Capital Budget Rider Appropriations (APS 026)
Issued: Nov. 22, 2005
Updated: Sept. 8, 2023 – View Changes
Details
- Overview
- Definitions
- Authorized Appropriation Transfers
- Comptroller Responsibilities
- Agency Requirements
- Agency Requirements for TPFA Bond Proceeds
- Lease of Capital Assets
Resources
- Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020)
- USAS Coding Instructions (FPP Q.010)
- eXpendit
Calendar
Contact
Contact your agency’s appropriation control officer with questions on appropriations or journals. Contact your agency’s financial reporting analyst with questions on adjusting entries.
CAPPS
Contact your agency’s CAPPS support staff with CAPPS questions.
Authorized agency support staff may contact the CAPPS Help Desk at (512) 463-2277 for additional assistance.
Overview
Applicable to
State agencies.
Policy
The Texas Comptroller of Public Accounts (Comptroller’s office) requires state agencies to transfer amounts from their direct appropriations to centrally established appropriations in the Uniform Statewide Accounting System (USAS) to fund their capital budget appropriations. Agencies process payments from these unique appropriations.
Rationale
Transferring capital budget appropriations into different appropriation numbers within USAS allows the Comptroller’s office to:
- Verify appropriations are spent only for capital budget items.
- Track transfers between capital budget line items.
- Approve reappropriation of unexpended balances between appropriation years (AY).
Legal Citation
Government Code, Section 403.011; General Appropriations Act (GAA), Article IX, Section 14.03, 88th Legislature, Regular Session.
Legend
This icon indicates information applicable to the Centralized Accounting and Payroll/Personnel System (CAPPS).
Definitions
Capital Budget
Capital budget appropriations are available for the acquisition of assets with a biennial project cost or unit cost of more than $500,000.
Capital budget expenditures include:
- Acquisition of land and other real property (except for right-of-way purchases made by the Texas Department of Transportation [TxDOT]).
- Construction of buildings and facilities.
- Repairs or rehabilitation of buildings and facilities.
- Construction of roads (except for such expenditures made by the TxDOT).
- Acquisition of information resource technologies (including for purchase or contract for computer time, facility resources, maintenance and training).
- Transportation items.
- Acquisition of capital equipment and items.
- Other lease payments to the Master Lease Purchase Program (for items acquired prior to Sept. 1, 2023, only).
- Data center/shared technology services.
- Centralized Accounting and Payroll/Personnel System (CAPPS) statewide enterprise resource planning (ERP) system.
- Cybersecurity projects.
Capital Budget Riders
Capital budget riders do not make additional appropriations, but are additional restrictions placed on appropriations made by the legislature in the GAA.
These riders identify and limit the types of capital budget items agencies are allowed to purchase during a fiscal year and limit the total amount of appropriation that can be spent for such purposes. Capital budget riders also prohibit agencies from spending capital budget funds for any other purposes.
For most agencies, Rider 2 is the capital budget rider.
Authorized Appropriation Transfers
What is/is Not Allowed?
The GAA, Article IX, Section 14.03 (h) states:
- An agency may transfer appropriations:
- From a non-capital budget item to a capital budget item.
- From a capital budget item to another capital budget item.
- From a capital budget item to an additional capital budget item not presented in the agency’s bill pattern.
- Without the approval of the governor and the Legislative Budget Board:
- The amounts transferred during a fiscal year as provided by Subdivision (1) of this
Subsection (h) may not exceed 25 percent of either:
- The amount of the capital budget item, as presented in the agency’s bill pattern from which funds are being transferred or
- The amount of the capital budget item, if presented in the agency’s bill pattern, to which funds are being transferred.
- Appropriations may not be transferred directly from a non-capital budget item to an additional capital budget item not presented in the agency’s bill pattern.
- Appropriations may not be transferred to an additional capital budget item that is not presented in the agency’s bill pattern if that additional capital budget item was presented to a committee, subcommittee or working group of the 88th Legislature but was not adopted by the 88th Legislature.
- An agency that does not have a capital budget provision following its items of appropriation in this Act may not use funds appropriated by this Act for capital budget purposes.
- The amounts transferred during a fiscal year as provided by Subdivision (1) of this
Subsection (h) may not exceed 25 percent of either:
- An agency may not transfer appropriations from a capital budget item to a non-capital budget item without the prior written approval of the governor and the Legislative Budget Board.
- An agency may transfer appropriations into data center consolidation, data center services, or shared technology services as defined by Subsection (l)(2). An agency may transfer appropriations for data center consolidation or data center services, or shared technology services as defined by Government Code, Section 2054.386 after obtaining the written approval of the Legislative Budget Board.
Note: The base for calculating the 25 percent transfer is the original capital budget amount per item in the GAA.
Unexpended Balances (UB)
The GAA states that unexpended capital budget balances remaining from the first fiscal year of the biennium are reappropriated for the next fiscal year for the same purpose.
Agencies may also have authority to bring forward unexpended balances between years and between biennia based on riders unique to their agency. Unexpended balances of capital budgets between biennia must be coordinated with your appropriation control officer (ACO).
Additional Information
Additional information can be found in the GAA, Article IX, Section 14.03 or in the agency’s bill pattern.
Comptroller Responsibilities
Introduction
The Comptroller’s office assigns and profiles unique appropriation numbers in USAS for each item in an agency’s capital budget rider.
Appropriation Number Assignments
The table below shows how the Comptroller’s office assigns numbers and profiles capital budget rider appropriations.
Appropriation Type | Number Range | Effective Period |
---|---|---|
2 – Construction | 40000 – 49999 | AY plus 4 years |
1 – Non-construction | 50000 – 59999 | AY plus 2 years |
The second digit of the appropriation number represents the second digit of the legislative session for which the riders are applicable.
Example: Construction
If an agency received one capital budget appropriation from the 88th Legislative Session for construction of buildings and facilities, an appropriation number assigned to it would be 48001.
Agency Requirements
Introduction
Agencies are required to:
- Complete the Capital Budget Allocation Schedule.
- Profile Program Cost Accounts (PCAs) in USAS.
- Transfer amounts representing capital budget from direct appropriations.
Complete Capital Budget Schedules
Each July, agencies are required to complete the Capital Budget Allocation Schedule. For the schedule and a sample of a completed schedule, see Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020).
Establish Profile PCAs in USAS
Agencies must establish profile PCAs. The PCA indicates the direct strategy program code from where the capital budget is originally appropriated in the GAA.
Multiple PCAs may be established for each capital budget appropriation if combinations of direct strategies, program codes and funding sources are needed.
For more information and guidance on profiling PCAs, read about the Program Cost Account (26) profile in USAS Coding Instructions (FPP Q.010).
Establish Original Budget
Agencies are required to establish original capital budget balances by transferring amounts from their direct appropriations into the newly established capital budget appropriations for the upcoming appropriation year. These original budget transfers are due at the same time as other appropriation budgets.
Process Payments
Agencies are required to record capital budget expenditures in the appropriate capital budget appropriations. Additional information on processing payments can be found in eXpendit.
Transactions to Establish Original Capital Budget
Committed Budgets
To establish a capital budget appropriation with a committed budget, use T-codes 012 and 018. Enter the committed budget transfer in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers in CAPPS can send the transaction through CAPPS or make the USAS transaction directly into USAS. If the transaction is entered directly into USAS, then create a budget journal in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
012/Exp Appn Transfer Out | Direct Appn(s) Determined by Agency | 7000 | Determined by Agency |
018/Exp Appn Transfer In | Capital Budget Appn(s) 40000 – 59999 | 7000 | Determined by Agency |
- The three-digit agency number for the offsetting agency.
- The four-digit D23 agency fund for the offsetting agency.
- A trailing zero (0).
Collected Budgets
To fund a collected budget:
- Move cash/revenue from the direct appropriation(s) if available.
- Deposit cash/revenue directly into the capital budget appropriation.
To establish a capital budget appropriation with a collected budget, add T-codes 015 and 021.
Note: Cash must also be transferred or deposited directly to provide funding.
Enter a collected budget transfer in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers in CAPPS will need to enter a budget entry directly into USAS, then create a budget journal in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
015/Rev Appn Transfer Out | Direct Appn(s) Determined by Agency | 3000 | Determined by Agency |
012/Exp Appn Transfer Out | Direct Appn(s) Determined by Agency | 7000 | Determined by Agency |
018/Exp Appn Transfer In | Capital Budget Appn(s) 40000 – 59999 | 7000 | Determined by Agency |
021/Rev Appn Transfer In | Capital Budget Appn(s) 40000 – 59999 | 3000 | Determined by Agency |
- The three-digit agency number for the offsetting agency.
- The four-digit D23 agency fund for the offsetting agency.
- A trailing zero (0).
Revenue Transfer for Collected Budgets
Enter the revenue transfer in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers can make the USAS transaction directly into USAS. CAPPS agencies making the entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
406/Rev Transfer Out | Direct Appn(s) Determined by Agency | 3970 | Determined by Agency |
405/Rev Transfer In | Capital Budget Appn(s) 40000 – 59999 | 3970 | Determined by Agency |
Cash-Operating Transfer for Collected Budgets
Enter the cash-operating transfer in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers can send the below transactions through CAPPS or make the USAS transaction directly into USAS.
The AGL must be set up in CAPPS in Statewide>Statewide Setup>USAS Agency GL. CAPPS agencies making the below entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
404/Cash Oper Transfer Out | Direct Appn(s) Determined by Agency | 7968 | Determined by Agency |
403/Cash Oper Transfer In | Capital Budget Appn(s) 40000 – 59999 | 3968 | Determined by Agency |
- The three-digit agency number for the offsetting agency.
- The four-digit D23 agency fund for the offsetting agency.
- A trailing zero (0).
Increasing Budgets Above Capital Rider Amounts
Agencies may increase budgets for capital items per the limitations listed in Article IX, Section 14.03(h). Appropriation revisions may not be entered to increase budget authority. Follow the procedures for Committed and Collected budgets provided earlier in the Transactions to Establish Original Capital Budget subsection of this Agency Requirements section.
UB Transactions
*Committed Budgets Unexpended Balance Forward
If a capital budget appropriation was established with a committed budget, use T-codes 040 and 042 to move funds forward to the next year. Enter the committed budget unexpended balance forward in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers in CAPPS will need to enter a budget entry directly into USAS, then create a budget journal in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
040/UB Exp Transfer Out | Capital Budget Appn(s) 40000 – 59999 | 7000 | Determined by Agency |
042/UB Exp Transfer In | Capital Budget Appn(s) 40000 – 59999 | 7000 | Determined by Agency |
*Unexpended balances of capital budgets between biennia must be coordinated with your ACO.
*Collected Budgets Unexpended Balance Forward
If a capital budget appropriation was established with a collected budget, add T-codes 041 and 043. Note that cash/revenue must also be transferred to provide funding.
Enter the collected budget unexpended balance forward in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers in CAPPS will need to enter a budget entry directly into USAS, then create a budget journal in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
041/UB Rev Transfer Out | Capital Budget Appn(s) 40000 – 59999 | 3000 | Determined by Agency |
040/UB Exp Transfer Out | Capital Budget Appn(s) 40000 – 59999 | 7000 | Determined by Agency |
042/UB Exp Transfer In | Capital Budget Appn(s) 40000 – 59999 | 7000 | Determined by Agency |
043/UB Rev Transfer In | Capital Budget Appn(s) 40000 – 59999 | 3000 | Determined by Agency |
*Unexpended balances of capital budgets between biennia must be coordinated with your ACO.
Revenue Transfer Forward for Collected Budgets
To fund collected budgets, remaining cash/revenue must be carried forward.
Enter the revenue transfer forward for collected budgets in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers can make the USAS transaction directly into USAS. CAPPS agencies making the below entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
T-code/title | Appropriation Number | COBJ* | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
405/Rev Transfer In | Capital Budget Appn(s) 40000 – 59999 | 3974/3975 | Determined by Agency |
406/Rev Transfer Out | Capital Budget Appn(s) 40000 – 59999 | 3974/3975 | Determined by Agency |
*The comptroller object for the collected budget portion of the transactions above should be based on the type of funds transferred. Comptroller object 3974 is for federal funds and 3975 is for all other revenues.
Cash-Operating Transfer Forward for Collected Budgets
Enter the cash-operating transfer forward for collected budgets in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers can make the USAS transaction directly into USAS. CAPPS agencies making the below entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
403/Cash Oper Transfer In | Capital Budget Appn(s) 40000 – 59999 | 3986 | Determined by Agency |
404/Cash Oper Transfer Out | Capital Budget Appn(s) 40000 – 59999 | 7986 | Determined by Agency |
- The three-digit agency number for the offsetting agency.
- The four-digit D23 agency fund for the offsetting agency.
- A trailing zero (0).
Agency Requirements for TPFA Bond Proceeds
Introduction
If proceeds from the sale of bonds is a method of finance (MOF) for an agency’s capital budget, the Texas Public Finance Authority (TPFA) may be involved in the process.
Agencies will coordinate with the TPFA when the need for these funds arises. TPFA will coordinate with the Comptroller’s office to establish fund profiles as necessary.
Original Budgets
Appropriated Fund 0999 may be used initially because the appropriated fund for bond proceeds may not be known at the beginning of the fiscal year when an agency establishes its original budget.
Therefore, when transferring amounts representing capital budget from direct appropriations into the centrally established capital budget appropriations, Appropriated Fund 0999 may be used. See the instructions in the Agency Requirements section on how to transfer a collected budget.
Note: When establishing the D23 Agency Fund for Appropriated Fund 0999, use GAAP Fund Type 04 for Capital Projects.
Budget Reallocation
Once an appropriated fund has been assigned for the bond proceeds, an agency reallocates the MOF from Appropriated Fund 0999 to the MOF fund within the capital budget appropriation(s).
One capital budget appropriation could be financed by several bond funds. A budget reallocation will be needed for each new bond fund.
Enter the budget reallocation in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers in CAPPS will need to enter a budget entry directly into USAS, then create a budget journal in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
021R/Rev Appn Transfer In – Reverse | Capital Budget Appn(s) 40000 – 49999 | 3000 | 0999/Determined by Agency |
018R/Exp Appn Transfer In – Reverse | Capital Budget Appn(s) 40000 – 59999 | 7000 | 0999/Determined by Agency |
018/Exp Appn Transfer In | Capital Budget Appn(s) 40000 – 49999 | 7000 | Determined by TPFA/Determined by Agency |
021/Rev Appn Transfer In | Capital Budget Appn(s) 40000 – 49999 | 3000 | Determined by TPFA/Determined by Agency |
Reallocation of Proceeds
Once an appropriated fund has been issued, TPFA will request a coding block from the receiving agency. TPFA will write up an interagency transaction using a Document Type J to transfer the bond proceeds to the receiving agency and send it to TPFA’s ACO. TPFA’s ACO will enter the document and the receiving agency’s ACO should release it. TPFA/Receiving Agency transfer coding information is below.
CAPPS agencies tracking the below appropriation numbers can send the below transactions through CAPPS or make the USAS transaction directly into USAS. CAPPS agencies making the below entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
Agency | T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|---|
347 | 404 – Cash Oper Transfer Out | Direct Appn(s) Determined by TPFA | 7973 | Determined by Agency |
Receiving Agy | 403 – Cash Oper Transfer In | Direct Appn(s) Determined by Agy | 3973 | Determined by Agency |
TPFA transfers a lump sum to the agency. Each receiving agency is responsible for reallocating the proceeds, if necessary. Document Type J to reallocate TPFA receipts within the same receiving agency and AY is listed in the table below.
CAPPS agencies tracking the below appropriation numbers can send the below transactions through CAPPS or make the USAS transaction directly into USAS.
The AGL must be set up in CAPPS in Statewide>Statewide Setup>USAS Agency GL. CAPPS agencies making the below entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
Agency | T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|---|
Receiving Agy | 404 | Direct Appn(s) Determined by Agy | 7968 | Determined by Agency |
Receiving Agy | 403 | Capital Appn(s) 40000 – 49999 | 3968 | Determined by Agency |
- The three-digit agency number for the offsetting agency.
- The four-digit D23 agency fund for the offsetting agency.
- A trailing zero (0).
Use of Existing Proceeds
Under certain conditions, TPFA may direct an agency to use existing bond proceeds (cash in a particular appropriated fund) from one issuance for another capital budget item.
Under these circumstances, the bond proceeds may be moved between appropriations or even appropriation years but will remain in the same appropriated fund. See instructions above for a cash reallocation involving TPFA bond proceeds.
UB Transactions
Collected Budget Unexpended Balance Forward
Enter the collected budget unexpended balance forward in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers in CAPPS will need to enter a budget entry directly into USAS, then create a budget journal in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
041/UB Rev Transfer Out | Capital Budget Appn(s) 40000 – 49999 | 3000 | Determined by TPFA/Determined by Agency |
040/UB Exp Transfer Out | Capital Budget Appn(s) 40000 – 49999 | 7000 | Determined by TPFA/Determined by Agency |
042/UB Exp Transfer In | Capital Budget Appn(s) 40000 – 49999 | 7000 | Determined by TPFA/Determined by Agency |
043/UB Rev Transfer In | Capital Budget Appn(s) 40000 – 49999 | 3000 | Determined by TPFA/Determined by Agency |
Unexpended Balance
To fund the collected budget in the new appropriation year, any remaining cash must be carried forward.
Enter the cash transfer forward for bond proceeds in USAS using the coding blocks in the table below.
CAPPS agencies tracking the below appropriation numbers can make the USAS transaction directly into USAS. CAPPS agencies making the below entry directly into USAS will need to create a GL journal using a manual (MAN) T-code in CAPPS.
T-code/title | Appropriation Number | COBJ | Appropriated Fund/Agency Fund/PCA |
---|---|---|---|
404/Cash Oper Transfer Out | Capital Budget Appn(s) 40000 – 49999 | 7986 | Determined by TPFA/Determined by Agency |
403/Cash Oper Transfer In | Capital Budget Appn(s) 40000 – 49999 | 3986 | Determined by TPFA/Determined by Agency |
When a capital budget item is completed and cash remains in the appropriated fund at the agency, TPFA initiates a reversal of the original transfer to begin closing the fund.
- The three-digit agency number for the offsetting agency.
- The four-digit D23 agency fund for the offsetting agency.
- A trailing zero (0).
Lease of Capital Assets
GAA, Article IX, Section 14.03(g) allows agencies to lease capital assets from the amounts appropriated for capital budgets only if the agency to which the appropriation is made provides a report to the Comptroller’s office specifying the sum of the lease payments to be made during the biennium for the capital budget item being acquired. The Comptroller’s office shall reduce the appropriation made by this Act for the capital budget item in an amount equal to the difference between the appropriated amount and the sum of the lease payments for the biennium.
Date | Updates |
---|---|
09/08/2023 | Updated through the acts of the 88th Legislature, Regular Session |
09/10/2021 | Updated through the acts of the 87th Legislature, Regular Session |
09/06/2019 | Updated through the acts of the 86th Legislature, Regular Session |