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“What’s New” on FMX

August, 2022

Emergency Leave Reporting Due

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

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 August will be available on DAFR reports 8190 and 8200 Sept. 9.

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

Reminder – 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.

Reminder – 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 Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.

Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs

Aug. 30 is the fourth-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.

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

Reminder – CAPPS Systems Unavailable for FYE

The CAPPS production and non-production environments for HR/Payroll, Financials and Enterprise Learning Management will be unavailable from 5 p.m. Aug. 31 through 8 a.m. Sept. 3 for fiscal year-end (FYE) activities.

CAPPS Recruit will remain available through IAM/TDIS multi-factor authentication (MFA) is required.

See 2022 Master Schedule of Fiscal Year-End Close Events for more details.

Note: Users must clear their browser cache before logging in once the system is back up Sept. 3.

Community/Junior Colleges Veteran Workforce Reporting Due

Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior Colleges form. The online form (with required veteran complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.

RTI End Dates

Reminder: when coding on the USAS Recurring Transaction Profile (55), do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR).

Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date.

Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one.

See RTI Tables for Interfund/Interagency Transactions and the ITV/RTI Process USAS FAQs for more information.

Veteran Workforce Summary Reports Due

Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 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 Aug. 23, 9–11 a.m.

A CAPPS Financials user group meeting will be held Aug. 25, 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 – Systems Unavailable During Year-End Close

The USAS annual cash-basis close for fiscal 2022 occurs Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including:

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

Reminder – 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.

Changes to USAS Profiles D10 and D22

Unused fields on the Comptroller Object (D10) and Appropriated Fund (D22) profiles were retitled and repurposed for preparing the State of Texas Annual Cash Report.

See ACR 60527 – USAS System Change for more information.

AFR Ad Hoc Reports

Beginning Sept. 2, the following AFR-related reports will be available via secure file transfer protocol (SFTP):

Agencies may save or print their reports daily, Monday through Friday. Each day’s information is replaced on the following business day by the next transmission.

Contact your financial reporting analyst for more information.

Property Transfer Deadline

Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations.

Universities that do not report to SPA must follow the reporting requirements in Capital Asset Note Preparation to report external transfers.

Transfers between two external agencies cannot be entered into SPA.

See Transferring Property the SPA Process User's Guide for complete instructions.

Reminder – HRIS Reappointments Due

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 – 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.