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2023 Master Schedule of Fiscal Year-End Close Events

June 30, 2023

Statewide System Events

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

Dates that are not listed have normal system functionality and no scheduled deadlines.

Date Time Event
Aug. 11
(Friday)		 4 p.m.

Deadline for submission of super security delete requests for batches older than 30 days.

Submit completed Super Security Delete Request to usas.maintenance@cpa.texas.gov.
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. 14
(Monday)		 5 p.m.

Deadline for budget and journal transactions requiring central entry.

Note: Emergency transactions will be considered until noon on Thursday, Aug. 31.
Aug. 21
(Monday)		 All day

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).
Aug. 23
(Wednesday)		 5:30 p.m. SPRS and CAPPS HR/Payroll due date for monthly and second-half twice-monthly payrolls.
Aug. 25
(Friday)		 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.
7 p.m.

Deadline for payment documents requiring prepayment audit approval to be entered into USAS.
Aug. 28
(Monday)		 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.
5:30 p.m. SPRS and CAPPS HR/Payroll deadline for payrolls to be submitted for direct deposits to process.
7 p.m. Deadline for USAS online entry of appropriation year (AY) 2023 (or prior) invoices due Aug. 31.
Aug. 29
(Tuesday)		 All day

Critical expenditure documents must be entered to be paid from AY 2024 funds:

  • Documents must be entered in edit mode 0 with a batch header effective date and a detail transaction effective date of Sept. 1, 2023.
  • Remember to release or pre-release these batches.

Note: For payments due on Sept. 1, see Scheduling Critical Payments at Fiscal Year-End in USAS Annual Close Process (FPP Q.004).

Journal vouchers may be entered to transfer cash from AY 2023 to AY 2024 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, 2023.
  • Remember to release or pre-release these batches. The table below lists critical fields and values for fiscal 2024 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
Batch Header Effective Date 20230901
Document Header Document Transaction Year* 24
Detail Transaction Effective Date 20230901
* For online entry, the Document Transaction Year is automatically populated based on the effective date(s) of transaction(s) within a document.
7 p.m. Deadline for USAS online entry of AY 2023 (or prior) invoices due Sept. 1.
Aug. 31
(Thursday)		 All day

CAPPS HR/Payroll test budget spreadsheet must be attached to the appropriate ASP ticket, per (FPP T.003).
11 a.m.

Deadline to submit Warrant Release or Reinstatement Request forms (00-432) to release individual held warrants.
Noon
  • Deadline for critical TINS payee maintenance forms to be processed by the Comptroller’s office and identified as required for Aug. 31 payment processing.
  • Deadline for submission of super security delete requests for all fiscal 2023 batches.

Submit completed Super Security Delete Request to usas.maintenance@cpa.texas.gov.

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 2023.
  • CAPPS HR/Payroll deadline for data entry effective prior to Sept. 1, 2023 (including any terminations effective Sept. 1, 2023), as outlined in FPP T.003.
  • CAPPS HR/Payroll shuts down.
5:30 p.m. SPRS deadline for payroll transactions to process during fiscal 2023.
6:45 p.m. SPRS online system shuts down.
7 p.m.
  • Deadline for online inquiry and updates in TINS.
  • Deadline for agencies to clear their 9000, 9001 and 9016 default funds in USAS.
  • Deadline for agencies to make any cash corrections impacting fiscal 2023 in USAS.
  • USAS, SPA, HRIS and TINS online systems shut down.

    Note: Normal online availability will resume Sept. 5 (Tuesday).
All day CAPPS Financials timeline available in the CAPPS Financials Fiscal Year-End Schedule.
Sept. 1
(Friday)		 All Day
  • USAS, SPA, SPRS, HRIS and TINS online may not be available.
  • For report availability, see the Run Cycle Transmission Schedule for Reports, Queries and Extracts.
  • Warrants from the Aug. 31 USAS and SPRS cycles available for distribution.

    Note: The warrant pickup window is open from 9-11 a.m. Any change to warrant availability will be posted on FMX.

  • Direct-deposit payments from Aug. 31 cycles transmitted for settlement on Sept. 5 (Tuesday).
  • CAPPS HR/Payroll begin Post-FYE Rollover Activities as outlined in FPP T.003.
Sept. 4
(Monday)		 All Day

Labor Day—Federal, state and banking holiday. No USAS cycle, no warrant distribution.
Sept. 5
(Tuesday)		 7 a.m.

Most systems available for normal processing.

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

CAPPS Financials and CAPPS HR/Payroll available for normal processing.

Contacts

USAS close process:

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

Processing payments and financial documents:

Topic Section Phone Number
Budget Revisions Appropriation Control Appropriation Control Directory
Journal Vouchers Appropriation Control Appropriation Control Directory
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 (SPRS/HRIS) 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

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 (Thursday) cycle

Output Available
Reports – USAS Control and Requestable Sept. 1
Reports – Monthly TINS Sept. 1
Queries 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 (Friday). Any change to that date will be posted on FMX.

History Files

In anticipation of fiscal year-end close and future holidays, the Comptroller’s office would like to remind agencies that:

  • History files are retained and available for agencies to download for 12 business days for each statewide financial system. (For files older than 12 business days, contact the CPA Help Desk.)
  • 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) is generated that includes the transactions from the regular cycle and the transactions from the fiscal year-end sweep cycle(s).

For more information on downloading mainframe reports, see Requirements for Transmitting Comptroller Information Over Public Networks and Downloading Mainframe Reports Using Secure File Transfer Protocol (SFTP) (FPP N.007) (login required).