“What’s New” for Systems

11/08/24	2024 State of Texas Annual Cash Report 2024 State of Texas Annual Cash Report The State of Texas Annual Cash Report for fiscal 2024 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Texas Government Code, Section 403.013.
11/08/24	Local Funds Reporting Requirements Due Local Funds Reporting Requirements Due State agencies that receive, spend or administer funds or revenues held outside the state treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2025 projected data must be submitted by Dec. 12, using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional Reporting Requirements per the GAA for more information.
11/08/24	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in the 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.
11/01/24	Warrant Distribution on Nov. 27 Warrant Distribution on Nov. 27 The Comptroller’s office will be closed for business on Wednesday, Nov. 27; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 26 processing cycle. There will be no warrant distribution on Nov. 28 or 29. Warrants from the Nov. 27 and Nov. 29 processing cycles will be available for distribution on Monday, Dec. 2. See Payment Distribution for warrant pickup requirements.
11/01/24	Direct Deposit Settlement Dates Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
11/01/24	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/01/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 21, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available a few days before the meeting.
11/01/24	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2025. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/25/24	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.
10/25/24	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/18/24	Final EEO Report Final EEO Report On Oct. 31, final copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer. Oct. 29 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 31.
10/18/24	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2025. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/18/24	Reminder – Budget T-Codes Effective Date Change Reminder – Budget T-Codes Effective Date Change On Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will change to 09/01/2024. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount. Contact your financial reporting analyst with questions.
10/11/24	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields State agencies and institutions of higher education may enter payment information in the invoice number and description fields on USAS and CAPPS transaction entry screens. 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.
10/11/24	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated agencies to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
10/04/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Oct. 24, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available a few days before the meeting.
10/04/24	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 17, preliminary copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 29 – Data corrections due. Data corrections entered or submitted after Oct. 29 will not be reflected in the final report issued Oct. 31.
10/04/24	Reminder – SPA/AFR Reconciliation Deadlines Reminder – SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Deadlines for certification in the Capital Asset Note Submission System (CANSS) web application are: Oct. 20 – Full reporting agencies. Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA). See Instructions for the CANSS Web Application for more information. Contact your SPA analyst with questions about SPA or SPA/CANSS variances.
10/04/24	Reminder – State Employee Charitable Campaign Reminder – State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may choose to deduct contributions to participating charities from their paychecks. CAPPS Central will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using CAPPS Central must update their own payroll/personnel systems. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for participating statewide federations, local campaign areas and more information.
09/27/24	Final Fiscal 2024 Annual Report (Statewide Hiring Practices) Final Fiscal 2024 Annual Report (Statewide Hiring Practices) Each state agency and institution of higher education will receive a final copy of the fiscal 2024 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 7. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/27/24	Preliminary EEO Report Preliminary EEO Report On Oct. 17, preliminary copies of the 2024 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 29 – Data corrections due. Data corrections entered or submitted after Oct. 29 will not be reflected in the final report issued Oct. 31.
09/27/24	Budget T-Codes Effective Date Change Budget T-Codes Effective Date Change On Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will change to 09/01/2024. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount. Contact your financial reporting analyst with questions.
09/27/24	Reminder – Take Our Customer Service Survey Reminder – Take Our Customer Service Survey We care about what you think! Please take a moment to fill out Fiscal Management’s online customer service survey. We depend on your feedback to improve our operations and better meet your needs. The survey has three main questions that should take less than a minute to answer, plus an opportunity to provide additional feedback. You can access the survey until Friday, Oct. 4. Please share this email and survey link with any staff that may interact with Fiscal Management and our statewide systems. Thank you in advance for your time and thoughts. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/20/24	Annual Encumbrance Reporting Due Annual Encumbrance Reporting Due State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year. All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
09/20/24	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.) The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for past appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.
09/20/24	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
09/13/24	Preliminary Fiscal 2024 Annual Report (Statewide Hiring Practices) Preliminary Fiscal 2024 Annual Report (Statewide Hiring Practices) Preliminary copies of the fiscal 2024 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer Sept. 19. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 26, and will have until Oct. 4 to review the preliminary report and enter or submit changes. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/13/24	Fiscal 2025 Travel Rates Fiscal 2025 Travel Rates The 2025 General Services Administration (GSA) rates are online now and effective Oct. 1. Fiscal 2025 travel reimbursement rates are available for: In-state and out-of-state meals and lodging. In-state and out-of-state non-overnight meals. Automobile mileage. Aircraft mileage. Standard lodging reimbursement rates have increased for fiscal 2025. The standard lodging rate for all locations not listed by the GSA increases from $107 to $110. The meal reimbursement rate for locations not listed by the GSA increases from $59 to $68. For CAPPS agencies using the Travel and Expense module, the CAPPS Financials Production support team will update meal and lodging rates. Mileage rates must be updated by each agency. Contact your CAPPS level 1 representative for assistance. For more information, see Textravel, email expenditure.assistance@cpa.texas.gov or call (512) 475-0966.
09/13/24	Warrant Pickup Authorization Update Warrant Pickup Authorization Update Agencies are no longer required to update the Agency Authorization for Warrant Pickup form (74-189) every two years. The form must be updated whenever authorized personnel are added or removed, or the preferred distribution method changes. Failure to remove terminated employees from the authorization form may result in an audit finding. See Authorization for Warrant Pickup on TexPayment Resource for the updated instructions. Contact Payment Services for questions.
09/06/24	HRIS Employees Without Reappointments Report HRIS Employees Without Reappointments Report Institutions of higher education can download the HRIS Employees Without Reappointments Report on Sept. 20. Make all employee information corrections by close of business Sept. 27. HRIS uses this information to generate the Equal Employment Opportunity Report, Annual Report (Statewide Hiring Practices for the Fiscal Year) and Veteran Workforce Summary Report. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) or contact your agency’s HRIS representative for more information on the reappointment process. Note: Only institutions that have active employees without reappointments will receive reports.
09/06/24	RTIs for Fiscal 2025 Unemployment Compensation Reimbursements RTIs for Fiscal 2025 Unemployment Compensation Reimbursements The recurring transaction indexes (RTIs) for unemployment compensation reimbursements have been updated for fiscal 2025. See Reimbursements for Unemployment Compensation Payments (APS 003) (FPP A.035) for details.
09/06/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Sept. 24, 9 – 10:30 a.m. A CAPPS Financials user group meeting will be held Sept. 26, 9 – 10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
09/06/24	Reminder – Military Workforce Summary Reports Due Reminder – Military Workforce Summary Reports Due Sept. 13 is the maintenance and corrections deadline for the fiscal 2024 fourth-quarter Military Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 17 and must be submitted by Sept. 24. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
08/30/24	State Employee Charitable Campaign State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may choose to deduct contributions to participating charities from their paychecks. CAPPS Central will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using CAPPS Central must update their own payroll/personnel systems. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for participating statewide federations, local campaign areas and more information.
08/30/24	Higher Education USAS/ABEST Reconciliation Deadline Higher Education USAS/ABEST Reconciliation Deadline Institutions of higher education hold appropriated funds outside the state treasury and must enter fiscal 2024 expenditure activity in USAS by Nov. 1 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). See Entering Higher Education Expenditure Activity in USAS for USAS/ABEST Reconciliation (FPP B.011) for more information. Note: Community/junior colleges are excluded from these requirements.
08/30/24	Reminder – Property Transfer Deadline Reminder – Property Transfer Deadline Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations See Transferring Property in the SPA Process User’s Guide for complete instructions.
08/30/24	Reminder – Certification of Physical Inventory Form Due Reminder – Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency form (73-283) to the Comptroller’s office by Sept. 20. See Certification of Physical Inventory in the SPA Process User’s Guide for details.
08/23/24	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/23/24	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/23/24	Reminder – SPA/AFR Reconciliation Deadlines Reminder – SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Deadlines for certification in the Capital Asset Note Submission System (CANSS) web application are: Sept. 28 – GR consolidated agencies. Oct. 20 – Full reporting agencies. Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA). See Instructions for the CANSS Web Application for more information. Contact your SPA analyst with questions about SPA or SPA/CANSS variances.
08/16/24	RTI End Dates RTI End Dates For recurring transaction indexes (RTIs) used during the interagency reconciliation process for the AFR, users should either leave the EFF END DATE field blank, or enter a date of Sept. 27 or later in that field on the Recurring Transaction Profile (55) screen. Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITVs past that end date. Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one. See RTI Tables for Interfund/Interagency Transactions and the ITV/RTI Process USAS FAQs for more information.
08/16/24	Capitalization Threshold Increase Capitalization Threshold Increase Effective Sept. 1, the capitalization thresholds in AFR categories 4 (furniture and equipment) and 5 (vehicles, boats and aircraft) increase to $10,000. This also affects SPA class codes related to those AFR categories. Controlled class code thresholds increase to $500 – $9,999.99. Reporting for fiscal 2024 and before will follow the $5,000 threshold for AFR category 4 and 5, along with the threshold of $500 – $4,999.99 for controlled class codes in SPA. See Introduction to Capital Assets in the SPA User’s Guide for more information; contact your SPA analyst with questions.
08/16/24	Military Workforce Summary Reports Due Military Workforce Summary Reports Due Sept. 13 is the maintenance and corrections deadline for the fiscal 2024 fourth-quarter Military Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 17 and must be submitted by Sept. 24. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
08/09/24	Late Payment Interest Rate for Fiscal 2025 Late Payment Interest Rate for Fiscal 2025 For fiscal 2025, the interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 9.50 percent. 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.
08/09/24	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the third- and fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/09/24	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2024 occurs Aug. 30. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines. System maintenance dates and times. Support contacts.
08/09/24	Reminder – HRIS Reappointments Due Reminder – HRIS Reappointments Due Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 4: EFT #1 — Class codes and carriers. Sept. 9: EFT #2 — Reappointments for fiscal 2025. Sept. 11: EFT #3 — Terminations for fiscal 2024. The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
08/02/24	New CAPPS Logos New CAPPS Logos The Comptroller’s office is proud to announce the launch of new logos for CAPPS. Certain CAPPS-related web pages and system interfaces will also be rebranded with a fresh, modern look. These changes begin rolling out Sept. 1, with CAPPS-based training documentation and other materials to be updated in phases. No changes are required for CAPPS Central agencies. For CAPPS Hub agencies using the current logo, the September Hub package will include the new design. All agencies may request updated images earlier by submitting a service request ticket.
08/02/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Aug. 22, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
07/26/24	SPA/AFR Reconciliation Deadlines SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Deadlines for certification in the Capital Asset Note Submission System (CANSS) web application are: Sept. 28 – GR consolidated agencies. Oct. 20 – Full reporting agencies. Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA). See Instructions for the CANSS Web Application for more information. Contact your SPA analyst for SPA questions or SPA/CANSS variances.
07/26/24	Property Transfer Deadline Property Transfer Deadline Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations. Universities that do not report to SPA must follow the AFR reporting requirements for: Note 2 Preparation. Sale, Disposal, or Interagency Transfer of Capital Assets by External Agencies. See Transferring Property in the SPA Process User’s Guide for complete instructions.
07/19/24	Outstanding Warrants Void Aug. 30 Outstanding Warrants Void Aug. 30 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month (e.g., July 5 and Aug. 2). Agencies should monitor their report before warrants become void Aug. 30. See USAS Annual Close Process (FPP Q.004) for more information, including how to generate agency-customized reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/19/24	Certification of Physical Inventory Form Due Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency form (73-283) to the Comptroller's office by Sept. 20. See Certification of Physical Inventory in the SPA Process User’s Guide for details.
07/19/24	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/12/24	Super Security Delete Request Form Change Super Security Delete Request Form Change Effective July 15, a new version of the Super Security Delete Request form (73-310) is available. The new version includes: Ability to enter ranges for batch sequence numbers and document suffix numbers. Removal of the reason codes. Expansion to 11 rows for entering super security delete (SSD) transaction details. Addition of an alternative contact for the SSD request. Follow the instructions on Page 2 of the form to enter the appropriate values in each field. Note: To complete the form electronically, download it to your computer and open the form with Adobe Acrobat Reader. Do not complete the form using your internet browser. Previous versions of the SSD form will be rejected by USAS Maintenance after July 31. See USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001) for more information. Email usas.maintenance@cpa.texas.gov or contact your agency’s appropriation control officer with questions.
07/12/24	Earned Federal Funds Collections Earned Federal Funds Collections Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA) are appropriated, subject to certain conditions and deadlines. See Appropriation Authority for Earned Federal Fund Collections Above the Annual Level in Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines. Contact your agency’s appropriation control officer with questions.
07/12/24	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 4: EFT #1 — Class codes and carriers. Sept. 9: EFT #2 — Reappointments for fiscal 2025. Sept. 11: EFT #3 — Terminations for fiscal 2024. The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/12/24	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 Aug. 9 on DAFR8190 and DAFR8200. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
07/12/24	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance are: July 26 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions.
07/12/24	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Agencies must enter fiscal 2025 appropriation budgets in USAS and submit all required documentation by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedules, instructions, definitions and samples.
07/11/24	New Overtime Rule Blocked New Overtime Rule Blocked A federal district court has issued an injunction that blocks the enforcement of the Department of Labor’s new Fair Labor Standards Act (FLSA) rule for Texas government employees. For more information, see Federal Overtime Changes Effective July 1, 2024. Note: The Comptroller of Public Accounts does not provide guidance on FLSA, overtime exemptions or related employment law issues.
07/02/24	TINS Application to Report Indebtedness TINS Application to Report Indebtedness State agencies and institutions of higher education reporting state debts to TINS must semiannually review contact information for each assigned hold reason code. If the information displayed on the TINS Agency Hold Reason Inquiry (RSNINQ) screen requires updates, submit a separate Application to Report Indebtedness form for each hold reason code requiring updates. See Application to Report Indebtedness on TexPayment Resource for the form and more information. Contact Payment Services with questions.
07/02/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held July 23, 9 – 10:30 a.m. A CAPPS Financials user group meeting will be held July 25, 9 – 10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
06/28/24	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2024 Master Schedule of Year-End Close Events, which includes: Processing deadlines. Support contacts. System maintenance dates and times.
06/28/24	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2024 USAS annual cash-basis close occurs on Friday, Aug. 30. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process(FPP Q.004). See Scheduling Critical Payments at Fiscal Year-End for more information by appropriation year, including deadlines. Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
06/28/24	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. Aug. 30 through 8 a.m. Sept. 3. Normal activities resume 8 a.m. Sept. 3.
06/28/24	SPA Fiscal Year-End Close Process SPA Fiscal Year-End Close Process The last SPA processing cycle before the fiscal year-end close runs Aug. 30. SPA will be available Sept. 3 to accept both fiscal 2024 and fiscal 2025 transactions. See SPA Fiscal Year-End Close Process (FPP N.008) for more information.
06/28/24	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2025. See SPRS Fiscal Year-End Processing Instructions(FPP O.002) for complete information.
06/28/24	Holiday Warrant Distribution Holiday Warrant Distribution Thursday, July 4: The Comptroller’s office will be closed; no warrants will be distributed. Friday, July 5: The Comptroller’s office will be closed; Payment Services will distribute warrants from the Wednesday, July 3 cycle 9 – 11 a.m. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
06/28/24	Reminder – Certification Due for Certain USAS Balances Reminder – Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state treasury are subject to this requirement. Certification is due July 5. All corrections must be entered in USAS by July 19. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/21/24	USAS Budget Entries and Appropriation Schedules USAS Budget Entries and Appropriation Schedules On July 1, agencies can begin entering fiscal 2025 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the Excel spreadsheets provided to complete the required schedules. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.
06/21/24	Open Record Requests: Personal Safety Exceptions Open Record Requests: Personal Safety Exceptions Employees may request an exception to open records requests if they face a substantial threat of physical harm if information such as work location were made public. See Confidential Employee Information for Open Records Requests (FPP L.004) if your agency has employees who might qualify for the exception.
06/21/24	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX to ensure you use the current version. Previously downloaded forms might be outdated. The top of every FMX page has a link to the Forms page. Topic pages such as Appropriations and Payment Services link to their specific forms on the Forms page. Note: Payment Services forms on FMX are secured and require login to prevent unauthorized users from accessing them and submitting them to state agencies. If it is necessary for your agency to maintain any of these forms on your website, ensure the forms require login and that you are using the most current version.
06/20/24	Federal Overtime Changes Effective July 1 Federal Overtime Changes Effective July 1 The U.S. Department of Labor has revised the rules governing which executive, administrative and professional employees (EAP workers) are exempt from the Fair Labor Standards Act (FLSA) minimum wage and overtime pay protections. State agencies and institutions of higher education should review the changes. See Federal Overtime Changes Effective July 1, 2024 for more information. Note: The Comptroller of Public Accounts does not provide guidance on FLSA, overtime exemptions or related issues.
06/14/24	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due On June 28, the General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due for agencies listed in Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
06/14/24	Reminder – FMQuery BusinessObjects Upgrade Reminder – FMQuery BusinessObjects Upgrade FMQuery BusinessObjects will be upgraded to version 4.3 on June 24. Payroll reports and SIRS reports will be upgraded, replacing the 4.2 versions, which will be decommissioned and no longer accessible on that date. Current users will use their same login credentials. The results from any report run in the 4.3 environment will be identical to the results from the same report run in the 4.2 environment. See SAP BusinessObjects 4.3 Training for training videos. Note: The system will be offline from 5 p.m. Friday, June 21, to 8 a.m. Monday, June 24.
06/07/24	Certification Due for Certain USAS Balances Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state treasury are subject to this requirement. The certification is due July 5. All corrections must be entered in USAS by July 19. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/07/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held June 25, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
06/07/24	Reminder – Military Workforce Summary Reports Due Reminder – Military Workforce Summary Reports Due June 14 is the maintenance and corrections deadline for the fiscal 2024 third-quarter Military Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 18 and must be submitted by June 25. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
05/31/24	New Prior State Service Verification New Prior State Service Verification A new indicator in CAPPS certifies prior state service records as they are created by the system, so state agencies are no longer required to contact the prior employer for certain state service records certified in CAPPS. However, agencies and institutions of higher education are still responsible for verifying prior state service not certified in CAPPS. See Texas Payroll/Personnel Resource – Required Documentation for more information, and contact CAPPS agency support with questions.
05/24/24	USAS Profile Rollover to FY/AY25 USAS Profile Rollover to FY/AY25 The annual USAS profile rollover occurs June 22. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2025, based on existing FY24 and AY24 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/24/24	USAS Profile Review and Cleanup Reports USAS Profile Review and Cleanup Reports To prepare for the June 22, 2024, rollover to fiscal 2025, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 1 – 21. The reports: Help agencies review certain USAS profiles and make necessary changes before the June 22 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end. Include USAS data through the previous business day. Contact your agency’s financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/24/24	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2024 appropriations by June 30. Quarterly certification must be entered in the online form. See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/24/24	Reminder – Statewide Cost Allocation Worksheet and Forms Due Reminder – Statewide Cost Allocation Worksheet and Forms Due Deadlines for agencies listed in Fiscal 2023 Statewide Cost Allocation Summary of Fixed Costs by Agency are: June 3 – Statewide Cost Allocation Worksheet due. June 14 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 28 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 26 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/17/24	Military Workforce Summary Reports Due Military Workforce Summary Reports Due June 14 is the maintenance and corrections deadline for the fiscal 2024 third-quarter Military Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 18 and must be submitted by June 25. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
05/10/24	SWCAP Worksheet and Forms Due SWCAP Worksheet and Forms Due The fiscal 2023 Statewide Cost Allocation Plan (SWCAP) provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2023 Statewide Cost Allocation Summary of Fixed Costs by Agency are: June 3 – Statewide Cost Allocation Worksheet due. June 14 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 28 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 26 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/10/24	FMQuery BusinessObjects Upgrade FMQuery BusinessObjects Upgrade FMQuery BusinessObjects will be upgraded to version 4.3 on June 24. Payroll reports and SIRS reports will be upgraded and will replace the 4.2 versions, which will be decommissioned and no longer accessible on that date. The results from any report run in the 4.3 environment will be identical to the results from the same report run in the 4.2 environment, and current users will use their same login credentials. See SAP BusinessObjects 4.3 Training for training videos.
05/10/24	Fiscal 2025 Payroll Due Dates and Direct Deposit Schedule Fiscal 2025 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2025 payroll due dates and direct deposit schedule.
05/10/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 28, 9–10:30 a.m. A CAPPS Financials user group meeting will be held May 30, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
05/03/24	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.
04/26/24	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due All state agencies and institutions must renew their Agency Authorization for Warrant Pickup form (74-189). Agencies without a new form on file by May 1 will not be able to pick up warrants or have their warrants mailed to them. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/26/24	Promote Direct Deposit Month Promote Direct Deposit Month May is Direct Deposit Month, a yearly reminder that direct deposit payments save the state money and offer a safe, convenient method of payment to the state’s payees. Each agency should review its direct deposit practices to protect itself and its customers. See Promoting Direct Deposit/Pay Cards for more information.
04/05/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held April 25, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
04/05/24	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information.
03/28/24	State Grant Requirement State Grant Requirement State agencies and institutions of higher education that award a state grant over $25,000 from funds appropriated through the General Appropriations Act must publish the purpose of the grant on the agency’s public website. See Requirement to Publish Purpose of State Grants (FPP S.010) for more information.
03/28/24	Discontinued Contract Extracts Discontinued Contract Extracts Effective April 5, the following USAS extracts are no longer available: Contract Profile Extract (DAFXT030). Contract Financial Table Extract (DAFXTCFX). Agencies stopped using these extracts, so the Comptroller’s office has discontinued them. Contact your agency’s financial reporting analyst with questions.
03/22/24	DDEP Web Application Updates DDEP Web Application Updates Daily agency reports will be available for download effective March 11 for reversals and reclamations processed in the Direct Deposits – Reversals and Reclamations (DDEP) web application. To help prevent fraud, the account numbers will be masked and only the last four digits will display. See Daily Reversals/Reclamations Agency Reports on TexPayment Resource for details and sample reports. TINS ACR 60608 unmasks account numbers on DDEP effective March 11. User security is required to access DDEP, so full account numbers are only accessible to users with the proper security. See Instructions for the DDEP Web Application for more information.
03/22/24	Warrant Distribution on Friday, March 29 Warrant Distribution on Friday, March 29 The Comptroller’s office will be closed March 29 to observe Good Friday; however, Payment Services will distribute warrants from 9 – 11 a.m. The warrants will be from the March 28 processing cycle. See Payment Distribution for warrant pickup requirements.
03/15/24	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business on April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/15/24	T-Code for Manual IRS Payments Updated T-Code for Manual IRS Payments Updated Effective March 15, transaction code (T-code) 876 allows comptroller object 7210 – Fees and Other Charges. Agencies use T-code 876 to process manual Internal Revenue Service (IRS) payroll deduction payments outside of the payroll systems (they are entered directly in USAS). Using T-code 876 with comptroller object 7210 allows agencies to pay IRS penalties for late payment of the employer portion of the Federal Insurance Contributions Act (FICA) tax. Agencies must use T-code 876 for all manual payroll payments to the IRS to include the required taxpayer information with the automated clearing house (ACH) payment. Comptroller object 7210 is the only non-payroll object code permitted with T-code 876. Contact SPRS or CAPPS agency support with questions.
03/08/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting (including an ERS Q&A regarding Group 3 Retirement employees) will be held March 26, 9–11 a.m. A CAPPS Financials user group meeting will be held March 28, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
03/08/24	Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Reminder – Military (Formerly Veteran) Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2024 second-quarter Military (formerly Veteran) Workforce Summary Reports (Dec. 1 to Feb. 29). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 18 and must be submitted by March 26. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
03/01/24	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second-quarter fiscal 2024 appropriations by March 30. Quarterly certification must be entered in the online form. See Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/23/24	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education sometimes send documents with confidential information to Fiscal Management. An unencrypted email is not a secure transmission. Agencies must send confidential information in an encrypted email or as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must Be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
02/16/24	Military (Formerly Veteran) Workforce Summary Reports Due Military (Formerly Veteran) Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2024 second-quarter Military (formerly Veteran) Workforce Summary Reports (Dec. 1 to Feb. 29). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 18 and must be submitted by March 26. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
02/09/24	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.
02/09/24	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Feb. 27, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days before the meeting.
02/02/24	Saturday Mainframe System Availability Change Saturday Mainframe System Availability Change Effective Jan. 27, mainframe systems (USAS, TINS, SPA, SPRS, HRIS and USPS) are available 7 a.m. – 7 p.m. on Saturdays. System availability on weekdays (7 a.m. – 7 p.m.) and Sundays (noon – 7 p.m.) remains the same. See System Outages and Holidays for all mainframe general system availability.
01/26/24	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 between confidential and nonconfidential payments. State agencies and institutions of higher education must mark confidential transactions to protect payee confidentiality, per USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/19/24	Updated USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information For updated USAS documentation, see: USAS T-Code Reference Guide (FPP Q.014), with nine transaction code (T-code) sorts available in HTML and a list of commonly used T-codes. USAS Reference (FPP Q.012), with updated lists of comptroller general ledger accounts and comptroller objects.
01/12/24	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 88th Legislature, Regular Session, and resulting from the Nov. 7, 2023, election for Texas constitutional amendments. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes for recording accounting transactions.
01/12/24	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Jan. 23, 9–11 a.m. A CAPPS Financials user group meeting will be held Jan. 25, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available a few days before the meeting.
01/12/24	Reminder – Request Form 1099 by Jan. 30 Reminder – Request Form 1099 by Jan. 30 Jan. 30 is the last day to adjust the 1099-reportable data and request 1099s in USAS. Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on on Form 1099-MISC (miscellaneous), Form 1099-NEC (nonemployee compensation) or Form 1099-INT (interest income). See USAS Procedures for 1099 Reporting for Calendar Year 2023 (FPP E.001) for more information.
12/15/23	Reminder – New TINS Reversal/Reclamation Web App Reminder – New TINS Reversal/Reclamation Web App A Direct Deposits – Reversals and Reclamations (DDEP) web application and the automation of direct deposit returned money were implemented in phases via Application Change Request (ACR) 60027 and ACR 60227 when the final phase migrated in January 2023. Effective Jan. 2, 2024, agencies must process their own reversals and reclamations via DDEP. See ACR 60027 for more information, the DDEP Web Application for step-by-step instructions, and Direct Deposit Payments Made in Error for DDEP policy and procedure updates. Contact Payment Services with questions.
12/15/23	Reminder – Holiday Warrant Distribution Reminder – Holiday Warrant Distribution Monday, Dec. 25, and Tuesday, Dec. 26: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 22 and Dec. 26 cycles will be available Dec. 27. Monday, Jan. 1: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 29 cycle will be available Jan. 2. See Payment Distribution or warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/15/23	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/15/23	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates To determine the direct deposit settlement date of a payment, exclude state and federal holidays listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
12/14/23	Security Alert: Avoid Email Confirmation Security Alert: Avoid Email Confirmation Fiscal Management urges all agencies to review and further strengthen internal processes and procedures for requesting system or security changes. To avoid security threats, it is best to validate requests by a method other than email. In the past, hackers harvested credentials such as user IDs, passwords, email addresses, etc., then used the credentials to access systems and gather data or other sensitive information. Now, hackers target the credential with the most transparency — email addresses. They hijack an email account, change the password, then use the email address to request the agency to provide sensitive information or make detrimental changes to the user’s profile, such as changing direct deposit instructions. This is what makes these hacks so dangerous. Everything about the email appears legitimate, because it is. Since the email account is compromised, the traditional strategy of training users to identify illegitimate email will not work. Only a second level of validation will ensure the instructions received were from the intended user. See Fraud Prevention Recommendations for more tips, or contact your agency’s information security office for more information and/or to discuss and implement security improvements for your agency.
12/08/23	Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Reminder – Military (Formerly Veteran) Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2024 first-quarter Military (formerly Veteran) Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 18 and must be submitted by Dec. 29. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
12/04/23	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2023. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 31.
12/01/23	Holiday Systems Scheduling and Warrant Distribution Holiday Systems Scheduling and Warrant Distribution Monday, Dec. 25, and Tuesday, Dec. 26: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 22 and Dec. 26 cycles will be available Dec. 27. Monday, Jan. 1: The Comptroller’s office will be closed; no warrants will be distributed. Warrants from the Dec. 29 cycle will be available Jan. 2. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/01/23	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/01/23	Direct Deposit Settlement Dates Direct Deposit Settlement Dates To determine the direct deposit settlement date of a payment, exclude state and federal holidays listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
12/01/23	Reminder – New TINS Reversal/Reclamation Web App Reminder – New TINS Reversal/Reclamation Web App A Direct Deposits – Reversals and Reclamations (DDEP) web application and the automation of direct deposit return money were implemented in phases via Application Change Request (ACR) 60027 and ACR 60227 when the final phase migrated in January 2023. Effective Jan. 2, 2024, agencies must process their own reversals and reclamations via DDEP. See ACR 60027 for more information, the DDEP Web Application for step-by-step instructions, and Direct Deposit Payments Made in Error for DDEP policy and procedure updates. Contact Payment Services with questions.
11/21/23	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2024 appropriations by Dec. 30. Quarterly certification must be entered in the online form. See Important Dates in the Reporting Guidelines of Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
11/17/23	2024 Earned Federal Funds Update 2024 Earned Federal Funds Update State agencies are responsible for collecting and depositing earned federal funds (EFF) and indirect cost reimbursements to the General Revenue Fund. Effective Sept. 1, the EFF collection totals have been updated per the General Appropriations Act (GAA). See Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for defined conditions and deadlines. Contact your agency’s appropriation control officer with any questions.
11/17/23	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available on DAFR8190 and DAFR8200 on Dec 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
11/17/23	Military (Formerly Veteran) Workforce Summary Reports Due Military (Formerly Veteran) Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2024 first-quarter Military (formerly Veteran) Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 19. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 19 and must be submitted by Dec. 29. See Military Workforce Summary Reports and Military Complaint Reporting (FPP F.038) for more information.
11/10/23	2023 State of Texas Annual Cash Report 2023 State of Texas Annual Cash Report The State of Texas Annual Cash Report for fiscal 2023 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Texas Government Code, Section 403.013.
11/10/23	Direct Deposit – Reversals and Reclamations (DDEP) Webinars Direct Deposit – Reversals and Reclamations (DDEP) Webinars Effective Jan. 2, 2024, all agencies must process their own reversals and reclamations via the new DDEP web application. Employees who monitor direct deposit payments for their agencies and submit direct deposit reversals and reclamations should attend a DDEP webinar. Webinars cover step-by-step instructions for processing, editing and deleting direct deposit reversals, and for using payment search functions. No registration is required. For webinar dates and access information, see DDEP Training Webinars. Contact Payment Services for more information.
11/10/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 30, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days before the meeting.
11/10/23	Reminder – Warrant Distribution on Nov. 22 Reminder – Warrant Distribution on Nov. 22 The Comptroller’s office will be closed for business on Wednesday, Nov. 22; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 21 processing cycle. There will be no warrant distribution on Nov. 23 or 24. Warrants from the Nov. 22 and Nov. 24 processing cycles will be available for distribution on Monday, Nov. 27. See Payment Distribution for warrant pickup requirements.
11/10/23	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
11/10/23	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/03/23	New TINS Reversal/Reclamation Web App New TINS Reversal/Reclamation Web App A Direct Deposits – Reversals and Reclamations (DDEP) web application and the automation of direct deposit returned money were implemented in phases via Application Change Request (ACR) 60027 and ACR 60227 when the final phase migrated in January 2023. Effective Jan. 2, 2024, agencies must process their own reversals and reclamations via DDEP. See ACR 60027 for more information, the DDEP Web Application for step-by-step instructions, and Direct Deposit Payments Made in Error for DDEP policy and procedure updates. Contact Payment Services with questions.
11/03/23	Warrant Distribution on Nov. 22 Warrant Distribution on Nov. 22 The Comptroller’s office will be closed for business on Wednesday, Nov. 22; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 21 processing cycle. There will be no warrant distribution on Nov. 23 or 24. Warrants from the Nov. 22 and Nov. 24 processing cycles will be available for distribution on Monday, Nov. 27. See Payment Distribution for warrant pickup requirements.
11/03/23	Direct Deposit Settlement Dates Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
11/03/23	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/03/23	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in the 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.
10/27/23	1099 Reporting for Tax Year 2023 1099 Reporting for Tax Year 2023 The Internal Revenue Service (IRS) and Department of the Treasury have issued final regulations for the Taxpayer First Act, reducing the electronic filing threshold from 250 information returns to 10 or more returns beginning in 2024, for tax year 2023. State agencies and universities filing 10 or more information returns for tax year 2023 are required to file electronically with the IRS. Agencies filing electronically for the first time must request a Transmitter Control Code from the IRS as soon as possible. For more information about the regulations and the reduced threshold to file electronically, see the IRS’ and Treasury’s final regulations on e-file and Filing Information Returns Electronically (FIRE). See USAS Procedures for 1099 Reporting for Calendar Year 2023 (FPP E.001) for instructions on requesting 1099 data from USAS.
10/27/23	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/27/23	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2024. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/24/23	Credit Union No Longer Authorized for Payroll Deductions Credit Union No Longer Authorized for Payroll Deductions Effective with wages payable Dec. 1, 2023, Texas Dow ECU (TDECU) – Your Credit Union will no longer be a participating credit union authorized for payroll deductions, and deductions may no longer be made from employees’ wages for this credit union. See the list of approved participating credit unions (login required) or Credit Union Deductions for more information. Contact SPRS, HRIS or CAPPS agency support with questions.
10/20/23	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/20/23	Reminder – Budget T-Codes Effective Date Change Reminder – Budget T-Codes Effective Date Change Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will change to 09/01/2023. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.
10/13/23	Final EEO Report Final EEO Report On Oct. 31, final copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer. Oct. 27 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 31.
10/13/23	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2024. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/06/23	SB8 Supplemental Appropriations Expiring SB8 Supplemental Appropriations Expiring Agencies with supplemental appropriations made by Senate Bill 8, 87th Legislature, 3rd Called Session, must encumber or accrue obligated funds by Nov. 7 in USAS with an effective date of Oct. 31 to allow expenditure over the next two fiscal years. Any balances not encumbered or accrued will lapse. See Processing Supplemental Appropriations and Reductions (FPP A.047) for more information or contact your appropriation control officer with questions.
10/06/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Oct. 24, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Oct. 26, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
10/06/23	Reminder – SPA/AFR Reconciliation Deadlines Reminder – SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are: Sept. 20 – GR consolidated agencies (SPA fiscal balances ONLY) Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide for more information.
10/06/23	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30 for both lapsing balances and certification submissions.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all past appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
09/29/23	Budget T-Codes Effective Date Change Budget T-Codes Effective Date Change Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to 09/01/2023. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.
09/29/23	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 19, preliminary copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 27 – Data corrections due Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.
09/28/23	Reminder – Complete Our Customer Service Survey by Sept. 29 Reminder – Complete Our Customer Service Survey by Sept. 29 If you already completed our Fiscal Management customer service survey, thank you! If you haven't had a chance to take our online survey, it will be available until the close of business Friday, Sept. 29. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/26/23	Preliminary Annual Report Delayed Preliminary Annual Report Delayed The Preliminary Annual Report (Statewide Hiring Practices) is delayed and will be available to agencies via electronic file transfer on Sept. 27. Due dates for the Annual Report have been adjusted to accommodate the delay: Oct. 3: Report acknowledgment form due Oct. 6: Corrections due Oct. 9: Final Annual Report available For more information, contact SPRS, HRIS or CAPPS agency support.
09/22/23	Updated Check Processing Requirement Updated Check Processing Requirement Effective Sept. 18, the Comptroller’s Treasury Operations Division (Treasury) will no longer process deposits of a single check split into multiple D documents (known as a “split deposit”). Split deposits will fail the USAS/Treasury match process and will post to the depositing agency’s default coding block in USAS. See USAS Deposit Default Processing (FPP Q.006) for information on clearing your agency’s deposit default fund.
09/22/23	Final Fiscal 2023 Annual Report (Statewide Hiring Practices) Final Fiscal 2023 Annual Report (Statewide Hiring Practices) On Oct. 5, each state agency and institution of higher education will receive a final copy of the fiscal 2023 Annual Report (Statewide Hiring Practices) via electronic file transfer. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/22/23	Preliminary EEO Report Preliminary EEO Report On Oct. 19, preliminary copies of the 2023 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 26 – Preliminary Equal Employment Opportunity Report Acknowledgment form due Oct. 27 – Data corrections due Data corrections entered or submitted after Oct. 27 will not be reflected in the final report issued Oct. 31.
09/22/23	SPRS Updates SPRS Updates The Comptroller’s office has updated SPRS to reflect legislative changes to the General Appropriations Act, Article IX. Changes include new entitlement codes, two new reason codes and two new veteran preference indicators. See the SPRS User Guide (FPP O.003) and Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
09/15/23	Fiscal Management Customer Service Survey Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 29. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/15/23	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.) The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for past appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.
09/15/23	Annual Encumbrance Reporting Due Annual Encumbrance Reporting Due State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Reporting and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year. All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
09/08/23	Preliminary Fiscal 2023 Annual Report (Statewide Hiring Practices) Preliminary Fiscal 2023 Annual Report (Statewide Hiring Practices) Preliminary copies of the fiscal 2023 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 21. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 28, and will have until Oct. 3 to review the preliminary report and enter or submit changes. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS and SPRS contacts.
09/08/23	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.
09/08/23	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 88th Legislature. The Manual of Accounts provides current information on state agencies, appropriated funds, accounts and object codes to record accounting transactions.
09/07/23	Two New HRIS Military Preference Codes Two New HRIS Military Preference Codes Effective Sept. 1, institutions of higher education may begin to use two new military preference codes in the Human Resource Information System (HRIS): S (spouse of active-duty member) and H (disabled veteran’s spouse who is primary source of income). See ACR 60582 and Appendix C in HRIS Reporting Requirements – Higher Education (FPP M.005) for more information.
09/01/23	State Employee Charitable Campaign State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks. CAPPS Central will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using CAPPS Central must update their payroll/personnel systems accordingly. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.
09/01/23	University USAS/ABEST Reconciliation Deadline University USAS/ABEST Reconciliation Deadline Institutions of higher education hold appropriated funds outside the state treasury and must enter fiscal 2023 expenditure activity in USAS by Nov. 1 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). See Entering Higher Education Expenditure Activity in USAS for USAS/ABEST Reconciliation (FPP B.011) for more information. Note: Community/junior colleges are excluded from these requirements.
09/01/23	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 6: EFT #1 — Class codes and carriers Sept. 11: EFT #2 — Reappointments for fiscal 2024 Sept. 13: EFT #3 — Terminations for fiscal 2023 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
09/01/23	Reminder – Certification of Physical Inventory Form Due Reminder – Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency form (73-283) to the Comptroller's office by Sept. 20. See Certification of Physical Inventory in the SPA Process User’s Guide for details.
09/01/23	Reminder – Property Transfers Deadline Reminder – Property Transfers Deadline Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations. See Transferring Property in the SPA Process User’s Guide for complete instructions.
08/25/23	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/25/23	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/25/23	Reminder – Certification of Physical Inventory Form Due Reminder – Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20. See Certification of Physical Inventory in the SPA Process User’s Guide for details.
08/25/23	Reminder – SPA/AFR Reconciliation Deadlines Reminder – SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are: Sept. 20 – GR consolidated agencies (SPA fiscal balances ONLY) Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide for more information.
08/18/23	Comptroller-Assigned 3 TINs Comptroller-Assigned 3 TINs Agencies must comply with the policies and procedures in TexPayment Resource (FPP P.007) when requesting and processing Comptroller-assigned 3 TINs (temporary Texas identification numbers). All 11 digits of a 3 TIN must be used as assigned and must not be altered by using the middle nine digits as a temporary Social Security number (SSN). Those nine digits could be the valid SSN of an individual who is not the intended foreign payee, so using that number would be misuse of an SSN. Such unauthorized use also creates invalid payee setups in TINS, inaccurate payment records in USAS, and could result in an audit finding. When an agency receives a Comptroller-assigned 3 TIN, it must be set up in TINS to prepare for a payment through USAS. A Comptroller-assigned 3 TIN may not be requested as a temporary SSN or as a temporary number to be used solely within an agency’s internal system. Contact Payment Services with questions.
08/18/23	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 the most current policies and procedures.
08/11/23	Changes to Two-Day USAS Reports Changes to Two-Day USAS Reports Effective Aug. 11, several USAS reports that have had a two-day turnaround for report generation now have a one-day turnaround. See IR 22397 – USAS System Change for more information. Contact your agency’s appropriation control officer for information about the USAS reports.
08/11/23	88th Legislature GAA Updates 88th Legislature GAA Updates The 88th Legislature updated Article IX of the General Appropriations Act (GAA); changes take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of GAA changes and other legislation that affects state agencies.
08/11/23	Reason Code Definitions and Restrictions Updated Reason Code Definitions and Restrictions Updated The 88th Legislature updated salary administration provisions of the General Appropriations Act (GAA), so the Comptroller’s office has issued: Reason Code Definitions and Restrictions for State Agencies (Fiscal 2024-25) Reason Code Quick Reference for State Agencies (Fiscal 2024-25) Reason Code Definitions and Restrictions for Institutions of Higher Education (Fiscal 2024-25) See Reason Code Resources and Classification Salary Schedules (FPP R.022) for more information and a downloadable PDF.
08/11/23	RTI End Dates RTI End Dates Reminder: When coding on the USAS Recurring Transaction Profile (55), do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR). Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one. See RTI Tables for Interfund/Interagency Transactions and the ITV/RTI Process USAS FAQs for more information.
08/11/23	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2023 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 19. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 19 and must be submitted by Sept. 26. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/11/23	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2023 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines System maintenance dates and times Support contacts
08/11/23	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the third- and fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/04/23	HB 9 Supplemental Appropriations Expiring HB 9 Supplemental Appropriations Expiring Agencies with supplemental appropriations made by House Bill 9, 87th Legislature, Second Called Session must encumber or accrue obligated funds by Sept. 16 in USAS with an effective date of Aug. 31 to allow expenditure over the next two fiscal years. Any balances not encumbered or accrued will lapse. See Processing Supplemental Appropriations and Reductions (FPP A.047) for more information or contact your appropriation control officer with questions.
08/04/23	Legislative Changes to Salary Administration Legislative Changes to Salary Administration The 88th Legislature, Regular Session, updated: Salary/HR administration Leave administration Retirement rates for fiscal 2024 and fiscal 2025 See Legislative Changes Affecting Salary Administration, 88th Legislature (FPP F.021) for more information.
08/04/23	Late Payment Interest Rate for Fiscal 2024 Late Payment Interest Rate for Fiscal 2024 The interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 9.25 percent for fiscal 2024. 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.
08/04/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Aug. 22, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Aug. 24, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
08/04/23	Reminder – HRIS Reappointments Due Reminder – HRIS Reappointments Due Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 6: EFT #1 — Class codes and carriers Sept. 11: EFT #2 — Reappointments for fiscal 2024 Sept. 13: EFT #3 — Terminations for fiscal 2023 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/28/23	Proceeds From the Sale of Surplus Property Proceeds From the Sale of Surplus Property All proceeds from the sale of surplus property, equipment and commodities must be deposited to general revenue (GR) in appropriation 99908. An agency may reappropriate 25 percent of the receipts from the sale of surplus property for expenditure during the fiscal year the receipts are received. See Proceeds from the Sale of Surplus Property (FPP A.032) for more information.
07/28/23	SPA/AFR Reconciliation Deadlines SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are: Sept. 20 – GR consolidated agencies (SPA fiscal balances ONLY) Oct. 20 – Full reporting agencies Nov. 1 – Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide (FPP N.005) for more information.
07/28/23	Property Transfer Deadline Property Transfer Deadline Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations. Universities that do not report to SPA must follow the reporting requirements in Capital Asset Note Preparation to report external transfers. Transfers between two external agencies cannot be entered into SPA. See Transferring Property in the SPA Process User’s Guide for complete instructions.
07/21/23	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month (e.g., July 7 and Aug. 4). Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating agency-customized reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/21/23	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/21/23	Certification of Physical Inventory Form Due Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency form (73-283) to the Comptroller’s office by Sept. 20. See Certification of Physical Inventory in the SPA Process User’s Guide for details.
07/14/23	New TINS Edits and Enhancements New TINS Edits and Enhancements TINS ACR 60547 implemented new system edits to prevent invalid transactions from processing, and to allow agencies to process certain transactions without submitting forms to Payment Services. Contact Payment Services for questions.
07/14/23	Limits on New Accounts, Funds and Revenue Dedications Limits on New Accounts, Funds and Revenue Dedications House Bill 3461, 88th Legislature, Regular Session, continues the policy of limiting the number of new general revenue accounts, special funds and dedications of revenue. See Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046) for a summary of HB 3461.
07/14/23	Updates to Comptroller Manual of Accounts Updates 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 88th 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.
07/14/23	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 DAFR8190 and DAFR8200 on Aug. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
07/14/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held July 27, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The meeting agenda will be available a few days prior to the meeting.
07/14/23	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency are: July 28 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
07/14/23	Reminder – USAS/TINS Modernization Initiative Survey Reminder – USAS/TINS Modernization Initiative Survey As part of our statewide Enterprise Resource Planning (ERP) project, the Comptroller’s office is beginning the process of replacing USAS and TINS with a modernized software solution. Input from users of USAS and TINS is critical for the success of this project. To help us identify the best solution, please complete this online survey by July 21. Email Shelly Arnold or Laurel Mulkey with questions about the survey.
07/07/23	2023 Earned Federal Funds Collections Reminder 2023 Earned Federal Funds Collections Reminder Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA) are appropriated, subject to certain conditions and deadlines. See Appropriation Authority for Earned Federal Fund Collections Above the Annual Level in Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines. Contact your agency’s appropriation control officer with any questions.
07/07/23	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 6: EFT #1 — Class codes and carriers Sept. 11: EFT #2 — Reappointments for fiscal 2024 Sept. 13: EFT #3 — Terminations for fiscal 2023 The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/07/23	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Fiscal 2024 appropriation budgets must be entered in USAS and all required documentation submitted by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
06/30/23	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2023 Master Schedule of Year-End Close Events for: Processing deadlines. Support contacts. System maintenance dates and times.
06/30/23	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2023 USAS annual cash-basis close occurs Aug. 31. Instructions and deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004). See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines. Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
06/30/23	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 5. Normal activities resume at 8 a.m. on Sept. 5
06/30/23	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2024. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2024 (FPP O.002) for complete information.
06/30/23	SPA Fiscal Year-End Close Process SPA Fiscal Year-End Close Process The last SPA processing cycle before the fiscal year-end close runs Aug. 31. SPA will be available Sept. 5 to accept both fiscal 2022 and fiscal 2023 transactions. See SPA Fiscal Year-End Close Process (FPP N.008) for more information.
06/30/23	Preliminary Copies of the 2023 EEO-4 Report Available Preliminary Copies of the 2023 EEO-4 Report Available Preliminary copies of the 2023 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 20 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgment form to the Comptroller’s office by Aug. 3. The governor’s office uses the report, which reflects state agency hiring practices for odd-numbered years, to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent. See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.
06/26/23	SB 30 Supplemental Appropriation and Reduction Transactions Due SB 30 Supplemental Appropriation and Reduction Transactions Due Processing Supplemental Appropriations and Reductions (FPP A. 047) has been updated with instructions for USAS and CAPPS to reflect Senate Bill 30, 88th Legislature, Regular Session. Affected state agencies and institutions of higher education must complete these profiles and transactions by July 31.
06/23/23	Salary Increase Information Available Salary Increase Information Available The 88th Legislature, Regular Session, provided appropriations for two salary increases for certain state agency positions in fiscal 2024 and 2025 as well as appropriations in fiscal 2023 to accelerate the effective date of the first increase to July 1. See Appropriations for the Salary Increase Allocation for Certain State Positions(FPP A.009) and Guidelines for the Salary Increase for Certain State Positions (FPP F.017) for more information.
06/23/23	Classification Salary Schedules Updated Classification Salary Schedules Updated The 88th Legislature increased state employee salaries in two phases, with the first increase effective July 1, and adopted new salary schedules with the same effective date. See Classification Salary Schedule For Partial Fiscal 2023 (Effective July 1-Aug. 31, 2023) for the updated salary schedules, and Reason Code Resources and Classification Salary Schedules (FPP R.022) for more information.
06/23/23	Holiday Warrant Distribution Holiday Warrant Distribution Monday, July 3: The Comptroller’s office will be closed; Payment Services will distribute warrants 9–11 a.m. Tuesday, July 4: The Comptroller’s office will be closed; no warrants will be distributed. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
06/23/23	Reminder – Certification Due for Certain USAS Balances Reminder – Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state’s treasury are subject to this requirement. The certification is due July 7. All corrections must be entered in USAS by July 21. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/16/23	USAS Budget Entries and Appropriation Schedules Deadline USAS Budget Entries and Appropriation Schedules Deadline On July 3, agencies can begin entering fiscal 2024 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 31. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the provided Excel spreadsheets to complete the required schedules. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.
06/16/23	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due On June 30, the General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
06/15/23	Payroll Reimbursement Processing for Institutions of Higher Education Payroll Reimbursement Processing for Institutions of Higher Education The Comptroller’s office USAS maintenance staff is streamlining the USAS corrections process for higher education payroll reimbursement documents (T-code pair 246/903). Starting July 6, each institution’s Document Control (33) profile, document type 5, ALL POST INDICATOR field will be set to a value of Y (all post). This allows users to correct all transactions in a payroll reimbursement document before posting. Before July 6, institutions not already using the all-post feature must clear all errors for reimbursement payroll batches in edit mode 3 on the USAS Internal Transaction (IT) file so the change to the 33 profile can occur. See the USAS News (90) screen, Keyword NEWS, Pages 55–56 for more information about this change. For help with the all-post indicator, contact Jennifer Paris at usas.maintenance@cpa.texas.gov. For general questions about processing payroll reimbursements, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043)(login required).
06/09/23	Certification Due for Certain USAS Balances Certification Due for Certain USAS Balances To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created with funds from the state’s treasury are subject to this requirement. The certification is due July 7. All corrections must be entered in USAS by July 21. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information, including how to request access to the Petty Cash Certification web application and complete the forms.
06/09/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held June 27, 9–10:30 a.m. A CAPPS Financials user group meeting will be held June 29, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
06/02/23	Open Record Requests: Personal Safety Exceptions Open Record Requests: Personal Safety Exceptions Employees who would face a substantial threat of physical harm if information such as work location were made public may request an exception to open records requests. See Confidential Employee Information for Open Records Requests (FPP L.004) if your agency has employees who might qualify for the exception.
06/02/23	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2023 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/26/23	USAS Profile Rollover to FY/AY24 USAS Profile Rollover to FY/AY24 The annual USAS profile rollover occurs June 17. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2024, based on existing FY23 and AY23 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/26/23	USAS Profile Review and Cleanup Reports USAS Profile Review and Cleanup Reports To prepare for the June 17, 2023, rollover to fiscal 2024, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 1–15. The reports: Help agencies review certain USAS profiles and make necessary changes before the June 17 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end. Include USAS data through the previous business day. Contact your agency’s financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.
05/26/23	Review USAS IT File Daily Review USAS IT File Daily State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods. When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing. See USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001) for more information.
05/26/23	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2023 appropriations by June 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/19/23	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX to ensure you use the current version. Previously downloaded forms might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations and Payment Services link to their specific forms on the Forms page. Note: Payment Services forms on FMX are secured and require login to prevent unauthorized users from accessing them and submitting them to state agencies. If it is necessary to maintain any of these forms on your agency’s website, ensure the forms require login and are the most current version.
05/19/23	Reminder – SWCAP Worksheet and Forms Due Reminder – SWCAP Worksheet and Forms Due Deadlines for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency (SWCAP) are: June 2 – Statewide Cost Allocation Worksheet due. June 15 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 30 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 28 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/12/23	Interest Earned From ARPA Balances Interest Earned From ARPA Balances Interest earned on fund balances from the American Rescue Plan Act of 2021 (ARPA) by grant subrecipients must be returned to the governor’s office as part of the grant agreement for this funding. Contact the governor’s office for instructions on transferring the interest earned on ARPA balances. See Depositing Funds in Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines. Contact your agency’s appropriation control officer with questions.
05/12/23	Fiscal 2024 Payroll Due Dates and Direct Deposit Schedule Fiscal 2024 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2024 payroll due dates and direct deposit schedule.
05/12/23	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2023 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/05/23	SWCAP Worksheet and Forms Due SWCAP Worksheet and Forms Due The Fiscal 2022 Statewide Cost Allocation Plan, Summary of Fixed Costs PDF (SWCAP) provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency are: June 2 – Statewide Cost Allocation Worksheet due. June 15 – Fiscal 2023 Agency Statewide Cost Allocation Plan by Method of Finance data available. June 30 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due. July 28 – First- and second-quarter payments due. Aug. 30 – Third- and fourth-quarter payments due. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
05/05/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 23, 9-10:30 a.m. A CAPPS Financials user group meeting will be held May 25, 9-10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
05/04/23	HB 2 Supplemental Appropriations Expiring HB 2 Supplemental Appropriations Expiring Agencies with supplemental appropriations made by House Bill 2, 87th Legislature, Regular Session must encumber or accrue obligated funds by June 17 in USAS with an effective date of May 31 to allow expenditure over the next two fiscal years. Any balances not encumbered or accrued will lapse. Contact your appropriation control officer with questions.
05/04/23	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.
04/28/23	New Reason Codes for Warrant Hold Release New Reason Codes for Warrant Hold Release TINS ACR 60019 created new reason codes for the release of held warrants, and updated the descriptions of each code to better define the disposition of a held warrant that is released. Updated reason codes display on TINS warrant release screens. See Warrant Hold Release Reason Codes on TexPayment Resource for the updated list of codes. Contact Payment Services with questions.
04/28/23	Promote Direct Deposit Month Promote Direct Deposit Month May is Direct Deposit Month, a yearly reminder that direct deposit payments save the state money and offer a safe, convenient method of payment to the state's payees. Each agency should review its direct deposit practices to protect itself and its customers. See Promoting Direct Deposit/Pay Cards for more information.
04/21/23	Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes. See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.
04/14/23	Pay Card Program Pay Card Program State agency employees can choose to receive their payroll and travel reimbursements on a pay card as an alternative to receiving payments by warrant or direct deposit. Employees can contact their agency payroll office to choose this option. Agencies can promote the pay card program with downloadable payroll stuffers. See TexPayment Resource – Promoting Direct Deposit/Pay Card. Pay card setups are available for payments issued via USAS, SPRS and CAPPS. See Pay Cards for Payroll/Retirement Net Pay (FPP P.004).
04/06/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held April 25, 9–10:30 a.m. A CAPPS Financials user group meeting will be held April 27, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
03/31/23	Warrant Distribution on Friday, April 7 Warrant Distribution on Friday, April 7 The Comptroller’s office will be closed April 7 to observe Good Friday; however, Payment Services will distribute warrants from 9 – 11 a.m. The warrants will be from the April 6 processing cycle. See Payment Distribution for warrant pickup requirements.
03/10/23	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held March 28, 9–10:30 a.m. A CAPPS Financials user group meeting will be held March 30, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda for each meeting will be available the morning of the meeting.
03/03/23	Statewide Cost Allocation Billing Delayed Statewide Cost Allocation Billing Delayed The Comptroller’s office bills agencies for their portion of statewide costs using the statewide allocated costs and billing procedures prescribed by the governor’s office. Agencies indicate the basis for allocating statewide costs and use that basis to distribute their statewide costs among sources of funding on the statewide cost allocation worksheet. The Fiscal 2022 Statewide Cost Allocation Summary of Fixed Costs by Agency provided by the governor's office is delayed beyond the usual first-quarter deadline. When that data is available, the Comptroller’s office will issue separate guidance, including new deadlines. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for complete information including contacts, instructions, forms and worksheet.
03/03/23	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second-quarter fiscal 2023 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
03/03/23	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2023 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
02/24/23	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education sometimes send documents with confidential information to Fiscal Management. An unencrypted email is not a secure transmission. Agencies must send confidential information in an encrypted email or as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must Be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
02/10/23	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2023 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
02/10/23	CAPPS User Group Meetings CAPPS User Group Meetings A combined CAPPS HR/Payroll and Financials user group meeting will be held Feb. 28, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda will be available the morning of the meeting.
02/03/23	Updated USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information For updated USAS documentation, see: USAS T-Code Reference Guide (FPP Q.014), with nine transaction code (T-code) sorts available in HTML and a list of commonly used T-codes. USAS Reference (FPP Q.012), with updated lists of comptroller general ledger accounts and comptroller objects.
02/03/23	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.
01/27/23	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and nonconfidential payments. State agencies and institutions of higher education must properly mark confidential transactions to protect payee confidentiality, per USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
01/20/23	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.
01/13/23	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and Financials user group meeting will be held Jan. 26, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
01/13/23	Reminder – Request Form 1099 by Jan. 30 Reminder – Request Form 1099 by Jan. 30 Jan. 30 is the last day to adjust the 1099-reportable data and request 1099s in USAS. Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT). See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for more information.
01/05/23	Report to the 88th Legislature: CAPPS – ERP in Texas Report to the 88th Legislature: CAPPS – ERP in Texas The biennial Report to the 88th Legislature: CAPPS — ERP in Texas is available now for view or download. The report details the progress of statewide deployment of the Centralized Accounting and Payroll/Personnel System (CAPPS). See the Enterprise Resource Planning (ERP) topic page for more information.
01/05/23	Security Advisory: Implement Multifactor Authentication Security Advisory: Implement Multifactor Authentication Multifactor authentication (MFA) is one of the best practices an agency can use to prevent unauthorized access to its data, devices and networks. MFA requires users to present multiple pieces of information that must be validated by the system before the user can access the system. It is essential that agencies implement strong password policies to enhance the protection of MFA. However, MFA for CAPPS is only as effective as the surrounding controls that each agency implements. It remains each agency’s responsibility to secure the entire infrastructure supporting the MFA factors (e.g., agency email accounts and voice call). If any of the systems supporting MFA are compromised, it could lead to account takeover.
12/30/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. The top of every FMX page has a link to the Forms page. Topic pages (such as Appropriations or Payment Services) link to their specific forms on the Forms page.
12/09/22	Reminder – Holiday Warrant Distribution Reminder – Holiday Warrant Distribution Friday, Dec. 23: The Comptroller’s office will be closed; Payment Services will distribute warrants 9–11 a.m. Monday, Dec. 26: The Comptroller’s office will be closed; no warrants will be distributed. Monday, Jan. 2: The Comptroller’s office will be closed; Payment Services will distribute warrants 9–11 a.m. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/09/22	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/09/22	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
12/02/22	Warrant Distribution in December Warrant Distribution in December The Comptroller’s office will be closed Friday, Dec. 23; however, Payment Services will distribute warrants 9–11 a.m. on that day. The Comptroller’s office will also be closed Monday, Dec. 26; no warrants will be distributed. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/02/22	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/02/22	Direct Deposit Settlement Dates Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.
12/02/22	Reminder – Local Funds Reporting Requirements Due Reminder – Local Funds Reporting Requirements Due State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.
12/02/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/29/22	Update Contact Information for ACA 1094-C and 1095-C Update Contact Information for ACA 1094-C and 1095-C The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2022. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. CAPPS Central agencies are required to update the Manage Agency Contact Info page in CAPPS by Dec. 16. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31.
11/28/22	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2023 appropriations by Dec. 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
11/28/22	Reminder – USPS Unavailable Dec. 10 Reminder – USPS Unavailable Dec. 10 USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/18/22	USAS 1099 Reporting Procedures USAS 1099 Reporting Procedures State agencies and institutions of higher education must file electronically with the IRS or mail 1099 forms with form 1096 to the IRS and mail postmarked 1099 forms to recipients by Jan. 31, 2023. Forms will be available for pickup at the Comptroller’s office each business day from Jan. 3–31 in the LBJ Building, room G17. See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for instructions on requesting 1099 data from USAS.
11/18/22	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 Dec. 9 See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
11/18/22	Reminder – Local Funds Reporting Requirements Due Reminder – Local Funds Reporting Requirements Due State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.
11/17/22	Community/Junior Colleges Veteran Workforce Reporting Due Community/Junior Colleges Veteran Workforce Reporting Due Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available Dec. 16 and must be submitted by Jan. 13. See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.
11/10/22	2022 State of Texas Annual Cash Report 2022 State of Texas Annual Cash Report The State of Texas Annual Cash Report for fiscal 2022 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Texas Government Code, Section 403.013.
11/10/22	Local Funds Reporting Requirements Due Local Funds Reporting Requirements Due State agencies that receive, spend or administer revenue held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office. Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.
11/10/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2023 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/10/22	Fraud Prevention Webinar Fraud Prevention Webinar If you generate or monitor your agency’s direct deposit payments, learn how you can help avoid fraud and safeguard state resources by attending a fraud prevention webinar on Nov. 15, 10:30 a.m. – noon. Topics include: Biggest threats to agencies. Business email compromise. Check fraud. Best practices to prevent fraud. This webinar is offered by the state’s direct deposit vendor, J.P. Morgan Chase. Registration is not required. Visit the web-based training calendar on FMX for login information.
11/10/22	Reminder – Warrant Distribution on Nov. 23 Reminder – Warrant Distribution on Nov. 23 The Comptroller’s office will be closed for business on Wednesday, Nov. 23; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 22 processing cycle. There will be no warrant distribution on Nov. 24 or 25. See Payment Distribution for warrant pickup requirements.
11/10/22	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/10/22	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/04/22	USPS Unavailable Dec. 10 USPS Unavailable Dec. 10 USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/04/22	CAPPS User Group Meetings CAPPS User Group Meetings A combined CAPPS HR/Payroll and Financials user group meeting will be held Nov. 17, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
11/04/22	Warrant Distribution on Nov. 23 Warrant Distribution on Nov. 23 The Comptroller’s office will be closed for business on Wednesday, Nov. 23; however, Payment Services will distribute warrants from 9–11 a.m. for the Nov. 22 processing cycle. There will be no warrant distribution on Nov. 24 or 25. See Payment Distribution for warrant pickup requirements.
11/04/22	Direct Deposit Settlement Dates Direct Deposit Settlement Dates When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/04/22	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
10/28/22	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.
10/28/22	Reminder – Benefit Replacement Pay Leveling Election Due Reminder – Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/21/22	CBA and CLIBA Payment Procedures CBA and CLIBA Payment Procedures Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information in USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/21/22	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.
10/21/22	Reminder – Budget T-Codes Effective Date Change Reminder – Budget T-Codes Effective Date Change At 7 a.m. on Nov. 2, the effective start date changes to 09/01/2022 for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and ensures agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.
10/14/22	Benefit Replacement Pay Leveling Election Due Benefit Replacement Pay Leveling Election Due State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls that will be paid in January 2023. See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.
10/14/22	Final EEO Report Final EEO Report On Oct. 27, final copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer. Oct. 25 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 27.
10/14/22	USAS and CAPPS Invoice Number and Description Fields USAS and CAPPS Invoice Number and Description Fields Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields. Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
10/07/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Oct. 25, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Oct. 27, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
10/07/22	Reminder – SPA/AFR Reconciliation Deadlines Reminder – SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are: Sept. 20 — GR consolidated agencies (SPA fiscal balances ONLY). Oct. 20 — Full reporting agencies. Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA). See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide (FPP N.005) for more information.
10/07/22	Reminder – Annual Encumbrance Certification and Automated Lapsing Reminder – Annual Encumbrance Certification and Automated Lapsing By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.
09/30/22	Budget T-Codes Effective Date Change Budget T-Codes Effective Date Change At 7 a.m. on Nov. 2, the effective start date changes to 09/01/2022 for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043. Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and ensures agencies cannot backdate entries, which would change the agency’s GR amount. The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.
09/30/22	Reminder – Preliminary EEO Report Reminder – Preliminary EEO Report On Oct. 13, preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer with each agency’s regular daily downloads. Deadlines: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/29/22	State Employee Charitable Campaign State Employee Charitable Campaign The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks. USPS and CAPPS will be updated for December payrolls to reflect changes to the SECC, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly. See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.
09/23/22	Preliminary EEO Report Preliminary EEO Report Preliminary copies of the 2022 Equal Employment Opportunity Report (FPP F.016) will be available for agencies and institutions of higher education via electronic file transfer on Oct. 13 with each agency’s regular daily downloads. Deadlines: Oct. 20 – Preliminary Equal Employment Opportunity Report Acknowledgment form due. Oct. 25 – Data corrections due. Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 27.
09/23/22	Final Fiscal 2022 Annual Report (Statewide Hiring Practices) Final Fiscal 2022 Annual Report (Statewide Hiring Practices) Each state agency and institution of higher education will receive a final copy of the fiscal 2022 Annual Report (Statewide Hiring Practices) via electronic file transfer on Sept. 29. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
09/23/22	Reminder – Fiscal Management Customer Service Survey Reminder – Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions.
09/23/22	Reminder – Emergency Leave Reporting Due Reminder – Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
09/16/22	2022 Fiscal Management Customer Service Survey 2022 Fiscal Management Customer Service Survey How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. Email us at fiscal.documentation@cpa.texas.gov with any questions about the survey.
09/16/22	Infrastructure Investment and Jobs Act Policy Updates Infrastructure Investment and Jobs Act Policy Updates The Comptroller’s office has updated Tracking Expenditures and Revenues Related to Disaster or Disaster-Related Economic Relief Efforts (FPP K.014) to include the tracking requirements for Infrastructure Investment and Jobs Act (IIJA) funding received. Coronavirus Relief Federal Funding Accounting Policy for the State of Texas (FPP A.048) also includes new references to IIJA funding.
09/16/22	Annual Encumbrance Reporting Due Annual Encumbrance Reporting Due State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year. All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)
09/16/22	Automated Lapse of Unencumbered Balances Automated Lapse of Unencumbered Balances By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.) The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for prior appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for details.
09/16/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Sept. 27, 9–10:30 a.m. A CAPPS Financials user group meeting will be held Sept. 29, 9–10:30 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
09/16/22	Masking Direct Deposit Account Numbers Masking Direct Deposit Account Numbers Effective Sept. 16, TINS and USAS mask direct deposit account numbers on certain reports. See TINS ACR 60486 and USAS ACR 60487 for more information. Contact Payment Services for information about the TINS reports. Contact your agency’s appropriation control officer for information about the USAS reports.
09/09/22	New Pay Card Program New Pay Card Program State agency employees can now choose to receive their payroll and travel reimbursement on a pay card as an alternative to receiving payments by warrant or direct deposit. The vendor will load the pay cards with the payment on payday or on the day a travel reimbursement is paid. Employees can contact their agency payroll office to choose this option. Payroll stuffers to promote the pay card program are available. See TexPayment Resource – Promoting Direct Deposit/Pay Card. Pay card setup procedures are available for payments issued via USAS, USPS, SPRS and CAPPS. See Pay Cards for Payroll/Retirement Net Pay (FPP P.004).
09/09/22	RTIs for Fiscal 2023 Unemployment Compensation Reimbursements RTIs for Fiscal 2023 Unemployment Compensation Reimbursements The recurring transaction indexes (RTIs) for unemployment compensation reimbursements have been updated for fiscal 2023. See Reimbursements for Unemployment Compensation (APS 003) (FPP A.035) for details.
09/09/22	Preliminary Fiscal 2022 Annual Report (Statewide Hiring Practices) Preliminary Fiscal 2022 Annual Report (Statewide Hiring Practices) Preliminary copies of the fiscal 2022 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 15. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 22, and will have until Sept. 27 to review the preliminary report and enter or submit changes. See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.
09/02/22	Higher Ed USAS/ABEST Reconciliation Deadline Higher Ed USAS/ABEST Reconciliation Deadline Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2022 expenditure activity in USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). See Entering Higher Education Expenditure Activity in USAS for USAS/ABEST Reconciliation (FPP B.011) for more information. Note: Community/junior colleges are excluded from these requirements.
09/02/22	HRIS Employees Without Reappointments Report HRIS Employees Without Reappointments Report Institutions of higher education can download the HRIS Employees Without Reappointments Report on Sept. 21. Make all employee information corrections by close of business Sept. 28. HRIS uses this information to generate the Equal Employment Opportunity Report, Annual Report (Statewide Hiring Practices for the Fiscal Year) and Veteran Workforce Summary Report. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) or contact your agency’s HRIS representative for more information on the reappointment process. Note: Only institutions that have active employees without reappointments will receive reports.
09/02/22	Reminder – Certification of Physical Inventory Form Due Reminder – Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller’s office by Sept. 20. See Certification of Physical Inventory in the SPA Process User’s Guide for details.
09/02/22	Reminder – Property Transfers Deadline Reminder – Property Transfers Deadline Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations. See Transferring Property in the SPA Process User’s Guide for complete instructions.
09/02/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/26/22	Emergency Leave Reporting Due Emergency Leave Reporting Due Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.
08/26/22	Reminder – Salary Supplement Report Due Reminder – Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
08/26/22	Reminder – SPA/AFR Reconciliation Deadlines Reminder – SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are: Sept. 20 — GR consolidated agencies (SPA fiscal balances ONLY). Oct. 20 — Full reporting agencies. Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA). See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in Chapter 2 of the SPA Process User’s Guide (FPP N.005) for more information.
08/19/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Aug. 30 is the fourth-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
08/19/22	Reminder – CAPPS Systems Unavailable for FYE Reminder – CAPPS Systems Unavailable for FYE The CAPPS production and non-production environments for HR/Payroll, Financials and Enterprise Learning Management will be unavailable from 5 p.m. Aug. 31 through 8 a.m. Sept. 3 for fiscal year-end (FYE) activities. CAPPS Recruit will remain available through https://capps.taleo.net. IAM/TDIS multi-factor authentication (MFA) is required. See 2022 Master Schedule of Fiscal Year-End Close Events for more details. Note: Users must clear their browser cache before logging in once the system is back up Sept. 3.
08/12/22	RTI End Dates RTI End Dates Reminder: when coding on the USAS Recurring Transaction Profile (55), do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR). Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date. Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one. See RTI Tables for Interfund/Interagency Transactions and the ITV/RTI Process USAS FAQs for more information.
08/12/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
08/12/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held Aug. 23, 9–11 a.m. A CAPPS Financials user group meeting will be held Aug. 25, 9–11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
08/12/22	Reminder – Systems Unavailable During Year-End Close Reminder – Systems Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2022 occurs Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including: Processing deadlines. System maintenance dates and times. Support contacts.
08/05/22	Changes to USAS Profiles D10 and D22 Changes to USAS Profiles D10 and D22 Unused fields on the Comptroller Object (D10) and Appropriated Fund (D22) profiles were retitled and repurposed for preparing the State of Texas Annual Cash Report. See ACR 60527 – USAS System Change for more information.
08/05/22	Property Transfer Deadline Property Transfer Deadline Enter property transfers in SPA by Sept. 20 so GR consolidated agencies can complete their fiscal year-end reconciliations. Universities that do not report to SPA must follow the reporting requirements in Capital Asset Note Preparation to report external transfers. Transfers between two external agencies cannot be entered into SPA. See Transferring Property the SPA Process User's Guide for complete instructions.
08/05/22	Reminder – HRIS Reappointments Due Reminder – HRIS Reappointments Due Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 7: EFT #1 — Class codes and carriers. Sept. 9: EFT #2 — Reappointments for fiscal 2023. Sept. 14: EFT #3 — Terminations for fiscal 2022. The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/29/22	Late Payment Interest Rate for Fiscal 2023 Late Payment Interest Rate for Fiscal 2023 The interest rate the state pays on late payments to vendors under the state’s prompt payment law will be 5.75 percent for fiscal 2023. 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.
07/29/22	SPA/AFR Reconciliation Deadlines SPA/AFR Reconciliation Deadlines State agencies (and institutions of higher education reporting to SPA) must annually reconcile SPA ending balances with their annual financial reports (AFRs). Due dates for certifying SPA fiscal balances and Note 2 using the Capital Asset Note Submission System (CANSS) web application are: Sept. 20 — GR consolidated agencies (SPA fiscal balances ONLY) Oct. 20 — Full reporting agencies Nov. 1 — Consolidated university systems (applies only to institutions of higher education reporting to SPA) See SPA Fiscal Year-End Reconciliation and Certification of Fiscal Balances in the SPA Process User’s Guide (FPP N.005) for more information.
07/22/22	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31. See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants. Contact your appropriation control officer with questions.
07/22/22	Certification of Physical Inventory Form Due Certification of Physical Inventory Form Due State agencies must conduct an annual physical inventory of property by Aug. 31. Agencies must then submit the Certification of Physical Inventory Conducted by Agency (73-283) form to the Comptroller's office by Sept. 20. See Certification of Physical Inventory in Chapter 2 of the SPA Process Users Guide for details.
07/22/22	Salary Supplement Report Due Salary Supplement Report Due State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15. See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.
07/18/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held July 26, 9-11 a.m. A CAPPS Financials user group meeting will be held July 28, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
07/18/22	Reminder – Hotel Occupancy Tax Refund Reports Reminder – 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.
07/11/22	2022 Earned Federal Funds Collections 2022 Earned Federal Funds Collections Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA) are appropriated, subject to certain conditions and deadlines. See the Appropriation Authority for Earned Federal Fund Collections Above the Annual Level section of Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines. Contact your agency's appropriation control officer with any questions.
07/11/22	HRIS Reappointment Reporting HRIS Reappointment Reporting Institutions of higher education must report certain information about jobs and reappointments at the beginning of each fiscal year. Submit reappointment information via electronic file transfer (EFT) by: Sept. 7: EFT #1 — Class codes and carriers. Sept. 9: EFT #2 — Reappointments for fiscal 2023. Sept. 14: EFT #3 — Terminations for fiscal 2022. The HRIS September maintenance deadline is Oct. 7. See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for reappointment details and instructions.
07/11/22	Reminder – USAS Budget Entries and Appropriation Schedules Due Reminder – USAS Budget Entries and Appropriation Schedules Due Fiscal 2023 appropriation budgets must be entered in USAS and all required documentation submitted by July 29. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.
07/01/22	Fiscal Year-End Close Schedule Fiscal Year-End Close Schedule See the 2022 Master Schedule of Year-End Close Events, which includes: Processing deadlines. Support contacts. System maintenance dates and times.
07/01/22	USAS and CAPPS Financials Year-End Process USAS and CAPPS Financials Year-End Process The fiscal 2022 USAS annual cash-basis close occurs on Wednesday, Aug. 31. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004). See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines. Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).
07/01/22	CAPPS HR/Payroll Fiscal Year-End Process CAPPS HR/Payroll Fiscal Year-End Process CAPPS Central agencies must follow CAPPS HR/Payroll Fiscal Year-End Processing Instructions (FPP T.003) to prepare for the fiscal year-end process. The system will be unavailable from 5 p.m. on Aug. 31 through 8 a.m. on Sept. 3. Normal activities resume at 8 a.m. on Sept. 3.
07/01/22	USPS Fiscal Year-End Close Process USPS Fiscal Year-End Close Process USPS agencies must use the fiscal 2022 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2022 fiscal year-end close. See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.
07/01/22	SPRS Fiscal Year-End Process SPRS Fiscal Year-End Process SPRS agencies must process transactions in the prescribed order for the rollover to fiscal 2023. See SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2023 (FPP O.002) for complete information.
07/01/22	SPA Fiscal Year-End Close Process SPA Fiscal Year-End Close Process The last SPA processing cycle before the fiscal year-end close runs Aug. 31. SPA will be available Sept. 2 to accept both fiscal 2022 and fiscal 2023 transactions. See SPA Fiscal Year-End Close Process (FPP N.008) for more information.
06/28/22	Reminder – CAPPS Upgrade July 5 Reminder – CAPPS Upgrade July 5 CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet. June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5. Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28. Contact CAPPS Training or CAPPS Governance and Communications with questions.
06/24/22	Reminder – Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Reminder – Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement. The certification is due July 8. All corrections must be entered in USAS by July 22. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the fo
06/17/22	USAS Budget Entries and Appropriation Schedules Due USAS Budget Entries and Appropriation Schedules Due On July 1, agencies can begin entering fiscal 2023 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 29. Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the provided Excel spreadsheets to complete the required schedules. See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.
06/17/22	Updates to Profile Rollover Program Updates to Profile Rollover Program The annual profile rollover program now excludes additional profiles when certain criteria are met, reducing the need for agency users to coordinate with Comptroller’s office staff to deactivate obsolete profiles. See ACR 60498 – USAS System Change for more information.
06/17/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held June 28, 9-11 a.m. A CAPPS Financials user group meeting will be held June 30, 9-11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
06/10/22	Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due Certification of USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due To ensure correct fiscal year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts must certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state’s treasury are subject to this requirement. The certification is due July 8. All corrections must be entered in USAS by July 22. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.
06/10/22	CAPPS Upgrade July 5 CAPPS Upgrade July 5 CAPPS will be upgraded July 5; the updates impact many of the time and labor pages, including implementing a new timesheet. June timesheets must be submitted and approved by 5 p.m. June 30. CAPPS will be unavailable from 5 p.m. July 1 until 8 a.m. July 5. Be sure to save all work before logging out of the system at 5 p.m. July 1, and clear your browser cache before logging back on. Late June timesheets cannot be entered until July 5. Information about the upgrade has been sent to agency level 1 support staff and CAPPS governance contacts. More information will be provided during the CAPPS user group meeting June 28. Contact CAPPS Training or CAPPS Governance and Communications with questions.
06/03/22	New Texas Identification Number (TIN) Request Policy New Texas Identification Number (TIN) Request Policy Payment Services implemented a new policy when requesting Comptroller-assigned TINs. Agencies that issue payments to foreign entities and non-resident aliens who do not have an employer identification number (EIN), Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN) may need to request a Comptroller-assigned 3 TIN. Contact Payment Services with questions.
06/03/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2022 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/31/22	USAS Profile Review, Cleanup and Rollover to FY23 USAS Profile Review, Cleanup and Rollover to FY23 USAS Profile Review and Cleanup Reports To prepare for the June 18, 2022, rollover to fiscal 2023, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3 - 16. The reports: Help agencies review certain USAS profiles so necessary changes are made before the June 18 rollover. Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year end. Include USAS data through the previous business day. Contact your financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports. See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information. USAS Profile Rollover to FY/AY23 The annual USAS profile rollover occurs June 18. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2023, based on existing FY22 and AY22 profiles. See USAS Profile Rollover (FPP Q.007) for more information.
05/31/22	Review USAS IT File Daily Review USAS IT File Daily State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods. When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing. For more information, see USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001).
05/31/22	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2022 appropriations by June 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
05/13/22	Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule Fiscal 2023 Payroll Due Dates and Direct Deposit Schedule For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday. Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution. See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2023 payroll due dates and direct deposit schedule.
05/13/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due June 15 is the maintenance and corrections deadline for the fiscal 2022 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
05/13/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held May 24, 9 – 11 a.m. A CAPPS Financials user group meeting will be held May 26, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
05/06/22	New SPA Tutorials New SPA Tutorials New video tutorials offer policy and procedure training for the Statewide Property Accounting (SPA) system. Topics include capital asset tracking, reporting and accounting. See Web-Based Training and Tutorials for more information.
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.
04/29/22	Promote Direct Deposit Promote Direct Deposit May is Direct Deposit Month, a yearly reminder that direct deposit payments save the state money and offer a safe, convenient method of payment. This is a good time for each agency to review its direct deposit practices to protect itself and its customers. See Promoting Direct Deposit for more information.
04/27/22	Deadline Extended – Authorization for Warrant Pickup Deadline Extended – Authorization for Warrant Pickup The deadline to renew the Agency Authorization for Warrant Pickup form (74-189) has been extended to close of business May 20. All authorization forms on file terminate at 5 p.m. on May 31. New forms are effective June 1. Warrants will not be distributed as of June 1 without an updated renewal form on file. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/22/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs The second-quarter general revenue (GR) reimbursement deadline for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency is April 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
04/14/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held April 26, 9 – 11 a.m. A CAPPS Financials user group meeting will be held April 28, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
04/08/22	Warrant Distribution on Friday, April 15 Warrant Distribution on Friday, April 15 The Comptroller’s office will be closed April 15 to observe Good Friday; however, Payment Services will distribute warrants from 8-10 a.m. The warrants will be from the April 14 processing cycle. See Payment Distribution for warrant pickup requirements.
04/08/22	Reminder – Authorization for Warrant Pickup Due Reminder – Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
04/07/22	CAPPS Scheduled Downtime April 10 CAPPS Scheduled Downtime April 10 CAPPS production environments will be unavailable during scheduled maintenance Sunday, April 10, 2022, from 4 a.m. to noon for all towers: Enterprise Learning Management, Financials and HR/Payroll. Impacted environments include: Production CAPPS Production (PRD1) CAPPS Production Reporting (RPT1) This information is also available in the System Outages and Holidays calendar. Agency Level 1 support staff may contact the CAPPS help desk with any questions or concerns.
03/18/22	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education sometimes send documents with confidential information to Fiscal Management. Email is not a secured transmission. Agencies must send confidential information as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
03/18/22	Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs Reminder – Quarterly GR Reimbursement Due for Statewide Allocated Costs General revenue (GR) reimbursement deadlines for statewide allocated costs for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: March 31 – First quarter due April 30 – Second quarter due June 30 – Third quarter due Aug. 30 - Fourth quarter due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
03/11/22	Authorization for Warrant Pickup Due Authorization for Warrant Pickup Due Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189). Return the completed and signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. See Authorization for Warrant Pickup for the form and more information. Contact Payment Services with questions.
03/11/22	CAPPS User Group Meetings CAPPS User Group Meetings A CAPPS HR/Payroll user group meeting will be held March 22, 9 – 11 a.m. A CAPPS Financials user group meeting will be held March 24, 9 – 11 a.m. See CAPPS HR/Payroll User Group Meetings or CAPPS Financials User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
03/04/22	New ITIN Renewal Notice Policy New ITIN Renewal Notice Policy The Internal Revenue Service (IRS) has published the Individual Taxpayer Identification Number (ITIN) groups it expired on Dec. 31, 2021. The SSN/ITIN/EIN Validation Rules on TexPayment Resource were updated to reflect the current valid ITIN ranges. In addition, Payment Services implemented a new policy to define the acceptable dates on an IRS renewal notice when an ITIN group is expired and the individual needs to be set up in TINS. Contact Payment Services with questions.
03/04/22	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
03/04/22	Reminder – Payables and Binding Encumbrances Due Reminder – Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2022 appropriations by March 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
02/25/22	Updated USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information For updated USAS documentation, see: USAS T-Code Reference Guide (FPP Q.014) with 10 transaction code (T-code) sorts available in HTML. USAS Reference (FPP Q.012) with updated lists of Comptroller General Ledger Accounts and Comptroller Objects Sorted by Object Group for AY 2022.
02/25/22	Reminder – Statewide Cost Allocation Forms Due Reminder – Statewide Cost Allocation Forms Due The General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form are due by March 11 for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
02/18/22	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.
02/11/22	New Name and Email for Fiscal Management Security Team New Name and Email for Fiscal Management Security Team The Statewide Fiscal Systems (SFS) Security team’s name has changed to Statewide Security Administration (SSA). Effective Feb. 14, the support email address (SFS.security@cpa.texas.gov) will be replaced with SSA.security@cpa.texas.gov. This email account is primarily for agency security coordinators to send questions/correspondence to the SSA team. Security access requests must still be submitted via the Security Request System. Agencies should: Confirm with IT departments that the new SSA address is not subject to security filters. Update internal contact lists and web pages to reflect both the new email (SSA.Security@cpa.texas.gov) and the new name (Statewide Security Administration). NOTE: The old SFS email account will not receive messages after Tuesday, March 15. Agency security coordinators may contact the SSA team with questions.
02/11/22	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
02/11/22	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and CAPPS Financials user group meeting will be held Feb. 24, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
02/04/22	USAS and CAPPS Confidentiality Indicator USAS and CAPPS Confidentiality Indicator To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
02/04/22	Reminder – Statewide Cost Allocation Worksheet and Forms Due Reminder – Statewide Cost Allocation Worksheet and Forms Due Deadlines for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: Feb. 11– Statewide Cost Allocation Worksheet due Feb. 15– Fiscal 2022 Agency Statewide Cost Allocation Plan by Method of Finance data available March 11– General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
01/28/22	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.
01/21/22	Reminder – Request Form 1099 by Jan. 28 Reminder – Request Form 1099 by Jan. 28 Jan. 28 is the last day to adjust the 1099-reportable data and request 1099s in USAS. Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT). See USAS Procedures for 1099 Reporting for Calendar Year 2021 (FPP E.001) for more information.
01/21/22	Reminder – Upgrade to TLS 1.2 by Jan. 30 Reminder – Upgrade to TLS 1.2 by Jan. 30 The Comptroller’s office will disable two transport layer security (TLS) protocols, 1.0 and 1.1, on Jan. 30. After that, only TLS 1.2 connections will work. This update is needed to correct security vulnerabilities. This change will impact all connections to Comptroller systems, so be sure your information technology team is aware of the upgrade. The Comptroller’s office alerted state agencies to the upcoming change in September and has worked with agencies to replace the older protocols. See Microsoft’s update for more information.
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	Tax Implications of the Family Leave Pool Tax Implications of the Family Leave Pool The Texas Legislature established a state employee family leave pool to give eligible employees more flexibility to care for children during the first year following birth, adoption or foster placement, and to care for a seriously ill family member or themselves, including for pandemic-related illnesses or complications caused by a pandemic. Agencies must determine the appropriate tax treatment for leave donated to this leave pool based on each agency’s implementation of the program. See Tax Implications of the Family Leave Pool (FPP A.049).
01/07/22	Statewide Cost Allocation Worksheet and Forms Due Statewide Cost Allocation Worksheet and Forms Due The Fiscal 2021 Statewide Cost Allocation Plan, Summary of Fixed Costs PDF provided by the governor’s office is now available. Deadlines for agencies listed in Fiscal 2021 Statewide Cost Allocation Summary of Fixed Costs by Agency are: Feb. 11 – Statewide Cost Allocation Worksheet due Feb. 15 – Fiscal 2022 Agency Statewide Cost Allocation Plan by Method of Finance data available March 11 – General Revenue Reimbursement of Statewide Allocated Costs form and Federal Funds Reimbursement Calculation form (only for listed agencies with federal funds) due Quarterly deadlines for general revenue reimbursements are March 31, April 30, June 30 and Aug. 30. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for instructions, contacts and forms.
01/07/22	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and CAPPS Financials user group meeting will be held Jan. 25, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
01/03/22	Current Forms Always Available on FMX Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links might be outdated. You’ll find a link to the Forms page at the top of any FMX page. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.
12/15/21	Upgrade to TLS 1.2 Required by Jan. 30 Upgrade to TLS 1.2 Required by Jan. 30 The Comptroller’s office will disable two transport layer security (TLS) protocols, 1.0 and 1.1, on Jan. 30, 2022. After that, only TLS 1.2 connections will work. This update is needed to correct security vulnerabilities. This change could impact any connection to Comptroller systems, so be sure your informational technology team is aware of the upgrade. The Comptroller’s office alerted state agencies to the upcoming change in September and has worked with agencies to replace the older protocols. See Microsoft’s update for more information.
12/15/21	Reminder – ACA 1094-C and 1095-C Contact Information Update Due Reminder – ACA 1094-C and 1095-C Contact Information Update Due The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties. The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2021. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting. USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31. CAPPS Central agencies are required to update the new Manage Agency Contact Info page in CAPPS by Jan. 7.
12/13/21	Supplemental Appropriation and Reduction Transactions Due Supplemental Appropriation and Reduction Transactions Due Processing Supplemental Appropriations and Reductions (FPP A. 047) has been updated with instructions for USAS and CAPPS to reflect recent changes from the 87th Legislature, Special Sessions. Affected state agencies and institutions of higher education must follow the instructions in FPP A.047 by Dec. 21.
12/10/21	2022 Earned Federal Funds Update 2022 Earned Federal Funds Update State agencies are responsible for collecting and depositing earned federal funds (EFF) and indirect cost reimbursements to the General Revenue Fund. Effective Sept. 1, the EFF collection totals have been updated per the General Appropriations Act (GAA). See Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for defined conditions and deadlines. Contact your agency’s appropriation control officer with any questions.
12/10/21	Reminder – Warrant Distribution in December Reminder – Warrant Distribution in December Payment Services will distribute warrants from 8-10 a.m. on Thursday, Dec. 23. There will be no warrant distribution Dec. 24. Payment Services will also distribute warrants from 8-10 a.m. on Friday, Dec. 31. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/10/21	Reminder – Direct Deposit Reversal Request Deadline Changed Reminder – Direct Deposit Reversal Request Deadline Changed Due to the New Year’s Day holiday, the deadline to submit Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Dec. 31.
12/10/21	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/10/21	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates To determine the direct deposit settlement date of a payment, you must exclude federal holidays, since financial institutions are closed and no direct deposit activity occurs on those days. Agencies must account for these dates to ensure prompt payment and avoid late payment interest. See the System Outages and Holidays calendar for federal holidays with no scheduled USAS cycles.
12/03/21	Warrant Distribution in December Warrant Distribution in December Payment Services will distribute warrants from 8-10 a.m. on Thursday, Dec. 23. There will be no warrant distribution Dec. 24. Payment Services will also distribute warrants from 8-10 a.m. on Friday, Dec. 31. See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.
12/03/21	Direct Deposit Reversal Request Deadline Changed Direct Deposit Reversal Request Deadline Changed Due to the New Year’s Day holiday, the deadline to submit Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Dec. 31.
12/03/21	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
12/03/21	Direct Deposit Settlement Dates Direct Deposit Settlement Dates To determine the direct deposit settlement date of a payment, you must exclude federal holidays, since financial institutions are closed and no direct deposit activity occurs on those days. Agencies must account for these dates to ensure prompt payment and avoid late payment interest. See the System Outages and Holidays calendar for federal holidays with no scheduled USAS cycles.
12/03/21	Reminder – Veteran Workforce Summary Reports Due Reminder – Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/23/21	Payables and Binding Encumbrances Due Payables and Binding Encumbrances Due State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2022 appropriations by Dec. 30 to the Comptroller’s office. Quarterly certification must be entered in the online form. See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.
11/23/21	Reminder – USPS Unavailable Dec. 11 Reminder – USPS Unavailable Dec. 11 USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/22/21	Hotel Occupancy Tax Refund Reports Hotel Occupancy Tax Refund Reports Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 Dec. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
11/10/21	CAPPS User Group Meeting CAPPS User Group Meeting A combined CAPPS HR/Payroll and CAPPS Financials user group meeting will be held Nov. 18, 9-11 a.m. See CAPPS Financials User Group Meetings or CAPPS HR/Payroll User Group Meetings for more information. The agenda and meeting materials will be available the morning of the meeting.
11/10/21	Veteran Workforce Summary Reports Due Veteran Workforce Summary Reports Due Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30. See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.
11/10/21	Reminder – Warrant Pickup Availability Nov. 24 Reminder – Warrant Pickup Availability Nov. 24 The Comptroller’s office will be closed for business on Wednesday, Nov. 24; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 23 processing cycle. There will be no warrant distribution on Nov. 25 or 26. See Payment Distribution for warrant pickup requirements.
11/10/21	Reminder – Direct Deposit Settlement Dates Reminder – Direct Deposit Settlement Dates State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/10/21	Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.
11/05/21	USPS Unavailable Dec. 11 USPS Unavailable Dec. 11 USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 files. See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information. Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.
11/05/21	2021 State of Texas Annual Cash Report 2021 State of Texas Annual Cash Report The State of Texas Annual Cash Report for fiscal 2021 is now available, as required by Government Code, Section 403.013. The report presents the state’s financial condition and details revenues and expenditures on a cash basis.
11/05/21	Warrant Pickup Availability Nov. 24 Warrant Pickup Availability Nov. 24 The Comptroller’s office will be closed for business on Wednesday, Nov. 24; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 23 processing cycle. There will be no warrant distribution on Nov. 25 or 26. See Payment Distribution for warrant pickup requirements.
11/05/21	Direct Deposit Settlement Dates Direct Deposit Settlement Dates State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.
11/05/21	USAS/TINS File Submission USAS/TINS File Submission If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

“What’s New” for Systems

USAS Profile Review and Cleanup Reports

USAS Profile Rollover to FY/AY23