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Glenn Hegar  ·  Texas Comptroller of Public Accounts

2018 Master Schedule of Fiscal-Year-End Close Events

July 6, 2018

Statewide System Events

Note: This is a master calendar for planning purposes. For applicable procedures, please consult the updated documentation for each system, including:

 

Date Time Event
Aug. 17
(Friday)
7 p.m.

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.

Aug. 20
(Monday)
5 p.m.

Deadline for budget and journal transactions requiring central entry

Note: Emergency situations will be considered until noon on Friday, Aug. 31.

Aug. 20
(Monday) to
Aug. 29 (Wednesday)
All day

Critical expenditure documents must be entered to be paid from appropriation year (AY) 2019 funds:

  • Documents must be entered in edit mode 0 with a batch header effective date and a detail transaction effective date of Sept. 1, 2018.
  • Remember to release or pre-release these batches.

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 AY 18 to AY 19 to ensure cash is available at the beginning of the new fiscal year:

  • Documents must be entered in edit mode 0 with a batch header effective date and a detail transaction effective date of Sept. 1, 2018.
  • Remember to release or pre-release these batches. The table below lists critical fields and values for fiscal 2019 processing.

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).

USAS In Rec Field Name Value
* For online entry, the Document Transaction Year is automatically populated based on the effective date(s) of transaction(s) within a document.
Batch Header Effective Date 20180901
Document Header Document Transaction Year* 19
Detail Transaction Effective Date 20180901
Aug. 23
(Thursday)
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
Aug. 28
(Tuesday)
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
7 p.m.
  • USPS deadline for payrolls to be submitted for direct deposits to process
  • Deadline for payment documents requiring prepayment audit approval to be entered into USAS
  • Deadline for USAS online entry of invoices due Aug. 31
  • Deadline for USAS online entry of invoices due Sept. 1
Aug. 29
(Wednesday)
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
Aug. 30
(Thursday)
All day CAPPS Financials entry required as outlined in CAPPS Financials Fiscal Year-End Schedule
Aug. 31
(Friday)
Noon Deadline for receipt of TINS payee maintenance forms to be processed centrally by the Comptroller’s office
4 p.m.
  • Deadline for receipt of USAS In Recs via file transfer
  • Deadline for deposits at Treasury
  • Deadline for TINS batch submission
5 p.m.
  • CAPPS HR/Payroll deadline for payroll transactions to process during fiscal 2018
  • CAPPS HR/Payroll shuts down
5:30 p.m. SPRS deadline for payroll transactions to process during fiscal 2018
6:45 p.m. SPRS online system shuts down
7 p.m.
  • Deadline for online inquiry and updates in TINS
  • USPS deadline for payroll transactions to process during fiscal 2018
  • Deadline for agencies to clear their 9000, 9001 and 9016 default funds in USAS
  • Deadline for agencies to make any cash corrections impacting fiscal 2018 in USAS
  • USAS, SPA, USPS, SPRS, HRIS and TINS online systems shut down

    Note: Normal online availability will resume Sept. 4 (Tuesday).

All day CAPPS Financials timeline available in the CAPPS Financials Fiscal Year-End Schedule
Sept. 1
(Saturday)
to
Sept. 3
(Monday)
All day CAPPS HR/Payroll not available
All day

Note: Any change to system availability will be posted on FMX.

Sept. 4
(Tuesday)
7 a.m.

All systems available for normal processing

Note: Any change to system availability will be posted on FMX.

8 a.m.
  • Warrants from the Aug. 31 USAS, USPS and SPRS cycles available for distribution

    Note: Any change to warrant availability will be posted on FMX.

  • Direct-deposit payments from Aug. 31 cycles transmitted for settlement on Sept. 5 (Wednesday)
All day CAPPS Financials entry required as outlined in CAPPS Financials Fiscal Year-End Schedule

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Contacts

USAS close process:

Laurel Mulkey at laurel.mulkey@cpa.texas.gov or (512) 463-4584

Processing payments and financial documents:

Document Type Section Phone Number
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) Statewide Systems Operations & Payroll Policy 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

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Run Cycle Transmission Schedule for Reports, Queries and Extracts

For questions on report and extract transmissions, contact the Help Desk and request the SIO Group at:

Reports from Aug. 31 (Friday)

Output Available
* USAS HX is available after the Aug. 31 cycle and after each sweep.
Reports – USAS Control and Requestable Sept. 1
Reports – Monthly TINS Sept. 1
Queries Sept. 1
Extracts (Other than HX*) Sept. 1

There is no scheduled cycle for Sept. 1 (Saturday), or Sept. 3 (Monday – Labor Day). The next scheduled cycle is Sept. 4 (Tuesday).

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History Files

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.
  • Agencies should notify their technical staff to check the HX.HIST files for their agency to ensure they have picked up all of the USAS end-of-year files, including all end-of-year sweep transactions.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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