Texas Prepaid Higher Education Tuition Program
Payments of Deductions; Detail Reports

Payments of Deductions

Agencies determine the amount of payments due to a specific plan by totaling the deductions for all participating employees within a payroll document. A payment is then made to the receiving entity for each payroll document. Payments are in the form of deduction warrants for funds held inside the state treasury and checks or electronic funds transfers (EFTs) for funds held outside the state treasury.

An institution of higher education may make payments by EFT using an automated clearing house (ACH) format designated by the receiving entity for the payment records. The payment records will identify the account number and the amount for each contract.

Payments may not be submitted to the receiving entity before the effective date of the warrant or check, or the settlement date of the EFT.

For payrolls paid on the first workday of the month, the institution submits the EFT transaction for deposit into the state treasury no later than the fifth workday following the settlement date of the payment transaction.

Detail Reports

A state agency or institution of higher education that makes a deduction for an employee payable to the receiving entity must submit a detail report along with the warrant or check. Each check and detail report must be specific to the plan the payment is being made to.

Report Content

The detail report must include:

• Agency name.
• Employee name.
• Employee Social Security number (for each state employee who had a salary or wage deduction).
• Account number.
• Amount per account number of the deduction made for each employee.

The report must also list any adjustments for overpayment or underpayment, such as for cancellation and reissue. The detail reported must include each payment (positive and negative) within an account number for each employee and a report total that agrees with the warrant or check issued to the receiving entity.

The agency is responsible for ensuring that the report total exactly matches the amount of the warrant or check the report details. The agency must modify the report if additional adjustments to the details are required to match the warrant or check.

For Warrants or Checks Paid on the First Workday of the Month

For warrants or checks paid on the first workday of the month, a state agency or institution of higher education must submit the detail report to the correct place of business no later than the fifth workday following the effective date of the warrant or check. The detail report must accompany the warrant or check.

For a Deduction Made on a Supplemental Payroll

If a deduction is made on a supplemental payroll, the agency or institution of higher education must submit the warrant or check for deposit into the state’s treasury and the detail report on or before the 14th of the month, or the following workday if the 14th is not a workday.

Where to Mail the Warrant or Check and Detail Report

The warrant or check and detail report may be mailed to the following addresses, depending on the plan the deduction is for:

Source

Texas Education Code, Chapter 54, Subchapters F, G and H.