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Glenn Hegar  ·  Texas Comptroller of Public Accounts

What's New? on FMX

June, 2015

Complete Inventory of CAPPS Financials and HR/Payroll Reports Now Available

The CAPPS page on FMX now includes a Reports section with links to CAPPS statewide reports in Excel. This page will be updated as new reports are made available.

The spreadsheets include the module, report title, system, navigation and long description for Financials or HR/Payroll

If you have questions, please contact your agency’s CAPPS support staff. Authorized agency support staff may contact the CAPPS Help Desk at (512) 463-CAPPS (2277) for additional assistance.

Warrants Available for Pickup 8 to 10 a.m. on Friday, July 3

Although the Comptroller’s office will be closed for business on July 3, Payment Services will distribute warrants from 8 to 10 a.m. for the July 2 processing cycle.

The authorized agency and/or delivery service representative must be included on the Agency Authorization for Warrant Pickup form (74-189).

Note: If your agency has warrants for wire transfers on July 3, your agency runner needs to deliver them to the Treasury.

Preliminary Copies of the 2015 EEO-4 Report Available July 22

Preliminary copies of the 2015 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 22 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 3.

The EEO-4 Report reflects state agency hiring practices for odd-numbered years and is used by the Governor’s Office to comply with the reporting requirements of the U.S. Equal Employment Opportunity Commission. A preliminary report is provided to allow agencies time to review the data and enter or submit changes before the final report is sent.

For complete information, see Equal Employment Opportunity Report (EEO)-4 (FPP G.003).

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 quarterly report acknowledgement form (with required complaint reporting included) must be submitted by July 23.

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

Fiscal 2015 Third Quarter Post-Payment Audit Reports Have Been Posted

The Fiscal 2015 Third Quarter Post-Payment Audit Reports are available for view, print and download now. For more audit resources including Fiscal Policies and Procedures, forms and contact information, see the Audit topic page on FMX.

To receive email notifications on each audit report posted, subscribe via GovDelivery.

Reminder — Register Now for the July 9 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 AFR Update Webinar on Thursday, July 9 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.

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 9 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.

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 HR/Payroll Web Services Unavailable June 28

The CPA Infrastructure Mainframe will undergo scheduled maintenance on Sunday, June 28, from 3:30 a.m. to 10 a.m. to reboot the mainframe. This will cause downtime for all dependent Web services being used by CAPPS HR/Payroll.

The following Web Services will be unavailable:

  • New Hire
  • 90 Day Wait
  • Lump Sum
  • Ping

Substantive Change Made to Comptroller Manual of Accounts

A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009). The list includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes used to properly record accounting transactions.

For questions or feedback on the Manual of Accounts, please contact Samuel Miller at Samuel.Miller@cpa.texas.gov.

July 31 Deadline Set for Fiscal 2016 USAS Budget Entries

Fiscal 2016 appropriation budgets must be entered into USAS and all required documentation submitted by the July 31 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).

TINS Mid-Day Process Changed to Allow Reactivation of Certain Mail Codes

Effective June 12, the TINS Mid-Day Validation Process allows agencies to submit input files with a request to reactivate mail codes that:

  • Were inactivated during the monthly mail code cleanup inactivation process

    — AND —

  • Have an Address Indicator on the Payee Mail Code Information (PYADDR) screen of S, F, M or T (cannot be Blank)

For more information, please see Application Change Request (ACR) 60014 – TINS. If you have questions, contact Payment Services.

Note: The monthly mail code cleanup inactivation process has been on hold, but will resume after the migration of this ACR.

Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30

State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2015 appropriations no later than June 30.

Quarterly certification must be entered in the online form.

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

Note: CAPPS Financials agencies are considered reporting agencies under APS 018.

Take the 2015 Fiscal Management Customer Service Survey by July 24

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, July 24. We appreciate your feedback.

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

AY 2015 Earned Federal Funds Reminders

Earned Federal Funds (EFF) deposited by agencies into Appropriation 70000 in amounts above the level identified in General Appropriations Act (GAA), Article IX, Section 6.22 (b), plus benefits (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 2015 (AY 15), an agency must report anticipated amounts and proposed use of EFF funds in writing to the LBB at least 30 days prior to budgeting or expending those amounts above the 2015 EFF level.

For all agencies:

  • If the letter to the LBB is dated before Aug. 1, Appropriation 23622 will be increased in the current AY and must be expended or encumbered by Aug. 31.
  • If the letter to the LBB is dated after Aug. 1, no additional appropriation can be made.

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.

Reminder — Submit Agency Direct Deposit Forms by June 15

The State Agency Direct Deposit Checklist for agencies and institutions of higher education includes:

  • Links to the updated Administrative Rules for Electronic Fund Transfers
  • Details on the June 15 deadline for agency form submission and important form reminders
  • Recommendations to reduce security risk

If you have questions, please contact Payment Services.

Register Now for the July 9 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 AFR Update Webinar on Thursday, July 9 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.

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 9 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.

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.

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