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What’s New on FMX?

“What’s New” Archive

CBA and CLIBA Payment Procedures

Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation.

Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.

Reminder – Budget T-Codes Effective Date Change

Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to 09012021.

Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount.

The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.

Reminder – Annual Encumbrance Certification and Automated Lapsing

Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies was Sept. 30.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Final EEO Report

Final copies of the 2021 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 28.

Oct. 26 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 28.

87th Legislature eXpendit/Textravel Updates

These eXpendit topics were updated to reflect legislative changes:

This Textravel topic was also updated:

Contact Expenditure Assistance with any questions.

Benefit Replacement Pay Leveling Election Due

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

Fourth Quarter Audit Reports

Fiscal 2021 fourth-quarter expenditure audit reports are available for view, print and download. See the Audit page for forms, fiscal policies and procedures, and audit contact information.

Subscribe via GovDelivery for quarterly email notifications of audit reports posted.

Reminder – TFOA 2022 Nominations

Nov. 10 is the deadline to nominate candidates for the 2022 Texas Fiscal Officers Academy (TFOA), a professional development program for state agency fiscal officers. Candidates must be nominated by their executive directors or chief fiscal officers.

The 2022 TFOA curriculum has three week-long sessions:

  • The Art of the Budget Process
  • Fiscal Management
  • Accountability and Transparency

See the TFOA website for details.

USAS and CAPPS Invoice Number and Description Fields

Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields.

Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition.

See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance.

Reminder – SPA/AFR Reconciliation Deadlines

State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are:

  • Sept. 20 — GR consolidated agencies
  • Oct. 20 — Full reporting agencies
  • Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA)

See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User's Guide (FPP N.005) for more information.

Reminder – Annual Encumbrance Certification and Automated Lapsing

By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years.

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