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Glenn Hegar  ·  Texas Comptroller of Public Accounts

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October, 2018

Review CBA and CLIBA Payment Procedures

Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for timely payment reconciliation.

Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.

Reminder – Semiannual Verification of Users’ Security Access Levels Due Nov. 5

Security coordinators are required to certify that their records are up to date through a semiannual security verification process that is concurrent for all Fiscal Management applications. All security coordinators must:

If you have questions, email sfs.security@cpa.texas.gov.

Final EEO Report Copies Available Oct. 30

Final copies of the 2018 Equal Employment Opportunity Report (FPP F.016) will be sent to each state agency and institution of higher education via electronic file transfer on Oct. 30.

Oct. 26 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 Oct. 30.

Benefit Replacement Pay Leveling Election Due

State agencies that permit eligible employees to level their benefit replacement pay (BRP) must update their payroll/personnel systems for December payrolls paid in calendar year 2019.

Learn more about Benefit Replacement Pay (BRP) Leveling Election (FPP F.035).

Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up

Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification by Oct. 30. (The recommended due date for simplified reporting agencies was Sept. 30.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Notify Comptroller’s Office of Personal Safety Exception to Open Records Requests

An exception to open records requests is available for employees who would be under substantial threat of physical harm if information such as work location were to be made public. See Personal Safety Exception in Confidential Employee Information for Open Records Requests Requiring Agency Input (FPP L.004).

If your agency has employees who may qualify for the personal safety exception, contact Ruth Soucy in Open Records at (512) 475-0411 or Ruth.Soucy@cpa.texas.gov.

User Group Meeting for Payroll Systems

The multi-system user group meeting is scheduled for Oct. 23 from 10 – 11 a.m. in the Travis Building, Room 1-100.

USPS, SPRS, HRIS, CAPPS Central and CAPPS Hub user groups are invited to attend. The primary topic will be statewide reports.

See Payroll Systems User Group Meetings for the meeting agenda, teleconferencing instructions and contact information.

Reminder — Budget T-Codes Effective Date Changed

The effective start date for budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012018” at 7 a.m. on Nov. 2.

Fiscal Management’s Financial Reporting section verifies general revenue information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s general revenue amount.

The general revenue reconciliation certification is due on Nov. 1. If you have questions about these changes, contact your financial reporting analyst.

Reminder — See Dates for Annual Encumbrance Certification and Automated Lapsing

By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. Additionally, all agencies must submit the online Annual Certification by Oct. 30. (Sept. 30 is the recommended due date for simplified reporting agencies to lapse appropriation balances and submit annual certifications.)

Each year on Nov. 1, the Comptroller’s office is statutorily required to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. To facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019)  for details.

Semiannual Verification of Users’ Security Access Levels Due Nov. 5

Security coordinators are required to certify that their records are up to date through a semiannual security verification process that is concurrent for all Fiscal Management applications.

If you have questions, email sfs.security@cpa.texas.gov.

Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements

The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields.

Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition.

For complete information on complying with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023)

Reminder – Preliminary EEO Report Copies Available Oct. 16

Preliminary copies of the 2018 Equal Employment Opportunity Report (FPP F.016) will be sent to agencies and institutions of higher education via electronic file transfer on Oct. 16. The files will be available with the agency’s regular daily downloads.

Deadlines:

  • Oct. 23 – Preliminary Equal Employment Opportunity Report Acknowledgement form due
  • Oct. 26 – Data corrections due

Data corrections entered or submitted after Oct. 26 will not be reflected on the final report issued on Oct. 30.

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