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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Reporting Requirements for Annual Financial Reports of State Agencies and Universities

Pass-Through Activity

Instructions for the SEFA Web Application
Step 4. Add a New Record for this Agency

Rather than entering records one at a time, the batch entry process may be used. Batch entry method instructions are available by selecting Batch Entry from the Main Menu of the SEFA web application.

From the Main Menu, under the Data Entry area, when the Main Record List button is selected without populating the CFDA # or RECORD ID fields, the Record List screen appears and displays either a blank record screen (as seen below) or a list of all existing records as requested.

SEFA Main Record List

  1. Click Add new record. The following Record Detail screen appears:

SEFA Record Detail

  1. Enter the following fields as required:
    Agency Number Displays the agency name and number of the agency selected on the Main Menu. If you need to change the agency, use the browser’s BACK button to return to the Main Menu.
    CFDA Enter the CFDA number. The database verifies that the CFDA number is consistent with the current Catalog of Federal Domestic Assistance.

    Contact your financial reporting analyst if you are using an expired CFDA number or if you need a CFDA number added for a new grant. Documentation of the grant award is required before the CFDA number can be added to the USAS Grant Category (D40) Profile and the SEFA web application.

    If a CFDA number is not provided, use the federal agency’s two-digit prefix number followed by three zeros (generic CFDA number).

    Once the record is saved, the database automatically identifies the cluster associated with the CFDA number, with the exception of R&D.
    Non-monetary Click the Non-monetary box if the record’s expenditures are nonmonetary.
    R&D? Click Yes or No to indicate if the record’s expenditures should be included in R&D cluster.
    ARRA Stimulus Funds? Click Yes or No to indicate if the record’s expenditures are associated with ARRA funds.
    Revenue — Pass-Throughs From
    Agy/Univ Number From Enter the pass-through AGENCY/UNIVERSITY’S NUMBER FROM. This field is edited against the USAS Titles Profile (D53) screen to determine agency/university status. For pass-through from funds, there is no need to distinguish agencies from universities, so each are entered in the same field.

    To verify a university or agency number, access the D53 screen. Enter FSAG in the TABLE ID field; the KEY is comprised of the university/agency number followed by an H (higher education agencies) or an A (state agencies). Create a separate record for each pass-through from transaction if the funds are pass-through from numerous agencies/universities.
    Agy/Univ Amount From Enter the dollar amount of funds passed-through from the agency or university as identified above.
    Non-state Entity Name Enter the name of the non-state entity as shown on Financial Reporting’s NSE list. This list is available (for viewing or downloading) in the SEFA web application. If a specific NSE name is not available, send a request with NSE supporting documentation to your financial reporting analyst. Any pass-throughs related to the Texas A&M Research Foundation are a reconciling item in Note 2.
    Non-state Entity Amount From Enter the amount of funds passed through from the non-state entity.
    ID Number Enter the ID NUMBER if required. When a generic CFDA number is used or pass-through funds are received from a non-state entity, the database requires an ID number.

    Note: If an ID number is required, but unavailable, enter ID missing (which allows you to continue entering data). Once any missing ID numbers are obtained, enter the correct ID numbers in this field.

    Revenue — Direct Revenue
    Direct Revenue Amount Enter the amount of federal dollars received directly from the federal agency.
    Total Revenue This is a calculated field. No entry is necessary in this field.
    Expenditures — Pass-Throughs To
    Agy/Univ Number To Enter the pass-through AGENCY/UNIVERSITY’S NUMBER TO. This field is edited against the USAS Titles Profile (D53) screen to determine agency status. For pass-through from funds, there is no need to distinguish agencies from universities, so each are entered in the same field.

    To verify a university or agency number, access the D53 screen. Enter FSAG in the TABLE ID field; the KEY is comprised of the university/agency number followed by an H (higher education agencies) or an A (state agencies). If the funds are pass-through from numerous agencies/universities, create a separate record for each pass-through from transaction.
    Agy/Univ Amount To Enter the dollar amount of funds passed-through to the agency or university as identified previously.
    Non-State Entity Amount To Enter the amount of funds passed-through to the non-state entity.
    Expenditures — Direct Expenditures
    Direct Expenditure Amount Enter the amount of federal dollars expended by the agency submitting the federal schedule.
    Total Pass-Through Expenditures This is a calculated field. No entry is necessary in this field.
  2. Click Save.

    The database edits the information entered and identifies fields that are incorrect and/or have missing data. Correct or enter all necessary fields and click Save again. If all the data is correct, the record is accepted and the message Record saved appears.

  3. To continue entering data, click Add New Record.
  4. If all entry is complete, click SEFA Main Menu in the navigation bar. This provides an opportunity to view, edit or delete records as needed.
  5. Click Main Record List.
  6. Select a record.
  7. Click Change Selected Record to view, edit the record.
    –or– Click Delete Selected Record to remove the record from the agency’s main list.

SEFA Record Detail Page

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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