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Travel Archive

11/01/19	Benefits Proportional by MOF Reports Due Benefits Proportional by MOF Reports Due State agencies and institutions of higher education must ensure payments of benefit costs are proportional to the agency’s or institution’s method of finance (MOF), unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19. For forms and sample letters, see Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/25/19	Review CBA and CLIBA Payment Procedures Review CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central bill account (CBA) and corporate liability individual bill account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.
10/04/19	Comply With USAS and CAPPS Invoice Number and Description Requirements Comply With USAS and CAPPS Invoice Number and Description Requirements USAS and CAPPS transaction entry screens allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Agencies and institutions must never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance with field requirements.
09/13/19	Take the 2019 Fiscal Management Customer Service Survey by Sept. 27 Take the 2019 Fiscal Management Customer Service Survey by Sept. 27 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 27. We appreciate your feedback. If you have any questions about the survey, email us at fiscal.documentation@cpa.texas.gov.
09/13/19	Substantive Changes Made to Texas Comptroller Manual of Accounts Substantive Changes Made to Texas Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides information on state agencies, appropriated funds, accounts and object codes used to record accounting transactions. The updates reflect legislation passed by the 86th Legislature, Regular Session, that took effect Sept. 1.
09/06/19	Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
08/30/19	Hotel Occupancy Tax Refund Reports Available Sept. 9 Hotel Occupancy Tax Refund Reports Available Sept. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for August will be available on DAFR reports 8190 and 8200 on Sept. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
08/30/19	Fiscal 2020 Travel Rates Available Fiscal 2020 Travel Rates Available Fiscal 2020 travel reimbursement rates are available now for: In-state or out-of-state meals and lodging In-state or out-of-state non-overnight meals Automobile mileage Aircraft mileage The 2020 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. Sept. 1-30, the standard lodging rate for all locations not listed on the GSA will be $94. Effective Oct. 1, the standard lodging rate increases to $96. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains $55. See Textravel, email Expenditure Assistance or call (512) 475-0966 for more information.
08/16/19	Summary of Changes Made by the 86th Legislature Summary of Changes Made by the 86th Legislature The 86th Legislature made many changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of these changes and major bills passed that affect state agencies.
08/16/19	Accounting Policy Statements Updated Accounting Policy Statements Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Review each APS carefully to ensure compliance with the most current policies and procedures.
07/26/19	Outstanding Warrants Void Aug. 31 Outstanding Warrants Void Aug. 31 The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies should monitor their report before warrants become void on Aug. 31. Refer to USAS Annual Close Process (FPP Q.004) for additional information, including details on generating reports via the Report Request Profile, USAS 91 screen. Contact Payment Services with any questions.
07/19/19	HB 3317 Limits New Accounts, Funds and Revenue Dedications HB 3317 Limits New Accounts, Funds and Revenue Dedications House Bill 3317, 86th Legislature, Regular Session, continues the Legislature’s 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 3317.
07/19/19	Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for June through July will be available on DAFR reports 8190 and 8200 on Aug. 9. See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.
07/19/19	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). These changes include routine maintenance, edits to the Manual of Accounts, and legislation passed by the 86th Legislature, Regular Session, effective before Sept. 1. The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to use when properly recording accounting transactions.
06/28/19	Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 26. 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.
06/14/19	Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 26. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms.
05/24/19	Hotel Occupancy Tax Refund Reports Available June 9 Hotel Occupancy Tax Refund Reports Available June 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for March through May will be available on DAFR reports 8190 and 8200 on June 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
03/22/19	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must be sent as an encrypted email attachment as prescribed by your agency’s information security policy. See Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
02/08/19	USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
12/21/18	Mileage Reimbursement Rate Increases to 58 Cents on Jan. 1 Mileage Reimbursement Rate Increases to 58 Cents on Jan. 1 Effective Jan. 1 to Dec. 31, 2019, the maximum mileage reimbursement rate for state employee travel in a personal vehicle will increase from 54.5 cents to 58 cents per mile. This rate is consistent with the Internal Revenue Service’s standard mileage rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information. Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before its employees begin any travel under the lower rate.
11/26/18	Hotel Occupancy Tax Refund Reports Available Dec. 9 Hotel Occupancy Tax Refund Reports Available Dec. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for 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).
11/16/18	Online Hotel Booking Tool — Extended Audit Grace Period Online Hotel Booking Tool — Extended Audit Grace Period 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.
11/09/18	Updated APS 001 and 011 Updated APS 001 and 011 Accounting policy statements (APS) Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) and Benefits Proportional by Method of Finance (APS 011) (FPP A.010) have been updated to: Reflect changes to paying benefit costs proportional to agencies’ or institutions’ methods of finance (MOF) Provide additional details related to revenue types and other financing by MOF Clarify funding types and the amount agencies and institutions must disclose or may exclude in each schedule Include additional guidance related to reporting interagency contract payments/proceeds and applicable benefits that are charged/collected See APS 001 and APS 011 for more information.
10/26/18	Review CBA and CLIBA Payment Procedures Review CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.
10/05/18	Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information on complying with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023)
09/14/18	Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 12. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/07/18	Hotel Occupancy Tax Refund Reports Available Sept. 9 Hotel Occupancy Tax Refund Reports Available Sept. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for 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).
08/31/18	Fiscal 2019 Travel Rates Available Now Fiscal 2019 Travel Rates Available Now The 2019 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. For Sept. 1 – 30: The standard lodging rate for all locations not listed on the GSA will be $93 The maximum daily meal reimbursement rate for all locations not listed on the GSA will be $51 Effective Oct. 1: The standard lodging rate increases to $94 The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA will be $55 See Textravel – Current Rates, email Expenditure Assistance or call (512) 475-0966 for more information.
07/27/18	Outstanding Warrants Voiding Aug. 31 Outstanding Warrants Voiding Aug. 31 The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies should monitor their reports before warrants become void on Aug. 31. The Outstanding Warrant Report (DAFR 8161) can be requested through the Report Request Profile, USAS 91 screen. It includes two special select options: SPEC SEL 1: Provides a report by payee number in ascending order. To select this report, enter V on the 91 screen and check that the SPEC SEL 2 field is blank. SPEC SEL 2: Provides a report for specific dollar amount thresholds in descending order. To select this report, enter values A-D on the 91 screen as follows: A = over $500 B = over $1,000 C = over $5,000 D = over $10,000 The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen. Agencies are also reminded of the following: Vendor requests for a list of outstanding warrants must exclude the warrant number and TIN. Payments can be assigned to a third party via contract. If payees request a third-party assignment, a copy of the contract should be submitted for approval by your agency’s legal staff. See Assignments in TexPayment Resources. For questions, please contact Payment Services.
07/27/18	Changes to Web Warrant Inquiry and Cancellation System Changes to Web Warrant Inquiry and Cancellation System The Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC) (login required) has a new edit that checks for hold status on cancelled warrants. When cancelling a warrant that is on hold, WWIC defaults the Cancel Reason to 304 Warrant on Hold. This change was made to: Assist agencies with statutory compliance that requires consent from the hold source agencies before a warrant is cancelled Alert agencies that the warrant is on hold and not lost when a payee reports they did not receive the warrant Note that a held warrant may be cancelled after it is released from hold. Agencies are advised to check the Payee Held Warrants Released (PYWTHR) screen in TINS. If listed on PYWTHR, the agency does not need to seek approval, since the warrant is no longer on hold, but must still select Cancel Reason 304 Warrant on Hold. For questions, contact Payment Services.
07/20/18	Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for June through July will be available on DAFR reports 8190 and 8200 on Aug. 9. For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).
06/25/18	Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 27. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms.
06/15/18	Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts due July 10 Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts due July 10 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.
04/27/18	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must not be sent in the body of an email, but included as an encrypted attachment as prescribed by your agency’s information security policy. Refer to Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details.
03/09/18	Hotel Occupancy Tax Refund FPP Has Been Updated Hotel Occupancy Tax Refund FPP Has Been Updated The fiscal policy and procedure, Hotel Occupancy Tax Quarterly Refund (FPP B.006), has been updated to: Reflect a new document number scheme for the quarterly tax refund transactions Clarify when refund transactions are processed and available on the USAS DAFR8190 and DAFR8200 reports For questions on the update, contact your appropriation control officer.
02/23/18	Hotel Occupancy Tax Refund Reports Available March 9 Hotel Occupancy Tax Refund Reports Available March 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. Hotel occupancy tax refunds for December through February will be available on DAFR reports 8190 and 8200 on March 9. For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006).
02/16/18	Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports March 15 is the maintenance/corrections deadline for the fiscal 2018 Second Quarter Veteran Workforce Summary Reports (Dec. 1 – Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. For more information, see Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038).
01/16/18	Warrant Distribution Delayed Due to Inclement Weather Warrant Distribution Delayed Due to Inclement Weather Due to inclement weather, the Comptroller’s office will open at 10 a.m. on Jan. 17. Warrant pickup will be available at 10 a.m. Additional closures or delayed openings will be announced on FMX.
01/16/18	Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Jan. 16. Warrants will not be distributed on this day. Additional closures or delayed openings will be announced on FMX.
01/15/18	Comptroller’s Office Closed Due to Inclement Weather Comptroller’s Office Closed Due to Inclement Weather Due to inclement weather, the Comptroller’s office will be closed on Jan. 16, 2018. Agencies can check FMX or call (512) 475-0510 after 12:00 p.m. to confirm if warrants are available for distribution. On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call (512) 475-0510 upon arrival at the LBJ building if no guard is present.
12/15/17	Mileage Reimbursement Rate Increases to 54.5 Cents on Jan. 1 Mileage Reimbursement Rate Increases to 54.5 Cents on Jan. 1 The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will increase from 53.5 cents to 54.5 cents per mile, effective Jan. 1 to Dec. 31, 2018. This rate is consistent with the Internal Revenue Service’s standard mileage rate. Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before their employees begin any travel under the lower rate. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.
11/27/17	Hotel Occupancy Tax Refund Reports Available Dec. 9 Hotel Occupancy Tax Refund Reports Available Dec. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for 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).
11/13/17	Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/27/17	Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact.
10/27/17	Direct Deposit Prenote Period Reduced to Three Banking Days Direct Deposit Prenote Period Reduced to Three Banking Days 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.
10/20/17	Benefits Proportional by Method of Finance Reports Due Nov. 19 Benefits Proportional by Method of Finance Reports Due Nov. 19 State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s Method of Finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).
10/06/17	Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information and to review procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).
09/15/17	Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 13. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/11/17	Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
09/01/17	Fiscal 2018 Travel Rates Available Now Fiscal 2018 Travel Rates Available Now Fiscal 2018 travel reimbursement rates are available now for: In-state or out-of-state meals and lodging In-state or out-of-state non-overnight meals Automobile mileage Aircraft mileage The 2018 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. For Sept. 1 – 30, the standard lodging rate for all locations not listed on the GSA will be $91. Effective Oct.1, the standard lodging rate increases to $93. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains $51. For more information, see Textravel or email Expenditure Assistance.
08/25/17	Hotel Occupancy Tax Refund Reports Available Sept. 9 Hotel Occupancy Tax Refund Reports Available Sept. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for 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).
08/18/17	Accounting Policy Statements Have Been Updated Accounting Policy Statements Have Been Updated Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures.
08/18/17	Reminder – Systems Will Be Unavailable During Year-End Close Reminder – Systems Will Be Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2017 will occur on Thursday, Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes: Processing deadlines The dates and times the online systems will be unavailable Contacts for any issues
08/11/17	Changes Made by the 85th Legislature Summarized Changes Made by the 85th Legislature Summarized The 85th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008).
07/28/17	Outstanding Warrants Voiding Aug. 31 Outstanding Warrants Voiding Aug. 31 The monthly Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies are reminded to monitor their report, especially during the summer months, before warrants become void on Aug. 31. The Outstanding Warrant Report (DAFR8161) is a requestable report via the online Report Request Profile, USAS 91 screen and includes two special select options. SPEC SEL 1: Provides an outstanding warrant report by payee number in ascending order. To select this report, enter V on the 91 screen. To ensure all outstanding warrants are listed for all payees, the SPEC SEL 2 field must be blank. SPEC SEL 2: Provides an outstanding warrant report for specific dollar amount thresholds and lists warrants in descending order by dollar amount. To select this report, enter values A–D on the 91 screen as follows: A = over $500 B = over $1,000 C = over $5,000 D = over $10,000 The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen. If you have questions, please contact Payment Services.
06/23/17	Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 28. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.
06/16/17	Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 28. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.
05/26/17	Hotel Occupancy Tax Refund Reports Available June 9 Hotel Occupancy Tax Refund Reports Available June 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for 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).
04/28/17	Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information such as Social Security numbers, dates of birth, direct deposit instructions, net pay and Texas identification numbers that include Social Security numbers. Email is not considered a secured transmission, and confidential information should not be sent in the body of an email. Provide an encrypted attachment for any confidential information as prescribed by your agency’s Information Security Office. Passwords should be provided in a separate email or over the phone. Fax transmission is also acceptable. For more information, see Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004).
02/24/17	Hotel Occupancy Tax Refund Reports Available March 9 Hotel Occupancy Tax Refund Reports Available March 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
02/17/17	USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045). Under state law, it is the responsibility of the agency or institution submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act. When an agency or institution marks a transaction confidential, they should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
02/03/17	Reminder – Current Forms Always Available on FMX Reminder – Current Forms Always Available on FMX Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic, browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic.
01/27/17	Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 The Fiscal Management applications and mainframe systems are expected to be unavailable due to scheduled maintenance on Sunday, Jan. 29, from 2 a.m. to 10 a.m.
12/16/16	Mileage Reimbursement Rate Decreases to 53.5 Cents on Jan. 1 Mileage Reimbursement Rate Decreases to 53.5 Cents on Jan. 1 The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will decrease from 54.0 cents to 53.5 cents per mile, effective Jan. 1 to Dec. 31, 2017. This rate is consistent with the Internal Revenue Service’s standard mileage rate. Note: State agencies may adopt an internal policy for a rate that is lower than the maximum rate; however, the agency must distribute the internal policy before their employees begin any travel. See Current Rates or Transportation: Mileage in Personal Vehicle in Textravel for more information.
11/18/16	Hotel Occupancy Tax Refund Reports Available Dec. 9 Hotel Occupancy Tax Refund Reports Available Dec. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for 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).
11/14/16	Search State Payments Issued Video Tutorials Available for Payees Search State Payments Issued Video Tutorials Available for Payees Video tutorials on the Comptroller’s online application for detailed payment information are now available on: State Payee Payment Resources on FMX Texas Direct Deposit on Comptroller.Texas.Gov The Comptroller’s YouTube playlists The Search State Payments Issued tutorials present an opportunity to promote direct deposit for your agency’s payees. For more information, contact Payment Services.
10/31/16	Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact.
09/30/16	Fiscal Management Requests Your Feedback Fiscal Management Requests Your Feedback Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide. The survey is extended to until close of business Friday, Oct. 7. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help.
09/30/16	Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information and to review your agency’s procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).
09/16/16	Take the Fiscal Management Customer Service Survey by Sept. 30 Take the Fiscal Management Customer Service Survey by Sept. 30 How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov.
09/16/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
09/16/16	Fiscal 2017 Travel Rates Available Now Fiscal 2017 Travel Rates Available Now Fiscal 2017 travel reimbursement rates are available now for: In-state or out-of-state meals and lodging In-state or out-of-state non-overnight meals Automobile mileage Aircraft mileage The 2017 General Services Administration (GSA) rates are effective Oct. 1 and are now available online. Please note that the standard lodging rate for out-of-state locations not listed on the GSA has increased to $91. However, the General Appropriations Act (GAA) limits lodging reimbursement for non-listed in-state locations to $85. The maximum daily meal reimbursement rate for in-state and out-of-state locations not listed on the GSA remains at $51. For more information, see Textravel, email Expenditure Assistance or call (512) 475-0966.
09/02/16	Hotel Occupancy Tax Refund Reports Available Sept. 9 Hotel Occupancy Tax Refund Reports Available Sept. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for 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).
08/19/16	Reminder – Systems Will Be Unavailable During Year-End Close Reminder – Systems Will Be Unavailable During Year-End Close The USAS annual cash-basis close for fiscal 2016 will occur on Wednesday, Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes: The dates and times the online systems will be unavailable Contacts for any issues
08/12/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions.
07/22/16	Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
06/24/16	Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 8. All corrections must be entered into USAS by July 29. See USAS Balance for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.
06/10/16	Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 8. All corrections must be entered into USAS by July 29. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms.
05/26/16	Textravel Updates and Format Changes Textravel Updates and Format Changes 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.
03/18/16	Reminder – NASACT Middle Management Conference Reminder – NASACT Middle Management Conference The National Association of State Auditors, Comptrollers and Treasurers’ (NASACT) Middle Management Conference will be held April 12–14 in Austin. Texas state government employees are invited to attend. The Texas Comptroller of Public Accounts and State Auditor’s Office are co-hosts for this event. Who should attend: emerging leaders in state government financial management, auditing and training Registration Deadline: April 1, 2016 CPE Credits: 20 (recommended) Cost: $425.00 For detailed information, see the conference flyer and the NASACT website. If you have additional questions, contact Rob Coleman, Conference Co-Chair, at (512) 463-7630.
02/26/16	Hotel Occupancy Tax Refund Reports Available March 9 Hotel Occupancy Tax Refund Reports Available March 9 Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for December through February will be available on the DAFR8190 and DAFR8200 reports on March 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).
02/26/16	NASACT Middle Management Conference NASACT Middle Management Conference The National Association of State Auditors, Comptrollers and Treasurers’ (NASACT) Middle Management Conference will be held April 12–14 in Austin. Texas state government employees are invited to attend. The Texas Comptroller of Public Accounts and State Auditor’s Office are co-hosts for this event. Who should attend: emerging leaders in state government financial management, auditing and training Registration Deadline: April 1, 2016 CPE Credits: 20 (recommended) Cost: $425.00 For detailed information, see the conference flyer and the NASACT website. If you have additional questions, contact Rob Coleman, Conference Co-Chair, at (512) 463-7630.
02/19/16	USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045). Under state law, it is the responsibility of the agency submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). When an agency marks a transaction confidential, the agency should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.
02/19/16	Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov.
01/29/16	Legislation-related Substantive Changes Made to Comptroller Manual of Accounts Legislation-related Substantive Changes Made to Comptroller Manual of Accounts A number of substantive changes, effective Sept. 30 and Jan. 1, have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov.

What’s New? on FMX Travel Archive

What’s New? on FMX
Travel Archive