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Electronic Processing of Revenues and Expenditures, Including Portal Activity (APS 029)

FPP J.001

Processing Subscription Fees – New Agencies

Processing Steps

Agencies that are new to the portal and have no existing online applications must follow the steps outlined below.

Step 1: Submitting Data and Determining the Finding of Facts

After taking actions to assess or increase occupational license issuance or renewal fees, the licensing agencies must (for each fiscal year appropriation request) furnish copies of:

  • The board meeting minutes.
  • An annual schedule of the number of license issuances or renewals and associated annual fee total.
  • Any other information supporting the estimated revenues to be generated for each biennial year under the revised fee structure.

Agencies must send those documents to:

  • The Comptroller’s office, attention Revenue Estimating Division.
    – and –
  • DIR, attention chief fiscal officer.

If the Comptroller’s office finds the information sufficient to support the projection of increased revenues, it will issue a notification letter and make the contingent appropriation available. The Comptroller’s office will send a copy of the notification letter to the agency after reviewing the license fee data.

Step 2: Setting Up the Subscription Fee Coding

After approval notification, an ACO establishes a new subscription fee appropriation in USAS.

Agencies must establish a unique PCA inferring the new appropriation and a direct strategy program code of their choice. The program code must infer a direct strategy so the associated expenses will be included for ABEST/USAS reconciliation purposes. The fund used with the new unique PCA(s) must infer a GAAP FUND TYPE 01 (if general revenue) or GAAP FUND TYPE 02 (if a special revenue fund).

Step 3: Establishing Subscription Fee Budget

The agency submits an original budget transaction in USAS with amounts identified in the notification letter. The ACO reviews and approves the transactions once the agency enters the document into USAS.

The coding block below is used to record the subscription fee budget in USAS with a document type B, batch type 1.

CAPPS logo

CAPPS agencies tracking the following appropriation numbers in CAPPS will need to enter a budget entry directly into USAS, then create a budget journal in CAPPS.

Agency Number T-Code/Title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Affected Agency 001/Establish Orig Exp. Budget

003/Establish Orig Rev. Budget
27993 (Renewals) or
28993 (Initial)
Determined by Agency

Step 4: Setting Up the Online Processing Fee Coding

Licensing agencies can charge a reasonable online processing fee to cover costs using COBJ 3879 if the maximum increase in the subscription portion on the occupational license is insufficient. The maximum increase is:

  • $5 for an annual occupational license.
  • $10 for a biennial occupational license.

After agency notification, an ACO establishes a new online processing fee appropriation in USAS. Agencies must establish a unique PCA inferring the new online processing fee appropriation (97768) and an Other Activity program code of their choice. The PCA must infer a program code in the Other Activity structure (399X) so that the expenditures captured by the PCA are not reported for ABEST/USAS reconciliation purposes. The fund used with the new unique PCA must infer a GAAP FUND TYPE 01 (if general revenue) or GAAP FUND TYPE 02 (if a special revenue fund).

Step 5: Deposit of License, Subscription and Online Processing Fees

Revenues received by agencies must be split into multiple coding blocks. The occupational license fees are deposited to the coding block(s) currently in use. The additional portion relating to subscription fees is deposited to the newly established appropriation(s) using the new PCA(s).

The coding block below is used to record an additional charge related to subscription fees in USAS.

CAPPS logo

CAPPS agencies automatically receive and import these journals from USAS using the appropriation numbers below. These journals are already recorded in USAS and will have a blank T-code in CAPPS GL.

CAPPS cash receipt agencies automatically receive the split between occupational licenses and related subscription fees through the CAPPS treasury load interface. CAPPS CR sends and posts these transactions to the CAPPS GL with a blank T-code.

Agency Number T-Code/Title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Affected Agency 195 – Record Deposited Revenue in Treasury Appropriation XXXX* Determined by Agency
* The comptroller object is the same as the occupational license fee object.

For online processing fees, comptroller object 3879 and T-code 179 are used, along with appropriation 97768. Online processing fees are only due if the license is obtained or renewed via the portal and step 4 applies.

Agencies must consider any automated collection methods (such as Lockbox and used to split deposits. Unique coding blocks may be needed to ensure the portion that is subscription fee and/or online processing fee is segregated.

Agencies may deposit the whole occupational license fee (including the subscription fee portion) into one coding block. If they do, they must reclassify the subscription fee portion to the appropriate appropriation on at least a monthly basis by the month’s last working day.

Note: It is very important to reclassify revenue by month’s end, especially if your agency uses sweep account appropriation 99906 for the initial deposit, as the fees can be swept at month’s end and will be unavailable for reclassification.

Step 6: Paying Subscription Fees

For occupational licenses, the payment of the subscription fees to DIR via RTI is not automated. Agencies must submit a monthly report of subscription activity as directed in the interagency contract agreement with DIR. The submitted report will be used to generate an invoice, which includes payment terms and RTI instructions.

The payments are made in USAS using the coding information below with a document type T, batch type 4. Subscription fee payments will have a unique RTI; refer to the invoice for the appropriate RTI number before processing payment.

Agency Number T-Code/Title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA RTI
Paying Agency 225/Establish Vouchers Payable Determined by ACO 7219 Determined by Agency Refer to DIR Invoice
CAPPS logo

For CAPPS accounts payable, agencies must enter a voucher manually in CAPPS for payment of subscription fees to DIR related to occupational licenses. Use payment type T and an RTI number on the voucher line. The voucher will have an accounting entry template/T-code of 225, and will use the coding block shown above, together with the appropriate chart fields required by the agency (PCA, department ID, project, etc.) in CAPPS. Once the vouchers are processed and posted in CAPPS AP and GL, they are eligible for USAS payment processing.

Step 7: Paying the Online Processing Fee

A different coding block is used to record the payment of transaction fees, credit card fees and other charges associated with receiving payments if an online processing fee was collected to cover the agency’s costs. While some of the coding information is defined by the agency, the agency does not enter the electronic payment to USAS; it is automatically generated through the interface via a W8 document number. This online processing fee payment will be made to DIR on an automated, daily basis using the USAS coding block below.

Note: The payment is automated if the transaction does not post to default fund 9000. If the transaction posts to default, refer to Processing Exceptions – Default Deposits – Transactions Submitted to the State Treasury in this APS for more information.

Agency Number T-Code/Title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Paying Agency 265/Fees Paid by Treasury Outside USAS 97768 7219 Determined by Agency
CAPPS logo

CAPPS accounts payable W8 documents are transactions for processing fees originating from Treasury Operations and sent to USAS for recording of expenditures. USAS generates a daily history (HX) file for each CAPPS agency with all daily transactions (payment vouchers, journal vouchers, budgets journals and adjustments, etc.) processed in USAS, including the W document charges. The W8 documents for CAPPS agencies are automatically loaded from the HX file and electronically built as vouchers in CAPPS through the EDI process. During the EDI voucher build process, CAPPS will automatically assign a payment type of MAN and an accounting entry template/T-code of MAN, indicating that they will be “CAPPS adjustment only” and will not be sent to USAS for payment processing. The accounting entry template/T-code MAN will also create a journal entry in CAPPS using the comptroller object charged in USAS, which is in the HX file and credits or reduces the agency’s cash account. Some agencies track their financial data at the departmental or project level, which is not captured in USAS and is not in the HX file. CAPPS allows the defaulting or assignment of organizational values through speedchart and CAPPS system codes W document crosswalk configurations.

Agencies not using the W document interface from USAS to CAPPS through the CAPPS EDI voucher load and voucher build process must manually enter vouchers in CAPPS to record their W documents. In addition, the CAPPS system code table for W documents must be configured appropriately.

Step 8: Reviewing the Budget at Year-End

Near the end of each fiscal year, subscription fee collections are compared with original budget established, and agencies may need to increase their budget authority. To increase budget authority, agencies must use T-codes 006/009 for an amount equal to the additional revenues received (see step 3 for more information). Conversely, if an agency does not spend all the original revenue, the budget must be lapsed using T-code 039.