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“What’s New” Archive

Annual Encumbrance Reporting Due

State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year.

All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)

Automated Lapse of Unencumbered Balances

By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.)

The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for prior appropriation years Nov. 1 of each fiscal year. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.

Reminder – Emergency Leave Reporting Due

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

Reminder – Take the 2021 Fiscal Management Customer Service Survey

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 24. We appreciate your feedback.

If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.

Take the 2021 Fiscal Management Customer Service Survey

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 24. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

Preliminary Fiscal 2021 Annual Report (Statewide Hiring Practices)

Preliminary copies of the fiscal 2021 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 16. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 23, and have until Sept. 28 to review the preliminary report and enter or submit changes.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Grant ID Requests

State agencies must email new grant ID requests for the fiscal 2021 State Pass-Through Reporting (SPTR) web application to frs@cpa.texas.gov by close of business Sept. 24, and must attach documentation confirming the grant relationship between the grantor and grantee with the official grant name.

Final certification for the SPTR web application is due Sept. 28. See State Grant Pass-Through Reconciliation for more information.

Additional Accounting Policy Statements Updated

The following Accounting Policy Statements (APSs) have been updated:

  • APS 003 – Reimbursements for Unemployment Compensation Payments
  • APS 010 – Travel Advance Account and Petty Cash Account
  • APS 018 – Encumbrance Report and Lapsing of Appropriations
  • APS 026 – Capital Budget Rider Appropriations
  • APS 027 – Accounting for Uncollectible Accounts

Review each APS to ensure compliance with the most current policies and procedures.

Comptroller Manual of Accounts Updated

Effective Sept. 1, substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 86th and 87th Legislatures, Regular Sessions.

The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to record accounting transactions.

CFDA and NSE Additions for SEFA Reporting

Requests to set up new Catalog of Federal Domestic Assistance (CFDA) and non-state entity (NSE) entries in the Schedule of Expenditure of Federal Awards (SEFA) web application are due by close of business Oct. 25 to the Comptroller’s Financial Reporting section at frs@cpa.texas.gov. Include a copy of the agreement or award letter with the request.

Pass-through activity deadline reminders:

  • Sept. 24: Finalize USAS interagency pass-through entries by close of business.
  • Sept. 28: Finalize and certify interagency pass-through entries in the SEFA web application.

See the SEFA Timeline for more information, or contact your agency's financial reporting analyst with questions.

State Employee Charitable Campaign

The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks.

USPS and CAPPS will be updated to reflect any changes to the SECC for the December 2021 payrolls, which may include participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly.

See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.

Fiscal 2022 Travel Rates

The 2022 General Services Administration (GSA) rates are effective Oct. 1 and are now online. Fiscal 2022 travel reimbursement rates are available for:

  • In-state or out-of-state meals and lodging
  • In-state or out-of-state non-overnight meals
  • Automobile mileage
  • Aircraft mileage

Standard lodging reimbursement rates remain the same for fiscal 2022. The standard lodging rate for all locations not listed by the GSA is $96. The meal reimbursement rate for locations not listed by the GSA increased from $55 to $59.

For CAPPS agencies using the Travel and Expense module, the CAPPS Financials Production Support team will update meals and lodging rates. Mileage rates must be updated by the agency. Contact your CAPPS Level 1 representative for assistance.

See Textravel, email Expenditure Assistance or call (512) 475-0966 for more information.

HRIS Employees Without Reappointments Report

Institutions of higher education can download the HRIS Employees Without Reappointments Report on Sept. 22.

Make all employee information corrections by close of business Sept. 29. HRIS uses this information to generate the Equal Employment Opportunity Report, Annual Report (Statewide Hiring Practices for the Fiscal Year) and Veteran Workforce Summary Report.

See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) or contact your agency’s HRIS representative for more information on the reappointment process.

Note: Only institutions that have active employees without reappointments will receive reports.

Higher Ed USAS/ABEST Reconciliation Deadline

Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2021 expenditure activity in USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST).

See Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011) for additional information.

Note: Community/junior colleges are excluded from these requirements.

Reminder – Upgrade to BlueZone Web-to-Host 7.1 by Sept. 8

BlueZone Web-to-Host 5.2 will be decommissioned Sept. 8. Customers must upgrade to BlueZone Web-to-Host 7.1 before that date. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for installation instructions.

Note: If you have trouble connecting to the FMX site or downloading BlueZone, contact your IT support to determine if your agency security policies or firewalls are blocking access.

Reminder – Certification of Physical Inventory Form Due

State agencies must conduct an annual physical inventory of property by Aug. 31.

Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20.

See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for details.

Reminder – Property Transfers Deadline

Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations.

See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.

Reminder – Veteran Workforce Summary Reports Due

Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.