USAS User’s Manual –
Chapter 15 – Month-End Closing/Reconciliation
Reconciliation
About this Section
This section emphasizes reconciliation procedures of Appropriations and Fund Cash for reporting and higher education agencies; however, internal agencies are required to verify USAS accounting data against their original documentation (vouchers, etc.).
Reconciliation Requirements
Texas Government Code, Section 403.036(C), requires state agencies to keep accounts of all applicable appropriations, and to balance these appropriations on a monthly basis with similar accounts kept by the Comptroller’s office. This process requires that each agency reconcile its internal accounting system to USAS.
These reconciliations must be done on a cash basis because cash is the budgetary basis for the State of Texas.
Getting Ready
Month-End Closing
The month should be closed to stop further posting that might change appropriation balances on an accrual or encumbrance basis. This is unnecessary on a cash basis because USAS performs a hard close of cash on the last day of the month, preventing any transactions which affect cash from posting to a prior month.
Clearing Outstanding Batches
Ensure that all batches for the month have been released and are error free or have effective dates in an open month.
Verifying Documents Posted in USAS
Before a month is closed, verify that all documents have been entered correctly into USAS.
Manual Reconciliation
At a minimum, an agency must reconcile on a cash basis at the appropriation budget/appropriated fund level. An agency must reconcile the appropriation cash available and the remaining cash-basis budget for each appropriation and appropriation year.
Getting Set
Requesting Reconciliation Reports
Use the DAFR7550 Appropriation Activity Summary report (on a daily basis) to obtain the cumulative balances and summary information by appropriation year, appropriation, and appropriated fund. Since the DAFR7550 does not provide activity level detail, agencies will also need to use daily activity reports such as the DAFR2261 Daily History Detail and the DAFR8200 Daily Transaction Register.
Appropriation Record Inquiry (62) Screen
Use the Appropriation Record Inquiry (62) screen to examine the appropriation balance information. Inquiries on this screen are displayed by agency, appropriation year, appropriation, and appropriated fund. See the Financial Inquiry screens for more information on the 62.
Appropriation/Object Detail Inquiry (49A and 49B ) Screens
Use the Appropriation/Object Detail Inquiry (49A Revenue Detail and 49B Expenditure Detail) screens to view the appropriated fund and Comptroller object detail by agency and appropriation number. These screens can be used to verify posting and budgeting activity by providing a view of revenue or expenditure objects. They are also used to view revenue and expenditure detail and remaining available budget, by Comptroller object on the Appropriation/Object (Revenue) Expenditure Detail Inquiry.
See the Financial Inquiry screens for more information on the 49A and 49B.
Accounting Event Record Inquiry (84) Screen
Use the Accounting Event Record Inquiry (84) screen to determine if a transaction has posted in USAS. Only posted transactions can be viewed on this screen.
Reporting and higher education agencies will be able to retrieve activity on-line by the 84 screen two months after the close to the transaction month.
Note: The 85 Vendor Transaction Inquiry and the 86 Document Transaction Inquiry can also be used to verify that a transaction has posted in USAS.