2020 Master Schedule of Fiscal Year-End Close Events
July 2, 2020
Note: This is a master calendar for planning purposes. For applicable procedures, please consult the updated documentation for each system, including:
CAPPS HR/Payroll test budget spreadsheet must be attached to the appropriate ASP ticket, per CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003).
Deadline for any documents or transactions for expiring appropriations
Note: After this date an appropriation control officer must coordinate any documents or transactions for expiring appropriations.
Deadline for budget and journal transactions requiring central entry
Note: Emergency transactions will be considered until noon on Monday, Aug. 31.
CAPPS HR/Payroll final budget spreadsheet must be attached to the appropriate ASP ticket, per (FPP T.003).
|5:30 p.m.||SPRS and CAPPS HR/Payroll due date for monthly and second-half twice-monthly payrolls|
|7 p.m.||USPS payroll due date for monthly and second-half twice-monthly payrolls|
|3 p.m.||Deadline for USAS cancellation of a reinstated warrant due to forgery. Submit required documentation as discussed in TexPayment Resource Payment Processing Policy.|
|5 p.m.||Last day for Treasury to process returned checks|
|5:30 p.m.||SPRS and CAPPS HR/Payroll deadline for payrolls to be submitted for direct deposits to process|
Critical expenditure documents must be entered to be paid from AY 21 funds:
Note: For payments due on Sept. 1, see Scheduling Critical Payments at Year End in USAS Annual Close Process (FPP Q.004).
Journal vouchers may be entered to transfer cash from AY20 to AY 21 to ensure cash is available at the beginning of the new fiscal year:
To view the Input Record (In Rec) File Layouts, see the USAS Interface Manual (FPP Q.011) (login required).
Note: You need access to the USAS restricted technical documentation on FMX to access the file layout. To request security access, contact your agency security coordinator (Comptroller user ID required).
|Noon||Deadline for receipt of Warrant Release or Reinstatement Request forms|
|5 p.m.||Deadline for entry of warrant cancellations in the Treasury Web Warrant Inquiry and Cancellation System to allow for corrections|
|7 p.m.||Deadline for USAS online entry of AY 20 (or prior) invoices due Sept. 1|
|Noon||Deadline for receipt of TINS payee maintenance forms to be processed centrally by the Comptroller’s office|
|5:30 p.m.||SPRS deadline for payroll transactions to process during fiscal 2020|
|6:45 p.m.||SPRS online system shuts down|
|All day||CAPPS Financials timeline available in the CAPPS Financials Fiscal Year-End Schedule|
Most systems available for normal processing
Note: Any change to system availability will be posted on FMX.
CAPPS Financials and CAPPS HR/Payroll available for normal processing
Laurel Mulkey at email@example.com or (512) 463-4584
|Budget Revisions||Appropriation Control||Appropriation Control Directory|
|Journal Vouchers||Appropriation Control||Appropriation Control Directory|
|Non-Payroll (Purchase and Travel) Pre-Payment Audit Approvals||Expenditure Assistance||Expenditure Assistance Directory
or call (512) 475-0966
|Payment Due Dates and AY Determination||Expenditure Assistance||Expenditure Assistance Directory
or call (512) 475-0966
|Payroll (HRIS, SPRS and USPS)||USPS, SPRS, HRIS Help Desk||(512) 463-4008|
|CAPPS Financials or HR/Payroll||CAPPS Help Desk||(512) 463-2277|
|Texas Identification Number System||Payment Services||(512) 936-8138|
|Treasury Deposits||Banking and Electronic Processing||(512) 463-6385|
|Reinstated Warrant Cancellations – USAS||Payment Services||(512) 936-8138|
|Warrant Cancellations – Treasury||Treasury||(512) 475-3288|
For questions on report and extract transmissions, contact the Help Desk and request the SIO Group at:
- (512) 463-HELP (4357) or
Reports from Aug. 31 (Monday) cycle
|Reports – USAS Control and Requestable||Sept. 1|
|Reports – Monthly TINS||Sept. 1|
|Extracts (Other than HX*)||Sept. 1|
|* The Aug. 31 HX file is available immediately after the final sweep cycle and includes the transactions processed during the regular cycle and the sweep transactions processed during year-end close.|
The next scheduled cycle is Sept. 1 (Tuesday). Any change to that date will be posted on FMX.
In anticipation of fiscal year-end close and future holidays, the Comptroller’s office would like to remind agencies that:
- 12 business days of History files are retained for each statewide financial system.
- Agencies have two weeks to download a missed file with no need to notify the Comptroller’s office.
- The History files reside on the same IP address as the agencies’ daily files.
- Even if an agency receives files via FTP, agencies can still access the History files.
- During fiscal year-end close, one HX file (HX.HIST) will be generated that will include the transactions from the regular cycle and the transactions from the fiscal year-end sweep cycle(s).