USAS User’s Manual –
Chapter 11 – Payment Processing (continued)
Process of Payment Cancellation
Agency Requirements
Agencies must complete the Payment Cancellation Voucher for a payment to be canceled. For lost warrants, agencies will submit to the Fiscal Management Division (Payment Processing section) of the Comptroller’s office the cancellation voucher and a copy of the DAFR3651 Warrant Register by Agency Report or a copy of the 44 Single Payment Cancellation screen.
Note: The current document number of the payment cancellation voucher is assigned by both the agency and the Comptroller’s office. The first digit is ‘C,’ the next three digits are the Julian date assigned by the Fiscal Management Division at the Comptroller’s office, and the last four digits are assigned by the agency.
Central Agency Requirements
The Comptroller’s office receives the Payment Cancellation Voucher and the physical warrant from state agencies. Using the 44 Single Payment Cancellation or the 45 Document/Payment Range Cancellation screens, the Comptroller’s office cancels the payment. Once entered as a cancellation into USAS, the information, which includes warrant number, dollar amount, and issue date, is passed to the Treasury. The Treasury must approve the cancellation before it is processed in USAS. Warrants will be canceled in the next USAS nightly cycle after Treasury approval.
Note: FACTS warrants are now void by the statute of limitations.
Note: For Payroll Deduct Cancellations, the agency will route the Payment Cancellation Voucher and warrant(s) to be canceled, along with a Batch Header form to the Fiscal Management Division of the Comptroller’s office. If the warrant(s) are lost, a copy of the DAFR3651 Warrant Register by Agency Report or a copy of the 44 Single Payment Cancellation screen must be attached. The Comptroller’s office will notify the Treasury of the cancellation by phone and a faxed copy of the cancellation voucher. The Treasury will manually cancel the warrant online in the Treasury’s system.
Reason Codes
Payment reason codes are used to specify why a payment is canceled. Document reason codes identify the reason an entire document is canceled.
A listing of reason codes can be found on the Payment Cancellation Voucher. The reason codes can also be found individually on the D44 Action Code Profile. The payment cancellation action codes are between 301 and 330.
44 Single Payment Cancellation Screen
The 44 Single Payment Cancellation Screen Profile is a Centrally maintained profile which allows online cancellation requests entering a single payment number by the Fiscal Management Division of the Comptroller’s office.
A picture of the Single Payment Cancellation screen
TEXAS S044 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:31 AM
LINK TO: SINGLE PAYMENT CANCELLATION PROD
ACTION: R (C=CHANGE, R=RECALL)
PAYMENT NO: CANCEL REASON CODE: DOCUMENT NO:
VENDOR NO/MC: OVERRIDE:
VENDOR NAME:
ISSUE DATE: PAYMENT STATUS:
COUNT: PAYMENT AMT: DOCUMENT AMT:
DOC NO SFX AGY TC INDEX PCA APP A FUND FND AY COBJ PDT W R AMT
F1-HELP F3-END F4-INTERRUPT F6-PROCESS F8-NEXT
Highlighted Elements
Highlighted elements include:
- Payment No — indicates the payment number of the payment to be canceled.
- Cancel Reason Code — indicates the reason the warrant is to be canceled.
- Document No — identifies the document number on the generated transaction that will be used to cancel the payment. Single payments can be canceled with a document number beginning with ‘C,’ followed by seven other characters.
For direct deposit reversals, the payment cancellation number will begin with ‘CD’ to distinguish between a warrant cancellation and a direct deposit reversal.
For the cancellation of deduction warrants, the payment cancellation number will begin with ‘CZ’ to distinguish between a warrant cancellation and a deduction warrant cancellation.
Documents with Type 4 or 7 must be canceled by using a 4 or 7 as the first number of the cancellation document number, followed by ‘CC.’
- Override-allows the Comptroller’s office to override Treasury approval on the cancellation if a critical payment reissue is dependent on the funds made available by the cancellation. The Comptroller’s office must fax the Payment Cancellation Voucher to the state treasury for a manual update to their system.
45 Document/Payment Range Cancellation
The 45 Document/Payment Range Cancellation screen is a Centrally maintained profile which provides online cancellation requests using a range of payment numbers.
A picture of the Document/Payment Range Cancellation screen
TEXAS S045 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:33 AM
LINK TO: DOCUMENT/PAYMENT RANGE CANCELLATION PROD
ACTION: R (C=CHANGE, R=RECALL)
AGY: DOC NO: FY: OVERRIDE:
BEGIN PMT NO: END PMT NO:
CANCEL REASON CD:
CANCEL DOC NO/SFX:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Agy — identifies the document agency for the document being canceled. This element is not allowed for range-of-payment cancellations.
- Doc No — identifies the document number of the document being canceled. This element is not allowed for range-of-payment cancellations.
- FY — determines the fiscal year of the document being canceled. This element is not allowed for range-of-payment cancellations.
- Override — allows the Comptroller’s office to override Treasury approval on the cancellation if a critical payment reissue is dependent on the funds made available by the cancellation.
- Beginning Pmt No — determines the beginning payment number for the range of payments to be canceled. This element is not allowed for document-level cancellations.
- End Pmt No — determines the ending payment number for the range of payments to be canceled. The document number is not allowed for document-level cancellations.
- Cancel Reason Cd — indicates the reason the payment was canceled.
- Cancel Document No/Sfx — identifies the document number generated on the transaction that will be used to cancel the payment. Documents that are a Type 4 or 7 should be canceled by using a 4 or 7 as the first number of the cancellation document number, followed by ‘CC.’
For example:
Document No Description C1234567 Single Warrant Cancellation CD123456 Payroll Direct Deposit Cancellation CZ123456 P/R Deduction Warrant Cancellation 4CC12345 Cancellation of a Payroll Document 7CC12345 Cancellation of an Annuitant Payroll Document