capps hr/payroll end-user training (eut) eut course - 100...

CAPPS HR/PAYROLL End-User Training (EUT)

EUT Course - 100

Employee Self-Service

PeopleSoft 9.2

January 2019

CAPPS HR/PAYROLL

EUT Course

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Table of Contents Employee Self Service ........................................................................................................ 1

Section 1 - Timesheet ................................................................................................................... 1 Lesson 3 - Entering Time and Leave ..................................................................................................... 1

Reviewing the Timesheet Components .............................................................................................................. 1 Positive Time Reporters ..................................................................................................................................... 6

Entering Regular Hours Worked - Positive Time Reporter ........................................................................... 6 Entering Time Over 40 hours - Positive Time Reporter .............................................................................. 10 Entering Leave Time Taken - Positive Time Reporter ................................................................................ 11

Exception Time Reporters ................................................................................................................................ 13 Entering Overtime/Comp Time Worked ...................................................................................................... 13 Entering Time for Flex Schedule ................................................................................................................. 14 Entering Annual Leave Taken ..................................................................................................................... 16 Entering Sick Time Taken ........................................................................................................................... 16 Entering Regular Comp Time Taken ........................................................................................................... 18 Entering FLSA Overtime Taken .................................................................................................................. 18 Entering Leave Without Pay ........................................................................................................................ 19 Entering Time Worked on a Scheduled Holiday .......................................................................................... 21 Entering Optional Holiday Time Taken and Work a Holiday ...................................................................... 22 Allocating Time Worked Multiple Labor Account Codes ........................................................................... 24 Certifying Employee Time .......................................................................................................................... 27

Lesson 5 - View Time and Leave Balances ......................................................................................... 27 Viewing Leave Balances/Expirations ............................................................................................................... 27 Running EE Monthly Time Report ................................................................................................................... 28

Section 2 - eProfile ..................................................................................................................... 29 Lesson 1 - eProfile Human Resources ................................................................................................. 29

Viewing/Editing Emergency Contacts .............................................................................................................. 29 Viewing/Editing a Phone Number .................................................................................................................... 33 Viewing/Editing a Home Address .................................................................................................................... 35 Requesting a Name Change .............................................................................................................................. 36 Using the Information Release Indicator .......................................................................................................... 38 Designating BRP Options ................................................................................................................................. 39

Section 3 - ePay.......................................................................................................................... 41 Lesson 1 - Earnings .............................................................................................................................. 41

Viewing/Printing Earnings Statement............................................................................................................... 41 Viewing Compensation History........................................................................................................................ 44

Lesson 2 - Direct Deposit ..................................................................................................................... 46 Viewing/Editing Direct Deposit Details ........................................................................................................... 46

Lesson 3 - Deductions .......................................................................................................................... 49 Adding/Editing Voluntary Deductions ............................................................................................................. 49 Maintaining Charitable Deductions .................................................................................................................. 51

Lesson 4 - Tax ...................................................................................................................................... 52 Entering W-4 Tax Information ......................................................................................................................... 52 Viewing/Printing W-2 and W-2c ...................................................................................................................... 54 Providing W-2 and W-2c Consent .................................................................................................................... 55 Providing 1095-C Consent ............................................................................................................................... 56

CAPPS HR/PAYROLL EUT Course

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Employee Self Service Course 100 Employee Self Service

Section 1 - Timesheet

Section 1 - Timesheet Section 1 - Timesheet has 5 lessons:

Lesson 1 - Time Reporting Overview

Lesson 2 - Time Reporting Essentials

Lesson 3 - Entering Time and Leave

Lesson 4 - Timesheet Status

Lesson 5 - View Time and Leave Balances

Lesson 3 - Entering Time and Leave

Section 1, Lesson 3

Entering Time and Leave

Reviewing the Timesheet Components

Section 1 - Lesson 3 Exercises - Scenario 1: Timesheet Components

Note: Contingent Workers

Time Reporter Data is not automatically setup for Contingent Workers, therefore you will not have immediate access to the Employee Timesheet.

If an agency wants you to have access to the Employee Timesheet then the agency will have to submit an ASP ticket so CPA can set up your Time Reporter Data.

Procedure In this lesson, you will be introduced to the various components on the Employee Timesheet and when they are used.

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Step 1. In this example, you will be navigating to the Employee Timesheet. Click the My Time and Leave button.

Step 2. There are various actions that you can perform from this page. Report Time - This is where Positive and Exception Time Reporters will enter time. Payable Time - This is approved time that has gone through the Time Administration process. Leave Balances - This is where you can see all of your available leave balances. Time Certification - This is where you can certify your time. Monthly Time Report - You can run this report to view your hours on a monthly basis.

Step 3. With the selection option highlighted in green, Report Time, you will be using the Employee Timesheet.

Step 4. It is important to note, the Timesheet displays 31 days starting from the date you enter in the search criteria. The Search Criteria date defaults to the first day of the current month however you may change it as needed. For this reason it is recommended that you always search by the first day of the month. As a result, the Timesheet will then display one month in its entirety.


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Step 5. In this example, you will use the defaulted date of 10/1/2018. Click the Search button.

Step 6. You can collapse the left menu and view the entire Employee Timesheet. Click the Collapse Menu button.

Step 7. The top portion of the Timesheet displays the Employee Work Information. In training, we have created fictitious employee data.

Step 8. The Employee Timesheet includes Leave Balance information. Current - Balance including pending approval Pending Approval - Hours requested to be used, but not approved Available - Current balance minus any leave time that is pending approval.

Step 9. In this illustration: The current Annual Leave hours accrued is 217.00. Twelve (12) hours are pending approval. The available hours left over is 205.00. The current Sick Leave hours accrued is 235.00. Four (4) hours are pending approval. The available hours left over is 231.00. Note: Leave accruals are added to the employee's balance on the first work day of the month.

Step 10. The center of the Timesheet displays the 31 day period that you selected on the search page. On the search page you entered 10/1/18, therefore the top grid displays 10/1/18 through 10/15/18. The bottom grid displays 10/16/18 through 10/31/18.

Step 11. The assigned work schedule will appear on the Timesheet for an Exception Time Reporter as illustrated. Earlier in the lesson, you learned that Positive Time Reporters will not have a schedule on the Timesheet.

Step 12. You will use Time Reporting Codes (TRCs) to report what type of time is being entered on the Timesheet.

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In this example, the TRC "ANLVT" is being used to reflect (4) hours of Annual Leave Taken on Wednesday, October 3, 2018 and (8) hours on Monday, October 22, 2018. In addition, the TRC "SICKT" is being used to reflect (4) hours of Sick Taken on Tuesday, October 2, 2018.

Step 13. When using TRCs, there can only be one TRC assigned to a line. When a new TRC needs to be used, you will add a new line. Click the Add a New Line for Monday 10/01/2018 to Monday 10/15/2018 button.

Step 14. Notice how an additional line is displayed on the Timesheet. You would enter the TRC and the hours for the appropriate date.

Step 15. Click the scrollbar.

Step 16. You should use the Override Reason Code only when your manager asks you to enter a value. It is generally used by agencies to track time being allocated for a specific purpose, such as Military or Disaster.

Step 17. The Labor Account Code (LAC) field is used to track time allocated to a specific project. Employees should consult with their manager before entering a specific LAC.

Step 18. The FMLA/Parental/Mlty Care ID field is used to track time allocated to FMLA, Parental or Military Care Leave. This field is only used when an employee is on these types of leaves. Employees should contact their Agency FMLA representative to obtain the ID number to be used in this field.

Step 19. The Comments field is available for use by both the employee and manager to enter information, as needed. It is important to note that the employee and manager can read the contents in the comment field.

Step 20. The Delete button will remove the entire row of time. However, once the employee selects the E-Sign & Submit button, the delete button will no longer be available.


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Step 21. The Previous button will display the previous month (31 days).

Step 22. The Next button will display the next month (31 days).


Step 24. The E-Sign & Submit button submits your timesheet hours to your manager for approval. You are able to make changes to your timesheet prior to your manager's approval. After the manager approves, your timesheet for the submitted time period is view-only.

Step 25. The View Leave Balances link will provide detailed information for all the employees leave plans also known as comp time plans. Click the View Leave Balances link.

Step 26. The Leave Balances Summary displays all Comp Time plans, balances, earned hours, adjustments, hours taken, and expiring hours.

Step 27. You can select any of the Leave Types for additional details. In this example, Compensatory Time has 12.75 hours. Click the 12.75 hours link.

Step 28. This section provides a breakdown of the Compensatory Time Balances earned, taken, adjusted, pending approval and available.

Step 29. The Expiration Date and Number of Hours Expiring will show at the bottom of this page, if applicable.

Step 30. Click the Return to Leave Balances link.

Step 31. Click the Return to Employee Timesheet link.

Step 32. Congratulations! You have completed this lesson.

End of Procedure.

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Positive Time Reporters

Section 1, Lesson 3

Positive Time Reporters

Entering Regular Hours Worked - Positive Time Reporter

Section 1 - Lesson 3 Positive Time Reporters Exercises - Scenario 2: Entering Regular Hours Worked

Procedure In this lesson, you will learn how to enter hours worked as a Positive Time Reporter.

Step 1. It is important to note, the Timesheet displays 31 days starting from the date you enter on the Employee Timesheet search page. The Timesheet defaults to the first of the current month. It is recommended that you always search by the first day of the month. As a result, the Timesheet will then display one month in its entirety.

Step 2. Use the Calendar icon to change the date to the applicable month.

In this example, you will be changing the date to October 1, 2018.

Click the Calendar Date (Alt+5) button.

Step 3. Click the Month list.

Step 4. Click the October list item.

Step 5. Click the 1 link.

Step 6. Click the Search button.

Step 7. The Positive Time Reporter's timesheet automatically displays. The timesheet has no scheduled hours displayed. The description line displays 0.00, as illustrated below.

Positive Time Reporters must enter all of their time worked or leave time taken.

If time worked or leave time taken is NOT entered, the employee will not receive a paycheck.

Step 8. Entering time for a Positive Time Reporter is a three-step process.


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1. Select the applicable Time Report Code (TRC).

2. Enter the hours worked or leave time taken.

3. Select the E-Sign & Submit button.

Step 9. Step 1 - Select the applicable Time Reporting Code (TRC).

Since you are entering time for Regular Hours Worked you will use the TRC - REGHR. The TRC may be entered directly or by selecting the Look up button.

Step 10. Click the Look up Time Reporting Code (Alt+5) button.

Step 11. The list of TRCS will appear and you will need to scroll down in order to locate the appropriate one in the list.

Click the scrollbar.

Step 12. Click the REGHR link.

Step 13. Step 2 - Enter the hours worked or leave time taken.

In this example you will enter (8) hours worked on Monday, 10/1.

Enter the desired information into the Mon 10/1 0.00 field. Enter "8".

Step 14. Press [Tab].

Step 15. Enter the desired information into the Tue 10/2 0.00 field. Enter "8".


Step 17. Enter the desired information into the Wed 10/3 0.00 field. Enter "8".


Step 19. Enter the desired information into the Thu 10/4 0.00 field. Enter "8".


Step 21. Enter the desired information into the Fri 10/5 0.00 field. Enter "8".




Step 25. Enter the desired information into the Mon 10/8 0.00 field. Enter "8".

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Step 36. You must enter the TRC for the second half of the month as well.

This time you will type the TRC in the field instead of searching.

Click in the Time Reporting Code field.

Step 37. Enter the desired information into the Time Reporting Code field. Enter "reghr".










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Step 66. Step 3 - Select the E-Sign & Submit button.

When you have completed entering your time on the timesheet and you have double checked it for accuracy, you will use the E-Sign and Submit button to route it to your manager for approval.

Click the E-Sign & Submit button.

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Step 67. Click the OK button.

Step 68. You are able to make changes to your timesheet up until it is approved. Once the timesheet is approved, it is not editable.


End of Procedure.

Entering Time Over 40 hours - Positive Time Reporter

Section 1 - Lesson 3 Positive Time Reporters Exercises - Scenario 3: Entering Time Over 40 Hours

Procedure In this lesson, you will learn how to enter time over 40 hours in a work week for a Positive Time Reporter. In this example, a Positive Time Reporter will enter all of their hours worked during the week of 10/1-10/5. They generally work Monday - Friday, eight hours per day. On Tuesday and Wednesday, they worked two hours of overtime. Note: This is a non-exempt employee who banks FLSA overtime for hours worked over 40.

Step 1. Make sure that you are on the correct month. If not, change the date to the first day of the correct month.







Step 8. Enter the desired information into the Wed 10/3 0.00 field. Enter "10". Step 9. Press [Tab].


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Step 12. Enter the desired information into the Fri 10/5 0.00 field. Enter "8". Step 13. The employee has entered a total of 44 regular hours worked for the week of

October 1st through October 5th.

When Time Administration processes, it will create 40 hours of regular time, and 4 hours of comp time for exempt employees or 6 hours of overtime for non-exempt employees.

Click the E-Sign & Submit button.


Step 15. Congratulations! You have completed this lesson. End of Procedure.

Entering Leave Time Taken - Positive Time Reporter

Section 1 - Lesson 3 Positive Time Reporters Exercises - Scenario 4: Entering Leave Time Taken

Procedure A Positive Time Reporter worked four hours and took four hours annual leave on 10/17/18. In this lesson, you will learn how to enter leave time and regular time worked on the same day. However, you can also enter leave time for an entire day.



Step 3. Positive Time Reporters need to enter hours worked and leave hours taken.

Click in the Time Reporting Code field.



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Step 8. Next, you are going to enter the four hours that they were on leave. Remember: When you use a different Time Reporting Code (TRC) you must use

a different line.

Click the Add a New Line for Tuesday 10/16/2018 to Wednesday 10/31/2018 button.


Step 10. Click the ANLVT link.



Step 13. Notice how two lines are now displayed. One line is for Regular Hours Worked and another for Annual Leave Taken.

Step 14. Click the E-Sign & Submit button.


Step 16. Notice the four hours of Annual Leave in a Pending Approval status. Step 17. When the manager approves the leave, the time will be ready to be processed.



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Exception Time Reporters

Section 1, Lesson 3

Exception Time Reporters

Entering Overtime/Comp Time Worked

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 5: Entering Overtime/Comp Time Worked

Procedure In this lesson, you will learn how to enter additional hours worked for an Exception Time Reporter.



Step 3. When adding additional time worked, you need to add your scheduled hours and

the additional hours worked.

In this example, the scheduled hours to work is eight (8). The employee worked two (2) extra hours on Monday and Tuesday, October 1st and 2nd.

The total Regular Hours worked will be eight scheduled hours plus two overtime hours for a total of 10 hours.

Step 4. The Time Reporting Code for Overtime/Comp /Time is 'REGHR'.

Exempt and Non-exempt employees will both enter additional hours worked in the same way.

- Exempt employee's time will bank as Comp Time Earned. - Non-Exempt employee's time will bank FLSA Overtime.

Enter the desired information into the Time Reporting Code field. Enter "reghr".


Step 6. (Eight regular hours worked plus two overtime hours worked is what needs to be entered in this example.)


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Step 7. Enter the desired information into the Tue 10/2 8.00 field. Enter "10". Step 8. The employee worked their regular scheduled hours for the remainder of the

week. Therefore, no additional time entry is required.



Step 11. After approval and Time Administration has processed, the system will automatically calculate the hours and apply them to the applicable totals (Comp Time or FLSA Overtime) based on your Exempt or Non-Exempt status.


Entering Time for Flex Schedule

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 6: Entering Time for a Flex Schedule

Procedure The TRC FLEXS (Flex Schedule) enables you to flex your schedule. In this lesson, an Exception Time Reporter was asked by their manager to work on a Saturday rather than on their scheduled work day. On Thursdays, the employee normally works eight hours.


Step 2. Click the Search button. Step 3. Remember, the Exception Time Reporter was asked by their manager to work on

Saturday instead of Thursday.

The employee is going to reflect this change on the Timesheet.

Step 4. It is important to note: Exception Time Reporters only need to make changes to their Timesheet when it is different from their schedule.

Notice how the employee's schedule on 10/11 reflects eight hours. The employee is not going to work on Thursday. If the employee does not adjust their schedule, they will inaccurately bank Comp Time or Overtime.


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Step 5. When flexing your schedule use the TRC FLEXS. Click the Look up Time Reporting Code (Alt+5) button. Step 6. Click the FLEXS link. Step 7. The employee will enter eight hours of FLEXS time on Thursday.

Enter the desired information into the Thu 10/11 8.00 field. Enter "8".

Step 8. Since different TRCs need its own unique line, the employee must enter the REGHR Time Reporting Code to indicate that they are working on Saturday.

Click the Add a New Line for Monday 10/01/2018 to Monday 10/15/2018 button.

Step 9. The time worked on the unscheduled day will be charged to regular time. Enter the desired information into the Time Reporting Code field. Enter "reghr". Step 10. Enter the desired information into the Sat 10/13 0.00 field. Enter "8".

Step 11. The employee's timesheet now reflects the time worked on the unscheduled day

and the time not worked on the scheduled day.




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Entering Annual Leave Taken

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 7: Entering Annual Leave Taken

Procedure In this lesson, you will learn how to enter Annual Leave. The Exception Time Reporter will enter eight hours of Annual Leave on 10/22/18.




Step 4. Click the ANLVT link.





Entering Sick Time Taken

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 8: Entering Sick Time Taken

Procedure In this lesson, you will learn how to enter Sick Leave. The employee is scheduled to work eight hours on 10/9/18, but becomes ill and leaves work four hours early. Remember: Exception Time Reporters only need to enter additional time worked or leave time taken on their timesheet.



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Step 3. The Sick Time Balance displayed at the top for this employee's timesheet is 88.00 hours.

To enter sick time on the timesheet the employee must use the correct TRC.

Add a new row for the new Time Reporting Code SICKT.

Step 4. Click the Add a New Line for Monday 10/01/2018 to Monday 10/15/2018 button.



Step 7. Click the SICKT link.





Step 12. Look at the Leave Balances and notice that the 4 hours of sick time is pending approval and the new Available balance is displayed.

Once the Sick Time is approved by the manager, it will be processed by Time Administration.


End of Procedure.

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Entering Regular Comp Time Taken

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 9: Entering Regular Comp Time Taken

Procedure In this lesson, you will learn how to enter Regular Comp Time taken. The employee will not work his/her scheduled hours on 10/10/18 instead they are going to take nine hours of Comp Time. (This employee has an unusual work schedule.)



Step 3. Click the COMPT link.

Step 4. Enter the desired information into the Wed 10/10 9.00 field. Enter "9.00".



Step 7. The nine hours that were entered are now in Pending Approval status in the Regular Comptime Leave balance.

Once the manager approves and the Time Administration process runs, the Current and Pending Approval hours will be adjusted, accordingly.


End of Procedure.

Entering FLSA Overtime Taken

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 10: Entering FLSA Overtime Taken

Procedure In this lesson, you will learn how to take banked overtime. The employee will not work their regular hours on 11/1/18 instead they will use FLSA overtime hours as their leave time.


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Step 1. Click the Calendar Date (Alt+5) button.

Step 2. Click the Drop Down button.

Step 3. Click the November list item.



Step 6. The employee is going to use FLSA Overtime to take a day off.


Step 8. The Time Reporting Code for Banked Overtime Taken is "FLSAT".

Click the FLSAT link.

Step 9. Enter the desired information into the Thu 11/1 10.00 field. Enter "10.00".



Step 12. The ten hours the employee recorded for FLSAT leave is in a Pending Approval status.

Once the time is approved by the manager, Time Administration process the hours.


End of Procedure.

Entering Leave Without Pay

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 11: Entering Leave Without Pay

Procedure In this lesson, you will learn how to enter leave without pay. The employee has no leave time available but needs to take off on their scheduled work days 11/5 and 11/6. (This employee has an unusual work schedule.)

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Step 1. The employee was absent from work without pay for two days. The employee will enter it on the timesheet.

Click the Calendar Date (Alt+5) button.


Step 3. Click the November list item.

Step 4. Click the 1 object.


Step 6. Click the Add a New Line for Thursday 11/01/2018 to Thursday 11/15/2018 button.



Step 9. Various Leave Without Pay options are available. You would select the option that is applicable to your situation.

Step 10. In this example, we will select the Leave Without Pay - Employee (LWPEO) option.

Click the LWPEO link.

Step 11. You will enter the scheduled hours not worked.





Step 15. The time has been entered on the days the employee was absent and has been submitted for approval to the manager.

Click the OK button.


End of Procedure.


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Entering Time Worked on a Scheduled Holiday

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 12: Entering Time Worked on a Scheduled Holiday

Procedure In this lesson, you will learn how to enter hours worked on a holiday. Note: If you are scheduled on a holiday and do not work on the holiday, you do not enter any hours. The system will compensate the employee according to their eligibility.


Step 2. For an employee whose holiday falls on a regularly scheduled workday and the employee works, the only timesheet entry made is REGHW for the number of hours worked for the day.

In this example, the employee worked eight hours on Thanksgiving.



Step 5. Click the REGHW link.

Step 6. Enter the number of hours that the employee worked on the holiday.

Enter the desired information into the Thu 11/22 8.00 field. Enter "8.00".


Step 8. The system reminds you that this is a holiday.



Step 10. Listed below are other options relating to Holiday hours:

Non-Scheduled Holiday: If a holiday falls on a day that the employee is not scheduled and the employee physically works the holiday, then the employee enters their hours worked with the REGHR TRC. This will result in the employee banking comp time for the hours worked. The employee will also earn COMPH in their Comp Time leave balance to account for holiday hours they are eligible for. This will allow them to take the hours for the holiday on another day (Holiday Bank).

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Work More Than The Authorized Hours: If an employee is authorized for 8 hours on a holiday, but is scheduled for 10 hours and physically works 10 hours, then the employee needs to enter 8 hours REGHW and 2 hours REGHR. If this same employee does not work on the holiday, then they need to enter 2 hours of Leave on the holiday, or CAPPS will automatically deduct available leave up to 2 hours or create an exception if 2 hours of leave is not available.

(Note: The available leave must be from one leave type.)


End of Procedure.

Entering Optional Holiday Time Taken and Work a Holiday

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 13: Entering Optional Holiday Time Taken and Work a Holiday

Procedure In this lesson, you will learn how to take an Optional Holiday. The employee has taken 9/21/17, Rosh Hashanah, as an Optional Holiday. To make up for the Optional Holiday, the employee worked on 3/2/18, Texas Independence Day. This is considered a Skeleton Crew Day.

Step 1. Click in the Date field.

Click the (x) delete to clear the date that exists.

Step 2. Enter the desired information into the Date field. Enter "09012017".


Step 4. The employee has to add a new line to enter the Time Reporting Code for the optional holiday.

Click the Add a New Line for Saturday 09/16/2017 to Sunday 10/01/2017 button.

Step 5. The TRC for an Optional Holiday is OHCPT.

Enter the desired information into the Time Reporting Code field. Enter "ohcpt".


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Step 7. Click the OHCPT link.

Step 8. Enter the desired information into the Thu 9/21 0.00 field. Enter "8.00".



Step 11. Notice the Optional Holiday information at the top of the timesheet with the Leave Balances.

It shows the 8 hours of optional holiday time in a pending approval status with an available balance of -8.00 hours. Before the end of the fiscal year, the employee will have to work on a holiday to replace the time, or pay for the time taken. The optional holiday balance can only be negative until the end of the fiscal year.

Step 12. Employees also have the option to work the holiday and have a positive balance and take another optional holiday off at a later time. At the end of the fiscal year the balance must be zero. If the balance is a positive number the employee will lose the hours.

Step 13. Click the Return to Search link.

Step 14. Click in the Date field.

Click the (x) delete to clear the date that exists.

Step 15. The employee worked on Texas Independence Day so the -8 balance will move back to zero.

Enter the desired information into the Date field. Enter "03012018".


Step 17. Click the Add a New Line for Thursday 03/01/2018 to Thursday 03/15/2018 button.

Step 18. The TRC for an Regular Holiday in Lieu of Optional Holiday is (REGOH).

Enter the desired information into the Time Reporting Code field. Enter "regoh".


Step 20. Click the REGOH link.

Step 21. Enter the desired information into the Fri 3/2 0.00 field. Enter "8.00".

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Step 26. After the hours have been approved by the manager and have been processed through Time Administration, the Optional Holiday hours balance is 0.


End of Procedure.

Allocating Time Worked Multiple Labor Account Codes

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 14: Allocating Time Worked to a Labor Account Code

Procedure In this lesson, you will learn how to assign two different Labor Account Codes (LACs) for time worked. This example is using a timesheet for a Positive employee however the entries apply to Exception Hourly employees as well. Training Star's manager has assigned him/her to work on two projects: Project 1234 and Project 2345. Training Star must split their time worked by working 4 hours on Project 1234 and 4 hours on Project 2345 on December 10 & 11. Hours worked: 12/10 & 12/11 - Project 1234 (4 Regular Scheduled Hours) 12/10 & 12/11 - Project 2345 (4 Regular Scheduled Hours)

Step 1. Remember the date will default to the first day of the current month.

In this example, you will change the date to December 1st by typing in the field instead of using the Calendar button.

Click in the Date field.

Step 2. Enter the desired information into the Date field. Enter "12/01/2018".


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Step 4. Labor Account Codes (LAC) are used to track hours worked to a specific work assignment, such as a project.

As you learned earlier in this course, every time you use a different TRC to report hours worked or leave time taken, you must use a separate line within that grid. You follow this same rule when allocating hours to a Labor Account Code. Each unique LAC will also require its own separate line on the timesheet grid.

Step 5. Click the Add a New Line for Saturday 12/01/2018 to Saturday 12/15/2018 button.


Step 7. You will enter the hours worked.




Step 10. You should have received the LAC from the manager. You may enter the first few characters of the LAC to shorten the search for this field.

Enter the desired information into the Labor Account Code field. Enter "Project 1".


Step 12. Click the Look up Labor Account Code (Alt+5) button.

Step 13. NOTE: Applicable LACs for your agency will be listed in the search results.

Step 14. Your manager should provide you with the LAC information that he/she assigned you to work. If you do not know what LAC to select, do not select one, and refer to your manager for assistance.

Click the Project 1234 link.


Step 15. Click the Add a New Line for Saturday 12/01/2018 to Saturday 12/15/2018 button.

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Step 20. Enter the desired information into the Labor Account Code field. Enter "project 2".


Step 22. Click the Look up Labor Account Code (Alt+5) button.

Step 23. Click the Project 2345 link.




Step 27. You just learned how to allocate hours worked to two separate Labor Account Codes (Project 1234 and Project 2345).

All of the Regular Hours Worked are on the same line but the hours requiring different LACs are on separate lines.


End of Procedure.


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Certifying Employee Time

Section 1 - Lesson 3 Exception Time Reporters Exercises - Scenario 15: Certifying Employee Time

Procedure In this lesson, you will learn how to certify time using the Time Certification page.

Step 1. Agencies can instruct their employees to certify their time by accessing the Time Certification page and clicking on E-Sign & Certify.

Click the Time Certification link.

Step 2. The Federally Funded option will be grayed out unless it is applicable to an agency.

Step 3. Information contained in the Instructional Text will vary per Agency.

Step 4. Click the E-Sign & Certify button.


Step 6. Notice how the save action marked the Time Certification with a Date/Time Stamp.


End of Procedure.

Lesson 5 - View Time and Leave Balances

Section 1, Lesson 5

View Time and Leave Balances

Viewing Leave Balances/Expirations

Section 1 - Lesson 5 Exercises - Scenario 1: Viewing Leave Balances/Expirations

Procedure In this lesson, you will learn how to view Leave Balances and Expirations.

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Step 1. Click the Leave Balances link.

Step 2. This is the Leave Balances page and it is displaying the details for all of the employee's Leave Balances (in hours).

Employees can view additional details for each specific Leave Type.

Step 3. You can select any of the Leave Types for additional details. In this example, you will view the Balances for Annual Leave.

Click the 205.00 hour link.

Step 4. Leave Balance information appears at the top of the page.

Notice at the bottom there is an Expiration Date for the Leave Type and the number of Expiring Hours, if applicable.

Step 5. Click the Return to Leave Balances link.


End of Procedure.

Running EE Monthly Time Report

Section 1 - Lesson 5 Exercises - Scenario 2: Running the Employee Monthly Time Report

Procedure This report will display beginning and ending balances for all types of leave. It can be run any time during the current month for the previous month's data.

Step 1. Be sure to select the Monthly Time Report option.

Your selection will be highlighted in green.

Step 2. You will run this Employee Monthly Time Report for the month of September 2018.

Click the Calendar As Of Date (Alt+5) button.


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Step 4. Click the September list item.


Step 6. Click the Run Report button.

Step 7. This is a sample report.

It will contain your Job Information at the top of the page and any Leave Amounts within the fields listed.

It can be run any time during the current month for the previous month's data.


Step 9. The second page is where you can sign off on the Certification.

Click the Close Tab (Ctrl+W) button.



End of Procedure.

Section 2 - eProfile

Section 2 - eProfile

Section 2 - eProfile has 1 lesson:

Lesson 1 - eProfile Human Resources

Lesson 1 - eProfile Human Resources

Section 2, Lesson 1

eProfile Human Resources

Viewing/Editing Emergency Contacts

Section 2 - Lesson 1 Exercises - Scenario 1: Viewing/Editing Emergency Contacts

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Procedure In this lesson, you will learn how to: 1. Add Emergency Contacts 2. Replace an existing Emergency Contact

Step 1. Click the Emergency Contacts link.

Step 2. There are no Emergency Contacts currently existing.

Click the Add Emergency Contact button.

Step 3. You will enter the first and last name of the Emergency Contact.

In this example, you will use Employee Emergency1.

Enter the desired information into the Contact Name field. Enter "Employee Emergency1".

Step 4. You will enter the relationship between you and this Emergency Contact from the list provided.

Click the Relationship list.

Step 5. Click the Spouse list item.

Step 6. Notice that there is a Preferred checkbox.

This checkbox is used to indicate your preference of whom to contact first in the case of an emergency.

Step 7. You may add an Address for this Contact but it isn't required.

In this lesson, you will skip adding an address.

Step 8. A Phone Number is required for your Emergency Contacts.

Click the Add Phone Number button.

Step 9. Click the Type list.


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Step 10. Click the Personal Cell list item.

Step 11. Enter the desired information into the Number field. Enter "512-111-1111".

Step 12. Click the Done button.

Step 13. Click the Save button.

Step 14. The first Emergency Contact is listed as preferred since there is only one contact listed.

Step 15. You will add another Emergency Contact.

Click the Add Emergency Contact button.

Step 16. You will enter the first and last name of your second Emergency Contact.

In this example, you use will EmployeeEmergency2.

Enter the desired information into the Contact Name field. Enter "EmployeeEmergency2".

Step 17. Click the Relationship list.

Step 18. Click the Adult Child list item.

Step 19. Click the Add Phone Number button.



Step 22. Enter the desired information into the Number field. Enter "512-000-0000".



Step 25. Now both of the Emergency Contacts are listed.

Let's make a change to the Preferred Contact.

Step 26. You will make EmployeeEmergency 2 (Adult Child) the preferred contact.

Click the Adult Child arrow.

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Step 27. Click the Preferred option.


Step 29. In this next example, you want to change the second contact to a different person.

Step 30. Click the EmployeeEmergency2 arrow.

Step 31. Click in the Contact Name field. Step 32. Clicking the (x) will delete the existing entry. Step 33. You would simply enter a new name in the Contact Name field.

Step 34. Enter the desired information into the Contact Name field. Enter "Emergency4".

Step 35. You will change the Relationship, if applicable.

Click the Relationship list.

Step 36. Click the Grandchild list item.

Step 37. You would like for this contact to be the Preferred contact so leave the Preferred checkbox checked.

Step 38. You will change the phone number since this is a different person.

Step 39. Click the Personal Cell arrow.

Step 40. Click in the Number field.

Step 41. Enter the desired information into the Number field. Enter "1113334444".




Step 45. End of Procedure.


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Viewing/Editing a Phone Number

Section 2 - Lesson 1 Exercises - Scenario 2: Viewing/Editing a Phone Number

Procedure In this lesson, you will learn how to: 1) Add phone numbers using Contact Details 2) Assign a Primary Contact phone number 3) Delete an existing phone number

Step 1. Click the Contact Details link.

Step 2. In this example, there are no existing contact details.

You will add a Home Phone number.

Click the Add Phone button.

Step 3. This menu lists various types of phone numbers that you can designate for the phone number that is being added.

Click the Type list.

Step 4. In this example, you will designate the phone number as a Home phone number.

Click the Home list item.

Step 5. Since there is only one phone number existing, the system automatically defaults this number as the preferred number for you to be contacted.



Step 8. The Home Phone number now exists on the Contact Details page as the preferred contact number.

Step 9. In this example, you will add a Personal Cell Phone number.

Click the Add Phone button.



Step 12. Instead of the Home number being the preferred number to be contacted, you want to be contacted using your Personal Cell.

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Click the Preferred option.



Step 15. Both numbers now appear on the Contact Details page with the Cell number selected as Preferred.

Next, you will delete an existing phone number.

Step 16. To open up the details for a specific number listed, you will select the Contact Details Type.

In this example, you will select the Home Number.

Click the Home arrow.

Step 17. Notice that once you opened the details for an existing number, the Preferred checkbox is open.

This page is where you can select a different number as your preference to be contacted, change the existing phone number or to simply delete the phone number.

Step 18. In this example, you will delete the phone number.

Click the Delete button.

Step 19. The system wants you to confirm that you really want to delete the Home phone number.

Click the Yes button.

Step 20. The Home Phone number is deleted from the Contact Details list.


End of Procedure.


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Viewing/Editing a Home Address

Section 2 - Lesson 1 Exercises - Scenario 3: Viewing/Editing Home Address

Procedure Home Addresses are effective dated. This means that you change an address as of a specific date. In this lesson, you will learn how to change a Home Address and make it effective as of 11/26/18. Note: for security purposes real names, addresses, and phone numbers have not been used.

Step 1. Click the Collapse Menu button.

Step 2. Click the Current arrow.

Step 3. The 'Change As Of' date is the date you want the new address to take effect. The system defaults the current date but you can change it.

In this example, the new address will take effect on 11/26/18.

Click the Calendar Change As Of (Alt+5) button.


Step 5. Click in the Address 1 field.

Step 6. Enter the desired information into the Address 1 field. Enter "1234 Personal Avenue”.

Step 7. Click in the City field.

Step 8. Enter the desired information into the City field. Enter "Round Rock".

Step 9. Click in the Postal field.

Step 10. Enter the desired information into the Postal field. Enter "78665".

Step 11. The County Code is a required field.

Click the Look up County (Alt+5) button.

Step 12. You may scroll to locate the code or to save time use the Search Criteria option.

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Click the Search Criteria link.

Step 13. You can enter the first few characters of the County Name in the Description field.

In this example, the county name is Williamson.

Enter the desired information into the Description field. Enter "will".


Step 15. You can select any text on the line for Williamson County.

Click the TX-WILLMSN link.

Step 16. The County code was populated from your selection.

Step 17. Remember to click the Save button before navigating to a different page.

If you do NOT click the Save button the information will be lost.

Click the Save button.

Step 18. The new Home Address is added with the requested effective date.

Step 19. Congratulations! You have successfully completed this lesson.

End of Procedure.

Requesting a Name Change

Section 2 - Lesson 1 Exercises - Scenario 4: Requesting a Name Change

Note: This functionality is not available to users in agencies which selected Manager Self Sevice (MSS) Lite.

Procedure In this lesson, you will learn how to change your name in CAPPS. This is generally due to a marriage, divorce, adoption, or another type of a legal name change. Note: for security purposes real names, addresses, and phone numbers have not been used.

Step 1. Click the Name link.


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Step 3. Click the Current arrow.

Step 4. NOTE: The 'Change As Of' date is the date the name change will take effect in the system. This date may be changed, if needed.

Click the Calendar Change As Of (Alt+5) button.

Step 5. You want to make the name change effective 12/1/18.

Click the list.

Step 6. Click the December list item.


Step 8. Click in the Last Name field.

Select the (x) to delete the text in the field.

Step 9. Enter the desired information into the Last Name field. Enter "Starlet".


Step 11. Review the displayed names for accuracy.

The name that appears at the very bottom should be in a Last Name, First Name format.


Step 13. The new last name is listed with the requested effective date.

You will also receive an email confirming that the name change request has been submitted to your manager for approval.

Step 14. NOTE: Some agencies may request that documentation is provided to the Human Resources representative.


End of Procedure.

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Using the Information Release Indicator

Section 2 - Lesson 1 Exercises - Scenario 5: Using the Information Release Indicator Page

Procedure In this lesson, you will learn how to designate whether or not Personal Information is released to the public.

Step 1. Click the Release Indicators/CPO link.


Step 3. NOTE: It is important that you read and understand the statements on this page before selecting an indicator.

If you need assistance before completing this page, contact your Human Resources Representative.

Step 4. You may elect to have All, None or Only Specific Information released to the public.

You will make selections using this page. The default will be None until an employee changes the Information Release options to 'Y' for Yes.

Step 5. In this example, there is (N) - NO Information being released to the Public.

Step 6. If you decide to release your Emergency Contact information to the public then you would change N to Y (Yes) in the field provided.

Click the Emergency Contact Information list.

Step 7. Click the Y list item.



Step 10. You may also elect to have All of your information released.

Click the Release All Information option.

Step 11. Selecting the 'Release All Information' option changes the fields below to 'Y'.


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This is indicating that all of your information will be released to the public.

Step 12. Click the Release No Information option.

Step 13. Selecting the 'Release No Information' option changes the fields below to 'N'.

This is indicating that your information will not be released to the public.


Step 15. Commissioned Peace Officers will automatically have the selections marked 'N' for No public release of information.


End of Procedure.

Designating BRP Options

Section 2 - Lesson 1 Exercises - Scenario 6: Designating BRP Leveling / Non-Leveling Options

Benefit Retirement Pay (BRP) is additional compensation authorized by the Texas Legislature in 1995 to offset the loss of State-paid Social Security contributions. The maximum amount that eligible employees may receive per year varies depending on the retirement system in which they participate, if applicable. To be eligible to receive BRP, an employee must have been employed by the State and subject to FICA taxes on August 31, 1995 and meet some additional requirements:

1) Have been continuously employed since Aug. 31, 1995 or

2) Have been eligible for BRP at the time of leaving State employment and then returned to State employment within 30 consecutive calendar days, or

3) Meet certain eligibility requirements for return-to-work retirees.

At the end of each year, employees that are eligible for Benefit Replacement Pay (BRP) are given the option to change how they will receive this compensation for the next calendar year.

Employees receiving BRP have already elected to receive their BRP either Leveled or Unleveled.

Leveled allows you to receive the same BRP payment amount each month of the year. You are only entitled to receive BRP compensation for periods worked. If you terminate or go on leave without pay during the year, your BRP may be affected. The option to Level takes effect at the beginning of the calendar year and may not be changed during the year.

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With Unleveled, BRP payment amounts will be higher for the first several months of the calendar year. Your gross pay will drop once you have received the maximum BRP amount of $1026.86 for the calendar year. Eligible return to work retirees will receive a maximum BRP amount of $965.25 for the calendar year.

Retirement/Termination Guidelines:

1. If you are planning to retire or terminate during calendar year 2019, you should NOT Level. If you anticipate being on Leave Without Pay (LWOP) for more than a calendar month, you should NOT Level. Also, if you are a Return to Work Retiree, it is recommended that you do NOT Level.

2. If you do not Level, you will receive your full BRP benefit during the first 2 to 6 months of the yeardepending on your salary. BRP increases your salary during these months and is included as part of the Employee Retirement System’s highest salary calculation for retirement purposes.

There is an open enrollment period every year between late November through the beginning of December.

Procedure In this lesson, you will learn how to designate your Benefits Replacement Pay (BRP) option.

Step 1. Click the BRP Enrollment link.

Step 2. Only eligible employees will be able to make a BRP Enrollment.

If the employee selects BRP Enrollment, and is not eligible, they will receive the following message.

Step 3. In this example, Training Star is eligible and can move on.

Click the Collapse Menu button.

Step 4. On this page you will select how you would like to receive your Benefit Replacement Pay (BRP).

Leveled - allows you to receive the same BRP payment amount each month of the year. You are only eligible to receive BRP compensation for periods worked.

Unleveled - BRP payment amounts will be higher for the first several months of the calendar year. Your gross pay will drop once you have received the maximum BRP amount of $1026.86 for the calendar year.

Step 5. Retirement/Termination Guidelines:


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1. If you are planning to retire or terminate during calendar year, you should NOT Level. If you anticipate being on Leave Without Pay (LWOP) for more than a calendar month, you should NOT Level. Also, if you are a Return to Work Retiree, it is recommended that you do NOT Level.

2. If you do not Level, you will receive your full BRP benefit during the first 2 to 6 months of the year, depending on your salary. BRP increases your salary during these months and is included as part of the Employee Retirement System’s highest salary calculation for retirement purposes.

Step 6. Once you choose the BRP Indicator either Leveled or Unleveled, you must remember to click the Save button before navigating to a different page.

If you do NOT click the Save button, the information will be lost.

Click the Save button.


End of Procedure.

Section 3 - ePay

Section 3 - ePay

Section 3 - ePay has 4 lessons:

Lesson 1 - Earnings

Lesson 2 - Direct Deposit

Lesson 3 - Deductions

Lesson 4 - Taxes

Lesson 1 - Earnings

Section 3, Lesson 1

View and Print Earnings Statement

Viewing/Printing Earnings Statement

Section 3 - Lesson 1 Exercises - Scenario 1: Viewing/Printing Earnings Statement

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Procedure Your Earnings Statement is your paycheck. In this lesson, you will learn how to view and print your Earnings Statement. Note: For security purposes, information within this lesson have been changed.

Step 1. This Payroll menu contains links for you to make changes that may impact pay or to simply view payroll related information.

Step 2. The green highlight tells you the selected menu item (Paychecks).

Step 3. The Payroll Paychecks page lists all of the earning statements that have been generated in CAPPS.

Step 4. The system displays a maximum of four checks initially. In order to see additional checks, you will use the Filter.

Step 5. Click the Filter button.

Step 6. The Filter allows you to enter a date range for the checks that you would like to view.

In this example, you want to view checks from 01/01/2018 to 07/02/2018.

Click the Calendar From (Alt+5) button.


Step 8. Click the January list item.


Step 10. The date range is set.

Click the Done button.

Step 11. Additional checks are displayed from the dates that you entered in the date range fields.

Step 12. In this example, you will review a paycheck for Check Date 07/02/2018.

You are able to select any of the wording on the line with the Check Date. The line will highlight in yellow.


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Click the 07/02/2018 link. Step 13. The Earnings Statement for the check date you selected will appear.

The top and middle portion of the Earnings Statement contains General, Tax Data and Paycheck Summary information.

Step 14. More details can be viewed below.


Step 15. The remaining portion of the Earnings Statement contains Before and After Tax Deductions, Employer Paid Benefits and Net Pay Distribution (Banking Information).

Step 16. Next, you will print the Earnings Statement.


Step 17. Right-click the Blank whitespace.

Step 18. Click the Select all menu.

Step 19. You should see a blue highlighted boxes around all of the text on the page.

Note: In this example, the entire page is highlighted. (You will not see the entire page highlighted).

Step 20. Right-click the Blank whitespace.

Step 21. Click the Print preview... menu.

Step 22. Click the Screen list item.

Step 23. Click the As selected on screen list item.

Step 24. Click the % list.

Step 25. Click the 50% list item.

Step 26. Click the Print button.

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Step 27. Under the Page Range section: Select the Pages option and 1 page.

Click the Pages: option.

Step 28. You will continue to Print by selecting the Print Button.

Step 29. In training, you will Cancel instead.

Click the Cancel button.

Step 30. Click the Close button.

Step 31. To close the View Paycheck page, Step 32. Click the Close button. Step 33. You are back on the Payroll Paychecks page.

You may select a different link to the left to continue working with Payroll related information or you may use the Home button to go back to the Portal or simply Sign Out.

In this example, you will Sign Out.

Step 34. Click the Action List button.

Step 35. Click the Sign Out link.


End of Procedure.

Viewing Compensation History

Section 3 - Lesson 1 Exercises - Scenario 2: Viewing Compensation History

Procedure The Compensation History page allows you to view promotion, data, and pay rate changes.

Step 1. Click the View Compensation History link.



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Step 3. Compensation History is displayed according to the entries in the From and To Date fields.

Step 4. There is only one action that was performed in 2018. It was a Data Change on 9/1/2018.

Step 5. Now you want to review the Salary History for Training Star's last promotion.

This promotion occurred sometime in 2014. The specific date during that year is unknown.

Step 6. You will enter in the From Date (January 1st) and in the To Date field (December 31st).

If you know the specific date then you would enter the dates in the From and To Date fields.

Click the Calendar From (Alt+5) button.

Step 7. Click the list.

Step 8. Click the 2014 list item.


Step 10. Click the Calendar To Date (Alt+5) button.




Step 14. Click the December list item.


Step 16. Click the Refresh Data button.

This will retrieve any new information for the dates you selected.

Step 17. Notice how Training Star's promotion is displayed. The promotion was dated 06/18/2014.

In order for it to appear in the results window, the applicable date range or specific date must be entered.

Step 18. You can review the Salary Change Summary for the Promotion.

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Click the 06/18/2014 link.


Step 20. Click the Return to Compensation History link.


End of Procedure.

Lesson 2 - Direct Deposit

Section 3, Lesson 2

Add or Change Direct Deposit Information

Viewing/Editing Direct Deposit Details

Section 3 - Lesson 2 Exercises - Scenario 1: Viewing/Editing Direct Deposit

Procedure In this lesson, you will learn how to view and edit your direct deposit information.

Step 1. Click the View/Edit Direct Deposit link.


Step 3. The current Direct Deposit information is displayed.

It is important to note that in CAPPS there can only be one account set up for direct deposit.

Step 4. To view Direct Deposit details, you will select the Account Type that is listed. The Account Type will either be Savings or Checking.

In this example, the Account Type is Savings.

Click the Savings link.


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Step 5. The Direct Deposit Detail page automatically displays. This page contains banking detail information.

Click the Return to Direct Deposit link.

Step 6. Now, you will edit the direct deposit information.

Training Star is changing his/her direct deposit from a Savings account to a Checking account. Both accounts are at the same bank.

Click the Edit button.

Step 7. In this example, the Checking account has the same routing number as the Savings but for demonstration purposes you will enter the Routing Number.

If you know the Routing Number, you can type it directly in the box.

If you do not know the Routing Number, you can use the Look Up Glass to locate your bank's Routing Number.

Click in the Routing Number field.

Step 8. Enter the desired information into the Routing Number field. Enter "123456789".



Step 11. Click in the Account Number field.

Click the (x) delete icon to remove the existing account number.

Step 12. You will enter Training Star's new account number.

Enter the desired information into the Account Number field. Enter "22233344444".

Step 13. The Retype Account Number field will be greyed out until you tab out of the Account Number field.

Press [Tab].

Step 14. Enter the desired information into the Retype Account Number field. Enter "22233344444".

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Step 15. The Account Type is Checking.

Click the Account Type list.

Step 16. Click the Checking list item.

Step 17. You will never select 'Yes' for the International ACH Bank Account being outside of the United States.

If Yes is selected, Direct Deposit is inactivated and you will be locked out of Direct Deposit.

You must fill out a DD Authorization form in order to have the account reactivated. Payroll will need to make the changes for you.

Step 18. Click the I authorize the deposit of payments option.

Step 19. Click the Submit button.

Step 20. There is a green Saving Page message that appears at the top of the screen informing you that your information is Saved.


Step 21. Click the Return to Direct Deposit link.

Step 22. The Direct Deposit Details displays the latest changes.


End of Procedure.


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Lesson 3 - Deductions

Section 3, Lesson 3

View, Add, or Update Voluntary or Charitable Deductions

Adding/Editing Voluntary Deductions

Section 3 - Lesson 3 Exercises - Scenario 1: Adding/Editing Voluntary Deductions

Procedure In this lesson, you will learn how to add/edit a Voluntary Deduction with a Stop Date or a Goal Amount.

Step 1. Click the Voluntary Deductions link.


Step 3. Notice how Training Star has an existing Voluntary Deduction for Capital Credit Union.

The Deduction field identifies the amount being deducted per pay cycle.

The Goal Amount represents the total amount to be deducted.

The Goal Balance field represents the total amount deducted to date. When the Goal Balance matches the Goal Amount the deductions will stop.

Step 4. Click the Add Deduction button.

Step 5. In this example, you are adding a deduction for Access CU.

Click the Look up *Type of Deduction (Alt+5) button.

Step 6. Click the CrUn-Access CU link.

Step 7. Enter the desired information into the Enter Amount to be deducted. field. Enter "100.00".

Step 8. Option 1 - Goal Amount is used to set the total amount to be deducted.

Option 2 - Deduction Stop Date is used when you want your deductions to stop on a specific date.

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Select either Option 1 or Option 2 when entering your Voluntary Deduction.

Step 9. In this example, you will be entering a Stop Date of February 28, 2019.

Click the Calendar Option 2: Enter Deduction Stop Date (MM/DD/YYYY) (Alt+5) button.


Step 11. Click the February list item.






Step 17. In the next example, Training Star has decided to reach a Goal Amount for the Access CU Deduction instead of having a Stop Date for the deduction.

Note: In order to change an existing voluntary deduction, use the Edit button.


Step 19. Click the Edit button.

Step 20. In this example, you have decided that you want to reach a Goal Amount of $500 instead of using an actual Deduction Stop Date.

You will enter a Goal Amount in Option 1 and remove the Deduction Stop Date for Option 2.

Step 21. Enter the desired information into the Option 1: Take deduction until I reach this Goal Amount field. Enter "500.00".

Step 22. Click in the Option 2: Enter Deduction Stop Date (MM/DD/YYYY) field.

Step 23. Select the (x) Delete in the Date field to remove the date.




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Step 26. The Access CU deduction is now changed using a Goal Amount.

Once payroll runs, the Goal Balance will total the amount of deductions taken from your paycheck until the Goal Amount is reached.


End of Procedure.

Maintaining Charitable Deductions

Section 3 - Lesson 3 Exercises - Scenario 2: Maintaining Charitable Deductions

Procedure In this lesson, you will learn how to edit/delete a Charitable Deduction.

Step 1. Click the Charity Deductions link.


Step 3. After the enrollment period is over, you have the option to edit or delete existing Charitable Deductions throughout the year.

Step 4. In this example, there is an existing Charity Deduction for $15.00 that you would like to change to a $25.00 deduction.

If you have elected more than one Charity Deduction, all of them will be listed on this page with the Edit and Delete buttons for each.

Step 5. Click the Edit button.

Step 6. Click in the Enter Monthly Amount to be Deducted field.

Click the (x) Delete icon to clear the Amount to Be Deducted field.

Step 7. Enter the desired information into the Enter Monthly Amount to be Deducted field. Enter "25.00".


Step 9. The message indicates that timing impacts when the change will take effect.


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Step 10. The Deduction Amount has changed for the existing Charity Deduction.

Step 11. If you wish to Delete the deduction instead of editing it, you would simply select the Delete button then Save.


End of Procedure.

Lesson 4 - Tax

Section 3, Lesson 4

View Tax Information

Entering W-4 Tax Information

Section 3 - Lesson 4 Exercises - Scenario 1: Entering W-4 Tax Information

Procedure In this lesson, you will learn how to enter your W-4 tax information in CAPPS.

Step 1. Click the W-4 Tax Information link.

Step 2. You must collapse the Menu in order to view the entire page.

Click the Collapse Menu button.

Step 3. Before entering your W-4 tax information you should always validate that your name, social security number, and address is correct.

If your social security number is incorrect, contact your Human Resources office.

If your address is incorrect, you can correct (edit) the information in Employee Self Service by navigating back to the ESS dashboard and selecting Personal Profile > Home Address and use the edit feature to update your information.

Step 4. You will enter the number of Allowances that you are claiming.

For this example, you will enter 1 for Yourself.

Enter the desired information into the Enter total number of Allowances you are claiming field. Enter "1".


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Step 5. You will enter an amount in the Additional Amount field only if you want an additional amount to be withheld from your paycheck for taxes.

In this example, you will enter 25.00.

Enter the desired information into the Enter total number of Allowances you are claiming field. Enter "25.00".

Step 6. You will select the appropriate Tax Status - Single or Married.

In this example, you will select Married.

Click the Married option.

Step 7. If you and your spouse file taxes separately, you have the option of selecting Single status for "Married - but withhold at a Higher Single rate."

In this example, you don't want to elect withholding at a Higher Single Rate, so you will leave this box unchecked.

Step 8. If your Last name is not the same as shown on your Social Security card, you must check this box and call (800) 772-1213 to request a new Social Security card.


Step 10. Read the conditions for Claiming Exemption status.

If Claiming Exemption is not applicable to you, then you would leave the checkbox unchecked.


Step 12. CAPPS wants to confirm that the actual employee is requesting these changes therefore the Password must be entered.

You will also receive an email notifying you that your request was submitted.

Enter the desired information into the Password field. Enter "P@ssword".

Step 13. Click the Continue button.

Step 14. You will also receive an email confirmation of the W-4 changes.


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Step 15. Congratulations! You have successfully completed this lesson.

End of Procedure.

Viewing/Printing W-2 and W-2c

Section 3 - Lesson 4 Exercises - Scenario 2: Viewing/Printing W-2 and W-2c

Procedure In this lesson, you will learn how to view and print your W-2 and filing instructions.

Step 1. Click the View W-2/W-2c Forms link.



Step 4. The Tax Year displayed will be the last Tax Year.

Step 5. The Year End Form is the W-2.

Click the Year End Form link.

Step 6. Your W-2 Form will appear.

Note: For security purposes confidential information has been removed.

Step 7. Click the Printer button.

Step 8. Check to make sure you are printing to the applicable printer, then continue to Print by selecting the Print Button.

Step 9. In training, you will Cancel instead.

Click the Cancel button.

Step 10. Click the Close Tab (Ctrl+W) button.

Step 11. Next, you will view/print the Filing Instructions.

Click the Filing Instructions link.


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Step 12. Click the Print button.

Step 13. You will continue to Print by selecting the Print Button.

Step 14. In training, you will Cancel instead. Click the Cancel button.

Step 15. Click the Close Tab (Ctrl+W) button.

Step 16. You can view a different Tax Year, if needed.

Click the View a Different Tax Year link.

Step 17. The Tax Years in CAPPS will display. You would select the Tax Year of your choice to view/print.

Click the Return to Year End Form Selection link.


End of Procedure.

Providing W-2 and W-2c Consent

Section 3 - Lesson 4 Exercises - Scenario 3: Providing W-2 and W-2c Consent

Procedure In the lesson, you will learn how to consent to receive your W-2/W-2c forms electronically.

Step 1. Click the W-2/W-2c Consent link.

Step 2. To receive your W-2 electronically, you will select the 'I Consent' checkbox.

Click the Consent option.


Step 4. Enter your password (the same password that you logged in with) into the Password field.

CAPPS HR/PAYROLL

EUT Course

Page 56

Enter the desired information into the Password field. Enter "******".



End of Procedure.

Providing 1095-C Consent

Section 3 - Lesson 4 Exercises - Scenario 4: Providing 1095-C Consent

Procedure In this lesson, you will learn how to consent to receive an electronic 1095-C.

Step 1. Click the Form 1095-C Consent link.

Step 2. If you would like to consent to have the 1095-C paper statements sent to you electronically, then you will select the "I Consent" option.

Click the Yes option.


Step 4. CAPPS wants to confirm that the actual employee is requesting this change therefore the Password must be entered.

You will also receive an email notifying you that your request was submitted.

Enter the desired information into the Password field. Enter "******".


Step 6. Confirmation that your request has been submitted will display.

You will also receive an email informing you of this request.

Step 7. This is a sample email that will be sent indicating that the Benefits Dept. has received your consent.


End of Procedure.

capps hr/payroll end-user training (eut) eut course - 100...

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