ACR 42480 – USAS System Change
May 4, 2013
Introduction
Application Change Request (ACR) 42480 for the Uniform Statewide Accounting System (USAS) improved the process for requesting, sorting and distributing warrants that require special handling effective May 4, 2013.
Issue
Two categories of exception warrants required state agencies and institutions of higher education to request special handling every time they were needed:
- Warrants to be wire transferred by the Comptroller’s Treasury Operations Division after approval from both Treasury Operations and Payment Services in the Fiscal Management Division
- Warrants issued by any agency for settlements and judgment claims to be distributed to the Office of the Attorney General
In Payment Services, the daily distribution of these warrants required manual sorting and hand-written documentation on the agencies’ Daily Warrant Transmittal Report (DAFR3671).
System changes in USAS were necessary to:
- Reduce manual processes for wire transfers and settlements and judgments
- Streamline warrant sorting, including sorts for miscellaneous claims
- Improve documentation on the distribution of exception warrants
- Minimize the risk of errors in both distribution and documentation
Solution
New Payment Distribution Types
New payment distribution types (PDTs) were created in USAS to identify wire transfers:
| X | Special Pull |
|---|---|
| XC | Special Pull – Cross funds, not documents |
| XD | Special Pull – Cross documents |
| XF | Special Pull – Cross documents and funds |
| XH | Special Pull – Warrant on hold (System generated) |
Agencies no longer need to fax or email a request to Payment Services to send the warrant(s) to Treasury Operations for wire transfers. Agencies enter the new payment distribution types for special pulls directly in the PDT field in USAS during transaction entry.
To allow time for agencies to change their internal procedures, Payment Services will continue to accept manual requests for wire transfer special pulls until July 1, 2013. After that, agencies must use one of the new PDTs on payment vouchers when applicable. Using the new PDTs will ensure timely delivery of these warrants to Treasury Operations.
Note: Treasury Operations still requires payee wire transfer instructions be submitted on letterhead and verified by the paying state agency. For more information, email funds.transfer@cpa.texas.gov.
Please see USAS Reference (FPP Q.012) for the updated listing of PDTs.
New Warrant Sort Keys
USAS now uses these new major warrant sort keys to group together warrants with special handling instructions instead of dispersing them within each issuing agency’s set of warrants:
| 002 | Special Pulls (Wire transfers) |
|---|---|
| 020 | Judgments and Settlements |
| 030 | Miscellaneous Claims – Payroll |
| 032 | Miscellaneous Claims – Bills |
| 034 | Miscellaneous Claims – IRS |
| 036 | Miscellaneous Claims – ERS |
| 038 | Miscellaneous Claims – TRS |
Three major sort keys identify the agency’s primary warrant distribution method:
| 060 | Agency Pickup (Default) |
|---|---|
| 070 | Texas Procurement and Support Services (TPASS) Courier |
| 080 | Mail to Agency |
USAS also now uses minor sort keys within 060, 070 and 080 (when applicable):
| 040 | TRS Warrants |
|---|---|
| 045 | ERS Warrants |
| 100 | Payrolls (Includes annuity payroll) |
| 110 | Other Payroll Deductions |
| 120 | Payroll Reimbursement Warrants |
| 140 | Local Fund Warrants |
| 160 | Bills |
Please see USAS Reference (FPP Q.012) for the new listing of Warrant Sort Keys and Distribution.
The Daily Warrant Transmittal Report (DAFR3671) includes sort keys for both the issuing agency (without signature lines) and the agency receiving the warrants (with signature lines). View DAFR Example Reports .
New Field on the D02 Screen
The Agency Profile (D02) now displays the agency’s primary warrant distribution method in the DIST field as submitted on theAgency Authorization for Warrant Pickup form (74-189).
Note: Agencies must submit an updated Warrant Pickup form to change the primary warrant distribution method.
Please see USAS Coding Instructions (FPP Q.010) for the updated screen shot and new DIST field description on the Agency Profile (D02).
Screen affected
Agency Profile (D02)
Report affected
Daily Warrant Transmittal Report (DAFR3671)