What’s New on FMX?
Federal Legislation Affecting Leave
In March the federal government passed the Families First Coronavirus Response Act (FFCRA) and the Coronavirus Aid, Relief and Economic Security (CARES) Act. The CARES Act amended the FFCRA by providing certain technical corrections and clarifying language. Beginning April 1, these new laws require certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. As public employers, state agencies and institutions of higher education are required to comply with the provisions of the FFCRA regardless of size.
The Comptroller’s office is documenting these changes and updating the statewide payroll systems, and will provide more detailed information this week. Agencies should review the federal guidelines and update your policies accordingly.
New FMX Page for Disaster-Related Updates
FMX has a new page to consolidate fiscal information for disaster-related activity. See Disaster Resources for announcements, policies and procedures, forms and other resources related to COVID-19.
Warrant Pickup Available 8–10 a.m. Friday, April 10
The Comptroller’s office will be closed on April 10 to observe Good Friday; however, Payment Services will distribute warrants from 8–10 a.m. The warrants will be for the April 9 processing cycle.
See Payment Distribution for warrant pickup requirements.
Reminder – New Online CTIA System
Effective April 6, electronic confirmation of the Confidential Treatment of Information Acknowledgement (CTIA) will be recorded in a new CTIA system. New state employees and contractors with valid state email addresses will be able to view and acknowledge the policy electronically. Signed paper CTIA forms are still acceptable. Existing records must be retained per Access Requirements for Comptroller Systems (FPP K.015). See Methods and Evidence of Acknowledgement in FPP K.015 for more information.
Reminder – Vendor Number Changes in USAS
Effective immediately, the vendor numbers used to process two types of USAS transactions have changed. Agencies must update their internal systems to accommodate these vendor number changes. After March 31, the previous numbers and all their mail codes will be inactive and cannot be used to process payments or accounting transactions.
Contact Payment Services with questions.
Student Loan Wage Garnishments Suspended
The Department of Education is halting collection actions and wage garnishments for federally held student loans for at least 60 days from March 13, 2020, due to the national COVID-19 emergency. The Department asks employers to adjust affected employees’ paychecks to ensure timely suspension.
Agencies should review current employee wage garnishment orders to determine if they are eligible for suspension under this federal directive. See the Department of Education announcement for more information.
Agencies that have already completed March payroll: If your payroll includes a garnishment eligible for suspension, do not send the payment to the garnishment vendor. Instead:
- Cancel the payment.
- Process a deduction refund.
- Return the withheld amount to the employee.
- Submit a request to delete the negative transaction from the USAS internal transaction (IT) file.
For questions about suspending the garnishment deduction:
- USPS agencies: Call the help desk at (512) 463-4008 or contact your Comptroller representative.
- CAPPS agencies: Call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center.
Payment Scheduling and Advance Payment Policy Update
The Comptroller’s office recognizes certain vendors may require payments before the 30-day period in response to a disaster declared by the governor. If an agency must process an early payment, it must document the business justification in terms of the disaster event. See Payment Scheduling for more information.
While a state agency may make an advance payment for goods or services in response to a disaster declared by the governor, the payment must be necessary and serve a proper public purpose, and the agency must be able to document the justification for the Comptroller’s office. See Advance Payments for more information.
Contact Expenditure Assistance with questions
Update on Treasury Operations and Warrant Distribution
Deposits and hours: The state’s treasury is accepting check and cash deposits during the coronavirus outbreak. Teller window hours are Monday–Friday, 8:30 a.m.–2 p.m. All deposits received during business hours will post to USAS effective that day.
Warrant distribution: Payment Services will continue to distribute warrants Monday–Friday, 8–10 a.m. at the Lyndon B. Johnson Building, room G-17.
- If agencies need to alter their warrant pickup schedule (for example, to reduce their pickup days), email firstname.lastname@example.org with the agency number and the altered schedule.
- If agencies want to pick up their warrants instead of having the Statewide Procurement Division (SPD) deliver them, email email@example.com with the request. The agency representative picking up warrants must be on the Agency Authorization for Warrant Pickup form.
- Agencies that have warrants delivered by SPD can call SPD at 512-463-3440 or email firstname.lastname@example.org to adjust their delivery schedule.
Encrypt Confidential Emails to Fiscal Management
State agencies and institutions of higher education might need to send documents with confidential information to Fiscal Management.
Email is not a secured transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy.
See Confidential Information Must Be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
Reminder — New CAPPS Landing Page and Dashboard
On April 6, a new CAPPS Production landing page and dashboard will replace the current portal.
After login, the new landing page defaults to the employee self-service dashboard with multiple tiles for various user options based on each user’s profile. New navigation menus will replace current favorites and “breadcrumbs.” The CAPPS Support team is working with designated agency support staff through a user acceptance testing process to prepare for this change.
Agency Level 1 support staff received a desk aid with additional details on these changes. Users may contact their agency’s support staff for more information.
Reminder — Vendor Number Changes in USAS
Effective March 31, the vendor numbers used for the processing of two types of USAS transactions will change. Agencies must update their internal systems to prepare for these vendor number changes. Agencies have the option to start using the new numbers immediately. However, after March 31, the previous numbers and all their mail codes will be inactive and cannot be used to process payments or accounting transactions.
- The vendor number for Replenishing Petty Cash will be 31001035687.000, replacing 38880026539.000
- The vendor number for Summary Cost Allocation Transfers will be 31001035695.000, replacing 38880025705.000
Contact Payment Services with questions.