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What’s New on FMX?

CAPPS HR/Payroll Fiscal Year-End Processing Instructions Available Now

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. on Aug. 30 through Labor Day, Sept. 2. Normal activities will resume at 7 a.m. on Sept. 3.

HRIS Higher Education Reappointment Reporting Starts Soon

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. 9: EFT #1 — Classifications and Carriers
  • Sept. 11: EFT #2 — Reappointments for Fiscal 2020
  • Sept. 16: EFT #3 — Terminations for Fiscal 2019 

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

AFR Work Sessions Scheduled

Financial reporting analysts can help agencies reconcile the 2019 annual financial report (AFR) to USAS either over the phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries.

If you encounter problems with USAS entries you are attempting to enter, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst.

Reminder – July 26 Deadline Set for Fiscal 2020 USAS Budget Entries

Fiscal 2020 appropriation budgets must be entered into USAS and all required documentation submitted by July 26.

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

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

Accounting Policy Meeting Scheduled for July 19

An accounting policy meeting will be held July 19, 9 – 11:30 a.m. in the William B. Travis Building, Room 1-100.

See the Accounting Policy Meetings page for the agenda, parking pass and webinar registration.

Save the date — the next accounting policy meeting is scheduled for Aug. 22.

Preliminary Copies of the 2019 EEO-4 Report Available July 19

Preliminary copies of the 2019 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 19 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 2.

The EEO-4 Report reflects state agency hiring practices for odd-numbered years and is used by the Governor’s Office to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.

Complete All 2019 GASB Questionnaires by Aug. 15

All simplified and full reporting agencies are required to complete and submit every GASB questionnaire by Aug. 15. The AFR website’s GASB Questionnaires page provides:

  • Links to each GASB questionnaire
  • Descriptions and PDF previews of each GASB questionnaire
  • Links for more information within the AFR website specific to each GASB statement

Contact your financial reporting analyst for questions about any GASB questionnaire.

Master Schedule of Year-End Close Events Set

See the 2019 Master Schedule of Year-End Close Events that includes:

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

USAS and CAPPS Financials FPPs Updated

The fiscal 2019 USAS annual cash-basis close occurs on Friday, Aug. 30. The instructions, including important deadlines for submitting documents, are now available in USAS Annual Close Process (FPP Q.004).

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

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

SPRS Fiscal Year-End Processing Instructions Available Now

SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2020. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2020 (FPP O.002) for complete information.

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