What’s New? on FMX
Travel Archive

Effective Jan. 1 to Dec. 31, 2019, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase from 54.5 cents to 58 cents per mile. This rate is consistent with the Internal Revenue Service’s standard mileage rate.

See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.

Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before its employees begin any travel under the lower rate.

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 on Dec. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Hotel Engine, a new platform for travel lodging, replaced the State Travel Management Program (STMP) Hotel Rate Agreements directory as of Oct. 1.

Fiscal Management is extending the audit grace period for state agencies until Dec. 31 to allow agencies time to transition users to the Hotel Engine platform while the vendor actively adds properties at General Services Administration (GSA) rates and adds the option for Direct Bill. More than 1,000 Texas hotels are now available for state agencies to book at or below GSA rates, and the Direct Bill option will be implemented for select agencies in early December. Agencies must still reimburse lodging at or below GSA rates during the grace period, or have valid exceptions.

For more information, including a helpful FAQ, see Traveler Resources on Comptroller.Texas.gov. For questions about STMP or the Hotel Engine contract, contact Nicklaus Watson, STMP manager at 512-936-8458, or Gerard MacCrossan, Contract Development manager at 512-463-4468.

Accounting policy statements (APS) Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) and Benefits Proportional by Method of Finance (APS 011) (FPP A.010) have been updated to:

• Reflect changes to paying benefit costs proportional to agencies’ or institutions’ methods of finance (MOF)
• Provide additional details related to revenue types and other financing by MOF
• Clarify funding types and the amount agencies and institutions must disclose or may exclude in each schedule
• Include additional guidance related to reporting interagency contract payments/proceeds and applicable benefits that are charged/collected

See APS 001 and APS 011 for more information.

Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for timely payment reconciliation.

Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.

The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields.

Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition.

For complete information on complying with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023)

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Oct. 12. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

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 August will be available on DAFR reports 8190 and 8200 on Sept. 9.

For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).

The 2019 General Services Administration (GSA) rates are effective Oct. 1 and are now available online.

For Sept. 1 – 30:

• The standard lodging rate for all locations not listed on the GSA will be $93
• The maximum daily meal reimbursement rate for all locations not listed on the GSA will be $51

Effective Oct. 1:

• The standard lodging rate increases to $94
• The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA will be $55

See Textravel – Current Rates, email Expenditure Assistance or call (512) 475-0966 for more information.

The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies should monitor their reports before warrants become void on Aug. 31.

The Outstanding Warrant Report (DAFR 8161) can be requested through the Report Request Profile, USAS 91 screen. It includes two special select options:

• SPEC SEL 1: Provides a report by payee number in ascending order. To select this report, enter V on the 91 screen and check that the SPEC SEL 2 field is blank.
• SPEC SEL 2: Provides a report for specific dollar amount thresholds in descending order. To select this report, enter values A-D on the 91 screen as follows:
  • A = over $500
  • B = over $1,000
  • C = over $5,000
  • D = over $10,000

The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen.

Agencies are also reminded of the following:

• Vendor requests for a list of outstanding warrants must exclude the warrant number and TIN.
• Payments can be assigned to a third party via contract. If payees request a third-party assignment, a copy of the contract should be submitted for approval by your agency’s legal staff. See Assignments in TexPayment Resources.

For questions, please contact Payment Services.

The Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC) (login required) has a new edit that checks for hold status on cancelled warrants.

When cancelling a warrant that is on hold, WWIC defaults the Cancel Reason to 304 Warrant on Hold. This change was made to:

• Assist agencies with statutory compliance that requires consent from the hold source agencies before a warrant is cancelled
• Alert agencies that the warrant is on hold and not lost when a payee reports they did not receive the warrant

Note that a held warrant may be cancelled after it is released from hold. Agencies are advised to check the Payee Held Warrants Released (PYWTHR) screen in TINS. If listed on PYWTHR, the agency does not need to seek approval, since the warrant is no longer on hold, but must still select Cancel Reason 304 Warrant on Hold.

For questions, contact Payment Services.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter.

The hotel occupancy tax refund for June through July will be available on DAFR reports 8190 and 8200 on Aug. 9.

For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state treasury are subject to this requirement.

The certification is due by July 10. All corrections must be entered into USAS by July 27.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms.

Agencies authorized to maintain imprest, petty cash and travel advance accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. This is to ensure correct year-end USAS balances. Only cash accounts with balances created from funds in the state treasury are subject to this requirement.

The certification is due by July 10. All corrections must be entered into USAS by July 27.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms.

State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information.

Email is not a secured transmission. Confidential information must not be sent in the body of an email, but included as an encrypted attachment as prescribed by your agency’s information security policy.

Refer to Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.

The fiscal policy and procedure, Hotel Occupancy Tax Quarterly Refund (FPP B.006), has been updated to:

• Reflect a new document number scheme for the quarterly tax refund transactions
• Clarify when refund transactions are processed and available on the USAS DAFR8190 and DAFR8200 reports

For questions on the update, contact your appropriation control officer.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter.

Hotel occupancy tax refunds for December through February will be available on DAFR reports 8190 and 8200 on March 9.

For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).

March 15 is the maintenance/corrections deadline for the fiscal 2018 Second Quarter Veteran Workforce Summary Reports (Dec. 1 – Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16.

The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. 

For more information, see Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038).

Due to inclement weather, the Comptroller’s office will open at 10 a.m. on Jan. 17. Warrant pickup will be available at 10 a.m.

Additional closures or delayed openings will be announced on FMX.

Due to inclement weather, the Comptroller’s office will be closed on Jan. 16. Warrants will not be distributed on this day.

Additional closures or delayed openings will be announced on FMX.

Due to inclement weather, the Comptroller’s office will be closed on Jan. 16, 2018. Agencies can check FMX or call (512) 475-0510 after 12:00 p.m. to confirm if warrants are available for distribution.

On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call (512) 475-0510 upon arrival at the LBJ building if no guard is present.

The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will increase from 53.5 cents to 54.5 cents per mile, effective Jan. 1 to Dec. 31, 2018. This rate is consistent with the Internal Revenue Service’s standard mileage rate.

Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before their employees begin any travel under the lower rate.

See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s method of finance, unless another legal provision prohibits proportionality.

Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19.

Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).

Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments.

Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.

The prenotification (prenote) period for direct deposits has been reduced from six to three banking days, effective Oct. 27.

As a result, statewide accounting systems can issue direct deposit payments as soon as three banking days after the setups/changes to the prenote process is complete and the account information becomes active in TINS.

See the Prenotification (Prenote) Period page on TexPayment Resource for more information. For questions, contact Payment Services.

State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s Method of Finance, unless another legal provision prohibits proportionality.

Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19.

Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).

The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields.

Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition.

For complete information and to review procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Oct. 13. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks.

Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.

Fiscal 2018 travel reimbursement rates are available now for:

• In-state or out-of-state meals and lodging
• In-state or out-of-state non-overnight meals
• Automobile mileage
• Aircraft mileage

The 2018 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. For Sept. 1 – 30, the standard lodging rate for all locations not listed on the GSA will be $91. Effective Oct.1, the standard lodging rate increases to $93. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains $51.

For more information, see Textravel or email Expenditure Assistance.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for August will be available on the DAFR8190 and DAFR8200 reports on Sept. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks.

Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.

The USAS annual cash-basis close for fiscal 2017 will occur on Thursday, Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes:

• Processing deadlines
• The dates and times the online systems will be unavailable
• Contacts for any issues

The 85th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008).

The monthly Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies are reminded to monitor their report, especially during the summer months, before warrants become void on Aug. 31.

The Outstanding Warrant Report (DAFR8161) is a requestable report via the online Report Request Profile, USAS 91 screen and includes two special select options.

SPEC SEL 1: Provides an outstanding warrant report by payee number in ascending order. To select this report, enter V on the 91 screen. To ensure all outstanding warrants are listed for all payees, the SPEC SEL 2 field must be blank.

SPEC SEL 2: Provides an outstanding warrant report for specific dollar amount thresholds and lists warrants in descending order by dollar amount. To select this report, enter values A–D on the 91 screen as follows:

• A = over $500
• B = over $1,000
• C = over $5,000
• D = over $10,000

The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen.

If you have questions, please contact Payment Services.

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due by July 10. All corrections must be entered into USAS by July 28.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due by July 10. All corrections must be entered into USAS by July 28.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for March through May will be available on the DAFR8190 and DAFR8200 reports on June 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information such as Social Security numbers, dates of birth, direct deposit instructions, net pay and Texas identification numbers that include Social Security numbers.

Email is not considered a secured transmission, and confidential information should not be sent in the body of an email. Provide an encrypted attachment for any confidential information as prescribed by your agency’s Information Security Office. Passwords should be provided in a separate email or over the phone. Fax transmission is also acceptable.

For more information, see Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004).

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045).

Under state law, it is the responsibility of the agency or institution submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act. When an agency or institution marks a transaction confidential, they should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.

Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated.

The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic, browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic.

The Fiscal Management applications and mainframe systems are expected to be unavailable due to scheduled maintenance on Sunday, Jan. 29, from 2 a.m. to 10 a.m.

The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will decrease from 54.0 cents to 53.5 cents per mile, effective Jan. 1 to Dec. 31, 2017. This rate is consistent with the Internal Revenue Service’s standard mileage rate.

Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before their employees begin any travel.

See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Video tutorials on the Comptroller’s online application for detailed payment information are now available on:

• State Payee Payment Resources on FMX
• Texas Direct Deposit on Comptroller.Texas.Gov
• The Comptroller’s YouTube playlists

The Search State Payments Issued tutorials present an opportunity to promote direct deposit for your agency’s payees. For more information, contact Payment Services.

Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments.

Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact.

Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide.

The survey is extended to until close of business Friday, Oct. 7.

If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help.

The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields.

Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition.

For complete information and to review your agency’s procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.

Fiscal 2017 travel reimbursement rates are available now for:

• In-state or out-of-state meals and lodging
• In-state or out-of-state non-overnight meals
• Automobile mileage
• Aircraft mileage

The 2017 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. Please note that the standard lodging rate for out-of-state locations not listed on the GSA has increased to $91. However, the General Appropriations Act (GAA) limits lodging reimbursement for non-listed in-state locations to $85. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains at $51.

For more information, see Textravel, email Expenditure Assistance or call (512) 475-0966.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for August will be available on the DAFR8190 and DAFR8200 reports on Sept. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

The USAS annual cash-basis close for fiscal 2016 will occur on Wednesday, Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes:

• The dates and times the online systems will be unavailable
• Contacts for any issues

Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due by July 8. All corrections must be entered into USAS by July 29.

See USAS Balance for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due by July 8. All corrections must be entered into USAS by July 29.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

Textravel has been updated to improve navigation and make the site more user-friendly:

• Added new sections on travel to multiple duty points under Meals and Lodging
• Added new Rates tab
• Combined STMP and AY Determination tabs under General
• Combined Overnight and Non-Overnight tabs under Meals and Lodging
• Converted travel voucher to PDF format

See Textravel for more information on updates and changes.

The National Association of State Auditors, Comptrollers and Treasurers’ (NASACT) Middle Management Conference will be held April 12–14 in Austin. Texas state government employees are invited to attend. The Texas Comptroller of Public Accounts and State Auditor’s Office are co-hosts for this event.

• Who should attend: emerging leaders in state government financial management, auditing and training
• Registration Deadline: April 1, 2016
• CPE Credits: 20 (recommended)
• Cost: $425.00

For detailed information, see the conference flyer and the NASACT website. If you have additional questions, contact Rob Coleman, Conference Co-Chair, at (512) 463-7630.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

The National Association of State Auditors, Comptrollers and Treasurers’ (NASACT) Middle Management Conference will be held April 12–14 in Austin. Texas state government employees are invited to attend. The Texas Comptroller of Public Accounts and State Auditor’s Office are co-hosts for this event.

• Who should attend: emerging leaders in state government financial management, auditing and training
• Registration Deadline: April 1, 2016
• CPE Credits: 20 (recommended)
• Cost: $425.00

For detailed information, see the conference flyer and the NASACT website. If you have additional questions, contact Rob Coleman, Conference Co-Chair, at (512) 463-7630.

The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045).

Under state law, it is the responsibility of the agency submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). When an agency marks a transaction confidential, the agency should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.

Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.

For questions, please contact Samuel.Miller@cpa.texas.gov.

A number of substantive changes, effective Sept. 30 and Jan. 1, have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.

For questions, please contact Samuel.Miller@cpa.texas.gov.

The Texas Comptroller of Public Accounts statewide financial systems will be unavailable due to scheduled maintenance on Saturday, Nov. 28, from 7 a.m. to 9 p.m. For additional details, see the Systems topic page.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Benefits Proportional by Fund Reports and related adjustments are due Nov. 19.

Agencies and institutions funded with a single appropriated fund must submit a letter confirming this status by Nov. 19.

For forms and sample letters, see Benefits Proportional by Fund (APS 011) (FPP A.010).

State agencies and institutions of higher education are required to ensure payments of benefit costs are proportional to the agency’s or institution’s funding from appropriated funds, unless another legal provision prohibits proportionality.

Benefits Proportional by Fund Reports and related adjustments are due Nov. 19.

Agencies and institutions funded with a single appropriated fund must submit a letter confirming this status by Nov. 19.

For forms and sample letters, see Benefits Proportional by Fund (APS 011) (FPP A.010).

Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments.

Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact.

Please complete our online survey to let us know if our automated tools and statewide financial systems are meeting your expectations. The survey is available now until close of business Friday, Oct. 30. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

The Comptroller’s office operates several financial systems to maintain the central accounting records of the state, perform accounting activities and prepare payroll and other warrants. In addition, the agency has developed several automated tools to help state agencies and institutions of higher education with their accounting and reporting tasks.

Let us know how these automated tools and statewide financial systems are meeting your expectations by taking a few minutes to complete our online survey. The survey is available now until close of business Friday, Oct. 30. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Review your agency’s procedures to ensure compliance with USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).

Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition.

Data items described in Business and Commerce Code, Section 521.002 must not be entered into a field not specifically created for that information unless explicitly allowed by Comptroller policy. Disallowed data includes:

• Social Security number
• Date of birth
• Driver’s license number
• Credit card number
• Direct deposit or bank routing information
• Medical information
• Any other sensitive information

Beginning Oct. 1, there will be new comptroller object codes (COBJs) to record state hotel occupancy tax when traveling to the following three cities: Corpus Christi, Quintana and Surfside Beach. HB 1915 expands the definition of a coastal municipality to add these three cities to the list of those that receive a partial refund of their hotel occupancy tax.

When traveling on state business to one of these cities, employees will use the corresponding COBJ on the travel voucher when seeking reimbursement for the state hotel occupancy tax. Currently Galveston (7136), South Padre (7137) and Port Aransas (7138) are receiving the refund. Starting Oct. 1, Corpus Christi (7139), Quintana (7140) and Surfside Beach (7141) will also begin receiving a 2 percent refund of the state occupancy tax paid.

Several Accounting Policy Statements (APSs) have been updated through acts of the 84th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Some APSs have been updated to include information applicable to CAPPS.

Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.

A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.

For questions, please contact Samuel.Miller@cpa.texas.gov.

Several Accounting Policy Statements (APSs) have been updated through acts of the 84th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Some APSs have been updated to include information applicable to CAPPS.

Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.

Fiscal 2016 travel reimbursement rates are now available for:

• In-state/out-of-state meals and lodging
• In-state/out-of-state non-overnight meals
• Automobile mileage
• Aircraft mileage

For more information, see Textravel, email Expenditure Assistance or call (512) 475-0966.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for August will be available on the DAFR8190 and DAFR8200 reports on Sept. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Several Accounting Policy Statements (APSs) have been updated through acts of the 84th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Some APSs have been updated to include information applicable to CAPPS.

Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.

The USAS annual cash-basis close for fiscal 2015 will occur on Monday, Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes:

• The dates and times the online systems will be unavailable
• Contacts for any issues

The 84th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008).

A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) for fiscal 2015 due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.

For questions, please contact Samuel.Miller@cpa.texas.gov.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide.

The survey is available now until close of business Friday, July 24. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help.

New this year is the Master Schedule of Year-End Close Events that includes:

• All processing deadlines
• The dates and times the online systems will be unavailable
• Contacts for any issues

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due July 9. All corrections must be entered into USAS by July 30.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009). The list includes entries that have been added, deleted or significantly modified.

The manual provides current information on state agencies, appropriated funds and accounts and object codes used to properly record accounting transactions.

For questions or feedback on the Manual of Accounts, please contact Samuel Miller at Samuel.Miller@cpa.texas.gov.

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, July 24. We appreciate your feedback.

If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.

To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree.

Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

The certification is due July 9. All corrections must be entered into USAS by July 30.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for March through May will be available on the DAFR8190 and DAFR8200 reports on June 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

TINS Application Change Request (ACR) 60028 will migrate May 5 to change the warrant size and appearance.

The new warrants will be 8.5 x 3.5 inches printed on an 8.5 x 11 sheet that includes the stub. Each agency will receive their warrants tri-folded and ready for insertion in #10 window business envelopes.

Your agency may need to stock envelopes to accommodate the new warrant size. Current warrant envelopes may need to be stocked for 30–45 days after May 5 for distribution of released held warrants issued before May 5.

For more information, please see TINS ACR 60028.

Effective May 5, the state warrants (checks) will have a different size and appearance.

The new warrants fit in #10 window business envelopes and will be 8.5 x 3.5 inches printed on an 8.5 x 11 sheet that includes the stub. Your agency may need to stock envelopes to accommodate the new warrant size.

Held warrants issued before May 5 that are released will be in the current size. Current warrant envelopes may need to be stocked for 30-45 days after May 5 for distribution of released held warrants issued before May 5.

The stub will have:

• 30 spaces for the invoice number (increased from 14 spaces)
• 35 spaces for a payment description (increased from 30 spaces)

Note: Payment-related information may not include any confidential or Protected Health Information as outlined in USAS Invoice Number Field Requirements (FPP E.023).

If you have questions about the warrant changes, please contact Payment Services.

To view FMX, you must use these browser versions or an earlier version.

• Mozilla Firefox Extended Support Release (ESR) 31.6.0
• Google Chrome 41.0.2272.118 m
• Microsoft Internet Explorer 11.0.9600.17691
• Apple Safari 6.2.3

If you have questions, please contact your agency’s IT department.

Effective May 5, the state warrants (checks) will have a different size and appearance.

The new warrants fit in #10 window business envelopes and will be 8.5 x 4 inches printed on an 8.5 x 11 sheet that includes the stub. Your agency may need to stock envelopes to accommodate the new warrant size.

Held warrants issued before May 5 that are released will be in the current size. Current warrant envelopes may need to be stocked for 30–45 days after May 5 for distribution of released held warrants issued before May 5.

The stub will have:

• 30 spaces for the invoice number (increased from 14 spaces)
• 35 spaces for a payment description (increased from 30 spaces)

Note: Payment-related information may not include any confidential or Protected Health Information as outlined in USAS Invoice Number Field Requirements (FPP E.023).

If you have questions about the warrant changes, please contact Payment Services.

The change to the size of a state warrant has been delayed and will occur no earlier than the end of April 2015. Your agency may want to purchase only enough warrant stock envelopes for this time period.

The new warrants fit in #10 window business envelopes and will be 8.5 x 4 inches printed on an 8.5 x 11 sheet that includes the stub.

Watch FMXtra for details, which will be announced as soon as more information is available. If you have other questions, please contact Payment Services.

The Texas Comptroller of Public Accounts offers two new Where the Money Goes tools that make it easier for the public to find and analyze payments made by state agencies and institutions of higher education.

• The Travel Payments tool breaks down payments by agency, individual payee, type of travel expense and more.
• The Payments to Payee tool is a new view of the state’s check register that lists individual payments, transaction dates, comptroller object codes and more.

These data visualization tools will replace most of the classic tools, which will still be offered for a limited time. A comparison of classic and data visualization tools is available.

See Where the Money Goes Requirements (FPP G.004) for details on the responsibilities of state agencies and institutions of higher education.

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS Confidential Indicator (FPP E.045).

Under state law, it is the responsibility of the agency submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). When an agency marks a transaction confidential, the agency should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.

Note: “Agency” includes institutions of higher education.

Do you need to submit a form to Fiscal Management? To ensure you always use a current form, download it at the time you need it from either the Forms page or the appropriate topic page on FMX.

The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic or browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic.

Note: Previously downloaded copies or stored links may not provide up-to-date forms.

Training Center, the online registration system for Fiscal Management training, has been updated to reflect the email domain change to a texas.gov address for affected agencies.

You must use your new texas.gov email address to sign in to register for a class or access your training certificates and transcripts. Your password or other account information has not changed. The Training Center sign-in page identifies the affected agencies.

For questions, please email fm.training@cpa.texas.gov.

Texas Comptroller Glenn Hegar has announced the following staff changes:

• Phillip Ashley is now Associate Deputy Comptroller for Fiscal Matters, overseeing the Texas Treasury Safekeeping Trust Company, Revenue Estimating, Treasury Operations, Property Tax Assistance, Unclaimed Property and Educational Opportunities & Investment in addition to Fiscal Management.
• Rob Coleman is now Director of Fiscal Management, overseeing the Fiscal Integrity, Statewide Fiscal Services and Statewide Fiscal Systems departments.
• Sandra Woodruff is now Assistant Director of Fiscal Management.

Please see FMX for contact information for Fiscal Management – Directors, Managers & Administrative Assistants.

In keeping with the Texas Department of Information Resources’ request for agencies to adopt the texas.gov Web and email extensions, the Comptroller of Public Accounts announces the following changes:

Website Update and URL

The Window on State Government website has a refreshed look with a new name and URL: Comptroller.Texas.Gov. Links to Window URLs will continue to work due to automatic redirects.

Note: FMX has not been affected at this time.

Email Addresses

The Comptroller’s office is phasing a new style for staff email addresses during 2015: firstname.lastname @cpa.texas.gov. Either Jane.Doe @cpa.state.tx.us or @cpa.texas.gov will work for the time being.

Watch FMXtra for additional updates.