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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-codes) 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 number, which the purchasing agency must enter on the transaction. The purchasing agency must enter the 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 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 generated document number (GTXXXXXX) 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), except for payments to the Texas Correctional Industries (TCI).

Security

The system-generated ITV 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 purchasing agency enters the transaction using the same range of T-codes used when paying by warrant, including T-codes used for liquidating encumbrances. The agency must include on the transaction:

  • The appropriate coding block.
  • The expenditure object related to the corresponding good or service purchased.
  • The following elements provided by the selling agency:
Selling Agency

The selling agency enters the coding block on the USAS Recurring Transaction Profile (55) screen (RTI profile). 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.

Payments for Interagency Contracts

If an agency issues a payment to another agency from General Revenue (GR) under an interagency contract (IAC), and the payee agency intends to pay state employees from those IAC proceeds, then the payee agency may draw down committed GR to cover the cost of related benefits. If the paying agency pays from a method of finance other than GR, and the payee agency intends to use IAC proceeds to pay state employees, then the payee agency must also bill for and collect the cost of related benefits. Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) contains additional information regarding the requirement that agencies collecting certain receipts, such as interagency contract proceeds, pay a proportionate share of state employee benefit costs.

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

An RTI number may be assigned more than one transaction number when a payment must be split between coding blocks. To allow this, establish RTI profiles using multiple transaction numbers (TRANS NO) under the same RTI number. Enter the percent to be allocated in the % ALLOCATED field, ensuring the total equals 100 percent.

NOTE: All transaction numbers profiled under a single RTI number must be established on a percentage basis only, not for a specific dollar amount. Using the AMOUNT field on the RTI profile results in unbalanced system-generated ITV transactions.

Reusing an RTI Number

RTI profiles with an active status profiled under an RTI number, including those with multiple transaction numbers, will be part of any future ITV with the same RTI number. If the same RTI number 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 establish an RTI profile using T-code 972 (Refund of Expenditure) and provide the RTI number to the refunding agency. The expenditure object on the RTI profile should be the same object used on the original payment.

Monitoring the ITV Process

During USAS overnight cycles, any one of the following scenarios could prevent the completion of the ITV process:

  • USAS is unable to create the system-generated ITV transactions due to invalid RTI profiles, causing the originating transaction to remain on the purchasing agency’s IT file in P-Y-4 status.
  • The system-generated ITV transactions may be generated, but due to data element, funding, or balancing errors, they are unable to process and are posted to the batch agency 005 IT file.

The ITV process must be closely monitored to ensure the system-generated ITV transactions are successfully:

  • Created.
  • Processed.
  • Paid.
  • Written to history.

For information on monitoring the ITV process, including verifying the interagency transaction payment was successfully made, see the following pages in the Reporting Requirements for the Annual Financial Reports of State Agencies and Universities (FPP A.036):