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What's New? on FMX

May, 2018

USAS Profile Rollover to FY/AY19 Set for June 16

The annual rollover for profiles in USAS will occur on June 16. The process automatically creates new profiles for fiscal year (FY) 2019 and appropriation year (AY) 2019, based on existing FY18 and AY18 profiles.

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

USAS Profile Review and Cleanup Reports Available Early June

To prepare for the June 16 rollover to fiscal 2019, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies on June 5 and June 12. The reports:

  • Help agencies review certain USAS profiles so necessary changes are made before the June 16 rollover
  • Allow review of transaction entries’ appropriation and USAS balances to prep for fiscal year-end
  • Include USAS data through the previous Friday

For report questions, contact your financial reporting analyst. To have reports retransmitted, contact the Comptroller’s System Input/Output (SIO) group at (512) 936-4341.

For more information, see USAS Profile Review and Cleanup Procedures (FPP A.031).

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. USAS automatically generates the refunds each quarter.

The hotel occupancy tax refund for March through May will be available on DAFR reports 8190 and 8200 on June 9.

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

Accounting Policy Meeting Scheduled for May 23

An accounting policy meeting will be held May 23, 2 – 4 p.m. in the William B. Travis Building, Room 1-111.

See the Accounting Policy Meeting page for the agenda and webinar instructions.

Deadlines Approaching for Third Quarter Veteran Workforce Summary Reports

June 15 is the maintenance/corrections deadline for the fiscal 2018 Third Quarter Veteran Workforce Summary Reports (March 1 – May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 18 and must submitted by June 25.

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

Fiscal 2019 Payroll Due Dates and Direct Deposit Schedule Posted

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.

Refer to Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2019 payroll due dates and direct deposit schedule.

Ensure Your Agency Complies with Direct Deposit Checklist

State agencies and institutions of higher education should follow the Direct Deposit Checklist before setting up, changing or cancelling direct deposit.

If your agency creates its own online direct deposit authorization application or custom form, Payment Services must approve the alternative method before it is implemented.

Error Detected in Security Coordinator Reports – Due Date Extended

Agency Security Coordinator reports might have been incorrect when you completed your semiannual security verification per Semiannual Verification of Users’ Security Access Levels (FPP K.009) (security coordinator login required). If you had security activity on any of the Comptroller’s mainframe systems since February and relied on the reports for your semiannual verification, the attestation form you submitted is invalid and must be resubmitted after re-verifying.

Because of the documentation error, we are revising the due date for your attestation form to May 30. You do not need to request an extension. Submissions received by COB on Wednesday, May 30, will be considered on time.


What was incorrect?

The original reports for agency security coordinators — dated March 5 and April 5 — did not contain information on security activity processed after Feb. 4, 2018.

When was it corrected?

As of April 13, the reports dated April 5 reflect the updates. The current report is still dated April 5, 2018, but the information it contains is now correct.

What should I do if I have already submitted my semiannual attestation form?

Review your working papers to see if you accessed the April 5 security reports prior to April 13. If so, re-run the April 5 reports and review any discrepancies from the prior version. Send us an updated attestation form.

What should I do if I have not yet submitted my semiannual attestation form?

Ensure you are working from a security coordinator report that you accessed on or after April 13, 2018.

We apologize for this error and the additional effort it caused.

For questions, please contact:

Updated TINS Vendor Extract (VEX) File Available Now

The TINS Vendor Extract (VEX) file is provided to state agencies upon request. It generates three sub-files of the requesting agency’s payees paid within the current plus three prior fiscal years — Payee Master Information, Mail Code Information and Direct Deposit Information.

Effective May 11, 2018, TINS Application Change Request (ACR) 60109 updates the VEX file by including:

  • Additional fields
  • Inactive TINs and mail codes
  • Additional transaction records

Refer to Vendor Extract (VEX) (login required) in TexPayment Resource for further details including revised sub-file layouts. For questions, contact Payment Services.

Reminder – Agencies Must Request Unclaimed Funds by May 31

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 31.

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

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