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USAS Balances for Imprest, Petty Cash and Travel Advance Accounts

FPP A.045

Petty Cash Certification Web Application

In June of each year, the Petty Cash Certification web application is available to reconcile and certify USAS and agency balances as described in the Instructions section below.

Access

Contact your agency security coordinator to request access.

Instructions

The May 31, 2024, balances are presented in the Petty Cash Certification web application by USAS cash account within each appropriated fund.

Each agency with USAS balances must:

  1. Log in to the Petty Cash Certification web application, choose the agency to reconcile and click Reconciliation Form.
  2. In the Agency Books column, record the amount of cash your agency has in the bank, safe or lockbox; also provide an aging of outstanding reimbursements for each account. Two automatic calculations take place:
    • The Agency Books amount automatically calculates as the sum of the cash in the bank, safe or lockbox plus all outstanding reimbursements.
    • The Discrepancy column automatically calculates as the difference between Agency Books and USAS Balance.
  3. In the COMMENTS field, provide an explanation for any discrepancy. Agencies with imprest accounts in USAS must also use this COMMENTS field to describe the purpose of the account and how it is used.
  4. After submitting the reconciliation form, complete and submit the certification form. Certifications are due by July 5, 2024.
  5. Enter all corrections in USAS* by July 19, 2024, to ensure accurate balances are recorded in USAS as of Aug. 30.

    Discrepancies between the agency’s books and USAS may be the result of documents processed in USAS that have coding errors in the COBJ. Refer to USAS Profile Review and Cleanup Procedures (FPP A.031) for correct coding procedures.

*Note to CAPPS agencies: CAPPS agencies that track Petty Cash Appropriation 94992 will enter USAS corrections as stated above in Step 5 of the Instructions, along with manual entries into the CAPPS system.

*Notes to agencies:

(1) After the USAS deadline listed in Step 5 (July 19, 2024), agencies must not make further USAS corrections and/or adjustments to Imprest, Petty Cash and Travel Advance Accounts. Additional corrections will affect balances recorded in USAS and in the State of Texas Annual Cash Report.

(2) Interest earned from petty cash accounts must be deposited with the Comptroller’s Treasury Operations Division into the General Revenue Fund 0001, unless the agency has statutory authority to retain the interest earnings in the fund the petty cash account was created. Refer to Travel Advance Account and Petty Cash Account (APS 010) (FPP A.044), to properly account for interest earned from petty cash accounts. For assistance, contact your agency’s Appropriation Control Officer (ACO) or Financial Reporting Analyst.

(3) Requests to increase, decrease, open and/or close out a petty cash account should be coordinated with the Comptroller’s office. Refer to Petty Cash Account (APS 010) (FPP A.044), to properly account for changes to petty cash accounts. For assistance, contact your agency’s Appropriation Control Officer (ACO) or Financial Reporting Analyst.