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What's New? on FMX

September, 2019

Reminder – Complete Our Customer Service Survey by Sept. 27

If you have already completed our Fiscal Management Customer Service Survey, thank you!

If you haven’t had a chance to take our online survey, it will be available until the close of business Friday, Sept. 27.

We appreciate your feedback.

If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.

Final Fiscal 2019 Annual Report (Statewide Hiring Practices) Available Oct. 3

Each state agency and institution of higher education will receive a final copy of the fiscal 2019 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 3.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Preliminary EEO Report Available Oct. 17

Preliminary copies of the 2019 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 17, via each agency’s regular daily downloads.

Deadlines:

Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgement Form due

Oct. 25 – Data corrections due

Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 29.

2019 State Employee Charitable Campaign Update

The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks, which local campaign areas or statewide federations receive.

USPS and CAPPS will be updated to reflect any changes to the SECC for the December 2019 payrolls, which includes participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly.

See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and other information.

ReminderSPA/AFR Reconciliation Deadlines Approaching

Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are:

  • Sept. 28 – Simplified reporting agencies
  • Oct. 20 – Full reporting agencies
  • Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA)

See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.

Online Form for Annual Encumbrance Reporting Due Oct. 30

State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). The annual reporting requirement includes the fourth quarter of the previous appropriation year.

All agencies must submit the online Annual Certification by Oct. 30. (The recommended due date for simplified reporting agencies is Sept. 30.)

Automated Lapse of Unencumbered Balances Starts Nov. 1

By Oct. 30 each year, all agencies must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for simplified reporting agencies is Sept. 30.)

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

Appropriation balances must be reviewed for accuracy prior to the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.

Reminder – Emergency Leave Reporting Due Oct. 1

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

Note: The required report layout has changed. Agencies must submit the fiscal 2019 report in the new format.

Take the 2019 Fiscal Management Customer Service Survey by Sept. 27

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 27. We appreciate your feedback.

If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.

Preliminary Fiscal 2019 Annual Report (Statewide Hiring Practices) Available Sept. 19

Preliminary copies of the fiscal 2019 Annual Report (Statewide Hiring Practices) will arrive at each state agency and institution of higher education via electronic file transfer on Sept. 19. Agencies and institutions must submit electronic report acknowledgement forms by Sept. 26, and will have until Oct. 1 to review the preliminary report and enter or submit changes.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Grant ID Requests

State agencies must submit new Grant ID requests for the fiscal 2019 State Pass-Through Reporting (SPTR) web application by email to frs@cpa.texas.gov by close of business on Sept. 25. Attach documentation confirming the grant relationship between the grantor and grantee with the official grant name.

Final certification for the SPTR web application is due Sept. 28. See State Grant Pass-Through Reconciliation for more information.

Substantive Changes Made to Texas Comptroller Manual of Accounts

Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides information on state agencies, appropriated funds, accounts and object codes used to record accounting transactions.

The updates reflect legislation passed by the 86th Legislature, Regular Session, that took effect Sept. 1.

Submitting Fiscal 2019 CFDA and NSE additions for SEFA Reporting

All simplified and full reporting agencies must submit all requests for new Catalog of Federal Domestic Assistance (CFDA) and Non-State Entity (NSE) additions to the Comptroller’s Financial Reporting Section (FRS). Send your CFDA requests and NSE requests in separate emails by close of business on Oct. 25. Agencies must finalize their Schedule of Expenditures of Federal Awards (SEFA) pass-through in the web app by Sept. 28 and all USAS entries by Sept. 26.

The following documentation is required by FRS to setup the new CFDAs or NSEs.

For CFDAs: Executed copy of the Contract or Federal Notice of Award letter.

For NSEs:

  • Executed copy of the contract or subaward agreement
  • CFDA number
  • Federal Award Identification Number

Additional Accounting Policy Statements Have Been Updated

Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks.

Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.

HRIS Employees Without Reappointments Report Available Sept. 23; Corrections Due Sept. 30

Institutions of higher education can download the HRIS Employees Without Reappointments Report on Sept. 23.

Make any employee information corrections by close of business Sept. 30. HRIS uses this information to generate the Equal Employment Opportunity Report, Annual Report (Statewide Hiring Practices for the Fiscal Year) and Veteran Workforce Summary Report.

See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) or contact your HRIS representative for more information on the reappointment process.

Note: Only institutions that have employees with reappointments will receive reports.

Higher Ed USAS/ABEST Reconciliation Due Oct. 30

Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2019 expenditure activity into USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST).

See Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011) for additional information.

Note: Community/junior colleges are excluded from these requirements.

Reminder – Complete Property Transfers by Sept. 20

Sept. 20 is the deadline to enter property transfers in SPA so that simplified reporting agencies can complete their fiscal year-end reconciliations.

See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.

Reminder – Fourth Quarter Veteran Workforce Summary Reports Due

The online Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by Sept. 24.

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

Be Alert for Fraudulent Requests

The Comptroller’s office urges all agencies and institutions of higher education to implement and review processes to reduce security risks and to train employees to recognize possible phishing or spoofing attempts in their daily activities. Thieves might try to impersonate legitimate vendors, customers, or even co-workers to access secured systems, obtain confidential information, or divert state payments.

Employees should practice professional skepticism — be wary of unusual or urgent requests for changes to direct deposit information, payment processing instructions, or other sensitive information. Bank account change requests should always be verified before taking any action. When in doubt, verify with the payee directly.

Employees should know what steps to take when they suspect fraud. See Fraud Prevention Recommendations for additional information and best practices.

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