Frequently Asked Questions (FAQs)

The CAPPS team is developing more content for this page. In the interim, Level 1 support staff can submit a service request (SR) ticket to request a specific desk aid.

As a CAPPS user, your first line of support is your agency’s CAPPS Level 1 support staff contacts. Designated Level 1 contacts are listed on CAPPS Contacts and Help. If your Level 1 contact identifies an issue requiring further support, they are authorized to open a service request (SR) ticket with the CAPPS support team.

If you cannot reset your password using the self-service “Forgot Password” option, you can contact one of your agency’s IAM/TDIS delegated administrators. Delegated administrators are the designated users at each agency who are authorized and have access to help CAPPS users with password resets and other login issues.

To add or remove a Level 1 support staff contact at your agency, have your agency’s security coordinator submit a new security request ticket to add or remove a Level 1 support staff contact. The coordinator must submit a separate ticket for each person who needs to be added or removed. Security coordinators may contact the CAPPS governance team at CAPPS.CGC.ba@cpa.texas.gov with any process-specific questions.

The best way to learn about changes in CAPPS is to attend the CAPPS user group meetings. CAPPS has two user groups – one for CAPPS Financials and one for CAPPS HR/Payroll. Meetings occur monthly, except for December, and alternate between separate meetings and combined meetings. Meeting schedules are on the FMX page for each group, along with information from previous meetings. See:

• CAPPS Financials User Group Meetings
• CAPPS HR/Payroll User Group Meetings

Changes in the CAPPS Production system are also posted to CAPPS System Changes after implementation. For information on system maintenance and when the CAPPS system environments may be unavailable, see the System Outages and Holidays calendar.

When you cancel a PO, if it has ever been in “dispatched” status, the system assumes the supplier received a copy of the PO and so needs to be notified of the cancellation. Running the dispatch process on the PO will change the PO status from “pending cancel” to “canceled.” You must use the Dispatch Purchase Orders page, available module: Purchasing Tile: Buyer WorkCenter > Tab: Reports/Processes > Section: Processes. See the desk aid “PO – Pending Cancel Status.”

The requisition has one or more distribution lines in “recycle” status due to an invalid chartfield combination. The solution: Correct the invalid chartfield and submit the requisition back into the workflow. To find the distribution line that has an invalid chartfield combination, first check to see if a blank chartfield value needs to be entered. If it is not clear which distribution line has an invalid combination, you can query the field CHARTFIELD_STATUS on table REQ_LN_DISTRIB and find the distribution line that has CHARTFIELD_STATUS = R (Recycled).

If you do not want to use the query, you can force the requisition to tell you which distribution line has a problem by making a temporary change to any of the chartfield values. For example, change the account (for example, from 7334 to 7300) and save the requisition. Once you have identified the incorrect line, change the account back to the original value and save the requisition again. At this point, you should receive an “invalid chartfield combination” warning message that tells you which distribution line(s) is (are) the problem.

To get picked up by the outbound process, vouchers must pass several criteria points. Review the voucher and be sure:

• Correct T-codes are used and none of the voucher lines have errors.
• The budget check is valid.
• There are no match exceptions.
• The voucher is fully approved and posted.
• The associated AP journal is fully posted with no errors.

If each point above is correct but the voucher still has not been processed by the outbound process, contact your designated Level 1 support staff. If they cannot resolve the issue, they can submit a service request (SR) ticket to the CAPPS help line.

Contact your agency security coordinator to request additional access in CAPPS.

CAPPS generates an expiration date at the six-month mark from when the employee is placed in a temporary assignment status. It is the agency’s responsibility to remove the employee from the temporary assignment. Starting at least three days before the expiration date, CAPPS will send a daily email notification until the employee is removed from temporary assignment. This email will be sent to the employee’s manager and any user with the TX_HCM_HR_NOTIF_EMP_ACT_TO_HR and the TX_HR_BLR_ACTION_NOTIFY_HR roles.

It is up to the agency and university to communicate with each other to maintain and award accruals and longevity pay for the employee. They must also communicate about the employee’s worked hours, and the responsible party must calculate and record any overtime or compensatory time earned. See Texas Payroll/Personnel Resource – Dual or Multiple Employments for more information.

Generally, all queries should be run in the HCMRPT1 Reporting environment for HR/Payroll and not in the Production environment, especially for larger queries. If you save links to Query Manager and/or Query Viewer as your favorites, be sure they point to the Reporting environment instead of Production. When you save a link as a favorite, be sure to change the name so you know which environment you’re selecting. All private queries created by the agency and ad hoc queries created on the agency's behalf are available only in the Reporting environment.

• HCMRPT1 Navigation:
  From the NavBar, select Menu, then HR/Payroll Reporting, Reporting Tools, Query, Query Manager, or Query Viewer.
• HCMPRD1 Navigation:
  From the NavBar, select Menu, then Reporting Tools, Query, Query Manager, or Query Viewer.

The new employee will need to delete, reenter and resubmit the leave request; then the manager will have access to approve. The agency Time and Labor superuser also can approve the time.

The error occurs because the time entry already processed through time administration; see the table below for additional guidance.

The timesheet defaults to the agency’s current FLSA workweek, and this error is common for new hires starting in the middle of a Fair Labor Standards Act (FLSA) workweek. Select the calendar icon below the employee’s leave balances, then select the employee’s hire date. The timesheet will open as of the hire date and the employee will be able to make the entry. After the first week, employees should use the defaulted FLSA workweek timesheet.

Yes, you can use comp time after it has been earned. Comp time is earned once the employee exceeds 40 hours in the FLSA workweek. When the employee earns comp time, an entry (COMPE) is shown in Payable Time with the number of hours earned. The time earned is then available to take by the next scheduled day.