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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Prompt Payment – USAS Instructions
Returned Direct Deposits and Replacement Warrants

Reissues of lost or stolen warrants and returned direct deposits are processed without additional interest. Follow the instructions below to avoid additional interest being calculated.

To reissue returned direct deposits, do the following:

  • When a direct deposit is returned because the vendor closed the account, use the interest control flag R to refuse interest with reason code RD.
  • Although though additional interest is refused, manually include any interest due on the original direct deposit payment with COBJ 7806.

To issue a replacement warrant when the original warrant is lost or stolen, do the following:

  • A payment distribution type (PDT) of V must be used to identify a replacement warrant to a vendor.
  • The ORIG PMT DATE field is only used for payments to replace lost or stolen warrants. Enter the six-digit date that the warrant was originally issued (MMDDYY). The original payment date can be found online on the Accounting Even Record Inquiry (84) screen in the PAYMENT DT field.
  • For replacement warrants, the PMT DUE DATE should be the same as on the original transaction.
  • If the replacement warrant is not submitted correctly to USAS, then undue interest could accrue and be paid to the vendor.

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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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