Coronavirus Relief Federal Funding Accounting Policy for the State of Texas

Receiving Coronavirus Relief Funds

Record on the Day Funds Are Received

All coronavirus relief funds received in the state treasury must be recorded in Appropriated Fund 0325 on the day the funds are received. Usual deposit rules apply.

Example for Deposit and Budget Authority of Coronavirus Relief Funds Into Appropriated Fund 0325

* 3XXX is the appropriate federal receipt comptroller object.

** PCA should infer the disaster response PCA group 20201.

Note: Coronavirus relief funds may not be deposited or transferred to appropriation years before AY 2020.

CAPPS agencies will enter a General Ledger journal with the appropriate transaction codes (T-codes) to record the deposit, and Commitment Control Budget journals to record the expenditure and revenue adjustments.

Make Correcting Entries Within Three Business Days

If coronavirus relief funds have been deposited in error into a state treasury fund other than Appropriated Fund 0325, correcting entries must be made to show revenue in Appropriated Fund 0325. Correcting entries must be made within three business days of the original deposit.

Example to Correct Deposit of Coronavirus Relief Funds Into Appropriated Fund 0325

Note: These actions may require appropriate budget entries.

Reversal of Original Deposit

Transfer Coronavirus Relief Funds Into Appropriated Fund 0325

* 3XXX is the appropriate federal receipt comptroller object.

** PCA should infer the disaster response PCA group 20201.

Note: This example shows T-code 195/195R, but if another T-code was used to make the original deposit, reverse the original T-code and use T-code 195 to transfer to Appropriated Fund 0325. Once the correcting entry is processed, budget entries may be required. See the “Example for deposit and budget authority of coronavirus relief funds into Appropriated Fund 0325” for more information.

CAPPS agencies will enter any reversals or transfers of deposits as General Ledger journals with the appropriate T-codes.

Pass-Through in Appropriated Fund 0325

Pass-through of coronavirus relief funds to other state agencies must occur in Appropriated Fund 0325. See RTI Tables for Interfund/Interagency Transactions in Reporting Requirements for the Annual Financial Reports of State Agencies and Universities for additional information on recurring transaction indices (RTIs) and pass-through requirements.

Example for Pass-Through From Transferring Agency to Receiving Agency

Agency Transferring Funds

* The PCA should infer the Disaster PCA Group 20201.

Agency Receiving Funds (System Generated)

* The PCA should infer the disaster PCA group 20201.

CAPPS agencies will initiate a transfer of funds with an accounts payable voucher and the appropriate accounting entry template for RTI.