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.
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 DAFR8190 and DAFR8200 on Sept. 9.
See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
State agencies and institutions 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.
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.
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:
See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide for more information.
Agencies must comply with the policies and procedures in TexPayment Resource (FPP P.007) when requesting and processing Comptroller-assigned 3 TINs (temporary Texas identification numbers).
All 11 digits of a 3 TIN must be used as assigned and must not be altered by using the middle nine digits as a temporary Social Security number (SSN). Those nine digits could be the valid SSN of an individual who is not the intended foreign payee, so using that number would be misuse of an SSN. Such unauthorized use also creates invalid payee setups in TINS, inaccurate payment records in USAS, and could result in an audit finding.
When an agency receives a Comptroller-assigned 3 TIN, it must be set up in TINS to prepare for a payment through USAS. A Comptroller-assigned 3 TIN may not be requested as a temporary SSN or as a temporary number to be used solely within an agency’s internal system.
Contact Payment Services with questions.
The following Accounting Policy Statements (APSs) have been updated:
Review each APS to ensure compliance with the most current policies and procedures.
Effective Aug. 11, several USAS reports that have had a two-day turnaround for report generation now have a one-day turnaround.
See IR 22397 – USAS System Change for more information.
Contact your agency’s appropriation control officer for information about the USAS reports.
The 88th Legislature updated Article IX of the General Appropriations Act (GAA); changes take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of GAA changes and other legislation that affects state agencies.
The 88th Legislature updated salary administration provisions of the General Appropriations Act (GAA), so the Comptroller’s office has issued:
See Reason Code Resources and Classification Salary Schedules (FPP R.022) for more information and a downloadable PDF.
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.
Sept. 15 is the maintenance and corrections deadline for the fiscal 2023 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. 19. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 19 and must be submitted by Sept. 26.
See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
The USAS annual cash-basis close for fiscal 2023 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:
Aug. 30 is the third- and fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs 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.
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.
Agencies with supplemental appropriations made by House Bill 9, 87th Legislature, Second Called Session must encumber or accrue obligated funds by Sept. 16 in USAS with an effective date of Aug. 31 to allow expenditure over the next two fiscal years. Any balances not encumbered or accrued will lapse.
See Processing Supplemental Appropriations and Reductions (FPP A.047) for more information or contact your appropriation control officer with questions.
The 88th Legislature, Regular Session, updated:
See Legislative Changes Affecting Salary Administration, 88th Legislature (FPP F.021) for more information.
Beginning Sept. 4, 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.
The interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 9.25 percent for fiscal 2024. 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.
A CAPPS HR/Payroll user group meeting will be held Aug. 22, 9–10:30 a.m.
A CAPPS Financials user group meeting will be held Aug. 24, 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.
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:
Contact your agency’s financial reporting analyst with questions about any GASB questionnaire.
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:
The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.