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“What’s New” on FMX

November, 2019

Hotel Occupancy Tax Refund Reports Available Dec. 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 September through November will be available on DAFR reports 8190 and 8200 on Dec. 9.

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

First Quarter Veteran Workforce Summary Reports Due

Dec. 13 is the maintenance and corrections deadline for the fiscal 2020 first quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 17 and must be submitted by Dec. 30.

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

Reminder – Warrant Pickup Availability on Nov. 27

The Comptroller’s office will be closed for business on Nov. 27; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 26 processing cycle. There will be no warrant distribution on Nov. 28 or 29.

See Payment Distribution for warrant pickup requirements.

Reminder – Direct Deposit Reversal Request Deadline Changed in November

Due to the Thanksgiving holiday, the deadline for submission of the Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Wednesday, Nov. 27.

Reminder – Check Direct Deposit Settlement Dates

State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

ReminderUSAS/TINS File Submission

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

Federal Overtime Changes Effective Jan. 1

The U.S. Department of Labor has revised the rules governing which executive, administrative and professional employees (white-collar workers) are exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime pay protections.

State agencies and institutions of higher education should review the changes. See Federal Overtime Changes Effective Jan. 1, 2020, for more information.

Note: The Texas Comptroller of Public Accounts does not provide guidance on FLSA, overtime exemptions or related issues.

USPS Unavailable Dec. 14 for CYE File Split

USPS will be unavailable all day Saturday, Dec. 14, while we conduct the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2019/2020 file split must have a warrant date in calendar year 2020 and will be reflected in the 2020 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

State of Texas Annual Cash Report Now Available

The State of Texas Annual Cash Report for fiscal 2019 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.

Warrant Pickup Availability on Nov. 27

The Comptroller’s office will be closed on Wednesday, Nov. 27; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 26 processing cycle. There will be no warrant distribution on Nov. 28 or 29.

See Payment Distribution for warrant pickup requirements.

Direct Deposit Reversal Request Deadline Changed in November

Due to the Thanksgiving holiday, the deadline for submission of the Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Wednesday, Nov. 27.

Check Direct Deposit Settlement Dates

State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

USAS/TINS File Submission

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

AFR Deadline Reminders

The deadline for the fiscal 2019 annual financial report (AFR) is Nov. 20. The Financial Reporting section strongly recommends that agencies make and release all USAS entries related to the AFR by 7 p.m. on Nov. 19.

If your agency needs to make entries in USAS on Nov. 20, you must use USAS Batch Edit Mode 2 for all entries. No entries for fiscal 2019 may be made after Nov. 20 in USAS.

All entries for the fiscal 2019 AFR must be backdated using an effective date of 08322019.

Contact your financial reporting analyst for questions related to the AFR submission requirements and deadlines.

Benefits Proportional by MOF Reports Due

State agencies and institutions of higher education must ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance (MOF), unless another legal provision prohibits proportionality. 

Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19.

Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19.

For forms and sample letters, see Benefits Proportional by Method of Finance (APS 011) (FPP A.010).

USAS 1099 Reporting Procedures Available for 2019

State agencies and institutions of higher education reporting compensation in Box 7 (non-employee compensation) of the 1099-Miscellaneous (MISC) form must file with the Internal Revenue Service by Jan. 31, 2020.

See USAS Procedures for 1099 Reporting for Calendar Year 2019 (FPP E.001) for instructions on requesting 1099 data from USAS.

Open Records Requests: Notify Comptroller of Personal Safety Exceptions

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 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 might qualify for the personal safety exception, contact Ruth Soucy in Open Records at (512) 475-0411 or Ruth.Soucy@cpa.texas.gov.

Reminder – Benefit Replacement Pay Leveling Election Due

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2020.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.