“What’s New” on FMX

The annual rollover for profiles in USAS will occur on June 18. The process automatically creates new profiles for fiscal year (FY) 2017 and appropriation year (AY) 2017, based on existing FY16 and AY16 profiles.

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

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

• Links to the Administrative Rules for Electronic Fund Transfers
• Instructions for submitting your agency’s method of direct deposit authorization for approval if you do not use the Comptroller form
• Automated Clearing House (ACH) related reminders
• Recommendations to reduce security risk

Textravel has been updated to improve navigation and make the site more user-friendly:

• Added new sections on travel to multiple duty points under Meals and Lodging
• Added new Rates tab
• Combined STMP and AY Determination tabs under General
• Combined Overnight and Non-Overnight tabs under Meals and Lodging
• Converted travel voucher to PDF format

See Textravel for more information on updates and changes.

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).

The CAPPS Financials and HR/Payroll Production environments will undergo extended maintenance on Saturday, May 21 and Sunday, May 22.

Financials Production Maintenance on Saturday, May 21

The extended maintenance window to perform monthly Windows/RDS patching will take place from 12:00 a.m. to 3:00 a.m. The Production environments will remain available; however, the search feature in Production will be unavailable.

HR/Payroll and Financials Production Maintenance on Sunday, May 22

The extended maintenance window is from 1:30 a.m. to 12:00 p.m. to complete Linux patching. The Production environments will be unavailable during this time.

Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 7 from 9:00 a.m. to 12:00 p.m. for the:

• 2016 AFR Update Live Presentation

  –OR–

• 2016 AFR Update Online Webinar

Topics include:

• Changes in the AFR requirements
• ACO presentation on USAS year-end deadlines/schedule
• GASB update information
• Changes to the AFR Web applications (and introducing a new GASB Survey Web application)
• Potential problem areas that need to be addressed and common errors

Whether you plan to attend the live presentation or the online webinar, registration is required through Training Center (login required) to get the three-hour continuing professional education (CPE) credit. CPE credits are issued through Training Center for both versions of the presentation – therefore, only individual participants who have registered through Training Center can receive CPE credit.

The live 2016 AFR Update presentation will be held at:
   William B. Travis Building, Room 1-100
   1701 Congress Avenue, Austin, TX 78701

Note: Attendees for the live presentation can park for free on the top level of Garage B. See the Austin Capitol Complex Map for building location details and parking options.

To attend the online webinar, registration is also required through GoToMeeting. After registering, individuals will receive a confirmation email containing information on joining the webinar.

To receive the three-hour CPE credit for attending the online webinar, individual participants must:

• Register for the webinar through GoToMeeting and in Training Center (login required) prior to the webinar

  –AND–

• Log in with your individual webinar ID and attend the webinar on July 7 from 9:00 a.m. to 12:00 p.m.

  –AND–

• Answer four of the six questions presented during the webinar

For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is no later than the seventh workday before payday.

Submitting your payrolls to the Comptroller’s office on or before the due dates assures 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 2017 payroll due dates and direct deposit schedule.

June 15 is the maintenance/corrections deadline for the fiscal 2016 Third Quarter Veteran Workforce Summary Reports (March 1 – May 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

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

Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27.

See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP).

The overnight refresh process for CAPPS Financials and HR/Payroll will be suspended for Tuesday, May 10, and Wednesday, May 11, to support the fiscal 2016 deployment testing efforts.

During this time, the following items will be affected:

• The Financials Maintenance (FINMNT1) and HR/Payroll Maintenance (HCMMNT1) environments will not be refreshed from Production until Thursday morning.
• Passwords will not be copied down from Production for those two days.
  • Users who reset their Production passwords on Monday, Tuesday or Wednesday will not have their Non-Production environment passwords synced up until Thursday morning.
  • If needed, a manual sync up can be performed.

The Production environments will remain available during this time.