“What’s New” for CAPPS

03/10/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held March 28, 9–10:30 a.m. A CAPPS Financials user group meeting will be held March 30, 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.
03/03/23	Statewide Cost Allocation Billing Delayed Statewide Cost Allocation Billing Delayed The Comptroller’s office bills agencies for their portion of statewide costs using the statewide allocated costs and billing procedures prescribed by the governor’s office. Agencies indicate the basis for allocating statewide costs and use that basis to distribute their statewide costs among sources of funding on the statewide cost allocation worksheet. The Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency provided by the governor's office is delayed beyond the usual first-quarter deadline. When that data is available, the Comptroller’s office will issue separate guidance, including new deadlines. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for complete information including contacts, instructions, forms and worksheet.
03/03/23	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second-quarter fiscal 2023 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/10/23	CAPPS User Group Meetings CAPPS User Group Meetings A combined CAPPS HR/Payroll and Financials user group meeting will be held Feb. 28, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available the morning of the meeting.
01/27/23	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and nonconfidential payments. State agencies and institutions of higher education must properly mark confidential transactions to protect payee confidentiality, per USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/13/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Jan. 26, 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.
01/05/23	Report to the 88th Legislature: CAPPS – ERP in Texas Report to the 88th Legislature: CAPPS – ERP in Texas The biennial Report to the 88th Legislature: CAPPS — ERP in Texas is available now for view or download. The report details the progress of statewide deployment of the Centralized Accounting and Payroll/Personnel System (CAPPS). See the Enterprise Resource Planning (ERP) topic page for more information.
01/05/23	Security Advisory: Implement Multifactor Authentication Security Advisory: Implement Multifactor Authentication Multifactor authentication (MFA) is one of the best practices an agency can use to prevent unauthorized access to its data, devices and networks. MFA requires users to present multiple pieces of information that must be validated by the system before the user can access the system. It is essential that agencies implement strong password policies to enhance the protection of MFA. However, MFA for CAPPS is only as effective as the surrounding controls that each agency implements. It remains each agency’s responsibility to secure the entire infrastructure supporting the MFA factors (e.g., agency email accounts and voice call). If any of the systems supporting MFA are compromised, it could lead to account takeover.
12/30/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations or Payment Services) link to their specific forms on the Forms page.
12/02/22	Reminder – Local Funds Reporting Requirements Due 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.
12/02/22	Reminder – Veteran Workforce Summary Reports Due Reminder – 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.
11/29/22	Update Contact Information for ACA 1094-C and 1095-C 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.
11/28/22	Payables and Binding Encumbrances Due 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.
11/28/22	Reminder – USPS Unavailable Dec. 10 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.
11/18/22	Hotel Occupancy Tax Refund Reports 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.
11/18/22	Reminder – Local Funds Reporting Requirements Due 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.
11/17/22	Community/Junior Colleges Veteran Workforce Reporting Due 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.
11/10/22	Local Funds Reporting Requirements Due 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.
11/10/22	Veteran Workforce Summary Reports Due 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.
11/10/22	Fraud Prevention Webinar 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.
11/04/22	USPS Unavailable Dec. 10 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.
11/04/22	CAPPS User Group Meetings 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.
10/28/22	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/21/22	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/21/22	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/14/22	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls that will be paid in January 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/14/22	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/07/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Oct. 25, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Oct. 27, 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.
10/07/22	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
09/30/22	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report 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: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/23/22	Preliminary EEO Report Preliminary EEO Report 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: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/23/22	Reminder – Fiscal Management Customer Service Survey Reminder – 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. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/23/22	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due 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.
09/16/22	2022 Fiscal Management Customer Service Survey 2022 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. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions about the survey.
09/16/22	Infrastructure Investment and Jobs Act Policy Updates Infrastructure Investment and Jobs Act Policy Updates 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.
09/16/22	Annual Encumbrance Reporting Due 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 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.)
09/16/22	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances 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.
09/16/22	CAPPS User Group Meetings CAPPS User Group Meetings 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.
09/09/22	RTIs for Fiscal 2023 Unemployment Compensation Reimbursements RTIs for Fiscal 2023 Unemployment Compensation Reimbursements 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.
08/26/22	Emergency Leave Reporting Due Emergency Leave Reporting Due 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.
08/26/22	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions of higher education 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.
08/19/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 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.
08/19/22	Reminder – CAPPS Systems Unavailable for FYE Reminder – CAPPS Systems Unavailable for FYE The CAPPS production and non-production environments for HR/Payroll, Financials and Enterprise Learning Management will be unavailable from 5 p.m. Aug. 31 through 8 a.m. Sept. 3 for fiscal year-end (FYE) activities. CAPPS Recruit will remain available through https://capps.taleo.net. IAM/TDIS multi-factor authentication (MFA) is required. See 2022 Master Schedule of Fiscal Year-End Close Events for more details. Note: Users must clear their browser cache before logging in once the system is back up Sept. 3.
08/12/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Aug. 23, 9–11 a.m. A CAPPS Financials user group meeting will be held Aug. 25, 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.
08/12/22	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2022 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: Processing deadlines. System maintenance dates and times. Support contacts.
07/22/22	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/22/22	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education 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.
07/18/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held July 26, 9-11 a.m. A CAPPS Financials user group meeting will be held July 28, 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.
07/11/22	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Fiscal 2023 appropriation budgets must be entered in USAS and all required documentation submitted by July 29. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
07/01/22	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2022 Master Schedule of Year-End Close Events, which includes: Processing deadlines. Support contacts. System maintenance dates and times.
07/01/22	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2022 USAS annual cash-basis close occurs on Wednesday, Aug. 31. Instructions, including 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).
07/01/22	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process 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. 3. Normal activities resume at 8 a.m. on Sept. 3.
07/01/22	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2022 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2022 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
07/01/22	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2023. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2023 (FPP O.002) for complete information.
06/28/22	Reminder – CAPPS Upgrade July 5 Reminder – CAPPS Upgrade July 5 CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet. June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5. Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28. Contact CAPPS Training or CAPPS Governance and Communications with questions.
06/24/22	Reminder – Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Reminder – Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due 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 from funds in the state’s treasury are subject to this requirement. The certification is due July 8. All corrections must be entered in USAS by July 22. 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 fo
06/17/22	USAS Budget Entries and Appropriation Schedules Due USAS Budget Entries and Appropriation Schedules Due On July 1, agencies can begin entering fiscal 2023 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 29. 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.
06/17/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held June 28, 9-11 a.m. A CAPPS Financials user group meeting will be held June 30, 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.
06/10/22	Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due 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 from funds in the state’s treasury are subject to this requirement. The certification is due July 8. All corrections must be entered in USAS by July 22. 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.
06/10/22	CAPPS Upgrade July 5 CAPPS Upgrade July 5 CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet. June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5. Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28. Contact CAPPS Training or CAPPS Governance and Communications with questions.
05/31/22	USAS Profile Review, Cleanup and Rollover to FY23 USAS Profile Review, Cleanup and Rollover to FY23 USAS Profile Review and Cleanup Reports To prepare for the June 18, 2022, rollover to fiscal 2023, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3 - 16. The reports: Help agencies review certain USAS profiles so necessary changes are made before the June 18 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year end. Include USAS data through the previous business day. Contact your financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information. USAS Profile Rollover to FY/AY23 The annual USAS profile rollover occurs June 18. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2023, based on existing FY22 and AY22 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/31/22	Review USAS IT File Daily Review USAS IT File Daily State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods. When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing. For more information, see USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001).
05/31/22	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2022 appropriations by June 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/13/22	Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2023 payroll due dates and direct deposit schedule.
05/13/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 24, 9 – 11 a.m. A CAPPS Financials user group meeting will be held May 26, 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.
04/27/22	Deadline Extended – Authorization for Warrant Pickup Deadline Extended – Authorization for Warrant Pickup The deadline to renew the Agency Authorization for Warrant Pickup form (74-189) has been extended to close of business May 20. All authorization forms on file terminate at 5 p.m. on May 31. New forms are effective June 1. Warrants will not be distributed as of June 1 without an updated renewal form on file. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/22/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs The second-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency is April 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
04/14/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held April 26, 9 – 11 a.m. A CAPPS Financials user group meeting will be held April 28, 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.
04/08/22	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/07/22	CAPPS Scheduled Downtime April 10 CAPPS Scheduled Downtime April 10 CAPPS production environments will be unavailable during scheduled maintenance Sunday, April 10, 2022, from 4 a.m. to noon for all towers: Enterprise Learning Management, Financials and HR/Payroll. Impacted environments include: Production CAPPS Production (PRD1) CAPPS Production Reporting (RPT1) This information is also available in the System Outages and Holidays calendar. Agency Level 1 support staff may contact the CAPPS help desk with any questions or concerns.
03/18/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: March 31 – First quarter due April 30 – Second quarter due June 30 – Third quarter due Aug. 30 - Fourth quarter due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
03/11/22	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed and signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/11/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held March 22, 9 – 11 a.m. A CAPPS Financials user group meeting will be held March 24, 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.
03/04/22	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2022 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/25/22	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due The General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due by March 11 for agencies listed in Fiscal 2021 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.
02/11/22	New Name and Email for Fiscal Management Security Team New Name and Email for Fiscal Management Security Team The Statewide Fiscal Systems (SFS) Security team’s name has changed to Statewide Security Administration (SSA). Effective Feb. 14, the support email address (SFS.security@cpa.texas.gov) will be replaced with SSA.security@cpa.texas.gov. This email account is primarily for agency security coordinators to send questions/correspondence to the SSA team. Security access requests must still be submitted via the Security Request System. Agencies should: Confirm with IT departments that the new SSA address is not subject to security filters. Update internal contact lists and web pages to reflect both the new email (SSA.Security@cpa.texas.gov) and the new name (Statewide Security Administration). NOTE: The old SFS email account will not receive messages after Tuesday, March 15. Agency security coordinators may contact the SSA team with questions.
02/11/22	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and CAPPS Financials user group meeting will be held Feb. 24, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
02/04/22	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
02/04/22	Reminder – Statewide Cost Allocation Worksheet and Forms Due Reminder – Statewide Cost Allocation Worksheet and Forms Due Deadlines for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: Feb. 11– Statewide Cost Allocation Worksheet due Feb. 15– Fiscal 2022 Agency Statewide Cost Allocation Plan by Method of Finance data available March 11– General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
01/07/22	Tax Implications of the Family Leave Pool Tax Implications of the Family Leave Pool The Texas Legislature established a state employee family leave pool to give eligible employees more flexibility to care for children during the first year following birth, adoption or foster placement, and to care for a seriously ill family member or themselves, including for pandemic-related illnesses or complications caused by a pandemic. Agencies must determine the appropriate tax treatment for leave donated to this leave pool based on each agency’s implementation of the program. See Tax Implications of the Family Leave Pool (FPP A.049).
01/07/22	Statewide Cost Allocation Worksheet and Forms Due Statewide Cost Allocation Worksheet and Forms Due The Fiscal 2021 Statewide Cost Allocation Plan, Summary of Fixed Costs PDF provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: Feb. 11 – Statewide Cost Allocation Worksheet due Feb. 15 – Fiscal 2022 Agency Statewide Cost Allocation Plan by Method of Finance data available March 11 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due Quarterly deadlines for general revenue reimbursements are March 31, April 30, June 30 and Aug. 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
01/07/22	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and CAPPS Financials user group meeting will be held Jan. 25, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
01/03/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. You’ll find a link to the Forms page at the top of any FMX page. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
12/15/21	Reminder – ACA 1094-C and 1095-C Contact Information Update Due Reminder – ACA 1094-C and 1095-C Contact Information Update Due 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 2021. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31. CAPPS Central agencies are required to update the new Manage Agency Contact Info page in CAPPS by Jan. 7.
12/03/21	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 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.
11/23/21	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2022 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.
11/23/21	Reminder – USPS Unavailable Dec. 11 Reminder – USPS Unavailable Dec. 11 USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 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.
11/22/21	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the associated 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.
11/10/21	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and CAPPS Financials user group meeting will be held Nov. 18, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
11/10/21	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 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.
11/05/21	USPS Unavailable Dec. 11 USPS Unavailable Dec. 11 USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 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.
10/29/21	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/22/21	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/22/21	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/15/21	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/08/21	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance.
10/08/21	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
10/01/21	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report Preliminary copies of the 2021 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 14 with each agency’s regular daily downloads. Deadlines: Oct. 21 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 26 – Data corrections due Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.
09/29/21	Direct Deposit Authorization Form Change Direct Deposit Authorization Form Change Effective immediately, a new National Automated Clearing House Association (NACHA) rule requires the requestor of a direct deposit reversal to be the same agency that issued the original payment. The Comptroller’s office has updated Section 6 of the Direct Deposit Authorization form (74-176) to reflect the new rule. If your agency uses its own form or electronic method (such as an online application or self-service portal) to process direct deposits through the Comptroller’s office, you must update it to match the new language on form 74-176. See Direct Deposit Forms on TexPayment Resource for more information. Submit a copy of your agency’s updated internal forms or methods to Payment Services at tins.mail@cpa.texas.gov for review and approval no later than Oct. 15, 2021. Contact Payment Services with any questions.
09/17/21	Annual Encumbrance Reporting Due 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 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.)
09/17/21	Automated Lapse of Unencumbered Balances 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 prior appropriation years Nov. 1 of each fiscal year. 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.
09/17/21	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due 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.
09/17/21	Reminder – Take the 2021 Fiscal Management Customer Service Survey Reminder – Take the 2021 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. 24. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/10/21	Take the 2021 Fiscal Management Customer Service Survey Take the 2021 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. 24. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
08/27/21	Emergency Leave Reporting Due Emergency Leave Reporting Due 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.
08/27/21	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions of higher education 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.
08/19/21	Accounting Policy Statements Updated Accounting Policy Statements Updated The following Accounting Policy Statements (APSs) have been updated: APS 001 – Sources of Revenue Required To Pay Benefit Cost APS 005 – Reimbursing Retirement Contributions and Insurance Premiums APS 007 – Revenue Deposits Intended To Increase Appropriation Authority APS 008 – Deposit of Sales Taxes Collected by State Agencies APS 013 – Refunding Deposits APS 014 – Interagency Payments and Receipts for Goods and Services APS 019 – Salary Benefit Appropriation Allocations APS 021 – Correcting Bookkeeping and Cost Allocation Entries APS 025 – Cost Allocation From Temporary Administrative and Support Appropriations APS 028 – Reporting of State Debts and Hold Offset Procedures APS 029 – Electronic Processing of Revenues and Expenditures Review each APS to ensure compliance with current policies and procedures.
08/19/21	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs The fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2020 Statewide Cost Allocation Summary of Fixed Costs by Agency is Aug. 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/13/21	87th Legislature GAA Updates 87th Legislature GAA Updates The 87th 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.
08/13/21	Reason Code Definitions and Restrictions Updated Reason Code Definitions and Restrictions Updated The 87th Legislature updated salary administration provisions of the General Appropriations Act (GAA), so the Comptroller’s office has issued: Reason Code Definitions and Restrictions for State Agencies (Fiscal 2022-23) Reason Code Quick Reference for State Agencies (Fiscal 2022-23) Reason Code Definitions and Restrictions for Institutions of Higher Education (Fiscal 2022–23) See Reason Code Resources and Classification Salary Schedules (FPP R.022) to view and download these PDFs.
08/13/21	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS HR/Payroll user group webinar will be held Aug. 24, 9-11 a.m. A CAPPS Financials user group webinar will be held Aug. 26, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for information. The agenda and meeting materials will be posted one day before the meeting.
08/13/21	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2021 occurs on 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: Processing deadlines System maintenance dates and times Support contacts
08/06/21	Final Copies of the 2021 EEO-4 Report Available Final Copies of the 2021 EEO-4 Report Available The 2021 Equal Employment Opportunity (EEO)-4 Report summarizes state agency hiring practices. The Governor’s Office uses data from the biennial report (agency detail and summary reports) to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Final copies of the 2021 EEO-4 Report will be available to agencies via electronic file transfer on Aug. 18. Agencies must: Review the final report Download the 2021 EEO-4 Statewide Final Report Certification from FPP G.003 and complete it Email the completed certification to the Governor’s Office at eeo4reports@gov.texas.gov by Aug. 27 See Equal Employment Opportunity (EEO)-4 Report (FPP G.003).
08/06/21	Legislative Changes to Salary Administration Legislative Changes to Salary Administration The 87th Legislature, Regular Session, updated: Salary/HR administration Leave administration Retirement rates for fiscal 2022 and fiscal 2023 See Legislative Changes Affecting Salary Administration, 87th Legislature (FPP F.021) for more information.
07/23/21	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/23/21	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education 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.
07/16/21	Limits on New Accounts, Funds and Revenue Dedications Limits on New Accounts, Funds and Revenue Dedications House Bill 2896, 87th Legislature, Regular Session, continues the policy of limiting the number of new general revenue accounts, special funds and dedications of revenue. See Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046) for a summary of HB 2896.
07/09/21	Preliminary Copies of the 2021 EEO-4 Report Available Preliminary Copies of the 2021 EEO-4 Report Available Preliminary copies of the 2021 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 21 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement 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.
07/09/21	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS HR/Payroll user group webinar will be held July 27, 9-11 a.m. A CAPPS Financials user group webinar will be held July 29, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for information. The agenda and meeting materials will be posted one day before the meeting.
07/09/21	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Fiscal 2022 appropriation budgets must be entered into USAS and all required documentation submitted by July 30. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
07/02/21	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2021 Master Schedule of Year-End Close Events, which includes: Processing deadlines System maintenance dates and times Support contacts
07/02/21	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2021 USAS annual cash-basis close occurs on Tuesday, Aug. 31. Instructions, including 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).
07/02/21	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process 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. 3. Normal activities resume at 8 a.m. on Sept. 3.
07/02/21	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2022. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2022 (FPP O.002) for complete information.
07/02/21	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2021 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2021 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
06/25/21	Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due 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 from funds in the state’s treasury are subject to this requirement. The certification is due July 9. All corrections must be entered in USAS by July 23. 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.
06/18/21	USAS Budget Entries and Appropriation Schedules Due USAS Budget Entries and Appropriation Schedules Due Enter fiscal 2022 appropriation budgets into USAS and submit all required documentation by July 30. Entry into USAS and CAPPS can begin July 1. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing 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.
06/18/21	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs The third-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2020 Statewide Cost Allocation Summary of Fixed Costs by Agency is June 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
06/11/21	Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement. The certification is due July 9. All corrections must be entered in USAS by July 23. 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.
06/11/21	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS HR/Payroll user group webinar will be held June 22, 9-11 a.m. A CAPPS Financials user group webinar will be held June 24, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for information. The agenda and meeting materials will be posted one day before the meeting.
06/04/21	CAPPS IAM/TDIS Self-Paced Training CAPPS IAM/TDIS Self-Paced Training A CAPPS IAM/TDIS self-paced learning course is now available on CAPPS Training. This course is available to all users and includes step-by-step instructions for completing the initial enrollment process and using the self-service features in the TDIS employee dashboard. The course includes PDF versions of course material and exercise guides.
05/28/21	USAS Profile Rollover to FY/AY22 USAS Profile Rollover to FY/AY22 The annual USAS profile rollover occurs June 19. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2022, based on existing FY21 and AY21 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/28/21	USAS Profile Review and Cleanup Reports Available Early June USAS Profile Review and Cleanup Reports Available Early June To prepare for the June 19, 2021, rollover to fiscal 2022, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3-10. The reports: Help agencies review certain USAS profiles so necessary changes are made before the& June 19 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end. Include USAS data through the previous business day. Contact your financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/28/21	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2021 appropriations by June 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/28/21	CAPPS IAM/TDIS Goes Live June 7 CAPPS IAM/TDIS Goes Live June 7 The new CAPPS identity and access management (IAM) platform, Texas.gov Digital Identity Solution (TDIS), deploys for CAPPS Production Monday, June 7. Note: Once live, IAM/TDIS will be the only way to access CAPPS Central applications. Agencies should ensure all staff is aware of this and prepared to complete enrollment. On June 7 All agency personnel should receive an account enrollment email from no-reply@myaccess.dir.texas.gov. Users who do not receive the email should check their spam folders and trash. Agencies should tell users to expect the email and to know it is not a phishing attempt. Users should follow the email’s instructions to complete the account setup. The email link will only be active until 5 p.m. Wednesday, June 9. Users whose link expires, or who do not receive the enrollment email or cannot complete the login process, must contact their agency’s delegated administrator(s). IT Action Required CAPPS Central agency IT departments should confirm these TDIS sender emails are not subject to agency quarantine rules: no-reply@myaccess.dir.texas.gov (IAM/TDIS production notifications) no-reply-stg@myaccess.ad.portal.texas.gov (IAM/TDIS non-production notifications) These email domains are active now for staff using non-production environments (such as UAT, Recruit S01, Business Objects QA, etc.) and will be used for all agency staff when IAM/TDIS goes live June 7. TDIS emails from these domains include the account enrollment email, multi-factor authentication actions, account/profile change notifications and more. IAM Resources Monitor CAPPS IAM/TDIS for updates and resources related to IAM/TDIS implementation. The IAM presentations from the CAPPS user groups are also available for both Financials and HR/Payroll in the meeting pages, listed by date under Past Meetings.
05/14/21	Fiscal 2022 Payroll Due Dates and Direct Deposit Schedule Fiscal 2022 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2022 payroll due dates and direct deposit schedule.
05/14/21	Reminder – Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Reminder – Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
05/07/21	CAPPS User Group Webinar CAPPS User Group Webinar A combined CAPPS HR/Payroll and CAPPS Financials user group webinar will be held May 25, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for information. The agenda and meeting materials will be posted one day before the meeting.
04/30/21	ARP Update to FFCRA ARP Update to FFCRA The American Rescue Plan Act (ARP) further extends agencies’ and institutions’ ability to voluntarily offer emergency paid sick leave and paid family leave created by the Families First Coronavirus Response Act (FFCRA) through Sept. 30, 2021. The Comptroller’s office has updated Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) to reflect ARP’s changes to FFCRA.
04/23/21	Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
04/23/21	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs The second-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2020 Statewide Cost Allocation Summary of Fixed Costs by Agency is April 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
04/09/21	CAPPS User Group Webinar CAPPS User Group Webinar A combined CAPPS Financials and CAPPS HR/Payroll user group webinar will be held April 29, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for webinar information. The agenda and meeting materials will be posted one day before the meeting.
04/05/21	New IAM Page for CAPPS New IAM Page for CAPPS A new Identity Access Management (IAM) platform for CAPPS will be available in the user acceptance testing (UAT) environment by April 12, and will go live in June. All CAPPS Central agencies must participate. See the IAM page for more information, project updates and contact information.
03/22/21	Pay Card Update Pay Card Update The pay card program vendor will end its participation in the program that provides payroll or annuity net pay on debit cards on Aug. 31, 2021. The Comptroller’s office is requesting bids for a new vendor. Agencies can accept applications for pay cards through the current vendor until June 30, 2021. Payroll offices can load payroll on existing cards through the Sept. 1, 2021, pay date, and employees may use their current pay card until its balance is depleted. The Comptroller’s office will notify agencies by August 2021 either that a new vendor has been selected or that the program will be discontinued. Agencies should alert employees to the vendor change or possible cancellation of the pay card program and discuss alternative payment methods (warrant or direct deposit) to receive payroll or annuity net pay. Contact Payment Services for more information. See Payment Cards for Payroll/Annuity Net Pay (PayCards) for more program details.
03/19/21	Reminder — Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder — Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2020 Statewide Cost Allocation Summary of Fixed Costs by Agency are: March 31 – First quarter due April 30 – Second quarter due June 30 – Third quarter due Aug. 30 – Fourth quarter due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
03/12/21	CAPPS User Group Webinar CAPPS User Group Webinar A combined CAPPS HR/Payroll and CAPPS Financials user group webinar will be held March 25, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for webinar information. The agenda and meeting materials will be posted one day before the meeting.
03/05/21	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2021 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/19/21	Daily Print Files Available for Download Daily Print Files Available for Download The daily print files for the mainframe system reports are available for download for the most recent cycle plus the previous 12 cycles. Agencies can retrieve the files from the Comptroller’s mainframe server using secure file transfer protocol (SFTP), and have two weeks to download a missed file without notifying the Comptroller’s office. You must have security access to retrieve these reports. To request access, contact your agency security coordinator. If you need to retrieve files that are no longer available, contact the Comptroller’s Help Desk at (512) 463-4357 or cpa.help@cpa.texas.gov and request the SIO Group. See Requirements for Transmitting Comptroller Information Over Public Networks and Downloading Mainframe Reports Using Secure File Transfer Protocol (SFTP)(FPP N.007) (login required) for more information.
02/18/21	Warrant Distribution Delayed Due to Inclement Weather Warrant Distribution Delayed Due to Inclement Weather Weather permitting, warrant pickup will be available on Friday, Feb. 19 from noon – 4 p.m. Agencies may call (512) 475-5329 beginning at 9 a.m. on Friday to confirm that warrants will be available for distribution. On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call (512) 475-5329 upon arrival at the LBJ building if no guard is present.
02/17/21	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Thursday, Feb. 18. Warrants will not be distributed on this day. Additional Comptroller office closures or delayed openings will be announced here on FMX.
02/16/21	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Wednesday, Feb. 17. Warrants will not be distributed on this day. Additional Comptroller office closures or delayed openings will be announced here on FMX.
02/15/21	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Tuesday, Feb. 16. Warrants will not be distributed on this day. Additional Comptroller office closures or delayed openings will be announced here on FMX.
02/12/21	CAPPS User Group Webinar CAPPS User Group Webinar A combined CAPPS HR/Payroll and CAPPS Financials user group webinar will be held Feb. 25, 9-11 a.m. See the CAPPS Financials User Group Meetings or the CAPPS HR/Payroll User Group Meetings for webinar information. The agenda and meeting materials will be posted one day before the meeting.
01/22/21	Reminder — New Act Extends FFCRA Leave Expansion Through March Reminder — New Act Extends FFCRA Leave Expansion Through March Congress has extended the emergency paid sick leave and expanded family medical leave created by the Families First Coronavirus Response Act (FFCRA) through March 31. Existing leave codes and earnings types will remain available in USPS, CAPPS and SPRS for agencies choosing to offer these benefits through March. The Consolidated Appropriations Act, 2021, signed in December 2020, does not provide for any additional employee leave, so agencies and institutions can only allow employees to take leave through March 31 up to the amount they are entitled to under FFCRA. Governmental employers are still ineligible for tax credits for providing this leave, though these wages are exempt from the employer share of the Social Security tax. See the Department of Labor’s Families First Coronavirus Response Act: Questions and Answers, question 104, and Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) for more information.
01/15/21	CAPPS User Group Webinar CAPPS User Group Webinar A combined CAPPS HR/Payroll and CAPPS Financials user group webinar will be held Jan. 26, 9-11 a.m. See the CAPPS Financials User Group Meetings or the CAPPS HR/Payroll User Group Meetings pages for the agenda and webinar information.
01/12/21	New Act Extends FFCRA Leave Expansion Through March New Act Extends FFCRA Leave Expansion Through March The Consolidated Appropriations Act, 2021, signed in December 2020, allows agencies and institutions to voluntarily continue offering the emergency paid sick leave and expanded family medical leave created by the Families First Coronavirus Response Act (FFCRA) through March 31, 2021. The existing leave codes and earnings types will remain available in USPS, CAPPS and SPRS for agencies that choose to continue offering these leave benefits to their employees through March. The act does not provide for any additional employee leave, so agencies and institutions can only allow employees to take leave between Jan. 1 and March 31, 2021, up to the amount they are entitled to under the Emergency Paid Sick Leave Act or the Emergency Family Medical Leave Expansion Act. If your agency or institution continues to offer leave in accordance with either or both provisions, you should monitor carefully to ensure employees do not take more leave than they are entitled to. Governmental employers are still ineligible for tax credits for providing this leave, though these wages are still exempt from the employer share of the Social Security tax. See the Department of Labor’s Families First Coronavirus Response Act: Questions and Answers, question 104, and Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) for more information.
01/11/21	Report to the 87th Legislature: CAPPS – ERP in Texas Report to the 87th Legislature: CAPPS – ERP in Texas The biennial Report to the 87th Legislature: CAPPS – ERP in Texas is available now for view or download. The report details the progress of statewide deployment of the Centralized Accounting and Payroll/Personnel System (CAPPS), as required by HB 3106 and passed by the 80th Legislature in 2007. See CAPPS System Overview and The CAPPS Program Model on the ProjectONE website for more CAPPS information.
01/08/21	Statewide Cost Allocation Worksheet and Forms Due Statewide Cost Allocation Worksheet and Forms Due The Fiscal 2020 Statewide Cost Allocation Plan, Summary of Fixed Costs PDF provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2020 Statewide Cost Allocation Summary of Fixed Costs by Agency are: Feb. 5 – Statewide Cost Allocation Worksheet due Feb. 12 – Fiscal 2021 Agency Statewide Cost Allocation Plan by Method of Finance data available March 5 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due Quarterly deadlines for general revenue reimbursements are March 31, April 30, June 30 and Aug. 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
01/04/21	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page or appropriate topic page before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. You’ll find a link to the Forms page at the top of any page. Also, topic pages such as Appropriations or Payment Services feature links to related forms.
12/11/20	New CAPPS IAM Platform New CAPPS IAM Platform A new Identity Access Management (IAM) platform for CAPPS will go live in April 2021; the TxT (Texas by Texas) Digital Identity Solution (TDIS) is the overall system that will be implemented for most state government systems, and IAM is the CAPPS-specific implementation of TDIS for the CAPPS environments. All CAPPS Central agencies must participate. Important Dates: Jan. 26, 2021: The CAPPS Combined User Group Meeting hosts an IAM project review and demonstration. Feb. 16 - March 22, 2021: Agencies begin user acceptance testing. April 12, 2021: CAPPS IAM goes live. Agency Level 1 support staff may contact the CAPPS help desk with questions or concerns.
12/07/20	Update Contact Information for ACA 1094-C and 1095-C by Dec. 31 Update Contact Information for ACA 1094-C and 1095-C by Dec. 31 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 2020. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. USPS and CAPPS Central agencies are required to update 1094-C and 1095-C contact information by Dec. 31.
12/04/20	Reminder — First Quarter Veteran Workforce Summary Reports Due Reminder — First Quarter Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2021 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. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
12/04/20	Reminder — New Local Funds Reporting Requirements Due Reminder — New 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 2021 projected data must be submitted by Dec. 11 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 (Art. IX, Sec. 17.09) in the Agency Requirements section of FPP S.009.
11/30/20	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2021 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.
11/30/20	Reminder — USPS Unavailable Dec. 12 for CYE File Split Reminder — USPS Unavailable Dec. 12 for CYE File Split USPS will be unavailable all day Saturday, Dec. 12, while we conduct the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2020/2021 file split must have a warrant date in calendar year 2021 and will be reflected in the 2021 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 agency’s assigned USPS representative with questions.
11/20/20	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the associated 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 on Dec. 9. See Hotel Occupancy Tax Quarterly Refund(FPP B.006) for more information.
11/20/20	Reminder — New Local Funds Reporting Requirements Due Reminder — New 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 2021 projected data must be submitted by Dec. 11 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 (Art. IX, Sec. 17.09) in the Agency Requirements section of FPP S.009.
11/13/20	New Local Funds Reporting Requirements Due New Local Funds Reporting Requirements Due According to 2020-21 General Appropriations Act requirements, any state agency that receives, spends or administers revenue held outside the state’s treasury (local funds) is required to submit financial data on those funds to the Comptroller’s office. Fiscal 2021 projected data must be submitted by Dec. 11 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 (Art. IX, Sec. 17.09) in the Agency Requirements section of FPP S.009.
11/13/20	First Quarter Veteran Workforce Summary Reports Due First Quarter Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2021 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. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/13/20	CAPPS User Group Webinar CAPPS User Group Webinar A combined CAPPS HR/Payroll and CAPPS Financials user group webinar will be held Nov. 19, 9-11 a.m. See the CAPPS Financials User Group Meetings or the CAPPS HR/Payroll User Group Meetings pages for the agenda and webinar information.
11/13/20	Reminder — System Maintenance Nov. 21 Reminder — System Maintenance Nov. 21 All mainframe systems (USAS, TINS, SPRS, USPS, SPA, HRIS) and CAPPS web services will be unavailable on Saturday, Nov. 21, from 7 a.m. until 7 p.m. for scheduled hardware maintenance. CAPPS systems will remain available during this time.
11/06/20	New CAPPS TRC for FMLA Holiday Hours New CAPPS TRC for FMLA Holiday Hours A new time reporting code (TRC), FMLAH, is now available in CAPPS to track holiday hours that should be counted against an employee’s available FMLA balance. When an employee is on FMLA for the days during a week in which there is a holiday (included on either the Texas holiday schedule or an agency-specific holiday schedule), the employee, manager, time administrator or super user can use FMLAH or another FMLA-eligible TRC on the timesheet. Please note: The FMLA balance process will use the hours associated with FMLAH (or other FMLA-eligible TRCs) to deduct from the employee’s entitlement hours. The available balance on the FMLA Balance Inquiry page will also reflect the hours taken. The system will only allow users to use FMLAH on a holiday included on either the Texas or an agency-specific holiday schedule. As part of this new TRC, the CAPPS team has: Removed the TRC HOLDY for employees on intermittent FMLA leave between Sept. 1, 2019, and Oct. 30, 2020. Removed the auto calculation of holidays for employees on FMLA leave. Beginning Oct. 30, 2020, agencies are responsible for evaluating FMLA as it pertains to a holiday, and for using FMLAH or another FMLA-eligible TRC to deduct the holiday hours from an employee’s entitlement hours. Request desk aids at Capps.Cgc.Ba@cpa.texas.gov. Authorized agency Level 1 staff may also see SR 22409 – FMLA Holiday Calculation in the Application Service Provider Solution Center.
11/06/20	System Maintenance Nov. 21 System Maintenance Nov. 21 All mainframe systems (USAS, TINS, SPRS, USPS, SPA, HRIS) and CAPPS web services will be unavailable on Saturday, Nov. 21, from 7 a.m. until 7 p.m. for scheduled hardware maintenance. CAPPS systems will remain available during this time. Mainframe data extracts and reports that are scheduled to run during this outage will need to be processed after maintenance is completed. CAPPS batch jobs that interface with mainframe systems will be placed on hold and run after 7 p.m. on Saturday. Note: CAPPS agencies should not process any new hires while the web service is down, as the interface will not occur.
11/06/20	USPS Unavailable Dec. 12 for CYE File Split USPS Unavailable Dec. 12 for CYE File Split USPS will be unavailable all day Saturday, Dec. 12, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2020/2021 file split must have a warrant date in calendar year 2021 and will be reflected in the 2021 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.
10/30/20	Reminder — Benefit Replacement Pay Leveling Election Due Reminder — Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2021. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/23/20	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central bill account (CBA) and corporate liability individual bill account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/23/20	Reminder — Annual Encumbrance Certification and Automated Lapsing Reminder — Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/16/20	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2021. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/16/20	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS HR/Payroll user group webinar will be held Oct. 27, 9-11 a.m. A CAPPS Financials user group webinar will be held Oct. 29, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for webinar information. The agenda and meeting materials will be posted one day before the meeting.
10/16/20	Reminder — Annual Encumbrance Certification and Automated Lapsing Reminder — Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/09/20	Reminder — Annual Encumbrance Certification and Automated Lapsing Reminder — Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
10/02/20	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Agencies and institutions must never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/02/20	Reminder — Preliminary EEO Report Reminder — Preliminary EEO Report Preliminary copies of the 2020 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 15 with each agency’s regular daily downloads. Deadlines: Oct. 22 – Preliminary Equal Employment Opportunity Report Acknowledgement form due Oct. 26 – Data corrections due Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.
09/25/20	Preliminary EEO Report Preliminary EEO Report Preliminary copies of the 2020 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 15 with each agency’s regular daily downloads. Deadlines: Oct. 22 – Preliminary Equal Employment Opportunity Report Acknowledgement Form due Oct. 26 – Data corrections due Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.
09/18/20	Annual Encumbrance Reporting Due 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 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.)
09/18/20	Automated Lapse of Unencumbered Balances 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 is statutorily required to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years on Nov. 1 of each fiscal year. To do this, 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.
09/18/20	Reminder — Take the Fiscal Management Customer Service Survey Reminder — Take the 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. 25. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/18/20	Reminder — Emergency Leave Reporting Due Reminder — Emergency Leave Reporting Due 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.
09/17/20	Deferral of Payroll Tax Obligations Deferral of Payroll Tax Obligations On Aug. 8, 2020, a presidential memorandum was issued regarding the deferral of payroll tax obligations in light of the ongoing COVID-19 disaster. The Internal Revenue Service published Notice 2020-65 on Aug. 28, 2020, with guidance for implementing the deferral of the employee share of the Old-Age, Survivors and Disability Insurance tax, commonly referred to as Social Security tax, imposed on wages from Sept. 1, 2020, through Dec. 31, 2020. This guidance: Allows employers to defer the withholding and deposit of an employee’s Social Security tax amount on wages paid between Sept. 1, 2020, and Dec. 31, 2020, if the employees’ taxable wages are less than $4,000 biweekly. States that the threshold should be applied for each pay period. Requires the amounts deferred under this guidance to become due starting Jan. 1, 2021. They must be fully repaid by April 30, 2021, or the amounts not deposited will begin to accrue penalty and interest. Requires employers to withhold the deferred amounts from employees’ wages from Jan. 1, 2021, through April 30, 2021, and remit the total deferred amounts by April 30, 2021. After careful consideration of the impact and complexity of statewide system changes needed to implement the deferral, the tracking and repayment of the deferred taxes, and the reduced pay periods that would be available given the timeline to implement the system changes, the Comptroller’s office will not implement the deferral of payroll tax obligations for any statewide system maintained by the agency. Agencies and institutions of higher education that support and maintain their own payroll systems may choose to implement the payroll tax deferral at their discretion in alignment with IRS Notice 2020-65. If you have any questions: USPS agencies can call the USPS help desk at (512) 463-4008 or contact their Comptroller representative; CAPPS agencies can call (512) 463-2277 or enter a service ticket into the ASP Solution Center; Institutions of higher education can call the HRIS help desk at (512) 463-4008 or contact their Comptroller representative.
09/11/20	Take the 2020 Fiscal Management Customer Service Survey Take the 2020 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. 25. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/11/20	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS HR/Payrolluser group webinar will be held Sept. 22, 9-11 a.m. A CAPPS Financials user group webinar will be held Sept. 24, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for webinar information. The agenda and meeting materials will be posted one day before the meeting.
08/28/20	Emergency Leave Reporting Due Emergency Leave Reporting Due 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.
08/28/20	Reminder — Report on Certain Salary Supplements Due Reminder — Report on Certain Salary Supplements Due State agencies and institutions of higher education 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.
08/14/20	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS Financials user group webinar will be held Aug. 20, 9-11 a.m. A CAPPS HR/Payroll user group webinar will be held Aug. 25, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for webinar information. The agenda and meeting materials will be posted one day before the meeting.
08/14/20	Reminder — Systems Unavailable During Year-End Close Reminder — Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2020 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: Processing deadlines System maintenance dates and times Support contacts
07/24/20	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Contact your appropriation control officer with questions.
07/24/20	Report on Certain Salary Supplements Due Report on Certain Salary Supplements Due State agencies and institutions of higher education 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.
07/17/20	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2020 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2020 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
07/17/20	CAPPS User Group Webinars CAPPS User Group Webinars A CAPPS HR/Payroll user group webinar will be held July 28, 9-11 a.m. A CAPPS Financials user group webinar will be held July 30, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for agendas and webinar information.
07/10/20	CAPPS HR/Payroll Fiscal Year-End Processing Instructions CAPPS HR/Payroll Fiscal Year-End Processing Instructions 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. Aug. 31 through noon on Sept. 2. Normal activities will resume at noon Sept. 2.
07/10/20	Update Bookmarks to the CAPPS Portal Update Bookmarks to the CAPPS Portal Effective July 19, the web address to the original CAPPS portal (which was replaced in April) will no longer be active. CAPPS users must update all existing bookmarks to the current web address and clear your browser cache. The current CAPPS web address is https://erphcmprd.cpa.texas.gov/. Agency Level 1 support staff may contact the CAPPS help desk with questions or concerns.
07/10/20	Reminder – Fiscal 2021 USAS Budget Entries Due Reminder – Fiscal 2021 USAS Budget Entries Due Fiscal 2021 appropriation budgets must be entered into USAS and all required documentation submitted by July 31. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
07/02/20	USAS and CAPPS Financials Year-End FPPs Updated USAS and CAPPS Financials Year-End FPPs Updated The fiscal 2020 USAS annual cash-basis close occurs on Aug. 31. The instructions, including deadlines for submitting documents, are available 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 need to also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
07/02/20	Master Schedule of Year-End Close Events Master Schedule of Year-End Close Events See the 2020 Master Schedule of Year-End Close Events, which includes: Processing deadlines System maintenance dates and times Support contacts
07/02/20	SPRS Fiscal Year-End Processing Instructions SPRS Fiscal Year-End Processing Instructions SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2021. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2021 (FPP O.002) for details.
06/26/20	Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due 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 from funds in the state’s treasury are subject to this requirement. The certification is due July 10. All corrections must be entered in USAS by July 24. 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.
06/19/20	Fiscal 2021 USAS Budget Entries Due Fiscal 2021 USAS Budget Entries Due Enter fiscal 2021 appropriation budgets into USAS and submit all required documentation by July 31. Entry into USAS and CAPPS can begin July 1. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing 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.
06/12/20	Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due 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 from funds in the state's treasury are subject to this requirement The certification is due July 10. All corrections must be entered in USAS by July 24. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access and complete the forms.
06/12/20	CAPPS User Group Webinars in June CAPPS User Group Webinars in June A CAPPS HR/Payroll user group webinar will be held June 23, 9-11 a.m. A CAPPS Financials user group webinar will be held June 25, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for agendas and webinar information.
05/29/20	Third Quarter Payables and Binding Encumbrances Due Third Quarter Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2020 appropriations to the Comptroller’s office by June 30. Agencies must enter quarterly certification in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/29/20	Fiscal 2021 Payroll Due Dates and Direct Deposit Schedule Posted Fiscal 2021 Payroll Due Dates and Direct Deposit Schedule Posted For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is the seventh workday before payday. Submitting your payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2021 payroll due dates and direct deposit schedule.
05/22/20	USAS Profile Rollover to FY/AY21 Set for June 20 USAS Profile Rollover to FY/AY21 Set for June 20 The annual USAS profile rollover occurs on June 20. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2021, based on existing FY20 and AY20 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/22/20	USAS Profile Review and Cleanup Reports Available Early June USAS Profile Review and Cleanup Reports Available Early June To prepare for the June 20 rollover to fiscal 2021, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies on June 3 through June 10. The reports: Help agencies review certain USAS profiles so necessary changes are made before the June 20 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end. Include USAS data through the previous business day. Contact your financial reporting analyst for report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/15/20	Third Quarter Veteran Workforce Summary Reports Due Third Quarter Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2020 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.
05/15/20	CAPPS User Group Webinar on May 28 CAPPS User Group Webinar on May 28 A CAPPS HR/Payroll and Financials user group webinar will be held May 28, 9–11 a.m. See the CAPPS Financials User Group Meetings or the CAPPS HR/Payroll User Group Meetings pages for the agenda and webinar information.
05/08/20	New CAPPS to USAS Pre-Release Web Service New CAPPS to USAS Pre-Release Web Service The new CAPPS to USAS Pre-Release web service is available. This web service allows users with release authority in USAS to pre-release their batches from CAPPS without a login to USAS. Your agency security coordinator (ASC) must submit a security request for you to use this new function. The security request falls under the AP module. Users with release authority in the USAS Production environment can request Pre-Release Execute access. Users who need release authority in USAS will need to request this separately through their ASC. Users who do not have USAS release authority may request Pre-Release View access. Agency Level 1 support staff may contact the CAPPS help desk with any questions or concerns.
04/24/20	Student Loan Wage Garnishment Suspension Extended Student Loan Wage Garnishment Suspension Extended On March 27 the federal government passed the Coronavirus Aid, Relief, and Economic Security Act, which extends the U.S. Education Department’s student loan debt relief through Sept. 30, 2020. Per the relief plan, current student loan wage garnishments might need to be suspended. To learn whether any existing garnishment is eligible for suspension under this law, contact the issuer of the garnishment order. For questions about suspending the garnishment deduction: USPS agencies: Call the help desk at (512) 463-4008 or contact your Comptroller representative. CAPPS agencies: Call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center.
04/17/20	CAPPS User Group Meeting Webinars in April CAPPS User Group Meeting Webinars in April A CAPPS HR/Payroll user group webinar will be held April 28, 9–11 a.m. A CAPPS Financials user group webinar will be held April 30, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for agendas and webinar information.
04/09/20	Reminder – Renew Agency Authorization for Warrant Pickup by April 15 Reminder – Renew Agency Authorization for Warrant Pickup by April 15 Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. Agencies and institutions must return the completed and signed form by close of business April 15. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/06/20	Federal Legislation Affecting Leave Federal Legislation Affecting Leave In March the federal government passed the Families First Coronavirus Response Act (FFCRA) and the Coronavirus Aid, Relief and Economic Security (CARES) Act. The CARES Act amended the FFCRA by providing certain technical corrections and clarifying language. Beginning April 1, these new laws require certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. As public employers, state agencies and institutions of higher education are required to comply with the provisions of the FFCRA regardless of size. The Comptroller’s office has published Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) and is updating the statewide payroll systems to help agencies implement the changes. Agencies should review the federal guidelines and update your policies accordingly.
04/03/20	Reminder – New Online CTIA System Reminder – New Online CTIA System Effective April 6, electronic confirmation of the Confidential Treatment of Information Acknowledgement (CTIA) will be recorded in a new CTIA system. New state employees and contractors with valid state email addresses will be able to view and acknowledge the policy electronically. Signed paper CTIA forms are still acceptable. Existing records must be retained per Access Requirements for Comptroller Systems (FPP K.015). See Methods and Evidence of Acknowledgement in FPP K.015 for more information.
03/31/20	Student Loan Wage Garnishments Suspended Student Loan Wage Garnishments Suspended The Department of Education is halting collection actions and wage garnishments for federally held student loans for at least 60 days from March 13, 2020, due to the national COVID-19 emergency. The Department asks employers to adjust affected employees’ paychecks to ensure timely suspension. Agencies should review current employee wage garnishment orders to determine if they are eligible for suspension under this federal directive. See the Department of Education announcement for more information. Agencies that have already completed March payroll: If your payroll includes a garnishment eligible for suspension, do not send the payment to the garnishment vendor. Instead: Cancel the payment. Process a deduction refund. Return the withheld amount to the employee. Submit a request to delete the negative transaction from the USAS internal transaction (IT) file. For questions about suspending the garnishment deduction: USPS agencies: Call the help desk at (512) 463-4008 or contact your Comptroller representative. CAPPS agencies: Call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center.
03/20/20	Reminder — New CAPPS Landing Page and Dashboard Reminder — New CAPPS Landing Page and Dashboard On April 6, a new CAPPS Production landing page and dashboard will replace the current portal. After login, the new landing page defaults to the employee self-service dashboard with multiple tiles for various user options based on each user’s profile. New navigation menus will replace current favorites and “breadcrumbs.” The CAPPS Support team is working with designated agency support staff through a user acceptance testing process to prepare for this change. Agency Level 1 support staff received a desk aid with additional details on these changes. Users may contact their agency’s support staff for more information.
03/18/20	Fiscal Resources and Required Actions for Tracking Coronavirus-Related Activity Fiscal Resources and Required Actions for Tracking Coronavirus-Related Activity The Comptroller’s office provides accounting guidance and resources to assist agencies and institutions of higher education in disaster relief efforts. See Accounting for Disaster Relief Efforts (FPP K.011) for additional information. To assess the fiscal impact of coronavirus-related activity on state resources, the Comptroller’s office requires agencies and institutions of higher education to track expenditures and revenues directly related to significant disaster relief efforts. See Tracking Expenditures and Revenues Related to Disaster Relief Efforts (FPP K.014) for additional information, or contact your agency’s appropriation control officer. As state agencies and institutions start to alter work schedules, emergency leave tracking must be standardized within the statewide payroll systems. For more information on COVID-19 leave reporting: USPS agencies can call the USPS help desk at (512) 463-4008 or contact their Comptroller representative. CAPPS agencies can call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center. Institutions of higher education can call the HRIS help desk at (512) 463-4008 or contact their Comptroller representative.
03/16/20	Renew Agency Authorization for Warrant Pickup by April 15 Renew Agency Authorization for Warrant Pickup by April 15 Every two years, the Comptroller’s office requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Agencies and institutions must return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/16/20	CAPPS User Group Meeting Webinars in March CAPPS User Group Meeting Webinars in March A CAPPS HR/Payroll user group webinar will be held March 24, 9–11 a.m. A CAPPS Financials user group webinar will be held March 26, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for agendas and webinar information.
03/06/20	Statewide Cost Allocation Worksheet Forms Due Statewide Cost Allocation Worksheet Forms Due The Fiscal 2019 Statewide Cost Allocation Plan Summary of Fixed Costs (PDF) provided by the Governor’s Office is now available. Deadlines for agencies listed on the Fiscal 2019 Statewide Cost Allocation Summary of Fixed Costs by Agency are: March 27 – Statewide Cost Allocation Worksheet due April 6 – Fiscal 2019 Agency Statewide Cost Allocation Plan by Method of Finance available April 20 – General Revenue Reimbursement of Statewide Allocated Costs and Federal Funds Reimbursement Calculation (only for listed agencies with federal funds) due May 4 – First quarter general revenue reimbursements for statewide allocated costs due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
03/06/20	Second Quarter Payables and Binding Encumbrances Due Second Quarter Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2020 appropriations by March 30 to the Comptroller's office. Each agency must enter quarterly certification in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
03/06/20	New Online CTIA System Starts in April New Online CTIA System Starts in April Effective April 6, electronic confirmation of the Confidential Treatment of Information Acknowledgement (CTIA) will be recorded in a new CTIA system. New state employees and contractors with valid state email addresses will be able to view and acknowledge the policy electronically. Signed paper CTIA forms are still acceptable. Existing records must be retained per Access Requirements for Comptroller Systems (FPP K.015). Instructions and more information will be available on FMX at the end of March. Note: Once the new CTIA system launches, the CTIA function on the CAPPS login screen will no longer be available, but existing records will be retained and remain valid.

“What’s New” for CAPPS

USAS Profile Review and Cleanup Reports

USAS Profile Rollover to FY/AY23

On June 7

IT Action Required

IAM Resources