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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Interagency Payments and Receipts for Goods and Services (APS 014)

FPP A.028

Processing State Treasury-Only Transactions

Description

The purchasing agency enters the transaction into USAS with a Document Type T using the same transaction codes (T-code) as when paying by warrant.

Agencies can use other valid payment document types and enter a Payment Distribution Type (PDT) T on the transaction. Transactions entered using Document Type T will default to PDT T.

The selling agency provides the purchasing agency with an RTI. The purchasing agency must enter a transaction to credit the selling agency within 30 days of receiving an invoice. If the payment or contact to resolve the payment is not made, the selling agency may contact the Comptroller’s office to request assistance in obtaining payment.

System edits will ensure that the T-code used in the selling agency’s RTI and the system-generated T-code for the purchasing agency form a valid combination.

An interagency transaction payment with system-generated T-codes is created instead of a warrant. The document number (GXXXXXXX) generated substitutes for the warrant number.

Interagency transactions are not subject to prompt payment interest per Prompt Payment – Payments to Other Agencies in eXpendit (FPP I.005).

Security

The RTI system-generated transactions are created using Batch Agency 005. Agency employees must be set up in USAS with User Class 65 to view Batch Agency 005.

Entering codes and coding blocks

Purchasing Agency

The transaction will be entered by the purchasing agency using the same range of T-codes that are used when paying by warrant. This includes the T-codes used for liquidating encumbrances.

The purchasing agency enters the USAS coding block and the RTI provided by the selling agency. The agency must use the expenditure object related to the corresponding good or service purchased. The purchasing agency is required to enter an invoice number and vendor number provided by the selling agency.

Selling Agency

The USAS coding block for the selling agency will be entered on the USAS Recurring Transaction Profile (55) screen. When coding the RTI, use the revenue object for the type of revenue being received. The specific revenue object will be used in all cases where a specific revenue object exists. Use revenue object 3765 (Other Revenue: Sales of Supplies, Equipment, Services) when a more specific revenue object is not available. An RTI must include a valid T-code used for the receipt of interagency payments.

Refer to the list of Valid Combinations for Interagency Transactions for the valid T-codes for both the purchasing and selling agencies.

Using multiple RTI numbers

The selling agency may provide more than one RTI, but the purchasing agency is required to use multiple RTIs only when entering multiple transactions to fulfill object requirements. The purchasing agency is not required to use multiple RTIs to satisfy the accounting requirements of the selling agency.

Using multiple transaction numbers

All transactions profiled under an RTI must be established on a percentage basis only, not for a specific dollar amount. An RTI number may be assigned more than one transaction number when a deposit must be split between accounts. To allow this, profile multiple transactions under the same RTI number as percentages, having the total equal 100 percent.

Reusing an RTI number

Any transactions with an active status profiled under an RTI number will be part of any future RTI with the same RTI number. If the same RTI is used in a new year, the agency must change the Appropriation Year (AY) on the RTI profile before its usage. The AY should only be changed at the beginning of each fiscal year. A defined separation for an appropriation year is accomplished by using the effective start date and effective end date fields.

Refunds

If revenue received via an interagency payment must be refunded, the refunding (selling) agency must process an interagency payment using T-code 222 (Refund of Revenue). The refunded (purchasing) agency must profile an RTI using T-code 972 (Refund of Expenditure) and provide it to the refunding agency. The expenditure object on the RTI should be the same object used on the original payment.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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