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Travel Archive
| 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:
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:
For questions, please contact Payment Services. |
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| 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:
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:
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:
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:
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| 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:
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:
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:
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:
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| 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:
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.
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.
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. |
| 12/18/15 | Mileage Reimbursement Rate Decreases to 54 Cents on Jan. 1 Mileage Reimbursement Rate Decreases to 54 Cents on Jan. 1
The maximum state mileage reimbursement rate for state employee travel in a personal vehicle will decrease from 57.5 cents to 54 cents, effective Jan. 1 to Dec. 31, 2016. 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. For more information, see State Mileage Reimbursement Rate (FPP S.005) or Transportation: Mileage in a Personal Vehicle in Textravel. |
| 11/20/15 | Comptroller Statewide Financial Systems Unavailable During Scheduled Maintenance on Nov. 28 Comptroller Statewide Financial Systems Unavailable During Scheduled Maintenance on Nov. 28
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. |
| 11/20/15 | 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). |
| 11/06/15 | Reminder – Benefits Proportional by Fund Reports Due Nov. 19 Reminder – Benefits Proportional by Fund Reports Due Nov. 19
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). |
| 10/30/15 | Benefits Proportional by Fund Reports Due Nov. 19 Benefits Proportional by Fund Reports Due Nov. 19
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). |
| 10/30/15 | Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures
Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact. |
| 10/28/15 | Reminder – Fiscal Management Systems Survey Due by Oct. 30 Reminder – Fiscal Management Systems Survey Due by Oct. 30
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. |
| 10/16/15 | Take the 2015 Fiscal Management Systems Survey by Oct. 30 Take the 2015 Fiscal Management Systems Survey by Oct. 30
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. |
| 10/02/15 | 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. 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:
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| 09/28/15 | New Travel COBJs for Coastal Municipalities and State Hotel Occupancy Tax New Travel COBJs for Coastal Municipalities and State Hotel Occupancy Tax
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. |
| 09/11/15 | 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 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. |
| 09/04/15 | 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 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. |
| 09/04/15 | 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 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. |
| 09/04/15 | Fiscal 2016 Travel Rates Now Available Fiscal 2016 Travel Rates Now Available
Fiscal 2016 travel reimbursement rates are now available for:
For more information, see Textravel, email Expenditure Assistance or call (512) 475-0966. |
| 09/04/15 | 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). |
| 08/21/15 | Accounting Policy Statements Have Been Updated Accounting Policy Statements Have Been Updated
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. |
| 08/21/15 | 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 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:
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| 08/10/15 | Changes Made by the 84th Legislature Summarized Changes Made by the 84th Legislature Summarized
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). |
| 07/31/15 | Legislation-related Substantive Changes Made to Comptroller Manual of Accounts for Fiscal 2015 Legislation-related Substantive Changes Made to Comptroller Manual of Accounts for Fiscal 2015
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. |
| 07/24/15 | Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
| 07/17/15 | Reminder — Fiscal Management Requests Your Feedback Reminder — 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 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. |
| 07/02/15 | Master Schedule of Year-End Close Events Available Master Schedule of Year-End Close Events Available
New this year is the Master Schedule of Year-End Close Events that includes:
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| 06/26/15 | 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 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. |
| 06/19/15 | Substantive Change Made to Comptroller Manual of Accounts Substantive Change Made to Comptroller Manual of Accounts
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. |
| 06/12/15 | Take the 2015 Fiscal Management Customer Service Survey by July 24 Take the 2015 Fiscal Management Customer Service Survey by July 24
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. |
| 06/05/15 | 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 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. |
| 05/29/15 | 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). |
| 05/01/15 | TINS ACR to Make Warrant Changes May 5 TINS ACR to Make Warrant Changes May 5
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. |
| 04/24/15 | Reminder — Warrant Size to Change May 5 Reminder — Warrant Size to Change May 5
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:
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. |
| 04/17/15 | FMX Can Only Be Viewed in These Browsers FMX Can Only Be Viewed in These Browsers
To view FMX, you must use these browser versions or an earlier version.
If you have questions, please contact your agency’s IT department. |
| 04/02/15 | Warrant Size to Change May 5 Warrant Size to Change May 5
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:
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. |
| 03/09/15 | Warrant Size Change Delayed Warrant Size Change Delayed
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. |
| 02/27/15 | New Transparency Tools Highlight State Payments New Transparency Tools Highlight State Payments
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.
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. |
| 02/27/15 | 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). |
| 02/20/15 | Reminder — USAS Confidential Indicator Must Be Marked Correctly Reminder — USAS Confidential Indicator Must Be Marked Correctly
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. |
| 02/06/15 | Reminder — Use the Current Forms Available on FMX Reminder — Use the Current Forms Available on FMX
Do you need to submit a form to Fiscal Management? 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. |
| 01/16/15 | If Your Agency Has Switched to texas.gov, Use Your New Email Address to Log Into Training Center If Your Agency Has Switched to texas.gov, Use Your New Email Address to Log Into Training Center
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. |
| 01/09/15 | Fiscal Management Staff Changes Announced Fiscal Management Staff Changes Announced
Texas Comptroller Glenn Hegar has announced the following staff changes:
Please see FMX for contact information for Fiscal Management – Directors, Managers & Administrative Assistants. |
| 01/05/15 | Changes to Agency Website, URL and Email Addresses Changes to Agency Website, URL and Email Addresses
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 URLThe 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 AddressesThe 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. |