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What's New? on FMX

February, 2019

Third-Party Reimbursement Payments and 1099 Reporting

Agencies and institutions of higher education are not required to issue IRS Form 1099-MISC for third-party reimbursement payments made with a credit card. As a payment settlement entity (PSE), Citibank N.A. is required to file IRS Form 1099-K for payments made in settlement of reportable payment transactions. Therefore, third-party reimbursement transactions entered in USAS should not generate an additional reportable payment.

Effective March 1, USAS will no longer allow a value to be entered in the 1099 indicator field for transactions using T-codes 247 and 264. Payments to Citibank processed in USAS before March 1 that generated an IRS form 1099-MISC will require cancellation of the form.

See USAS Procedures for 1099 Reporting (FPP E.001) for reporting details. Contact Expenditure Assistance at (512) 475-0966 for questions.

Hotel Occupancy Tax Refund Reports Available March 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 December through February will be available on DAFR reports 8190 and 8200 on March 9.

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) more information.

Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports

March 15 is the maintenance/corrections deadline for the fiscal 2019 second quarter Veteran Workforce Summary Reports (Dec. 1 – Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 18 and must be submitted by March 25.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

New Anti-Fraud Handouts Available in FM Training Classes

Fiscal Management (FM) now provides anti-fraud handouts in FM instructor-led training classes. The documents cover tips and best practices for payment processing and are intended to help raise awareness of the potential fraud risks in today’s business environment.

The documents are also available for download on TexPayment Resource.

USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked

To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045).

The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552).

An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.

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 by May 31, the Comptroller’s office deposits the money into unappropriated General Revenue (GR).

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

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