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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS Annual Close Process

Issued: Aug. 3, 2005
Updated: June 30, 2017 – View Changes

FPP Q.004

Overview

Applicable to

State agencies and institutions of higher education

Policy

The Uniform Statewide Accounting System (USAS) annual cash-basis close for fiscal 2017 will occur on Thursday, Aug. 31, 2017.

Agencies should continue to schedule critical payments in USAS during the year-end close timeline.

Although USAS may not be available for online entry or inquiry from 7 p.m. on Thursday, Aug. 31, until 7 a.m. Tuesday, Sept. 5, the prompt payment law is still in effect. The unavailability of USAS is not a valid reason for refusing to pay interest to a vendor for a payment that is late.

Scheduling Critical Payments at Year End

Note: This section also applies to agencies using the Financials application of the Centralized Accounting and Payroll/Personnel System (CAPPS).

Payments for Appropriation Year 2017 and Prior Years

  • Payments with due dates or requested payment dates of Aug. 31 must be entered, released, final-approved and error-free in USAS on or before Monday, Aug. 28.
  • Payments with due dates or requested payment dates of Sept. 1 must be entered, released, final-approved and error-free in USAS on or before Tuesday, Aug. 29.

    Note: Failure to enter these payments on time may result in the payments being distributed after their due dates and require the payment of interest.

  • Although some appropriations may be expiring, the Comptroller’s office still requires you to follow usual scheduling procedures.

Payments for Appropriation Year 2018

  • Appropriation year (AY) 2018 payments cannot be processed in USAS until Sept. 1, 2017.
  • For all critical appropriation year 2018 payments due Sept. 1, 2017 (including lease payments):
    • Enter no later than Wednesday, Aug. 30
    • Use edit mode 0
    • Use 09/01/2017 for the batch header effective date
    • Use 09/01/2017 for the detail transaction effective date
    • Release or pre-release these batches.

Note: Payments for error-free transactions processed on Sept.1 will be distributed Tuesday, Sept. 5.

Appropriation Year and Payment Due-Date Guidance

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USAS Deadlines

Please see the 2017 Master Schedule of Year-End Close Events.

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Changes to this Document
06/30/2017 Updated for fiscal 2017
07/01/2016 Updated for fiscal 2016
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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