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State Property Accounting (SPA) Core Training

Lesson 1: SPA Overview Transcript

Introduction

Welcome to the Fiscal Management State Property Accounting Overview training video. State Property Accounting is also referred to as SPA. After viewing this training, you should have a thorough understanding of SPA responsibilities, an overview of the system and the available SPA resources.

State Property Accounting (SPA)

The SPA system is the capital asset component of the Uniform Statewide Accounting System, also known as USAS, that is maintained by the Comptroller’s office as authorized by Texas Government Code, Annotated Section 403.271(b).

This centralized system of agency property records provides useful information to Legislative oversight agencies and is used in compiling the state’s Comprehensive Annual Financial Report, also known as CAFR. The SPA system also provides assurance that state agency assets are accounted for and properly maintained.

Texas Administrative Code

The Texas Administrative Code (TAC) is a compilation of all state agency rules in Texas. These rules are available and maintained on the Texas Secretary of State website and include SPA published rules, found in the TAC at:

TITLE 34: PUBLIC FINANCE
PART 1: COMPTROLLER OF PUBLIC ACCOUNTS
CHAPTER 5: FUNDS MANAGEMENT (FISCAL AFFAIRS)
SUBCHAPTER O: UNIFORM STATEWIDE ACCOUNTING SYSTEM
RULE §5.200: STATE PROPERTY ACCOUNTING SYSTEM

The SPA Section

The SPA section is part of the Financial Reporting section in the Fiscal Integrity department of the Comptroller's Fiscal Management Division.

SPA Analysts: What We Do

SPA analysts are here to help in many areas, including:

  • Answering agency questions
  • Assisting agencies with SPA system troubleshooting
  • Monitoring agency SPA data to identify exceptions and ensure compliance
  • Responding to information requests from the State Auditor’s Office, Legislature and the general public
  • Policy development
  • Maintaining documentation for legislative and financial policy compliance
  • Year-end reconciliation and assistance in preparation of the Capital Asset Note 2 for the CAFR

Agency Responsibility

Each agency is responsible for reporting and maintaining capital asset information in the SPA system.

Reporting Status

There are two ways that data can be reported to SPA.

The first option is called internal agency reporting where an agency uses SPA as their only property management system. When this option is used, the agency enters property information online in SPA at the time of acquisition.

The second option is to become a reporting agency. This option is used when your agency has another property management system and you report the information from your system to SPA on a quarterly basis via a process called batch transactions.

If you need to request or change your reporting status, you can do this by submitting the Request for Agency Reporting Status form (73-284) to your SPA analyst.

Central System of Record

This slide provides a visual of how both reporting and internal agencies report data to SPA where all capital asset information for the state of Texas is centrally maintained.

Agency Head Responsibility

The agency head at each agency is responsible for the custody and care of state agency property. The agency head must:

  • Designate at least one property manager, and
  • Establish procedures for accountability and safeguarding of the agency’s property.

The Notice of Agency Head and Designation of Property Manger form (73-286) is used to designate the agency head, property manager and alternate property manager.

Form 73-286

Anytime there is a change in the agency head, property manager or alternate property manager, the property manager is required to submit a new Notice of Agency Head and Designation of Property Manger form (73-286).

A current form must be maintained at the Comptroller’s office at all times. Only the sections on the form that have changed since the form was last submitted need to be completed each time. Electronic copies are acceptable and should be emailed to your assigned SPA analyst.

Property Manager

The property manager at each state agency or university is the custodian of all property in the possession of the agency. They are responsible for maintaining the required property records for the agency.

Employee Responsibility

The property manager may choose to entrust property to an employee. If so, the employee must sign and date a statement of financial liability similar to the one below:

“I understand that I am under financial liability for loss or damage to this (these) item(s) if the loss or damage results from my negligence, intentional act or failure to exercise reasonable care to safeguard, maintain and service this (these) item(s).”

Records Retention

As previously mentioned, the property manager is responsible for maintaining the property records for the agency.

Property records must be maintained for the life of the asset and for a period not less than three fiscal years after the disposal of the asset. Acceptable forms of documentation include invoices, payment voucher, receipts etc.

SPA Resources

There are many SPA resources available to you on the FMX website, including:

  • The SPA Process User's Guide
  • Policies and procedures
  • Additional reference materials
  • Downloadable forms
  • Information on how to obtain reports
  • Contact information for SPA analysts and other state agency contacts

Conclusion

Thank you for viewing this presentation. This concludes the SPA Overview training. For more SPA training and other Fiscal Management training opportunities, please log on to Training Center on FMX.


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