What's New? on FMX

November, 2015

Monthly Archives

General Revenue Reimbursement of Statewide Allocated Costs Form Due Dec. 21 [posted 11/30/15]

The Fiscal 2016 Statewide Agency Cost Allocation Plan by Method of Finance is not yet available. Because agencies listed on this schedule must submit the General Revenue Reimbursement of Statewide Allocated Costs form, the due date has been changed to Dec. 21. Listed agencies with federal funds must also submit the Federal Fund Reimbursement Calculation form at that time.

The first quarterly general revenue reimbursements for statewide allocated costs are due Dec. 31. Agencies may choose to make full payment at that time as well.

See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for additional information, including the fixed costs summary, instructions and forms. For assistance, please contact your appropriation control officer.

USPS User Group Meeting Set for Dec. 14 [posted 11/30/15]

The USPS User Group meeting will be held on Dec. 14 at the Travis Building in Room 1-100 from 2 to 4 p.m. Discussion topics include:

Register to attend in person or via teleconference by logging into Training Center.

For more information, visit USPS User Group Meeting.

Note: Continuing Professional Education (CPE) credit will be awarded for in-person attendance, so registration is encouraged. Teleconference attendees cannot receive CPE credit.

Comptroller Mainframe Password Requirements Updated [posted 11/23/15]

Effective Nov. 23, the Comptroller’s office updated the password requirements for all systems and applications that authenticate with a mainframe password:

Any password changes or reset requests on a mainframe account starting Nov. 23 will have new requirements. For more information, please see Mainframe Password Requirements (Comptroller user ID required).

Mainframe RACF Password Requirements Updated [posted 11/20/15]

Effective Nov. 23, the Comptroller’s office is making RACF password requirements more robust.

The regular issue of FMXtra on Monday will link to a new page on Mainframe Password Requirements (Comptroller user ID required) that includes these changes:

If you have questions, please email sfs.security@cpa.texas.gov or contact a member of the Security Team.

Comptroller Statewide Financial Systems Unavailable During Scheduled Maintenance on Nov. 28 [posted 11/20/15]

The Texas Comptroller of Public Accounts statewide financial systems will be unavailable due to scheduled maintenance on Saturday, Nov. 28, from 7 a.m. to 9 p.m. For additional details, see the Systems topic page.

Deadlines Approaching for First Quarter Veteran Workforce Summary Reports [posted 11/20/15]

Dec. 15 is the maintenance/corrections deadline for the fiscal 2016 First Quarter Veteran Workforce Summary Reports (Sept. 1 – Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgement form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 23.

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

USPS Unavailable Dec. 10 for CYE File Split [posted 11/20/15]

USPS will be unavailable all day Thursday, Dec. 10, while we conduct the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2015/2016 file split must have a warrant date in calendar year 2016 and will be reflected in the 2016 files.

For more information, see USPS Calendar Year-End Close Process (FPP R.014).

For questions, please contact the SHRPA Help Desk at (512) 463-4008 or your assigned USPS representative.

Hotel Occupancy Tax Refund Reports Available Dec. 9 [posted 11/20/15]

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 September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9.

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

Reminder – Warrant Pickup Available 8 to 10 a.m. on Nov. 25 [posted 11/20/15]

Warrant pickup will be available only from 8 to 10 a.m. on Wednesday, Nov. 25. For more information, see Holiday Payment Distribution.

Reminder – Check Direct Deposit Settlement Dates [posted 11/20/15]

State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit settlement date of a payment.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

Note: Do not submit USAS or TINS files on holidays when no cycle runs. Files sent on a holiday will be overwritten by files submitted after the holiday.

Special Fiscal 2015 Veteran Workforce Summary Report Available *Nov. 17 [posted 11/17/15]

Due to changes enacted by SB 805, 84th Legislature, Regular Session, the scheduled delivery of the quarterly and annual (cumulative) Veteran Workforce Summary Reports changed effective Sept. 1, 2015.

SB 805 directs the Comptroller’s office to:

The Comptroller’s office will create a special, one-time Veteran Workforce Summary Report that includes all fiscal year 2015 report information for the period Sept. 1, 2014, through Aug. 31, 2015.

Please note that:

If you have questions, please contact your HRIS, SPRS or USPS representative or the Statewide Human Resource and Payroll Assistance (SHRPA) Help Desk at (512) 463-4008.

USAS 1099 Reporting Procedures Available for 2015 [posted 11/13/15]

State agencies and institutions of higher education must report certain payments to the Internal Revenue Service on a Form 1099-Miscellaneous (MISC) or Form 1099-Interest Income (INT) and send a duplicate Form 1099 to the payee.

To help agencies and institutions comply with this requirement for calendar year 2015, USAS will capture 1099-related data and generate 1099 Verification Reports (DAFR 7940), Forms 1099-MISC and/or Forms 1099-INT (DAFR 7950) for each agency or institution upon request.

For instructions on requesting 1099 data from USAS, see USAS Procedures for 1099 Reporting for Calendar Year 2015 (FPP E.001).

Please note: Per IRS instructions, if you are submitting hard copy 1099 forms to the IRS, Copy A must be completed using the 12-point Courier font and printed using black ink only.

2015 USPS Calendar Year-End Close Process, Schedule and Manual Now Available [posted 11/13/15]

The USPS Calendar Year-End Close Process (FPP R.014) has been updated for 2015. State agencies that produce payments through USPS with payment dates in calendar year 2015 must complete the calendar year-end close process according to the schedule and follow the instructions provided in the manual.

For more information, contact the SHRPA Help Desk at (512) 463-4008 or your assigned USPS representative.

Note: Instructions on how to request the generation of your agency employees’ 1095-C forms related to the Affordable Care Act (ACA) will be communicated separately.

Warrant Pickup Available 8 to 10 a.m. on Nov. 25 [posted 11/13/15]

Warrant pickup will be available only from 8 to 10 a.m. on Wednesday, Nov. 25. For more information, see Holiday Payment Distribution.

Direct Deposit Settlement Date Holiday Reminder [posted 11/13/15]

State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective (settlement) date of a payment.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

Note: Do not submit USAS or TINS files on holidays when no cycle runs. Files sent on a holiday will be overwritten by files submitted after the holiday.

Statewide Cost Allocation Worksheet Due Nov. 20 [posted 11/06/15]

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 used to allocate statewide costs and use that basis to distribute their statewide costs among sources of funding on the Statewide Cost Allocation Worksheet. The worksheet is due Nov. 20.

For agencies not submitting a worksheet, the Comptroller’s office will distribute statewide costs based on the agency’s appropriation year (AY) 2016 method of finance.

See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for additional information, including instructions and forms. For assistance, please contact your appropriation control officer.

Important AFR Deadline Reminders [posted 11/06/15]

The deadline for the fiscal 2015 annual financial report (AFR) is Friday, Nov. 20. The Financial Reporting section highly recommends all USAS entries related to the AFR be made and released by 7 p.m. on Thursday, Nov. 19.

If your agency needs to make entries to USAS on Nov. 20, you must use USAS Batch Edit Mode 2 for all entries. Any entries made on Nov. 20 using any edit mode other than 2 will fail to process.

USAS will be unavailable after 7 p.m. on Nov. 20, and agencies will be unable to make further entries in USAS for fiscal 2015 after Nov. 20.

All entries for the fiscal 2015 AFR must be backdated using an effective date of 08322015.

Please contact your financial reporting analyst for any questions related to the AFR submission requirements and deadlines.

State of Texas Annual Cash Report Now Available [posted 11/06/15]

The State of Texas Annual Cash Report, fiscal 2015, is now available. The report presents the state’s financial position and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.

Reminder – Benefits Proportional by Fund Reports Due Nov. 19 [posted 11/06/15]

Benefits Proportional by Fund Reports and related adjustments are due Nov. 19.

Agencies and institutions funded with a single appropriated fund must submit a letter confirming this status by Nov. 19.

For forms and sample letters, see Benefits Proportional by Fund (APS 011) (FPP A.010).

Reminder – Final EEO Report Copies Available Nov. 16 [posted 11/06/15]

Final copies of the 2015 Equal Employment Opportunity Report (FPP F.016) will be sent to each agency and institution of higher education via electronic file transfer on Nov. 16.

Nov. 12 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Nov. 16.