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“What’s New” on FMX

November, 2022

Update Contact Information for ACA 1094-C and 1095-C

The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties.

The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2022. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting.

CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 16. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31.

Payables and Binding Encumbrances Due

State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2023 appropriations by Dec. 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

Economic Stabilization Fund Fiscal Brief

The Economic Stabilization Fund (ESF) fiscal brief has been updated for the 2022–23 biennium. The brief describes the ESF background, key facts, funding source and calculation of the fund cap. Additionally, the ESF history table provides historical revenues, expenditures, and maximum and ending balances since the fund’s 1990 inception.

Reminder – USPS Unavailable Dec. 10

USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

USAS 1099 Reporting Procedures

State agencies and institutions of higher education must file electronically with the IRS or mail 1099 forms with form 1096 to the IRS and mail postmarked 1099 forms to recipients by Jan. 31, 2023. Forms will be available for pickup at the Comptroller’s office each business day from Jan. 3–31 in the LBJ Building, room G17.

See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for instructions on requesting 1099 data from USAS.

Hotel Occupancy Tax Refund Reports

Agencies that reimburse employees for state-related hotel stays are due a refund for the hotel occupancy taxes. USAS automatically generates the refunds each quarter.

The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 Dec. 9

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

Reminder – Local Funds Reporting Requirements Due

State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.

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 College form. The online form (with required veteran complaint reporting included) will be available Dec. 16 and must be submitted by Jan. 13.

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.

2022 State of Texas Annual Cash Report

The State of Texas Annual Cash Report for fiscal 2022 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Texas Government Code, Section 403.013.

Local Funds Reporting Requirements Due

State agencies that receive, spend or administer revenue held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.

Veteran Workforce Summary Reports Due

Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

Fraud Prevention Webinar

If you generate or monitor your agency’s direct deposit payments, learn how you can help avoid fraud and safeguard state resources by attending a fraud prevention webinar on Nov. 15, 10:30 a.m. – noon. Topics include:

  • Biggest threats to agencies.
  • Business email compromise.
  • Check fraud.
  • Best practices to prevent fraud.

This webinar is offered by the state’s direct deposit vendor, J.P. Morgan Chase. Registration is not required. Visit the web-based training calendar on FMX for login information.

Reminder – Warrant Distribution on Nov. 23

The Comptroller’s office will be closed for business on Wednesday, Nov. 23; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 22 processing cycle. There will be no warrant distribution on Nov. 24 or 25.

See Payment Distribution for warrant pickup requirements.

Reminder – Direct Deposit Settlement Dates

When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

Reminder – USAS/TINS File Submission

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

USPS Unavailable Dec. 10

USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

CAPPS User Group Meetings

A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 17, 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.

Warrant Distribution on Nov. 23

The Comptroller’s office will be closed for business on Wednesday, Nov. 23; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 22 processing cycle. There will be no warrant distribution on Nov. 24 or 25.

See Payment Distribution for warrant pickup requirements.

Direct Deposit Settlement Dates

When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

USAS/TINS File Submission

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.