“What’s New” on FMX

CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet.

June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5.

Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28.

Contact CAPPS Training or CAPPS Governance and Communications with questions.

Beginning Friday, July 1, Fiscal Management Division’s warrant distribution window will be open 9 – 11 a.m. The Room G17 location remains the same. See Authorization for Warrant Pickup.

Contact Payment Services for questions.

An accounting policy webinar will be held July 27, 2 – 4 p.m. See the Accounting Policy Meetings page for the webinar registration.

The July 27 meeting page will also be updated with:

• Agenda and meeting materials (available the day before the meeting).
• Q&As (available two or three weeks after the webinar).

Note: Use Google Chrome as the internet browser to avoid Webex compatibility issues.

Effective July 1 to Dec. 31, 2022, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase to 62.5 cents per mile (up from 58.5 cents for Jan. 1 – June 30, 2022). This rate is consistent with the Internal Revenue Service’s standard mileage rate.

See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.

Note: State agencies may adopt an internal policy with a rate that is lower than the maximum; however, the agency must distribute the policy before its employees begin any travel under the lower rate.

To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement.

The certification is due July 8. All corrections must be entered in USAS by July 22.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the fo

State agencies continue to report fraud attempts 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.

Effective July 1 to Dec. 31, 2022, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase to 62.5 cents per mile (up from 58.5 cents for Jan. 1 – Jun. 30, 2022). This rate is consistent with the Internal Revenue Service’s standard mileage rate.

See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.

Note: State agencies may adopt an internal policy with a rate that is lower than the maximum; however, the agency must distribute the policy before its employees begin any travel under the lower rate.

On July 1, agencies can begin entering fiscal 2023 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 29.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the provided Excel spreadsheets to complete the required schedules.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.

The annual profile rollover program now excludes additional profiles when certain criteria are met, reducing the need for agency users to coordinate with Comptroller’s office staff to deactivate obsolete profiles.

See ACR 60498 – USAS System Change for more information.

The Texas Payroll/Personnel Resource Line-item Exempt Positions and Retroactive Pay pages have been updated to include additional, clarifying information.

Contact Payroll Policy with questions.

A CAPPS HR/Payroll user group meeting will be held June 28, 9-11 a.m.

A CAPPS Financials user group meeting will be held June 30, 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.

The third-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency is June 30.

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

To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement.

The certification is due July 8. All corrections must be entered in USAS by July 22.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.

CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet.

June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5.

Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28.

Contact CAPPS Training or CAPPS Governance and Communications with questions.

Maximum lodging and meal reimbursement rates are listed on the U.S. General Services Administration (GSA) website by city (or county if the city is not listed). For locations not listed by city or county, daily rates are: lodging (in or out of state) — up to $96; meals (in or out of state) — up to $59.

A state employee may claim less than the maximum meal reimbursement rate for a duty point and use the unclaimed amount to increase the lodging reimbursement rate. An employee who does not choose to offset lodging costs with lower meal costs is personally responsible for lodging costs over the maximum GSA rate.

Contact Expenditure Assistance for more information.

Payment Services implemented a new policy when requesting Comptroller-assigned TINs. Agencies that issue payments to foreign entities and non-resident aliens who do not have an employer identification number (EIN), Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN) may need to request a Comptroller-assigned 3 TIN.

Contact Payment Services with questions.

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.