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“What’s New” on FMX

March, 2022

Direct Deposit Fraud Increasing

State agencies are reporting more fraud cases to the Comptroller’s office, especially for direct deposit payments. Agencies must be vigilant when setting up and/or changing direct deposit account information for employees and vendors.

Review the Fraud Prevention Recommendations on TexPayment Resource, which include Don’t Be a Target of Fraud, Vendor Impersonation Fraud and Payment Processing Tips.

Petty Cash Account Procedures Updated

The procedures in Travel Advance Account and Petty Cash Account (APS 010) (FPP A.044) have been updated, including:

  • Changing the location of existing petty cash accounts.
  • Reclassifying the type of petty cash account held.
  • Recording interest earnings for petty cash bank accounts.

The Petty Cash Account Request form (74-213) has also been updated.

Encrypt Confidential Emails to Fiscal Management

State agencies and institutions of higher education sometimes send documents with confidential information to Fiscal Management.

Email is not a secured transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy.

See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.

Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs

General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are:

  • March 31 – First quarter due
  • April 30 – Second quarter due
  • June 30 – Third quarter due
  • Aug. 30 - Fourth quarter due

See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.

Authorization for Warrant Pickup Due

Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189).

Return the completed and signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1.

See Authorization for Warrant Pickup for the form and more information.

Contact Payment Services with questions.

CAPPS User Group Meetings

A CAPPS HR/Payroll user group meeting will be held March 22, 9 – 11 a.m.

A CAPPS Financials user group meeting will be held March 24, 9 – 11 a.m.

See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.

Fiscal 2021 ACFR

The audited State of Texas Annual Comprehensive Financial Report (ACFR) for the fiscal year ended Aug. 31, 2021, is now available. This report presents the financial position and results of operations for Texas state government in accordance with generally accepted accounting principles as prescribed by the Governmental Accounting Standards Board.

GAA Books Available

Agencies can purchase bound copies of the 2022-23 General Appropriations Act (GAA) for $15 each, including postage.

All orders must be made online and prepaid with an interagency transaction voucher (ITV) or by check.

Printed copies will be mailed in May 2022.

New ITIN Renewal Notice Policy

The Internal Revenue Service (IRS) has published the Individual Taxpayer Identification Number (ITIN) groups it expired on Dec. 31, 2021. The SSN/ITIN/EIN Validation Rules on TexPayment Resource were updated to reflect the current valid ITIN ranges.

In addition, Payment Services implemented a new policy to define the acceptable dates on an IRS renewal notice when an ITIN group is expired and the individual needs to be set up in TINS.

Contact Payment Services with questions.

Reminder – Veteran Workforce Summary Reports Due

March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23.

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

Reminder – Payables and Binding Encumbrances Due

State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2022 appropriations by March 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

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