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 10/09/26]
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 general revenue (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 10/09/26]
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.
Email ssa.security@cpa.texas.gov with any questions.
[posted 10/08/26]
CAPPS User Group Meetings
A CAPPS HR/Payroll user group meeting will be held Oct. 27, 9–10:30 a.m.
A CAPPS Financials user group meeting will be held Oct. 29, 9–10:30 a.m.
See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information.
[posted 10/02/26]
Reminder – Preliminary EEO Report
On Oct. 15, preliminary copies of the 2026 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. 22 – Preliminary Equal Employment Opportunity Report Acknowledgment form due.
- Oct. 27 – Data corrections due.
Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 29.
[posted 10/02/26]
Reminder –SPA/AFR Reconciliation Deadlines
State agencies must reconcile SPA ending balances with their annual financial reports (AFRs) each year. The deadlines for submitting fiscal balances in SPA and certifying Note 2 in the Capital Asset Note Submission System (CANSS) are:
- Oct. 20 – SPA balances entry for full reporting agencies.
- Nov. 1 – CANSS certification for consolidated university systems.
See SPA Fiscal Year-End Close Process (FPP N.008) for more information.
[posted 10/02/26]
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 10/02/26]
Reminder – Fiscal Management Feedback Due Oct. 2
The deadline to submit Fiscal Management’s online customer service survey is Oct. 2.
You can access the survey until close of business Friday.
The survey has three main questions that should take less than a minute to answer, plus an opportunity to provide more feedback.
If you already completed our Fiscal Management customer service survey, thank you! Your feedback helps us improve our operations and support.
Email us at fiscal.documentation@cpa.texas.gov with any questions.
[posted 10/01/26]
Budget T-Codes Effective Date Change
On Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will change to 09/01/2026.
Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount.
Contact your financial reporting analyst or appropriation control officer with questions.
[posted 09/25/26]
AFR Deadlines
The deadlines for the fiscal 2026 annual financial report (AFR) are:
- Oct. 1 for GR consolidated agencies.
- 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 will be closed to these agencies the evening of the following dates:
- Oct. 1 for GR consolidated agencies.
- Nov. 1 for unaudited full reporting 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 the agency’s financial reporting analyst.
All entries for the fiscal 2026 AFR must be backdated using an effective date of 08/32/2026.
Contact your financial reporting analyst with questions about AFR submission requirements and deadlines.
[posted 09/25/26]
Final FY26 Annual Report (Statewide Hiring Practices)
Each state agency and institution of higher education will receive a final copy of the fiscal 2026 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 5.
See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
[posted 09/25/26]
Preliminary EEO Report
On Oct. 15, preliminary copies of the 2026 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. 22 – Preliminary Equal Employment Opportunity Report Acknowledgment form due.
- Oct. 27 – Data corrections due.
Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 29.
[posted 09/25/26]
Reminder – Take Our Customer Service Survey
We care about what you think! Please take a moment to fill out Fiscal Management’s online customer service survey. We depend on your feedback to improve our operations and better meet your needs.
The survey has three main questions that should take less than a minute to answer, plus an opportunity to provide additional feedback. You can access the survey until Friday, Oct. 2.
Please share this email and survey link with any staff that may interact with Fiscal Management and our statewide systems.
Thank you in advance for your time and thoughts. Email us at fiscal.documentation@cpa.texas.gov with any questions.
[posted 09/25/26]
