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“What’s New” on FMX

July, 2022

Late Payment Interest Rate for Fiscal 2023

The interest rate the state pays on late payments to vendors under the state’s prompt payment law will be 5.75 percent for fiscal 2023. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July.

See Interest Rate on eXpendit (FPP I.005) for more information.

SPA/AFR Reconciliation Deadlines

State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are:

  • Sept. 20 — GR consolidated agencies (SPA fiscal balances ONLY)
  • Oct. 20 — Full reporting agencies
  • Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA)

See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide (FPP N.005) for more information.

Accounting Policy Webinar

An accounting policy webinar will be held Aug. 18, 2–4 p.m. See the Accounting Policy Meetings page for the webinar registration.

The Aug. 17 meeting page will also be updated with:

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

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

Third-Quarter Audit Reports

Fiscal 2022 third-quarter expenditure audit reports are available. See the Audit page for forms, fiscal policies and procedures, and audit contact information.

Subscribe via GovDelivery or quarterly email notifications of audit reports posted.

Outstanding Warrants Void Aug. 31

The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31.

See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants.

Contact your appropriation control officer with questions.

Certification of Physical Inventory Form Due

State agencies must conduct an annual physical inventory of property by Aug. 31.

Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller's office by Sept. 20.

See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for details.

Salary Supplement Report Due

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15.

See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

Annual Certification of Estimated ORP State Contributions Due

Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15.

See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.

GASB Questionnaires Due

All general revenue (GR) consolidated and full reporting agencies must complete and submit every GASB questionnaire by Aug. 15. The AFR website’s GASB Questionnaires page provides:

  • Links to each GASB questionnaire.
  • Descriptions and PDF previews of each GASB questionnaire.
  • Links for more information on the AFR website specific to each GASB statement.

Contact your agency’s financial reporting analyst with questions about any GASB questionnaire.

CAPPS User Group Meetings

A CAPPS HR/Payroll user group meeting will be held July 26, 9-11 a.m.

A CAPPS Financials user group meeting will be held July 28, 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.

Reminder – 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 June through July will be available on DAFR reports 8190 and 8200 Aug. 9.

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

AFR Work Sessions

Financial reporting analysts can help agencies reconcile the 2022 annual financial report (AFR) to USAS. Agencies must attempt to complete the fiscal year-end USAS entries, but if problems arise, they can contact their financial reporting analyst. The analyst may request copies of the USAS entries. If the issue cannot be resolved by phone or email, then agencies may request a work session.

2022 Earned Federal Funds Collections

Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA) are appropriated, subject to certain conditions and deadlines.

See the Appropriation Authority for Earned Federal Fund Collections Above the Annual Level section of Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines.

Contact your agency's appropriation control officer with any questions.

HRIS Reappointment Reporting

Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by:

  • Sept. 7: EFT #1 — Class codes and carriers.
  • Sept. 9: EFT #2 — Reappointments for fiscal 2023.
  • Sept. 14: EFT #3 — Terminations for fiscal 2022.

The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.

Reminder – USAS Budget Entries and Appropriation Schedules Due

Fiscal 2023 appropriation budgets must be entered in USAS and all required documentation submitted by July 29.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.

Fiscal Year-End Close Schedule

See the 2022 Master Schedule of Year-End Close Events, which includes:

  • Processing deadlines.
  • Support contacts.
  • System maintenance dates and times.

USAS and CAPPS Financials Year-End Process

The fiscal 2022 USAS annual cash-basis close occurs on Wednesday, Aug. 31. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004).

See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines.

Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).

CAPPS HR/Payroll Fiscal Year-End Process

CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process.

The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 3. Normal activities resume at 8 a.m. on Sept. 3.

USPS Fiscal Year-End Close Process

USPS agencies must use the fiscal 2022 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2022 fiscal year-end close.

See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.

SPRS Fiscal Year-End Process

SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2023. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2023 (FPP O.002) for complete information.

SPA Fiscal Year-End Close Process

The last SPA processing cycle before the fiscal year-end close runs Aug. 31. SPA will be available Sept. 2 to accept both fiscal 2022 and fiscal 2023 transactions.

See SPA Fiscal Year-End Close Process (FPP N.008) for more information.