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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS Frequently Asked Questions (FAQs)

Issued: Sept. 17, 2010
Updated: Jan. 6, 2015 – View Changes

More topics will be added to the Uniform Statewide Accounting System (USAS) FAQs page in the future. If you have a potential topic you think would help other agencies, please contact your appropriation control officer.

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Batch Processing

What can I do if I need to change a batch on hold for correction (Batch Edit Mode 3) and the batch is locked on the batch header screen? [+]

To “unlock” the batch for further processing:

  • Use the View a Transaction option, and view one of the transactions in the batch.
  • Press the Enter key twice. USAS will bring up the first transaction or a blank entry screen if the batch is empty.
  • Press the F3 key, and then add, change or delete the transaction as needed.

You then can complete the batch process.

Help! I have a batch header with no transactions in it that will not process after repeated releases. [+]

If you have a “stuck” batch on batch header screen:

  • Add a zero transaction.
  • Immediately delete the transaction.
  • Balance and release the batch.

It should process off of the batch header during nightly processing. This works on all batch types.

If a transaction has an incorrect due date, can I change the Disbursement Method Indicator (DMI) for processing? [+]

It may be possible if the change will not affect any interest due and the document amount is under $5,000. A DMI change can only be performed on certain documents for specific reasons. The prompt payment and payment scheduling laws must be taken into consideration. For more information, see Disbursement Method Indicator Change Request.

What are batch status H-N-4 and H-Y-4 release problems? [+]

Batches that show H-N-4 or H-Y-4 status can have two problems:

  • When F9 is pressed, the error message Fully Posted by Batch IEU — Function Not Applicable appears, which means the batch cannot be released.
  • There may be batch counts and amounts, but the batches are in fact empty.

These problems need to be handled by Fiscal Management staff. Please email usas.maintenance@cpa.texas.gov with the agency number, batch date and batch number of the batch in question.

Should I balance batches that are in P-N-4 status? [+]

No. Doing so will cause them to immediately go to H-Y-4 status and require manual intervention by Fiscal Management staff. Batches in P-N-4 status need to be handled by Fiscal Management staff. Please email usas.maintenance@cpa.texas.gov with the agency number, batch date and batch number of the batch in question.

ITV/RTI Process

Note: If you are responsible for handling interagency transactions, training is recommended. Please see USAS Interagency Transactions Web-based Training available in the Fiscal Management Training Center.

What is an ITV? [+]

An Interagency Transaction Voucher (ITV) is the process used to transfer funds between two state agencies. Interagency transactions include:

  • Payments for goods and services
  • State or federal grant pass-throughs
  • Operating transfers
  • Revenue transfers
  • Expenditure transfers
  • Non-cash accruals such as due to/due from transactions for financial reporting purposes

For guidance on interagency payments, see Interagency Payments and Receipts for Goods and Services (APS 014) (FPP A.028). State agencies must submit interagency payments for goods and services using the Recurring Transaction Index (RTI) process in USAS when funding sources for both agencies are held in the State Treasury.

What is an RTI? [+]

A Recurring Transaction Index (RTI) is an identifier that tells the statewide accounting system how to post the receiving transaction when funds are being passed from one agency to another. The RTI is established by the receiving agency on the Recurring Transaction Profile (55) and is used to automate the receiving transaction on behalf of the receiving agency. Generally, the six-digit RTI number is used on an ITV transaction when the transfer of funding by the two agencies is within the State Treasury.

The RTI process can be used for both cash and non-cash transactions. Once an RTI profile is set up, it may be used by transferring agencies (i.e. paying agencies) repeatedly for other interagency transactions that post to the same coding block.

For guidance on RTI coding, see the 55 (550) Recurring Transaction Profile in USAS Coding Instructions (FPP Q.010).

How do I determine if I am the transaction agency or the RTI (receiving) agency? [+]

The transaction agency is the paying agency (or the agency initiating the transfer of funds). The transaction agency will need to know the receiving agency’s RTI in order to process an ITV transaction.

The RTI agency is the receiving agency. The RTI agency is obligated to establish and give the transaction/paying agency an RTI to use on the ITV transaction. Receiving agencies that regularly bill other state agencies need to include their RTIs on their billing statements and or invoices.

Can I reuse the same RTI? [+]

Yes. An agency that created an RTI can change the appropriation year (AY) or any other coding block element on the 55 profile and continue to use the same RTI each year without creating a new RTI. In order to control the use of an RTI, the agency that created the RTI may adjust the RTI’s effective start date on the 55 profile. Paying agencies have no access to adjust receiving agencies’ RTIs.

The transaction/paying agency should coordinate with the RTI agency on the correct RTI number for entry of each ITV payment whenever an error resulting from using an RTI arises. The Comptroller’s office will generally not adjust RTIs unless there is a central processing necessity.

Please note that multiple paying agencies can use the same RTI. See Reimbursements for Unemployment Compensation Payments (APS 003) (FPP A.035) as an example.

My ITV transaction is in Batch Agency 005. What should I do? [+]

This means that an error has occurred during the ITV process that must be addressed by Comptroller staff. Please contact your appropriation control officer. The Appropriation Control section monitors Batch Agency 005 and will coordinate any corrections.

Can I put an effective end date on the 55 profile? [+]

Yes, but it is not recommended until after Sept. 26 for RTIs used during the interagency reconciliation process for the annual financial report (AFR). An RTI (receiving) agency that sets an effective end date in the prior fiscal year on the 55 profile will prevent a transaction/paying agency from processing backdated ITV transactions in the current fiscal year.

Example: A transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process even if the effective date on the transaction is backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process.

It is especially critical that ITVs process successfully during the interagency reconciliation process for the AFR. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates blank on the RTIs unless there is an explicit need to include a date.

Why can I use the % ALLOCATED field on the 55 profile, but not the AMOUNT field? [+]

The AMOUNT field and several other fields are not used on the 55 profile for RTIs created for interagency transactions. The system will use the transaction/paying agency’s amount as the amount being received. The % ALLOCATED field is used to allocate the received funds to more than one coding block. Using the AMOUNT field will cause errors on the paying agency’s transaction and send it to Batch Agency 005 for correction by the Appropriation Control section. Also, when using the % ALLOCATED field, simple percentages (such as .60 and .40) should be used. Otherwise, errors may occur. For more information, see the 55 (550) Recurring Transaction Profile in USAS Coding Instructions (FPP Q.010).

How do I know if an ITV processed? [+]

When ITVs process, they generate G documents. DAFR3762 – ITV Generated Transactions is produced and can be used by either the transaction (paying) or RTI (receiving) agency to verify that the original document processed. The USAS Accounting Event Inquiry (88) screen may also be used to find the G document.

If an ITV fails to process, the DAFR360B Recurring Transaction Error Report is generated. This report provides information on why an ITV failed to process. The most common error message is RTI PROFILE INVALID, indicating that the RTI profile is either:

  • Inactive,
  • Has an effective end date that is less than the transaction effective date or
  • Does not exist (has been deleted).

If multiple transaction number profiles are established for the same RTI number and one or more of the transaction number profiles are invalid, additional reports are generated:

  • Recurring Transaction Error Report for ITVs (DAFR3761): Produced for interagency transactions generated from T-code 268
  • Recurring Transaction Error Report for ITVs (DAFR3751): Produced for interagency transactions generated from all other T-codes

Why would a university not use the ITV/RTI Process? [+]

The ITV/RTI process is for transfers between funds that exist within the State Treasury. Universities frequently are authorized to hold funds in local bank accounts. Except for T-codes 268/279-Interagency State and Federal Grant Pass-Through Activity-Local Funds, payments made to local bank accounts cannot use the ITV/RTI Process. However, universities may use RTIs to receive funds in the Treasury.

Once my ITV payment processes, on what USAS screen can I view the RTI I used to make the payment? [+]

Once the ITV payment processes, the RTI field cannot be viewed in USAS. It is recommended that the RTI number be referenced in the INVOICE or DESCRIPTION field where it can later be viewed from the Accounting Event Record Inquiry (84) screen in USAS. In addition, DAFR2261 – Daily History Detail Report will generate automatically for the transaction agency and will include the RTI.

Where do I find the procedures for processing ITVs? [+]

For additional guidance on interagency payments, see Interagency Payments and Receipts for Goods and Services (APS 014) (FPP A.028).

Changes to this Document
01/06/2015 Clarified instructions in the answer to Should I release batches that are in P-N-4 status? in the Batch Processing section
08/23/2013 Clarified instructions in the answer to Can I put an effective end date on the 55 profile? in the ITV/RTI section
09/11/2012 Added link to new Interagency Transactions Web-based Training
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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