“What’s New” for Financial Reporting

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.
04/16/21	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education sometimes send documents with confidential information to Fiscal Management. Email is not a secure transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
04/09/21	Accounting Policy Webinar Accounting Policy Webinar An accounting policy webinar will be held April 28, 2-4 p.m. See the Accounting Policy Meetings page for the webinar registration. This page will also be updated with: Agenda and meeting materials (available the day before the meeting) Q&As (available two to three weeks after the webinar) Note: Use Google Chrome as the internet browser to avoid Webex compatibility issues.
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	Reporting Requirements for Coronavirus Relief Funding Reporting Requirements for Coronavirus Relief Funding State agencies and institutions of higher education that expect to receive coronavirus relief funds authorized by the Consolidated Appropriations Act, 2021 (HR 133) or the American Rescue Plan Act of 2021 (HR 1319) must use the new appropriation numbers established for grants/awards authorized by each act and create a program cost account (PCA) that infers the correct appropriation, program code and title. See Coronavirus Relief of 2020 Federal Funding Accounting Policy (FPP A.048) for specific appropriation numbers and more information. Contact your appropriation control officer to request activation of the new appropriations.
02/26/21	Updated USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information See FMX for updated USAS documentation: USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML and an expanded table of the most commonly used T-codes. USAS Reference (FPP Q.012) includes updated lists of Comptroller General Ledger Accounts and Comptroller Objects Sorted by Object Group for appropriation year 2021.
02/26/21	Fiscal 2020 CAFR Fiscal 2020 CAFR The State of Texas Comprehensive Annual Financial Report (CAFR) is now available. This publication provides a thorough picture of the state’s financial condition. The report is compiled from information in the statewide financial systems and individual agency annual financial reports. The CAFR includes financial statements for the primary government and the component units of the state, management’s discussion and analysis, and a statistical data section.
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	Reminder — Deadline To Request Unclaimed Funds Reminder — Deadline To Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/29/21	Deadline To Request Unclaimed Funds Deadline To Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
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.
01/08/21	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	Coronavirus Relief Fund Deposit Requirements Coronavirus Relief Fund Deposit Requirements State agencies and institutions of higher education must deposit all federal coronavirus relief funds into Appropriated Fund 0325. See Coronavirus Relief Accounting Policy (FPP A.048) for additional requirements; see Tracking Expenditures and Revenue Related to Disaster Relief Efforts (FPP K.014) for tracking information. Coronavirus relief funds held outside the state’s treasury or in Treasury Safekeeping Trust or external federal trust accounts are not required to report through Appropriated Fund 0325. Contact your agency’s Comptroller representative with questions.
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.
12/04/20	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.
11/20/20	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.
11/06/20	2020 State of Texas Annual Cash Report 2020 State of Texas Annual Cash Report The State of Texas Annual Cash Report for fiscal 2020 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.
10/30/20	AFR Deadline Reminder AFR Deadline Reminder The deadline for the fiscal 2020 annual financial report (AFR) is Nov. 20. The Financial Reporting section strongly recommends that agencies make and release all USAS entries related to the AFR by 7 p.m. on Nov. 19. Agencies that need to make entries in USAS on Nov. 20 must use USAS Batch Edit Mode 2 for all entries. No entries for fiscal 2020 may be made after Nov. 20 in USAS. All entries for the fiscal 2020 AFR must be backdated using an effective date of 08322020. Contact your financial reporting analyst for questions related to the AFR submission requirements and deadlines.
10/30/20	Benefits Proportional by Method of Finance Reports Due Benefits Proportional by Method of Finance Reports Due State agencies and institutions of higher education are required to ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19 See Benefits Proportional by Method of Finance (APS 011) (FPP A.010) for more information, including forms and sample letters.
10/23/20	Reminder — Budget T-Codes Effective Date Changed Reminder — Budget T-Codes Effective Date Changed The effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012020” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due on Nov. 1. Contact your financial reporting analyst with questions.
10/09/20	Accounting Policy Webinar Accounting Policy Webinar An accounting policy webinar will be held Oct. 27, 1-3 p.m. See the Accounting Policy Meetings page for the webinar registration. This page will also be updated with: Agenda and meeting materials, available the day before the meeting Q&As, available two to three weeks after the webinar Note: Use Google Chrome as the internet browser to avoid Webex connectivity issues.
10/09/20	Reminder — SPA/AFR Reconciliation Deadlines Reminder — SPA/AFR Reconciliation Deadlines Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Oct. 20 — Full reporting agencies Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
10/02/20	Budget T-Codes Effective Date Changed Budget T-Codes Effective Date Changed The effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012020” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due on Nov. 1. Contact your financial reporting analyst with questions.
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.
09/11/20	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	Grant ID Requests Grant ID Requests State agencies must submit new Grant ID requests for the fiscal 2020 State Pass-Through Reporting (SPTR) web application by email to frs@cpa.texas.gov by close of business on Sept. 25, and attach documentation confirming the grant relationship between the grantor and grantee with the official grant name. Final certification for the SPTR web application is due Sept. 28. See State Grant Pass-Through Reconciliation for more information.
09/04/20	Accounting Policy Webinar Accounting Policy Webinar An accounting policy webinar will be held Sept. 22, 1-3 p.m. See the Accounting Policy Meetings page for webinar registration. The agenda and meeting materials will be available the day before the meeting.
09/04/20	Fiscal 2020 CFDA and NSE Additions for SEFA Reporting Fiscal 2020 CFDA and NSE Additions for SEFA Reporting Requests to set up new Catalog of Federal Domestic Assistance (CFDA) and Non-State Entity (NSE) entries in the Schedule of Expenditure of Federal Awards (SEFA) web application are due by close of business Oct. 23. Email the request to the Comptroller’s Financial Reporting section at frs@cpa.texas.gov. Include a copy of the agreement or award letter with the request. Pass-Through Activity Deadlines: Sept. 26: Finalize USAS interagency pass-through entries. Since Sept. 26 falls on a weekend, all transactions must be entered by close of business on the prior Friday. Sept. 28: Finalize and certify interagency pass-through entries in the SEFA web application. See the SEFA – Timeline for more information, or contact your agency’s Financial Reporting analyst with questions.
09/04/20	Reminder — Certification of Physical Inventory Form Due Reminder — Certification of Physical Inventory Form Due Each year, state agency property managers must conduct a physical inventory of the trust, capitalized and controlled personal property in the agency’s possession by Aug. 31. (Libraries, historical arts and treasures are excluded from this requirement.) Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20 for fiscal 2020 with the signature of the agency head or designee. See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for details.
09/04/20	Reminder — Property Transfers Deadline Reminder — Property Transfers Deadline Sept. 20 is the deadline to enter property transfers in SPA so GR consolidated agencies can complete their fiscal year-end reconciliations. See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.
09/03/20	Fiscal Resources and Required Actions for Tracking Activity Related to Hurricanes Marco and Laura Fiscal Resources and Required Actions for Tracking Activity Related to Hurricanes Marco and Laura 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 hurricane-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.
08/28/20	Reminder — SPA/AFR Reconciliation Deadlines Reminder — SPA/AFR Reconciliation Deadlines Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
08/21/20	GASB 84 Implementation GASB 84 Implementation To implement GASB Statement No. 84, Fiduciary Activities (GASB 84), the Comptroller’s office will be modifying all USAS D23 fund profiles that infer fund type 09 (FT09) for fiscal 2020 and 2021 by Oct. 31. Agencies do not need to make any modifications in USAS related to FT09 at this time. For more details and agencies’ responsibilities, see the AFR Reporting Requirements’ FAQs page. Contact your assigned financial reporting analyst with questions.
08/14/20	Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs Important reminder for coding on the USAS Recurring Transaction Profile (55): Do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR). Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. For example, a transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction were backdated to Aug. 31. To avoid this, the RTI agency should not set an effective end date on the 55 profile until the interagency reconciliation process is complete. Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one. See the ITV/RTI Process USAS FAQs for more information.
08/07/20	AFR Ad Hoc Reports AFR Ad Hoc Reports Starting on the evening of Sept. 2, the following AFR-related reports will run and be available via secure file transfer protocol (SFTP) the following day: GR Reconciliation through Nov. 2 AFR exception reports through Nov. 20 Agencies may save or print their reports daily, Monday through Friday. Each day’s information is replaced on the following business day by the next transmission. Contact your financial reporting analyst for more information.
08/07/20	Property Transfers Deadline Property Transfers Deadline Sept. 20 is the deadline to enter property transfers in SPA so GR consolidated agencies can complete their fiscal year-end reconciliations. Universities that do not report to SPA must follow the reporting requirements in Capital Asset Note Preparation to report external transfers. Note: Transfers between two external agencies cannot be entered into SPA. See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.
08/07/20	Reminder — All 2020 GASB Questionnaires Due Reminder — All 2020 GASB Questionnaires Due All GR consolidated agencies and full reporting agencies must complete and submit every GASB questionnaire by Aug. 15. The AFR website’s GASB Questionnaires page provides: Links to each GASB questionnaire Descriptions and PDF previews of each GASB questionnaire Links for more information on the AFR website specific to each GASB statement Contact your financial reporting analyst for questions about any GASB questionnaire.
07/31/20	SPA/AFR Reconciliation Deadlines SPA/AFR Reconciliation Deadlines Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Oct. 20 — Full reporting agencies Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
07/24/20	Certification of Physical Inventory Form Due Certification of Physical Inventory Form Due Each year, state agency property managers must conduct a physical inventory of the trust, capitalized and controlled personal property in the agency’s possession by Aug. 31. (Libraries, historical arts and treasures are excluded from this requirement.) Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20 for fiscal 2020 with the signature of the agency head or designee.
07/17/20	Accounting Policy Webinar Accounting Policy Webinar An accounting policy webinar will be held July 31, 10 a.m.-noon. See the Accounting Policy Meetings page for the agenda and webinar registration. Also, the June 30 meeting page now includes questions and answers from that webinar.
07/10/20	GASB Questionnaires Due GASB Questionnaires Due All GR consolidated and full reporting agencies must complete and submit every GASB questionnaire by Aug. 15. The AFR website’s GASB Questionnaires page provides: Links to each GASB questionnaire Descriptions and PDF previews of each GASB questionnaire Links for more information on the AFR website specific to each GASB statement Contact your financial reporting analyst for questions about any GASB questionnaire.
07/10/20	AFR Work Sessions Scheduled AFR Work Sessions Scheduled Financial reporting analysts can help agencies reconcile their 2020 annual financial report (AFR) to USAS either over the phone or during scheduled work sessions. Before scheduling a virtual work session, agencies must attempt to complete the fiscal year-end USAS entries. If you have problems with USAS entries, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst.
06/19/20	Accounting Policy Webinar Accounting Policy Webinar An accounting policy webinar will be held June 30, 1-3 p.m. See Accounting Policy Meetings for the agenda and webinar registration.
05/29/20	New FAQs for Coronavirus Relief Fund Requirements New FAQs for Coronavirus Relief Fund Requirements The Comptroller’s office has added a list of frequently asked questions (FAQs) to it Coronavirus Relief Accounting Policy (FPP A.048) to help state agencies and institutions of higher education comply with federal and state standards for recording, tracking and reporting coronavirus relief funds. The FAQs address coronavirus relief fund eligibility and recording, the use of additional funds or existing federal grants, and more. Contact your agency’s Comptroller representative with questions.
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.
05/11/20	GASB Statements Implementation GASB Statements Implementation Effective May 2020, the Governmental Accounting Standards Board (GASB) has officially extended implementation due dates related to many GASB statements and implementation guides, including GASB Statement No. 87, Leases. The extension was announced in GASB Statement No. 95, Postponement of the Effective Dates of Certain Authoritative Guidance, and the Comptroller’s office will follow the implementation dates detailed in GASB 95, paragraph 4, with three exceptions. The Comptroller’s office will implement the following statements for fiscal 2020 early, regardless of any GASB extensions: GASB Statement No. 84, Fiduciary Activities GASB Statement No. 90, Majority Equity Interests GASB Implementation Guide 2019-02 The Comptroller’s office will implement GASB 87 in fiscal 2022 effective Sept. 1, 2021. Agencies that choose to implement GASB 87 early must provide the necessary corrective entries for the state's Comprehensive Annual Financial Report (CAFR). See the Reporting Requirements’ Governmental Accounting Standards Board (GASB) page or contact your agency’s financial reporting analyst for more information.
05/08/20	Fiscal 2019 SEFA and Single Audit Report Package Now Available Fiscal 2019 SEFA and Single Audit Report Package Now Available The following FMX Financial Reporting Reference topics have been updated with fiscal 2019 information: Federal Schedules (includes Notes to the Schedule of Expenditures of Federal Awards). Single Audit Report Package (completed in conjunction with the State Auditor’s Office). Contact your financial reporting analyst with any questions.
05/05/20	Coronavirus Relief Fund Requirements Coronavirus Relief Fund Requirements State agencies and institutions of higher education must follow the Federal Funding Accountability and Transparency Act (FFATA) standards, any additional requirements made by the federal awarding agency, and Comptroller’s office guidelines for recording, tracking and reporting of Coronavirus Relief funds. The Comptroller’s office has created Appropriated Fund 0325 to use in conjunction with the disaster PCA group 20201 when recording Coronavirus Relief fund accounting activity, and has published Coronavirus Relief Accounting Policy (FPP A.048) for agency guidance. Coronavirus relief funds held outside the state’s treasury or in Treasury Safekeeping Trust or external federal trust accounts are not required to report through Appropriated Fund 0325. Contact your agency’s Comptroller representative with questions.
05/01/20	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller's office deposits the money into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
03/20/20	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education might need to send documents with confidential information to Fiscal Management. Email is not a secured transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must Be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
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.
03/06/20	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	USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information Updated USAS documentation has updates on FMX: USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML and an expanded table of commonly used T-codes USAS Reference (FPP Q.012) includes updated lists of Comptroller general ledger accounts and comptroller objects sorted by object group for appropriation year 2020
02/28/20	Fiscal 2019 CAFR Now Available Fiscal 2019 CAFR Now Available The State of Texas Comprehensive Annual Financial Report (CAFR) is published to provide a thorough picture of the state’s financial condition. The report is compiled from information in the statewide financial systems and individual agency annual financial reports. The CAFR includes financial statements for the primary government and the component units of the state, management’s discussion and analysis, and a statistical data section.
02/14/20	Texas Comptroller Manual of Accounts Updated Texas Comptroller Manual of Accounts Updated Substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides information on state agencies, appropriated funds, accounts and object codes used to record accounting transactions. The updates reflect legislation passed by the 86th Legislature, Regular Session, that took effect Jan. 1.
01/31/20	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller's office deposits the money into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/10/20	Vendor Number Changes in USAS Vendor Number Changes in USAS Effective March 31, the vendor numbers used for processing two types of USAS transactions will change. Agencies must update their internal systems to prepare for these vendor number changes. Agencies have the option to start using the new numbers immediately. However, after March 31, the previous numbers and all their mail codes will no longer be active and cannot be used to process payments or accounting transactions. The vendor number for Replenishing Petty Cash will be 31001035687.000, replacing 38880026539.000. The vendor number for Summary Cost Allocation Transfers will be 31001035695.000, replacing 38880025705.000. Contact Payment Services with questions.
01/03/20	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller’s office deposits the money into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/03/20	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. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
12/13/19	Coming Soon: New Look for FMX Coming Soon: New Look for FMX Fiscal Management’s website will have a new look in 2020. FMX will remain your resource for fiscal policies, procedures and forms, and bookmarks will still navigate to your favorite pages. The rollout is planned for January.
11/08/19	State of Texas Annual Cash Report Now Available State of Texas Annual Cash Report Now Available The State of Texas Annual Cash Report for fiscal 2019 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.
11/01/19	AFR Deadline Reminders AFR Deadline Reminders The deadline for the fiscal 2019 annual financial report (AFR) is Nov. 20. The Financial Reporting section strongly recommends that agencies make and release all USAS entries related to the AFR by 7 p.m. on Nov. 19. If your agency needs to make entries in USAS on Nov. 20, you must use USAS Batch Edit Mode 2 for all entries. No entries for fiscal 2019 may be made after Nov. 20 in USAS. All entries for the fiscal 2019 AFR must be backdated using an effective date of 08322019. Contact your financial reporting analyst for questions related to the AFR submission requirements and deadlines.
11/01/19	Benefits Proportional by MOF Reports Due Benefits Proportional by MOF Reports Due State agencies and institutions of higher education must ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance (MOF), unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19. For forms and sample letters, see Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/25/19	Reminder – Budget T-Codes Effective Date Changed Reminder – Budget T-Codes Effective Date Changed The effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012019” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due on Nov. 1. Contact your financial reporting analyst if you have questions about these changes.
10/04/19	Budget T-Codes Effective Date Changed Budget T-Codes Effective Date Changed The effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012019” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due on Nov. 1. Contact your financial reporting analyst with questions.
09/27/19	Reminder – SPA/AFR Reconciliation Deadlines Approaching Reminder – SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Sept. 28 – Simplified reporting agencies Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
09/13/19	Grant ID Requests Grant ID Requests State agencies must submit new Grant ID requests for the fiscal 2019 State Pass-Through Reporting (SPTR) web application by email to frs@cpa.texas.gov by close of business on Sept. 25. Attach documentation confirming the grant relationship between the grantor and grantee with the official grant name. Final certification for the SPTR web application is due Sept. 28. See State Grant Pass-Through Reconciliation for more information.
09/13/19	Substantive Changes Made to Texas Comptroller Manual of Accounts Substantive Changes Made to Texas Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides information on state agencies, appropriated funds, accounts and object codes used to record accounting transactions. The updates reflect legislation passed by the 86th Legislature, Regular Session, that took effect Sept. 1.
09/06/19	Submitting Fiscal 2019 CFDA and NSE additions for SEFA Reporting Submitting Fiscal 2019 CFDA and NSE additions for SEFA Reporting All simplified and full reporting agencies must submit all requests for new Catalog of Federal Domestic Assistance (CFDA) and Non-State Entity (NSE) additions to the Comptroller’s Financial Reporting Section (FRS). Send your CFDA requests and NSE requests in separate emails by close of business on Oct. 25. Agencies must finalize their Schedule of Expenditures of Federal Awards (SEFA) pass-through in the web app by Sept. 28 and all USAS entries by Sept. 26. The following documentation is required by FRS to setup the new CFDAs or NSEs. For CFDAs: Executed copy of the Contract or Federal Notice of Award letter. For NSEs: Executed copy of the contract or subaward agreement CFDA number Federal Award Identification Number
09/06/19	Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
09/06/19	Reminder – Complete Property Transfers by Sept. 20 Reminder – Complete Property Transfers by Sept. 20 Sept. 20 is the deadline to enter property transfers in SPA so that simplified reporting agencies can complete their fiscal year-end reconciliations. See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.
08/30/19	Reminder – 2019 Certification of Physical Inventory Form Due Sept. 20 Reminder – 2019 Certification of Physical Inventory Form Due Sept. 20 The property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession, per Texas Government Code, Section 403.273. The inventory must be completed by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20 for fiscal 2019 with the signature of the agency head or designee. See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for more information.
08/30/19	Reminder – SPA/AFR Reconciliation Deadlines Approaching Reminder – SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Sept. 28 – Simplified reporting agencies Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
08/16/19	Summary of Changes Made by the 86th Legislature Summary of Changes Made by the 86th Legislature The 86th Legislature made many changes to Article IX of the General Appropriations Act (GAA) that 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 these changes and major bills passed that affect state agencies.
08/16/19	Accounting Policy Statements Updated Accounting Policy Statements Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Review each APS carefully to ensure compliance with the most current policies and procedures.
08/16/19	Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs Important reminder for coding on the USAS Recurring Transaction Profile (55): Do not set an effective end date until after Sept. 26 on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR). Interagency Transaction Voucher (ITV) transactions must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. For example, a transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction were backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include a date. See the ITV/RTI Process USAS FAQs for more information.
08/16/19	Proceeds from Surplus Property Sales Go to General Revenue Proceeds from Surplus Property Sales Go to General Revenue All proceeds from the sale of surplus property, equipment and commodities must be deposited to general revenue (GR) in appropriation 99908. An agency may reappropriate 25 percent of the receipts from surplus property sales for expenditure during the fiscal year in which the receipts occur See Proceeds from the Sale of Surplus Property (FPP A.032) for more information.
08/09/19	SPA Fiscal Year-End Close Processing Dates and Activities SPA Fiscal Year-End Close Processing Dates and Activities The final SPA processing cycle before the fiscal year-end closeout runs Friday evening, Aug. 30. SPA should be available Sept. 3 to accept both fiscal 2019 and 2020 transactions. See SPA Fiscal Year-End Close Process (FPP N.008) for more information.
08/09/19	AFR Review and General Revenue Reconciliation Ad Hoc Reports AFR Review and General Revenue Reconciliation Ad Hoc Reports Beginning the evening of Sept. 4, the following AFR-related reports will run and electronically transmit on a daily basis: AFR Desk Review for CR ad hoc reports – through Nov. 20 GR Reconciliation through Nov. 1 Agencies may save or print their reports daily, if needed. Each day’s information is superseded on the following business day by the next transmission. Contact your financial reporting analyst for more information.
08/02/19	Accounting Policy Meeting Scheduled for Aug. 22 Accounting Policy Meeting Scheduled for Aug. 22 An accounting policy meeting will be held Aug. 22, 1:30–4:30 p.m. in the William B. Travis Building, Room 1-100. See the Accounting Policy Meetings page for the agenda, parking pass and webinar registration.
08/02/19	Complete Property Transfers by Sept. 20 Complete Property Transfers by Sept. 20 Sept. 20 is the deadline to enter property transfers in SPA so simplified reporting agencies can complete their fiscal year-end reconciliations. Universities that do not report to SPA must follow the reporting requirements in Capital Asset Note Preparation to report external transfers. Transfers between two external agencies cannot be entered into SPA. See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.
08/02/19	SPA/AFR Reconciliation Deadlines Approaching SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education reporting to SPA) must annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Sept. 28 – Simplified reporting agencies Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
08/02/19	Reminder – Complete All 2019 GASB Questionnaires by Aug. 15 Reminder – Complete All 2019 GASB Questionnaires by Aug. 15 All simplified and full reporting agencies must complete and submit every GASB questionnaire by Aug. 15. The Reporting Requirements’ GASB Questionnaires page provides: Links to each GASB questionnaire Descriptions and PDF previews of each GASB questionnaire Links for more information on the AFR website specific to each GASB statement Contact your financial reporting analyst for questions about any GASB questionnaire.
07/26/19	2019 Certification of Physical Inventory Form Due Sept. 20 2019 Certification of Physical Inventory Form Due Sept. 20 The property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession, per Texas Government Code, Section 403.273. The inventory must be completed by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20for fiscal 2019 with the signature of the agency head or designee. See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for more information.
07/19/19	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). These changes include routine maintenance, edits to the Manual of Accounts, and legislation passed by the 86th Legislature, Regular Session, effective before Sept. 1. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to use when properly recording accounting transactions.
07/12/19	AFR Work Sessions Scheduled AFR Work Sessions Scheduled Financial reporting analysts can help agencies reconcile the 2019 annual financial report (AFR) to USAS either over the phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries. If you encounter problems with USAS entries you are attempting to enter, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst.
07/08/19	Accounting Policy Meeting Scheduled for July 19 Accounting Policy Meeting Scheduled for July 19 An accounting policy meeting will be held July 19, 9 – 11:30 a.m. in the William B. Travis Building, Room 1-100. See the Accounting Policy Meetings page for the agenda, parking pass and webinar registration. Save the date — the next accounting policy meeting is scheduled for Aug. 22.
07/08/19	Complete All 2019 GASB Questionnaires by Aug. 15 Complete All 2019 GASB Questionnaires by Aug. 15 All simplified and full reporting agencies are required to complete and submit every GASB questionnaire by Aug. 15. The AFR website’s GASB Questionnaires page provides: Links to each GASB questionnaire Descriptions and PDF previews of each GASB questionnaire Links for more information within the AFR website specific to each GASB statement Contact your financial reporting analyst for questions about any GASB questionnaire.
06/14/19	Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 To ensure correct 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 treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 26. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms.
05/24/19	USAS Profile Rollover to FY/AY20 Set for June 22 USAS Profile Rollover to FY/AY20 Set for June 22 The annual USAS profile rollover occurs on June 22. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2020, based on existing FY19 and AY19 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/24/19	USAS Profile Review and Cleanup Reports Available Early June USAS Profile Review and Cleanup Reports Available Early June To prepare for the June 22 rollover to fiscal 2020, the Comptroller’s office will transmit USAS Profile Review and Cleanup reports to agencies on June 4 and June 11. The reports: Help agencies review certain USAS profiles so necessary changes are made before the June 22 rollover Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end Include USAS data through the previous Friday Contact your financial reporting analyst for report questions. Contact the Comptroller’s Help Desk at (512) 463-HELP (4357) if retransmission of the reports is needed. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/10/19	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller’s office deposits the money into unappropriated General Revenue. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
05/10/19	Fiscal 2018 SEFA and Single Audit Report Package Now Available Fiscal 2018 SEFA and Single Audit Report Package Now Available The following FMX Financial Reporting Reference topics have been updated with fiscal 2018 information: Federal Schedules (includes Notes to the Schedule of Expenditures of Federal Awards) Single Audit Report Package (completed in conjunction with the State Auditor’s Office) Contact your financial reporting analyst with any questions.
04/05/19	Accounting Policy Meeting Scheduled for April 18 Accounting Policy Meeting Scheduled for April 18 An accounting policy meeting will be held April 18, 2 – 4 p.m. in the William B. Travis Building, Room 1-100. See the Accounting Policy Meetings page for the agenda, parking pass and webinar registration. Save the date(s) — accounting policy meetings have also been scheduled for: May 16 July 17 Aug. 14
03/22/19	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must be sent as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
03/08/19	USAS T-Code and Reference Information Updated USAS T-Code and Reference Information Updated Updated USAS documentation on FMX: USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML and an expanded table of the most commonly used T-codes. USAS Reference (FPP Q.012) includes updated lists of Comptroller General Ledger Accounts, Document Type and Title, User Class and Title, and Comptroller Objects Sorted by Object Group for Appropriation Year 2019.
03/01/19	Fiscal 2018 CAFR Now Available Fiscal 2018 CAFR Now Available The State of Texas Comprehensive Annual Financial Report (CAFR) is published to provide a thorough picture of the state’s financial condition. The report is compiled from information in the statewide financial systems and individual agency annual financial reports. The CAFR includes financial statements for the primary government and the component units of the state, management’s discussion and analysis, and a statistical data section.
02/04/19	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/04/19	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/04/19	Reminder – Current Forms Always Available on FMX Reminder – 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 may be outdated. The Forms page is available at the top of all FMX pages. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
11/16/18	Reminder – New Local Funds Reporting Requirements Due Nov. 30 Reminder – New Local Funds Reporting Requirements Due Nov. 30 Due to new 2018–19 GAA requirements, any state agency that receives, spends or administers revenue held outside the state treasury (local funds) is required to submit financial data on those funds to the Comptroller’s office. Fiscal 2016–19 report data must be submitted by Nov. 30, 2018, using the new Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). For more, see Additional reporting requirements per the GAA (Art. IX, Sec. 17.09) in Agency Requirements of FPP S.009.
11/09/18	2018 State of Texas Annual Cash Report Available 2018 State of Texas Annual Cash Report Available The State of Texas Annual Cash Report for fiscal year 2018 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.
11/09/18	Updated APS 001 and 011 Updated APS 001 and 011 Accounting policy statements (APS) Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) and Benefits Proportional by Method of Finance (APS 011) (FPP A.010) have been updated to: Reflect changes to paying benefit costs proportional to agencies’ or institutions’ methods of finance (MOF) Provide additional details related to revenue types and other financing by MOF Clarify funding types and the amount agencies and institutions must disclose or may exclude in each schedule Include additional guidance related to reporting interagency contract payments/proceeds and applicable benefits that are charged/collected See APS 001 and APS 011 for more information.
11/02/18	Important AFR Deadline Reminders Important AFR Deadline Reminders The deadline for the fiscal 2018 annual financial report (AFR) is Nov. 20. The Financial Reporting section highly recommends all USAS entries related to the AFR be made and released by 7 p.m. on Nov. 19. If your agency needs to make entries to USAS on Nov. 20, you must use USAS Batch Edit Mode 2 for all entries. No entries for fiscal 2018 may be made after Nov. 20 in USAS. All entries for the fiscal 2018 AFR must be backdated using an effective date of 08322018. Contact your financial reporting analyst for questions related to the AFR submission requirements and deadlines.
10/12/18	Reminder — Budget T-Codes Effective Date Changed Reminder — Budget T-Codes Effective Date Changed The effective start date for budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012018” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s general revenue amount. The general revenue reconciliation certification is due on Nov. 1. If you have questions about these changes, contact your financial reporting analyst.
09/28/18	New Local Funds Reporting Requirements Due Nov. 30 New Local Funds Reporting Requirements Due Nov. 30 Due to new 2018–19 GAA requirements, any state agency that receives, spends or administers revenue held outside the state treasury (local funds) is required to submit financial data on those funds to the Comptroller’s office. Fiscal 2016–19 report data must be submitted by Nov. 30, 2018, using the new Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). For more, see “Additional reporting requirements per the GAA (Art. IX, Sec. 17.09)” in Agency Requirements of FPP S.009.
09/28/18	Reminder – SPA/AFR Reconciliation Deadlines Approaching Reminder – SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Sept. 28 – Simplified reporting agencies Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide for more information.
09/14/18	Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 12. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/07/18	New Feature Simplifies Empty Batch Header Processing New Feature Simplifies Empty Batch Header Processing A new enhancement in USAS allows for simplified processing of batch headers left behind on the Internal Transaction (IT) file that no longer contain transactions. This enhancement reduces the potential for errors when working to clear these empty batch headers. For more information, see ACR 60197 – USAS System Change.
09/07/18	Select DAFR Reports Have New AY Field Select DAFR Reports Have New AY Field USAS Outstanding Warrant Report (DAFR8161) and Outstanding Warrant Control Report (DAFR8171) feature a new field that reports the oldest appropriation year (AY) associated with the funding source used when the warrant was issued. Additionally, the obsolete AGENCY AMOUNT column has been removed from the reports. See ACR 60279 – USAS System Change for more information.
09/07/18	Reminder – External Institutions of Higher Education Must Report Property Transfers Reminder – External Institutions of Higher Education Must Report Property Transfers Sept. 20 is the deadline to enter all property transfers between external and internal agencies in SPA, so simplified reporting agencies can complete their fiscal year-end reconciliations. See Transferring Property in Chapter 7 of the SPA Process User Guide for complete instructions.
08/31/18	Electronic Processing of Revenue and Expenditures Including Texas.gov Portal Activity (APS 029) Electronic Processing of Revenue and Expenditures Including Texas.gov Portal Activity (APS 029) Effective Sept. 1, 2018, Electronic Processing of Revenues and Expenditures, Including Texas.gov Portal Activity (APS 029) (FPP J.001) has been updated to reflect changes: In the DIR contract for Texas.gov To the GAA through acts of the 85th Legislature, Regular Session To policies, procedures and transaction coding blocks Agencies should especially note payment process changes for convenience and subscription fees, effective for all appropriation year 2019 revenue collections, as they are now payable to DIR.
08/31/18	Reminder – 2018 Certification of Physical Inventory Form Due Sept. 20 Reminder – 2018 Certification of Physical Inventory Form Due Sept. 20 Per Texas Government Code, Section 403.273, the property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession. The inventory must be completed by Aug. 31. Agencies must then submit to the Comptroller’s office by Sept. 20 the Certification of Physical Inventory Conducted by Agency (73-283) form for fiscal 2018 with the signature of the agency head or designee. For more information, see Certification of Physical Inventory in Chapter 2 of the SPA Process User’s Guide.
08/31/18	Reminder – SPA/AFR Reconciliation Deadlines Approaching Reminder – SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR)by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Sept. 28 – Simplified reporting agencies Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide for more information.
08/17/18	Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs This is an important reminder about coding on the USAS Recurring Transaction Profile (55). Do not set an effective end date until after Sept. 26 on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR). Interagency Transaction Voucher (ITV) transactions must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. Example: A transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction were backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates on RTIs blank unless there is an explicit need to include a date. For more information, see the ITV/RTI Process USAS FAQs.
08/10/18	AFR Review and General Revenue Reconciliation Ad Hoc Reports AFR Review and General Revenue Reconciliation Ad Hoc Reports Beginning Tuesday evening, Sept. 4, AFR-related reports will run and electronically transmit on a daily basis. Agencies may save or print their reports daily, if needed. Each day’s information is superseded on the following business day by the next transmission. AFR Desk Review CR: through Nov. 21 (behind ad hoc banner) DR: FMQuery-SIRS GR Reconciliation through Nov. 1 For more information, contact your financial reporting analyst.
08/03/18	SPA/AFR Reconciliation Deadlines Approaching SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) by certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application. Due dates are: Sept. 28 – Simplified reporting agencies Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education choosing to report to SPA) See Chapter 2 "SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances" in the SPA Process User’s Guide (FPP N.005) for more information.
08/03/18	External Institutions of Higher Education Must Report Property Transfers External Institutions of Higher Education Must Report Property Transfers Sept. 20 is the deadline to enter all property transfers between external and internal agencies in SPA so simplified reporting agencies can complete their fiscal year-end reconciliations. Transfers between two external agencies cannot be entered into SPA. If your institution made any applicable transfers, submit the fiscal year-end External Agency Transfers In and Out (Excel) spreadsheet to spa@cpa.texas.gov by: Oct. 20 for external institutions of higher education Nov. 1 for external consolidated university systems See Chapter 7 "Transferring Property" in the SPA Process User’s Guide for complete instructions.
08/03/18	Reminder – Complete All 2018 GASB Questionnaires by Aug. 15 Reminder – Complete All 2018 GASB Questionnaires by Aug. 15 All simplified and full reporting agencies are required to complete and submit every GASB Questionnaire by Aug. 15, 2018. The Reporting Requirements’ GASB Questionnaires page provides: Descriptions of each GASB questionnaire (links to each interactive GASB questionnaire will be emailed directly to each agency) PDF previews of each questionnaire More information regarding GASB requirements within the AFR website If you have questions about any GASB questionnaire, contact your financial reporting analyst.
07/27/18	2018 Certification of Physical Inventory Form Due Sept. 20 2018 Certification of Physical Inventory Form Due Sept. 20 Per Texas Government Code, Section 403.273, the property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession. The inventory must be completed by Aug. 31. Agencies must then submit to the Comptroller’s office by Sept. 20 the Certification of Physical Inventory Conducted by Agency (73-283) form for fiscal 2018 with the signature of the agency head or designee. For more information, see Certification of Physical Inventory in Chapter 2 of the SPA Process User’s Guide.
07/20/18	AFR Work Sessions Scheduled AFR Work Sessions Scheduled Financial reporting analysts can help agencies reconcile the 2018 annual financial report (AFR) to USAS either by phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries. Contact your agency’s financial reporting analyst if you encounter problems with USAS entries. Your analyst may request copies of the USAS entries. If the issue cannot be resolved by phone or email, then you may schedule a work session.
07/13/18	Complete All 2018 GASB Questionnaires by Aug. 15 Complete All 2018 GASB Questionnaires by Aug. 15 All simplified and full reporting agencies are required to complete and submit every GASB Questionnaire by Aug. 15. The Reporting Requirements’ GASB Questionnaires page provides: Descriptions of each GASB questionnaire (links to each interactive GASB questionnaire will be emailed directly to each agency) PDF previews of each questionnaire More information regarding GASB requirements within the AFR website If you have questions about any GASB questionnaire, contact your financial reporting analyst.
07/13/18	USAS Budget T-Codes Effective Date Changes USAS Budget T-Codes Effective Date Changes The effective start date for budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012018” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s general revenue amount. The general revenue reconciliation certification is due Nov. 1. If you have questions about these changes, contact your financial reporting analyst.
06/08/18	USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information Updated USAS documentation on FMX has been updated: The USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML and an expanded table of the most commonly used T-Codes. USAS Reference (FPP Q.012) includes updated lists of Comptroller General Ledger Accounts, Document Type and Title, User Class and Title, and Comptroller Objects Sorted by Object Group for Appropriation Year 2018.
05/25/18	USAS Profile Rollover to FY/AY19 Set for June 16 USAS Profile Rollover to FY/AY19 Set for June 16 The annual rollover for profiles in USAS will occur on June 16. The process automatically creates new profiles for fiscal year (FY) 2019 and appropriation year (AY) 2019, based on existing FY18 and AY18 profiles. For more information, see USAS Profile Rollover (FPP Q.007).
05/25/18	USAS Profile Review and Cleanup Reports Available Early June USAS Profile Review and Cleanup Reports Available Early June To prepare for the June 16 rollover to fiscal 2019, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies on June 5 and June 12. The reports: Help agencies review certain USAS profiles so necessary changes are made before the June 16 rollover Allow review of transaction entries’ appropriation and USAS balances to prep for fiscal year-end Include USAS data through the previous Friday For report questions, contact your financial reporting analyst. To have reports retransmitted, contact the Comptroller’s System Input/Output (SIO) group at (512) 936-4341. For more information, see USAS Profile Review and Cleanup Procedures (FPP A.031).
05/18/18	Accounting Policy Meeting Scheduled for May 23 Accounting Policy Meeting Scheduled for May 23 An accounting policy meeting will be held May 23, 2 – 4 p.m. in the William B. Travis Building, Room 1-111. See the Accounting Policy Meeting page for the agenda and webinar instructions.
05/11/18	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
04/27/18	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must not be sent in the body of an email, but included as an encrypted attachment as prescribed by your agency’s information security policy. Refer to Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
04/25/18	Accounting Policy Meeting Scheduled for April 30 Accounting Policy Meeting Scheduled for April 30 An accounting policy meeting will be held April 30, 1 – 4 p.m. in the William B. Travis Building, Room 1-100. See the Accounting Policy Meeting page for the agenda and webinar instructions.
04/20/18	Fiscal 2017 Summary of Federal Expenditures by State Agency and Single Audit Report Package Now Available Fiscal 2017 Summary of Federal Expenditures by State Agency and Single Audit Report Package Now Available The following Reference section items in the FMX Financial Reporting topic area have been updated with fiscal 2017 information: Federal Schedules (includes Notes to the Schedule of Expenditures of Federal Awards) Single Audit Report Package (completed in conjunction with the State Auditor’s Office) For questions, contact your financial reporting analyst.
03/02/18	Fiscal 2017 CAFR Now Available Fiscal 2017 CAFR Now Available The State of Texas Comprehensive Annual Financial Report (CAFR) is published to provide a thorough picture of the state’s financial condition. The report is compiled from information in the statewide financial systems and individual agency annual financial reports. The CAFR includes financial statements for the primary government and the component units of the state, management’s discussion and analysis, and a statistical data section.
02/02/18	Reminder — Current Forms Always Available on FMX Reminder — 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 may be outdated. The Forms page is available at the top of all FMX pages. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
01/22/18	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/16/18	Warrant Distribution Delayed Due to Inclement Weather Warrant Distribution Delayed Due to Inclement Weather Due to inclement weather, the Comptroller’s office will open at 10 a.m. on Jan. 17. Warrant pickup will be available at 10 a.m. Additional closures or delayed openings will be announced on FMX.
01/16/18	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 Jan. 16. Warrants will not be distributed on this day. Additional closures or delayed openings will be announced on FMX.
01/15/18	Comptroller’s Office Closed Due to Inclement Weather Comptroller’s Office Closed Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Jan. 16, 2018. Agencies can check FMX or call (512) 475-0510 after 12:00 p.m. to confirm if warrants are 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) 475-0510 upon arrival at the LBJ building if no guard is present.
01/08/18	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
11/13/17	2017 State of Texas Annual Cash Report Available 2017 State of Texas Annual Cash Report Available The 2017 State of Texas Annual Cash Report for the fiscal year that ended Aug. 31, 2017, is now available. The State of Texas Annual Cash Report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.
11/13/17	Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
11/03/17	Important AFR Deadline Reminders Important AFR Deadline Reminders The deadline for the fiscal 2017 annual financial report (AFR) is Monday, Nov. 20. The Financial Reporting section highly recommends all USAS entries related to the AFR be made and released by 7 p.m. on Friday, Nov. 17. If your agency needs to make entries to USAS after Nov. 17, you must use USAS Batch Edit Mode 2 for all entries. Any entry made after Nov. 17 using any edit mode other than 2 will fail to process. All entries for the fiscal 2017 AFR must be backdated using an effective date of 08322017. Contact your financial reporting analyst for questions related to the AFR submission requirements and deadlines.
10/20/17	Budget T-Codes Effective Date Changed Budget T-Codes Effective Date Changed The effective start date for budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012017” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s general revenue amount. The general revenue reconciliation certification is due on Nov. 1. If you have questions about these changes, contact your financial reporting analyst.
10/20/17	Benefits Proportional by Method of Finance Reports Due Nov. 19 Benefits Proportional by Method of Finance Reports Due Nov. 19 State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s Method of Finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/06/17	Substantive Changes Made to Texas Comptroller Manual of Accounts Substantive Changes Made to Texas Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides current information on state agencies, appropriated funds, accounts and object codes used in properly recording accounting transactions. The latest changes include routine maintenance and edits, and also reflect legislation passed by the 84th Legislature, Regular Session, and 85th Legislature, Regular Session, that took effect Sept. 1.
09/29/17	Reminder — SPA/AFR Reconciliation Deadlines Approaching Reminder — SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) and submit a certification form and other documents. The due dates are as follows: Simplified reporting agencies electing to submit early — Sept. 28 Simplified reporting agencies not electing to submit early — Oct. 20 Full reporting agencies — Oct. 20 Consolidated university systems — Nov. 1 (Applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide for more information.
09/15/17	Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 13. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/11/17	Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
09/01/17	2017 AFR Update Webinar Recordings Now Available 2017 AFR Update Webinar Recordings Now Available The video recordings of both sessions of the 2017 AFR Update Webinar from July 6 are now available on the AFR Training page. Users can view individual recordings broken out by topic.
09/01/17	Proceeds from the Sale of Surplus Property Go to General Revenue Proceeds from the Sale of Surplus Property Go to General Revenue All proceeds from the sale of surplus property, equipment and commodities must be deposited to general revenue (GR) in appropriation 99908. An agency may reappropriate 25 percent of the receipts from the sale of surplus property for expenditure during the fiscal year in which the receipts are received. The Texas Facilities Commission (TFC) deposits 100 percent of the proceeds from sales made by TFC on behalf of an agency into GR. For more information, see Proceeds from the Sale of Surplus Property (FPP A.032).
09/01/17	Reminder – SPA/AFR Reconciliation Deadlines Approaching Reminder – SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) and submit a certification form and other documents. The due dates are as follows: Simplified reporting agencies electing to submit early – Sept. 28 Simplified reporting agencies not electing to submit early – Oct. 20 Full reporting agencies – Oct. 20 Consolidated university systems – Nov. 1 (Applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guidefor more information.
08/25/17	AFR Review and General Revenue Reconciliation Ad Hoc Reports AFR Review and General Revenue Reconciliation Ad Hoc Reports On Tuesday evening, Sept. 5, AFR review (CR) and General Revenue Reconciliation (GR) Ad Hoc reports will run and be electronically transmitted daily. Agencies will receive these reports on Sept. 6 with other USAS reports under the Ad Hoc banner. The CR AFR review Ad Hoc reports will be transmitted until Tuesday, Nov. 21. The remaining AFR review Ad Hoc reports are now located on FMQuery – SIRS. GR Ad Hoc reports will be transmitted until Thursday, Nov. 2. For more information, see GR Reconciliation webpage. Note: Agencies may save the report transmission or print their reports each day (Monday – Friday), if needed, as each day’s information is superseded on the following business day by the next updated electronic transmission. Please contact your financial reporting analyst if you have questions. Additional information on the AFR Ad Hoc Review reports is available on the AFR webpage. For more information, see Instructions for the GR Reconciliation Web Application.
08/18/17	Accounting Policy Statements Have Been Updated Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
08/18/17	Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs This is an important reminder about coding on the Recurring Transaction Profile (55) in USAS. Do not set an effective end date on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR) until after Sept. 26. Interagency Transaction Voucher (ITV) transactions must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. Example: A transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction is backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates blank on RTIs unless there is an explicit need to include a date. For more information, please see the ITV/RTI Process section of USAS Frequently Asked Questions.
08/11/17	Changes Made by the 85th Legislature Summarized Changes Made by the 85th Legislature Summarized The 85th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008).
08/11/17	Note SPA Fiscal Year-End Close Processing Dates and Activities Note SPA Fiscal Year-End Close Processing Dates and Activities The final SPA processing cycle prior to the fiscal year-end closeout will run on Thursday evening, Aug. 31. SPA is expected to be available on Tuesday, Sept. 5, to accept both fiscal 2017 and fiscal 2018 transactions. For more information, see SPA Fiscal Year-End Close Process(FPP N.008).
08/04/17	SPA/AFR Reconciliation Deadlines Approaching SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) and submit a certification form and other documents. The due dates are as follows: Simplified reporting agencies electing to submit early – Sept. 28 Simplified reporting agencies not electing to submit early – Oct. 20 Full reporting agencies – Oct. 20 Consolidated university systems – Nov. 1 (Applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in chapter 2 of the SPA Process User’s Guide for more information.
08/04/17	Reminder — Complete All 2017 GASB Questionnaires by Aug. 15 Reminder — Complete All 2017 GASB Questionnaires by Aug. 15 All simplified and full reporting agencies are required to complete and submit every GASB Questionnaire by Aug. 15. The Reporting Requirements’ GASB Questionnaires page provides links to: Each GASB questionnaire PDF previews of each questionnaire More information regarding GASB requirements within the AFR website The following are the GASB Questionnaires required for fiscal 2017: GASB 14/39 — Component Units (includes GASB 80) GASB 49 — Pollution Remediation Obligations GASB 60 — Service Concession Arrangements GASB 62 — Codification of Accounting GASB 69 — Government Combinations and Disposals of Government Operations GASB 70 — Non-exchange Financial Guarantees GASB 77 — Tax Abatement If you have questions about any GASB questionnaire, contact your financial reporting analyst.
07/28/17	2017 Certification of Physical Inventory Form Due Sept. 20 2017 Certification of Physical Inventory Form Due Sept. 20 Per Texas Government Code, Section 403.273, the property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession. Inventory must be completed by Aug. 31. State agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form for fiscal 2017 with the signature of the agency head or designee to the Comptroller’s office by Sept. 20. For more information, see Certification of Physical Inventory in Chapter 2 of the SPA Process User’s Guide.
07/21/17	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). These changes include routine maintenance and edits to the Manual of Accounts and also reflect legislation passed by the 85th Legislature, Regular Session effective prior to Sept. 1, 2017. The Manual of Accounts provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
07/14/17	AFR Work Sessions Scheduled AFR Work Sessions Scheduled Financial reporting analysts can help agencies reconcile the 2017 annual financial report (AFR) to the Uniform Statewide Accounting System (USAS) either over the phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries. If you encounter problems with USAS entries you are attempting to enter, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst.
07/07/17	Complete All 2017 GASB Questionnaires by Aug. 15 Complete All 2017 GASB Questionnaires by Aug. 15 All simplified and full reporting agencies are required to complete and submit every GASB Questionnaire by Aug. 15. The Reporting Requirements’ GASB Questionnaires page provides links to: Each GASB questionnaire PDF previews of each questionnaire More information regarding GASB requirements within the AFR website The following are the GASB Questionnaires required for fiscal 2017: GASB 14/39 — Component Units (includes GASB 80) GASB 49 — Pollution Remediation Obligations GASB 60 — Service Concession Arrangements GASB 62 — Codification of Accounting GASB 69 — Government Combinations and Disposals of Government Operations GASB 70 — Non-exchange Financial Guarantees GASB 77 — Tax Abatement If you have questions about any GASB questionnaire, contact your financial reporting analyst.
06/23/17	Fiscal 2017 AFR Reporting Requirements Fiscal 2017 AFR Reporting Requirements AFR Reporting Requirements Now Available The Comptroller’s Financial Reporting section is pleased to present the fiscal 2017 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2017 AFR and posting fiscal year-end entries to reconcile the AFR to USAS. Download Training Materials for the AFR Update Webinars On June 28, the training materials for the Annual Financial Report (AFR) webinar events will be available on the AFR Training Page. Users may download/print the training materials (PDF format) and follow along during the webinar(s). Reminder – Register Now for the July 6 AFR Update Webinars Don’t forget to register for the AFR Update Webinar (Part 1) and/or the AFR Update Webinar (Part 2) taking place on Thursday, July 6. This year there will be two sessions for the 2017 AFR Update – a morning session from 9 a.m. to noon and an afternoon session from 1:30 p.m. to 4 p.m. Registration for EACH session is required through both: Training Center (login required) for all individuals planning to attend either the live presentation(s) or the online webinar(s) GoToWebinar for those individuals planning to attend the online webinar(s) See the AFR Training page for more details about: Event location and parking information for attendees coming to the live presentation Registration, instructions and system requirements for attendees participating through the online webinar How to get CPE credit for attending
06/23/17	Agencies Must Prepare for SPA Surplus Property Process Change by July 31 Agencies Must Prepare for SPA Surplus Property Process Change by July 31 Agencies reporting to SPA may require internal system changes to prepare for upcoming SPA system changes scheduled to take effect Sept. 1. SPAnbsp;ACRnbsp;60149 updates and enhances the SPA surplus and salvage property process. Changes include: Additions of/deletions to the current disposal methods SPA screen changes SPA report changes Updated SPA Process File Agencies reporting to SPA must take action prior to July 31 and clean up current and pending soft disposal methods. Review ACR 60149 – SPA Surplus Process Change to determine if internal system changes are needed prior to the SPA ACR 60149 migration on Sept. 1.
06/09/17	USAS Profile Review and Cleanup USAS Profile Review and Cleanup The USAS Profile Rollover creates new profile records to be used in the next fiscal and appropriation years. Agencies should review the Profile Rollover page of USAS Profile Review and Cleanup Procedures (FPP A.031) for USAS profiles that automatically roll over each year. In preparation of the rollover, all USAS profile review and cleanup reports are transmitted to agencies on June 6 and June 12. The reports: Assist agencies in reviewing certain USAS profiles that allow necessary changes to be made before the annual USAS profile rollover on June 17 Allow reviewing of appropriation and USAS balances for transaction entries in preparation for fiscal year-end Include USAS data through the previous Friday The profile review and cleanup reports are located behind the Ad Hoc cover page (immediately following the USAS reports). If your agency needs reports retransmitted, contact the Comptroller’s System Input/Output group at (512) 936-4341. For more information, see USAS Profile Review and Cleanup Procedures (FPP A.031). For questions on the reports, contact your financial reporting analyst.
06/09/17	Reminder — Register Now for the 2017 AFR Update on July 6 Reminder — Register Now for the 2017 AFR Update on July 6 Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 6 for the 2017 AFR Update. Participants may attend: Live Presentations –OR– Online Webinars This year’s update has been expanded to include a morning session and an afternoon session to provide additional guidance. For more information and registration instructions, see the AFR Training Page.
05/26/17	USAS Profile Rollover to FY/AY18 Set for June 17 USAS Profile Rollover to FY/AY18 Set for June 17 The annual rollover for profiles in USAS will occur on June 17. The process automatically creates new profiles for fiscal year (FY) 2018 and appropriation year (AY) 2018, based on existing FY17 and AY17 profiles. For more information, see USAS Profile Rollover (FPP Q.007).
05/19/17	Register Now for the 2017 AFR Update on July 6 Register Now for the 2017 AFR Update on July 6 Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 6 for the 2017 AFR Update. Participants may attend: Live Presentations –OR– Online Webinars This year’s update has been expanded to include a morning session and an afternoon session to provide additional guidance. For more information and registration instructions, see the AFR Training page.
05/12/17	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller's office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division (UP).
05/05/17	USAS ACR 60212 Limits Changes to Certain D23 Fund Fields USAS ACR 60212 Limits Changes to Certain D23 Fund Fields Effective May 5, access to making changes in the `APPROPRIATED FUND`, `GAAP FUND` and `GAAP FUND TYPE` fields on the USAS D23 screen is limited to central user classes only. This ensures all financial table balances are reported properly and reduces the corrective actions and agency coordination required when these fields are changed. For more information, see ACR 60212 – USAS System Change
04/28/17	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information such as Social Security numbers, dates of birth, direct deposit instructions, net pay and Texas identification numbers that include Social Security numbers. Email is not considered a secured transmission, and confidential information should not be sent in the body of an email. Provide an encrypted attachment for any confidential information as prescribed by your agency’s Information Security Office. Passwords should be provided in a separate email or over the phone. Fax transmission is also acceptable. For more information, see Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004).
04/21/17	Fiscal 2016 Summary of Federal Expenditures by State Agency and Single Audit Report Package Now Available Fiscal 2016 Summary of Federal Expenditures by State Agency and Single Audit Report Package Now Available The following Reference section items in the Financial Reporting FMX topic area have been updated for fiscal 2016: Federal Schedules (includes the Notes to the Schedule of Expenditures of Federal Awards). Single Audit Report Package (completed in conjunction with the State Auditor’s Office). For questions, please contact your financial reporting analyst.
04/13/17	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
03/03/17	Fiscal 2016 CAFR Now Available Fiscal 2016 CAFR Now Available The State of Texas Comprehensive Annual Financial Report (CAFR) is published to provide a thorough picture of the state’s financial condition. The report is compiled from information in the statewide financial systems and individual agency annual financial reports. The CAFR includes financial statements for the primary government and the component units of the state, management’s discussion and analysis, and a statistical data section.
02/03/17	Reminder – Current Forms Always Available on FMX Reminder – 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 may be outdated. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic, browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic.
01/27/17	Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 The Fiscal Management applications and mainframe systems are expected to be unavailable due to scheduled maintenance on Sunday, Jan. 29, from 2 a.m. to 10 a.m.
01/20/17	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/13/17	USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information Updated USAS documentation on FMX has been updated: The USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML or Excel and an expanded T-Codes Most Commonly Used table. USAS Reference (FPP Q.012) includes updated lists of Comptroller General Ledger Accounts, Document Type and Title, User Class and Title, and Comptroller Objects Sorted by Object Group for Appropriation Year 2017 (now available in HTML or Excel).
01/06/17	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller's Unclaimed Property Division.
12/02/16	CAPPS Financials: Production Maintenance Dec. 4 CAPPS Financials: Production Maintenance Dec. 4 The CAPPS Financials Production environments will undergo maintenance to the Linux file server cluster on Sunday, Dec. 4, from 4 to 9 a.m. During this time, the following environments will be unavailable: FINPRD1 – CAPPS Financials Production FINRPT1 – CAPPS Financials Reporting PIHPRD1 – CAPPS Portal Production
11/04/16	Important AFR Deadline Reminders Important AFR Deadline Reminders The deadline for the fiscal 2016 annual financial report (AFR) is Sunday, Nov. 20. The Financial Reporting section highly recommends all USAS entries related to the AFR be made and released by 7 p.m. on Thursday, Nov. 17. If your agency needs to make entries to USAS on Nov. 18, you must use USAS Batch Edit Mode 2 for all entries. Any entries made on Nov. 18 using any edit mode other than 2 will fail to process. USAS will be unavailable after 7 p.m. on Nov. 18, and agencies will be unable to make further entries in USAS for fiscal 2016 after Nov. 18. All entries for the fiscal 2016 AFR must be backdated using an effective date of 08322016. Please contact your financial reporting analyst for any questions related to AFR submission requirements and deadlines.
11/04/16	State of Texas Annual Cash Report Now Available State of Texas Annual Cash Report Now Available The State of Texas Annual Cash Report for fiscal 2016 is now available. The report presents the state’s financial position and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.
10/21/16	Budget T-Codes Effective Date Changed Budget T-Codes Effective Date Changed The effective start date for budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to “09012016” at 7 a.m. on Nov. 2. Fiscal Management’s Financial Reporting section verifies general revenue information submitted by state agencies and needs to ensure that agencies cannot backdate entries, which would change the agency’s general revenue amount. The general revenue reconciliation certification is due on Nov. 1. For questions on these changes, please contact your financial reporting analyst.
09/30/16	Updated Fix for BlueZone Updated Fix for BlueZone Recently, Microsoft released and updated Internet Explorer (IE) to version 11.0.35. The new IE version was incompatible with the BlueZone Web-to-Host Windows-based terminal emulation application. Microsoft has released a fix (KB3192665) that will eliminate the compatibility issue. It can be downloaded from their Update Catalog. BlueZone can be used to access the Comptroller’s mainframe through online applications, such as the Uniform Statewide Accounting System (USAS) or the Uniform Statewide Payroll/Personnel System (USPS). For more information, see Requirements for Transmitting Comptroller Information Over Public Networks (FPP N.007) (login required).
09/30/16	Fiscal Management Requests Your Feedback Fiscal Management Requests Your Feedback Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide. The survey is extended to until close of business Friday, Oct. 7. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help.
09/30/16	Reminder – SPA/AFR Reconciliation Deadlines Approaching Reminder – SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) and submit a certification form and other documents. The due dates are as follows: Simplified reporting agencies electing to submit early – Sept. 28 Simplified reporting agencies not electing to submit early – Oct. 20 Full reporting agencies – Oct. 20 Consolidated university systems – Nov. 1 (Applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide for more information.
09/16/16	Take the Fiscal Management Customer Service Survey by Sept. 30 Take the Fiscal Management Customer Service Survey by Sept. 30 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. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/16/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
09/14/16	Annual Financial Report Web Applications Unavailable Sept. 25 Annual Financial Report Web Applications Unavailable Sept. 25 The following Annual Financial Report (AFR) Web applications will not be available on Sunday, Sept. 25 from 5 a.m. to 5 p.m. due to system maintenance: Agency Cash Flow Reporting (ACFR) Bond Reporting System (BRS) Capital Asset Note Submission System (CANSS) Deposit and Investment Note Submission System (DINSS) General Revenue Reconciliation (GR) Lease Note Submission System (LNSS) Long-Term Liability Note (LTLN) Restatement Note Submission System (RNSS) Schedule of Expenditures of Federal Awards (SEFA) State Grant Pass-Through Reporting (SPTR) The deadline submission date will remain the same as shown on the Deadlines page.
09/02/16	External Institutions of Higher Education Must Report Property Transfers External Institutions of Higher Education Must Report Property Transfers Sept. 20 is the deadline to enter all property transfers between external and internal agencies in SPA so simplified reporting agencies can complete their fiscal year-end reconciliations. Transfers between two external agencies cannot be entered into SPA. If your institution made any applicable transfers, please submit the fiscal year-end External to External Agency Transfers In and Out Excel spreadsheet to spa@cpa.texas.gov by: Oct. 20 for external institutions of higher education Nov. 1 for external consolidated university systems See Chapter 7 “Transferring Property” of the SPA Process User’s Guide (FPP N.005) for complete instructions.
09/02/16	Reminder — SPA/AFR Reconciliation Deadlines Approaching Reminder — SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) and submit a certification form and other documents. The due dates are as follows: Simplified reporting agencies electing to submit early – Sept. 28 Simplified reporting agencies not electing to submit early – Oct. 20 Full reporting agencies – Oct. 20 Consolidated university systems – Nov. 1 (Applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide for more information.
08/26/16	AFR Ad Hoc Review Reports AFR Ad Hoc Review Reports The Annual Financial Reports (AFR) Ad Hoc Review Reports display exceptions that must be corrected during AFR preparation. Each report contains a footer explaining its purpose. These AFR reports are electronically transmitted daily to each agency beginning on Monday evening, Sept. 5, as part of the agency’s system reports and Ad Hoc reports. Agencies should receive these reports on Sept. 6. These reports are located behind the Ad Hoc reports banner (cover page). These reports are manually generated each weekday afternoon (Monday through Friday) — rather than system-generated during the nightly USAS cycle. Therefore, transactions entered into USAS after 2 p.m. may not appear on a report until the report that is manually generated the following day (received by the agency two days after the USAS entry). For example, a transaction entered at 2:30 p.m. on Monday may not appear on Tuesday’s report — but will appear on the report received on Wednesday. Note: If necessary, agencies may save the report transmission or print their reports each weekday (Monday – Friday) since each day’s information is superseded on the following business day by the next updated electronic transmission. These daily transmissions of the AFR Ad Hoc Review Reports only occur during the financial reporting period (Sept. 1 through Nov. 20). Please contact your financial reporting analyst if you have questions. The daily transmission of the AFR Ad Hoc Review Reports is listed on the AFR webpage. For more information, see Instructions for the GR Reconciliation Web Application.
08/26/16	Fiscal 2016 Property Inventory Due Sept. 20 Fiscal 2016 Property Inventory Due Sept. 20 Per Texas Government Code, Section 403.273, the property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession. State agencies must submit the Certification of Physical Inventory Conducted by Agency (73-283) form for fiscal 2016 with the signature of the agency head or designee to the Comptroller’s office by Sept. 20. For more information, see Certification of Physical Inventory in Chapter 2 of the SPA Process User’s Guide.
08/19/16	Publish the Purpose of Certain Grants on Agency Website Publish the Purpose of Certain Grants on Agency Website State agencies and institutions of higher education that award a state grant in an amount greater than $25,000 from funds appropriated through the General Appropriations Act are required to publish the purpose of the grant on the agency’s public website. Unless your agency is already reporting, email the link to state.grants@cpa.texas.gov to be published on the State Grant Listing on TexasTransparency.org. Notify the Comptroller’s office only if the URL of the agency link changes. The Comptroller’s office does not need to be notified of new applicable grants. Please see Requirement to Publish Purpose of State Grants (FPP S.010) for more information.
08/19/16	Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs This is an important reminder about coding on the Recurring Transaction Profile (55) in USAS. Do not set an effective end date on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR) until after Sept. 26. Interagency Transaction Voucher (ITV) transactions must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. Example: A transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction is backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates blank on RTIs unless there is an explicit need to include a date. For more information, please see the ITV/RTI Process section of USAS Frequently Asked Questions.
08/12/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
08/12/16	Reminder — GASB Questionnaires Due Sept. 1 Reminder — GASB Questionnaires Due Sept. 1 The following GASB questionnaires are due Sept. 1: GASB 49 – Pollution Remediation Obligations Questionnaire GASB 60 – Service Concession Arrangements Questionnaire GASB 62 – Codification of Accounting and Financial Reporting Guidance Contained in Pre-November 30, 1989 FASB and AICPA Pronouncements GASB 69 – Government Combinations and Disposals of Government Operations Questionnaire GASB 70 – Non-exchange Financial Guarantees Questionnaire GASB 77 – Tax Abatement Questionnaire See Financial Reporting for more information, including questionnaire previews.
08/05/16	Note SPA Fiscal Year-End Close Processing Dates and Activities Note SPA Fiscal Year-End Close Processing Dates and Activities The final SPA processing cycle prior to the fiscal year-end closeout will run on Wednesday evening, Aug. 31. SPA is expected to be available on Friday, Sept. 2, to accept both fiscal 2016 and fiscal 2017 transactions. For more information, see SPA Fiscal Year-End Close Process (FPP N.008).
08/05/16	Complete the GASB Statement No. 62 Questionnaire by Sept. 1 Complete the GASB Statement No. 62 Questionnaire by Sept. 1 GASB Statement No. 62, Codification of Accounting and Financial Reporting Guidance Contained in Pre-November 30, 1989 FASB and AICPA Pronouncements, provides guidance on accounting and financial reporting on the following activities: the debtor and creditor for a troubled debt restructuring foreign currency transactions investments in common stock research and development arrangements broadcasters cable television system operators insurance entities (other than public entity risk pools) lending activities mortgage banking activity All agencies are required to complete the online 2016 GASB 62 – Codification of Accounting and Financial Reporting Guidance Questionnaire by Sept. 1.
07/29/16	Complete the Following Governmental Accounting Standards Board (GASB) Questionnaires by Sept 1: Complete the Following Governmental Accounting Standards Board (GASB) Questionnaires by Sept 1: GASB 60 GASB Statement No. 60, Service Concession Arrangements, establishes accounting, reporting and disclosure guidance for both governmental transferors and governmental operators in Service Concession Arrangements (SCAs). These arrangements are a type of public-private or public-public partnership. All agencies are required to complete the online 2016 Service Concession Arrangements Questionnaire by Sept. 1. For more information, see Service Concession Arrangements on the Reporting Requirements website. GASB 69 GASB Statement No. 69, Government Combinations and Disposals of Government Operations, provides guidance on accounting and financial reporting on the following types of government combinations and disposals of government operations: Government mergers Government acquisitions Transfers of operations Disposals of government operations All agencies are required to complete the online 2016 Government Combinations and Disposals of Government Operations Questionnaire by Sept. 1. For more information, see Government Combinations and Disposals of Government Operations on the Reporting Requirements website. GASB 70 GASB Statement No. 70, Non-exchange Financial Guarantees, provides guidance on accounting and financial reporting for non-exchange financial guarantees. A state agency sometimes extends financial guarantees to other governments, non-governmental entities, or individuals as part of its mission to assist these parties within its jurisdictions. All agencies are required to complete the online 2016 Non-exchange Financial Guarantees Questionnaire by Sept. 1. For more information, see Non-exchange Financial Guarantees on the Reporting Requirements website.
07/29/16	AFR Update Webinar Recording Now Available AFR Update Webinar Recording Now Available The recording of the AFR Update Webinar from July 7 is now available. The video segments available are: Introduction Overview, Highlights and Changes USAS Fiscal Year-End Processes GASB Update Statement of Cash Flow Deposit and Investments (DINSS) GR Reconciliation GASB Questionnaires Lease Notes (LNSS) Long-Term Liability (LTLN) Helpful AFR Tips Q&A and Closing Comments You can view the recordings broken out by topic. No CPE credit is offered for viewing these recordings.
07/29/16	SPA/AFR Reconciliation Deadlines Approaching SPA/AFR Reconciliation Deadlines Approaching Each state agency (and institution of higher education choosing to report to SPA) is required to annually reconcile SPA ending balances with its annual financial report (AFR) and submit a certification form and other documents. The due dates are as follows: Simplified reporting agencies electing to submit early — Sept. 28 Simplified reporting agencies not electing to submit early — Oct. 20 Full reporting agencies — Oct. 20 Consolidated university systems — Nov. 1 (Applies only to institutions of higher education choosing to report to SPA) See SPA Fiscal Year-End Reconciliation and Certification for Fiscal Balances in Chapter 2 of the SPA Process User’s Guide for more information.
07/15/16	Complete the GASB 77 Tax Abatement Questionnaire by Sept. 1 Complete the GASB 77 Tax Abatement Questionnaire by Sept. 1 All agencies are required to complete the online GASB 77 Tax Abatement questionnaire by Sept. 1, 2016. GASB Statement No. 77, Tax Abatement Disclosures, is effective for the state of Texas in Fiscal 2017. GASB 77 establishes disclosure requirements for tax abatement agreements entered into by: Agencies Component Units Universities Other Governments Prior to completing the questionnaire, be prepared with the following information: List of tax abatement programs under GASB 77 (including the agency’s discrete or blended component units) Individuals or entities receiving the tax abatements Period(s) of all tax abatement agreement(s) For more information, see the full text version of the GASB Statement No. 77, Tax Abatement pronouncement on GASB’s website.
07/15/16	Complete the GASB 49 Pollution Remediation Obligations Questionnaire by Sept. 1 Complete the GASB 49 Pollution Remediation Obligations Questionnaire by Sept. 1 GASB Statement No. 49, Accounting and Financial Reporting for Pollution Remediation Obligations, establishes accounting and financial reporting standards for pollution remediation obligations. All agencies are required to complete the online 2016 Pollution Remediation Obligations Questionnaire by Sept. 1. For more information, see Pollution Remediation Obligations on the Reporting Requirements website.
07/15/16	Complete the GASB 14/39 Component Unit Questionnaire by Sept. 16 Complete the GASB 14/39 Component Unit Questionnaire by Sept. 16 All agencies must complete and submit the online 2016 Component Unit Questionnaire. The questionnaire must be completed by Sept. 16.
07/15/16	AFR Work Sessions Scheduled AFR Work Sessions Scheduled Financial reporting analysts can help agencies reconcile the 2016 annual financial report (AFR) to the Uniform Statewide Accounting System (USAS) either over the phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries. If you encounter problems with USAS entries you are attempting to enter, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst.
07/01/16	Download Training Materials for the Annual Financial Report Update Webinar Download Training Materials for the Annual Financial Report Update Webinar The training materials for the Annual Financial Report (AFR) webinar event are now available on the AFR Training page of the AFR website. Users may download/print the training materials (PDF format) and follow along during the webinar.
06/24/16	AFR Reporting Requirements Now Available AFR Reporting Requirements Now Available The Comptroller’s Financial Reporting section is pleased to present the fiscal 2016 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2016 AFR and posting fiscal year-end entries to reconcile the AFR to USAS.
06/24/16	Reminder — Register Now for the July 7 AFR Update Webinar Reminder — Register Now for the July 7 AFR Update Webinar Don’t forget to register for the AFR Update Webinar taking place on Thursday, July 7 from 9 a.m. to noon. Registration is required through: Training Center (login required) for all individuals planning to attend either the live presentation or the online webinar GoToMeeting for those individuals planning to attend the online webinar See the AFR Training page for more details about: Event location and parking information for attendees coming to the live presentation Registration, instructions and system requirements for attendees participating through the online webinar How to get CPE credit for attending
06/10/16	Reminder — Register Now for the 2016 AFR Update on July 7 Reminder — Register Now for the 2016 AFR Update on July 7 Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 7 from 9:00 a.m. to 12:00 p.m. for the: *2016 AFR Update Live Presentation* — OR — 2016 AFR Update Online Webinar Topics include: Changes in the AFR requirements ACO presentation on USAS year-end deadlines/schedule GASB update information Changes to the AFR Web applications (and introducing a new GASB Survey Web application) Potential problem areas that need to be addressed and common errors Whether you plan to attend the live presentation or the online webinar, registration is required through Training Center (login required) to get the three-hour continuing professional education (CPE) credit. CPE credits are issued through Training Center for both versions of the presentation — therefore, only individual participants who have registered through Training Center can receive CPE credit. The live 2016 AFR Update presentation will be held at: William B. Travis Building, Room 1-100 1701 Congress Avenue, Austin, TX 78701 Note: Attendees for the live presentation can park for free on the top level of Garage B. See the Austin Capitol Complex Map for building location details and parking options. To attend the online webinar, registration is also required through GoToMeeting. After registering, individuals will receive a confirmation email containing information on joining the webinar. To receive the three-hour CPE credit for attending the online webinar, individual participants must: Register for the webinar through GoToMeeting and in Training Center (login required) prior to the webinar — AND — Log in with your individual webinar ID and attend the webinar on July 7 from 9:00 a.m. to 12:00 p.m. — AND — Answer four of the six questions presented during the webinar Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six webinar questions are eligible for CPE credit. Signed rosters cannot be used as proof of attendance for the online webinar.
05/26/16	USAS Profile Rollover to FY/AY17 Set for June 18 USAS Profile Rollover to FY/AY17 Set for June 18 The annual rollover for profiles in USAS will occur on June 18. The process automatically creates new profiles for fiscal year (FY) 2017 and appropriation year (AY) 2017, based on existing FY16 and AY16 profiles. For more information, see USAS Profile Rollover (FPP Q.007).
05/20/16	Register Now for the 2016 AFR Update on July 7 Register Now for the 2016 AFR Update on July 7 Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 7 from 9:00 a.m. to 12:00 p.m. for the: *2016 AFR Update Live Presentation* –OR– *2016 AFR Update Online Webinar* Topics include: Changes in the AFR requirements ACO presentation on USAS year-end deadlines/schedule GASB update information Changes to the AFR Web applications (and introducing a new GASB Survey Web application) Potential problem areas that need to be addressed and common errors Whether you plan to attend the live presentation or the online webinar, registration is required through Training Center (login required) to get the three-hour continuing professional education (CPE) credit. CPE credits are issued through Training Center for both versions of the presentation – therefore, only individual participants who have registered through Training Center can receive CPE credit. The live 2016 AFR Update presentation will be held at: William B. Travis Building, Room 1-100 1701 Congress Avenue, Austin, TX 78701 Note: Attendees for the live presentation can park for free on the top level of Garage B. See the Austin Capitol Complex Map for building location details and parking options. To attend the online webinar, registration is also required through GoToMeeting. After registering, individuals will receive a confirmation email containing information on joining the webinar. To receive the three-hour CPE credit for attending the online webinar, individual participants must: Register for the webinar through GoToMeeting and in Training Center (login required) prior to the webinar –AND– Log in with your individual webinar ID and attend the webinar on July 7 from 9:00 a.m. to 12:00 p.m. –AND– Answer four of the six questions presented during the webinar Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six webinar questions are eligible for CPE credit. Signed rosters cannot be used as proof of attendance for the online webinar.
05/20/16	Fiscal 2017 Payroll Due Dates and Direct Deposit Schedule Posted Fiscal 2017 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 no later than the seventh workday before payday. Submitting your payrolls to the Comptroller’s office on or before the due dates assures 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 2017 payroll due dates and direct deposit schedule.
05/13/16	Reminder — Agencies Must Request Unclaimed Funds by May 27 Reminder — Agencies Must Request Unclaimed Funds by May 27 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP).
04/22/16	Fiscal 2015 Summary of Federal Expenditures by State Agency and Single Audit Report Package Now Available Fiscal 2015 Summary of Federal Expenditures by State Agency and Single Audit Report Package Now Available The following Reference section items in the Financial Reporting FMX topic area have been updated for fiscal 2015: State of Texas Summary of Federal Expenditures by State Agency (includes the Notes to the Schedule of Expenditures of Federal Awards). Single Audit Report Package for Texas (completed in conjunction with the State Auditor’s Office). For questions, please contact your financial reporting analyst.

“What’s New” for Financial Reporting

AFR Reporting Requirements Now Available

Download Training Materials for the AFR Update Webinars

Reminder – Register Now for the July 6 AFR Update Webinars

GASB 60

GASB 69

GASB 70