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What's New? on FMX

July, 2019

Outstanding Warrants Void Aug. 31

The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies should monitor their report before warrants become void on Aug. 31.

Refer to USAS Annual Close Process (FPP Q.004) for additional information, including details on generating reports via the Report Request Profile, USAS 91 screen.

Contact Payment Services with any questions.

Report on Certain Salary Supplements Due Sept. 15

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State no later than Sept. 15.

See Salary Supplements Paid from Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

2019 Certification of Physical Inventory Form Due Sept. 20

The property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession, per Texas Government Code, Section 403.273. The inventory must be completed by Aug. 31.

Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20for fiscal 2019 with the signature of the agency head or designee.

See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for more information.

Late Payment Interest Rate Increases for Fiscal 2020

The interest rate the state pays on a late payment due to a vendor under the state’s prompt payment law will be 6.50 percent for fiscal 2020. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July.

See Interest Rate on eXpendit (FPP I.005) for more information.

Revised Due Date for the Preliminary EEO-4 Acknowledgment Form

Preliminary copies of the 2019 Equal Employment Opportunity (EEO)-4 Report were available to agencies July 19 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 2.

The EEO-4 Report reflects state agency hiring practices for odd-numbered years and is used by the Governor’s Office to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

HB 3317 Limits New Accounts, Funds and Revenue Dedications

House Bill 3317, 86th Legislature, Regular Session, continues the Legislature’s policy of limiting the number of new general revenue accounts, special funds and dedications of revenue.

See Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046) for a summary of HB 3317.

Use USPS Fiscal Year-End Close Process to Prepare for Fiscal 2020

USPS agencies must use the fiscal 2019 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2019 fiscal year-end close.

See USPS Fiscal Year-End Close Process (FPP R.016) for complete information, including training calendar and links to the manual/schedule.

Hotel Occupancy Tax Refund Reports Available Aug. 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 June through July will be available on DAFR reports 8190 and 8200 on Aug. 9.

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

Substantive Changes Made to Comptroller Manual of Accounts

Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). These changes include routine maintenance, edits to the Manual of Accounts, and legislation passed by the 86th Legislature, Regular Session, effective before Sept. 1.

The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to use when properly recording accounting transactions.

CAPPS HR/Payroll Fiscal Year-End Processing Instructions Available Now

CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process.

The system will be unavailable from 5 p.m. on Aug. 30 through Labor Day, Sept. 2. Normal activities will resume at 7 a.m. on Sept. 3.

HRIS Higher Education Reappointment Reporting Starts Soon

Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by:

  • Sept. 9: EFT #1 — Classifications and Carriers
  • Sept. 11: EFT #2 — Reappointments for Fiscal 2020
  • Sept. 16: EFT #3 — Terminations for Fiscal 2019 

The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.

AFR Work Sessions Scheduled

Financial reporting analysts can help agencies reconcile the 2019 annual financial report (AFR) to USAS either over the phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries.

If you encounter problems with USAS entries you are attempting to enter, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst.

Reminder – July 26 Deadline Set for Fiscal 2020 USAS Budget Entries

Fiscal 2020 appropriation budgets must be entered into USAS and all required documentation submitted by July 26.

Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup.

See Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.

Accounting Policy Meeting Scheduled for July 19

An accounting policy meeting will be held July 19, 9 – 11:30 a.m. in the William B. Travis Building, Room 1-100.

See the Accounting Policy Meetings page for the agenda, parking pass and webinar registration.

Save the date — the next accounting policy meeting is scheduled for Aug. 22.

Preliminary Copies of the 2019 EEO-4 Report Available July 19

Preliminary copies of the 2019 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 19 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 2.

The EEO-4 Report reflects state agency hiring practices for odd-numbered years and is used by the Governor’s Office to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.

Complete All 2019 GASB Questionnaires by Aug. 15

All simplified and full reporting agencies are required to complete and submit every GASB questionnaire by Aug. 15. The AFR website’s GASB Questionnaires page provides:

  • Links to each GASB questionnaire
  • Descriptions and PDF previews of each GASB questionnaire
  • Links for more information within the AFR website specific to each GASB statement

Contact your financial reporting analyst for questions about any GASB questionnaire.

Master Schedule of Year-End Close Events Set

See the 2019 Master Schedule of Year-End Close Events that includes:

  • Processing deadlines
  • System maintenance dates and times
  • Support contacts

USAS and CAPPS Financials FPPs Updated

The fiscal 2019 USAS annual cash-basis close occurs on Friday, Aug. 30. The instructions, including important deadlines for submitting documents, are now available in USAS Annual Close Process (FPP Q.004).

See Scheduling Critical Payments at Year-End for detailed information by appropriation year, including deadlines.

Agencies using CAPPS Financials need to also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).

SPRS Fiscal Year-End Processing Instructions Available Now

SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2020. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2020 (FPP O.002) for complete information.

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