This is an important reminder about coding on the USAS Recurring Transaction Profile (55). Do not set an effective end date until after Sept. 26 on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR).
Interagency Transaction Voucher (ITV) transactions must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date.
Example: A transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction were backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process.
The Comptroller’s office recommends that agencies leave the effective end dates on RTIs blank unless there is an explicit need to include a date.
For more information, see the ITV/RTI Process USAS FAQs.
Sept. 14 is the maintenance/corrections deadline for the fiscal 2018 Fourth Quarter Veteran Workforce Summary Reports (June 1 – Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 18 and must be submitted by Sept. 25.
For more information, see Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038).
The USAS annual cash-basis close for fiscal 2018 will occur on Friday, Aug. 31.
The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events that includes:
- Processing deadlines
- The dates and times the online systems will be unavailable
- Contacts for any issues
Beginning Tuesday evening, Sept. 4, AFR-related reports will run and electronically transmit on a daily basis. Agencies may save or print their reports daily, if needed. Each day’s information is superseded on the following business day by the next transmission.
For more information, contact your financial reporting analyst.
Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by:
- Sept. 5: EFT #1 — Classifications and Carriers
- Sept. 7: EFT #2 — Reappointments for Fiscal 2019
- Sept. 14: EFT #3 — Terminations for Fiscal 2018
The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
Note: Fiscal Management still requires an HRIS EFT Specifications form (73-162) for EFT #1, 2 and 3 during the fiscal year reappointment process.
