Coronavirus Relief Federal Funding Accounting Policy for the State of Texas

Comptroller Guidelines for Accounting of Coronavirus Relief Funds

Introduction

State and federal oversight agencies have been assured that coronavirus relief funds will be kept separate in the state of Texas. The Comptroller adopts the following accounting policies to facilitate accountability and transparency for the receipt and use of coronavirus relief funds. Constant compliance with these policies is mandatory.

Note: These guidelines are for the receipt and accounting of all coronavirus relief funds the state has or will receive. These guidelines apply to all coronavirus relief funds, regardless of whether the funds are held inside or outside of the state treasury.

An agency or institution receiving Infrastructure Investment and Jobs Act (IIJA) funds must use the appropriated fund number associated with the federal program the funding is appropriated for. This may be a fund other than appropriated fund 0325. The disaster-related economic relief PCA group for IIJA is 20211. Refer to Tracking Expenditures and Revenues Related to Disaster or Disaster-Related Economic Relief Efforts (FPP K.014) for more information about using PCA groups to track IIJA activity.

Responsiveness

Agencies and institutions should be aware of the significance of these guidelines. The Comptroller’s office cannot overstate the importance of accountability and transparency related to the coronavirus relief funds.

As federal guidance continues to be refined, Comptroller policy will also evolve. Agencies and institutions should expect additional changes in state processes, procedures, reporting and even system requirements as more information becomes available.

Guidelines

Strictly Adhere to Federal Guidelines

State agencies and institutions of higher education must strictly adhere to all guidelines of the OMB, as well as all guidelines issued by the federal agencies disbursing coronavirus relief funds.

Keep Funds Separate

Agencies must keep all coronavirus relief funds separate from other funds unless specifically instructed by the OMB, the Government Accountability Office (GAO), federal agencies or the Comptroller’s office to do otherwise.

Maintain the Highest Level of Internal Controls

Agencies and institutions must maintain the highest level of internal controls possible over the receipt, accounting and distribution of coronavirus relief funds.

Report Waste, Fraud and Abuse

Agencies and institutions must report waste, fraud and abuse of coronavirus relief funds to the appropriate authorities (state, federal, local) immediately on detection.

Maintain Documentation to Support Actions

Agencies and institutions must maintain adequate, descriptive and reliable documentation to support all actions occurring with coronavirus relief funds.

Seek Immediate Guidance

Agencies and institutions that are unclear about the rules and policies surrounding the receipt, tracking, accounting, documenting or reporting of coronavirus relief funds must seek immediate guidance from the federal authorities responsible for issuing the guidance. Agencies and institutions with questions about state requirements must seek immediate guidance from the Governor’s Office, Comptroller's office or Legislative Budget Board, as applicable.