“What’s New” on FMX

See the 2023 Master Schedule of Year-End Close Events for:

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

The fiscal 2023 USAS annual cash-basis close occurs Aug. 31. Instructions and 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 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. 5. Normal activities resume at 8 a.m. on Sept. 5

SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2024. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2024 (FPP O.002) for complete information.

The last SPA processing cycle before the fiscal year-end close runs Aug. 31. SPA will be available Sept. 5 to accept both fiscal 2022 and fiscal 2023 transactions.

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

Preliminary copies of the 2023 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 20 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgment form to the Comptroller’s office by Aug. 3.

The governor’s office uses the report, which reflects state agency hiring practices for odd-numbered years, to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.

As part of our statewide Enterprise Resource Planning (ERP) project, the Comptroller’s office is beginning the process of replacing USAS and TINS with a modernized software solution.

The Comptroller’s office is in the early stages of this initiative and a replacement date for these systems has not been determined. Agencies and institutions of higher education will be periodically updated and engaged as this project moves forward to ensure coordination and collaboration with this modernization.

Input from users of USAS and TINS is critical for the success of this project. To help us identify the best solution, please complete this online survey by July 21.

Email Shelly Arnold or Laurel Mulkey with questions about the survey.

Processing Supplemental Appropriations and Reductions (FPP A. 047) has been updated with instructions for USAS and CAPPS to reflect Senate Bill 30, 88th Legislature, Regular Session.

Affected state agencies and institutions of higher education must complete these profiles and transactions by July 31.

The 88th Legislature, Regular Session, provided appropriations for two salary increases for certain state agency positions in fiscal 2024 and 2025 as well as appropriations in fiscal 2023 to accelerate the effective date of the first increase to July 1.

See Appropriations for the Salary Increase Allocation for Certain State Positions(FPP A.009) and Guidelines for the Salary Increase for Certain State Positions (FPP F.017) for more information.

The 88th Legislature increased state employee salaries in two phases, with the first increase effective July 1, and adopted new salary schedules with the same effective date.

See Classification Salary Schedule For Partial Fiscal 2023 (Effective July 1-Aug. 31, 2023) for the updated salary schedules, and Reason Code Resources and Classification Salary Schedules (FPP R.022) for more information.

Monday, July 3: The Comptroller’s office will be closed; Payment Services will distribute warrants 9–11 a.m.

Tuesday, July 4: The Comptroller’s office will be closed; no warrants will be distributed.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

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 with funds from the state’s treasury are subject to this requirement.

The certification is due July 7. All corrections must be entered in USAS by July 21.

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.

On July 3, agencies can begin entering fiscal 2024 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 31.

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.

On June 30, the General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due for agencies listed in Fiscal 2022 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.

The Comptroller’s office USAS maintenance staff is streamlining the USAS corrections process for higher education payroll reimbursement documents (T-code pair 246/903).

Starting July 6, each institution’s Document Control (33) profile, document type 5, ALL POST INDICATOR field will be set to a value of Y (all post). This allows users to correct all transactions in a payroll reimbursement document before posting.

Before July 6, institutions not already using the all-post feature must clear all errors for reimbursement payroll batches in edit mode 3 on the USAS Internal Transaction (IT) file so the change to the 33 profile can occur.

See the USAS News (90) screen, Keyword NEWS, Pages 55–56 for more information about this change.

For help with the all-post indicator, contact Jennifer Paris at usas.maintenance@cpa.texas.gov.

For general questions about processing payroll reimbursements, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043)(login required).

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 with funds from the state’s treasury are subject to this requirement.

The certification is due July 7. All corrections must be entered in USAS by July 21.

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.

A CAPPS HR/Payroll user group meeting will be held June 27, 9–10:30 a.m.

A CAPPS Financials user group meeting will be held June 29, 9–10:30 a.m.

See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.

Employees who would face a substantial threat of physical harm if information such as work location were made public may request an exception to open records requests. See Confidential Employee Information for Open Records Requests (FPP L.004) if your agency has employees who might qualify for the exception.

June 15 is the maintenance and corrections deadline for the fiscal 2023 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.