“What’s New” for Payroll/Personnel

04/05/24	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information.
03/15/24	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business on April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/08/24	Reminder – Reminder – March 15 is the maintenance and corrections deadline for the fiscal 2024 second-quarter Military (formerly Veteran) Workforce Summary Reports (Dec. 1 to Feb. 29). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 18 and must be submitted by March 26. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
02/23/24	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. An unencrypted email is not a secure transmission. Agencies must send confidential information in an encrypted email or 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.
02/22/24	Military (Formerly Veteran) Workforce Reporting Due Military (Formerly Veteran) Workforce Reporting Due Public community and junior colleges must provide quarterly data on military hiring and employment by completing the Comptroller’s electronic Military (formerly Veteran) Workforce Reporting for Public Community/Junior Colleges form. The online form (with required veteran complaint reporting included) will be available March 18 and must be submitted by March 26. See Public Community and Junior Colleges Military Workforce Reporting Criteria in Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
02/16/24	Military (Formerly Veteran) Workforce Summary Reports Due Military (Formerly Veteran) Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2024 second-quarter Military (formerly Veteran) Workforce Summary Reports (Dec. 1 to Feb. 29). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 18 and must be submitted by March 26. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
01/12/24	Reminder – Request Form 1099 by Jan. 30 Reminder – Request Form 1099 by Jan. 30 Jan. 30 is the last day to adjust the 1099-reportable data and request 1099s in USAS. Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on on Form 1099-MISC (miscellaneous), Form 1099-NEC (nonemployee compensation) or Form 1099-INT (interest income). See USAS Procedures for 1099 Reporting for Calendar Year 2023 (FPP E.001) for more information.
12/15/23	Reminder – New TINS Reversal/Reclamation Web App Reminder – New TINS Reversal/Reclamation Web App A Direct Deposits – Reversals and Reclamations (DDEP) web application and the automation of direct deposit returned money were implemented in phases via Application Change Request (ACR) 60027 and ACR 60227 when the final phase migrated in January 2023. Effective Jan. 2, 2024, agencies must process their own reversals and reclamations via DDEP. See ACR 60027 for more information, the DDEP Web Application for step-by-step instructions, and Direct Deposit Payments Made in Error for DDEP policy and procedure updates. Contact Payment Services with questions.
12/15/23	Reminder – Holiday Warrant Distribution Reminder – Holiday Warrant Distribution Monday, Dec. 25, and Tuesday, Dec. 26: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 22 and Dec. 26 cycles will be available Dec. 27. Monday, Jan. 1: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 29 cycle will be available Jan. 2. See Payment Distribution or warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/15/23	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/15/23	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates To determine the direct deposit settlement date of a payment, exclude state and federal holidays listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
12/14/23	Security Alert: Avoid Email Confirmation Security Alert: Avoid Email Confirmation Fiscal Management urges all agencies to review and further strengthen internal processes and procedures for requesting system or security changes. To avoid security threats, it is best to validate requests by a method other than email. In the past, hackers harvested credentials such as user IDs, passwords, email addresses, etc., then used the credentials to access systems and gather data or other sensitive information. Now, hackers target the credential with the most transparency — email addresses. They hijack an email account, change the password, then use the email address to request the agency to provide sensitive information or make detrimental changes to the user’s profile, such as changing direct deposit instructions. This is what makes these hacks so dangerous. Everything about the email appears legitimate, because it is. Since the email account is compromised, the traditional strategy of training users to identify illegitimate email will not work. Only a second level of validation will ensure the instructions received were from the intended user. See Fraud Prevention Recommendations for more tips, or contact your agency’s information security office for more information and/or to discuss and implement security improvements for your agency.
12/08/23	Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2024 first-quarter Military (formerly Veteran) Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 18 and must be submitted by Dec. 29. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
12/04/23	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2023. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 31.
12/01/23	Holiday Systems Scheduling and Warrant Distribution Holiday Systems Scheduling and Warrant Distribution Monday, Dec. 25, and Tuesday, Dec. 26: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 22 and Dec. 26 cycles will be available Dec. 27. Monday, Jan. 1: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 29 cycle will be available Jan. 2. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/01/23	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/01/23	Direct Deposit Settlement Dates Direct Deposit Settlement Dates To determine the direct deposit settlement date of a payment, exclude state and federal holidays listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
12/01/23	Reminder – New TINS Reversal/Reclamation Web App Reminder – New TINS Reversal/Reclamation Web App A Direct Deposits – Reversals and Reclamations (DDEP) web application and the automation of direct deposit return money were implemented in phases via Application Change Request (ACR) 60027 and ACR 60227 when the final phase migrated in January 2023. Effective Jan. 2, 2024, agencies must process their own reversals and reclamations via DDEP. See ACR 60027 for more information, the DDEP Web Application for step-by-step instructions, and Direct Deposit Payments Made in Error for DDEP policy and procedure updates. Contact Payment Services with questions.
11/17/23	Military (Formerly Veteran) Workforce Summary Reports Due Military (Formerly Veteran) Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2024 first-quarter Military (formerly Veteran) Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 19. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 19 and must be submitted by Dec. 29. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
11/10/23	Direct Deposit – Reversals and Reclamations (DDEP) Webinars Direct Deposit – Reversals and Reclamations (DDEP) Webinars Effective Jan. 2, 2024, all agencies must process their own reversals and reclamations via the new DDEP web application. Employees who monitor direct deposit payments for their agencies and submit direct deposit reversals and reclamations should attend a DDEP webinar. Webinars cover step-by-step instructions for processing, editing and deleting direct deposit reversals, and for using payment search functions. No registration is required. For webinar dates and access information, see DDEP Training Webinars. Contact Payment Services for more information.
11/10/23	Reminder – Warrant Distribution on Nov. 22 Reminder – Warrant Distribution on Nov. 22 The Comptroller’s office will be closed for business on Wednesday, Nov. 22; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 21 processing cycle. There will be no warrant distribution on Nov. 23 or 24. Warrants from the Nov. 22 and Nov. 24 processing cycles will be available for distribution on Monday, Nov. 27. See Payment Distribution for warrant pickup requirements.
11/10/23	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
11/10/23	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/03/23	New TINS Reversal/Reclamation Web App New TINS Reversal/Reclamation Web App A Direct Deposits – Reversals and Reclamations (DDEP) web application and the automation of direct deposit returned money were implemented in phases via Application Change Request (ACR) 60027 and ACR 60227 when the final phase migrated in January 2023. Effective Jan. 2, 2024, agencies must process their own reversals and reclamations via DDEP. See ACR 60027 for more information, the DDEP Web Application for step-by-step instructions, and Direct Deposit Payments Made in Error for DDEP policy and procedure updates. Contact Payment Services with questions.
11/03/23	Warrant Distribution on Nov. 22 Warrant Distribution on Nov. 22 The Comptroller’s office will be closed for business on Wednesday, Nov. 22; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 21 processing cycle. There will be no warrant distribution on Nov. 23 or 24. Warrants from the Nov. 22 and Nov. 24 processing cycles will be available for distribution on Monday, Nov. 27. See Payment Distribution for warrant pickup requirements.
11/03/23	Direct Deposit Settlement Dates Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
11/03/23	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
10/27/23	1099 Reporting for Tax Year 2023 1099 Reporting for Tax Year 2023 The Internal Revenue Service (IRS) and Department of the Treasury have issued final regulations for the Taxpayer First Act, reducing the electronic filing threshold from 250 information returns to 10 or more returns beginning in 2024, for tax year 2023. State agencies and universities filing 10 or more information returns for tax year 2023 are required to file electronically with the IRS. Agencies filing electronically for the first time must request a Transmitter Control Code from the IRS as soon as possible. For more information about the regulations and the reduced threshold to file electronically, see the IRS’ and Treasury’s final regulations on e-file and Filing Information Returns Electronically (FIRE). See USAS Procedures for 1099 Reporting for Calendar Year 2023 (FPP E.001) for instructions on requesting 1099 data from USAS.
10/27/23	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2024. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/24/23	Credit Union No Longer Authorized for Payroll Deductions Credit Union No Longer Authorized for Payroll Deductions Effective with wages payable Dec. 1, 2023, Texas Dow ECU (TDECU) – Your Credit Union will no longer be a participating credit union authorized for payroll deductions, and deductions may no longer be made from employees’ wages for this credit union. See the list of approved participating credit unions (login required) or Credit Union Deductions for more information. Contact SPRS, HRIS or CAPPS agency support with questions.
10/13/23	Final EEO Report Final EEO Report On Oct. 31, final copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer. Oct. 27 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 31.
10/13/23	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2024. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
09/29/23	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 19, preliminary copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 27 – Data corrections due Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.
09/28/23	Reminder – Complete Our Customer Service Survey by Sept. 29 Reminder – Complete Our Customer Service Survey by Sept. 29 If you already completed our Fiscal Management customer service survey, thank you! If you haven't had a chance to take our online survey, it will be available until the close of business Friday, Sept. 29. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/26/23	Preliminary Annual Report Delayed Preliminary Annual Report Delayed The Preliminary Annual Report (Statewide Hiring Practices) is delayed and will be available to agencies via electronic file transfer on Sept. 27. Due dates for the Annual Report have been adjusted to accommodate the delay: Oct. 3: Report acknowledgment form due Oct. 6: Corrections due Oct. 9: Final Annual Report available For more information, contact SPRS, HRIS or CAPPS agency support.
09/22/23	Final Fiscal 2023 Annual Report (Statewide Hiring Practices) Final Fiscal 2023 Annual Report (Statewide Hiring Practices) On Oct. 5, each state agency and institution of higher education will receive a final copy of the fiscal 2023 Annual Report (Statewide Hiring Practices) via electronic file transfer. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/22/23	Preliminary EEO Report Preliminary EEO Report On Oct. 19, preliminary copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 27 – Data corrections due Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.
09/22/23	SPRS Updates SPRS Updates The Comptroller’s office has updated SPRS to reflect legislative changes to the General Appropriations Act, Article IX. Changes include new entitlement codes, two new reason codes and two new veteran preference indicators. See the SPRS User Guide (FPP O.003) and Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
09/15/23	Fiscal Management Customer Service Survey Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 29. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/08/23	Preliminary Fiscal 2023 Annual Report (Statewide Hiring Practices) Preliminary Fiscal 2023 Annual Report (Statewide Hiring Practices) Preliminary copies of the fiscal 2023 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 21. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 28, and will have until Oct. 3 to review the preliminary report and enter or submit changes. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/01/23	State Employee Charitable Campaign State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks. CAPPS Central will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using CAPPS Central must update their payroll/personnel systems accordingly. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.
08/25/23	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/25/23	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/11/23	88th Legislature GAA Updates 88th Legislature GAA Updates The 88th Legislature updated Article IX of the General Appropriations Act (GAA); changes take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of GAA changes and other legislation that affects state agencies.
08/11/23	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2023 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 19. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 19 and must be submitted by Sept. 26. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/11/23	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2023 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines System maintenance dates and times Support contacts
08/10/23	Reminder – Annual Certification of Estimated ORP State Contributions Due Reminder – Annual Certification of Estimated ORP State Contributions Due Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.
08/04/23	Legislative Changes to Salary Administration Legislative Changes to Salary Administration The 88th Legislature, Regular Session, updated: Salary/HR administration Leave administration Retirement rates for fiscal 2024 and fiscal 2025 See Legislative Changes Affecting Salary Administration, 88th Legislature (FPP F.021) for more information.
08/04/23	Reminder – HRIS Reappointments Due Reminder – HRIS Reappointments Due Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 6: EFT #1 — Class codes and carriers Sept. 11: EFT #2 — Reappointments for fiscal 2024 Sept. 13: EFT #3 — Terminations for fiscal 2023 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/21/23	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month (e.g., July 7 and Aug. 4). Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating agency-customized reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/21/23	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/18/23	Annual Certification of Estimated ORP State Contributions Due Annual Certification of Estimated ORP State Contributions Due Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.
07/14/23	Reminder – USAS/TINS Modernization Initiative Survey Reminder – USAS/TINS Modernization Initiative Survey As part of our statewide Enterprise Resource Planning (ERP) project, the Comptroller’s office is beginning the process of replacing USAS and TINS with a modernized software solution. Input from users of USAS and TINS is critical for the success of this project. To help us identify the best solution, please complete this online survey by July 21. Email Shelly Arnold or Laurel Mulkey with questions about the survey.
07/07/23	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 6: EFT #1 — Class codes and carriers Sept. 11: EFT #2 — Reappointments for fiscal 2024 Sept. 13: EFT #3 — Terminations for fiscal 2023 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
06/30/23	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2023 Master Schedule of Year-End Close Events for: Processing deadlines. Support contacts. System maintenance dates and times.
06/30/23	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 5. Normal activities resume at 8 a.m. on Sept. 5
06/30/23	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2024. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2024 (FPP O.002) for complete information.
06/30/23	Preliminary Copies of the 2023 EEO-4 Report Available Preliminary Copies of the 2023 EEO-4 Report Available Preliminary copies of the 2023 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 20 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgment form to the Comptroller’s office by Aug. 3. The governor’s office uses the report, which reflects state agency hiring practices for odd-numbered years, to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent. See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.
06/23/23	Salary Increase Information Available Salary Increase Information Available The 88th Legislature, Regular Session, provided appropriations for two salary increases for certain state agency positions in fiscal 2024 and 2025 as well as appropriations in fiscal 2023 to accelerate the effective date of the first increase to July 1. See Appropriations for the Salary Increase Allocation for Certain State Positions(FPP A.009) and Guidelines for the Salary Increase for Certain State Positions (FPP F.017) for more information.
06/15/23	Payroll Reimbursement Processing for Institutions of Higher Education Payroll Reimbursement Processing for Institutions of Higher Education The Comptroller’s office USAS maintenance staff is streamlining the USAS corrections process for higher education payroll reimbursement documents (T-code pair 246/903). Starting July 6, each institution’s Document Control (33) profile, document type 5, ALL POST INDICATOR field will be set to a value of Y (all post). This allows users to correct all transactions in a payroll reimbursement document before posting. Before July 6, institutions not already using the all-post feature must clear all errors for reimbursement payroll batches in edit mode 3 on the USAS Internal Transaction (IT) file so the change to the 33 profile can occur. See the USAS News (90) screen, Keyword NEWS, Pages 55–56 for more information about this change. For help with the all-post indicator, contact Jennifer Paris at usas.maintenance@cpa.texas.gov. For general questions about processing payroll reimbursements, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043)(login required).
06/02/23	Open Record Requests: Personal Safety Exceptions Open Record Requests: Personal Safety Exceptions Employees who would face a substantial threat of physical harm if information such as work location were made public may request an exception to open records requests. See Confidential Employee Information for Open Records Requests (FPP L.004) if your agency has employees who might qualify for the exception.
06/02/23	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2023 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/19/23	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX to ensure you use the current version. Previously downloaded forms might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations and Payment Services link to their specific forms on the Forms page. Note: Payment Services forms on FMX are secured and require login to prevent unauthorized users from accessing them and submitting them to state agencies. If it is necessary to maintain any of these forms on your agency’s website, ensure the forms require login and are the most current version.
05/18/23	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available June 16 and must be submitted by June 23. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
05/12/23	Fiscal 2024 Payroll Due Dates and Direct Deposit Schedule Fiscal 2024 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2024 payroll due dates and direct deposit schedule.
05/12/23	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2023 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
04/21/23	Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
04/14/23	Pay Card Program Pay Card Program State agency employees can choose to receive their payroll and travel reimbursements on a pay card as an alternative to receiving payments by warrant or direct deposit. Employees can contact their agency payroll office to choose this option. Agencies can promote the pay card program with downloadable payroll stuffers. See TexPayment Resource – Promoting Direct Deposit/Pay Card. Pay card setups are available for payments issued via USAS, SPRS and CAPPS. See Pay Cards for Payroll/Retirement Net Pay (FPP P.004).
03/03/23	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2023 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
02/24/23	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. An unencrypted email is not a secure transmission. Agencies must send confidential information in an encrypted email or 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.
02/16/23	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available March 16 and must be submitted by March 23. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
02/10/23	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2023 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
01/13/23	Reminder – Request Form 1099 by Jan. 30 Reminder – Request Form 1099 by Jan. 30 Jan. 30 is the last day to adjust the 1099-reportable data and request 1099s in USAS. Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT). See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for more information.
01/05/23	Security Advisory: Implement Multifactor Authentication Security Advisory: Implement Multifactor Authentication Multifactor authentication (MFA) is one of the best practices an agency can use to prevent unauthorized access to its data, devices and networks. MFA requires users to present multiple pieces of information that must be validated by the system before the user can access the system. It is essential that agencies implement strong password policies to enhance the protection of MFA. However, MFA for CAPPS is only as effective as the surrounding controls that each agency implements. It remains each agency’s responsibility to secure the entire infrastructure supporting the MFA factors (e.g., agency email accounts and voice call). If any of the systems supporting MFA are compromised, it could lead to account takeover.
12/30/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations or Payment Services) link to their specific forms on the Forms page.
12/02/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/29/22	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2022. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 16. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31.
11/28/22	Reminder – USPS Unavailable Dec. 10 Reminder – USPS Unavailable Dec. 10 USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/18/22	USAS 1099 Reporting Procedures USAS 1099 Reporting Procedures State agencies and institutions of higher education must file electronically with the IRS or mail 1099 forms with form 1096 to the IRS and mail postmarked 1099 forms to recipients by Jan. 31, 2023. Forms will be available for pickup at the Comptroller’s office each business day from Jan. 3–31 in the LBJ Building, room G17. See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for instructions on requesting 1099 data from USAS.
11/17/22	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available Dec. 16 and must be submitted by Jan. 13. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
11/10/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/10/22	Reminder – Warrant Distribution on Nov. 23 Reminder – Warrant Distribution on Nov. 23 The Comptroller’s office will be closed for business on Wednesday, Nov. 23; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 22 processing cycle. There will be no warrant distribution on Nov. 24 or 25. See Payment Distribution for warrant pickup requirements.
11/10/22	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/10/22	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/04/22	USPS Unavailable Dec. 10 USPS Unavailable Dec. 10 USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/04/22	Warrant Distribution on Nov. 23 Warrant Distribution on Nov. 23 The Comptroller’s office will be closed for business on Wednesday, Nov. 23; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 22 processing cycle. There will be no warrant distribution on Nov. 24 or 25. See Payment Distribution for warrant pickup requirements.
11/04/22	Direct Deposit Settlement Dates Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/04/22	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
10/28/22	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/14/22	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls that will be paid in January 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/14/22	Final EEO Report Final EEO Report On Oct. 27, final copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer. Oct. 25 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 27.
09/30/22	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 13, preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/29/22	State Employee Charitable Campaign State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks. USPS and CAPPS will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.
09/23/22	Preliminary EEO Report Preliminary EEO Report Preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer on Oct. 13 with each agency’s regular daily downloads. Deadlines: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/23/22	Final Fiscal 2022 Annual Report (Statewide Hiring Practices) Final Fiscal 2022 Annual Report (Statewide Hiring Practices) Each state agency and institution of higher education will receive a final copy of the fiscal 2022 Annual Report (Statewide Hiring Practices) via electronic file transfer on Sept. 29. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
09/23/22	Reminder – Fiscal Management Customer Service Survey Reminder – Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/23/22	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
09/16/22	2022 Fiscal Management Customer Service Survey 2022 Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions about the survey.
09/09/22	New Pay Card Program New Pay Card Program State agency employees can now choose to receive their payroll and travel reimbursement on a pay card as an alternative to receiving payments by warrant or direct deposit. The vendor will load the pay cards with the payment on payday or on the day a travel reimbursement is paid. Employees can contact their agency payroll office to choose this option. Payroll stuffers to promote the pay card program are available. See TexPayment Resource – Promoting Direct Deposit/Pay Card. Pay card setup procedures are available for payments issued via USAS, USPS, SPRS and CAPPS. See Pay Cards for Payroll/Retirement Net Pay (FPP P.004).
09/09/22	Preliminary Fiscal 2022 Annual Report (Statewide Hiring Practices) Preliminary Fiscal 2022 Annual Report (Statewide Hiring Practices) Preliminary copies of the fiscal 2022 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 15. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 22, and will have until Sept. 27 to review the preliminary report and enter or submit changes. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
09/02/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/26/22	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/26/22	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/18/22	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior Colleges form. The online form (with required veteran complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
08/12/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/12/22	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2022 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines. System maintenance dates and times. Support contacts.
08/11/22	Reminder – Annual Certification of Estimated ORP State Contributions Due Reminder – Annual Certification of Estimated ORP State Contributions Due Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.
08/05/22	Reminder – HRIS Reappointments Due Reminder – HRIS Reappointments Due Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 7: EFT #1 — Class codes and carriers. Sept. 9: EFT #2 — Reappointments for fiscal 2023. Sept. 14: EFT #3 — Terminations for fiscal 2022. The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/22/22	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/22/22	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/19/22	Annual Certification of Estimated ORP State Contributions Due Annual Certification of Estimated ORP State Contributions Due Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.
07/11/22	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 7: EFT #1 — Class codes and carriers. Sept. 9: EFT #2 — Reappointments for fiscal 2023. Sept. 14: EFT #3 — Terminations for fiscal 2022. The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/01/22	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2022 Master Schedule of Year-End Close Events, which includes: Processing deadlines. Support contacts. System maintenance dates and times.
07/01/22	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 3. Normal activities resume at 8 a.m. on Sept. 3.
07/01/22	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2022 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2022 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
07/01/22	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2023. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2023 (FPP O.002) for complete information.
06/17/22	Texas Payroll/Personnel Resource Updates Texas Payroll/Personnel Resource Updates The Texas Payroll/Personnel Resource Line-item Exempt Positions and Retroactive Pay pages have been updated to include additional, clarifying information. Contact Payroll Policy with questions.
06/03/22	New Texas Identification Number (TIN) Request Policy New Texas Identification Number (TIN) Request Policy Payment Services implemented a new policy when requesting Comptroller-assigned TINs. Agencies that issue payments to foreign entities and non-resident aliens who do not have an employer identification number (EIN), Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN) may need to request a Comptroller-assigned 3 TIN. Contact Payment Services with questions.
06/03/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2022 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/13/22	Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2023 payroll due dates and direct deposit schedule.
05/13/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2022 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
04/27/22	Deadline Extended – Authorization for Warrant Pickup Deadline Extended – Authorization for Warrant Pickup The deadline to renew the Agency Authorization for Warrant Pickup form (74-189) has been extended to close of business May 20. All authorization forms on file terminate at 5 p.m. on May 31. New forms are effective June 1. Warrants will not be distributed as of June 1 without an updated renewal form on file. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/08/22	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/18/22	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 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.
03/11/22	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed and signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/04/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
02/11/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
01/21/22	Reminder – Request Form 1099 by Jan. 28 Reminder – Request Form 1099 by Jan. 28 Jan. 28 is the last day to adjust the 1099-reportable data and request 1099s in USAS. Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT). See USAS Procedures for 1099 Reporting for Calendar Year 2021 (FPP E.001) for more information.
01/03/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. You’ll find a link to the Forms page at the top of any FMX page. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
12/15/21	Reminder – ACA 1094-C and 1095-C Contact Information Update Due Reminder – ACA 1094-C and 1095-C Contact Information Update Due The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2021. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31. CAPPS Central agencies are required to update the new Manage Agency Contact Info page in CAPPS by Jan. 7.
12/03/21	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/23/21	Reminder – USPS Unavailable Dec. 11 Reminder – USPS Unavailable Dec. 11 USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/10/21	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/10/21	Reminder – Warrant Pickup Availability Nov. 24 Reminder – Warrant Pickup Availability Nov. 24 The Comptroller’s office will be closed for business on Wednesday, Nov. 24; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 23 processing cycle. There will be no warrant distribution on Nov. 25 or 26. See Payment Distribution for warrant pickup requirements.
11/10/21	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/10/21	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/05/21	USPS Unavailable Dec. 11 USPS Unavailable Dec. 11 USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/05/21	Warrant Pickup Availability Nov. 24 Warrant Pickup Availability Nov. 24 The Comptroller’s office will be closed for business on Wednesday, Nov. 24; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 23 processing cycle. There will be no warrant distribution on Nov. 25 or 26. See Payment Distribution for warrant pickup requirements.
11/05/21	Direct Deposit Settlement Dates Direct Deposit Settlement Dates State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/05/21	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
10/29/21	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/25/21	USAS 1099 Reporting Procedures USAS 1099 Reporting Procedures State agencies and institutions of higher education must file 1099 forms with the IRS (electronically or as hard copies) and mail 1099 forms to recipients by Jan. 31, 2022. Agencies may request forms in USAS Jan. 4-28, and they will be available for pickup the following business day in the LBJ Building, room G17. See USAS Procedures for 1099 Reporting for Calendar Year 2021 (FPP E.001) for instructions on requesting 1099 data from USAS.
10/15/21	Final EEO Report Final EEO Report Final copies of the 2021 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 28. Oct. 26 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 28.
10/15/21	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/01/21	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report Preliminary copies of the 2021 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 14 with each agency’s regular daily downloads. Deadlines: Oct. 21 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 26 – Data corrections due Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.
09/29/21	Direct Deposit Authorization Form Change Direct Deposit Authorization Form Change Effective immediately, a new National Automated Clearing House Association (NACHA) rule requires the requestor of a direct deposit reversal to be the same agency that issued the original payment. The Comptroller’s office has updated Section 6 of the Direct Deposit Authorization form (74-176) to reflect the new rule. If your agency uses its own form or electronic method (such as an online application or self-service portal) to process direct deposits through the Comptroller’s office, you must update it to match the new language on form 74-176. See Direct Deposit Forms on TexPayment Resource for more information. Submit a copy of your agency’s updated internal forms or methods to Payment Services at tins.mail@cpa.texas.gov for review and approval no later than Oct. 15, 2021. Contact Payment Services with any questions.
09/24/21	Final Fiscal 2021 Annual Report (Statewide Hiring Practices) Final Fiscal 2021 Annual Report (Statewide Hiring Practices) State agencies and institutions of higher education will receive a final copy of the fiscal 2021 Annual Report (Statewide Hiring Practices) via electronic file transfer on Sept. 30. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
09/24/21	Preliminary EEO Report Preliminary EEO Report Preliminary copies of the 2021 Equal Employment Opportunity Report (see FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 14 with each agency's regular daily downloads. Deadlines: Oct. 21 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 26 – Data corrections due Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.
09/17/21	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
09/17/21	Reminder – Take the 2021 Fiscal Management Customer Service Survey Reminder – Take the 2021 Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 24. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/10/21	Take the 2021 Fiscal Management Customer Service Survey Take the 2021 Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 24. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/10/21	Preliminary Fiscal 2021 Annual Report (Statewide Hiring Practices) Preliminary Fiscal 2021 Annual Report (Statewide Hiring Practices) Preliminary copies of the fiscal 2021 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 16. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 23, and have until Sept. 28 to review the preliminary report and enter or submit changes. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
09/03/21	State Employee Charitable Campaign State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks. USPS and CAPPS will be updated to reflect any changes to the SECC for the December 2021 payrolls, which may include participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.
09/03/21	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/27/21	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/27/21	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/20/21	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
08/13/21	87th Legislature GAA Updates 87th Legislature GAA Updates The 87th Legislature updated Article IX of the General Appropriations Act (GAA); changes take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of GAA changes and other legislation that affects state agencies.
08/13/21	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2021 fourth quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/13/21	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2021 occurs on Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines System maintenance dates and times Support contacts
08/12/21	Reminder – Annual Certification of Estimated ORP State Contributions Due Reminder – Annual Certification of Estimated ORP State Contributions Due Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.
08/06/21	Final Copies of the 2021 EEO-4 Report Available Final Copies of the 2021 EEO-4 Report Available The 2021 Equal Employment Opportunity (EEO)-4 Report summarizes state agency hiring practices. The Governor’s Office uses data from the biennial report (agency detail and summary reports) to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Final copies of the 2021 EEO-4 Report will be available to agencies via electronic file transfer on Aug. 18. Agencies must: Review the final report Download the 2021 EEO-4 Statewide Final Report Certification from FPP G.003 and complete it Email the completed certification to the Governor’s Office at eeo4reports@gov.texas.gov by Aug. 27 See Equal Employment Opportunity (EEO)-4 Report (FPP G.003).
08/06/21	Legislative Changes to Salary Administration Legislative Changes to Salary Administration The 87th Legislature, Regular Session, updated: Salary/HR administration Leave administration Retirement rates for fiscal 2022 and fiscal 2023 See Legislative Changes Affecting Salary Administration, 87th Legislature (FPP F.021) for more information.
08/06/21	Reminder – HRIS Reappointments Due Reminder – HRIS Reappointments Due Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 8: EFT #1 — Class codes and carriers Sept. 10: EFT #2 — Reappointments for fiscal 2022 Sept. 15: EFT #3 — Terminations for fiscal 2021 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions. Note: Fiscal Management requires either an email to hrismail@cpa.texas.gov OR an HRIS EFT Specifications form (73-162) for EFT #1, EFT #2 and EFT #3 during the fiscal year reappointment process.
07/23/21	Annual Certification of Estimated ORP State Contributions Due Annual Certification of Estimated ORP State Contributions Due Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. See Annual Estimate of Optional Retirement Program (ORP) State Contributions (FPP A.003) for complete information including instructions and forms.
07/23/21	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/23/21	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/09/21	Preliminary Copies of the 2021 EEO-4 Report Available Preliminary Copies of the 2021 EEO-4 Report Available Preliminary copies of the 2021 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 21 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 3. The Governor’s Office uses the report, which reflects state agency hiring practices for odd-numbered years, to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent. See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.
07/09/21	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 8: EFT #1 — Class codes and carriers Sept. 10: EFT #2 — Reappointments for fiscal 2022 Sept. 15: EFT #3 — Terminations for fiscal 2021 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/02/21	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2021 Master Schedule of Year-End Close Events, which includes: Processing deadlines System maintenance dates and times Support contacts
07/02/21	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 3. Normal activities resume at 8 a.m. on Sept. 3.
07/02/21	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2022. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2022 (FPP O.002) for complete information.
07/02/21	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2021 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2021 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
06/11/21	Employee Organization Membership Fee Changes Employee Organization Membership Fee Changes Effective June 20, amendments to the Texas Administrative Code are changing the process for deduction authorization and cancellation forms for membership fees to employee organizations. See Employee Organization Membership Fees for more information.
06/04/21	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2021 third quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/14/21	Fiscal 2022 Payroll Due Dates and Direct Deposit Schedule Fiscal 2022 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2022 payroll due dates and direct deposit schedule.
05/14/21	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2021 third quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/14/21	Reminder – Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Reminder – Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
04/30/21	ARP Update to FFCRA ARP Update to FFCRA The American Rescue Plan Act (ARP) further extends agencies’ and institutions’ ability to voluntarily offer emergency paid sick leave and paid family leave created by the Families First Coronavirus Response Act (FFCRA) through Sept. 30, 2021. The Comptroller’s office has updated Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) to reflect ARP’s changes to FFCRA.
04/23/21	Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
04/16/21	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.