“What’s New” for Purchase

05/06/22	Reminder – Deadline to Request Unclaimed Funds Reminder – Deadline to Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
03/25/22	Petty Cash Account Procedures Updated Petty Cash Account Procedures Updated The procedures in Travel Advance Account and Petty Cash Account (APS 010) (FPP A.044) have been updated, including: Changing the location of existing petty cash accounts. Reclassifying the type of petty cash account held. Recording interest earnings for petty cash bank accounts. The Petty Cash Account Request form (74-213) has also been updated.
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.
02/18/22	Comptroller Manual of Accounts Updated Comptroller Manual of Accounts Updated Effective Jan. 1, substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 86th and 87th Legislatures, Regular Session. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes for recording accounting transactions.
02/18/22	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for December through February will be available on DAFR reports 8190 and 8200 March 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
02/04/22	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/28/22	Reminder – Deadline to Request Unclaimed Funds Reminder – Deadline to Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/14/22	Deadline to Request Unclaimed Funds Deadline to Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/07/22	Reminder – Mileage Reimbursement Rate Increase Reminder – Mileage Reimbursement Rate Increase Effective Jan. 1 to Dec. 31, 2022, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase to 58.5 cents per mile (up from 56 cents in 2021). This rate is consistent with the Internal Revenue Service’s standard mileage rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel 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.
12/30/21	Mileage Reimbursement Rate Increase Mileage Reimbursement Rate Increase Effective Jan. 1 to Dec. 31, 2022, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase to 58.5 cents per mile (up from 56 cents in 2021). This rate is consistent with the Internal Revenue Service’s standard mileage rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information. Note: State agencies may adopt an internal policy with a rate that is lower than the maximum; however, the agency must distribute the policy before its employees begin any travel under the lower rate.
10/29/21	Benefits Proportional by Method of Finance Reports Due Benefits Proportional by Method of Finance Reports Due State agencies and institutions of higher education must ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19. See Benefits Proportional by Method of Finance (APS 011)(FPP A.010) for more information, including forms and sample letters.
10/22/21	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/15/21	87th Legislature eXpendit/Textravel Updates 87th Legislature eXpendit/Textravel Updates These eXpendit topics were updated to reflect legislative changes: Construction contracts Prompt payment disputes Prohibited bids or contracts Payments to certain medical companies Major information systems Statutory authority for purchases Companies that boycott certain energy companies Firearms, accessories and ammunition Professional sports Publicity of individuals or state agencies Settlements and judgments This Textravel topic was also updated: Mileage in personal vehicle Contact Expenditure Assistance with any questions.
10/08/21	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance.
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	Additional Accounting Policy Statements Updated Additional Accounting Policy Statements Updated The following Accounting Policy Statements (APSs) have been updated: APS 003 – Reimbursements for Unemployment Compensation Payments APS 010 – Travel Advance Account and Petty Cash Account APS 018 – Encumbrance Report and Lapsing of Appropriations APS 026 – Capital Budget Rider Appropriations APS 027 – Accounting for Uncollectible Accounts Review each APS to ensure compliance with the most current policies and procedures.
09/10/21	Comptroller Manual of Accounts Updated Comptroller Manual of Accounts Updated Effective Sept. 1, substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 86th and 87th Legislatures, Regular Sessions. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to record accounting transactions.
09/03/21	Fiscal 2022 Travel Rates Fiscal 2022 Travel Rates The 2022 General Services Administration (GSA) rates are effective Oct. 1 and are now online. Fiscal 2022 travel reimbursement rates are available for: In-state or out-of-state meals and lodging In-state or out-of-state non-overnight meals Automobile mileage Aircraft mileage Standard lodging reimbursement rates remain the same for fiscal 2022. The standard lodging rate for all locations not listed by the GSA is $96. The meal reimbursement rate for locations not listed by the GSA increased from $55 to $59. For CAPPS agencies using the Travel and Expense module, the CAPPS Financials Production Support team will update meals and lodging rates. Mileage rates must be updated by the agency. Contact your CAPPS Level 1 representative for assistance. See Textravel, email Expenditure Assistance or call (512) 475-0966 for more information.
08/19/21	Accounting Policy Statements Updated Accounting Policy Statements Updated The following Accounting Policy Statements (APSs) have been updated: APS 001 – Sources of Revenue Required To Pay Benefit Cost APS 005 – Reimbursing Retirement Contributions and Insurance Premiums APS 007 – Revenue Deposits Intended To Increase Appropriation Authority APS 008 – Deposit of Sales Taxes Collected by State Agencies APS 013 – Refunding Deposits APS 014 – Interagency Payments and Receipts for Goods and Services APS 019 – Salary Benefit Appropriation Allocations APS 021 – Correcting Bookkeeping and Cost Allocation Entries APS 025 – Cost Allocation From Temporary Administrative and Support Appropriations APS 028 – Reporting of State Debts and Hold Offset Procedures APS 029 – Electronic Processing of Revenues and Expenditures Review each APS to ensure compliance with current policies and procedures.
08/13/21	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	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
07/30/21	Late Payment Interest Rate for Fiscal 2022 Late Payment Interest Rate for Fiscal 2022 The interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 4.25 percent for fiscal 2022. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July. See Interest Rate on eXpendit (FPP I.005) for more information.
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.
07/16/21	Substantive Changes to Comptroller Manual of Accounts Substantive Changes to Comptroller Manual of Accounts Substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 87th Legislature, Regular Session, effective before Sept. 1. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to use when properly recording accounting transactions.
07/16/21	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for June through July will be available on DAFR reports 8190 and 8200 Aug. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
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
05/14/21	Reminder – Deadline To Request Unclaimed Funds Reminder – Deadline To Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
04/16/21	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education sometimes send documents with confidential information to Fiscal Management. Email is not a secure transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
04/16/21	Comptroller Expenditure Objects for Drones Comptroller Expenditure Objects for Drones Comptroller expenditure objects (COBJs) are available to record payment for unmanned aerial vehicles (drones). State agencies must have statutory authority to make a drone purchase. Use the following to record payment: COBJ 7364 – Personal Property – Drones – Controlled when unit cost is less than $5,000. COBJ 7370 – Personal Property – Drones – Capitalized when unit cost is $5,000 or more. COBJ 7263 – Personal Property – Maintenance and Repair – Aircraft – Expensed for the maintenance and repair of aircraft, including drones. Contact the Expenditure Assistance team at (512) 475-0966 or expenditure.assistance@cpa.texas.gov for more information.
02/19/21	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for December through February will be available on DAFR reports 8190 and 8200 on March 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
02/18/21	Warrant Distribution Delayed Due to Inclement Weather Warrant Distribution Delayed Due to Inclement Weather Weather permitting, warrant pickup will be available on Friday, Feb. 19 from noon – 4 p.m. Agencies may call (512) 475-5329 beginning at 9 a.m. on Friday to confirm that warrants will be available for distribution. On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call (512) 475-5329 upon arrival at the LBJ building if no guard is present.
02/17/21	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Thursday, Feb. 18. Warrants will not be distributed on this day. Additional Comptroller office closures or delayed openings will be announced here on FMX.
02/16/21	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Wednesday, Feb. 17. Warrants will not be distributed on this day. Additional Comptroller office closures or delayed openings will be announced here on FMX.
02/15/21	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Tuesday, Feb. 16. Warrants will not be distributed on this day. Additional Comptroller office closures or delayed openings will be announced here on FMX.
02/12/21	Reminder — Deadline To Request Unclaimed Funds Reminder — Deadline To Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
02/05/21	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/29/21	Deadline To Request Unclaimed Funds Deadline To Request Unclaimed Funds Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/04/21	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page or appropriate topic page before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. You’ll find a link to the Forms page at the top of any page. Also, topic pages such as Appropriations or Payment Services feature links to related forms.
01/04/21	Reminder — Mileage Reimbursement Rate Decreases Jan. 1 Reminder — Mileage Reimbursement Rate Decreases Jan. 1 Effective Jan. 1 to Dec. 31, 2021, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will decrease to 56 cents per mile (down from 57.5 cents in 2020). This rate is consistent with the Internal Revenue Service’s standard mileage rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.
12/29/20	Mileage Reimbursement Rate Decreases Jan. 1 Mileage Reimbursement Rate Decreases Jan. 1 Effective Jan. 1 to Dec. 31, 2021, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will decrease to 56 cents per mile (down from 57.5 cents in 2020). This rate is consistent with the Internal Revenue Service’s standard mileage rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information. Note: State agencies may adopt an internal policy with a rate that is lower than the maximum; however, the agency must distribute the policy before its employees begin any travel under the lower rate.
10/30/20	Benefits Proportional by Method of Finance Reports Due Benefits Proportional by Method of Finance Reports Due State agencies and institutions of higher education are required to ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19 See Benefits Proportional by Method of Finance (APS 011) (FPP A.010) for more information, including forms and sample letters.
10/23/20	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central bill account (CBA) and corporate liability individual bill account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/16/20	Latest Top 10 Audit Findings Latest Top 10 Audit Findings The latest top 10 audit findings in post-payment audits are available on FMX. Findings include a description of the audit issue, proper procedure and links to more information. See the FMX Audit topic page to view purchase policies and procedures, post-payment audit reports and more.
10/02/20	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Agencies and institutions must never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
09/18/20	Reminder — Take the Fiscal Management Customer Service Survey Reminder — Take the Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 25. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/11/20	Take the 2020 Fiscal Management Customer Service Survey Take the 2020 Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 25. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/11/20	USAS Comptroller Object Information Updated USAS Comptroller Object Information Updated USAS comptroller object documentation is updated on FMX. See USAS Comptroller Objects That Require Pre-Payment Audit and/or Descriptive/Legal Text for Purchase Documents (FPP I.008) for details.
08/28/20	Fiscal 2021 Travel Rates Fiscal 2021 Travel Rates The 2021 General Services Administration (GSA) rates are effective Oct. 1 and are now online. Fiscal 2021 travel reimbursement rates are available for: In-state or out-of-state meals and lodging In-state or out-of-state non-overnight meals Automobile mileage Aircraft mileage Standard lodging and meal reimbursement rates remain the same for fiscal 2021. The standard lodging rate for all locations not listed on the GSA is $96, and the meal reimbursement rate for locations not listed on the GSA is $55. See Textravel, email Expenditure Assistance or call (512) 475-0966 for more information.
08/14/20	Reminder — Systems Unavailable During Year-End Close Reminder — Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2020 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines System maintenance dates and times Support contacts
07/24/20	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Contact your appropriation control officer with questions.
07/24/20	Late Payment Interest Rate Changes for Fiscal 2021 Late Payment Interest Rate Changes for Fiscal 2021 The interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 4.25 percent for fiscal 2021. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July. See Interest Rate on eXpendit (FPP I.005) for more information.
07/17/20	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for June and July will be available on DAFR reports 8190 and 8200 on Aug. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
07/02/20	Master Schedule of Year-End Close Events Master Schedule of Year-End Close Events See the 2020 Master Schedule of Year-End Close Events, which includes: Processing deadlines System maintenance dates and times Support contacts
06/12/20	Upcoming Training Opportunities Upcoming Training Opportunities In response to the COVID-19 outbreak, the Comptroller’s office has cancelled in-person training classes through August, and is developing online classes. See a list of the latest web-based training and tutorials. Note: CPE credit will not be given for these Webex courses.
05/01/20	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller's office deposits the money into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
04/24/20	Settlement and Judgment Payroll Form Available Settlement and Judgment Payroll Form Available The Settlement and Judgment Payroll Processing form (74-232) is available for processing employee payroll deductions for settlement and judgment payments. Agencies must complete this form before processing any settlement or judgment payments when payroll deductions are required. Previously, agencies had to request the form from the Expenditure Assistance section. See Settlement and Judgment Processing Guidelines (FPP E.041) for the form and more information.
04/09/20	USAS Changes for Summary Vendor Numbers USAS Changes for Summary Vendor Numbers Effective April 10, new edits in USAS will create more consistent use of summary vendor numbers (Texas Identification Numbers starting with 3888). These edits will allow only summary payee transaction codes when processing payments using summary vendor numbers, and the summary vendor numbers must be established on the Payee Amount Limit (36) Profile. See ACR 60345 – USAS System Change for more information.
03/31/20	Reminder – Vendor Number Changes in USAS Reminder – Vendor Number Changes in USAS Effective immediately, the vendor numbers used to process two types of USAS transactions have changed. Agencies must update their internal systems to accommodate these vendor number changes. After March 31, the previous numbers and all their mail codes will be inactive and cannot be used to process payments or accounting transactions. The vendor number for Replenishing Petty Cash is now 31001035687.000, replacing 38880026539.000. See Processing Third-Party Transactions in USAS for Payment, Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required). The vendor number for Summary Cost Allocation Transfers is now 31001035695.000, replacing 38880025705.000. See Tracking Expenditures and Revenues Related to Natural Disaster Relief Efforts (FPP K.014). Contact Payment Services with questions.
03/26/20	Payment Scheduling and Advance Payment Policy Update Payment Scheduling and Advance Payment Policy Update The Comptroller’s office recognizes certain vendors may require payments before the 30-day period in response to a disaster declared by the governor. If an agency must process an early payment, it must document the business justification in terms of the disaster event. See Payment Scheduling for more information. While a state agency may make an advance payment for goods or services in response to a disaster declared by the governor, the payment must be necessary and serve a proper public purpose, and the agency must be able to document the justification for the Comptroller’s office. See Advance Payments for more information. Contact Expenditure Assistance with questions
03/20/20	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education might need to send documents with confidential information to Fiscal Management. Email is not a secured transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must Be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
03/20/20	Reminder — Vendor Number Changes in USAS Reminder — Vendor Number Changes in USAS Effective March 31, the vendor numbers used for the processing of two types of USAS transactions will change. Agencies must update their internal systems to prepare for these vendor number changes. Agencies have the option to start using the new numbers immediately. However, after March 31, the previous numbers and all their mail codes will be inactive and cannot be used to process payments or accounting transactions. The vendor number for Replenishing Petty Cash will be 31001035687.000, replacing 38880026539.000 The vendor number for Summary Cost Allocation Transfers will be 31001035695.000, replacing 38880025705.000 Contact Payment Services with questions.
02/21/20	Hotel Occupancy Tax Refund Reports Available March 9 Hotel Occupancy Tax Refund Reports Available March 9 Agencies that reimburse employees for state-related hotel stays are due a refund for hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for December through February will be available on DAFR reports 8190 and 8200 on March 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
02/14/20	Texas Comptroller Manual of Accounts Updated Texas Comptroller Manual of Accounts Updated Substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides information on state agencies, appropriated funds, accounts and object codes used to record accounting transactions. The updates reflect legislation passed by the 86th Legislature, Regular Session, that took effect Jan. 1.
02/07/20	Selecting the USAS and CAPPS Confidentiality Indicator Selecting the USAS and CAPPS Confidentiality Indicator To publish payment information promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must properly mark confidential transactions to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/31/20	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller's office deposits the money into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/03/20	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller’s office deposits the money into unappropriated general revenue. See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
01/03/20	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. You’ll find a link to the Forms page at the top of any FMX page. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
12/13/19	Coming Soon: New Look for FMX Coming Soon: New Look for FMX Fiscal Management’s website will have a new look in 2020. FMX will remain your resource for fiscal policies, procedures and forms, and bookmarks will still navigate to your favorite pages. The rollout is planned for January.
11/01/19	Benefits Proportional by MOF Reports Due Benefits Proportional by MOF Reports Due State agencies and institutions of higher education must ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance (MOF), unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19. For forms and sample letters, see Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/25/19	Review CBA and CLIBA Payment Procedures Review CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central bill account (CBA) and corporate liability individual bill account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/04/19	Comply With USAS and CAPPS Invoice Number and Description Requirements Comply With USAS and CAPPS Invoice Number and Description Requirements USAS and CAPPS transaction entry screens allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Agencies and institutions must never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/04/19	eXpendit Updates From 86th Legislature eXpendit Updates From 86th Legislature The General Provisions, Legal Proceedings, Contracts, Prompt Payment and Fiscal Matters tabs were updated to reflect legislative changes. See Changes in eXpendit to learn more.
10/04/19	Outside Legal Services Payment Due at 45 Days Outside Legal Services Payment Due at 45 Days Effective Sept. 1, 2019, a state agency’s payment for outside legal services is due on the 45th day after agency receipt of the invoice for legal services. Agencies must use comptroller object 7258 to record the payment. See Retention or Employment of Attorneys and Prompt Payment.
09/13/19	Take the 2019 Fiscal Management Customer Service Survey by Sept. 27 Take the 2019 Fiscal Management Customer Service Survey by Sept. 27 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 27. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/13/19	Substantive Changes Made to Texas Comptroller Manual of Accounts Substantive Changes Made to Texas Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides information on state agencies, appropriated funds, accounts and object codes used to record accounting transactions. The updates reflect legislation passed by the 86th Legislature, Regular Session, that took effect Sept. 1.
09/06/19	Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
08/30/19	Fiscal 2020 Travel Rates Available Fiscal 2020 Travel Rates Available Fiscal 2020 travel reimbursement rates are available now for: In-state or out-of-state meals and lodging In-state or out-of-state non-overnight meals Automobile mileage Aircraft mileage The 2020 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. Sept. 1-30, the standard lodging rate for all locations not listed on the GSA will be $94. Effective Oct. 1, the standard lodging rate increases to $96. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains $55. See Textravel, email Expenditure Assistance or call (512) 475-0966 for more information.
08/23/19	Reminder – USAS Purchase Category Codes Change Sept. 1 Reminder – USAS Purchase Category Codes Change Sept. 1 The Texas Comptroller of Public Accounts will update the USAS purchase category code (PCC) titles to align with the Statewide Procurement Division requirements and CAPPS PCC titles, and to improve reporting of Department of Information Resources (DIR) purchases. Effective Sept. 1, agencies must use PCCs I and N for DIR purchases on USAS document type 2 only. PCC updates include: I – DIR Contract Non-Bulk Purchase (renamed) N – DIR Contract Bulk Purchase (new code) J and Y will be inactivated as of Sept. 1
08/16/19	Summary of Changes Made by the 86th Legislature Summary of Changes Made by the 86th Legislature The 86th Legislature made many changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of these changes and major bills passed that affect state agencies.
08/16/19	Accounting Policy Statements Updated Accounting Policy Statements Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Review each APS carefully to ensure compliance with the most current policies and procedures.
08/16/19	Reminder – Systems Will Be Unavailable During Year-End Close Reminder – Systems Will Be Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2019 will occur Aug. 30. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes: Processing deadlines The dates and times the online systems will be unavailable Contacts for any issues
08/02/19	USAS Purchase Category Codes Change Sept. 1 USAS Purchase Category Codes Change Sept. 1 The Texas Comptroller of Public Accounts will update the purchase category code (PCC) titles in USAS to align with the Statewide Procurement Division requirements and CAPPS PCC titles and to improve reporting of Department of Information Resources (DIR) purchases. Effective Sept. 1, agencies must use PCCs I and N for DIR purchases on USAS document type 2 only. PCC updates include: I – DIR Contract Non-Bulk Purchase (renamed) N – DIR Contract Bulk Purchase (new code) J and Y will be inactivated as of Sept. 1
07/26/19	Late Payment Interest Rate Increases for Fiscal 2020 Late Payment Interest Rate Increases for Fiscal 2020 The interest rate the state pays on a late payment due to a vendor under the state’s prompt payment law will be 6.50 percent for fiscal 2020. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July. See Interest Rate on eXpendit (FPP I.005) for more information.
07/19/19	Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for June through July will be available on DAFR reports 8190 and 8200 on Aug. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
07/19/19	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). These changes include routine maintenance, edits to the Manual of Accounts, and legislation passed by the 86th Legislature, Regular Session, effective before Sept. 1. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to use when properly recording accounting transactions.
07/08/19	Master Schedule of Year-End Close Events Set Master Schedule of Year-End Close Events Set See the 2019 Master Schedule of Year-End Close Events that includes: Processing deadlines System maintenance dates and times Support contacts