“What’s New” for Purchase

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
05/10/19	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller’s office deposits the money into unappropriated General Revenue. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.
03/22/19	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must be sent as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
03/01/19	Replacement Payments for Lost Warrants Replacement Payments for Lost Warrants Replacement payments for lost, stolen or destroyed warrants can now be made by direct deposit if the original payment was issued as a warrant. This direct deposit option applies only to warrants issued by USAS. See Returned Direct Deposits and Replacement Payments on eXpendit for detailed USAS instructions, or email expenditure.assistance@cpa.texas.gov with questions.
02/08/19	USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked 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.
02/04/19	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/18/19	SPA Phase-Out Plan SPA Phase-Out Plan Over the next few years, the Comptroller’s office will be retiring the SPA system and transitioning state agencies to CAPPS. Statewide asset management and required capital asset financial reporting will be accomplished using: The CAPPS Asset Management (AM) module for both CAPPS Central and CAPPS Hub agencies The Capital Asset Note Submission System (CANSS) and A new custom-built Capital Asset Transfer System (CATS) SPA will remain the state’s capital asset system of record during the transition, and all agencies — including those currently reporting to CAPPS — will be required to interface with SPA. Read more about the transition from SPA to CAPPS on FMX.
01/04/19	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/04/19	Reminder – Current Forms Always Available on FMX Reminder – Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is available at the top of all FMX pages. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
12/21/18	Mileage Reimbursement Rate Increases to 58 Cents on Jan. 1 Mileage Reimbursement Rate Increases to 58 Cents on Jan. 1 Effective Jan. 1 to Dec. 31, 2019, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase from 54.5 cents to 58 cents per mile. 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 for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before its employees begin any travel under the lower rate.
11/16/18	Reminder – Check Direct Deposit Settlement Dates Reminder – Check 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.
11/09/18	Updated APS 001 and 011 Updated APS 001 and 011 Accounting policy statements (APS) Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) and Benefits Proportional by Method of Finance (APS 011) (FPP A.010) have been updated to: Reflect changes to paying benefit costs proportional to agencies’ or institutions’ methods of finance (MOF) Provide additional details related to revenue types and other financing by MOF Clarify funding types and the amount agencies and institutions must disclose or may exclude in each schedule Include additional guidance related to reporting interagency contract payments/proceeds and applicable benefits that are charged/collected See APS 001 and APS 011 for more information.
10/26/18	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 billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.
10/05/18	Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements 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. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information on complying with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023)
09/14/18	Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 12. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
08/31/18	Fiscal 2019 Travel Rates Available Now Fiscal 2019 Travel Rates Available Now The 2019 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. For Sept. 1 – 30: The standard lodging rate for all locations not listed on the GSA will be $93 The maximum daily meal reimbursement rate for all locations not listed on the GSA will be $51 Effective Oct. 1: The standard lodging rate increases to $94 The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA will be $55 See Textravel – Current Rates, email Expenditure Assistance or call (512) 475-0966 for more information.
08/17/18	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 2018 will occur on Friday, Aug. 31. 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 that includes: Processing deadlines The dates and times the online systems will be unavailable Contacts for any issues
07/27/18	Outstanding Warrants Voiding Aug. 31 Outstanding Warrants Voiding Aug. 31 The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies should monitor their reports before warrants become void on Aug. 31. The Outstanding Warrant Report (DAFR 8161) can be requested through the Report Request Profile, USAS 91 screen. It includes two special select options: SPEC SEL 1: Provides a report by payee number in ascending order. To select this report, enter V on the 91 screen and check that the SPEC SEL 2 field is blank. SPEC SEL 2: Provides a report for specific dollar amount thresholds in descending order. To select this report, enter values A-D on the 91 screen as follows: A = over $500 B = over $1,000 C = over $5,000 D = over $10,000 The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen. Agencies are also reminded of the following: Vendor requests for a list of outstanding warrants must exclude the warrant number and TIN. Payments can be assigned to a third party via contract. If payees request a third-party assignment, a copy of the contract should be submitted for approval by your agency’s legal staff. See Assignments in TexPayment Resources. For questions, please contact Payment Services.
07/27/18	Late Payment Interest Rate Increases for Fiscal 2019 Late Payment Interest Rate Increases for Fiscal 2019 The interest rate the state pays on a late payment due to a vendor under the state’s prompt payment law will be 6.00 percent for fiscal 2019. 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.
07/27/18	Changes to Web Warrant Inquiry and Cancellation System Changes to Web Warrant Inquiry and Cancellation System The Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC) (login required) has a new edit that checks for hold status on cancelled warrants. When cancelling a warrant that is on hold, WWIC defaults the Cancel Reason to 304 Warrant on Hold. This change was made to: Assist agencies with statutory compliance that requires consent from the hold source agencies before a warrant is cancelled Alert agencies that the warrant is on hold and not lost when a payee reports they did not receive the warrant Note that a held warrant may be cancelled after it is released from hold. Agencies are advised to check the Payee Held Warrants Released (PYWTHR) screen in TINS. If listed on PYWTHR, the agency does not need to seek approval, since the warrant is no longer on hold, but must still select Cancel Reason 304 Warrant on Hold. For questions, contact Payment Services.
07/20/18	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. For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).
07/06/18	Master Schedule of Year-End Close Events Set Master Schedule of Year-End Close Events Set Please see the 2018 Master Schedule of Year-End Close Events that includes: Processing deadlines Dates and times the online systems will be unavailable Contacts for any issues
06/25/18	Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 27. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms.
05/11/18	Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
04/27/18	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must not be sent in the body of an email, but included as an encrypted attachment as prescribed by your agency’s information security policy. Refer to Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
03/09/18	Hotel Occupancy Tax Refund FPP Has Been Updated Hotel Occupancy Tax Refund FPP Has Been Updated The fiscal policy and procedure, Hotel Occupancy Tax Quarterly Refund (FPP B.006), has been updated to: Reflect a new document number scheme for the quarterly tax refund transactions Clarify when refund transactions are processed and available on the USAS DAFR8190 and DAFR8200 reports For questions on the update, contact your appropriation control officer.
02/23/18	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 the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. Hotel occupancy tax refunds for December through February will be available on DAFR reports 8190 and 8200 on March 9. For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).
02/16/18	Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports March 15 is the maintenance/corrections deadline for the fiscal 2018 Second Quarter Veteran Workforce Summary Reports (Dec. 1 – 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. For more information, see Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038).
02/02/18	Reminder — Current Forms Always Available on FMX Reminder — Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is available at the top of all FMX pages. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
01/26/18	Reminder — Last Day to Request Form 1099 is Jan. 30 Reminder — Last Day to Request Form 1099 is Jan. 30 Payments of $600 or more for services or interest during a calendar year to a non-corporate payee must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC) or Form 1099-Interest Income (INT). The last day to make adjustments in USAS to the 1099 reportable data and request 1099s is Jan. 30. For more information, see USAS Procedures for 1099 Reporting for Calendar Year 2017 (FPP E.001).
01/22/18	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/16/18	Warrant Distribution Delayed Due to Inclement Weather Warrant Distribution Delayed Due to Inclement Weather Due to inclement weather, the Comptroller’s office will open at 10 a.m. on Jan. 17. Warrant pickup will be available at 10 a.m. Additional closures or delayed openings will be announced on FMX.
01/16/18	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Jan. 16. Warrants will not be distributed on this day. Additional closures or delayed openings will be announced on FMX.
01/15/18	Comptroller’s Office Closed Due to Inclement Weather Comptroller’s Office Closed Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Jan. 16, 2018. Agencies can check FMX or call (512) 475-0510 after 12:00 p.m. to confirm if warrants are available for distribution. On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call (512) 475-0510 upon arrival at the LBJ building if no guard is present.
01/08/18	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
12/15/17	Mileage Reimbursement Rate Increases to 54.5 Cents on Jan. 1 Mileage Reimbursement Rate Increases to 54.5 Cents on Jan. 1 The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will increase from 53.5 cents to 54.5 cents per mile, effective Jan. 1 to Dec. 31, 2018. This rate is consistent with the Internal Revenue Service’s standard mileage rate. Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before their employees begin any travel under the lower rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.
12/15/17	Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective 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. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the USAS/TINS Input Record File Submission Schedule.
11/17/17	Reminders – Warrant Pickup Available 8 to 10 a.m. on Nov. 22 Reminders – Warrant Pickup Available 8 to 10 a.m. on Nov. 22 Warrant pickup will only be available from 8 to 10 a.m. on Wednesday, Nov. 22. For more information, see Holiday Payment Distribution.
11/13/17	Check Direct Deposit Settlement Dates Check 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. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the USAS/TINS Input Record File Submission Schedule.
11/13/17	Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/27/17	Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.
10/20/17	Benefits Proportional by Method of Finance Reports Due Nov. 19 Benefits Proportional by Method of Finance Reports Due Nov. 19 State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s Method of Finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/06/17	Latest eXpendit Updates Now Available Latest eXpendit Updates Now Available The Restricted Expenditures and Contracts tabs were updated to reflect legislative changes. To learn more, see Latest Updates on eXpendit.
10/06/17	Substantive Changes Made to Texas Comptroller Manual of Accounts Substantive Changes Made to Texas Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides current information on state agencies, appropriated funds, accounts and object codes used in properly recording accounting transactions. The latest changes include routine maintenance and edits, and also reflect legislation passed by the 84th Legislature, Regular Session, and 85th Legislature, Regular Session, that took effect Sept. 1.
10/06/17	Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements 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. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information and to review procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).
09/15/17	Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 13. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/11/17	Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
09/01/17	Fiscal 2018 Travel Rates Available Now Fiscal 2018 Travel Rates Available Now Fiscal 2018 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 2018 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. For Sept. 1 – 30, the standard lodging rate for all locations not listed on the GSA will be $91. Effective Oct.1, the standard lodging rate increases to $93. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains $51. For more information, see Textravel or email Expenditure Assistance.
08/31/17	Accounting Resources Available for Hurricane Harvey Relief Accounting Resources Available for Hurricane Harvey Relief Many state agencies and institutions have been called on to assist Texas citizens who have suffered losses due to Hurricane Harvey. Governor Abbott has issued several proclamations to provide relief to those affected. See the governor’s website for more information on how these proclamations may affect your agency’s business. For additional information and contacts by topic, see Accounting for Natural Disaster Relief Efforts (FPP K.011).
08/18/17	Accounting Policy Statements Have Been Updated Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
08/18/17	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 2017 will occur on Thursday, Aug. 31. 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
08/11/17	Changes Made by the 85th Legislature Summarized Changes Made by the 85th Legislature Summarized The 85th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008).
08/11/17	Updated Settlement and Judgment Processing Guidelines Available Now Updated Settlement and Judgment Processing Guidelines Available Now Settlement and Judgment Processing Guidelines (FPP E.041) has been updated, in part to reflect changes made by the 85th Legislature, Regular Session, that require: The payment of a settlement or judgment to not exceed 1 percent of the total amount of funds appropriated for expenditure by that agency for that fiscal year. A statement be added to settlement and judgment documentation verifying that allowed limits have not been exceeded. See the Sample Settlement Letter and Sample Transmittal Letter for Pre-Litigation Claims. Due to extensive changes, staff who process settlements and judgments should thoroughly review Settlement and Judgment Processing Guidelines (FPP E.041).
07/28/17	Outstanding Warrants Voiding Aug. 31 Outstanding Warrants Voiding Aug. 31 The monthly Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies are reminded to monitor their report, especially during the summer months, before warrants become void on Aug. 31. The Outstanding Warrant Report (DAFR8161) is a requestable report via the online Report Request Profile, USAS 91 screen and includes two special select options. SPEC SEL 1: Provides an outstanding warrant report by payee number in ascending order. To select this report, enter V on the 91 screen. To ensure all outstanding warrants are listed for all payees, the SPEC SEL 2 field must be blank. SPEC SEL 2: Provides an outstanding warrant report for specific dollar amount thresholds and lists warrants in descending order by dollar amount. To select this report, enter values A–D on the 91 screen as follows: A = over $500 B = over $1,000 C = over $5,000 D = over $10,000 The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen. If you have questions, please contact Payment Services.
06/30/17	Master Schedule of Year-End Close Events Available Master Schedule of Year-End Close Events Available Please see the 2017 Master Schedule of Year-End Close Events that includes: Processing deadlines Dates and times the online systems will be unavailable Contacts for any issues
06/23/17	Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 28. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.
05/12/17	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller's office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division (UP).
05/05/17	USAS ACR 60212 Limits Changes to Certain D23 Fund Fields USAS ACR 60212 Limits Changes to Certain D23 Fund Fields Effective May 5, access to making changes in the `APPROPRIATED FUND`, `GAAP FUND` and `GAAP FUND TYPE` fields on the USAS D23 screen is limited to central user classes only. This ensures all financial table balances are reported properly and reduces the corrective actions and agency coordination required when these fields are changed. For more information, see ACR 60212 – USAS System Change
04/28/17	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information such as Social Security numbers, dates of birth, direct deposit instructions, net pay and Texas identification numbers that include Social Security numbers. Email is not considered a secured transmission, and confidential information should not be sent in the body of an email. Provide an encrypted attachment for any confidential information as prescribed by your agency’s Information Security Office. Passwords should be provided in a separate email or over the phone. Fax transmission is also acceptable. For more information, see Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004).
04/13/17	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
02/24/17	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 the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
02/17/17	USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045). Under state law, it is the responsibility of the agency or institution submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act. When an agency or institution marks a transaction confidential, they should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
02/03/17	Reminder – Current Forms Always Available on FMX Reminder – Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic, browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic.
01/27/17	Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 The Fiscal Management applications and mainframe systems are expected to be unavailable due to scheduled maintenance on Sunday, Jan. 29, from 2 a.m. to 10 a.m.
01/20/17	Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division.
01/06/17	Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller's Unclaimed Property Division.
12/16/16	Mileage Reimbursement Rate Decreases to 53.5 Cents on Jan. 1 Mileage Reimbursement Rate Decreases to 53.5 Cents on Jan. 1 The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will decrease from 54.0 cents to 53.5 cents per mile, effective Jan. 1 to Dec. 31, 2017. This rate is consistent with the Internal Revenue Service’s standard mileage rate. Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before their employees begin any travel. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.
12/16/16	Reminder – Check Direct Deposit Settlement Dates Reminder – Check Direct Deposit Settlement Dates State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle 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. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Calendar.
12/09/16	Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective 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. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Calendar.
12/09/16	Jan. 2 Direct Deposit Payments Jan. 2 Direct Deposit Payments Monday, Jan. 2, 2017 is a banking holiday, observed by the Federal Reserve and most financial institutions. According to state law, Jan. 2 is considered the first working day following the December 2016 pay period, making it pay day. As a result, payroll warrants will be dated Jan. 2, 2017. While direct deposit payments will be transmitted to financial institutions before and with the payment date of Jan. 2, those institutions are not required to post payments on the banking holiday. Consequently, some employees’ funds may not be available until Tuesday, Jan. 3. Supplemental direct deposit payrolls and regular vendor (bills) payments will also be affected. Payments that process through USAS and payrolls that process through USPS and SPRS/CAPPS on Thursday, Dec. 29, will be transmitted with a payment date of Jan. 2. Consequently, employees’ and payees’ funds may not be available until Tuesday, Jan. 3. Employees and payees with direct deposit should check with their financial institutions to confirm when their funds will be available. This is especially important if the employee or vendor has established automatic withdrawals on Jan. 2.
11/18/16	Reminder — Check Direct Deposit Settlement Dates Reminder — Check Direct Deposit Settlement Dates State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle 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. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Calendar.
11/14/16	Search State Payments Issued Video Tutorials Available for Payees Search State Payments Issued Video Tutorials Available for Payees Video tutorials on the Comptroller’s online application for detailed payment information are now available on: State Payee Payment Resources on FMX Texas Direct Deposit on Comptroller.Texas.Gov The Comptroller’s YouTube playlists The Search State Payments Issued tutorials present an opportunity to promote direct deposit for your agency’s payees. For more information, contact Payment Services.
11/14/16	Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle 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. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Center.
10/31/16	Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact.
10/07/16	Update Agency Link to Where the Money Goes Update Agency Link to Where the Money Goes State agencies and institutions of higher education are required to include a link to the Comptroller’s Where the Money Goes expenditure database on their websites. The URL for the database and visual tools have changed with the rebuild of Comptroller.Texas.Gov. For more information, see Where the Money Goes Requirements (FPP G.004).
09/30/16	Updated Fix for BlueZone Updated Fix for BlueZone Recently, Microsoft released and updated Internet Explorer (IE) to version 11.0.35. The new IE version was incompatible with the BlueZone Web-to-Host Windows-based terminal emulation application. Microsoft has released a fix (KB3192665) that will eliminate the compatibility issue. It can be downloaded from their Update Catalog. BlueZone can be used to access the Comptroller’s mainframe through online applications, such as the Uniform Statewide Accounting System (USAS) or the Uniform Statewide Payroll/Personnel System (USPS). For more information, see Requirements for Transmitting Comptroller Information Over Public Networks (FPP N.007) (login required).
09/30/16	Fiscal Management Requests Your Feedback Fiscal Management Requests Your Feedback Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide. The survey is extended to until close of business Friday, Oct. 7. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help.
09/30/16	Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective settlement date of a payment. When 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. This includes Columbus Day (Oct. 10).
09/30/16	Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements 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. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information and to review your agency’s procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).
09/16/16	Take the Fiscal Management Customer Service Survey by Sept. 30 Take the Fiscal Management Customer Service Survey by Sept. 30 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/16/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
09/16/16	Fiscal 2017 Travel Rates Available Now Fiscal 2017 Travel Rates Available Now Fiscal 2017 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 2017 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. Please note that the standard lodging rate for out-of-state locations not listed on the GSA has increased to $91. However, the General Appropriations Act (GAA) limits lodging reimbursement for non-listed in-state locations to $85. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains at $51. For more information, see Textravel, email Expenditure Assistance or call (512) 475-0966.
09/02/16	eXpendit Updates eXpendit Updates The Appropriations and Appropriation Year Determination sections under the Fiscal Matters tab were updated to better convey current policies. Additionally, the Employee Uniforms and Clothing Allowances section was added to the State Employees tab.
08/19/16	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 2016 will occur on Wednesday, Aug. 31. 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: The dates and times the online systems will be unavailable Contacts for any issues
08/12/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
07/22/16	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. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
07/08/16	Late Payment Interest Rate Increases for Fiscal 2017 Late Payment Interest Rate Increases for Fiscal 2017 The interest rate the state pays on a late payment due to a vendor under the state’s prompt payment law will be 4.50 percent for fiscal 2017. 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. For more information, see Interest Rate on eXpendit (FPP I.005).
07/01/16	Schedule of Year-End Close Events Available Schedule of Year-End Close Events Available Please see the 2016 Master Schedule of Year-End Close Events that includes: Processing deadlines Dates and times the online systems will be unavailable Contacts for any issues
07/01/16	Do You Know All the Appropriation and Fiscal Year Differences? Do You Know All the Appropriation and Fiscal Year Differences? The new Appropriation Year and Fiscal Year Comparison Chart illustrates the important differences between these two yearly time periods, including: What they do What they specify How long they last What the rules are Where they usually count most This resource can be found in USAS Reference (FPP Q.012) and the Training Library: USAS.
06/24/16	Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 8. All corrections must be entered into USAS by July 29. See USAS Balance for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.
05/13/16	Reminder — Agencies Must Request Unclaimed Funds by May 27 Reminder — Agencies Must Request Unclaimed Funds by May 27 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP).
03/18/16	Reminder – NASACT Middle Management Conference Reminder – NASACT Middle Management Conference The National Association of State Auditors, Comptrollers and Treasurers’ (NASACT) Middle Management Conference will be held April 12–14 in Austin. Texas state government employees are invited to attend. The Texas Comptroller of Public Accounts and State Auditor’s Office are co-hosts for this event. Who should attend: emerging leaders in state government financial management, auditing and training Registration Deadline: April 1, 2016 CPE Credits: 20 (recommended) Cost: $425.00 For detailed information, see the conference flyer and the NASACT website. If you have additional questions, contact Rob Coleman, Conference Co-Chair, at (512) 463-7630.
02/26/16	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 the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
02/26/16	NASACT Middle Management Conference NASACT Middle Management Conference The National Association of State Auditors, Comptrollers and Treasurers’ (NASACT) Middle Management Conference will be held April 12–14 in Austin. Texas state government employees are invited to attend. The Texas Comptroller of Public Accounts and State Auditor’s Office are co-hosts for this event. Who should attend: emerging leaders in state government financial management, auditing and training Registration Deadline: April 1, 2016 CPE Credits: 20 (recommended) Cost: $425.00 For detailed information, see the conference flyer and the NASACT website. If you have additional questions, contact Rob Coleman, Conference Co-Chair, at (512) 463-7630.
02/19/16	USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045). Under state law, it is the responsibility of the agency submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). When an agency marks a transaction confidential, the agency should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
02/19/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov.
02/12/16	Reminder — Use the Current Forms Available on FMX Reminder — Use the Current Forms Available on FMX Do you need to submit a form to Fiscal Management? Visit the Forms page or appropriate topic page on FMX to ensure you submit the current version. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic or browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic. Note: Previously downloaded copies or stored links may not provide up-to-date forms.
01/29/16	Legislation-related Substantive Changes Made to Comptroller Manual of Accounts Legislation-related Substantive Changes Made to Comptroller Manual of Accounts A number of substantive changes, effective Sept. 30 and Jan. 1, have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov.
01/22/16	Reminder – Agencies Must Request Unclaimed Funds by May 27 Reminder – Agencies Must Request Unclaimed Funds by May 27 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP) and the list of agencies with unclaimed funds. UP will mail claim forms to the financial representatives of agencies on the list by Jan. 29.
01/08/16	Agencies Must Request Unclaimed Funds by May 27 Agencies Must Request Unclaimed Funds by May 27 Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP) and the list of agencies with unclaimed funds. UP will mail claim forms to the financial representatives of agencies on the list by Jan. 29.