“What’s New” for USAS

State agencies and institutions of higher education must report payables and binding encumbrances for second-quarter fiscal 2023 appropriations by March 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

For updated USAS documentation, see:

• USAS T-Code Reference Guide (FPP Q.014), with nine transaction code (T-code) sorts available in HTML and a list of commonly used T-codes.
• USAS Reference (FPP Q.012), with updated lists of comptroller general ledger accounts and comptroller objects.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and nonconfidential payments. State agencies and institutions of higher education must properly mark confidential transactions to protect payee confidentiality, per USAS and CAPPS Confidentiality Indicator (FPP E.045).

The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552).

An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

Jan. 30 is the last day to adjust the 1099-reportable data and request 1099s in USAS.

Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT).

See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for more information.

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

The top of every FMX page has a link to the Forms page.

Topic pages (such as Appropriations or Payment Services) link to their specific forms on the Forms page.

Friday, Dec. 23: The Comptroller’s office will be closed; Payment Services will distribute warrants 9–11 a.m.

Monday, Dec. 26: The Comptroller’s office will be closed; no warrants will be distributed.

Monday, Jan. 2: The Comptroller’s office will be closed; Payment Services will distribute warrants 9–11 a.m.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.

The Comptroller’s office will be closed Friday, Dec. 23; however, Payment Services will distribute warrants 9–11 a.m. on that day.

The Comptroller’s office will also be closed Monday, Dec. 26; no warrants will be distributed.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

When determining the direct deposit settlement date of a payment, exclude state and federal holidays that are listed on the System Outages and Holidays calendar.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must consider these dates when determining when to submit their payments to ensure prompt payment and avoid late payment interest.

State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.

State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2023 appropriations by Dec. 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

State agencies and institutions of higher education must file electronically with the IRS or mail 1099 forms with form 1096 to the IRS and mail postmarked 1099 forms to recipients by Jan. 31, 2023. Forms will be available for pickup at the Comptroller’s office each business day from Jan. 3–31 in the LBJ Building, room G17.

See USAS Procedures for 1099 Reporting for Calendar Year 2022 (FPP E.001) for instructions on requesting 1099 data from USAS.

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

The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 Dec. 9

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

State agencies that receive, spend or administer funds or revenues held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.

The State of Texas Annual Cash Report for fiscal 2022 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Texas Government Code, Section 403.013.

State agencies that receive, spend or administer revenue held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2023 projected data must be submitted by Dec. 9 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA in the Agency Requirements section of FPP S.009.

If you generate or monitor your agency’s direct deposit payments, learn how you can help avoid fraud and safeguard state resources by attending a fraud prevention webinar on Nov. 15, 10:30 a.m. – noon. Topics include:

• Biggest threats to agencies.
• Business email compromise.
• Check fraud.
• Best practices to prevent fraud.

This webinar is offered by the state’s direct deposit vendor, J.P. Morgan Chase. Registration is not required. Visit the web-based training calendar on FMX for login information.

USPS will be unavailable all day Saturday, Dec. 10, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2022/2023 file split must have a warrant date in calendar year 2023 and will be reflected in the 2023 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

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

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

Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19.

See Benefits Proportional by Method of Finance (APS 011) (FPP A.010) for more information, including forms and sample letters.

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

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

See Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) for more information. Contact Expenditure Assistance with questions.

Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

At 7 a.m. on Nov. 2, the effective start date changes to 09/01/2022 for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043.

Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and ensures agencies cannot backdate entries, which would change the agency’s GR amount.

The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.

Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields.

Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition.

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

By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.

At 7 a.m. on Nov. 2, the effective start date changes to 09/01/2022 for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043.

Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and ensures agencies cannot backdate entries, which would change the agency’s GR amount.

The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.

How well are we meeting your customer service expectations?

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

Email us at fiscal.documentation@cpa.texas.gov with any questions.

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

How well are we meeting your customer service expectations?

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

Email us at fiscal.documentation@cpa.texas.gov with any questions about the survey.

The Comptroller’s office has updated Tracking Expenditures and Revenues Related to Disaster or Disaster-Related Economic Relief Efforts (FPP K.014) to include the tracking requirements for Infrastructure Investment and Jobs Act (IIJA) funding received.

Coronavirus Relief Federal Funding Accounting Policy for the State of Texas (FPP A.048) also includes new references to IIJA funding.

State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year.

All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)

By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.)

The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for prior appropriation years each Nov. 1. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for details.

Effective Sept. 16, TINS and USAS mask direct deposit account numbers on certain reports.

See TINS ACR 60486 and USAS ACR 60487 for more information.

Contact Payment Services for information about the TINS reports. Contact your agency’s appropriation control officer for information about the USAS reports.

The recurring transaction indexes (RTIs) for unemployment compensation reimbursements have been updated for fiscal 2023. See Reimbursements for Unemployment Compensation (APS 003) (FPP A.035) for details.

Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2022 expenditure activity in USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST).

See Entering Higher Education Expenditure Activity in USAS for USAS/ABEST Reconciliation (FPP B.011) for more information.

Note: Community/junior colleges are excluded from these requirements.

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

Reminder: when coding on the USAS Recurring Transaction Profile (55), do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR).

Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date.

Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one.

See RTI Tables for Interfund/Interagency Transactions and the ITV/RTI Process USAS FAQs for more information.

The USAS annual cash-basis close for fiscal 2022 occurs Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including:

• Processing deadlines.
• System maintenance dates and times.
• Support contacts.

Unused fields on the Comptroller Object (D10) and Appropriated Fund (D22) profiles were retitled and repurposed for preparing the State of Texas Annual Cash Report.

See ACR 60527 – USAS System Change for more information.

The interest rate the state pays on late payments to vendors under the state’s prompt payment law will be 5.75 percent for fiscal 2023. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July.

See Interest Rate on eXpendit (FPP I.005) for more information.

The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31.

See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants.

Contact your appropriation control officer with questions.

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

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

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA) are appropriated, subject to certain conditions and deadlines.

See the Appropriation Authority for Earned Federal Fund Collections Above the Annual Level section of Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines.

Contact your agency's appropriation control officer with any questions.

Fiscal 2023 appropriation budgets must be entered in USAS and all required documentation submitted by July 29.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.

See the 2022 Master Schedule of Year-End Close Events, which includes:

• Processing deadlines.
• Support contacts.
• System maintenance dates and times.

The fiscal 2022 USAS annual cash-basis close occurs on Wednesday, Aug. 31. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004).

See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines.

Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).

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

The certification is due July 8. All corrections must be entered in USAS by July 22.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the fo

On July 1, agencies can begin entering fiscal 2023 appropriation budgets in USAS and CAPPS. Submit all required documentation by July 29.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education should use the provided Excel spreadsheets to complete the required schedules.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.

The annual profile rollover program now excludes additional profiles when certain criteria are met, reducing the need for agency users to coordinate with Comptroller’s office staff to deactivate obsolete profiles.

See ACR 60498 – USAS System Change for more information.

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

The certification is due July 8. All corrections must be entered in USAS by July 22.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.

Payment Services implemented a new policy when requesting Comptroller-assigned TINs. Agencies that issue payments to foreign entities and non-resident aliens who do not have an employer identification number (EIN), Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN) may need to request a Comptroller-assigned 3 TIN.

Contact Payment Services with questions.

USAS Profile Review and Cleanup Reports

To prepare for the June 18, 2022, rollover to fiscal 2023, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3 - 16.

The reports:

• Help agencies review certain USAS profiles so necessary changes are made before the June 18 rollover.
• Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year end.
• Include USAS data through the previous business day.

Contact your financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports.

See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.

USAS Profile Rollover to FY/AY23

The annual USAS profile rollover occurs June 18. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2023, based on existing FY22 and AY22 profiles. 

See USAS Profile Rollover (FPP Q.007) for more information.

State agencies and institutions of higher education must review their USAS IT file daily and complete the maintenance necessary to keep the file current and ensure timely processing. Older transactions may not process due to closed fiscal periods.

When posted transactions require deletion, agencies must submit a Super Security Delete Request (73-310). Submit requests by 4 p.m. to ensure same-day processing.

For more information, see USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001).

State agencies and institutions of higher education must report payables and binding encumbrances for third-quarter fiscal 2022 appropriations by June 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday.

Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution.

See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2023 payroll due dates and direct deposit schedule.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

The deadline to renew the Agency Authorization for Warrant Pickup form (74-189) has been extended to close of business May 20. All authorization forms on file terminate at 5 p.m. on May 31. New forms are effective June 1. Warrants will not be distributed as of June 1 without an updated renewal form on file.

See Authorization for Warrant Pickup for the form and more information.

Contact Payment Services with questions.

The Comptroller’s office will be closed April 15 to observe Good Friday; however, Payment Services will distribute warrants from 8-10 a.m. The warrants will be from the April 14 processing cycle.

See Payment Distribution for warrant pickup requirements.

Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189).

Return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1.

See Authorization for Warrant Pickup for the form and more information.

Contact Payment Services with questions.

Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189).

Return the completed and signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1.

See Authorization for Warrant Pickup for the form and more information.

Contact Payment Services with questions.

State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2022 appropriations by March 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

For updated USAS documentation, see:

• USAS T-Code Reference Guide (FPP Q.014) with 10 transaction code (T-code) sorts available in HTML.
• USAS Reference (FPP Q.012) with updated lists of Comptroller General Ledger Accounts and Comptroller Objects Sorted by Object Group for AY 2022.

Effective Jan. 1, substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 86th and 87th Legislatures, Regular Session.

The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes for recording accounting transactions.

The Statewide Fiscal Systems (SFS) Security team’s name has changed to Statewide Security Administration (SSA).

Effective Feb. 14, the support email address (SFS.security@cpa.texas.gov) will be replaced with SSA.security@cpa.texas.gov. This email account is primarily for agency security coordinators to send questions/correspondence to the SSA team. Security access requests must still be submitted via the Security Request System.

Agencies should:

• Confirm with IT departments that the new SSA address is not subject to security filters.
• Update internal contact lists and web pages to reflect both the new email (SSA.Security@cpa.texas.gov) and the new name (Statewide Security Administration).

NOTE: The old SFS email account will not receive messages after Tuesday, March 15.

Agency security coordinators may contact the SSA team with questions.

To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045).

The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552).

An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

Jan. 28 is the last day to adjust the 1099-reportable data and request 1099s in USAS.

Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT).

See USAS Procedures for 1099 Reporting for Calendar Year 2021 (FPP E.001) for more information.

The Comptroller’s office will disable two transport layer security (TLS) protocols, 1.0 and 1.1, on Jan. 30. After that, only TLS 1.2 connections will work. This update is needed to correct security vulnerabilities.

This change will impact all connections to Comptroller systems, so be sure your information technology team is aware of the upgrade. The Comptroller’s office alerted state agencies to the upcoming change in September and has worked with agencies to replace the older protocols. See Microsoft’s update for more information.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

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

You’ll find a link to the Forms page at the top of any FMX page. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms.

The Comptroller’s office will disable two transport layer security (TLS) protocols, 1.0 and 1.1, on Jan. 30, 2022. After that, only TLS 1.2 connections will work. This update is needed to correct security vulnerabilities.

This change could impact any connection to Comptroller systems, so be sure your informational technology team is aware of the upgrade. The Comptroller’s office alerted state agencies to the upcoming change in September and has worked with agencies to replace the older protocols. See Microsoft’s update for more information.

Processing Supplemental Appropriations and Reductions (FPP A. 047) has been updated with instructions for USAS and CAPPS to reflect recent changes from the 87th Legislature, Special Sessions.

Affected state agencies and institutions of higher education must follow the instructions in FPP A.047 by Dec. 21.

State agencies are responsible for collecting and depositing earned federal funds (EFF) and indirect cost reimbursements to the General Revenue Fund. Effective Sept. 1, the EFF collection totals have been updated per the General Appropriations Act (GAA).

See Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for defined conditions and deadlines.

Contact your agency’s appropriation control officer with any questions.

Payment Services will distribute warrants from 8-10 a.m. on Thursday, Dec. 23. There will be no warrant distribution Dec. 24.

Payment Services will also distribute warrants from 8-10 a.m. on Friday, Dec. 31.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

Due to the New Year’s Day holiday, the deadline to submit Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Dec. 31.

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

To determine the direct deposit settlement date of a payment, you must exclude federal holidays, since financial institutions are closed and no direct deposit activity occurs on those days. Agencies must account for these dates to ensure prompt payment and avoid late payment interest.

See the System Outages and Holidays calendar for federal holidays with no scheduled USAS cycles.

Payment Services will distribute warrants from 8-10 a.m. on Thursday, Dec. 23. There will be no warrant distribution Dec. 24.

Payment Services will also distribute warrants from 8-10 a.m. on Friday, Dec. 31.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

Due to the New Year’s Day holiday, the deadline to submit Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Dec. 31.

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

To determine the direct deposit settlement date of a payment, you must exclude federal holidays, since financial institutions are closed and no direct deposit activity occurs on those days. Agencies must account for these dates to ensure prompt payment and avoid late payment interest.

See the System Outages and Holidays calendar for federal holidays with no scheduled USAS cycles.

State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2022 appropriations by Dec. 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

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

The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 Dec. 9.

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

USPS will be unavailable all day Saturday, Dec. 11, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2021/2022 file split must have a warrant date in calendar year 2022 and will be reflected in the 2022 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

The State of Texas Annual Cash Report for fiscal 2021 is now available, as required by Government Code, Section 403.013. The report presents the state’s financial condition and details revenues and expenditures on a cash basis.

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, unless another legal provision prohibits proportionality.

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

Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19.

See Benefits Proportional by Method of Finance (APS 011)(FPP A.010) for more information, including forms and sample letters.

State agencies and institutions of higher education must file 1099 forms with the IRS (electronically or as hard copies) and mail 1099 forms to recipients by Jan. 31, 2022.

Agencies may request forms in USAS Jan. 4-28, and they will be available for pickup the following business day in the LBJ Building, room G17.

See USAS Procedures for 1099 Reporting for Calendar Year 2021 (FPP E.001) for instructions on requesting 1099 data from USAS.

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

Agencies should review the procedures for entering credit card information 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).

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.

Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to 09012021.

Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount.

The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.

Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies was Sept. 30.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Transaction entry screens in USAS and CAPPS let state agencies and institutions of higher education enter payment information in the invoice number and description fields.

Never enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the protected health information prohibition.

See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) for more information and to review your agency’s procedures for compliance.

By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.

Nov. 2, at 7 a.m., the effective start date for USAS budget T-codes 001, 003, 006, 009, 012, 015, 018, 021, 036, 039, 040, 041, 042 and 043 will be changed to 09012021.

Fiscal Management’s Financial Reporting section verifies general revenue (GR) information submitted by state agencies and must ensure agencies cannot backdate entries, which would change the agency’s GR amount.

The GR Reconciliation Certification is due Nov. 1. Contact your financial reporting analyst with questions.

State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year.

All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)

By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.)

The Comptroller’s office must lapse all unencumbered nonconstruction appropriation balances for prior appropriation years Nov. 1 of each fiscal year. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

How well are we meeting your customer service expectations?

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

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

How well are we meeting your customer service expectations?

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

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

The following Accounting Policy Statements (APSs) have been updated:

• APS 003 – Reimbursements for Unemployment Compensation Payments
• APS 010 – Travel Advance Account and Petty Cash Account
• APS 018 – Encumbrance Report and Lapsing of Appropriations
• APS 026 – Capital Budget Rider Appropriations
• APS 027 – Accounting for Uncollectible Accounts

Review each APS to ensure compliance with the most current policies and procedures.

Effective Sept. 1, substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 86th and 87th Legislatures, Regular Sessions.

The Manual of Accounts provides current information on state agencies, appropriated funds, and accounts and object codes to record accounting transactions.

Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2021 expenditure activity in USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST).

See Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011) for additional information.

Note: Community/junior colleges are excluded from these requirements.

BlueZone Web-to-Host 5.2 will be decommissioned Sept. 8. Customers must upgrade to BlueZone Web-to-Host 7.1 before that date. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for installation instructions.

Note: If you have trouble connecting to the FMX site or downloading BlueZone, contact your IT support to determine if your agency security policies or firewalls are blocking access.

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

BlueZone Web-to-Host 5.2 will be decommissioned Sept. 8. Customers must upgrade to BlueZone Web-to-Host 7.1 before that date. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for installation instructions.

Note: If you have trouble connecting to the FMX site or downloading BlueZone, contact your IT support to determine if your agency security policies or firewalls are blocking access.

BlueZone Web-to-Host 5.2 will be decommissioned Sept. 8. Customers must upgrade to BlueZone Web-to-Host 7.1 before that date. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for installation instructions.

Note: If you have trouble accessing instructions or downloading BlueZone, contact your IT support to determine if your agency security policies or firewalls are blocking access.

The following Accounting Policy Statements (APSs) have been updated:

• APS 001 – Sources of Revenue Required To Pay Benefit Cost
• APS 005 – Reimbursing Retirement Contributions and Insurance Premiums
• APS 007 – Revenue Deposits Intended To Increase Appropriation Authority
• APS 008 – Deposit of Sales Taxes Collected by State Agencies
• APS 013 – Refunding Deposits
• APS 014 – Interagency Payments and Receipts for Goods and Services
• APS 019 – Salary Benefit Appropriation Allocations
• APS 021 – Correcting Bookkeeping and Cost Allocation Entries
• APS 025 – Cost Allocation From Temporary Administrative and Support Appropriations
• APS 028 – Reporting of State Debts and Hold Offset Procedures
• APS 029 – Electronic Processing of Revenues and Expenditures

Review each APS to ensure compliance with current policies and procedures.

All proceeds from the sale of surplus property, equipment and commodities must be deposited to general revenue (GR) in appropriation 99908.

An agency may reappropriate 25 percent of the receipts from the sale of surplus property for expenditure during the fiscal year in which the receipts are received.

See Proceeds From the Sale of Surplus Property (FPP A.032) for more information.

The 87th Legislature updated Article IX of the General Appropriations Act (GAA); changes take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of GAA changes and other legislation that affects state agencies.

Important reminder for coding on the USAS Recurring Transaction Profile (55): Do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR).

Interagency transaction vouchers (ITVs) transactions must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date.

For example, a transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction were backdated to Aug. 31. To avoid this, the RTI agency should not set an effective end date on the 55 profile until the interagency reconciliation process is complete.

Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one.

See the ITV/RTI Process USAS FAQs for more information.

The USAS annual cash-basis close for fiscal 2021 occurs on Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including:

• Processing deadlines
• System maintenance dates and times
• Support contacts

BlueZone Web-to-Host 5.2 will be decommissioned on Sept. 8. Customers must upgrade to BlueZone Web-to-Host 7.1 before that date. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for installation instructions.

Note: If you have trouble connecting to the FMX site or downloading BlueZone, contact your IT support to determine if your agency security policies or firewalls are blocking access.

Customers using BlueZone Web-to-Host 5.2 can leave that version installed; it will not conflict with version 7.1.

After Sept. 8, BlueZone Web-to-Host 5.2 will no longer connect to the CPA mainframe and will redirect to a Comptroller.Texas.Gov welcome page.

Agencies and institutions may also use other TN3270E emulation software equivalent to BlueZone. See Alternative Emulator Configuration Settings (login required) in FPP N.007 or contact Information Technology Support at your agency or institution for assistance.

The interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 4.25 percent for fiscal 2022. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July.

See Interest Rate on eXpendit (FPP I.005) for more information.

The Outstanding Warrants Control Report (DAFR8171) runs on the first Friday of each month. Agencies should monitor their report before warrants become void on Aug. 31.

See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen. Also see Void Warrants.

Contact your appropriation control officer with questions.

Substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009) reflecting legislation passed by the 87th 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.

House Bill 2896, 87th Legislature, Regular Session, continues the policy of limiting the number of new general revenue accounts, special funds and dedications of revenue.

See Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046) for a summary of HB 2896.

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

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

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act (GAA), Article IX, Section 13.11(b), plus benefits (13.11[g]), are appropriated subject to certain conditions and deadlines.

For defined conditions and deadlines, see the Appropriation Authority for Earned Federal Fund Collections Above the Annual Level section of Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017).

Contact your agency’s appropriation control officer with any questions.

Fiscal 2022 appropriation budgets must be entered into USAS and all required documentation submitted by July 30.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.

See the 2021 Master Schedule of Year-End Close Events, which includes:

• Processing deadlines
• System maintenance dates and times
• Support contacts

The fiscal 2021 USAS annual cash-basis close occurs on Tuesday, Aug. 31. Instructions, including deadlines for submitting documents, are in USAS Annual Close Process (FPP Q.004).

See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines.

Agencies using CAPPS Financials must also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).

Processing Supplemental Appropriations and Reductions (FPP A. 047) has been updated with instructions for USAS and CAPPS to reflect House Bill 2, 87th Legislature, Regular Session. The update includes a new section with instruction for outstanding Senate Bill 500 transactions.

Affected state agencies and institutions of higher education must follow the instructions in FPP A.047 by Aug. 6.

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

The certification is due July 9. All corrections must be entered in USAS by July 23.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.

Enter fiscal 2022 appropriation budgets into USAS and submit all required documentation by July 30. Entry into USAS and CAPPS can begin July 1.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing the required schedules.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.

Agencies have the option of reserving batch numbers for the exclusive use of input record (INREC) files. The batch number reservation must be established on the USAS Titles (D53) Profile, Table ID EXBN, and prevents users from creating a batch ID directly in USAS through the Batch Header Entry (500) screen that uses a reserved batch number.

See ACR 60472 – USAS System Change for more information.

To ensure correct fiscal 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’s treasury are subject to this requirement.

The certification is due July 9. All corrections must be entered in USAS by July 23.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.

Customers using BlueZone Web-to-Host 5.2 may continue using this version until further notice. We recommend that you upgrade to Web-to-Host 7.1 at your earliest convenience; see Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for more information and installation instructions. The Comptroller’s office will announce the new decommission date for Web-to-Host 5.2 shortly.

The annual USAS profile rollover occurs June 19. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2022, based on existing FY21 and AY21 profiles.

See USAS Profile Rollover (FPP Q.007) for more information.

To prepare for the June 19, 2021, rollover to fiscal 2022, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies June 3-10.

The reports:

• Help agencies review certain USAS profiles so necessary changes are made before the& June 19 rollover.
• Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end.
• Include USAS data through the previous business day.

Contact your financial reporting analyst with report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports.

See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.

State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2021 appropriations by June 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

All customers using BlueZone Web-to-Host 5.2 must upgrade to the latest version, 7.1, by June 1, when the current version will be decommissioned on Comptroller systems.

Note: If you or your IT support already downloaded and installed BlueZone Web-to-Host 5.2 from FMX, you must upgrade to the latest 7.1 version. If your agency or office has its own licensed version of BlueZone or another 3270 emulator, you can continue using it to connect to the Comptroller’s mainframe.

See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for more information and installation instructions.

Agencies and institutions may also use other TN3270E emulation software equivalent to BlueZone. See Alternative Emulator Configuration Settings (login required) in FPP N.007, or contact information technology support at your agency for help.

For state agencies and institutions of higher education, the monthly and twice-monthly payrolls are due by the seventh workday before payday.

Submitting payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution.

See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2022 payroll due dates and direct deposit schedule.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31.

By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes.

See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.

Agencies with supplemental appropriations made by Senate Bill (SB) 500, 86th Legislature, Regular Session have been contacted by an appropriation control officer about any remaining balances.

Obligated funds must be encumbered or accrued by June 5 in USAS with an effective date of May 31 to allow expenditure over the next two fiscal years. Any balances not encumbered or accrued will lapse.

Contact your appropriation control officer with questions.

All customers using BlueZone Web-to-Host 5.2 must upgrade to the latest version, 7.1, by June 1, when the current version will be decommissioned on Comptroller systems.

Note: If you or your IT support already downloaded and installed BlueZone Web-to-Host 5.2 from FMX, you must upgrade to the latest 7.1 version. If your agency or office has its own licensed version of BlueZone or another 3270 emulator, you can continue using it to connect to the Comptroller’s mainframe.

See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for more information and installation instructions.

Agencies and institutions may also use other TN3270E emulation software equivalent to BlueZone. See Alternative Emulator Configuration Settings (login required) in FPP N.007, or contact information technology support at your agency for help.

All customers using BlueZone Web-to-Host 5.2 must upgrade to the latest version, 7.1, by June 1, when the current version will be decommissioned on Comptroller systems. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for more information and installation instructions.

Agencies and institutions may also use other TN3270E emulation software equivalent to BlueZone. See Alternative Emulator Configuration Settings (login required) in FPP N.007, or contact information technology support at your agency for help.

Letter of authorization (LOA) signature lists currently on file for HRIS, SPRS, USPS and CAPPS expire May 31. 

By May 31, each agency and institution of higher education must submit the names of authorized employees and a new LOA signature list form. Beginning June 1, only newly authorized state employees may request data changes.

See Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009) for forms and instructions.

The Comptroller’s office will be closed for business on April 2 in observance of Good Friday; however, Payment Services will distribute warrants from 8-10 a.m. The warrants will be for the April 1 processing cycle.

See Payment Distribution for warrant pickup requirements.

State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2021 appropriations by March 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

All customers using BlueZone Web-to-Host 5.2 must upgrade to the latest version, 7.1, by June 1, when the current version will be decommissioned on Comptroller systems. See Requirements for Transmitting Comptroller Information (FPP N.007) (login required) for more information and installation instructions.

Agencies and institutions may also use other TN3270E emulation software equivalent to BlueZone. See Alternative Emulator Configuration Settings (login required) in FPP N.007 or contact information technology support at your agency or institution for help.

See FMX for updated USAS documentation:

• USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML and an expanded table of the most commonly used T-codes.
• USAS Reference (FPP Q.012) includes updated lists of Comptroller General Ledger Accounts and Comptroller Objects Sorted by Object Group for appropriation year 2021.

The daily print files for the mainframe system reports are available for download for the most recent cycle plus the previous 12 cycles. Agencies can retrieve the files from the Comptroller’s mainframe server using secure file transfer protocol (SFTP), and have two weeks to download a missed file without notifying the Comptroller’s office. You must have security access to retrieve these reports. To request access, contact your agency security coordinator.

If you need to retrieve files that are no longer available, contact the Comptroller’s Help Desk at (512) 463-4357 or cpa.help@cpa.texas.gov and request the SIO Group.

See Requirements for Transmitting Comptroller Information Over Public Networks and Downloading Mainframe Reports Using Secure File Transfer Protocol (SFTP)(FPP N.007) (login required) for more information.

Weather permitting, warrant pickup will be available on Friday, Feb. 19 from noon – 4 p.m. Agencies may call (512) 475-5329 beginning at 9 a.m. on Friday to confirm that warrants will be 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) 475-5329 upon arrival at the LBJ building if no guard is present.

Due to inclement weather, the Comptroller’s office will be closed on Thursday, Feb. 18. Warrants will not be distributed on this day.

Additional Comptroller office closures or delayed openings will be announced here on FMX.

Due to inclement weather, the Comptroller’s office will be closed on Wednesday, Feb. 17. Warrants will not be distributed on this day.

Additional Comptroller office closures or delayed openings will be announced here on FMX.

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

Additional Comptroller office closures or delayed openings will be announced here on FMX.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

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.

Unclaimed property transferred to the state includes property that might belong to state agencies or institutions of higher education. Money not claimed by May 31 will be deposited into unappropriated general revenue.

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

Payments of $600 or more to a non-corporate payee for services or interest during a calendar year must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC), Form 1099-Nonemployee Compensation (NEC) or Form 1099-Interest Income (INT).

Jan. 29 is the last day to adjust the 1099-reportable data and request 1099s in USAS.

See USAS Procedures for 1099 Reporting for Calendar Year 2020 (FPP E.001) for more information.

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

You’ll find a link to the Forms page at the top of any page. Also, topic pages such as Appropriations or Payment Services feature links to related forms.

The Comptroller’s office will be closed Wednesday, Dec. 23; however, Payment Services will distribute warrants from 8-10 a.m. There will be no warrant distribution Dec. 24-25.

The Comptroller’s office will also be closed Thursday, Dec. 31; however, Payment Services will distribute warrants from 8-10 a.m. There will be no warrant distribution Jan. 1, 2021.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

Due to the New Year’s Day holiday, the deadline to submit Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Dec. 31.

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

To determine the direct deposit settlement date of a payment, you must exclude federal holidays when financial institutions are closed; no direct deposit activity occurs on those days. Agencies must account for these dates to ensure prompt payment and avoid late payment interest.

See the System Outages and Holidays calendar for federal holidays with no scheduled USAS cycles.

The Comptroller’s office will be closed on Wednesday, Dec. 23; however, Payment Services will distribute warrants from 8-10 a.m. There will be no warrant distribution on Dec. 24-25.

The Comptroller’s office will also be closed on Thursday, Dec. 31; however, Payment Services will distribute warrants from 8-10 a.m. There will be no warrant distribution on Jan. 1, 2021.

See Payment Distribution for warrant pickup requirements and the System Outages and Holidays calendar for more information.

Due to the New Year’s Day holiday, the deadline for submission of the Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Dec. 31.

If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule.

To determine the direct deposit settlement date of a payment, you must exclude federal holidays when financial institutions are closed; no direct deposit activity occurs on those days. Agencies must account for these dates to ensure prompt payment and avoid late payment interest.

See the System Outages and Holidays calendar for federal holidays with no scheduled USAS cycles.

State agencies that receive, spend or administer revenue held outside the state's treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2021 projected data must be submitted by Dec. 11 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See additional reporting requirements per the GAA (Art. IX, Sec. 17.09) in the Agency Requirements section of FPP S.009.

State agencies and institutions of higher education must report payables and binding encumbrances for first-quarter fiscal 2021 appropriations by Dec. 30 to the Comptroller’s office.

Quarterly certification must be entered in the online form.

See Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

USPS will be unavailable all day Saturday, Dec. 12, while we conduct the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2020/2021 file split must have a warrant date in calendar year 2021 and will be reflected in the 2021 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your agency’s assigned USPS representative with questions.

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.

See Hotel Occupancy Tax Quarterly Refund(FPP B.006) for more information.

State agencies that receive, spend or administer revenue held outside the state’s treasury (local funds) are required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2021 projected data must be submitted by Dec. 11 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA (Art. IX, Sec. 17.09) in the Agency Requirements section of FPP S.009.

According to 2020-21 General Appropriations Act requirements, any state agency that receives, spends or administers revenue held outside the state’s treasury (local funds) is required to submit financial data on those funds to the Comptroller’s office.

Fiscal 2021 projected data must be submitted by Dec. 11 using the updated Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009).

See Additional reporting requirements per the GAA (Art. IX, Sec. 17.09) in the Agency Requirements section of FPP S.009.

All mainframe systems (USAS, TINS, SPRS, USPS, SPA, HRIS) and CAPPS web services will be unavailable on Saturday, Nov. 21, from 7 a.m. until 7 p.m. for scheduled hardware maintenance. CAPPS systems will remain available during this time.

The State of Texas Annual Cash Report for fiscal 2020 is now available. The report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.

The Internal Revenue Service (IRS) added a new form 1099-NEC for non-employee compensation, previously reported in box 7 on the 1099-MISC (miscellaneous), and repurposed several boxes on the 1099-MISC. To reduce the burden on agencies for corrections, the Comptroller's office will run a program to make the changes in USAS for calendar year 2020 and update the USAS D10 field before Jan. 1, 2021.

State agencies and institutions of higher education reporting compensation in box 1 (non-employee compensation) of the 1099-NEC form must file with the IRS by Feb. 1, 2021. Forms will be available for pickup at the Comptroller’s office each Tuesday and Friday from Jan. 5-29 and on Monday, Feb. 1.

See USAS Procedures for 1099 Reporting for Calendar Year 2020 (FPP E.001) for instructions on requesting 1099 data from USAS.

All mainframe systems (USAS, TINS, SPRS, USPS, SPA, HRIS) and CAPPS web services will be unavailable on Saturday, Nov. 21, from 7 a.m. until 7 p.m. for scheduled hardware maintenance. CAPPS systems will remain available during this time.

Mainframe data extracts and reports that are scheduled to run during this outage will need to be processed after maintenance is completed. CAPPS batch jobs that interface with mainframe systems will be placed on hold and run after 7 p.m. on Saturday.

Note: CAPPS agencies should not process any new hires while the web service is down, as the interface will not occur.

USPS will be unavailable all day Saturday, Dec. 12, during the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2020/2021 file split must have a warrant date in calendar year 2021 and will be reflected in the 2021 files.

See the schedule in USPS Calendar Year-End Close Process (FPP R.014) and Splitting Files in the USPS Calendar Year-End Close Manual for more information.

Contact the USPS help desk at (512) 463-4008 or your assigned USPS representative with questions.

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

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

Agencies and institutions funded with a single method of finance must submit a letter confirming this status by Nov. 19

See Benefits Proportional by Method of Finance (APS 011) (FPP A.010) for more information, including forms and sample letters.

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

Agencies should review the procedures for entering credit card information 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.

Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), state agencies and institutions of higher education must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated was Sept. 30.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances above the level needed to satisfy outstanding binding encumbrances and/or payables. All agencies must also submit the online annual certification form by Oct. 30. (Sept. 30 is the recommended due date for GR consolidated to lapse appropriation balances and submit annual certifications.)

An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details.

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.

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.

State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). This reporting requirement includes the fourth quarter of the previous appropriation year.

All agencies must submit the online Annual Certification form by Oct. 30. (The recommended due date for GR consolidated agencies is Sept. 30.)

By Oct. 30 each year, all agencies must lapse appropriation balances above the amount needed to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for GR consolidated agencies is Sept. 30.)

The Comptroller’s office is statutorily required to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years on Nov. 1 of each fiscal year. To do this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle.

Agencies must review appropriation balances for accuracy before the lapse process. See Reviewing Appropriation Balances Prior to UB or Lapsing in APS 018 for full details.

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 25. We appreciate your feedback.

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

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 25. We appreciate your feedback.

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

USAS comptroller object documentation is updated on FMX. See USAS Comptroller Objects That Require Pre-Payment Audit and/or Descriptive/Legal Text for Purchase Documents (FPP I.008) for details.

Institutions of higher education hold appropriated funds outside the state’s treasury and must enter fiscal 2020 expenditure activity in USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST).

See Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011) for additional information.

Note: Community/junior colleges are excluded from these requirements.

Agencies and institutions must report emergency leave use by Oct. 1 for employees granted more than 32 hours of emergency leave during the prior fiscal year.

See Emergency Leave Reporting Requirements (FPP F.040) for details on the Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report.

Important reminder for coding on the USAS Recurring Transaction Profile (55): Do not set an effective end date until after Sept. 26 on certain recurring transaction indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR).

Interagency transaction vouchers (ITVs) must process successfully during the interagency reconciliation process for the AFR. An RTI (receiving) agency that sets an effective end date on the 55 profile will prevent a transaction (paying) agency from processing any ITV transactions past that effective end date.

For example, a transaction entered on Sept. 2 using an RTI with an effective end date of Aug. 31 would not process, even if the effective date on the transaction were backdated to Aug. 31. To avoid this, the RTI agency should not set an effective end date on the 55 profile until the interagency reconciliation process is complete.

Agencies should leave the effective end dates on RTIs blank unless there is an explicit need to include one.

See the ITV/RTI Process USAS FAQs for more information.

The USAS annual cash-basis close for fiscal 2020 occurs Aug. 31.

The fiscal year-end close process requires shutting down the statewide fiscal systems. See Master Schedule of Year-End Close Events for more information, including:

• Processing deadlines
• System maintenance dates and times
• Support contacts

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

See USAS Annual Close Process (FPP Q.004) for more information, including details on generating reports via the Report Request Profile, USAS 91 screen.

Contact your appropriation control officer with questions.

The interest rate the state pays on a late payment to a vendor under the state’s prompt payment law will be 4.25 percent for fiscal 2021. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July.

See Interest Rate on eXpendit (FPP I.005) for more information.

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

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

See Hotel Occupancy Tax Quarterly Refund (FPP B.006) for more information.

Fiscal 2021 appropriation budgets must be entered into USAS and all required documentation submitted by July 31.

Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup.

See Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020) for more information including schedule spreadsheets, instructions, definitions and samples.

The fiscal 2020 USAS annual cash-basis close occurs on Aug. 31. The instructions, including deadlines for submitting documents, are available in USAS Annual Close Process (FPP Q.004).

See Scheduling Critical Payments at Year-End for more information by appropriation year, including deadlines.

Agencies using CAPPS Financials need to also follow CAPPS Financials Year-End Processing Instructions (FPP T.001).

See the 2020 Master Schedule of Year-End Close Events, which includes:

• Processing deadlines
• System maintenance dates and times
• Support contacts

Earned federal funds that agencies deposit into Appropriation 70000 in amounts above the level identified in the General Appropriations Act are appropriated, subject to certain conditions and deadlines.

See the Appropriation Authority for Earned Federal Fund Collections Above the Annual Level section of Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023) (FPP A.017) for conditions and deadlines.

Contact your agency’s appropriation control officer with any questions.

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

The certification is due July 10. All corrections must be entered in USAS by July 24.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access to the Petty Cash Certification web application and complete the forms.

Enter fiscal 2021 appropriation budgets into USAS and submit all required documentation by July 31. Entry into USAS and CAPPS can begin July 1.

Budget entry and documentation submission must be complete before appropriation control officers can approve a budget setup. State agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing the required schedules.

See Establishing Appropriations by Method of Finance, Rider, Capital Budget and Transfer Schedules (FPP A.020) for schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances.

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

The certification is due July 10. All corrections must be entered in USAS by July 24.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for more information including how to request access and complete the forms.

State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2020 appropriations to the Comptroller’s office by June 30.

Agencies must enter quarterly certification in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is the seventh workday before payday.

Submitting your payrolls to the Comptroller’s office on or before the due dates ensures adequate processing time for direct deposits and warrant distribution

See Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2021 payroll due dates and direct deposit schedule.

The annual USAS profile rollover occurs on June 20. The process automatically creates new profiles for fiscal year (FY) and appropriation year (AY) 2021, based on existing FY20 and AY20 profiles.

See USAS Profile Rollover (FPP Q.007) for more information.

To prepare for the June 20 rollover to fiscal 2021, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies on June 3 through June 10.

The reports:

• Help agencies review certain USAS profiles so necessary changes are made before the June 20 rollover.
• Allow review of transaction entries, appropriation and USAS balances to prepare for fiscal year-end.
• Include USAS data through the previous business day.

Contact your financial reporting analyst for report questions. Contact the Comptroller’s help desk at (512) 463-HELP (4357) if you need retransmission of the reports.

See USAS Profile Review and Cleanup Procedures (FPP A.031) for more information.

The new CAPPS to USAS Pre-Release web service is available. This web service allows users with release authority in USAS to pre-release their batches from CAPPS without a login to USAS.

Your agency security coordinator (ASC) must submit a security request for you to use this new function. The security request falls under the AP module.

• Users with release authority in the USAS Production environment can request Pre-Release Execute access. Users who need release authority in USAS will need to request this separately through their ASC.
• Users who do not have USAS release authority may request Pre-Release View access.

Agency Level 1 support staff may contact the CAPPS help desk with any questions or concerns.

Unclaimed property turned over to the state includes property that might belong to state agencies or institutions of higher education. If agencies and institutions do not claim property by May 31, the Comptroller's office deposits the money into unappropriated general revenue. 

See Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division.

The Settlement and Judgment Payroll Processing form (74-232) is available for processing employee payroll deductions for settlement and judgment payments. Agencies must complete this form before processing any settlement or judgment payments when payroll deductions are required. Previously, agencies had to request the form from the Expenditure Assistance section. See Settlement and Judgment Processing Guidelines (FPP E.041) for the form and more information.

Effective April 10, new edits in USAS will create more consistent use of summary vendor numbers (Texas Identification Numbers starting with 3888). These edits will allow only summary payee transaction codes when processing payments using summary vendor numbers, and the summary vendor numbers must be established on the Payee Amount Limit (36) Profile.

See ACR 60345 – USAS System Change for more information.

Effective April 10, the USAS Transactions Deleted report (DAFR2011) will feature new columns and expanded reporting logic for better monitoring of deleted transactions from the USAS Internal Transaction (IT) file.

See ACR 60330 – USAS System Change for more information.

Every two years, the Texas Comptroller of Public Accounts requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189).

All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1. Agencies and institutions must return the completed and signed form by close of business April 15. 

See Authorization for Warrant Pickup for the form and more information. 

Contact Payment Services with questions.

The Comptroller’s office will be closed on April 10  to observe Good Friday; however, Payment Services will distribute warrants from 8–10 a.m. The warrants will be for the April 9 processing cycle.

See Payment Distribution for warrant pickup requirements.

Effective April 6, electronic confirmation of the Confidential Treatment of Information Acknowledgement (CTIA) will be recorded in a new CTIA system. New state employees and contractors with valid state email addresses will be able to view and acknowledge the policy electronically. Signed paper CTIA forms are still acceptable. Existing records must be retained per Access Requirements for Comptroller Systems (FPP K.015). See Methods and Evidence of Acknowledgement in FPP K.015 for more information.

Effective immediately, the vendor numbers used to process two types of USAS transactions have changed. Agencies must update their internal systems to accommodate these vendor number changes. After March 31, the previous numbers and all their mail codes will be inactive and cannot be used to process payments or accounting transactions.

• The vendor number for Replenishing Petty Cash is now 31001035687.000, replacing 38880026539.000. See Processing Third-Party Transactions in USAS for Payment, Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required).
• The vendor number for Summary Cost Allocation Transfers is now 31001035695.000, replacing 38880025705.000. See Tracking Expenditures and Revenues Related to Natural Disaster Relief Efforts (FPP K.014).

Contact Payment Services with questions.

The secure sockets layer (SSL) certificate chain for the Comptroller’s production mainframe is changing Sunday, April 5, because the previous Comodo CA certificates are expiring. Agencies must add the new certificate before April 5. Do not delete the current certificate.

This impacts anyone going to mvs1.cpa.state.tx.us using SSL, notably (but not exclusively) file transfer protocol secure (FTPS) transfers.

The certificate is currently available for download. See Comptroller’s Mainframe Certificate Changing for more information.

Contact your agency security coordinator (ASC) and technical team with questions about certificate/key installation and configuration. For additional help, contact the Comptroller’s office help desk at help.desk@cpa.texas.gov or (512) 463-HELP.

Effective March 31, the vendor numbers used for the processing of two types of USAS transactions will change. Agencies must update their internal systems to prepare for these vendor number changes. Agencies have the option to start using the new numbers immediately. However, after March 31, the previous numbers and all their mail codes will be inactive and cannot be used to process payments or accounting transactions.

• The vendor number for Replenishing Petty Cash will be 31001035687.000, replacing 38880026539.000
• The vendor number for Summary Cost Allocation Transfers will be 31001035695.000, replacing 38880025705.000

Contact Payment Services with questions.

The Comptroller’s office provides accounting guidance and resources to assist agencies and institutions of higher education in disaster relief efforts. See Accounting for Disaster Relief Efforts (FPP K.011) for additional information.

To assess the fiscal impact of coronavirus-related activity on state resources, the Comptroller’s office requires agencies and institutions of higher education to track expenditures and revenues directly related to significant disaster relief efforts. See Tracking Expenditures and Revenues Related to Disaster Relief Efforts (FPP K.014) for additional information, or contact your agency’s appropriation control officer.

As state agencies and institutions start to alter work schedules, emergency leave tracking must be standardized within the statewide payroll systems. For more information on COVID-19 leave reporting:

• USPS agencies can call the USPS help desk at (512) 463-4008 or contact their Comptroller representative.
• CAPPS agencies can call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center.
• Institutions of higher education can call the HRIS help desk at (512) 463-4008 or contact their Comptroller representative.

Every two years, the Comptroller’s office requires all state agencies and institutions of higher education to renew their Agency Authorization for Warrant Pickup form (74-189).

Agencies and institutions must return the completed, signed form by close of business April 15. All authorization forms on file terminate at 5 p.m. on April 30. New forms are effective May 1.

See Authorization for Warrant Pickup for the form and more information.

Contact Payment Services with questions.

Effective March 13, ACR 60196 automates the deposit vouchers for the warrant hold offset process and implements a new TINS Automated Offset Process (AOP) Agency Deposit Report that identifies the payees and amounts credited against a hold source agency’s state debts. This new report replaces the current manual spreadsheet emailed by Payment Services and is available to the agencies via remote print. The manual spreadsheet will no longer be emailed as of March 13.

Contact Payment Services with questions.

State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2020 appropriations by March 30 to the Comptroller's office.

Each agency must enter quarterly certification in the online form.

See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for more information.

Effective April 6, electronic confirmation of the Confidential Treatment of Information Acknowledgement (CTIA) will be recorded in a new CTIA system. New state employees and contractors with valid state email addresses will be able to view and acknowledge the policy electronically. Signed paper CTIA forms are still acceptable. Existing records must be retained per Access Requirements for Comptroller Systems (FPP K.015). Instructions and more information will be available on FMX at the end of March.

Note: Once the new CTIA system launches, the CTIA function on the CAPPS login screen will no longer be available, but existing records will be retained and remain valid.

USAS documentation has updates on FMX:

• USAS T-Code Reference Guide (FPP Q.014) features nine transaction code sorts available in HTML and an expanded table of commonly used T-codes
• USAS Reference (FPP Q.012) includes updated lists of Comptroller general ledger accounts and comptroller objects sorted by object group for appropriation year 2020