What's New? on FMX

June, 2016

Monthly Archives

AFR Reporting Requirements Now Available [posted 06/24/16]

The Comptroller’s Financial Reporting section is pleased to present the fiscal 2016 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2016 AFR and posting fiscal year-end entries to reconcile the AFR to USAS.

Reminder — Register Now for the July 7 AFR Update Webinar [posted 06/24/16]

Don’t forget to register for the AFR Update Webinar taking place on Thursday, July 7 from 9 a.m. to noon. Registration is required through:

See the AFR Training page for more details about:

July 29 Deadline Set for Fiscal 2017 USAS Budget Entries [posted 06/24/16]

Fiscal 2017 appropriation budgets must be entered into USAS and all required documentation submitted by the July 29 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).

Inventory of CAPPS Financials and HR/Payroll Reports Updated [posted 06/24/16]

The Reports section of the CAPPS page on FMX features updated links to the inventory of statewide reports in Excel for Financials and HR/Payroll.

The redesigned spreadsheets are now more user-friendly with:

Fiscal 2016 Third Quarter Post-Payment Audit Reports Have Been Posted [posted 06/24/16]

The Fiscal 2016 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 — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts [posted 06/24/16]

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 by July 8. All corrections must be entered into USAS by July 29.

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

CAPPS Financials: Production Maintenance on June 26 [posted 06/24/16]

The CAPPS Financials Production environments will undergo scheduled maintenance on Sunday, June 26, from 5 to 8 a.m. in order to perform Microsoft Windows and RDS patching.

The Production environments will remain available; however, the Search feature in Production will not be available.

Federal Overtime Changes Effective Dec. 1 [posted 06/17/16]

The U.S. Department of Labor has released the final rules governing which executive, administrative and professional employees (white collar workers) are exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime pay protections.

The Federal Overtime Changes Effective Dec. 1, 2016 advisory is intended to ensure that state agencies and institutions of higher education are aware of the changes.

Note: The Texas Comptroller of Public Accounts does not provide guidance on matters related to the FLSA and overtime exemptions.

Reminder – Review the Direct Deposit Checklist [posted 06/17/16]

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

Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts [posted 06/10/16]

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 by July 8. All corrections must be entered into USAS by July 29.

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.

AY 2016 Earned Federal Funds Reminders [posted 06/10/16]

Earned Federal Funds (EFF) deposited by agencies into Appropriation 70000 in amounts above the level identified in General Appropriations Act (GAA), Article IX, Section 13.11 (b), plus benefits (13.11[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 questions, please contact your agency’s appropriation control officer.

Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30 [posted 06/10/16]

State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2016 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).

Reminder — Deadline Approaching for Third Quarter Veteran Workforce Summary Reports [posted 06/10/16]

The online Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by June 23.

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

Reminder — Register Now for the 2016 AFR Update on July 7 [posted 06/10/16]

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:



Topics include:

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:

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 webinar questions are eligible for CPE credit.

Signed rosters cannot be used as proof of attendance for the online webinar.

Vendor Extract Layout Added to the TINS Guide [posted 06/03/16]

The Texas Identification Number System (TINS) Guide (FPP P.003) now includes the Vendor Extract (VEX) File Layout in Appendix H – File Layouts and Check-Digit Algorithms (login required).

The VEX file provides payee master, mail code and direct deposit information based on the following criteria:

Note: The criteria are not based on employee payroll payments issued through USPS or SPRS, but do consider employee travel reimbursement or other payment types issued through USAS only.

If you need security to access TINS file layouts, please contact your agency security coordinator (Comptroller user ID required).