjustments
• HR Guidance Handbook, Chapter 2, E.1., Equity Adjustments

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629.

Process: The Service Center sends information to ERS in a file. No action is needed from the employee.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Process: For employees who have contributed to an ERS retirement account and wish to withdraw their contribution after leaving employment: If the funds are withdrawn from an ERS retirement account, a 20% withholding tax will be deducted and reported to the Internal Revenue Service (IRS). Any non-taxable contributions that are withdrawn are not subject to tax withholding.

Assistance: Visit ERS or call toll-free: 1-877-275-4377.

Process: The employee completes ERS Benefits Election Form for Return-to Work Retirees and Dependent Child Certification (if applicable) and sends to the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Process: IAMOnline > CAPPS (HCM) tile > CAPPS Other Resources > Case Escalation Tracking System.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Process: Employees contact HHS Ethics Office.

Assistance: Contact the Chief Ethics Officer at 512-428-1987 or Ethics_in_Action@hhsc.state.tx.us, Helpline at 512-424-6630.

Additional Resource(s):

• HHS Ethics Policy (PDF)

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Other Available Benefits (Optional Benefits)
• HR Guidance Handbook, Chapter 2, A.1., Other Available Benefits (Optional Benefits)

Process: The Service Center contacts the separating employee to give him or her access to an online exit interview questionnaire posted on the State Auditor’s Office’s website.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 1, G.1., Exit Interview and Questionnaire
• HR Guidance Handbook, Chapter 1, G.1., Exit Interview and Questionnaire

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629. Forms are available through the ERS website.

Process: Employees enter ESCKT on the consolidated timesheet in CAPPS, or the supervisor enters on behalf of the employee. Note: Please refer to HR Policy for eligibility requirements to use this leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.4., Extended Sick Leave
• HR Guidance Handbook, Chapter 2, B.4., Extended Sick Leave

Process: The employee and the supervisor complete Form HR0502 (PDF), Request for Extended Sick Leave and/or Sick Leave Pool Leave, and send to the HHS Payroll, Time, Labor and Leave Department, along with Form WH-380-E (Department of Labor form) and any additional supporting documentation.

Assistance: PTLLaction@hhs.texas.gov or FAX to 512-706-7355.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.4., Extended Sick Leave
• HR Guidance Handbook, Chapter 2, B.4., Extended Sick Leave

Process: Employees are entitled to up to 24 hours of paid leave for a death in their family. The employee enters FMDTH on the consolidated timesheet in CAPPS and the supervisor approves the entry. Note: Refer to HR Policy for eligibility requirements to use this leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Family Death

Process: The supervisor designates FMLA using the override reason code on the consolidated timesheet in CAPPS. The supervisor runs reports regarding eligibility and remaining FMLA hours (activity) using CAPPS Manager Self-Service Reports.

Assistance: For policy questions, see HR Contact List for assigned HHS HR employee relations specialist. For CAPPS reports, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.6., Family and Medical Leave Act (FMLA)
• HR Guidance Handbook, Chapter 2, B.6., Determining the 12-Month Eligibility Period

Process: The applicant receives a Service Code form from the hiring specialist or hiring manager. The applicant goes to IdentoGO website to schedule an appointment to be fingerprinted at one of the centers. HHS HR Employee Relations receives the results and communicates to hiring specialist and HHS Service Center. The Service Center updates the applicant’s due diligence profile.

Assistance: Email HR Hiring Support or refer to the HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8.3., Criminal Background Checks and Self-Reporting
• HR Guidance Handbook, Chapter 1, B.8., Criminal Background Checks and Self-Reporting

Process: The supervisor submits request for pay to HHS HR Employee Relations. HHS HR Employee Relations submits the request to the Service Center for entry.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 2.E., Fire Prevention Pay

Process: Employees may receive paid leave to respond to emergency situations. The employee enters VFFTR on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave

Process: Supervisors must review each employee's job duties at least annually to ensure the job description accurately reflects the work performed and that the appropriate classification and FLSA status are assigned. If the employee's job duties have changed significantly, a job audit should be requested. Note: The Service Center is responsible for conducting FLSA reviews as soon as possible after receipt of a request.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629 Round Rock, TX 78683-6629, FAX: 1-866-245-3646, HHSServiceCenter.HRClassification@ngahrhosting.com.

Process: The employee must request approval before working overtime. The employee enters REGHR on the consolidated timesheet in CAPPS for hours worked and once approved, enters FLSAT for taking time, if used as leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, D.1., FLSA Overtime
• HR Guidance Handbook, Chapter 2, D.1., FLSA Overtime

Process: Supervisors are responsible for designating leave as FMLA. The supervisor must consult with HHS HR Employee Relations for designation and policy questions and the Service Center for system entry issues. Supervisors may run the FMLA/Parental Leave Activity and Eligibility reports in CAPPS Manager Self-Service.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.6., Family and Medical Leave Act (FMLA)
• HR Guidance Handbook, Chapter 2, B.6., Family and Medical Leave Act (FMLA) 

Process: The employee or applicant designates former foster child status on employment application.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.7., Former Foster Child Employment Preference
• HR Guidance Handbook, Chapter 1, B.7., Hiring Preference

Process: The employee enters FPRNT on the consolidated timesheet in CAPPS and the supervisor approves the entry. Note: Refer to HR Policy for eligibility requirements to use this leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Foster Parents

Process: Mail original court order to State of Texas – Service Center
Attention: Garnishment Department, P. O. Box 6629, Round Rock, TX 786836629 or email to HHSServiceCenter.Garns@ngahrhosting.com. Note: Emails must be sent encrypted.

Assistance: Contact the Service Center at 1-888-894-4747, FAX: 1-866-244-6981.

Process: Eligible employees may file a grievance within 14 calendar days after the employee receives written notice that a disciplinary action is being taken.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Appendix A, Facilities, K., Grievances
• HR Guidance Handbook, Chapter 1, K.1., Grievances

Process: Complaints involving harassment must be filed within 20 workdays of the incident, using Form HR1601, Employment Discrimination Complaint.

Assistance: Contact the Civil Rights Office at HHSCivilRightsOffice@hhsc.state.tx.us or 1-888-388-6332.

Additional Resource(s):

• HR Policy Manual, Chapter 1, A.6., Harassment/Sexual Harassment
• HR Guidance Handbook, Chapter 1, A.6., Harassment/Sexual Harassment

Process: Health insurance is available to eligible employees, retirees, and their eligible dependents through the Employees Retirement System (ERS). Employee participation is optional, and if an employee chooses not to participate, he or she must formally decline this insurance coverage.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832 or visit ERS or call toll-free: 1-877-275-4377.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Insurance
• HR Guidance Handbook, Chapter 2, A.1., Insurance

Process: After receiving supervisor approval to work on a holiday, the employee enters REGHW on the consolidated timesheet in CAPPS for up to eight hours worked. For any hours worked on a holiday over eight hours, use REGHR. The employee uses HCMPT to take leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.1., Holidays
• HR Guidance Handbook, Chapter 2, B.1., Holidays

Process: To be paid, an hourly employee must submit a daily/weekly timesheet to their supervisor for approval.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: The supervisor contacts the Agency Budget Office to change percent employed. The supervisor must change the employee's work schedule in CAPPS when a percent time change occurs. The Service Center contacts the employee regarding option to add/delete insurance coverage.

Assistance: Agency budget office appropriate to facility; Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Process: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: The supervisor documents in CAPPS. The supervisor completes paper form with the employee. The I-9 is scanned and emailed to the appropriate agency mailbox listed below on the employee’s first day of work:

• HHSC: HHSCnewhiredocuments@hhs.texas.gov
• DSHS: DSHSnewhiredocuments@hhs.texas.gov

If a List A document is presented, the document is also emailed to HR, and it must be scanned in color (see agency procedure for color scanning instructions). List B and C documents (if presented) are not emailed to HR.

Assistance: For policy questions, see HR Contact List for appropriate HHS HR Records Management staff. For questions regarding the online new hire process, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646. For details on the processing of I-9s, see the Manager’s Onboarding Checklists on the CAPPS homepage.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.3.4., Verification of Employment Eligibility
• HR Guidance Handbook, Chapter 1, B.3.3., Verification of Employment Eligibility

Process: An employee may allow or deny public access to home address, home telephone number, Social Security number, emergency contact and any family member information maintained in the record; IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Profile > Information Release Indicator.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Guidance Handbook Chapter 1, H.1., Employee Information Subject to Public Disclosure

Process: Refer to the HHSC Internship Program Connection page for types of internships.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist or HHS Internship Program Coordinator. DSHS Internship Coordinator email Internships@dshs.texas.gov, HHSC Volunteer and Internships email HHSInternships@hhs.texas.gov and SSLC and SH volunteer and Internship program email SSLC/SH Coordinator at Volunteerhhsc@hhs.texas.gov.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• Tips for Conducting Job Interviews (PDF)

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.2., Disciplinary Dismissals

Process: An applicant applies online, or uses paper application, and delivers to Service Center via email, FAX, or US mail.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629 Attn: Staffing and Recruitment, FAX: 1-866-245-3646; accessHR.StaffingAdministration@ngahrhosting.com.

Process: The supervisor enters request in CAPPS or uses Form HR0701, Job Audit Request and Position Questionnaire. Prior to requesting a job audit, the supervisor must complete the required Job Description and Audit Training course. Log in to IAMOnline > CAPPS (HCM) tile and navigate to Employee Self-Service > My Training > Search Catalog and then search the course title, Job Descriptions and Audit Training (WRI00300).

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646, HHSServiceCenter.HRClassification@ngahrhosting.com.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.2., Job Audits
• HR Guidance Handbook, Chapter 2, E.2., Job Audits

Process: The supervisor contacts and submits supporting information and/or documents to the HHS Human Resources office within 30 calendar days from the date of the audit or FLSA review determination.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.2., Job Audits
• HR Guidance Handbook, Chapter 2, E.2., Job Audits

Assistance: If the position number has previously been audited, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Process: Employees are granted leave to cover time needed to serve for jury duty or grand jury duty. The employee enters JURYD on the consolidated timesheet in CAPPS and the supervisor approves the entry. The entry must be supported by documentation from the court.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Jury Duty and Grand Jury Duty

Assistance: For set-up, contact the Agency Budget Office. For questions about use, contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: The supervisor enters LIS in Compensation/Request LIS/MSP in Manager Self-Service in CAPPS. Note: LIS pay only applies to employees in state supported living center and state hospitals.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Language Interpreter Services and Pay
• HR Guidance Handbook, Chapter 2, E.3., Language Interpreter Services Pay

Process: The employee and the supervisor look at the consolidated timesheet in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Process: The supervisor makes correction on the consolidated timesheet in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: LOA is defined as unpaid leave for one or more full calendar months. After an unpaid LOA of one month or more has been approved, the supervisor processes the leave by completing the Request Leave of Absence screen in Manager Self-Service in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Unpaid Leave
• HR Guidance Handbook, Chapter 2, B.8., Unpaid Leave

Process: LWOP is defined as unpaid leave for less than one month. The supervisor enters the correct time reporting code on the consolidated timesheet in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Unpaid Leave
• HR Guidance Handbook, Chapter 2, B.8., Unpaid Leave

Process: All Fair Labor Standards Act (FLSA) non-exempt employees must certify on their consolidated timesheet in CAPPS that, for the preceding month, the employee worked scheduled hours; entered any deviation from scheduled hours; entered all overtime hours worked; and entered all leave taken.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Process: The employee contacts the Service Center with details concerning benefit issues. The Service Center submits a letter of exception to ERS. ERS submits decisions to the Service Center, who informs the employee.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Process: The supervisor follows the HR policy on disciplinary actions and consults with HHS HR Employee Relations and the Office of Chief Counsel.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 1, F., Other Disciplinary Actions
• HR Guidance Handbook, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)

Process: Supervisors are responsible for validating that licenses, certifications, and registrations required for an employee’s position are current and valid.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Process: The supervisor makes the change in CAPPS Manager Self-Service.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Process: Contact HHSC Position Control-Budget Actions at PositionControlBudgetActions@hhs.texas.gov

Process: John Hancock stopped accepting new enrollment into their Long-Term Care Insurance January 1, 2012. Coverage continues for employees and their dependents enrolled before January 1, 2012. Contact John Hancock or ERS.

Assistance: Visit John Hancock or call toll-free: 1-888-321-5555 or visit ERS or call toll-free: 1-877-275-4377.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Longevity Pay
• HR Guidance Handbook, Chapter 2, E.3., Longevity Pay

Process: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: The employee completes the Request for Deferral of Lump Sum Payment Form found on CAPPS homepage under Service Center Featured Links and faxes it to the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659 (include on coversheet; ATTN: Benefits Team).

Process: This is an automated process. To be eligible to receive a lump sum payment, the employee must have been continuously employed by the state for six months, separated from employment, and not be re-employed by a state agency within 30 calendar days from date of separation.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.2., Vacation Leave and Separation
• HR Guidance Handbook, Chapter 2, B.2., Vacation Leave and Separation

Process: The supervisor makes the changes in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-3646.

Process: Contact HHSC Position Control-Budget Actions at PositionControlBudgetActions@hhs.texas.gov.

Process: Employees may be transferred within and between HHS agencies when the transfer is in the best interests of the HHS agencies. To process a transfer, management submits Form HR0029, Personnel Action Request, with appropriate approvals and justification to HHS HR Employee Relations. These documents may be submitted via email.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.11., Transfers
• HR Guidance Handbook, Chapter 1, B.11., Transfers

Process: The supervisor obtains the Manual Payroll Request (MPR) form from the CAPPS portal under Service Center Featured Links. The MPR is completed and sent to the HHS Payroll, Time, Labor and Leave Department for processing. Note: Retroactive salary actions effective preceding the first of the prior month are not allowed by state statue. Exceptions are governed by strict criteria and reviewed by the Texas Comptroller of Public Accounts.

Assistance: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: The supervisor enters MSP in Compensation Management/Request LIS/MSP in CAPPS Manager Self-Service for eligible employees only at state supported living centers and state hospitals.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 2.E., Maximum Security and Behavioral Management Salaries

Process: The court order is faxed to the Service Center and the Service Center enters the information into ERS online.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Process: For active employees: Mail hard copy of Form CMS-L564 to Service Center at P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659. For former employees: Form is sent to HHS HR using one of the methods below:

1. Mail hard copy forms to HHS HR Records Management Unit, 4601 W. Guadalupe St., MC-1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:
   1. HHSC: 512-206-3952
   2. DSHS: 512-206-3953
3. Scan and send an email message with the completed forms to your agency mailbox listed below:
   1. HHSC: HHSCnewhiredocuments@hhs.texas.gov
   2. DSHS: DSHSnewhiredocuments@hhs.texas.gov

Process: For active employees: Mail hard copy forms to Service Center at P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659. For former employees: Form is sent to HHS HR using one of the methods below:

1. Mail hard copy forms to HHS HR Records Management Unit, 4601 W. Guadalupe St., MC-1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:
   1. HHSC: 512-206-3952
   2. DSHS: 512-206-3953
3. Scan and send an email message with the completed forms to your agency mailbox listed below:
   1. HHSC: HHSCnewhiredocuments@hhs.texas.gov
   2. DSHS: DSHSnewhiredocuments@hhs.texas.gov

Process: Refer to the HR Policy Manual and HR Guidance Handbook links listed below.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659. For exceptions, see HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Merit Compensation
• HR Guidance Handbook, Chapter 2, E.3., Merit Compensation

Process: Refer to the HR Policy Manual and HR Guidance Handbook links listed below.

Assistance: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Merit Compensation
• HR Guidance Handbook, Chapter 2, E.3., Merit Compensation

Process: The employee identifies themselves as a veteran, veteran's widow, or veteran's orphan on employment application.

Assistance: Contact the HHS Veteran Liaison at HHS_Veteran_Liaison@hhsc.state.tx.us.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.7., Veteran’s Employment Preference
• HR Guidance Handbook, Chapter 1, B.7., Hiring Preference

Process: The employee or the supervisor enters up to fifteen days paid leave per federal fiscal year using MLTRY. Note: Refer to HR Policy for eligibility requirements to use this leave.

Assistance: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov or the HHS Veteran Liaison at HHS_Veteran_Liaison@hhsc.state.tx.us.

Additional Resource(s):

• HR Policy Manual, Chapter 2, C.1., Military Leave
• HR Guidance Handbook, Chapter 2, C.1., Military Leave

Process: Eligible employees are entitled to paid leave for each day of active duty during the disaster. The supervisor enters up to seven workdays paid leave per state fiscal year using MSPLT. Note: Refer to HR Policy for eligibility requirements and conditions to use this leave.

Assistance: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov or the HHS Veteran Liaison at HHS_Veteran_Liaison@hhsc.state.tx.us.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave

Process: The employee enters in IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Profile > View My Personal Information and the supervisor approves.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832 or see Personal Information User Guide in CAPPS Employee Self-Service under My Profile.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, D.4., Nepotism
• HR Guidance Handbook, Chapter 1, D.4., Nepotism

Process: If the supervisor has completed the online entry for a new hire and the individual did not report to work, the supervisor should contact the Service Center for assistance in backing out the new hire transaction.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Process: See employee and manager onboarding checklists in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Guidance Handbook Chapter 1, B.9., Offer of Employment

Process: New hires can access resources using New Employee SharePoint Site

Assistance: Contact HR at hhsaskhr@hhs.texas.gov.

Additional Resource(s):

• New Hires | HHS Connection

Process: See employee and manager onboarding checklists in CAPPS. Send the following forms: I-9 form, ERS Benefit Selection form, ERS Dependent Child Certification form, Acknowledgement by New Employee form (HR0312) and Health and Human Services Enterprise Computer Use Agreement form (HR0314) to the HHS HR Records Management Unit using one of the following methods below:

1. Mail hard copy forms to HHS HR Records Management Unit, 4601 W. Guadalupe St., MC-1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:
   1. HHSC: 512-206-3952
   2. DSHS: 512-206-3953
3. Scan and send an email message with the completed forms to your agency mailbox listed below:
   1. HHSC: HHSCnewhiredocuments@hhs.texas.gov
   2. DSHS: DSHSnewhiredocuments@hhs.texas.gov

Process: The manager/supervisor contacts the appropriate program area point of contact to generate a Non-Employee ID or to terminate a Non-Employee ID.

Assistance: Contact HHS HR at hhsaskhr@hhs.texas.gov for assistance identifying the appropriate program area contact.

Process: Contact Employees Retirement System of Texas (ERS)

Assistance: Visit ERS or call toll-free: 1-877-275-4377.

Process: The supervisor or designee initiates in CAPPS and informs the applicant.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Guidance Handbook, Chapter 1, B.9., Offer of Employment

Process: See employee's and manager's onboarding checklists in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629.

Assistance: See HR Contact List for appropriate HR Records Management staff.

Additional Resource(s):

• HR Policy Manual, Chapter 1, H.1., Public Information and Open Records
• HR Guidance Handbook, Chapter 1, H.1., Public Information and Open Records

Assistance: HHSC: OpenRecordsRequest@hhsc.state.tx.us DSHS: openrecords@dshs.texas.gov

Additional Resource(s):

• HR Policy Manual, Chapter 1, H.1., Public Information and Open Records
• HR Guidance Handbook, Chapter 1, H.1., Public Information and Open Records

Process: With supervisor approval, the employee enters OHCPT on the consolidated timesheet in CAPPS for leave taken on an Optional Holiday up to eight hours. To make up for the time taken on an Optional Holiday, the employee must work a Skeleton Crew Holiday within the same fiscal year and enter REGOH on the consolidated timesheet in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.1., Optional Holidays
• HR Guidance Handbook, Chapter 1, B.1., Holidays

Process: An employee may receive up to 30 working days in a fiscal year for organ donation. The employee enters DNROG on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Bone Marrow or Organ Donation

Process: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov

Process: Employees are automatically paid for FLSA overtime worked in excess of 240 hours. Supervisors may pay an employee for banked overtime hours if approved by their agency and funds are available.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, D.1., FLSA Overtime
• HR Guidance Handbook, Chapter 2, E.3., Overtime and Compensatory Time Pay

Process: The employee enters PTCNF on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Guidance Handbook, Chapter 2, B.3., Sick Leave Accruals and Use

Process: Supervisors are responsible for designating leave as Parental Leave. Supervisors may run the FMLA/Parental Leave Activity and Eligibility reports in CAPPS using Manager Self-Service.

Assistance: Supervisors may consult with HHS HR Employee Relations for designation and policy questions and the Service Center for system entry issues. See HR Contact List for assigned HHS HR employee relations specialist. Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.7., Parental Leave
• HR Guidance Handbook, Chapter 2, B.7., Parental Leave

Process: New hires in salary groups A12 and below at state supported living centers, state hospitals, or the Texas Center for Infectious Disease (TCID) have the option to be placed on the semi-monthly payroll. The supervisor needs to verify that for all pay actions for employees in pay grades A12 and below and that the employee is set up on the correct pay schedule. After the initial hire, the employee may request to change their pay frequency to once a month through the Service Center. It becomes effective the first of the following month.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• Pay Frequency Election Form HR0706

Process: The employee initiates payroll deduction amount and recipient using CAPPS Employee Self-Service under My Pay.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.2., Automatic Payroll Deductions
• HR Guidance Handbook, Chapter 2, A.2., Automatic Payroll Deductions

Process: Follow the policy.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)
• HR Guidance Handbook, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Process: The supervisor conducts the evaluation by completing and sharing Form HR0901, Employee Performance Evaluation, with the employee. The supervisor must upload the final, signed document in CAPPS. Performance evaluations are due in accordance with HHS HR policy.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832. See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, E., Performance Evaluations
• HR Guidance Handbook, Chapter 1, E., Performance Evaluations

Process: An employee or the supervisor makes a note using CAPPS. A supervisor may also use Form HR1001, Employee Performance Notes.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)
• HR Guidance Handbook, Chapter 1, F.1., Performance and Conduct Management (Corrective Actions)

Process: Employees can make certain changes through IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Profile. For changes to fields like birthdate, gender, EEO code, or veteran status, contact the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629 or see Personal Information User Guide in CAPPS Employee Self-Service on the My Profile page.

Process: The employee can make the change, including business phone, using IAMOnline > CAPPS (HCM) > CAPPS Employee Self-Service > My Profile > Edit Phone Numbers.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629 or see Personal Information User Guide in CAPPS Employee Self-Service on the My Profile page.

Process: Contact HHS HR Employee Relations.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Process: Contact HHSC Position Control-Budget Actions at PositionControlBudgetActions@hhs.texas.gov

Process: The employee may contact the Service Center to report issues with dates of state service, longevity, leave accrual, or BRP.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Process: The employee completes Form HR0112, Prior State Employment, and faxes to the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Policy: All new employees and rehires in salary group B20 and below who have been hired to regular positions must serve a six-month probationary period. The agency head may require a longer probationary period for certain job classes.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.10., Probationary Period
• HR Guidance Handbook, Chapter 1, B.10., Probationary Period

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.2., Professional Trainees
• HR Guidance Handbook, Chapter 1, B.2., Professional Trainees

Process: The manager or hiring specialist processes the promotion through CAPPS Manager Self-Service.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.1., Promotions

Process: The employment verification form is sent to HHS HR Records Management.

Assistance: See HR Contact List to identify the appropriate HHS HR Records Management staff.

Additional Resource(s):

• Public Service Loan Forgiveness Webpage

Process: Initiated by the employee through Employees Retirement System of Texas (ERS). For a QLE (e.g. marriage, divorce, or birth of a child), the employee may make changes within 31 days of event.

Assistance: Visit ERS or call toll-free: 1-877-275-4377 or contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Additional Resource(s):

• HR Guidance Handbook, Chapter 2, A.1., Eligibility Period

Process: The employee completes Form HR1602, Reasonable Accommodation Request, and submits to the immediate supervisor with a copy to the Civil Rights Office.

Assistance: Contact the Civil Rights Office at HHSCivilRightsOffice@hhsc.state.tx.us or 1-888-388-6332.

Additional Resource(s):

• HR Policy Manual, Chapter 1, A.2., Reasonable Accommodation
• HR Guidance Handbook, Chapter 1, A.2., Reasonable Accommodation

Process: The manager approves Job Audit in CAPPS. The Service Center makes changes in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.2., Reclassifications

Process: Refer to HHS Records Management Policy (PDF)

Assistance: Contact HHS Records Management at records@hhsc.state.tx.us

Additional Resource(s):

• Records Management | HHS Connection
• HHSC Records Retention Schedule
• DSHS Records Retention Schedule

Process: The HHSC Talent Acquisition Office provides guidance to HHSC managers on writing job postings, job posting promotion and candidate sourcing.

Assistance: HHSC managers contact hhs_recruiting@hhs.texas.gov. DSHS managers contact dshsrecruiting@dshs.texas.gov or contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Process: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Recruitment Bonuses

Process: If a reduction-in-force is necessary, agency management staff must contact HR for assistance and consultation in completing Form HR1502, Reduction-in-Force (RIF) Plan.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, G.5., Reduction-in-Force
• HR Guidance Handbook, Chapter 1, G.5., Reduction-in-Force

Process: The supervisor checks references prior to job offer using Form HR0110, Reference Check. The supervisor responds to reference check inquires for current or former employees.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646. See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.8., Conducting Reference Checks
• HR Guidance Handbook, Chapter 1, B.8., Employment-Related Checks

Process: The Service Center conducts registry checks on employees of state hospitals and state supported living centers. Results are reported to the hiring specialist or hiring manager.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646. See HR Contact List.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 1, B., Registry Clearance Checks and Self-Reporting
• HR Guidance Handbook, Chapter 1, B.13., Registry Clearance Checks

Process: Managers must ensure their budget will cover the surcharge paid to ERS (9.5% of the salary offered to the Return-to-Work Retiree). Certain criteria must be met when selecting a retiree for a supervisor position.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659. Visit ERS or call toll-free: 1-877-275-4377. See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.6., Selection of a Retiree
• HR Guidance Handbook, Chapter 1, B.6., Selection of a Retiree

Process: Contact HHS HR Employee Relations to coordinate the restoration of pay with the appropriate parties.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Process: The employee completes Form HR1605, Religious Accommodation Request, and submits to the immediate supervisor with a copy to the Civil Rights Office.

Assistance: Contact the Civil Rights Office at HHSCivilRightsOffice@hhsc.state.tx.us or 1-888-388-6332.

Additional Resource(s):

• HR Policy Manual, Chapter 1, A.2., Religious Accommodation
• HR Guidance Handbook, Chapter 1, A.2., Religious Accommodation

Process: Contact the Agency Budget Office.

Assistance: Contact the HHSC Position Control-Budget Actions at PositionControl-BudgetActions@hhs.texas.gov

Process: Supervisors may make reports to changes within their span of control.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646 or see Maintain Employee Work Information User Guide under Help Resources on the CAPPS homepage

Process: Contact HHSC Position Control-Budget Actions at PositionControlBudgetActions@hhs.texas.gov

Process: The manager or hiring specialist completes requisitions in CAPPS. For assistance writing a clear and compelling job posting or guidance on promotion of a job posting, HHSC managers may contact hhs_recruiting@hhs.texas.gov and DSHS managers may contact dshsrecruiting@dshs.texas.gov.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646 or see Hiring Center User Guide under Help Resources on the CAPPS homepage.

Additional Resource(s):

• HR Guidance Handbook, Chapter 1, B.4., Requisitions and Postings

Process: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: Contact the HHS HR Employee Relations Office.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Retention Bonuses

Process: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: The employee contacts Employees Retirement System (ERS). The employee enters intent to separate in CAPPS. The supervisor enters the separation in CAPPS.

Assistance: Visit ERS or call toll-free: 1-877-275-4377 or the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3659.

Additional Resource(s):

• HR Policy Manual, Chapter 1, G.4., Retirement
• HR Guidance Handbook, Chapter 1, G.4., Retirement

Process: This is initiated by the employee through ERS.

Assistance: Visit ERS or call toll-free: 1-877-275-4377.

Process: Contact HHS Risk Management and Safety Office

Assistance: workerscomp@hhs.texas.gov or 737-867-7109.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.3., Return-to-Work Program
• HR Guidance Handbook, Chapter 2, A.3., Return-to-Work Program

Process: The supervisor or time administrator makes changes in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029 or see Time and Leave User Guide under Help Resources on the CAPPS homepage.

Process: The supervisor or time administrator makes changes in CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029 or see Time and Leave User Guide under Help Resources on the CAPPS homepage.

Process: The manager or hiring specialist screens applicants using CAPPS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646 or see Hiring Center User Guide under Help Resources on the CAPPS homepage.

Additional Resource(s):

• HR Guidance Handbook, Chapter 1, B.4., Screening

Process: The manager or hiring specialist ensures that candidates interviewed meet the initial criteria and the justification for selection identifies how the candidate hired meets the final criteria.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Guidance Handbook, Chapter 1, B.4., Screening

Process: The manager or hiring specialist follows special requirements for the selection of physicians for state hospitals and state supported living centers.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 1, B., Screening the Qualifications of Physician Applicants
• HR Guidance Handbook, Chapter 1, B.13., Screening the Qualifications of Physician Applicants

Process: Manager Self-Service is granted through an automated process if a manager has at least one direct report.

Assistance: See HR Contact List to identify the manager of the HHS HR Workforce Reporting.

Process: The employee or manager initiates request for access through IAMOnline. Business areas determine approval authority. (HR director or designee approves HR-related CAPPS security roles.)

Assistance: See HR Contact List to identify the manager of HHS HR Workforce Reporting.

Process: The hiring authority uploads all selection materials and interview justification documents (for all interviewed candidates) to the requisition profile in the Hiring Center. Note: Any documentation that is stored in the online Hiring Center, (e.g. applications, job posting, online interview questions), does not need to be sent to the Service Center.

Assistance: Mail new hire packets to Service Center, Attn: Recruiting, P.O. Box 6629, Round Rock, TX, 78683-6629. Contact the Service Center at 1888-894-4747.

Process: Males ages 18-25 must present proof of Selective Service registration or exemption to the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.3., Selective Service Registration
• HR Guidance Handbook, Chapter 1, B.3., Selective Service Registration

Process: The supervisor receives notification of resignation through either online notification, verbal notification, or a letter of resignation. The supervisor enters last physical day on duty on the CAPPS on-line separation page.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832 or see Separations and Retirement User Guide under Help Resources on the CAPPS homepage.

Additional Resource(s):

• HR Policy Manual, Chapter 1, G., Separations from Employment
• HR Guidance Handbook, Chapter 1, G., Separations from Employment

Process: Before employing an applicant, who will be responsible for providing mental health services, the hiring authority must contact the applicant's current and former employers to inquire about the possible occurrence of sexual exploitation of individuals who sought or obtained mental health services from the applicant.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 1, B., State Hospital Sexual Exploitation Check
• HR Guidance Handbook, Chapter 1, B.13., State Hospital Sexual Exploitation Check

Process: Complaints involving sexual harassment must be filed within 20 workdays of the incident, using Form HR1601, Employment Discrimination Complaint.

Assistance: Contact the Civil Rights Office at 1-888-388-6332 or HHSCivilRightsOffice@hhsc.state.tx.us.

Additional Resource(s):

• HR Policy Manual, Chapter 1, A.6., Harassment/Sexual Harassment
• HR Guidance Handbook, Chapter 1, A.6., Harassment/Sexual Harassment

Process: Contact HHSC Position Control-Budget Actions at PositionControlBudgetActions@hhs.texas.gov

Process: The supervisor can enter shift differential for eligible employees in CAPPS Compensation Management/Maintain Shift Pay Rate. Position must reflect the correct shift before the supervisor can enter shift differential. Second-level manager approves the change.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832 or see Compensation Management User Guide under Help Resources on the CAPPS homepage.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.3., Shift Differentials
• HR Guidance Handbook, Appendix G, Signature Delegation Authority for Human Resources Related Policies and Guidance

Process: Employee donating the sick leave logs on to CAPPS Employee Self-Service > My Time & Leave > Donate to Individual Employee.

Assistance: Contact the Service Center at 1-888-894-4747.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.3., Employee Donated Sick Leave
• HR Guidance Handbook, Chapter 2, B.3., Employee Donated Sick Leave

Process: Employee donating the sick leave logs on to CAPPS Employee Self-Service > My Time & Leave > Donate to Family Leave Pool.

Assistance: Contact the Service Center at 1-888-894-4747.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.5., Family Leave Pool
• HR Guidance Handbook, Chapter 2, B.5., Family Leave Pool

Process: The employee or supervisor enters time reporting code SCKPT on the consolidated timesheet in CAPPS and the supervisor approves the entry, or the supervisor enters time taken on the employee’s behalf.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.5., Sick Leave Pool
• HR Guidance Handbook, Chapter 2, B.5., Sick Leave Pool

Process: The supervisor completes Form HR0502 (PDF), Request for Extended Sick Leave and/or Sick Leave Pool Leave, and sends to the HHS Payroll, Time, Labor, and Leave Department, along with Form WH-380-E or WH-380-F (Department of Labor forms) and any additional supporting documentation. FAX to HHS Payroll, Time, Labor and Leave at 512-706-7355.

Assistance: Contact the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.5., Sick Leave Pool
• HR Guidance Handbook, Chapter 2, B.5., Sick Leave Pool

Process: The employee uses CAPPS Employee Self-Service > My Time & Leave > Donate to Sick Leave Pool.

Assistance: See HR Contact List to identify the appropriate HHS HR Records Management staff.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.5., Sick Leave Pool
• HR Guidance Handbook, Chapter 2, B.5., Sick Leave Pool

Process: The employee enters SICKT on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.3., Sick Leave
• HR Guidance Handbook, Chapter 2, B.3., Sick Leave Accruals and Use

Process: Contact the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Process: The employee (or former employee) submits the form to the Service Center Benefits Unit for completion or transmittal to ERS.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: Contact HHS HR Employee Relations.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 1, D., Standards of Conduct
• HR Guidance Handbook, Chapter 1, D., Standards of Conduct

Process: Employees may sign up each year on the SECC Texas Giving website during the campaign period, Sept 1-Oct. 31, to make contributions directly to one or more charities through automatic payroll deduction.

Assistance Contact HHS HR at HR_EmployeePrograms@hhs.texas.gov

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.2., Automatic Payroll Deductions
• State Employee Charitable Campaign Connection

Process: The supervisor follows HR policy on disciplinary actions and consults with HHS HR Employee Relations and the Office of Chief Counsel. The supervisor enters LWOP (LWPEO) hours on the employee's consolidated timesheet in CAPPS.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Appendix A, Chapter 1, F., Other Disciplinary Actions
• HR Guidance Handbook, Chapter 1, F.2., Disciplinary Actions

Process: The employee and the supervisor complete the telework request in IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Telework.

Assistance: Contact Agency Telework Coordinator. For HHSC: Telework_Coordinator@hhsc.state.tx.us. For DSHS: BSP@dshs.texas.gov.

Additional Resource(s):

• Telework | HHS Connection
• HR Policy Manual, Chapter 2, A.4., Telework
• HR Guidance Handbook, Chapter 2, A.4., Telework

Process: To request within the supervisor's chain of command, the supervisor sends a request to the second-level manager using CAPPS. If the employee is outside of the supervisor's direct chain, Form HR0315 (PDF), Temporary Assignment Request, is completed and sent to the Service Center.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 2, E.1., Temporary Assignments
• HR Guidance Handbook, Chapter 1, B.2., Temporary Assignments

Process: Contact HHSC Position Control-Budget Actions at PositionControlBudgetActions@hhs.texas.gov

Process: To fill a temporary position, use the Manager Self-Service Hiring Center. Note: If the employee is not within the supervisor’s direct chain of command, the HHS Executive Commissioner, DSHS Commissioner, Inspector General, or designee sends a completed Form HR0315 (PDF), Temporary Assignment Request, to the Service Center for processing.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646 or see Compensation Management User Guide under Help Resources on CAPPS homepage.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.2., Temporary Positions
• HR Guidance Handbook, Chapter 1, B.2., Temporary Assignments

Process: Eligible employees are granted up to 10 working days of paid leave each fiscal year to participate in disaster relief services. The employee enters TVODT on the consolidated timesheet in CAPPS and the supervisor approves the entry. Refer to HR Policy (link below) for eligibility requirements to use this leave.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Appendix G, Signature Delegation Authority for Human Resources Related Policies and Guidance

Process: Employees can make changes or elections through the self-service feature on the ERS website.

Assistance: Visit ERS or call toll-free: 1-877-275-4377.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.1., Flexible Spending Accounts
• HR Guidance Handbook, Chapter 2, A.1., Flexible Spending Accounts

Process: All HHSC non-exempt employees (covered by FLSA) must certify their time for the prior month between the 2nd and 15th of each month. All DSHS employees (exempt and FLSA non-exempt) must certify their time for the prior month between the 2nd and 10th of each month.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832 or the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: The employee navigates to My Training in CAPPS. The supervisor or facility may require training beyond that in CAPPS (see resources below).

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Additional Resource(s):

• HR Policy Manual, Chapter 1, C., Required Training
• HR Guidance Handbook, Chapter 1, C., Required Training
• HHS Connection Assessing Training Page
• Systems Training Solutions
• iLEARN
• HHS Learning Portal
• HHS Microsoft O365 and Approved Tools - Home (sharepoint.com)

Process: Eligible employee may receive tuition reimbursement for courses (including online courses) completed while attending an accredited vocational school, technical school, college, or university.

Assistance: See HR Contact List for assigned HHS HR employee relations specialist.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.6., Tuition Reimbursement
• HR Guidance Handbook, Chapter 2, A.6., Tuition Reimbursement

Process: Former employees are responsible for filing unemployment claims with the Texas Workforce Commission.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-8653.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.5., Unemployment Compensation
• HR Guidance Handbook, Chapter 2, A.5., Unemployment Compensation

Process: The employee enters ANLVT on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.2., Vacation Leave 
• HR Guidance Handbook, Chapter 2, B.2., Vacation Leave

Process: Employee donating the sick leave logs on to IAMOnline > CAPPS (HCM) tile > CAPPS Employee Self-Service > My Time & Leave > Donate to Family Leave Pool.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.5., Family Leave Pool
• HR Guidance Handbook, Chapter 2, B.5., Family Leave Pool

Process: The loaner contacts The Work Number at Digital Verification Solutions - Income & Employment | The Work Number or 1-800-367-5690. If the company does not have an account, they may contact HHS HR Records Management.

Assistance: See HR Contact List to identify the appropriate HHS HR Records Management staff.

Process: The employee contacts the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-4832.

Assistance: See HR Contact List to identify the appropriate HHS HR Records Management staff.

Process: The employee provides necessary documentation and the supervisor documents in CAPPS. I-9 and other new employee forms are sent to HHS HR Records Management using one of the following methods below:

1. Mail hard copy forms to HHS HR Records Management Unit, 4601 W. Guadalupe St., MC-1530, Austin, TX 78751, and mark CONFIDENTIAL.
2. Fax records to the appropriate number below, with a coversheet addressed to the HR Records Management Unit:
   1. HHSC: 512-206-3952
   2. DSHS: 512-206-3953
3. Scan and send an email message with the completed forms to your agency mailbox listed below:
   1. HHSC: HHSCnewhiredocuments@hhs.texas.gov
   2. DSHS: DSHSnewhiredocuments@hhs.texas.gov

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-245-3646. For policy questions, see HR Contact List to identify the appropriate HHS HR Records Management staff.

Additional Resource(s):

• HR Policy Manual, Chapter 1, B.3., Verification of Employment Eligibility
• HR Guidance Handbook, Chapter 1, B.3., Verification of Employment Eligibility

Process: Employees are allowed sufficient time off to vote without deduction in salary or leave. The employee enters VOTES on the consolidated timesheet in CAPPS and the supervisor approves the entry.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.8., Emergency Leave
• HR Guidance Handbook, Chapter 2, B.8., Voting

Process: Current and former employees who elect to receive W-2 electronically may view and print their W-2 in CAPPS Employee Self-Service.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629.

Process: Employees make changes under My Pay in CAPPS Employee Self-Service.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Process: Contact Agency Paymaster or the HHS Payroll, Time, Labor and Leave Department at PTLLaction@hhs.texas.gov.

Process: Employees may be awarded eight hours of wellness leave per fiscal year. The employee completes an agency approved Health Risk Assessment (HRA) provided by his or her insurance carrier; completes Section 1 of Form HR0811 (PDF), Wellness Leave Certification, and receives a routine physical examination or cancer screening; the primary care provider completes Section 2 of Form HR0811; and employee submits completed forms to supervisor to be awarded this leave.

Assistance: For DSHS: Email wellness@dshs.texas.gov. For HHSC: Email wellness@hhs.texas.gov.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.3., Wellness Leave
• HR Guidance Handbook, Chapter 2, B.8., Wellness Leave

Process: HHS offers employees opportunities to participate in wellness and fitness programs.

Assistance: For DSHS: Email wellness@dshs.texas.gov. For HHSC: Email wellness@hhs.texas.gov.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.3., Employee Health and Wellness Programs
• HR Guidance Handbook, Chapter 2, A.3., Employee Health and Wellness Programs

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.4., Alternative Work Schedules and Arrangements
• HR Guidance Handbook, Chapter 2, A.4., Alternative Work Schedule and Arrangements

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, B.6., FMLA
• HR Guidance Handbook, Chapter 2, B.6., FMLA Policy

Process: The employee must immediately notify the supervisor and complete an accident report in CAPPS Employee Self-Service within 24 hours of accident. If the employee is unable to complete the accident report, the supervisor must complete the electronic form on behalf of the employee.

Assistance: Contact the Service Center at 1-888-894-4747; FAX: 1-866-244-8653 or HHS Risk Management and Safety Office: workerscomp@hhs.texas.gov or 737-867-7109.

Additional Resource(s):

• HR Policy Manual, Chapter 2, A.3., Workers Compensation
• HR Guidance Handbook, Chapter 2, A.3., Workers Compensation

Process: The employee must receive supervisor approval before working overtime. Time physically worked hours must be recorded on the consolidated timesheet using time reporting code REGHR.

Assistance: Contact the Service Center at 1-888-894-4747, P.O. Box 6629, Round Rock, TX 78683-6629, FAX: 1-866-244-7029.

Additional Resource(s):

• HR Policy Manual, Chapter 2, D.1., FLSA Overtime
• HR Guidance Handbook, Chapter 2, D.1., FLSA Overtime