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Glenn Hegar  ·  Texas Comptroller of Public Accounts

What's New? on FMX

February, 2014

File Submission Deadlines Extended to 4 p.m.

Please note that the file submission deadlines have been extended to 4 p.m. for the following systems:

Note: The USPS and SPRS deadlines have not changed. The USPS deadline remains 2 p.m., and the SPRS deadline is still 5:30 p.m.

Fiscal 2013 CAFR Now Available

The Texas Comprehensive Annual Financial Report (CAFR) is published to provide a thorough picture of the state’s financial condition. The report is compiled from information in the statewide financial systems and individual agency annual financial reports.

The CAFR includes financial statements for the primary government and the component units of the state, management’s discussion and analysis, and a statistical data section.

Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30

State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2014 appropriations no later than March 30 to the Texas Comptroller of Public Accounts.

For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019).

Hotel Occupancy Tax Refund Reports Available March 9

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Online Systems to be Unavailable March 1 for the Payee Number Conversion

The Payee Number Conversion requires shutting down the online systems on Saturday, March 1. The systems should be available as usual from noon to 7 p.m. on Sunday, March 2, but check What’s New on FMX for updates.

The following systems are affected:

  • Human Resource Information System (HRIS)
  • State Property Accounting System (SPA)
  • Standardized Payroll/Personnel Reporting System (SPRS)
  • Texas Identification Number System (TINS)
  • Uniform Statewide Accounting System (USAS)
  • Uniform Statewide Payroll/Personnel System (USPS)

Please email payee.conversion@cpa.texas.gov or call the Payment Services Help Desk at (512) 936-8138 if you have any questions.

CAPPS Financials Production Maintenance Feb. 28 – March 2

CAPPS Financials Production environments will undergo scheduled maintenance beginning Friday, Feb. 28 at 7 p.m. until Sunday, March 2 at 12 noon to perform Phase 2 of the Payee Number Conversion Project.

The following environments will be unavailable:

  • FSPRD – CAPPS Financials Production
  • EPPRD – CAPPS Financials Production Portal
  • FSRPT – CAPPS Financials Reports

All batch interfaces will process normally during this conversion.

Reminder – Is Your Agency Ready for the Payee Number Conversion?

During the March 1–2 weekend, the Comptroller’s office is converting the payee numbers in TINS that begin with 2 to randomly assigned numbers that begin with 7. The production Conversion (XRF file) may be available for agencies to “get” from the Comptroller mainframe server as early as 7 p.m. on Saturday, March 1. The Agency Setup region will also be refreshed with production data for TINS testing during the conversion weekend.

The Payee Number Conversion page provides a summary of helpful resources, including:

Remember these deadlines from the Conversion Timeline:

  • March 3: All state agencies and institutions of higher education must be ready to ACCEPT the new 7 TINs.
  • April 7: All agencies and institutions must be ready to SUBMIT the new 7 TINs on or before this date if an extension was not approved.

Note: The rules outlined in the Matrix for TINS Payee Number Conversion (Excel) go into effect April 7. Unless an extension was approved, agencies must use/send 7 numbers for payee maintenance (according to Matrix rules) and for USAS payments (except when the four-day grace period applies).

Please email payee.conversion@cpa.texas.gov or call the Payment Services Help Desk at (512) 936-8138 if you have any questions.

CAPPS FIN Production and UAT Maintenance on Feb. 23

The CAPPS Financials Production and User Acceptance Test environments will undergo scheduled maintenance during the regularly scheduled maintenance window on Sunday, Feb. 23 from 5 a.m. until 12 noon.

The following environments will be unavailable:

  • FSPRD – CAPPS Financials Production
  • STWEPPRD – CAPPS Financials Production Portal
  • FSRPT – CAPPS Financials Reports
  • FSUAT – CAPPS Financials User Acceptance Testing

Make ARRA Section 1512 Report Changes Before March 19

The federal Fiscal Year 2014 Omnibus Spending Bill repeals the Requirements for ARRA Section 1512 Reporting (FPP B.009) as of Feb. 1. The January 2014 reporting cycle was the last required submission of Section 1512 reports.

The last day to make changes in FederalReporting.gov is March 19:

  • Changes or corrections to reports submitted in January 2014 can be made in FederalReporting.gov without assistance from the federal cognizant agency.
  • Changes or corrections to reports submitted before January 2014 require an Automatic Data Change (ADC) request. See Chapter 16 of the FederalReporting.gov User Guide for details.

Note: It has been recommended that ADC requests be made before March 19 to allow federal agencies time to review the requests.

Since you will not be able to log in to FederalReporting.gov after March 19, March 19 is the final opportunity to adjust any Section 1512 report that will be published on Recovery.gov.

FFATA Reporting Required for New ARRA Subawards

The Federal Funding Accountability and Transparency Act (FFATA) requires state agencies and institutions of higher education receiving federal grants of $25,000 or more to report data on subawards. The requirement did not include ARRA grants subject to Section 1512 reporting, which has now ended.

FFATA reports are required for ARRA subawards made on or after Feb. 1, 2014.

For more information, see Federal Funding Subaward and Executive Compensation Data Reporting and the FFATA Timeline and Reporting Crosswalk.

Reminder – Action Needed on Updated SPA Class Codes

SPA Class Code Changes for Fiscal 2014 is effective March 1. The changes affect all state agencies and universities, including:

Note: These changes need to be addressed before conducting the fiscal 2014 physical inventory.

CAPPS HR/Payroll Maintenance on Feb. 23

The following CAPPS environments will be unavailable on Sunday, Feb. 23, during the regularly scheduled maintenance window from 5 a.m. – 12 noon:

  • HRPRD – CAPPS HR/Payroll Production
  • ELMPRD – CAPPS ELM Production
  • EPHRPRD – CAPPS HR/Payroll Portal Production

These systems will be restored to service when the maintenance has been completed.

CAPPS Financials Sandbox

As of Feb. 19, the CAPPS Financials Sandbox (FSSBX) environment has been repurposed to be a copy of the 9.1 version of Production, prior to the 9.2 upgrade. FSSBX is expected to remain a 9.1 version for at least 30 days but no longer than 60 days.

Due to this change, agencies that want their users to have access in the FSSBX-9.1 Version environment must make a Security Request via their Agency Security Coordinator.

Security Coordinators may specify multiple users in a single request; however, please do not use general terms like "all users" or "all previous FSSBX users." Each user requiring access to the repurposed FSSBX environment must be specifically identified. Here is an example:

Agency ABC Request

Add FSSBX access to the following users:

  • Robin Banks 99999999999
  • Iona Winnebago 8888888888
  • Brianna Cracker 7777777777

If you have security or access request questions you may contact ProjectONE.Security@cpa.texas.gov directly.

Texas Transparency Adds Tool to Graph Agency Spending

The Texas Comptroller of Public Accounts has launched a new way for the public to research and visualize state agency expenditures.

Building on the award-winning work that went into creating the Where the Money Goes expenditure database, the newly developed visualization tool gives citizens an unprecedented look at state government spending.

It is easy to see which state agencies had the highest expenditures in a given year, viewable in this tool back to 2009. The tool’s real utility is uncovered by hovering the pointer over the multicolored bar graphs and clicking around. Hovering over a bar will reveal exact expenditure amounts, and clicking a bar will “drill down” to even more extensive expenditure data.

Visit Texas Transparency to check out the new expenditure tools, and feel free to offer any feedback you may have about the site and the resources you find there.

Reminder – Use the Current Forms Available on FMX

Do you need to submit a form to Fiscal Management? Go to the Forms page on FMX, which can be sorted by topic as well as alphabetically or numerically. The forms can be also accessed from the topic pages, such as Appropriations or SPA.

Note: Previously downloaded copies or stored links may not provide up-to-date forms.

CAPPS FIN Production Upgrade Feb. 13 – 18

TO: CAPPS FIN Level 1 Agency Support Staff

The CAPPS Financials environments will undergo scheduled maintenance beginning at 5 p.m. on Thursday, Feb. 13 through 7 a.m. on Tuesday, Feb. 18 to upgrade the Production environments to PeopleSoft 9.2 and PeopleTools 8.53.

The following environments will be unavailable:

  • FSPRD – CAPPS Financials Production
  • STWEPPRD – CAPPS Financials Production Portal
  • FSRPT – CAPPS Financials Reports
  • FSMNT – CAPPS Financials Maintenance
  • FSUAT – CAPPS Financials User Acceptance Testing
  • STWEPUAT – CAPPS Financials Acceptance Testing Portal
  • FSSBX – CAPPS Financials Sandbox
  • QA – CAPPS Financials Business Objects Quality Assurance
  • PROD – CAPPS Financials Business Objects Production

The web links to these environments will not change.

The schedule of automated processes for the upgrade:

  • Thursday, Feb. 13
    The CAPPS maintenance team will run the outbound interfaces manually. Over the weekend, the inbound for Thursday night’s USAS processing will be run manually.
  • Friday, Feb. 14 through Monday, Feb. 17
    No processes will run.
  • Tuesday, Feb. 18
    The CAPPS maintenance team will restart all processes that normally run BUT please be aware that if you have any scheduled processes/reports set up under an individual’s UserID at your agency, you will have to set them up again on Tuesday.

Production batch processes will be managed as needed to ensure Production is operable for business once the upgrade is complete.

If you have questions, please call the CAPPS help line at (512) 463 CAPPS (2277) or email capps.help@cpa.texas.gov.

ARRA Weekly Reporting Moves to Monthly Basis in February

Beginning in February, the weekly American Recovery and Reinvestment Act (ARRA) activity reporting for active awards moves to a monthly reporting basis. Reports are due on the last business day of every month with the first monthly reports due Feb. 28.

The reporting elements have not changed for the ARRA Information Required to be Reported on a Monthly Basis (FPP B.008).

Stimulus tracking reports based on agency-reported data continue to be published on the Comptroller’s Recovery website to provide additional transparency for ARRA activities in Texas to the general public.

Final Changes to ARRA Section 1512 Reports Due March 19

Section 627 of the federal Fiscal Year 2014 Omnibus Spending Bill repeals the Requirements for ARRA Section 1512 Reporting (FPP B.009) as of Feb. 1.

The January 2014 reporting cycle was the last required submission of Section 1512 reports. FederalReporting.gov has announced these final report dates:

  • The last day to review the fourth quarter 2013 reports and make changes and corrections as needed is March 19.
  • You also have until March 19 to submit Automatic Data Change requests to make changes to earlier reports.
  • On March 20, recipients will not be able to log into FederalReporting.gov, and the Help Desk will be closed.
  • On May 1, the final Recipient Data will be posted to Recovery.gov.

Please see FederalReporting.gov for messages including Frequently Asked Questions on the end of recipient reporting.

Updated TINS Direct Deposit Web-based Training Available

The TINS Direct Deposit Web-based Training for state agency staff entering, maintaining or changing direct deposit information has been updated and is available now on FMX.

The online course:

  • Describes the direct deposit process carried out through the Automated Clearing House (ACH) network
  • Identifies direct deposit forms
  • Identifies functions of TINS direct deposit screens
  • Defines and describes vendor/travel and payroll/annuity reversals, returned money, notifications of change and reports

FAQs Now Cover the New TINS Mid-Day Validation Tool

During the March 1–2 weekend, the Comptroller’s office is converting the payee numbers in TINS that begin with 2 to randomly assigned numbers that begin with 7. The Payee Number Conversion page provides a summary of helpful resources, including:



Remember these deadlines from the Conversion Timeline:

  • March 3: All state agencies and institutions of higher education must be ready to ACCEPT the new 7 TINs.
  • April 7: All agencies and institutions must be ready to SUBMIT the new 7 TINs on or before this date if an extension was not approved.

Note: The rules outlined in the Matrix for TINS Payee Number Conversion (Excel) go into effect April 7. Unless an extension was approved, agencies must use/send 7 numbers for payee maintenance (according to Matrix rules) and for USAS payments (except when the four-day grace period applies).

Please email payee.conversion@cpa.texas.gov or call the Payment Services Help Desk at (512) 936-8138 if you have any questions.

CAPPS FIN Level 1 Agency Support Staff

During regularly scheduled maintenance hours on Thursday, Feb. 6 from 10 p.m. to midnight, CAPPS Financials Production environments will undergo maintenance in order to prepare for the upcoming PeopleSoft 9.2 upgrade.

The following environments will be unavailable during this time:

  • FSPRD – CAPPS Financials Production
  • STWEPPRD – CAPPS Financials Production Portal
  • FSRPT – CAPPS Financials Reports

Batch interfaces are expected to run as scheduled during this time.

Please note this will be in addition to the Financials Portal Upgrade beginning at noon on Friday, Feb. 7 through 7 a.m. Monday, Feb. 10 that was previously communicated to you.

If you have questions or problems, please contact the CAPPS Help Desk at (512) 463-CAPPS (2277) or CAPPS.Help@cpa.texas.gov.

CAPPS Financials Level 1 Agency Support Staff

The CAPPS Financials Portal environment will undergo scheduled maintenance this weekend to upgrade to PeopleTools 8.53 and apply the latest PeopleSoft bundles.

The following environments will be unavailable beginning at 12 noon on Friday, Feb. 7 through 7 a.m. on Monday, Feb. 10:

  • FSPRD – CAPPS Financials Production
  • STWEPPRD – CAPPS Financials Production Portal
  • FSRPT – CAPPS Financials Reports

Note: an updated Web link to the CAPPS Financials Production Portal will be available on Monday, Feb. 10.

If you have questions, please call the CAPPS help line at (512) 463 CAPPS (2277) or email capps.help@cpa.texas.gov.

New TINS Mid-Day Validation Process Available to Test

As a result of the Payee Number Conversion project, TINS will provide agencies with a mid-day validation tool effective March 3. Before issuing payments, agencies can learn:

  • If a payee is already set up in TINS
  • Whether a TIN and/or mail code is active or inactive
  • The new randomly assigned 7 TIN when a 2 TIN is submitted

ACR 44302 – TINS creates a new process that allows agencies to submit input files with TINs and mail codes to validate against the system. Agencies will receive back an output file with information on the TIN and mail code, as well as the Comptroller-assigned 7 TINs.

Beginning Feb. 3, agencies may begin testing this mid-day process in Agency Setup after emailing a request to payee.conversion@cpa.texas.gov. The ACR will migrate with the payee number conversion.

Fiscal 2013 Fourth Quarter Post-Payment Audit Report Summaries Posted

The Fiscal 2013 Fourth Quarter Post-Payment Audit Report Summaries are available now on FMX.

For more audit resources including Fiscal Policies and Procedures, forms and contact information, see the Audit topic page.

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