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Glenn Hegar  ·  Texas Comptroller of Public Accounts

What's New? on FMX

June, 2014

USPS Payroll/Leave Accounting Period-End Request Process Changes July 1

USPS Application Change Request (ACR) 44255 created a new screen to request payroll month/quarter-end reports/clears and add an option to an existing screen to request leave accounting month-end clears.

Effective July 1, agencies will request their own payroll and leave reports/clears. Please see ACR 44255 – USPS for the new process.

USPS Employment Verification Screens Changed

USPS ACR 43740 migrated on June 27 to make the following screen changes:

  • HPYPA is now HØBPT (Calendar Year Payroll Totals)
  • HPYBA is now HØBCA (Verification of Contribution Amounts)
  • HPYHR is now HØBHR (Verification of Earnings)

For more information, see ACR 43740 – USPS. Please contact your USPS representative if you have any questions.

HRIS Higher Education Reappointment Reporting Due Soon

Institutions of higher education must report certain information about jobs and reappointments to HRIS at the beginning of each fiscal year. Institutions must submit reappointment information via electronic file transfer (EFT):

  • EFT #1 — Classifications and Carriers — is due Sept. 5
  • EFT #2 — Reappointments for Fiscal 2015 — is due Sept. 8
  • EFT #3 — Terminations for Fiscal 2014 — is due Sept. 12

The last day to submit HRIS September maintenance is Oct. 7.

See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for details, including instructions for reporting reappointment information. Please note that, during the fiscal year reappointment process, Fiscal Management still requires an HRIS EFT Specifications form (73-162) for EFT #1, #2 and #3.

For the spreadsheets, instructions, definitions and examples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020).

Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports

July 15 is the maintenance/corrections deadline for the Second Quarter Veteran Workforce Summary Reports (April 1 – June 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on July 16.

The Veteran Workforce Summary Report acknowledgement form and complaints report must be submitted by July 23.

For more, see Veteran Workforce Summary and Veteran Complaint Reports (FPP F.038).

Reminder – Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due July 9. All corrections must be entered into USAS by July 30.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

CAPPS FIN Production Environments Unavailable June 29

The CAPPS Financials Production environments will undergo scheduled maintenance for AIX patching on Sunday, June 29 from 5 a.m. to 12 noon.

The following environments will be unavailable:

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

Aug. 1 Deadline Set for Fiscal 2015 USAS Budget Entries

Fiscal 2015 appropriation budgets must be entered into USAS and all required documentation submitted by the Aug. 1 deadline.

Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup.

Agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing the required schedules. Please note the special requirements for unobligated balances.

For the spreadsheets, instructions, definitions and examples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020).

Register Now for the July 17 AFR Update Webinar

Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us for the 2014 AFR Update Webinar on July 17 from 1:30 to 3:30 p.m. Topics include:

  • Changes in the AFR requirements
  • GASB update information
  • ACO presentation on USAS year-end issues
  • Potential problem areas that need to be addressed
  • Changes to the AFR Web applications

Registration is required through GoToMeeting to participate.

If you would like to receive continuing professional education (CPE) credit, you must:

  • Register for the webinar through GoToMeeting prior to the webinar

    – AND –

  • Log in with your individual webinar ID and attend the webinar on July 17 from 1:30 to 3:30 p.m.

    – AND –

  • Answer four of the six questions presented during the webinar

Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six questions are eligible for CPE credit.

Signed rosters cannot be used as proof of attendance.

Latest Top 10 Audit Findings Available Now

The latest Top 10 Audit Findings in Post-Payment Audits are available now on FMX. Findings include a description of the audit issue, proper procedure and links to more information.

To view purchase policies and procedures, post-payment audit reports and more, see the Audit topic page.

AFR Core 101 Class Scheduled for July 29 and 31

Do you prepare the annual financial report (AFR) for your agency or university? A one-day, intermediate-level AFR Core 101 class is scheduled for July 29 and 31, each from 8:30 a.m. to 4:30 p.m. at the Southcliff Building. This class is designed for agency and university accounting personnel familiar with USAS who want more in-depth detail on preparing the AFR for their agency.

Note: The July 29 class is full, however, a waiting list is available.

For more information, please email Shelly Arnold or contact your financial reporting analyst.

Take the 2014 Fiscal Management Customer Service Survey by July 18

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, July 18. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

CAPPS Financials and HR/Payroll Maintenance June 22

The CAPPS Financials and HR/Payroll Sandbox, Maintenance, User Acceptance Testing and Production environments will undergo scheduled maintenance for an F5 server upgrade on Sunday, June 22 from 5 a.m. to noon.

CAPPS agencies will have the opportunity to perform testing during the maintenance window. A testing schedule and suggested scripts will be provided to agency testing contacts.

The following environments will be affected:

  • FSPRD – CAPPS Financials Production
  • EPPRD – CAPPS Financials Production Portal
  • FSRPT – CAPPS Financials Reports
  • FSMNT – CAPPS Financials Maintenance
  • FSUAT – CAPPS Financials User Acceptance Testing
  • FSSBX – CAPPS Financials Sandbox
  • EPUAT – CAPPS Financials Acceptance Testing Portal
  • HRPRD – CAPPS HR/Payroll Production
  • EPHRPRD – CAPPS HR/Payroll Portal Production
  • HRRPT – CAPPS HR/Payroll Reporting
  • HRMNT – CAPPS HR/Payroll Maintenance
  • HRUAT – CAPPS HR/Payroll User Acceptance Testing
  • HRSBX – CAPPS HR/Payroll Sandbox
  • EPHRUAT – CAPPS HR/Payroll Portal User Acceptance Testing

Guidelines for Fiscal 2015 Salary Increases Available Now

The 83rd Legislature, Regular Session, provided appropriations for salary increases for state agency employees in fiscal 2015 (effective Sept. 1, 2014).

The Texas Comptroller of Public Accounts is providing agencies with general information on the salary increases to be implemented in USPS, HRIS and SPRS. See Guidelines for the Salary Increase for Certain State Employees (FPP F.017) that includes:

  • Authorization and eligibility details by salary schedule
  • Frequently asked questions
  • USPS, HRIS and SPRS contact information

See also Appropriations for the Salary Increase for Certain State Employees (FPP A.009).

Revised TINS Guide Issued

The TINS Guide (FPP P.003) has been revised to reflect the Payee Number Conversion and now includes:

Please contact Payment Services if you have any questions.

AY 2014 Earned Federal Funds Reminders

Earned federal funds deposited by agencies into Appropriation 70000 in amounts above the level identified in the General Appropriations Act, Article IX, Section 6.22 (b), plus benefits in Section 6.22 (g), are appropriated subject to certain conditions and deadlines.

The conditions and deadlines are defined in the Appropriation Authority for Earned Federal Fund Collections Above the Annual Level section of Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017).

For appropriation year (AY) 2014, the deadline for full reporting agencies is July 30.

  • Reappropriation of Unexpended Balances (UB): There is UB within the biennium from AY14 to AY15.
  • End-of-Year Balances to Agency 902: End-of-year balances in Appropriation 70000 Appropriated Fund 0001 will be transferred to Agency 902 by the Comptroller’s office.

Agencies will transfer end-of-year balances in Appropriation 70000 Appropriated Fund 0369 to Agency 902 via the RTI process using RTI # 00369 (T-code 475, COBJ 7973).

For questions, please contact your agency’s appropriation control officer.

USAS Profile Rollover to FY/AY15 Set for June 21

The annual rollover for profiles in USAS will occur on June 21. The process automatically creates new profiles for fiscal year (FY) 2015 and appropriation year (AY) 2015, based on existing FY14 and AY14 profiles.

For more information, see USAS Profile Rollover (FPP Q.007).

Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due July 9. All corrections must be entered into USAS by July 30.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP 045) for additional information, including instructions for requesting access and completing the forms.

Hotel Occupancy Tax Refund Reports Available June 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 March through May will be available on the DAFR8190 and DAFR8200 reports on June 9.

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

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