At 7 a.m. on Nov. 2, the effective start date changes to 09/01/2022 for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043.
Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and ensures agencies cannot backdate entries, which would change the agency’s GR amount.
The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.
On Oct. 13, preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads.
Deadlines:
Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks.
USPS and CAPPS will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly.
See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.
Preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer on Oct. 13 with each agency’s regular daily downloads.
Deadlines:
Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
Each state agency and institution of higher education will receive a final copy of the fiscal 2022 Annual Report (Statewide Hiring Practices) via electronic file transfer on Sept. 29.
See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
How well are we meeting your customer service expectations?
Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback.
Email us at fiscal.documentation@cpa.texas.gov with any questions.
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.
How well are we meeting your customer service expectations?
Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback.
Email us at fiscal.documentation@cpa.texas.gov with any questions about the survey.
The Comptroller’s office has updated Tracking Expenditures and Revenues Related to Disaster or Disaster-Related Economic Relief Efforts (FPP K.014) to include the tracking requirements for Infrastructure Investment and Jobs Act (IIJA) funding received.
Coronavirus Relief Federal Funding Accounting Policy for the State of Texas (FPP A.048) also includes new references to IIJA funding.
State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year.
All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.)
The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for prior appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for details.
A CAPPS HR/Payroll user group meeting will be held Sept. 27, 9–10:30 a.m.
A CAPPS Financials user group meeting will be held Sept. 29, 9–10:30 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.
Effective Sept. 16, TINS and USAS mask direct deposit account numbers on certain reports.
See TINS ACR 60486 and USAS ACR 60487 for more information.
Contact Payment Services for information about the TINS reports. Contact your agency’s appropriation control officer for information about the USAS reports.
State agency employees can now choose to receive their payroll and travel reimbursement on a pay card as an alternative to receiving payments by warrant or direct deposit. The vendor will load the pay cards with the payment on payday or on the day a travel reimbursement is paid. Employees can contact their agency payroll office to choose this option.
Payroll stuffers to promote the pay card program are available. See TexPayment Resource – Promoting Direct Deposit/Pay Card.
Pay card setup procedures are available for payments issued via USAS, USPS, SPRS and CAPPS. See Pay Cards for Payroll/Retirement Net Pay (FPP P.004).
The recurring transaction indexes (RTIs) for unemployment compensation reimbursements have been updated for fiscal 2023. See Reimbursements for Unemployment Compensation (APS 003) (FPP A.035) for details.
State agencies must email new grant ID requests for the fiscal 2022 State Pass-Through Reporting (SPTR) web application to frs@cpa.texas.gov by close of business Sept. 26. In addition, agencies must attach documentation confirming the grant relationship between the grantor and grantee with the official grant name.
Final certification for the SPTR web application is due Sept. 28. See State Grant Pass-Through Reconciliation for more information.
Preliminary copies of the fiscal 2022 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 15. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 22, and will have until Sept. 27 to review the preliminary report and enter or submit changes.
See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
The 2023 General Services Administration (GSA) rates are effective Oct. 1 and are online. Fiscal 2023 travel reimbursement rates are available for:
Standard lodging reimbursement rates have increased for fiscal 2023. The standard lodging rate for all locations not listed by the GSA increases from $96 to $98. The meal reimbursement rate for locations not listed by the GSA remains at $59 for fiscal 2023.
For CAPPS agencies using the Travel and Expense module, the CAPPS Financials Production Support Team will update meal and lodging rates, as necessary. Mileage rates must be updated by the agency. Contact your CAPPS Level 1 representative for assistance.
See Textravel, email Expenditure Assistance or call (512) 475-0966 for more information.
Requests to set up a new Assistance Listing Number (ALN), formerly known as a Catalog of Federal Domestic Assistance (CFDA) number, and non-state entity (NSE) entries in the Schedule of Expenditure of Federal Awards (SEFA) web application are due by close of business Oct. 23 to the Comptroller’s Financial Reporting section at frs@cpa.texas.gov. Include a copy of the agreement or award letter with the request.
Pass-through activity deadline reminders:
See the SEFA Timeline for more information, or contact your agency’s financial reporting analyst with questions.
Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2022 expenditure activity in USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST).
See Entering Higher Education Expenditure Activity in USAS for USAS/ABEST Reconciliation (FPP B.011) for more information.
Note: Community/junior colleges are excluded from these requirements.
Institutions of higher education can download the HRIS Employees Without Reappointments Report on Sept. 21.
Make all employee information corrections by close of business Sept. 28. HRIS uses this information to generate the Equal Employment Opportunity Report, Annual Report (Statewide Hiring Practices for the Fiscal Year) and Veteran Workforce Summary Report.
See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) or contact your agency’s HRIS representative for more information on the reappointment process.
Note: Only institutions that have active employees without reappointments will receive reports.
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 the SPA Process User’s Guide for details.
Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations.
See Transferring Property in the SPA Process User’s Guide for complete instructions.
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.
The LeaseQuery launch has been temporarily delayed to correct a software incompatibility. As soon as the quality control checks are accepted, implementation will occur. Watch for announcements about training and user information.
Ensure you have the proper security access as soon as possible. Contact your agency’s security coordinator to request LeaseQuery access for each agency number you are reporting. Unlike the Comptroller’s annual financial report (AFR) web applications, login credentials will come from LeaseQuery when access is granted.