What’s New on FMX?

State agencies must conduct an annual physical inventory of property by Aug. 31.

Agencies must then submit the Certification of Physical Inventory Conducted by Agency form (73-283) to the Comptroller's office by Sept. 20.

See Certification of Physical Inventory in the SPA Process User’s Guide for details.

State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15.

See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter.

The hotel occupancy tax refund for June through July will be available Aug. 9 on DAFR8190 and DAFR8200.

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA) are appropriated, subject to certain conditions and deadlines.

See Appropriation Authority for Earned Federal Fund Collections Above the Annual Level in Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023)(FPP A.017) for conditions and deadlines.

Contact your agency’s appropriation control officer with questions.

Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by:

• Sept. 3: EFT #1 – Class codes and carriers.
• Sept. 8: EFT #2 – Reappointments for fiscal 2027.
• Sept. 10: EFT #3 – Terminations for fiscal 2026.

The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.

Agencies must enter fiscal 2027 appropriation budgets in USAS and submit all required documentation by July 31.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedules, instructions, definitions and samples.

General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2025 Agency Statewide Cost Allocation Plan by Method of Finance are:

• July 31 – First- and second-quarter payments due.
• Aug. 26 – Third- and fourth-quarter payments due.

See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.

See the 2026 Master Schedule of Year-End Close Events, which includes:

• Processing deadlines.
• Support contacts.
• System maintenance dates and times.

The fiscal 2026 USAS annual cash-basis close occurs on Aug. 31. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004).

See Scheduling Critical Payments at Fiscal Year-End for more information by appropriation year, including deadlines.

Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).

CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process.

The system will be unavailable from 5 p.m. Aug. 28 until normal activities resume at 8 a.m. Sept. 1.

The last SPA processing cycle before the fiscal year-end close runs Aug. 31. SPA will be available Sept. 2 to accept both fiscal 2026 and fiscal 2027 transactions.

See SPA Fiscal Year-End Close Process (FPP N.008) for more information.

SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2026. See SPRS Fiscal Year-End Processing Instructions (FPP O.002) for complete information.

An accounting policy meeting will be held July 22, 10 a.m.–noon. Topics will include:

• Preparing for fiscal year-end close.
• USAS system-generated lapse.
• GR reconciliation update.
• Expenditure assistance updates:
  • Third-party reimbursements.
  • Common expenditure errors

Attend the presentation in person or online (via webinar). See the Accounting Policy Meetings page for more information.

Note: For the webinar, use the Google Chrome browser to avoid Webex compatibility issues.

A CAPPS HR/Payroll user group meeting will be held July 28, 9–10:30 a.m.

A CAPPS Financials user group meeting will be held July 30, 9–10:30 a.m.

See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information.