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“What’s New” on FMX

September, 2023

Updated Check Processing Requirement

Effective Sept. 18, the Comptroller’s Treasury Operations Division (Treasury) will no longer process deposits of a single check split into multiple D documents (known as a “split deposit”). Split deposits will fail the USAS/Treasury match process and will post to the depositing agency’s default coding block in USAS.

See USAS Deposit Default Processing (FPP Q.006) for information on clearing your agency’s deposit default fund.

Final Fiscal 2023 Annual Report (Statewide Hiring Practices)

On Oct. 5, each state agency and institution of higher education will receive a final copy of the fiscal 2023 Annual Report (Statewide Hiring Practices) via electronic file transfer.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.

Preliminary EEO Report

On Oct. 19, preliminary copies of the 2023 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.


  • Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due
  • Oct. 27 – Data corrections due

Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.

SPRS Updates

The Comptroller’s office has updated SPRS to reflect legislative changes to the General Appropriations Act, Article IX.

Changes include new entitlement codes, two new reason codes and two new veteran preference indicators. See the SPRS User Guide (FPP O.003) and Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

Fiscal Management Customer Service Survey

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 29. We appreciate your feedback.

Email us at with any questions.

Fiscal 2024 Travel Rates

The 2024 General Services Administration (GSA) rates are online now and effective Oct. 1. Fiscal 2024 travel reimbursement rates are available for:

  • In-state and out-of-state meals and lodging
  • In-state and out-of-state non-overnight meals
  • Automobile mileage
  • Aircraft mileage

Standard lodging reimbursement rates have increased for fiscal 2024. The standard lodging rate for all locations not listed by the GSA increases from $98 to $107. The meal reimbursement rate for locations not listed by the GSA remains at $59 for fiscal 2024.

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.

For more information, see Textravel, email or call (512) 475-0966.

Updated Interagency Payment Policy

State agencies must use the interagency transaction voucher (ITV) process in USAS for interagency payments when the funding sources for both agencies are held in the state treasury.

However, agencies may use a procurement card to:

  • Purchase surplus property
  • Purchase supplies from Texas Correctional Industries
  • Pay the fees for an attorney general opinion

See Interagency Payments and Receipts for Goods and Services (APS 014) (FPP A.028) for more information.

Automated Lapse of Unencumbered Balances

By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any 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 past 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 full details.

Annual Encumbrance Reporting Due

State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Reporting 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.)

Preliminary Fiscal 2023 Annual Report (Statewide Hiring Practices)

Preliminary copies of the fiscal 2023 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 21. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 28, and will have until Oct. 3 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 and SPRS contacts.

Additional Accounting Policy Statements Updated

The following Accounting Policy Statements (APSs) have been updated:

  • APS 003 – Reimbursements for Unemployment Compensation Payments
  • APS 010 – Travel Advance Account and Petty Cash Account
  • APS 018 – Encumbrance Report and Lapsing of Appropriations
  • APS 026 – Capital Budget Rider Appropriations
  • APS 027 – Accounting for Uncollectible Accounts

Review each APS to ensure compliance with the most current policies and procedures.

Comptroller Manual of Accounts Updated

Effective Sept. 1, substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 88th Legislature.

The Manual of Accounts provides current information on state agencies, appropriated funds, accounts and object codes to record accounting transactions.

Grant ID Requests

State agencies must email new grant ID requests for the fiscal 2023 State Pass-Through Reporting (SPTR) web application to by close of business Sept. 25 and 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 – Timeline for more information.

CAPPS User Group Meeting

A combined CAPPS HR/Payroll and Financials user group meeting will be held Sept. 28, 9–11 a.m.

See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days before the meeting.

Two New HRIS Military Preference Codes

Effective Sept. 1, institutions of higher education may begin to use two new military preference codes in the Human Resource Information System (HRIS): S (spouse of active-duty member) and H (disabled veteran’s spouse who is primary source of income). See ACR 60582 and Appendix C in HRIS Reporting Requirements – Higher Education (FPP M.005) for more information.

State Employee Charitable Campaign

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.

CAPPS Central 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 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.

SEFA Reporting Additions

Requests to set up a new Assistance Listing Number (ALN), formerly known as Catalog of Federal Domestic Assistance (CFDA), 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 Statewide Fiscal Program section at Include a copy of the agreement or award letter with the request.

Pass-through activity deadline reminders:

  • Sept. 26: Finalize USAS interagency pass-through entries by close of business.
  • Sept. 28: Finalize and certify interagency pass-through entries in the SEFA web application.

See the SEFA Timeline for more information or email for assistance with SEFA reporting inquiries.

University USAS/ABEST Reconciliation Deadline

Institutions of higher education hold appropriated funds outside the state treasury and must enter fiscal 2023 expenditure activity in USAS by Nov. 1 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.

HRIS Reappointment Reporting

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. 6: EFT #1 — Class codes and carriers
  • Sept. 11: EFT #2 — Reappointments for fiscal 2024
  • Sept. 13: EFT #3 — Terminations for fiscal 2023

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 – Certification of Physical Inventory Form Due

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 form (73-283) to the Comptroller's office by Sept. 20.

See Certification of Physical Inventory in the SPA Process User’s Guide for details.

Reminder – Property Transfers Deadline

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.