“What’s New” for CAPPS

02/11/25	Add Tiles to TDIS for Additional Security and Efficiency Add Tiles to TDIS for Additional Security and Efficiency State agency employees use Texas Digital Identity Solution (TDIS) to securely log in to CAPPS. Agencies can add tiles to TDIS for other applications such as Microsoft Office, Salesforce or custom applications. Integrating TDIS with existing applications can reduce the number of passwords users must maintain while improving security and efficiency. The Department of Information Resources funds TDIS software development and operating costs for internal state users. TDIS is a single sign-on platform that provides multifactor authentication, federated identity management, and comprehensive reporting and analytics to participating agencies. See DIR’s TDIS page or email tdismfa@dir.texas.gov for more information.
01/31/25	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Feb. 25, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information.
01/24/25	Credit Union No Longer Authorized for Payroll Deduction Credit Union No Longer Authorized for Payroll Deduction Effective with wages payable March 1, Texas Trust Credit Union will no longer be a participating credit union authorized for payroll deductions, and deductions may no longer be made from employees’ wages for this credit union. See the list of approved participating credit unions (login required) or Credit Union Deductions for more information. Contact SPRS, HRIS or CAPPS agency support with questions.
01/17/25	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish between confidential and nonconfidential payments. State agencies and institutions of higher education must mark confidential transactions to protect payee confidentiality, per USAS and CAPPS Financials Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/03/25	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Jan. 28, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Jan. 30, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. Agendas will be available a few days before each meeting.
12/10/24	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2024 reporting. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 31.
12/06/24	Reminder – Local Funds Reporting Due Reminder – Local Funds Reporting Due State agencies that receive, spend or administer funds or revenues held outside the state treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2025 projected data must be submitted by Dec. 12, using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional Reporting Requirements per the GAA for more information.
12/06/24	Reminder – Military Workforce Summary Reports Due Reminder – Military Workforce Summary Reports Due Dec. 13 is the maintenance and corrections deadline for the fiscal 2025 first-quarter Military Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 17 and must be submitted by Dec. 31.
11/26/24	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2025 appropriations by Dec. 30. Quarterly certification must be entered in the online form. See Important Dates in the Reporting Guidelines of Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
11/22/24	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available Dec. 9 on DAFR8190 and DAFR8200. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
11/22/24	CAPPS Agency Support CAPPS Agency Support Each state agency has its own internal CAPPS level 1 support staff who can troubleshoot basic CAPPS issues. If level 1 contacts cannot resolve an issue, they can submit a service request to the Comptroller’s CAPPS service desk. Only authorized support staff may contact the CAPPS service desk. See CAPPS Agency Support for a list of your agency’s level 1 contacts.
11/22/24	Reminder – Local Funds Reporting Due Reminder – Local Funds Reporting Due State agencies that receive, spend or administer funds or revenues held outside the state treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2025 projected data must be submitted by Dec. 12, using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional Reporting Requirements per the GAA for more information.
11/08/24	Local Funds Reporting Requirements Due Local Funds Reporting Requirements Due State agencies that receive, spend or administer funds or revenues held outside the state treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2025 projected data must be submitted by Dec. 12, using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional Reporting Requirements per the GAA for more information.
11/08/24	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in the USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
11/01/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 21, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available a few days before the meeting.
11/01/24	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2025. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/25/24	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/18/24	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2025. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/11/24	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields State agencies and institutions of higher education may enter payment information in the invoice number and description fields on USAS and CAPPS transaction entry screens. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/11/24	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated agencies to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
10/04/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Oct. 24, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available a few days before the meeting.
10/04/24	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 17, preliminary copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 29 – Data corrections due. Data corrections entered or submitted after Oct. 29 will not be reflected in the final report issued Oct. 31.
09/27/24	Final Fiscal 2024 Annual Report (Statewide Hiring Practices) Final Fiscal 2024 Annual Report (Statewide Hiring Practices) Each state agency and institution of higher education will receive a final copy of the fiscal 2024 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 7. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/27/24	Preliminary EEO Report Preliminary EEO Report On Oct. 17, preliminary copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 29 – Data corrections due. Data corrections entered or submitted after Oct. 29 will not be reflected in the final report issued Oct. 31.
09/27/24	Reminder – Take Our Customer Service Survey Reminder – Take Our Customer Service Survey We care about what you think! Please take a moment to fill out Fiscal Management’s online customer service survey. We depend on your feedback to improve our operations and better meet your needs. The survey has three main questions that should take less than a minute to answer, plus an opportunity to provide additional feedback. You can access the survey until Friday, Oct. 4. Please share this email and survey link with any staff that may interact with Fiscal Management and our statewide systems. Thank you in advance for your time and thoughts. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/20/24	Annual Encumbrance Reporting Due Annual Encumbrance Reporting Due State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year. All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
09/20/24	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.) The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for past appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.
09/20/24	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
09/06/24	RTIs for Fiscal 2025 Unemployment Compensation Reimbursements RTIs for Fiscal 2025 Unemployment Compensation Reimbursements The recurring transaction indexes (RTIs) for unemployment compensation reimbursements have been updated for fiscal 2025. See Reimbursements for Unemployment Compensation Payments (APS 003) (FPP A.035) for details.
09/06/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Sept. 24, 9 – 10:30 a.m. A CAPPS Financials user group meeting will be held Sept. 26, 9 – 10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
08/23/24	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/23/24	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/09/24	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the third- and fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/09/24	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2024 occurs Aug. 30. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines. System maintenance dates and times. Support contacts.
08/02/24	New CAPPS Logos New CAPPS Logos The Comptroller’s office is proud to announce the launch of new logos for CAPPS. Certain CAPPS-related web pages and system interfaces will also be rebranded with a fresh, modern look. These changes begin rolling out Sept. 1, with CAPPS-based training documentation and other materials to be updated in phases. No changes are required for CAPPS Central agencies. For CAPPS Hub agencies using the current logo, the September Hub package will include the new design. All agencies may request updated images earlier by submitting a service request ticket.
08/02/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Aug. 22, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
07/19/24	Outstanding Warrants Void Aug. 30 Outstanding Warrants Void Aug. 30 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month (e.g., July 5 and Aug. 2). Agencies should monitor their report before warrants become void Aug. 30. See USAS Annual Close Process (FPP Q.004) for more information, including how to generate agency-customized reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/19/24	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/12/24	Super Security Delete Request Form Change Super Security Delete Request Form Change Effective July 15, a new version of the Super Security Delete Request form (73-310) is available. The new version includes: Ability to enter ranges for batch sequence numbers and document suffix numbers. Removal of the reason codes. Expansion to 11 rows for entering super security delete (SSD) transaction details. Addition of an alternative contact for the SSD request. Follow the instructions on Page 2 of the form to enter the appropriate values in each field. Note: To complete the form electronically, download it to your computer and open the form with Adobe Acrobat Reader. Do not complete the form using your internet browser. Previous versions of the SSD form will be rejected by USAS Maintenance after July 31. See USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001) for more information. Email usas.maintenance@cpa.texas.gov or contact your agency’s appropriation control officer with questions.
07/12/24	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance are: July 26 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions.
07/12/24	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Agencies must enter fiscal 2025 appropriation budgets in USAS and submit all required documentation by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedules, instructions, definitions and samples.
07/11/24	New Overtime Rule Blocked New Overtime Rule Blocked A federal district court has issued an injunction that blocks the enforcement of the Department of Labor’s new Fair Labor Standards Act (FLSA) rule for Texas government employees. For more information, see Federal Overtime Changes Effective July 1, 2024. Note: The Comptroller of Public Accounts does not provide guidance on FLSA, overtime exemptions or related employment law issues.
07/02/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held July 23, 9 – 10:30 a.m. A CAPPS Financials user group meeting will be held July 25, 9 – 10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
06/28/24	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2024 Master Schedule of Year-End Close Events, which includes: Processing deadlines. Support contacts. System maintenance dates and times.
06/28/24	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2024 USAS annual cash-basis close occurs on Friday, Aug. 30. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process(FPP Q.004). See Scheduling Critical Payments at Fiscal Year-End for more information by appropriation year, including deadlines. Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
06/28/24	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. Aug. 30 through 8 a.m. Sept. 3. Normal activities resume 8 a.m. Sept. 3.
06/28/24	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2025. See SPRS Fiscal Year-End Processing Instructions(FPP O.002) for complete information.
06/28/24	Reminder – Certification Due for Certain USAS Balances Reminder – Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state treasury are subject to this requirement. Certification is due July 5. All corrections must be entered in USAS by July 19. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/21/24	USAS Budget Entries and Appropriation Schedules USAS Budget Entries and Appropriation Schedules On July 1, agencies can begin entering fiscal 2025 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the Excel spreadsheets provided to complete the required schedules. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.
06/21/24	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX to ensure you use the current version. Previously downloaded forms might be outdated. The top of every FMX page has a link to the Forms page. Topic pages such as Appropriations and Payment Services link to their specific forms on the Forms page. Note: Payment Services forms on FMX are secured and require login to prevent unauthorized users from accessing them and submitting them to state agencies. If it is necessary for your agency to maintain any of these forms on your website, ensure the forms require login and that you are using the most current version.
06/20/24	Federal Overtime Changes Effective July 1 Federal Overtime Changes Effective July 1 The U.S. Department of Labor has revised the rules governing which executive, administrative and professional employees (EAP workers) are exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime pay protections. State agencies and institutions of higher education should review the changes. See Federal Overtime Changes Effective July 1, 2024 for more information. Note: The Comptroller of Public Accounts does not provide guidance on FLSA, overtime exemptions or related issues.
06/14/24	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due On June 28, the General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due for agencies listed in Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
06/14/24	Reminder – FMQuery BusinessObjects Upgrade Reminder – FMQuery BusinessObjects Upgrade FMQuery BusinessObjects will be upgraded to version 4.3 on June 24. Payroll reports and SIRS reports will be upgraded, replacing the 4.2 versions, which will be decommissioned and no longer accessible on that date. Current users will use their same login credentials. The results from any report run in the 4.3 environment will be identical to the results from the same report run in the 4.2 environment. See SAP BusinessObjects 4.3 Training for training videos. Note: The system will be offline from 5 p.m. Friday, June 21, to 8 a.m. Monday, June 24.
06/07/24	Certification Due for Certain USAS Balances Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state treasury are subject to this requirement. The certification is due July 5. All corrections must be entered in USAS by July 19. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/07/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held June 25, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
05/31/24	New Prior State Service Verification New Prior State Service Verification A new indicator in CAPPS certifies prior state service records as they are created by the system, so state agencies are no longer required to contact the prior employer for certain state service records certified in CAPPS. However, agencies and institutions of higher education are still responsible for verifying prior state service not certified in CAPPS. See Texas Payroll/Personnel Resource – Required Documentation for more information, and contact CAPPS agency support with questions.
05/24/24	USAS Profile Rollover to FY/AY25 USAS Profile Rollover to FY/AY25 The annual USAS profile rollover occurs June 22. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2025, based on existing FY24 and AY24 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/24/24	USAS Profile Review and Cleanup Reports USAS Profile Review and Cleanup Reports To prepare for the June 22, 2024, rollover to fiscal 2025, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 1 – 21. The reports: Help agencies review certain USAS profiles and make necessary changes before the June 22 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end. Include USAS data through the previous business day. Contact your agency’s financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/24/24	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2024 appropriations by June 30. Quarterly certification must be entered in the online form. See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/24/24	Reminder – Statewide Cost Allocation Worksheet and Forms Due Reminder – Statewide Cost Allocation Worksheet and Forms Due Deadlines for agencies listed in Fiscal 2023 Statewide Cost Allocation Summary of Fixed Costs by Agency are: June 3 – Statewide Cost Allocation Worksheet due. June 14 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 28 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 26 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/10/24	SWCAP Worksheet and Forms Due SWCAP Worksheet and Forms Due The fiscal 2023 Statewide Cost Allocation Plan (SWCAP) provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2023 Statewide Cost Allocation Summary of Fixed Costs by Agency are: June 3 – Statewide Cost Allocation Worksheet due. June 14 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 28 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 26 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/10/24	FMQuery BusinessObjects Upgrade FMQuery BusinessObjects Upgrade FMQuery BusinessObjects will be upgraded to version 4.3 on June 24. Payroll reports and SIRS reports will be upgraded and will replace the 4.2 versions, which will be decommissioned and no longer accessible on that date. The results from any report run in the 4.3 environment will be identical to the results from the same report run in the 4.2 environment, and current users will use their same login credentials. See SAP BusinessObjects 4.3 Training for training videos.
05/10/24	Fiscal 2025 Payroll Due Dates and Direct Deposit Schedule Fiscal 2025 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2025 payroll due dates and direct deposit schedule.
05/10/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 28, 9–10:30 a.m. A CAPPS Financials user group meeting will be held May 30, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
04/26/24	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due All state agencies and institutions must renew their Agency Authorization for Warrant Pickup form (74-189). Agencies without a new form on file by May 1 will not be able to pick up warrants or have their warrants mailed to them. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/05/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held April 25, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
04/05/24	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information.
03/28/24	State Grant Requirement State Grant Requirement State agencies and institutions of higher education that award a state grant over $25,000 from funds appropriated through the General Appropriations Act must publish the purpose of the grant on the agency’s public website. See Requirement to Publish Purpose of State Grants (FPP S.010) for more information.
03/15/24	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business on April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/08/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting (including an ERS Q&A regarding Group 3 Retirement employees) will be held March 26, 9–11 a.m. A CAPPS Financials user group meeting will be held March 28, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
03/01/24	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second-quarter fiscal 2024 appropriations by March 30. Quarterly certification must be entered in the online form. See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/09/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Feb. 27, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days before the meeting.
01/26/24	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator
01/12/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Jan. 23, 9–11 a.m. A CAPPS Financials user group meeting will be held Jan. 25, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
12/14/23	Security Alert: Avoid Email Confirmation Security Alert: Avoid Email Confirmation Fiscal Management urges all agencies to review and further strengthen internal processes and procedures for requesting system or security changes. To avoid security threats, it is best to validate requests by a method other than email. In the past, hackers harvested credentials such as user IDs, passwords, email addresses, etc., then used the credentials to access systems and gather data or other sensitive information. Now, hackers target the credential with the most transparency — email addresses. They hijack an email account, change the password, then use the email address to request the agency to provide sensitive information or make detrimental changes to the user’s profile, such as changing direct deposit instructions. This is what makes these hacks so dangerous. Everything about the email appears legitimate, because it is. Since the email account is compromised, the traditional strategy of training users to identify illegitimate email will not work. Only a second level of validation will ensure the instructions received were from the intended user. See Fraud Prevention Recommendations for more tips, or contact your agency’s information security office for more information and/or to discuss and implement security improvements for your agency.
12/08/23	Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2024 first-quarter Military (formerly Veteran) Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 18 and must be submitted by Dec. 29. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
12/04/23	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2023. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 31.
11/21/23	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2024 appropriations by Dec. 30. Quarterly certification must be entered in the online form. See Important Dates in the Reporting Guidelines of Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
11/17/23	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available on DAFR8190 and DAFR8200 on Dec 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
11/17/23	Military (Formerly Veteran) Workforce Summary Reports Due Military (Formerly Veteran) Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2024 first-quarter Military (formerly Veteran) Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 19. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 19 and must be submitted by Dec. 29. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
11/10/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 30, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days before the meeting.
11/03/23	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in the USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/27/23	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/27/23	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2024. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/24/23	Credit Union No Longer Authorized for Payroll Deductions Credit Union No Longer Authorized for Payroll Deductions Effective with wages payable Dec. 1, 2023, Texas Dow ECU (TDECU) – Your Credit Union will no longer be a participating credit union authorized for payroll deductions, and deductions may no longer be made from employees’ wages for this credit union. See the list of approved participating credit unions (login required) or Credit Union Deductions for more information. Contact SPRS, HRIS or CAPPS agency support with questions.
10/20/23	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/13/23	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2024. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/06/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Oct. 24, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Oct. 26, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
10/06/23	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30 for both lapsing balances and certification submissions.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all past appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
09/29/23	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 19, preliminary copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 27 – Data corrections due Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.
09/28/23	Reminder – Complete Our Customer Service Survey by Sept. 29 Reminder – Complete Our Customer Service Survey by Sept. 29 If you already completed our Fiscal Management customer service survey, thank you! If you haven't had a chance to take our online survey, it will be available until the close of business Friday, Sept. 29. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/26/23	Preliminary Annual Report Delayed Preliminary Annual Report Delayed The Preliminary Annual Report (Statewide Hiring Practices) is delayed and will be available to agencies via electronic file transfer on Sept. 27. Due dates for the Annual Report have been adjusted to accommodate the delay: Oct. 3: Report acknowledgment form due Oct. 6: Corrections due Oct. 9: Final Annual Report available For more information, contact SPRS, HRIS or CAPPS agency support.
09/22/23	Preliminary EEO Report Preliminary EEO Report On Oct. 19, preliminary copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 27 – Data corrections due Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.
09/15/23	Fiscal Management Customer Service Survey Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 29. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/15/23	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.) The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for past appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.
09/15/23	Annual Encumbrance Reporting Due Annual Encumbrance Reporting Due State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year. All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
08/25/23	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/25/23	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/18/23	Accounting Policy Statements Updated Accounting Policy Statements Updated The following Accounting Policy Statements (APSs) have been updated: APS 001 – Sources of Revenue Required to Pay Benefit Cost APS 005 – Reimbursing Retirement Contributions and Insurance Premiums APS 007 – Revenue Deposits Intended to Increase Appropriation Authority APS 008 – Deposit of Sales Taxes Collected by State Agencies APS 013 – Refunding Deposits APS 014 – Interagency Payments and Receipts for Goods and Services APS 019 – Salary Benefit Appropriation Allocations APS 021 – Correcting Bookkeeping and Cost Allocation Entries APS 025 – Cost Allocation From Temporary Administrative and Support Appropriations APS 028 – Reporting of State Debts and Hold Offset Procedures APS 029 – Electronic Processing of Revenues and Expenditures Review each APS to ensure compliance with the most current policies and procedures.
08/11/23	88th Legislature GAA Updates 88th Legislature GAA Updates The 88th Legislature updated Article IX of the General Appropriations Act (GAA); changes take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of GAA changes and other legislation that affects state agencies.
08/11/23	Reason Code Definitions and Restrictions Updated Reason Code Definitions and Restrictions Updated The 88th Legislature updated salary administration provisions of the General Appropriations Act (GAA), so the Comptroller’s office has issued: Reason Code Definitions and Restrictions for State Agencies (Fiscal 2024-25) Reason Code Quick Reference for State Agencies (Fiscal 2024-25) Reason Code Definitions and Restrictions for Institutions of Higher Education (Fiscal 2024-25) See Reason Code Resources and Classification Salary Schedules (FPP R.022) for more information and a downloadable PDF.
08/11/23	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2023 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines System maintenance dates and times Support contacts
08/11/23	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the third- and fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/04/23	Legislative Changes to Salary Administration Legislative Changes to Salary Administration The 88th Legislature, Regular Session, updated: Salary/HR administration Leave administration Retirement rates for fiscal 2024 and fiscal 2025 See Legislative Changes Affecting Salary Administration, 88th Legislature (FPP F.021) for more information.
08/04/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Aug. 22, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Aug. 24, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
07/21/23	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month (e.g., July 7 and Aug. 4). Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating agency-customized reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/21/23	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/14/23	Limits on New Accounts, Funds and Revenue Dedications Limits on New Accounts, Funds and Revenue Dedications House Bill 3461, 88th Legislature, Regular Session, continues the policy of limiting the number of new general revenue accounts, special funds and dedications of revenue. See Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046) for a summary of HB 3461.
07/14/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held July 27, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days prior to the meeting.
07/14/23	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency are: July 28 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
07/07/23	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Fiscal 2024 appropriation budgets must be entered in USAS and all required documentation submitted by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
06/30/23	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2023 Master Schedule of Year-End Close Events for: Processing deadlines. Support contacts. System maintenance dates and times.
06/30/23	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2023 USAS annual cash-basis close occurs Aug. 31. Instructions and deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004). See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines. Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
06/30/23	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 5. Normal activities resume at 8 a.m. on Sept. 5
06/30/23	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2024. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2024 (FPP O.002) for complete information.
06/30/23	Preliminary Copies of the 2023 EEO-4 Report Available Preliminary Copies of the 2023 EEO-4 Report Available Preliminary copies of the 2023 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 20 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgment form to the Comptroller’s office by Aug. 3. The governor’s office uses the report, which reflects state agency hiring practices for odd-numbered years, to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent. See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.
06/23/23	Salary Increase Information Available Salary Increase Information Available The 88th Legislature, Regular Session, provided appropriations for two salary increases for certain state agency positions in fiscal 2024 and 2025 as well as appropriations in fiscal 2023 to accelerate the effective date of the first increase to July 1. See Appropriations for the Salary Increase Allocation for Certain State Positions(FPP A.009) and Guidelines for the Salary Increase for Certain State Positions (FPP F.017) for more information.
06/23/23	Classification Salary Schedules Updated Classification Salary Schedules Updated The 88th Legislature increased state employee salaries in two phases, with the first increase effective July 1, and adopted new salary schedules with the same effective date. See Classification Salary Schedule For Partial Fiscal 2023 (Effective July 1-Aug. 31, 2023) for the updated salary schedules, and Reason Code Resources and Classification Salary Schedules (FPP R.022) for more information.
06/23/23	Reminder – Certification Due for Certain USAS Balances Reminder – Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state’s treasury are subject to this requirement. The certification is due July 7. All corrections must be entered in USAS by July 21. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/16/23	USAS Budget Entries and Appropriation Schedules Deadline USAS Budget Entries and Appropriation Schedules Deadline On July 3, agencies can begin entering fiscal 2024 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the provided Excel spreadsheets to complete the required schedules. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.
06/16/23	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due On June 30, the General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
06/09/23	Certification Due for Certain USAS Balances Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state’s treasury are subject to this requirement. The certification is due July 7. All corrections must be entered in USAS by July 21. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/09/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held June 27, 9–10:30 a.m. A CAPPS Financials user group meeting will be held June 29, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
05/26/23	USAS Profile Rollover to FY/AY24 USAS Profile Rollover to FY/AY24 The annual USAS profile rollover occurs June 17. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2024, based on existing FY23 and AY23 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/26/23	USAS Profile Review and Cleanup Reports USAS Profile Review and Cleanup Reports To prepare for the June 17, 2023, rollover to fiscal 2024, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 1–15. The reports: Help agencies review certain USAS profiles and make necessary changes before the June 17 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end. Include USAS data through the previous business day. Contact your agency’s financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/26/23	Review USAS IT File Daily Review USAS IT File Daily State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods. When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing. See USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001) for more information.
05/26/23	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2023 appropriations by June 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/19/23	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX to ensure you use the current version. Previously downloaded forms might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations and Payment Services link to their specific forms on the Forms page. Note: Payment Services forms on FMX are secured and require login to prevent unauthorized users from accessing them and submitting them to state agencies. If it is necessary to maintain any of these forms on your agency’s website, ensure the forms require login and are the most current version.
05/19/23	Reminder – SWCAP Worksheet and Forms Due Reminder – SWCAP Worksheet and Forms Due Deadlines for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency (SWCAP) are: June 2 – Statewide Cost Allocation Worksheet due. June 15 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 30 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 28 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/12/23	Fiscal 2024 Payroll Due Dates and Direct Deposit Schedule Fiscal 2024 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2024 payroll due dates and direct deposit schedule.
05/05/23	SWCAP Worksheet and Forms Due SWCAP Worksheet and Forms Due The Fiscal 2022 Statewide Cost Allocation Plan, Summary of Fixed Costs PDF (SWCAP) provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency are: June 2 – Statewide Cost Allocation Worksheet due. June 15 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 30 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 28 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/05/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 23, 9-10:30 a.m. A CAPPS Financials user group meeting will be held May 25, 9-10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
04/21/23	Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
04/14/23	Pay Card Program Pay Card Program State agency employees can choose to receive their payroll and travel reimbursements on a pay card as an alternative to receiving payments by warrant or direct deposit. Employees can contact their agency payroll office to choose this option. Agencies can promote the pay card program with downloadable payroll stuffers. See TexPayment Resource – Promoting Direct Deposit/Pay Card. Pay card setups are available for payments issued via USAS, SPRS and CAPPS. See Pay Cards for Payroll/Retirement Net Pay (FPP P.004).
04/06/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held April 25, 9–10:30 a.m. A CAPPS Financials user group meeting will be held April 27, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
03/10/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held March 28, 9–10:30 a.m. A CAPPS Financials user group meeting will be held March 30, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
03/03/23	Statewide Cost Allocation Billing Delayed Statewide Cost Allocation Billing Delayed The Comptroller’s office bills agencies for their portion of statewide costs using the statewide allocated costs and billing procedures prescribed by the governor’s office. Agencies indicate the basis for allocating statewide costs and use that basis to distribute their statewide costs among sources of funding on the statewide cost allocation worksheet. The Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency provided by the governor's office is delayed beyond the usual first-quarter deadline. When that data is available, the Comptroller’s office will issue separate guidance, including new deadlines. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for complete information including contacts, instructions, forms and worksheet.
03/03/23	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second-quarter fiscal 2023 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/10/23	CAPPS User Group Meetings CAPPS User Group Meetings A combined CAPPS HR/Payroll and Financials user group meeting will be held Feb. 28, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available the morning of the meeting.
01/27/23	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and nonconfidential payments. State agencies and institutions of higher education must properly mark confidential transactions to protect payee confidentiality, per USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/13/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Jan. 26, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
01/05/23	Report to the 88th Legislature: CAPPS – ERP in Texas Report to the 88th Legislature: CAPPS – ERP in Texas The biennial Report to the 88th Legislature: CAPPS — ERP in Texas is available now for view or download. The report details the progress of statewide deployment of the Centralized Accounting and Payroll/Personnel System (CAPPS). See the Enterprise Resource Planning (ERP) topic page for more information.
01/05/23	Security Advisory: Implement Multifactor Authentication Security Advisory: Implement Multifactor Authentication Multifactor authentication (MFA) is one of the best practices an agency can use to prevent unauthorized access to its data, devices and networks. MFA requires users to present multiple pieces of information that must be validated by the system before the user can access the system. It is essential that agencies implement strong password policies to enhance the protection of MFA. However, MFA for CAPPS is only as effective as the surrounding controls that each agency implements. It remains each agency’s responsibility to secure the entire infrastructure supporting the MFA factors (e.g., agency email accounts and voice call). If any of the systems supporting MFA are compromised, it could lead to account takeover.
12/30/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations or Payment Services) link to their specific forms on the Forms page.
12/02/22	Reminder – Local Funds Reporting Requirements Due Reminder – Local Funds Reporting Requirements Due State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.
12/02/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/29/22	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2022. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 16. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31.
11/28/22	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2023 appropriations by Dec. 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
11/28/22	Reminder – USPS Unavailable Dec. 10 Reminder – USPS Unavailable Dec. 10 USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/18/22	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 Dec. 9 See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
11/18/22	Reminder – Local Funds Reporting Requirements Due Reminder – Local Funds Reporting Requirements Due State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.
11/17/22	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available Dec. 16 and must be submitted by Jan. 13. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
11/10/22	Local Funds Reporting Requirements Due Local Funds Reporting Requirements Due State agencies that receive, spend or administer revenue held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.
11/10/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/10/22	Fraud Prevention Webinar Fraud Prevention Webinar If you generate or monitor your agency’s direct deposit payments, learn how you can help avoid fraud and safeguard state resources by attending a fraud prevention webinar on Nov. 15, 10:30 a.m. – noon. Topics include: Biggest threats to agencies. Business email compromise. Check fraud. Best practices to prevent fraud. This webinar is offered by the state’s direct deposit vendor, J.P. Morgan Chase. Registration is not required. Visit the web-based training calendar on FMX for login information.
11/04/22	USPS Unavailable Dec. 10 USPS Unavailable Dec. 10 USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/04/22	CAPPS User Group Meetings CAPPS User Group Meetings A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 17, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
10/28/22	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/21/22	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/21/22	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/14/22	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls that will be paid in January 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/14/22	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/07/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Oct. 25, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Oct. 27, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
10/07/22	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
09/30/22	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 13, preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/23/22	Preliminary EEO Report Preliminary EEO Report Preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer on Oct. 13 with each agency’s regular daily downloads. Deadlines: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/23/22	Reminder – Fiscal Management Customer Service Survey Reminder – Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/23/22	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
09/16/22	2022 Fiscal Management Customer Service Survey 2022 Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions about the survey.
09/16/22	Infrastructure Investment and Jobs Act Policy Updates Infrastructure Investment and Jobs Act Policy Updates The Comptroller’s office has updated Tracking Expenditures and Revenues Related to Disaster or Disaster-Related Economic Relief Efforts (FPP K.014) to include the tracking requirements for Infrastructure Investment and Jobs Act (IIJA) funding received. Coronavirus Relief Federal Funding Accounting Policy for the State of Texas (FPP A.048) also includes new references to IIJA funding.
09/16/22	Annual Encumbrance Reporting Due Annual Encumbrance Reporting Due State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year. All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
09/16/22	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.) The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for prior appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for details.
09/16/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Sept. 27, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Sept. 29, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
09/09/22	RTIs for Fiscal 2023 Unemployment Compensation Reimbursements RTIs for Fiscal 2023 Unemployment Compensation Reimbursements The recurring transaction indexes (RTIs) for unemployment compensation reimbursements have been updated for fiscal 2023. See Reimbursements for Unemployment Compensation (APS 003) (FPP A.035) for details.
08/26/22	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/26/22	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/19/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/19/22	Reminder – CAPPS Systems Unavailable for FYE Reminder – CAPPS Systems Unavailable for FYE The CAPPS production and non-production environments for HR/Payroll, Financials and Enterprise Learning Management will be unavailable from 5 p.m. Aug. 31 through 8 a.m. Sept. 3 for fiscal year-end (FYE) activities. CAPPS Recruit will remain available through https://capps.taleo.net. IAM/TDIS multi-factor authentication (MFA) is required. See 2022 Master Schedule of Fiscal Year-End Close Events for more details. Note: Users must clear their browser cache before logging in once the system is back up Sept. 3.
08/12/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Aug. 23, 9–11 a.m. A CAPPS Financials user group meeting will be held Aug. 25, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
08/12/22	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2022 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines. System maintenance dates and times. Support contacts.
07/22/22	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/22/22	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/18/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held July 26, 9-11 a.m. A CAPPS Financials user group meeting will be held July 28, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
07/11/22	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Fiscal 2023 appropriation budgets must be entered in USAS and all required documentation submitted by July 29. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
07/01/22	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2022 Master Schedule of Year-End Close Events, which includes: Processing deadlines. Support contacts. System maintenance dates and times.
07/01/22	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2022 USAS annual cash-basis close occurs on Wednesday, Aug. 31. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004). See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines. Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
07/01/22	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 3. Normal activities resume at 8 a.m. on Sept. 3.
07/01/22	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2022 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2022 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
07/01/22	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2023. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2023 (FPP O.002) for complete information.
06/28/22	Reminder – CAPPS Upgrade July 5 Reminder – CAPPS Upgrade July 5 CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet. June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5. Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28. Contact CAPPS Training or CAPPS Governance and Communications with questions.
06/24/22	Reminder – Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Reminder – Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement. The certification is due July 8. All corrections must be entered in USAS by July 22. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the fo
06/17/22	USAS Budget Entries and Appropriation Schedules Due USAS Budget Entries and Appropriation Schedules Due On July 1, agencies can begin entering fiscal 2023 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 29. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the provided Excel spreadsheets to complete the required schedules. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.
06/17/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held June 28, 9-11 a.m. A CAPPS Financials user group meeting will be held June 30, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
06/10/22	Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement. The certification is due July 8. All corrections must be entered in USAS by July 22. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.
06/10/22	CAPPS Upgrade July 5 CAPPS Upgrade July 5 CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet. June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5. Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28. Contact CAPPS Training or CAPPS Governance and Communications with questions.
05/31/22	USAS Profile Review, Cleanup and Rollover to FY23 USAS Profile Review, Cleanup and Rollover to FY23 USAS Profile Review and Cleanup Reports To prepare for the June 18, 2022, rollover to fiscal 2023, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3 - 16. The reports: Help agencies review certain USAS profiles so necessary changes are made before the June 18 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year end. Include USAS data through the previous business day. Contact your financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information. USAS Profile Rollover to FY/AY23 The annual USAS profile rollover occurs June 18. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2023, based on existing FY22 and AY22 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/31/22	Review USAS IT File Daily Review USAS IT File Daily State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods. When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing. For more information, see USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001).
05/31/22	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2022 appropriations by June 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/13/22	Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2023 payroll due dates and direct deposit schedule.
05/13/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 24, 9 – 11 a.m. A CAPPS Financials user group meeting will be held May 26, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
04/27/22	Deadline Extended – Authorization for Warrant Pickup Deadline Extended – Authorization for Warrant Pickup The deadline to renew the Agency Authorization for Warrant Pickup form (74-189) has been extended to close of business May 20. All authorization forms on file terminate at 5 p.m. on May 31. New forms are effective June 1. Warrants will not be distributed as of June 1 without an updated renewal form on file. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/22/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs The second-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency is April 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
04/14/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held April 26, 9 – 11 a.m. A CAPPS Financials user group meeting will be held April 28, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
04/08/22	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/07/22	CAPPS Scheduled Downtime April 10 CAPPS Scheduled Downtime April 10 CAPPS production environments will be unavailable during scheduled maintenance Sunday, April 10, 2022, from 4 a.m. to noon for all towers: Enterprise Learning Management, Financials and HR/Payroll. Impacted environments include: Production CAPPS Production (PRD1) CAPPS Production Reporting (RPT1) This information is also available in the System Outages and Holidays calendar. Agency Level 1 support staff may contact the CAPPS help desk with any questions or concerns.
03/18/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: March 31 – First quarter due April 30 – Second quarter due June 30 – Third quarter due Aug. 30 - Fourth quarter due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
03/11/22	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed and signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/11/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held March 22, 9 – 11 a.m. A CAPPS Financials user group meeting will be held March 24, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
03/04/22	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2022 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/25/22	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due The General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due by March 11 for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.

“What’s New” for CAPPS

USAS Profile Review and Cleanup Reports

USAS Profile Rollover to FY/AY23