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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Agency Transaction and Submission Requirements

Transaction Doc Type Batch Type Data Entry Allowed By Document Requirements Description/Legal Text (DLT) Requirements
Appropriation Budget Adjustments – Transfers Within an Agency A 1 Direct Entry (edit modes 1 and 0 only), or Electronic Interface Retain at agency for post-payment audit Required
Original Appropriation Budget Setup, Lapses and UB B 1 Direct Entry (edit modes 1 and 0 only), or Electronic Interface Send Budget Setup documents to ACO; notify ACO of lapse and UB documents Required
Deposit to State Treasury D 2 Direct Entry (edit modes 1 and 0 only), or Electronic Interface Send deposit slip with deposit to State Comptroller – Treasury Operations Not required
Encumbrance E 3 Direct Entry, or Electronic Interface Retain at agency Not required
Journal Voucher – Adjustments Within an Agency J 2, 4, 5 or 8 Direct Entry, or Electronic Interface Retain at agency for post-payment audit; Use REF DOC field for audit trail Required
Expenditure Transfer (ETV) Non-Payroll K 4 or 8 Direct Entry, or Electronic Interface Retain at agency for post-payment audit; Use REF DOC field for audit trail Required
Pre-encumbrance P 3 Direct Entry, or Electronic Interface Retain at agency Not required
Statistical Entries S 4 or 5 Direct Entry, or Electronic Interface Retain at agency Not required
Interagency Payment, Interagency Pass-Thru T 4 Direct Entry, or Electronic Interface Retain at agency for post-payment audit; Ensure that recipient’s RTI number is used Not required
Agency Operating Budgets U 1 Direct Entry, or Electronic Interface Retain at agency Not Required
Annual Financial Report – Adjusting Entries U 4, 5 or 8 Direct Entry, or Electronic Interface Retain at agency Not required
Payroll – Expenditure Transfer U 8 Direct Entry, or Electronic Interface Retain at agency for post-payment audit Not required
Travel, Travel Reimbursement 1 4 Direct Entry, or Electronic Interface Retain at agency for post-payment audit Not required
Purchase – Statewide Procurement Division (SPD) Post-Payment Audit 2 4 Direct Entry, or Electronic Interface Retain at agency for post-payment audit Comp Obj may require DLT
Payroll Reimbursement 5 6 Direct Entry, (edit modes 1 and 0 only) or Electronic Interface Retain at agency for post-payment audit Not required
Expenditure – SPD/Title 10 Exempt, Non-Payroll, All-Post Reimbursement 6 4 Direct Entry, or Electronic Interface Retain at agency for post-payment audit Comp Obj may require DLT
Payroll (USPS and SPRS) 8 S Electronic Interface only Retain at agency for post-payment audit Not required
Expenditure – SPD/Title 10 Exempt, Non-Payroll 9 4 Direct Entry, or Electronic Interface Retain at agency for post-payment audit Comp Obj may require DLT
Judgments and Settlements 9 7 Direct Entry, or Electronic Interface After Attorney General and Governor approval, forward informational documents to Comptroller – Expenditure Assistance Comp Obj may require DLT

Comptroller – Entered Transactions

Transaction Doc Type Batch Type Data Entry Allowed By Document Requirements Description/Legal Text (DLT) Requirements
Appropriation Budget Adjustments – Transfers Between Agencies A 1 or 8 State Comptroller Send all supporting documents to State Comptroller – Appropriation Control Required
Payment Cancellation for warrants on state hold C 4 State Comptroller Send all supporting documents to State Comptroller – Payee/Payment Services Not required
Treasury Cash Transfers F 2 State Comptroller – Treasury Operations Contact State Comptroller – Treasury Operations Not required
Voided Warrants L 2 or 4 State Comptroller Contact State Comptroller – Treasury Operations Not required
Manual Expedite Payment M 4 or 7 State Comptroller Send the signed and approved paper voucher to State Comptroller – Payee/Payment Services Not required
Returned Check R 2 or 5 State Comptroller – Treasury Operations State Comptroller – Treasury Operations sends documents to affected agency Not required
Direct Deposit and Payments to Banks X, Y 4 State Comptroller Contact State Comptroller – Payee/Payment Services Not required
Miscellaneous Claims 9 7 State Comptroller Send all supporting documents to State Comptroller – Expenditure Assistance Comp Obj may require DLT

This chart is to be used only as a guide. Any conflicts between this chart and the Texas Administrative code, SPD guidelines or any oversight agency requirements should be resolved in favor of those authorities.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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