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“What’s New” on FMX

May, 2022

USAS Profile Review, Cleanup and Rollover to FY23

USAS Profile Review and Cleanup Reports

To prepare for the June 18, 2022, rollover to fiscal 2023, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3 - 16.

The reports:

  • Help agencies review certain USAS profiles so necessary changes are made before the June 18 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 with 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.

USAS Profile Rollover to FY/AY23

The annual USAS profile rollover occurs June 18. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2023, based on existing FY22 and AY22 profiles. 

See USAS Profile Rollover (FPP Q.007) for more information.

Review USAS IT File Daily

State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods.

When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing.

For more information, see USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001).

Hotel Occupancy Tax Refund Reports

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 June 9

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

Reminder – Payables and Binding Encumbrances Due

State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2022 appropriations by June 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.

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.

Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule

For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday.

Submitting 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 2023 payroll due dates and direct deposit schedule.

Veteran Workforce Summary Reports Due

June 15 is the maintenance and corrections deadline for the fiscal 2022 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 Meetings

A CAPPS HR/Payroll user group meeting will be held May 24, 9 – 11 a.m.

A CAPPS Financials user group meeting will be held May 26, 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 SEFA and Single Audit Report Package

The following FMX Financial Reporting reference topics have been updated with fiscal 2021 information:

Contact your financial reporting analyst with any questions.

New SPA Tutorials

New video tutorials offer policy and procedure training for the Statewide Property Accounting (SPA) system. Topics include capital asset tracking, reporting and accounting.

See Web-Based Training and Tutorials for more information.

Reminder – Deadline to Request Unclaimed Funds

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

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