USAS and CAPPS Invoice Number and Description Fields
State agencies and institutions of higher education may enter payment information in the invoice number and description fields on USAS and CAPPS transaction entry screens.
Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition.
See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
[posted 10/11/24]
Reminder – Annual Encumbrance Certification and Automated Lapsing
By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated agencies to lapse appropriation balances and submit annual certifications.)
An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years.
See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
[posted 10/11/24]
Semiannual Verification of Users’ Security Access Levels Due
Security coordinators are required to certify that their records are up to date through a semiannual security verification process that is concurrent for all Fiscal Management applications.
If you have questions, email ssa.security@cpa.texas.gov.
[posted 10/10/24]
AFR Deadlines
The deadlines for the fiscal 2024 annual financial report (AFR) are:
- Nov. 1 – for full reporting agencies submitting their unaudited AFR.
- Nov. 20 – for institutions of higher education submitting their unaudited AFR.
- Dec. 15 – for full reporting agencies including institutions of higher education publishing their audited AFR.
USAS closed Oct. 1 for GR consolidated agencies. USAS will be closed to these agencies the evening of the following dates:
- Nov. 1 – for unaudited agencies.
- Nov. 20 – for unaudited institutions of higher education.
- Dec. 1 – for audited full reporting agencies (including institutions of higher education).
The Financial Reporting section strongly recommends that agencies make and release all USAS entries related to the AFR by 7 p.m. the day before USAS closes.
Agencies must use USAS Batch Edit Mode 2 for entries made on the day USAS closes. Any later USAS entries must be made by your financial reporting analyst.
All entries for the fiscal 2024 AFR must be backdated using an effective date of 08/32/2024.
Contact your financial reporting analyst with questions about AFR submission requirements and deadlines.
[posted 10/04/24]
CAPPS User Group Meeting
A combined CAPPS HR/Payroll and Financials user group meeting will be held Oct. 24, 9 – 11 a.m.
See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available a few days before the meeting.
[posted 10/04/24]
Reminder – Preliminary EEO Report
On Oct. 17, preliminary copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads.
Deadlines:
- Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgment form due.
- Oct. 29 – Data corrections due.
Data corrections entered or submitted after Oct. 29 will not be reflected in the final report issued Oct. 31.
[posted 10/04/24]
Reminder – SPA/AFR Reconciliation Deadlines
State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs).
Deadlines for certification in the Capital Asset Note Submission System (CANSS) web application are:
- Oct. 20 – Full reporting agencies.
- Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA).
See Instructions for the CANSS Web Application for more information.
Contact your SPA analyst with questions about SPA or SPA/CANSS variances.
[posted 10/04/24]
Reminder – State Employee Charitable Campaign
The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may choose to deduct contributions to participating charities from their paychecks.
CAPPS Central will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using CAPPS Central must update their own payroll/personnel systems.
See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for participating statewide federations, local campaign areas and more information.
[posted 10/04/24]
Final Fiscal 2024 Annual Report (Statewide Hiring Practices)
Each state agency and institution of higher education will receive a final copy of the fiscal 2024 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 7.
See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
[posted 09/27/24]
Preliminary EEO Report
On Oct. 17, preliminary copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads.
Deadlines:
- Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgment form due.
- Oct. 29 – Data corrections due.
Data corrections entered or submitted after Oct. 29 will not be reflected in the final report issued Oct. 31.
[posted 09/27/24]
