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“What’s New” on FMX

May, 2020

New FAQs for Coronavirus Relief Fund Requirements

The Comptroller’s office has added a list of frequently asked questions (FAQs) to it Coronavirus Relief Accounting Policy (FPP A.048) to help state agencies and institutions of higher education comply with federal and state standards for recording, tracking and reporting coronavirus relief funds. The FAQs address coronavirus relief fund eligibility and recording, the use of additional funds or existing federal grants, and more.

Contact your agency’s Comptroller representative with questions.

Third Quarter Payables and Binding Encumbrances Due

State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2020 appropriations to the Comptroller’s office by June 30.

Agencies must enter quarterly certification in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

Fiscal 2021 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 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

See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2021 payroll due dates and direct deposit schedule.

USAS Profile Rollover to FY/AY21 Set for June 20

The annual USAS profile rollover occurs on June 20. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2021, based on existing FY20 and AY20 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 20 rollover to fiscal 2021, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies on June 3 through June 10.

The reports:

  • Help agencies review certain USAS profiles so necessary changes are made before the June 20 rollover.
  • Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end.
  • Include USAS data through the previous business day.

Contact your financial reporting analyst for report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports.

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 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.

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

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 your agency’s form before it is implemented. See Approval Required for Alternative Methods.

Third Quarter Veteran Workforce Summary Reports Due

June 15 is the maintenance and corrections deadline for the fiscal 2020 third quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

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

CAPPS User Group Webinar on May 28

A CAPPS HR/Payroll and Financials user group webinar will be held May 28, 9–11 a.m.

See the CAPPS Financials User Group Meetings or the CAPPS HR/Payroll User Group Meetings pages for the agenda and webinar information.

GASB Statements Implementation

Effective May 2020, the Governmental Accounting Standards Board (GASB) has officially extended implementation due dates related to many GASB statements and implementation guides, including GASB Statement No. 87, Leases. The extension was announced in GASB Statement No. 95, Postponement of the Effective Dates of Certain Authoritative Guidance, and the Comptroller’s office will follow the implementation dates detailed in GASB 95, paragraph 4, with three exceptions.

The Comptroller’s office will implement the following statements for fiscal 2020 early, regardless of any GASB extensions:

  • GASB Statement No. 84, Fiduciary Activities
  • GASB Statement No. 90, Majority Equity Interests
  • GASB Implementation Guide 2019-02

The Comptroller’s office will implement GASB 87 in fiscal 2022 effective Sept. 1, 2021. Agencies that choose to implement GASB 87 early must provide the necessary corrective entries for the state's Annual Comprehensive Financial Report (ACFR).

See the Reporting Requirements’ Governmental Accounting Standards Board (GASB) page or contact your agency’s financial reporting analyst for more information.

System Changes Related to FFCRA

The Families First Coronavirus Response Act (FFCRA) has created new temporary paid leave entitlements and amended the Family Medical and Leave Act (FMLA) to temporarily include a new qualifying reason for leave. In response, the Comptroller modified USPS, SPRS and HRIS effective April 1. For the system changes, see:

Contact your USPS, SPRS or HRIS representative with questions.

Fiscal 2019 SEFA and Single Audit Report Package Now Available

The following FMX Financial Reporting Reference topics have been updated with fiscal 2019 information:

Contact your financial reporting analyst with any questions.

New CAPPS to USAS Pre-Release Web Service

The new CAPPS to USAS Pre-Release web service is available. This web service allows users with release authority in USAS to pre-release their batches from CAPPS without a login to USAS.

Your agency security coordinator (ASC) must submit a security request for you to use this new function. The security request falls under the AP module.

  • Users with release authority in the USAS Production environment can request Pre-Release Execute access. Users who need release authority in USAS will need to request this separately through their ASC.
  • Users who do not have USAS release authority may request Pre-Release View access.

Agency Level 1 support staff may contact the CAPPS help desk with any questions or concerns.

Coronavirus Relief Fund Requirements

State agencies and institutions of higher education must follow the Federal Funding Accountability and Transparency Act (FFATA) standards, any additional requirements made by the federal awarding agency, and Comptroller’s office guidelines for recording, tracking and reporting of Coronavirus Relief funds.

The Comptroller’s office has created Appropriated Fund 0325 to use in conjunction with the disaster PCA group 20201 when recording Coronavirus Relief fund accounting activity, and has published Coronavirus Relief Accounting Policy (FPP A.048) for agency guidance.

Coronavirus relief funds held outside the state’s treasury or in Treasury Safekeeping Trust or external federal trust accounts are not required to report through Appropriated Fund 0325. Contact your agency’s Comptroller representative with questions.

Direct Deposit Promotion 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. May is a good time for each agency to review its direct deposit practices to protect your agency and your customers.

See Promoting Direct Deposit for more information.

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