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eXpendit

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Prompt Payment – USAS Instructions
Reports to Track and Research Late Payments

Since late payments can lead to audit findings, agencies should use these two USAS reports to monitor and reduce the number of late payments:

DAFR3990 – Statewide YTD Interest/Late Payments Summary Report

The DAFR3990 is automatically sent to all agencies with their regular quarterly USAS control reports. The report displays a summary of all late payments and interest for all agencies regardless of agency staff security. Every agency is encouraged to review this report and determine whether the agency is satisfied with its performance.

The DAFR3990 accumulates information quarter by quarter. At the close of each fiscal year, the report displays:

  • All the late payment statistics for the year,
  • Year-to-date information summarizing the number of late payments that occurred based on the number of days late and the total amount of interest paid for each agency, and
  • The number of late payments and interest amount paid statewide.

View DAFR Example Reports new window

DAFR7980 – Interest/Late Payment Transaction Detail Report
The DAFR7980 is a requestable report that details late payments made by the agency requesting the report. It is subject to the usual security requirements for requestable agency reports. Agencies with concerns should use the report to scrutinize how their late payments were processed.

The report:

  • Lists late payments by the principal transaction’s comptroller object code,
  • Shows the average number of days late of all late payments made to a vendor on the same payment number, and
  • Does not include payment cancellations.

When requesting the report on the Report Request Profile (91) screen in USAS, the SPEC SEL 1 field can be used to sort the report by:

  • Vendor (taxpayer identification) number,
  • Number of days the payments were late, or
  • Principal amount of the original transactions.

The SPEC SEL 2 field can be used to filter the report based on a minimum, maximum or a specific principal amount range.

View DAFR Example Reports new window

FMQuery – SIRS Reports

The FMQuery business intelligence tool includes the State Government Accounting Internet Reporting System (SIRS). FMQuery – SIRS allows users with appropriate security to generate predefined ad hoc reports from USAS for payment research.

Reports include:

  • Search by Invoice Number,
  • Search by Payment Number,
  • Search by Vendor Name,
  • Search by Vendor Number, and
  • Search Interest Payments by Payment Distribution Date Range.

Definitions

Payment
Money owed to a vendor.
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.