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“What’s New” on FMX

May, 2019

Systems Updated with New Race/Ethnicity Values

The Statewide Payroll/Personnel Reports Guide (FPP D.002) has been updated to include the Equal Employment Opportunity Commission’s race/ethnicity updates. Effective April 1, 2019, USPS, SPRS, HRIS and CAPPS race/ethnicity values were updated.

Contact USPS, SPRS, HRIS or CAPPS Agency Support for questions.

New CAPPS Security Acknowledgement Screen

The Comptroller’s office grants system access to authorized users after they sign a Confidential Treatment of Information Acknowledgement form (CTIA).

Effective July 15, 2019, new Comptroller system users who log in to CAPPS will fulfill an electronic equivalent to the CTIA form.

Agencies and institutions of higher education must maintain the printed CTIA forms of their current users, as those forms were acknowledged prior to users first accessing Comptroller systems. Signed paper CTIA forms continue to provide acknowledgement for non-CAPPS users.

See Access Requirements for Comptroller Systems (FPP K.015) for more information.

USAS Profile Rollover to FY/AY20 Set for June 22

The annual USAS profile rollover occurs on June 22. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2020, based on existing FY19 and AY19 profiles.

See USAS Profile Rollover (FPP Q.007) for more information.

USAS Profile Review and Cleanup Reports Available Early June

To prepare for the June 22 rollover to fiscal 2020, the Comptroller’s office will transmit USAS Profile Review and Cleanup reports to agencies on June 4 and June 11. The reports:

  • Help agencies review certain USAS profiles so necessary changes are made before the June 22 rollover
  • Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end
  • Include USAS data through the previous Friday

Contact your financial reporting analyst for report questions. Contact the Comptroller’s Help Desk at (512) 463-HELP (4357) if retransmission of the reports is needed.

See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.

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, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Fiscal 2020 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 ensures 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 2020 payroll due dates and direct deposit schedule.

Deadlines Approaching for Third Quarter Veteran Workforce Summary Reports

June 14 is the maintenance and corrections deadline for the fiscal 2019 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 be submitted by June 25.

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

Reminder – Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems

Letter of Authorization (LOA) Signature Lists currently on file for HRIS, SPRS, USPS and CAPPS will expire on May 31.

By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA Signature List form. Beginning June 1, only newly authorized state employees may request data changes.

See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for instructions.

Agencies Must Request Unclaimed Funds by May 31

Unclaimed property turned over to the state includes property that might 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.

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

Fiscal 2018 SEFA and Single Audit Report Package Now Available

The following FMX Financial Reporting Reference topics have been updated with fiscal 2018 information:

Contact your financial reporting analyst with any questions.

Ensure Your Agency Complies with the Direct Deposit Checklist

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

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

Promote Direct Deposit Month

May is Direct Deposit Month, a yearly reminder that direct deposit payments save the state money and offer a safe, convenient method of payment to the payees of the state. May is a good time for agencies to review direct deposit practices to protect your agency and your customers.

See Promoting Direct Deposit for more information.

New FAQs on USAS Payment Due Date and Requested Payment Date Fields

The Comptroller’s office has updated the USAS Frequently Asked Questions (FAQs) to include a section on the proper usage of the payment due date and requested payment date fields.