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Prompt Payment – USAS Instructions
Payment Due Date and Requested Payment Date

Agencies must submit the Payment Due Date and the Requested Payment Date (if applicable) on the Pre-Enc/Enc/Expend Transaction Entry (505) screen:

  • Agencies must determine the Payment Due Date for each payment transaction and submit the date in the PMT DUE DATE field. This requirement includes all non-payroll payment transactions even if the payment is not subject to the prompt payment law.
  • USAS uses the Payment Due Date to determine when to liquidate a payment so that it will be distributed at the latest possible time without being late, and to determine how much interest, if any, is due to the vendor.
  • If there are no limitations about the timeliness of the payment, (such as a reimbursement to a petty cash account), agencies should use their discretion to determine the payment due date.
  • If a payment is subject to the prompt payment law, do NOT adjust the Payment Due Date to make an early (or late) payment.
  • A Requested Payment Date (RQD PMT DATE) must be submitted if the payment needs to be distributed before (or after) the Payment Due Date.
  • It is not necessary to submit a Requested Payment Date if the Payment Due Date falls on a weekend or holiday when payment distribution does not occur. USAS automatically schedules payments based on the latest possible distribution date.
  • If your agency submits a Requested Payment Date and a Payment Due Date on a transaction, then the Requested Payment Date will prevail as the date USAS uses to schedule the payment for distribution.

See also: Submitting Due Dates

Definitions

Payment
Money owed to a vendor.
Prompt payment law
Chapter 2251, Government Code.
State agency
  • A board, commission, department, office or other agency in the executive branch of state government created by the constitution or a statute of this state, including an institution of higher education as defined by Texas Education Code Section 61.003.
  • The Legislature or a legislative agency.
  • The Supreme Court, the Court of Criminal Appeals, a court of appeals, a state judicial agency or the State Bar of Texas.
Vendor
A person who supplies goods or a service to a state agency or another person directed by the agency. The term does not include a state agency, except for Texas Correctional Industries. The term includes an officer or employee of a state agency when acting in a private capacity to supply goods or a service.