What’s New on FMX?

The annual USAS profile rollover occurs June 17. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2024, based on existing FY23 and AY23 profiles.

See USAS Profile Rollover (FPP Q.007) for more information.

To prepare for the June 17, 2023, rollover to fiscal 2024, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 1–15.

The reports:

• Help agencies review certain USAS profiles and make necessary changes before the June 17 rollover.
• Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end.
• Include USAS data through the previous business day.

Contact your agency’s financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports.

See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.

State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods.

When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing.

See USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001) for more information.

Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter.

The hotel occupancy tax refund for March through May will be available on DAFR8190 and DAFR8200 on June 9.

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2023 appropriations by June 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

State agencies and institutions of higher education should follow the Direct Deposit Checklist before setting up, changing or cancelling direct deposit instructions.

If your agency creates its own online direct deposit authorization, Payment Services must approve your agency’s form before it is implemented. See Approval Required for Alternative Methods.

Check the Forms page on FMX to ensure you use the current version. Previously downloaded forms might be outdated. The top of every FMX page has a link to the Forms page.

Topic pages (such as Appropriations and Payment Services link to their specific forms on the Forms page.

Note: Payment Services forms on FMX are secured and require login to prevent unauthorized users from accessing them and submitting them to state agencies. If it is necessary to maintain any of these forms on your agency’s website, ensure the forms require login and are the most current version.

Deadlines for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency (SWCAP) are:

• June 2 – Statewide Cost Allocation Worksheet due.
• June 15 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available.
• June 30 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due.
• July 28 – First- and second-quarter payments due.
• Aug. 30 – Third- and fourth-quarter payments due.

See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.

Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available June 16 and must be submitted by June 23.

Interest earned on fund balances from the American Rescue Plan Act of 2021 (ARPA) by grant subrecipients must be returned to the governor’s office as part of the grant agreement for this funding. Contact the governor’s office for instructions on transferring the interest earned on ARPA balances.

See Depositing Funds in Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines.

Contact your agency’s appropriation control officer with questions.

The following FMX Financial Reporting reference topics have been updated with fiscal 2022 information:

• Federal schedules — includes Notes to the Schedule of Expenditures of Federal Awards (SEFA).
• Single audit report package — completed in conjunction with the State Auditor’s office. 

Contact your financial reporting analyst with questions.

For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday.

Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution.

See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2024 payroll due dates and direct deposit schedule.

June 15 is the maintenance and corrections deadline for the fiscal 2023 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

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