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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Reporting Requirements for Annual Financial Reports of State Agencies and Universities

References

Submission Requirements

Agencies are designated as either simplified reporting agencies or full reporting agencies.

Simplified reporting agencies produce AFRs reporting smaller dollar amounts and less complex fund structures. Simplified reporting agencies also do not report any federal funding.

Full reporting agencies produce AFRs reporting larger dollar amounts and more complex fund structures such as proprietary funds, which require the submission of a statement of cash flows. Full reporting agencies also report federal funding. Discretely presented component units are classified as full reporting agencies, but are not required to submit a statement of cash flows.

The Comptroller’s office identified agencies eligible to participate in the simplified AFR submission process. To speed up the AFR process, the Comptroller’s office encourages simplified reporting agencies to take advantage of incentives for submitting AFRs early. The deadline for early submission is Oct. 1.

Do not send confidential information to the Financial Reporting section.

All simplified and full reporting agencies are required to:

  • Be reconciled and in agreement with USAS by comptroller general ledger account for the balance sheet and statement of net position (DAFR8580 and DAFR8585).
  • Be reconciled and in agreement with USAS by GAAP source/object for the operating statement (DAFR8590, DAFR8600 and DAFR8605).
  • Format all applicable notes in a Microsoft Word document with each note in a separate document — include the note number, note name, agency number and agency name as a header on each note. Submit via email to frs@cpa.texas.gov. If a note contains a table, include the table in the Word document, rather than as a separate Excel or other database application file.
  • Submit all schedules in Microsoft Excel format (as applicable) as an attachment in an email to frs@cpa.texas.gov:
    • Bond schedules 2A–2F
    • Pension schedules 5A–5D (administering agencies only)
  • Submit via AFR web applications (as applicable) in addition to a copy of the agency’s notes from its published AFR with each note as a separate attachment in an email to frs@cpa.texas.gov:
    • Agency Cash Flow Reporting (ACFR)
    • Bond Reporting System (BRS)
    • Capital Asset Note Submission System (CANSS)
    • Component Unit and Related Organizations (CURO)
    • Deposit and Investment Note Submission System (DINSS)
    • Derivatives Note Submission System (DRNSS)
    • General Revenue Reconciliation (GR)
    • Lease Note Submission System (LNSS)
    • Long-Term Liability Note (LTLN)
    • Restatement Note Submission System (RNSS)
    • Schedule of Expenditures of Federal Awards (SEFA)
    • State Grant Pass-Through Reporting (SPTR)
    • All agencies are required to submit a certification by the applicable due dates within each web application (even if there is no activity*).
      * EXCEPTION: No certification is required in SEFA if there is no activity.
    • Notes submitted through the applicable web application must tie to the submitted copy of the agency’s notes from its published AFR.

      Note: Screen prints from the applicable web application will not be accepted in lieu of the required copy from the agency’s published AFR.

  • All agencies are required to also submit the AFR to agencies (other than the Comptroller’s office) as shown in Address and Number of Copies to Deliver.

The DAFR report request profiles shown in Ordering USAS Financial Reports provide the DAFR reports at the levels an agency is required to be reconciled. If an agency’s USAS data appears to be incorrect, the Financial Reporting section reserves the right to request supporting detail for the combined and combining balance sheet and/or operating statement.

The submission requirements for each type of agency are different. Refer to the list of Simplified Reporting Agencies and Full Reporting Agencies to determine how an agency is classified and follow the submission requirements for that type.

Simplified reporting agencies submitting AFR information by the early deadline are required to use the Simplified Reporting Agencies Package Submission Requirements to submit their AFR. Simplified reporting agencies not submitting AFR information by the early deadline must follow the same deadlines and requirements as full reporting agencies.

Any simplified reporting agency that plans to submit the agency’s AFR after the Oct. 1 deadline is required to provide written communication prior to the Oct. 1 deadline that is:

  • A detailed description of the reason(s) why the agency will not be meeting the Oct. 1 deadline
  • Written by the agency’s director
  • Provided to the agency’s financial reporting analyst via email to frs@cpa.texas.gov.

Full reporting agencies must use the Full Reporting Agencies Submission Requirements to submit their AFR information. Full reporting agencies are encouraged to make early submissions; however, these agencies must still use the Full Reporting Agencies Submission Requirements.

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