What’s New? on FMX
USAS Archive
02/08/19 | USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked
To make payment information available to the public promptly, the Comptroller’s office must be able to distinguish confidential and non-confidential payments. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as specified in USAS and CAPPS Confidentiality Indicator (FPP E.045). The agency or institution submitting a transaction is responsible for determining confidentiality. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). An agency or institution that marks a transaction as confidential should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure. |
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02/04/19 | Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may 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 (GR). See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
01/25/19 | Reminder – Last Day to Request Form 1099 is Jan. 30 Reminder – Last Day to Request Form 1099 is Jan. 30
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) or Form 1099-Interest Income (INT). Jan. 30 is the last day to make adjustments in USAS to the 1099-reportable data and request 1099s. For more information, see USAS Procedures for 1099 Reporting for Calendar Year 2018 (FPP E.001). |
01/04/19 | Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
01/04/19 | Reminder – Current Forms Always Available on FMX Reminder – Current Forms Always Available on FMX
Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is available at the top of all FMX pages. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms. |
12/14/18 | Reminder – USAS/TINS File Submission Reminder – USAS/TINS File Submission
If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule. |
12/07/18 | USAS/TINS File Submission USAS/TINS File Submission
If you need to submit a USAS or TINS batch file on a weekend or holiday, see the USAS/TINS Input Record File Submission Schedule. |
11/30/18 | First Quarter Payables and Binding Encumbrances Must Be Reported by Dec. 30 First Quarter Payables and Binding Encumbrances Must Be Reported by Dec. 30
State agencies and institutions of higher education must report payables and binding encumbrances for first quarter fiscal 2019 appropriations no later than Dec. 30 to the Texas Comptroller of Public Accounts. Quarterly certification must be entered in the online form. For more information, see Important Dates in the Reporting Guidelines of Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
11/30/18 | Reminder – USPS Unavailable Dec. 15 for CYE File Split Reminder – USPS Unavailable Dec. 15 for CYE File Split
USPS will be unavailable all day Saturday, Dec. 15, for the calendar year-end (CYE) file split. 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 for questions. |
11/26/18 | Hotel Occupancy Tax Refund Reports Available Dec. 9 Hotel Occupancy Tax Refund Reports Available Dec. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for September through November will be available on DAFR reports 8190 and 8200 on Dec. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
11/16/18 | Reminder – New Local Funds Reporting Requirements Due Nov. 30 Reminder – New Local Funds Reporting Requirements Due Nov. 30
Due to new 2018–19 GAA requirements, any state agency that receives, spends or administers revenue held outside the state treasury (local funds) is required to submit financial data on those funds to the Comptroller’s office. Fiscal 2016–19 report data must be submitted by Nov. 30, 2018, using the new Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). For more, see Additional reporting requirements per the GAA (Art. IX, Sec. 17.09) in Agency Requirements of FPP S.009. |
11/16/18 | Reminder – Check Direct Deposit Settlement Dates Reminder – Check Direct Deposit Settlement Dates
State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. |
11/09/18 | 2018 State of Texas Annual Cash Report Available 2018 State of Texas Annual Cash Report Available
The State of Texas Annual Cash Report for fiscal year 2018 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. |
11/09/18 | Updated APS 001 and 011 Updated APS 001 and 011
Accounting policy statements (APS) Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) and Benefits Proportional by Method of Finance (APS 011) (FPP A.010) have been updated to:
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11/09/18 | USPS Unavailable Dec. 15 for CYE File Split USPS Unavailable Dec. 15 for CYE File Split
USPS will be unavailable all day Saturday, Dec. 15, while we conduct the calendar year-end (CYE) file split. All USPS ;payrolls finalized after the 2018/2019 file split must have a warrant date in calendar year 2019 and will be reflected in the 2019 files. See USPS Calendar Year-End Close Process (FPP R.014) for more information. For questions, contact the USPS Help Desk at (512) 463-4008 or your assigned USPS representative. |
11/02/18 | USAS 1099 Reporting Procedures Available for 2018 USAS 1099 Reporting Procedures Available for 2018
State agencies and institutions of higher education reporting compensation in Box 7 (non-employee compensation) of the 1099-Miscellaneous (MISC) form must file with the Internal Revenue Service by Jan. 31, 2019. See USAS Procedures for 1099 Reporting for Calendar Year 2018 (FPP E.001) for instructions on requesting 1099 data from USAS. |
10/26/18 | Review CBA and CLIBA Payment Procedures Review CBA and CLIBA Payment Procedures
Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for timely payment reconciliation. Agencies should review the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the section on central billed account (CBA) and corporate liability individual billed account (CLIBA) numbers in USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact. |
10/19/18 | Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up
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 by Oct. 30. (The recommended due date for simplified reporting agencies was Sept. 30.) An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. |
10/12/18 | Reminder — See Dates for Annual Encumbrance Certification and Automated Lapsing Reminder — See Dates for Annual Encumbrance Certification and Automated Lapsing
By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. Additionally, all agencies must submit the online Annual Certification by Oct. 30. (Sept. 30 is the recommended due date for simplified reporting agencies to lapse appropriation balances and submit annual certifications.) Each year on Nov. 1, the Comptroller’s office is statutorily required to lapse all unencumbered nonconstruction appropriation balances for all prior appropriation years. To facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. See Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) for details. |
10/05/18 | Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements
The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information on complying with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023) |
09/28/18 | New Local Funds Reporting Requirements Due Nov. 30 New Local Funds Reporting Requirements Due Nov. 30
Due to new 2018–19 GAA requirements, any state agency that receives, spends or administers revenue held outside the state treasury (local funds) is required to submit financial data on those funds to the Comptroller’s office. Fiscal 2016–19 report data must be submitted by Nov. 30, 2018, using the new Excel reporting spreadsheet provided in Requirements for Local Operating Funds and Associated Local Funds (FPP S.009). For more, see “Additional reporting requirements per the GAA (Art. IX, Sec. 17.09)” in Agency Requirements of FPP S.009. |
09/21/18 | Online Form for Annual Encumbrance Reporting Due Oct. 30 Online Form for Annual Encumbrance Reporting Due Oct. 30
State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per APS 018. Because the annual reporting requirement encompasses the fourth quarter of the previous appropriation year, there is no requirement for separate fourth-quarter reporting. Agencies must enter encumbrances and payables into USAS for AY 2018 and prior years’ appropriations by the due date for their agency type for annual financial reporting:
All agencies must submit the online Annual Certification by Oct. 30. (The recommended due date for simplified reporting agencies is Sept. 30.) |
09/21/18 | Automated Lapse of Unencumbered Balances Starts Running Nov. 1 Automated Lapse of Unencumbered Balances Starts Running Nov. 1
By Oct. 30 each year, all agencies must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. (The recommended due date for simplified reporting 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Appropriation balances on the USAS Appropriation Record Inquiry (62) screen may require adjustments or corrections before unexpended balance (UB) forward, lapsing or collected cash disposition. All transactions for budget revisions and expenditure transfers for affected years should be completed before processing UB or lapse transactions. Doing so will reduce the number of issues that may arise with the automatic lapse program. For full details, see APS 018. |
09/21/18 | Reminder – Reporting Requirements for Emergency Leave Due Oct. 1 Reminder – Reporting Requirements for Emergency Leave Due Oct. 1
Administrative heads must report annually by Oct. 1 specific information for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for more, including information on the new Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report. |
09/14/18 | Take the 2018 Fiscal Management Customer Service Survey by Oct. 12 Take the 2018 Fiscal Management Customer Service Survey by Oct. 12
How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 12. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov. |
09/07/18 | New Feature Simplifies Empty Batch Header Processing New Feature Simplifies Empty Batch Header Processing
A new enhancement in USAS allows for simplified processing of batch headers left behind on the Internal Transaction (IT) file that no longer contain transactions. This enhancement reduces the potential for errors when working to clear these empty batch headers. For more information, see ACR 60197 – USAS System Change. |
09/07/18 | Select DAFR Reports Have New AY Field Select DAFR Reports Have New AY Field
USAS Outstanding Warrant Report (DAFR8161) and Outstanding Warrant Control Report (DAFR8171) feature a new field that reports the oldest appropriation year (AY) associated with the funding source used when the warrant was issued. Additionally, the obsolete AGENCY AMOUNT column has been removed from the reports. See ACR 60279 – USAS System Change for more information. |
09/07/18 | Oct. 30 Deadline for Higher Ed USAS/ABEST Reconciliation Oct. 30 Deadline for Higher Ed USAS/ABEST Reconciliation
Institutions of higher education hold appropriated funds outside the state treasury and must enter fiscal 2018 expenditure activity into USAS by Oct. 30 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). For more, see Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011). Note: Community/junior colleges are excluded from these requirements. |
08/31/18 | Electronic Processing of Revenue and Expenditures Including Texas.gov Portal Activity (APS 029) Electronic Processing of Revenue and Expenditures Including Texas.gov Portal Activity (APS 029)
Effective Sept. 1, 2018, Electronic Processing of Revenues and Expenditures, Including Texas.gov Portal Activity (APS 029) (FPP J.001) has been updated to reflect changes:
Agencies should especially note payment process changes for convenience and subscription fees, effective for all appropriation year 2019 revenue collections, as they are now payable to DIR. |
08/31/18 | Reporting Requirements for Emergency Leave Due Oct. 1 Reporting Requirements for Emergency Leave Due Oct. 1
Administrative heads must report annually by Oct. 1 specific information for employees granted more than 32 hours of emergency leave during the prior fiscal year. See Emergency Leave Reporting Requirements (FPP F.040) for more, including information on the new Emergency Leave Reporting web application and the required statement for agencies and institutions not sending a report. |
08/17/18 | Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs
This is an important reminder about 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 Voucher (ITV) 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. 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 problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates on RTIs blank unless there is an explicit need to include a date. For more information, see the ITV/RTI Process USAS FAQs. |
08/17/18 | Reminder – Systems Will Be Unavailable During Year-End Close Reminder – Systems Will Be Unavailable During Year-End Close
The USAS annual cash-basis close for fiscal 2018 will occur on Friday, Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events that includes:
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07/27/18 | Outstanding Warrants Voiding Aug. 31 Outstanding Warrants Voiding Aug. 31
The Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies should monitor their reports before warrants become void on Aug. 31. The Outstanding Warrant Report (DAFR 8161) can be requested through the Report Request Profile, USAS 91 screen. It includes two special select options:
The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen. Agencies are also reminded of the following:
For questions, please contact Payment Services. |
07/27/18 | Late Payment Interest Rate Increases for Fiscal 2019 Late Payment Interest Rate Increases for Fiscal 2019
The interest rate the state pays on a late payment due to a vendor under the state’s prompt payment law will be 6.00 percent for fiscal 2019. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July. See Interest Rate on eXpendit (FPP I.005) for more information. |
07/27/18 | Changes to Web Warrant Inquiry and Cancellation System Changes to Web Warrant Inquiry and Cancellation System
The Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC) (login required) has a new edit that checks for hold status on cancelled warrants. When cancelling a warrant that is on hold, WWIC defaults the Cancel Reason to 304 Warrant on Hold. This change was made to:
Note that a held warrant may be cancelled after it is released from hold. Agencies are advised to check the Payee Held Warrants Released (PYWTHR) screen in TINS. If listed on PYWTHR, the agency does not need to seek approval, since the warrant is no longer on hold, but must still select Cancel Reason 304 Warrant on Hold. For questions, contact Payment Services. |
07/20/18 | AFR Work Sessions Scheduled AFR Work Sessions Scheduled
Financial reporting analysts can help agencies reconcile the 2018 annual financial report (AFR) to USAS either by phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries. Contact your agency’s financial reporting analyst if you encounter problems with USAS entries. Your analyst may request copies of the USAS entries. If the issue cannot be resolved by phone or email, then you may schedule a work session. |
07/20/18 | Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. USAS automatically generates the refunds each quarter. The hotel occupancy tax refund for June through July will be available on DAFR reports 8190 and 8200 on Aug. 9. For more information, refer to Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
07/13/18 | Reminder – July 27 Deadline Set for Fiscal 2019 USAS Budget Entries Reminder – July 27 Deadline Set for Fiscal 2019 USAS Budget Entries
Fiscal 2019 appropriation budgets must be entered into USAS and all required documentation submitted by July 27. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. For more information including schedule spreadsheets (Excel), instructions, definitions and samples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
07/06/18 | USAS and CAPPS Financials FPPs Updated USAS and CAPPS Financials FPPs Updated
The USAS annual cash-basis close for fiscal 2018 will occur on Friday, Aug. 31. The instructions, including important deadlines for submitting documents, are now available in USAS Annual Close Process (FPP Q.004). Detailed information by appropriation year, including deadlines, can be found at Scheduling Critical Payments at Year-End. Agencies using CAPPS Financials need to also follow CAPPS Financials Year-End Processing Instructions (FPP T.001). |
07/06/18 | Master Schedule of Year-End Close Events Set Master Schedule of Year-End Close Events Set
Please see the 2018 Master Schedule of Year-End Close Events that includes:
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06/25/18 | July 27 Deadline Set for Fiscal 2019 USAS Budget Entries July 27 Deadline Set for Fiscal 2019 USAS Budget Entries
Fiscal 2019 appropriation budgets must be entered into USAS and all required documentation submitted by July 27. Entry into USAS and CAPPS can begin July 2. Budget entry and documentation submission must be completed 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. For schedule spreadsheets, instructions, definitions, examples and the special requirements for unobligated balances, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
06/25/18 | Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10 Reminder – Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Due July 10
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the state treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 27. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms. |
06/15/18 | Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts due July 10 Certification for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts due July 10
Agencies authorized to maintain imprest, petty cash and travel advance accounts are required to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. This is to ensure correct year-end USAS balances. Only cash accounts with balances created from funds in the state treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 27. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information including instructions for requesting access and completing the forms. |
06/08/18 | Review Conditions and Deadlines for Certain AY 2018 EFF Collections Review Conditions and Deadlines for Certain AY 2018 EFF Collections
Earned Federal Funds (EFF) that agencies deposit into Appropriation 70000 in amounts above the level identified in General Appropriations Act (GAA), Article IX, Section 13.11(b), plus benefits (13.11[g]), are appropriated subject to certain conditions and deadlines. The conditions and deadlines are defined in 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. |
06/08/18 | USAS T-Code Sorts and Reference Information Updated USAS T-Code Sorts and Reference Information Updated
USAS documentation on FMX has been updated:
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06/01/18 | Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30 Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30
State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2018 appropriations no later than June 30. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
05/25/18 | USAS Profile Rollover to FY/AY19 Set for June 16 USAS Profile Rollover to FY/AY19 Set for June 16
The annual rollover for profiles in USAS will occur on June 16. The process automatically creates new profiles for fiscal year (FY) 2019 and appropriation year (AY) 2019, based on existing FY18 and AY18 profiles. For more information, see USAS Profile Rollover (FPP Q.007). |
05/25/18 | USAS Profile Review and Cleanup Reports Available Early June USAS Profile Review and Cleanup Reports Available Early June
To prepare for the June 16 rollover to fiscal 2019, the Comptroller’s office will transmit USAS Profile Review and Cleanup Reports to agencies on June 5 and June 12. The reports:
For report questions, contact your financial reporting analyst. To have reports retransmitted, contact the Comptroller’s System Input/Output (SIO) group at (512) 936-4341. For more information, see USAS Profile Review and Cleanup Procedures (FPP A.031). |
05/18/18 | Accounting Policy Meeting Scheduled for May 23 Accounting Policy Meeting Scheduled for May 23
An accounting policy meeting will be held May 23, 2 – 4 p.m. in the William B. Travis Building, Room 1-111. See the Accounting Policy Meeting page for the agenda and webinar instructions. |
05/18/18 | Fiscal 2019 Payroll Due Dates and Direct Deposit Schedule Posted Fiscal 2019 Payroll Due Dates and Direct Deposit Schedule Posted
For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is no later than the seventh workday before payday. Submitting your payrolls to the Comptroller’s office on or before the due dates assures adequate processing time for direct deposits and warrant distribution. Refer to Payroll Due Dates and Direct Deposit Schedules (FPP E.030) for more information, including the fiscal 2019 payroll due dates and direct deposit schedule. |
05/11/18 | Reminder – Agencies Must Request Unclaimed Funds by May 31 Reminder – Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
04/27/18 | Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management
State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information. Email is not a secured transmission. Confidential information must not be sent in the body of an email, but included as an encrypted attachment as prescribed by your agency’s information security policy. Refer to Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004) for details. |
04/13/18 | Reminder – Warrant Pickup Authorization Form Due by April 20 Reminder – Warrant Pickup Authorization Form Due by April 20
Every two years, the Texas Comptroller of Public Accounts’ Fiscal Management Division requires an updated Agency Authorization for Warrant Pickup form (74-189) from state agencies and institutions of higher education. All authorizations now on file terminate at 5 p.m. on April 30, with new forms becoming effective May 1. Agencies and institutions must return the completed original authorization form to Payment Services no later than close of business April 20. If an agency’s renewal form is not on file by May 1, 2018, warrants will not be distributed for that agency. For more information and the form, go to Authorization for Warrant Pickup. |
04/09/18 | New State Employment History Application Available New State Employment History Application Available
The Comptroller’s office has a new secure web application to assist state agency and institution of higher education human resource officers with researching state of Texas employment history. The information contained in the application can be used to assist hiring decisions. Access to the new application must be requested through your agency's security coordinator and should be limited to human resource officers in need of specific employment-related data. For complete information and a link to the new application, go to the State of Texas Employment History Application page. |
03/23/18 | FMQuery Upgrade to BusinessObjects 4.1 FMQuery Upgrade to BusinessObjects 4.1
Soon the Business Intelligence team will upgrade the payroll and SIRS reports from the current version of BusinessObjects 3.1 (BO 3.1) to BusinessObjects 4.1 (BO 4.1).
On these dates, BO 3.1 reports will be decommissioned and no longer available for access. Visit the FMQuery page for more information on the new BO 4.1 reporting environment, including access and training. |
03/23/18 | Warrants Available for Pickup 8 – 10 a.m. on Good Friday Warrants Available for Pickup 8 – 10 a.m. on Good Friday
Although the Comptroller’s office will be closed for business on March 30 in observance of Good Friday, Payment Services will distribute warrants from 8 to 10 a.m. The warrants will be for the March 29 processing cycle. March 30 is also the Payroll Direct Deposit Reversal deadline. Reversals must be submitted to Payment Services by 10 a.m. For the warrant pickup requirements, refer to Holiday Payment Distribution. |
03/16/18 | Warrant Pickup Authorization Form Due by April 20 Warrant Pickup Authorization Form Due by April 20
Every two years, the Texas Comptroller of Public Accounts’ Fiscal Management Division requires an updated Agency Authorization for Warrant Pickup form (74-189) from state agencies and institutions of higher education. All authorizations now on file terminate at 5 p.m. on April 30, with new forms becoming effective May 1. Agencies and institutions must return the completed original authorization form to Payment Services no later than close of business April 20. For more information and the form, go to Authorization for Warrant Pickup in TexPayment Resource. |
03/09/18 | Hotel Occupancy Tax Refund FPP Has Been Updated Hotel Occupancy Tax Refund FPP Has Been Updated
The fiscal policy and procedure, Hotel Occupancy Tax Quarterly Refund (FPP B.006), has been updated to:
For questions on the update, contact your appropriation control officer. |
02/16/18 | Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports
March 15 is the maintenance/corrections deadline for the fiscal 2018 Second Quarter Veteran Workforce Summary Reports (Dec. 1 – Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 16 and must be submitted by March 23. For more information, see Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038). |
02/02/18 | Reminder — Current Forms Always Available on FMX Reminder — Current Forms Always Available on FMX
Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is available at the top of all FMX pages. Forms can be sorted alphabetically, numerically or by topic. Also, FMX topic pages such as Appropriations or Payment Services feature links to related forms. |
01/26/18 | Reminder — Last Day to Request Form 1099 is Jan. 30 Reminder — Last Day to Request Form 1099 is Jan. 30
Payments of $600 or more for services or interest during a calendar year to a non-corporate payee must be reported to the Internal Revenue Service on Form 1099-Miscellaneous (MISC) or Form 1099-Interest Income (INT). The last day to make adjustments in USAS to the 1099 reportable data and request 1099s is Jan. 30. For more information, see USAS Procedures for 1099 Reporting for Calendar Year 2017 (FPP E.001). |
01/22/18 | Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
01/16/18 | Warrant Distribution Delayed Due to Inclement Weather Warrant Distribution Delayed Due to Inclement Weather
Due to inclement weather, the Comptroller’s office will open at 10 a.m. on Jan. 17. Warrant pickup will be available at 10 a.m. Additional closures or delayed openings will be announced on FMX. |
01/16/18 | Warrant Distribution Canceled Due to Inclement Weather Warrant Distribution Canceled Due to Inclement Weather
Due to inclement weather, the Comptroller’s office will be closed on Jan. 16. Warrants will not be distributed on this day. Additional closures or delayed openings will be announced on FMX. |
01/15/18 | Comptroller’s Office Closed Due to Inclement Weather Comptroller’s Office Closed Due to Inclement Weather
Due to inclement weather, the Comptroller’s office will be closed on Jan. 16, 2018. Agencies can check FMX or call (512) 475-0510 after 12:00 p.m. to confirm if warrants are available for distribution. On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call (512) 475-0510 upon arrival at the LBJ building if no guard is present. |
01/08/18 | Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
12/15/17 | New APS 019 Benefit Voucher Data Worksheet and Instructions Available Now New APS 019 Benefit Voucher Data Worksheet and Instructions Available Now
The Benefit Voucher Data Worksheet (Excel) in Salary Benefit Appropriation Allocations (APS 019) (FPP A.042) has been updated to be used by state agencies and institutions of higher education to create benefit entries. Effective Dec. 15, agencies and institutions must use the updated APS 019 Benefit Voucher Data Worksheet (Excel) for benefit entries. Older versions of the worksheet will no longer be accepted. The updated standardized Excel template contains:
A new Benefit Voucher Data Worksheet – Features and Instructions section is also available. See APS 019 for the updated worksheet and features/instructions section. For questions, contact your appropriation control officer (ACO). |
12/15/17 | Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the USAS/TINS Input Record File Submission Schedule. |
12/01/17 | First Quarter Payables and Binding Encumbrances Must Be Reported by Dec. 30 First Quarter Payables and Binding Encumbrances Must Be Reported by Dec. 30
State agencies and institutions of higher education must report payables and binding encumbrances for first quarter fiscal 2018 appropriations no later than Dec. 30 to the Texas Comptroller of Public Accounts. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
12/01/17 | Reminder — USPS Unavailable Dec. 9 for CYE File Split Reminder — USPS Unavailable Dec. 9 for CYE File Split
USPS will be unavailable all day Saturday, Dec. 9, for the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2017/2018 file split must have a warrant date in calendar year 2018 and will be reflected in the 2018 files. For more information, see USPS Calendar Year-End Close Process (FPP R.014). For questions, contact the USPS Help Desk at (512) 463-4008 or your assigned USPS representative. |
11/27/17 | Hotel Occupancy Tax Refund Reports Available Dec. 9 Hotel Occupancy Tax Refund Reports Available Dec. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
11/17/17 | USPS Unavailable Dec. 9 for CYE File Split USPS Unavailable Dec. 9 for CYE File Split
On Saturday, Dec. 9, USPS will be unavailable all day while we conduct the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2017/2018 file split must have a warrant date in calendar year 2018 and will be reflected in the 2018 files. See USPS Calendar Year-End Close Process (FPP R.014) for details. Contact the USPS Help Desk at (512) 463-4008 or your assigned USPS representative with questions. |
11/17/17 | Reminders – Warrant Pickup Available 8 to 10 a.m. on Nov. 22 Reminders – Warrant Pickup Available 8 to 10 a.m. on Nov. 22
Warrant pickup will only be available from 8 to 10 a.m. on Wednesday, Nov. 22. For more information, see Holiday Payment Distribution. |
11/13/17 | Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates
State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays Calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the USAS/TINS Input Record File Submission Schedule. |
11/13/17 | 2017 State of Texas Annual Cash Report Available 2017 State of Texas Annual Cash Report Available
The 2017 State of Texas Annual Cash Report for the fiscal year that ended Aug. 31, 2017, is now available. The State of Texas Annual Cash Report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013. |
11/13/17 | Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19 Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19
State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s method of finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010). |
11/03/17 | USAS 1099 Reporting Procedures Available for 2017 USAS 1099 Reporting Procedures Available for 2017
State agencies and institutions of higher education must report certain payments to the Internal Revenue Service on Form 1099-Miscellaneous (MISC) by Jan. 31, 2018. See USAS Procedures for 1099 Reporting for Calendar Year 2017 (FPP E.001) for instructions on requesting 1099 data from USAS. Note: Per IRS instructions, if you are submitting hard copy 1099 forms to the IRS, Copy A must be completed using the 12-point Courier font and printed using black ink only. |
10/27/17 | Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures
Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) (login required) or phone or email your agency’s Purchase and Travel contact. |
10/27/17 | Direct Deposit Prenote Period Reduced to Three Banking Days Direct Deposit Prenote Period Reduced to Three Banking Days
The prenotification (prenote) period for direct deposits has been reduced from six to three banking days, effective Oct. 27. As a result, statewide accounting systems can issue direct deposit payments as soon as three banking days after the setups/changes to the prenote process is complete and the account information becomes active in TINS. See the Prenotification (Prenote) Period page on TexPayment Resource for more information. For questions, contact Payment Services. |
10/20/17 | Benefits Proportional by Method of Finance Reports Due Nov. 19 Benefits Proportional by Method of Finance Reports Due Nov. 19
State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s Method of Finance, unless another legal provision prohibits proportionality. Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19. Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010). |
10/20/17 | APS 001 Has Been Updated APS 001 Has Been Updated
The accounting policy statement Sources of Revenue Required to Pay Benefit Cost (APS 001) (FPP A.021) has been updated through acts of the 85th Legislature, Regular Session. For questions on APS 001, please contact your appropriation control officer. |
10/20/17 | Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up
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 by Oct. 30. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. |
10/13/17 | Instructions for Deleting USAS IT File Transactions Have Been Updated Instructions for Deleting USAS IT File Transactions Have Been Updated
Instructions for deleting non-posted and posted transactions in the USAS Internal Transaction File have been updated. See USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001) for the updated instructions and latest contact information. |
10/13/17 | Reminder – See Dates for Annual Encumbrance Certification and Automated Lapsing Reminder – See Dates for Annual Encumbrance Certification and Automated Lapsing
By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. All agencies must submit the online Annual Certification by Oct. 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. For full details, see Encumbrance Report and Lapsing of Appropriations (APS 018). |
10/06/17 | Substantive Changes Made to Texas Comptroller Manual of Accounts Substantive Changes Made to Texas Comptroller Manual of Accounts
Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The Manual of Accounts provides current information on state agencies, appropriated funds, accounts and object codes used in properly recording accounting transactions. The latest changes include routine maintenance and edits, and also reflect legislation passed by the 84th Legislature, Regular Session, and 85th Legislature, Regular Session, that took effect Sept. 1. |
10/06/17 | Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements
The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information and to review procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). |
09/22/17 | Online Form for Annual Encumbrance Reporting Due Oct. 30 Online Form for Annual Encumbrance Reporting Due Oct. 30
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). Because the annual reporting requirement encompasses the fourth quarter of the previous appropriation year, there is no requirement for separate fourth-quarter reporting. Agencies must enter encumbrances and payables into USAS for AY 2017 and prior years’ appropriations by the due date for their agency type for annual financial reporting:
All agencies must submit the online Annual Certification by Oct. 30. |
09/22/17 | Automated Lapse of Unencumbered Balances Starts Running Nov. 1 Automated Lapse of Unencumbered Balances Starts Running Nov. 1
By Oct. 30 each year, all agencies must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. For full details, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
09/22/17 | Reminder – New Reporting Requirements for Emergency Leave Due Oct. 1 Reminder – New Reporting Requirements for Emergency Leave Due Oct. 1
Senate Bill 73, 85th Legislature, Regular Session, amended the emergency leave provisions by providing state agencies and institutions of higher education with guidance on the awarding of emergency leave. Administrative heads now have to report annually by Oct. 1 specific information for employees granted more than 32 hours of emergency leave during the prior fiscal year. For more on the new reporting requirements, see Emergency Leave Reporting Requirements (FPP F.040) |
09/15/17 | Take the 2017 Fiscal Management Customer Service Survey by Oct. 13 Take the 2017 Fiscal Management Customer Service Survey by Oct. 13
How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Oct. 13. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov. |
09/11/17 | New Reporting Requirements for Emergency Leave Due Oct. 1 New Reporting Requirements for Emergency Leave Due Oct. 1
Senate Bill 73, 85th Legislature, Regular Session, amended the emergency leave provisions by providing state agencies and institutions of higher education with guidance on the awarding of emergency leave. Administrative heads now have to report annually by Oct. 1 specific information for employees granted more than 32 hours of emergency leave during the prior fiscal year. For more on the new reporting requirements, see Emergency Leave Reporting Requirements (FPP F.040). |
09/11/17 | Oct. 13 Deadline for Higher Ed USAS/ABEST Reconciliation Oct. 13 Deadline for Higher Ed USAS/ABEST Reconciliation
Institutions of higher education hold appropriated funds outside the State Treasury and must enter fiscal 2017 expenditure activity into USAS by Oct. 13 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). For complete information, see Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011). Note: Community/junior colleges are excluded from these requirements. |
09/11/17 | Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated
Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures. |
09/11/17 | Notice of CitiBank N.A. Number Change Notice of CitiBank N.A. Number Change
Effective Oct. 1, Citibank N.A . will have a new vendor number used by agencies to process third-party transactions in USAS for payment / travel cards, direct bill payments and reimbursements. After the effective date, the previous number, and all mail codes, will no longer be active and cannot be used to process payments. For more information, see Processing Third-Party Transactions in USAS for Payment, Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043). |
09/01/17 | 2017 AFR Update Webinar Recordings Now Available 2017 AFR Update Webinar Recordings Now Available
The video recordings of both sessions of the 2017 AFR Update Webinar from July 6 are now available on the AFR Training page. Users can view individual recordings broken out by topic. |
09/01/17 | Proceeds from the Sale of Surplus Property Go to General Revenue Proceeds from the Sale of Surplus Property Go to General Revenue
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. The Texas Facilities Commission (TFC) deposits 100 percent of the proceeds from sales made by TFC on behalf of an agency into GR. For more information, see Proceeds from the Sale of Surplus Property (FPP A.032). |
08/31/17 | Accounting Resources Available for Hurricane Harvey Relief Accounting Resources Available for Hurricane Harvey Relief
Many state agencies and institutions have been called on to assist Texas citizens who have suffered losses due to Hurricane Harvey. Governor Abbott has issued several proclamations to provide relief to those affected. See the governor’s website for more information on how these proclamations may affect your agency’s business. For additional information and contacts by topic, see Accounting for Natural Disaster Relief Efforts (FPP K.011). |
08/25/17 | AFR Review and General Revenue Reconciliation Ad Hoc Reports AFR Review and General Revenue Reconciliation Ad Hoc Reports
On Tuesday evening, Sept. 5, AFR review (CR) and General Revenue Reconciliation (GR) Ad Hoc reports will run and be electronically transmitted daily. Agencies will receive these reports on Sept. 6 with other USAS reports under the Ad Hoc banner. The CR AFR review Ad Hoc reports will be transmitted until Tuesday, Nov. 21. The remaining AFR review Ad Hoc reports are now located on FMQuery – SIRS. GR Ad Hoc reports will be transmitted until Thursday, Nov. 2. For more information, see GR Reconciliation webpage. Note: Agencies may save the report transmission or print their reports each day (Monday – Friday), if needed, as each day’s information is superseded on the following business day by the next updated electronic transmission. Please contact your financial reporting analyst if you have questions. Additional information on the AFR Ad Hoc Review reports is available on the AFR webpage. For more information, see Instructions for the GR Reconciliation Web Application. |
08/18/17 | Accounting Policy Statements Have Been Updated Accounting Policy Statements Have Been Updated
Several Accounting Policy Statements (APSs) have been updated through acts of the 85th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures. |
08/18/17 | Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs
This is an important reminder about coding on the Recurring Transaction Profile (55) in USAS. Do not set an effective end date on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR) until after Sept. 26. Interagency Transaction Voucher (ITV) 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. 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 is backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates blank on RTIs unless there is an explicit need to include a date. For more information, please see the ITV/RTI Process section of USAS Frequently Asked Questions. |
08/18/17 | Reminder – Systems Will Be Unavailable During Year-End Close Reminder – Systems Will Be Unavailable During Year-End Close
The USAS annual cash-basis close for fiscal 2017 will occur on Thursday, Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes:
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08/11/17 | USAS ACR 60100 Prevents Payment if Generated ITV Transactions Cannot be Created USAS ACR 60100 Prevents Payment if Generated ITV Transactions Cannot be Created
Effective Aug. 11, 2017, the new USAS DAFR360B Recurring Transaction Error Reportgenerates when either or both of these situations occur:
An edit in USAS now prevents the issuance of an ITV-related payment if the generated interagency transactions cannot be created. The originating ITV transaction will remain on the paying agency’s IT file in P-Y-4 status, awaiting correction of the corresponding RTI profile by the receiving agency. For complete information, see ACR 60100 – USAS System Change. |
08/11/17 | Changes Made by the 85th Legislature Summarized Changes Made by the 85th Legislature Summarized
The 85th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008). |
08/11/17 | Updated Settlement and Judgment Processing Guidelines Available Now Updated Settlement and Judgment Processing Guidelines Available Now
Settlement and Judgment Processing Guidelines (FPP E.041) has been updated, in part to reflect changes made by the 85th Legislature, Regular Session, that require:
Due to extensive changes, staff who process settlements and judgments should thoroughly review Settlement and Judgment Processing Guidelines (FPP E.041). |
08/11/17 | Note SPA Fiscal Year-End Close Processing Dates and Activities Note SPA Fiscal Year-End Close Processing Dates and Activities
The final SPA processing cycle prior to the fiscal year-end closeout will run on Thursday evening, Aug. 31. SPA is expected to be available on Tuesday, Sept. 5, to accept both fiscal 2017 and fiscal 2018 transactions. For more information, see SPA Fiscal Year-End Close Process(FPP N.008). |
07/28/17 | Outstanding Warrants Voiding Aug. 31 Outstanding Warrants Voiding Aug. 31
The monthly Outstanding Warrants Control Report (DAFR8171) is generated on the first Friday of every month. Agencies are reminded to monitor their report, especially during the summer months, before warrants become void on Aug. 31. The Outstanding Warrant Report (DAFR8161) is a requestable report via the online Report Request Profile, USAS 91 screen and includes two special select options. SPEC SEL 1: Provides an outstanding warrant report by payee number in ascending order. To select this report, enter V on the 91 screen. To ensure all outstanding warrants are listed for all payees, the SPEC SEL 2 field must be blank. SPEC SEL 2: Provides an outstanding warrant report for specific dollar amount thresholds and lists warrants in descending order by dollar amount. To select this report, enter values A–D on the 91 screen as follows:
The 91 Report Request Profile in USAS Coding Instructions (FPP Q.010) provides detailed information on this profile screen. If you have questions, please contact Payment Services. |
07/21/17 | Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts
Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). These changes include routine maintenance and edits to the Manual of Accounts and also reflect legislation passed by the 85th Legislature, Regular Session effective prior to Sept. 1, 2017. The Manual of Accounts provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. |
07/21/17 | Follow USPS Fiscal Year-End Close Process to Prepare for Fiscal 2018 Follow USPS Fiscal Year-End Close Process to Prepare for Fiscal 2018
USPS agencies must use the fiscal 2017 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to correctly prepare files for the 2017 fiscal year-end close. For complete information, including training calendar and links to the manual/schedule, see USPS Fiscal Year-End Close Process (FPP R.016). |
07/21/17 | Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
07/14/17 | AFR Work Sessions Scheduled AFR Work Sessions Scheduled
Financial reporting analysts can help agencies reconcile the 2017 annual financial report (AFR) to the Uniform Statewide Accounting System (USAS) either over the phone or during scheduled work sessions. Prior to scheduling a work session or making travel arrangements for a work session, agencies must attempt to complete the fiscal year-end USAS entries. If you encounter problems with USAS entries you are attempting to enter, contact your agency’s financial reporting analyst, who may request copies of the USAS entries. If the issue cannot be resolved by phone or email, you may then schedule a work session with your agency’s financial reporting analyst. |
07/14/17 | Reminder — July 28 Deadline Set for Fiscal 2018 USAS Budget Entries Reminder — July 28 Deadline Set for Fiscal 2018 USAS Budget Entries
Fiscal 2018 appropriation budgets must be entered into USAS and all required documentation submitted by July 28. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. For more information including schedule spreadsheets (Excel), instructions, definitions and samples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
06/30/17 | USAS and CAPPS Financials FPPs Updated USAS and CAPPS Financials FPPs Updated
The USAS annual cash-basis close for fiscal 2017 will occur on Thursday, Aug. 31. The instructions, including important deadlines for submitting documents, are now available in USAS Annual Close Process (FPP Q.004). Detailed information by appropriation year, including deadlines, can be found in Scheduling Critical Payments at Year End. Agencies using CAPPS Financials need to also follow CAPPS Financials Year-End Processing Instructions (FPP T.001). |
06/30/17 | Master Schedule of Year-End Close Events Available Master Schedule of Year-End Close Events Available
Please see the 2017 Master Schedule of Year-End Close Events that includes:
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06/23/17 | Fiscal 2017 AFR Reporting Requirements Fiscal 2017 AFR Reporting Requirements
AFR Reporting Requirements Now AvailableThe Comptroller’s Financial Reporting section is pleased to present the fiscal 2017 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2017 AFR and posting fiscal year-end entries to reconcile the AFR to USAS. Download Training Materials for the AFR Update WebinarsOn June 28, the training materials for the Annual Financial Report (AFR) webinar events will be available on the AFR Training Page. Users may download/print the training materials (PDF format) and follow along during the webinar(s). Reminder – Register Now for the July 6 AFR Update WebinarsDon’t forget to register for the AFR Update Webinar (Part 1) and/or the AFR Update Webinar (Part 2) taking place on Thursday, July 6. This year there will be two sessions for the 2017 AFR Update – a morning session from 9 a.m. to noon and an afternoon session from 1:30 p.m. to 4 p.m. Registration for EACH session is required through both:
See the AFR Training page for more details about:
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06/23/17 | HB 2 Supplemental Appropriation and Reduction Transactions Due July 14 HB 2 Supplemental Appropriation and Reduction Transactions Due July 14
Processing Supplemental Appropriations and Reductions (FPP A.047) has been updated with instructions for USAS and CAPPS to reflect House Bill 2, 85th Legislature, Regular Session. The Legislature reduced certain appropriations and made supplemental appropriations. Please refer to the HB 2 LBB ABEST/USAS Crosswalk provided by your appropriation control officer. Affected state agencies and institutions of higher education must follow the instructions in the FPP by July 14. |
06/23/17 | July 28 Deadline Set for Fiscal 2018 USAS Budget Entries July 28 Deadline Set for Fiscal 2018 USAS Budget Entries
Fiscal 2018 appropriation budgets must be entered into USAS and all required documentation submitted by July 28. Entry into USAS and CAPPS can begin July 3. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. Agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing the required schedules. Please note the special requirements for unobligated balances. For the spreadsheets, instructions, definitions and examples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
06/23/17 | Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 28. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms. |
06/16/17 | Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 10. All corrections must be entered into USAS by July 28. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms. |
06/09/17 | USAS Profile Review and Cleanup USAS Profile Review and Cleanup
The USAS Profile Rollover creates new profile records to be used in the next fiscal and appropriation years. Agencies should review the Profile Rollover page of USAS Profile Review and Cleanup Procedures (FPP A.031) for USAS profiles that automatically roll over each year. In preparation of the rollover, all USAS profile review and cleanup reports are transmitted to agencies on June 6 and June 12. The reports:
The profile review and cleanup reports are located behind the Ad Hoc cover page (immediately following the USAS reports). If your agency needs reports retransmitted, contact the Comptroller’s System Input/Output group at (512) 936-4341. For more information, see USAS Profile Review and Cleanup Procedures (FPP A.031). For questions on the reports, contact your financial reporting analyst. |
06/09/17 | Reminder — Register Now for the 2017 AFR Update on July 6 Reminder — Register Now for the 2017 AFR Update on July 6
Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 6 for the 2017 AFR Update. Participants may attend:
This year’s update has been expanded to include a morning session and an afternoon session to provide additional guidance. For more information and registration instructions, see the AFR Training Page. |
06/02/17 | Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30 Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30
State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2017 in all open appropriations no later than June 30. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018). |
05/26/17 | USAS Profile Rollover to FY/AY18 Set for June 17 USAS Profile Rollover to FY/AY18 Set for June 17
The annual rollover for profiles in USAS will occur on June 17. The process automatically creates new profiles for fiscal year (FY) 2018 and appropriation year (AY) 2018, based on existing FY17 and AY17 profiles. For more information, see USAS Profile Rollover (FPP Q.007). |
05/19/17 | Register Now for the 2017 AFR Update on July 6 Register Now for the 2017 AFR Update on July 6
Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 6 for the 2017 AFR Update. Participants may attend:
This year’s update has been expanded to include a morning session and an afternoon session to provide additional guidance. For more information and registration instructions, see the AFR Training page. |
05/19/17 | Fiscal 2018 Payroll Due Dates and Direct Deposit Schedule Posted Fiscal 2018 Payroll Due Dates and Direct Deposit Schedule Posted
For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is no later than the seventh workday before payday. Submitting your payrolls to the Comptroller’s office on or before the due dates assures 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 2018 payroll due dates and direct deposit schedule. |
05/12/17 | Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller's office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division (UP). |
05/05/17 | USAS ACR 60212 Limits Changes to Certain D23 Fund Fields USAS ACR 60212 Limits Changes to Certain D23 Fund Fields
Effective May 5, access to making changes in the For more information, see ACR 60212 – USAS System Change |
05/01/17 | INFOSGA Retires May 12 INFOSGA Retires May 12
The INFOSGA application retires on May 12. INFOSGA is used to access daily reports from the Comptroller mainframe systems (USAS, USPS, SPRS, HRIS and TINS). Most agencies use an alternative method to access the mainframe reports such as the free version of BlueZone available from the Comptroller’s office (login required) or any preferred secure file transfer protocol (SFTP). Agency technical staff must implement an alternative method by May 12 to access daily reports. For more information, see Requirements for Transmitting Comptroller Information Over Public Networks and Downloading Mainframe Reports Using Secure File Transfer Protocol (SFTP) (FPP N.007) (login required). |
04/28/17 | Encrypt Confidential Emails to Fiscal Management Encrypt Confidential Emails to Fiscal Management
State agencies and institutions of higher education may need to send documents to Fiscal Management that contain confidential information such as Social Security numbers, dates of birth, direct deposit instructions, net pay and Texas identification numbers that include Social Security numbers. Email is not considered a secured transmission, and confidential information should not be sent in the body of an email. Provide an encrypted attachment for any confidential information as prescribed by your agency’s Information Security Office. Passwords should be provided in a separate email or over the phone. Fax transmission is also acceptable. For more information, see Confidential Information Must be Encrypted Before Emailing to Fiscal Management (FPP D.004). |
04/28/17 | Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems
Letter of Authorization (LOA) Signature Lists currently on file for HRIS, SPRS, USPS and CAPPS expire on 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. For detailed instructions and forms, see Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009). |
04/13/17 | Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
04/07/17 | Warrants Available for Pickup 8 to 10 a.m. on Friday, April 14 Warrants Available for Pickup 8 to 10 a.m. on Friday, April 14
Although the Comptroller’s office will be closed for business on April 14 in observance of Good Friday, Payment Services will distribute warrants from 8 to 10 a.m. The warrants will be for the April 13 processing cycle. For the warrant pickup requirements, please see Holiday Payment Distribution. |
03/24/17 | Fiscal 2017 Agency SWCAP by Method of Finance Now Available Fiscal 2017 Agency SWCAP by Method of Finance Now Available
The Fiscal 2017 Agency Statewide Cost Allocation Plan by Method of Finance is now available. The first quarter general revenue reimbursements for statewide allocated costs are due March 31. Agencies may choose to make full payment at that time as well. See Fiscal 2017 Agency Statewide Cost Allocation Plan by Method of Finance (FPP A.022) for complete information including contacts, instructions and forms. |
03/10/17 | Reminder – Statewide Cost Allocation Worksheet Forms Due Reminder – Statewide Cost Allocation Worksheet Forms Due
The Fiscal 2016 Statewide Cost Allocation Plan Summary of Fixed Costs provided by the Governor’s Office is now available. Agencies listed on this summary must submit the Statewide Cost Allocation Worksheet by March 15 and the General Revenue Reimbursement of Statewide Allocated Costs form by March 31. Listed agencies with federal funds must also submit the Federal Funds Reimbursement Calculation form by March 31. The first quarter general revenue reimbursements for statewide allocated costs are due March 31. Agencies may choose to make full payment at that time as well. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for complete information including contacts, instructions and forms. |
02/24/17 | Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30 Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30
State agencies and institutions of higher education must report payables and binding encumbrances for first quarter fiscal 2017 in all open appropriations no later than March 30 to the Texas Comptroller of Public Accounts. The second quarter certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
02/17/17 | USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked
The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045). Under state law, it is the responsibility of the agency or institution submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act. When an agency or institution marks a transaction confidential, they should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure. |
02/03/17 | Reminder – Current Forms Always Available on FMX Reminder – Current Forms Always Available on FMX
Check the Forms page or appropriate topic page on FMX before submitting a form to ensure you submit the current version. Previously downloaded forms or stored links may be outdated. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic, browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic. |
01/27/17 | Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29 Fiscal Management Systems Unavailable During Scheduled Maintenance on Jan. 29
The Fiscal Management applications and mainframe systems are expected to be unavailable due to scheduled maintenance on Sunday, Jan. 29, from 2 a.m. to 10 a.m. |
01/20/17 | Reminder — Agencies Must Request Unclaimed Funds by May 31 Reminder — Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller’s Unclaimed Property Division. |
01/06/17 | Due Date for Statewide Cost Allocation Forms Has Changed Due Date for Statewide Cost Allocation Forms Has Changed
The Fiscal 2017 Agency Statewide Cost Allocation Plan by Method of Finance is not yet available. As a result, due dates for the Statewide Cost Allocation Worksheet, the General Revenue Reimbursement of Statewide Allocated Costs form and the first quarter general revenue reimbursements for statewide allocated costs have been revised. See General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) for complete information including the new due dates, contacts, instructions and forms. |
01/06/17 | Agencies Must Request Unclaimed Funds by May 31 Agencies Must Request Unclaimed Funds by May 31
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 31. See the Unclaimed Property Annual Notification for more, including contact information for the Comptroller's Unclaimed Property Division. |
12/16/16 | Reminder – Check Direct Deposit Settlement Dates Reminder – Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Calendar. |
12/09/16 | Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Calendar. |
12/09/16 | Jan. 2 Direct Deposit Payments Jan. 2 Direct Deposit Payments
Monday, Jan. 2, 2017 is a banking holiday, observed by the Federal Reserve and most financial institutions. According to state law, Jan. 2 is considered the first working day following the December 2016 pay period, making it pay day. As a result, payroll warrants will be dated Jan. 2, 2017. While direct deposit payments will be transmitted to financial institutions before and with the payment date of Jan. 2, those institutions are not required to post payments on the banking holiday. Consequently, some employees’ funds may not be available until Tuesday, Jan. 3. Supplemental direct deposit payrolls and regular vendor (bills) payments will also be affected. Payments that process through USAS and payrolls that process through USPS and SPRS/CAPPS on Thursday, Dec. 29, will be transmitted with a payment date of Jan. 2. Consequently, employees’ and payees’ funds may not be available until Tuesday, Jan. 3. Employees and payees with direct deposit should check with their financial institutions to confirm when their funds will be available. This is especially important if the employee or vendor has established automatic withdrawals on Jan. 2. |
12/02/16 | First Quarter Payables and Binding Encumbrances Must Be Reported by Dec. 30 First Quarter Payables and Binding Encumbrances Must Be Reported by Dec. 30
State agencies and institutions of higher education must report payables and binding encumbrances for first quarter fiscal 2017 in all open appropriations no later than Dec. 30 to the Texas Comptroller of Public Accounts. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018). |
12/02/16 | Reminder – USPS Unavailable Dec. 10 for CYE File Split Reminder – USPS Unavailable Dec. 10 for CYE File Split
USPS will be unavailable all day Saturday, Dec. 10, while we conduct the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2016/2017 file split must have a warrant date in calendar year 2017 and will be reflected in the 2017 files. For more information, see USPS Calendar Year-End Close Process (FPP R.014). For questions, please contact the USPS Help Desk at (512) 463-4008 or your assigned USPS representative. |
11/22/16 | New IRS Deadline for 1099 Forms New IRS Deadline for 1099 Forms
The deadline to file 1099-MISC forms (when reporting in box 7) with the IRS is Jan. 31, 2017. This applies to both electronic and hard copy files. The last day to make changes to 1099 data in USAS and request the DAFR7950 report (forms and/or data set) is Monday, Jan. 30. Due to this shortened processing timeline, the Comptroller’s office recommends that agencies begin reviewing their 1099 data immediately. There will be two classes (login required) on Tuesday, Dec. 6 for agencies that process 1099s in USAS. For processing timeline and instructions, please see USAS Procedures for 1099 Reporting for Calendar Year 2016 (FPP E.001). |
11/18/16 | USPS Unavailable Dec. 10 for CYE File Split USPS Unavailable Dec. 10 for CYE File Split
USPS will be unavailable all day Saturday, Dec. 10, while we conduct the calendar year-end (CYE) file split. All USPS payrolls finalized after the 2016/2017 file split must have a warrant date in calendar year 2017 and will be reflected in the 2017 files. For more information, see USPS Calendar Year-End Close Process (FPP R.014). For questions, please contact the USPS Help Desk at (512) 463-4008 or your assigned USPS representative. |
11/18/16 | Hotel Occupancy Tax Refund Reports Available Dec. 9 Hotel Occupancy Tax Refund Reports Available Dec. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
11/18/16 | Reminder — Check Direct Deposit Settlement Dates Reminder — Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Calendar. |
11/14/16 | USAS ACR 60137 Adds 45-day Limit to Certain Date Fields for Doc Types 5 & 7 USAS ACR 60137 Adds 45-day Limit to Certain Date Fields for Doc Types 5 & 7
Effective Nov. 16, the date entered into the USAS DOC DATE and PMT DUE DATE fields for Document Type 5 (Payroll Reimbursements and Adjustments) and Document Type 7 (Annuitant Payroll) transactions is limited to 45 days from the current effective date per the USAS System Management (97) Profile. For more information, see ACR 60137 – USAS System Change. |
11/14/16 | TINS Payroll Direct Deposit Cancellations Report Now Available TINS Payroll Direct Deposit Cancellations Report Now Available
The TINS SWA18802: Direct Deposit Cancellations Report is generated when bimonthly and monthly payroll and retirement direct deposit payments are canceled prior to transmission. Effective Nov. 14, the report will be distributed to agencies with applicable direct deposit cancellations. For more information, see ACR 60218 – TINS System Change. |
11/14/16 | Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the Batch File Submission Center. |
11/04/16 | USAS 1099 Reporting Procedures for 2016 Include a Deadline Change USAS 1099 Reporting Procedures for 2016 Include a Deadline Change
For state agencies and institutions of higher education reporting compensation in Box 7 (non-employee compensation) of the 1099-Miscellaneous (MISC) form, the Internal Revenue Service (IRS) now requires a copy of the form to be filed by Jan. 31, 2017. Certain payments must be reported to the IRS on a Form 1099-Miscellaneous (MISC) or Form 1099-Interest Income (INT) and a duplicate Form 1099 sent to the payee. To help agencies and institutions comply with this requirement for calendar year 2016, USAS will capture 1099-related data and generate 1099 Verification Reports (DAFR 7940), Forms 1099-MISC and/or Forms 1099-INT (DAFR 7950) for each agency or institution upon request. See USAS Procedures for 1099 Reporting for Calendar Year 2016 (FPP E.001). Note: Per IRS instructions, if you are submitting hard copy 1099 forms to the IRS, Copy A must be completed using the 12-point Courier font and printed using black ink only. |
11/04/16 | State of Texas Annual Cash Report Now Available State of Texas Annual Cash Report Now Available
The State of Texas Annual Cash Report for fiscal 2016 is now available. The report presents the state’s financial position and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013. |
10/31/16 | Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures
Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact. |
10/21/16 | Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up
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 by Oct. 30. An automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. |
10/07/16 | Update Agency Link to Where the Money Goes Update Agency Link to Where the Money Goes
State agencies and institutions of higher education are required to include a link to the Comptroller’s Where the Money Goes expenditure database on their websites. The URL for the database and visual tools have changed with the rebuild of Comptroller.Texas.Gov. For more information, see Where the Money Goes Requirements (FPP G.004). |
10/07/16 | See Dates for Annual Encumbrance Certification and Automated Lapsing See Dates for Annual Encumbrance Certification and Automated Lapsing
By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. All agencies must submit the online Annual Certification by Oct. 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. For full details, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
09/30/16 | Updated Fix for BlueZone Updated Fix for BlueZone
Recently, Microsoft released and updated Internet Explorer (IE) to version 11.0.35. The new IE version was incompatible with the BlueZone Web-to-Host Windows-based terminal emulation application. Microsoft has released a fix (KB3192665) that will eliminate the compatibility issue. It can be downloaded from their Update Catalog. BlueZone can be used to access the Comptroller’s mainframe through online applications, such as the Uniform Statewide Accounting System (USAS) or the Uniform Statewide Payroll/Personnel System (USPS). For more information, see Requirements for Transmitting Comptroller Information Over Public Networks (FPP N.007) (login required). |
09/30/16 | Fiscal Management Requests Your Feedback Fiscal Management Requests Your Feedback
Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide. The survey is extended to until close of business Friday, Oct. 7. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help. |
09/30/16 | Check Direct Deposit Settlement Dates Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit effective settlement date of a payment. When financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. This includes Columbus Day (Oct. 10). |
09/30/16 | Updated USAS Deposit Processing FPP Available Now Updated USAS Deposit Processing FPP Available Now
The fiscal policy and procedure (FPP) detailing default processing for USAS deposits has been updated to reflect current procedures, including information on how to clear the deposit default fund. For complete details, see USAS Deposit Default Processing (FPP Q.006). |
09/30/16 | Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements
The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. For complete information and to review your agency’s procedures for compliance with field requirements, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). |
09/23/16 | Online Form for Annual Encumbrance Reporting Due Oct. 30 Online Form for Annual Encumbrance Reporting Due Oct. 30
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). Because the annual reporting requirement encompasses the fourth quarter of the previous appropriation year, there is no requirement for separate fourth-quarter reporting. Agencies must enter encumbrances and payables into USAS for AY 2016 and prior years’ appropriations by the due date for their agency type for annual financial reporting:
All agencies must submit the online Annual Certification by Oct. 30. |
09/23/16 | Automated Lapse of Unexpended Balance to Run at the Beginning of November Automated Lapse of Unexpended Balance to Run at the Beginning of November
By Oct. 30 each year, all agencies must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 1 nightly cycle. Appropriation balances on the USAS Appropriation Record Inquiry (62) screen may require adjustments or corrections before unexpended balance (UB) forward, lapsing or collected cash disposition. All transactions for budget revisions and expenditure transfers for affected years should be completed before processing UB or lapse transactions. Doing so will reduce the number of issues that may arise with the automatic lapse program. For full details, see APS 018. |
09/16/16 | Fiscal Management Applications Unavailable During Scheduled Maintenance on Sept. 25 Fiscal Management Applications Unavailable During Scheduled Maintenance on Sept. 25
Several Fiscal Management applications will be unavailable due to scheduled maintenance on Sunday, Sept. 25, from 5 a.m. to 5 p.m. For additional details, see the Maintenance page. |
09/16/16 | Take the Fiscal Management Customer Service Survey by Sept. 30 Take the Fiscal Management Customer Service Survey by Sept. 30
How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, Sept. 30. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov. |
09/16/16 | Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts
Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. |
09/09/16 | Oct. 14 Deadline for Higher Ed USAS/ABEST Reconciliation Oct. 14 Deadline for Higher Ed USAS/ABEST Reconciliation
Institutions of higher education hold appropriated funds outside the State Treasury and must enter fiscal 2016 expenditure activity into USAS by Oct. 14 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). For complete information, see Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011). Note: Community/junior colleges are excluded from these requirements. |
08/26/16 | AFR Ad Hoc Review Reports AFR Ad Hoc Review Reports
The Annual Financial Reports (AFR) Ad Hoc Review Reports display exceptions that must be corrected during AFR preparation. Each report contains a footer explaining its purpose. These AFR reports are electronically transmitted daily to each agency beginning on Monday evening, Sept. 5, as part of the agency’s system reports and Ad Hoc reports. Agencies should receive these reports on Sept. 6. These reports are located behind the Ad Hoc reports banner (cover page). These reports are manually generated each weekday afternoon (Monday through Friday) — rather than system-generated during the nightly USAS cycle. Therefore, transactions entered into USAS after 2 p.m. may not appear on a report until the report that is manually generated the following day (received by the agency two days after the USAS entry). For example, a transaction entered at 2:30 p.m. on Monday may not appear on Tuesday’s report — but will appear on the report received on Wednesday. Note: If necessary, agencies may save the report transmission or print their reports each weekday (Monday – Friday) since each day’s information is superseded on the following business day by the next updated electronic transmission. These daily transmissions of the AFR Ad Hoc Review Reports only occur during the financial reporting period (Sept. 1 through Nov. 20). Please contact your financial reporting analyst if you have questions. The daily transmission of the AFR Ad Hoc Review Reports is listed on the AFR webpage. For more information, see Instructions for the GR Reconciliation Web Application. |
08/19/16 | Publish the Purpose of Certain Grants on Agency Website Publish the Purpose of Certain Grants on Agency Website
State agencies and institutions of higher education that award a state grant in an amount greater than $25,000 from funds appropriated through the General Appropriations Act are required to publish the purpose of the grant on the agency’s public website.
Please see Requirement to Publish Purpose of State Grants (FPP S.010) for more information. |
08/19/16 | Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs
This is an important reminder about coding on the Recurring Transaction Profile (55) in USAS. Do not set an effective end date on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR) until after Sept. 26. Interagency Transaction Voucher (ITV) 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. 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 is backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates blank on RTIs unless there is an explicit need to include a date. For more information, please see the ITV/RTI Process section of USAS Frequently Asked Questions. |
08/19/16 | Reminder – Systems Will Be Unavailable During Year-End Close Reminder – Systems Will Be Unavailable During Year-End Close
The USAS annual cash-basis close for fiscal 2016 will occur on Wednesday, Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes:
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08/12/16 | Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts
Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. |
07/29/16 | AFR Update Webinar Recording Now Available AFR Update Webinar Recording Now Available
The recording of the AFR Update Webinar from July 7 is now available. The video segments available are:
You can view the recordings broken out by topic. No CPE credit is offered for viewing these recordings. |
07/22/16 | Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
07/15/16 | Reminder — July 29 Deadline Set for Fiscal 2017 USAS Budget Entries Reminder — July 29 Deadline Set for Fiscal 2017 USAS Budget Entries
Fiscal 2017 appropriation budgets must be entered into USAS and all required documentation submitted by the July 29 deadline. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. For more information including schedule spreadsheets (Excel), instructions, definitions and samples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
07/08/16 | Late Payment Interest Rate Increases for Fiscal 2017 Late Payment Interest Rate Increases for Fiscal 2017
The interest rate the state pays on a late payment due to a vendor under the state’s prompt payment law will be 4.50 percent for fiscal 2017. 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. For more information, see Interest Rate on eXpendit (FPP I.005). |
07/01/16 | USAS and CAPPS Financials FPPs Updated USAS and CAPPS Financials FPPs Updated
The USAS annual cash-basis close for fiscal 2016 will occur on Wednesday, Aug. 31. The instructions, including important deadlines for submitting documents, are now available in USAS Annual Close Process (FPP Q.004). More detailed information by appropriation year has been added this year. Please adhere to the deadlines in Scheduling Critical Payments at Year End. Agencies using CAPPS Financials need to also follow CAPPS Financials Year-End Processing Instructions (FPP T.001). |
07/01/16 | Schedule of Year-End Close Events Available Schedule of Year-End Close Events Available
Please see the 2016 Master Schedule of Year-End Close Events that includes:
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07/01/16 | Download Training Materials for the Annual Financial Report Update Webinar Download Training Materials for the Annual Financial Report Update Webinar
The training materials for the Annual Financial Report (AFR) webinar event are now available on the AFR Training page of the AFR website. Users may download/print the training materials (PDF format) and follow along during the webinar. |
07/01/16 | Do You Know All the Appropriation and Fiscal Year Differences? Do You Know All the Appropriation and Fiscal Year Differences?
The new Appropriation Year and Fiscal Year Comparison Chart illustrates the important differences between these two yearly time periods, including:
This resource can be found in USAS Reference (FPP Q.012) and the Training Library: USAS. |
06/24/16 | AFR Reporting Requirements Now Available AFR Reporting Requirements Now Available
The Comptroller’s Financial Reporting section is pleased to present the fiscal 2016 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2016 AFR and posting fiscal year-end entries to reconcile the AFR to USAS. |
06/24/16 | Reminder — Register Now for the July 7 AFR Update Webinar Reminder — Register Now for the July 7 AFR Update Webinar
Don’t forget to register for the AFR Update Webinar taking place on Thursday, July 7 from 9 a.m. to noon. Registration is required through:
See the AFR Training page for more details about:
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06/24/16 | July 29 Deadline Set for Fiscal 2017 USAS Budget Entries July 29 Deadline Set for Fiscal 2017 USAS Budget Entries
Fiscal 2017 appropriation budgets must be entered into USAS and all required documentation submitted by the July 29 deadline. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. Agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing the required schedules. Please note the special requirements for unobligated balances. For the spreadsheets, instructions, definitions and examples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
06/24/16 | Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 8. All corrections must be entered into USAS by July 29. See USAS Balance for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms. |
06/10/16 | Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due by July 8. All corrections must be entered into USAS by July 29. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms. |
06/10/16 | AY 2016 Earned Federal Funds Reminders AY 2016 Earned Federal Funds Reminders
Earned Federal Funds (EFF) deposited by agencies into Appropriation 70000 in amounts above the level identified in General Appropriations Act (GAA), Article IX, Section 13.11 (b), plus benefits (13.11[g]), are appropriated subject to certain conditions and deadlines. The conditions and deadlines are defined in 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 questions, please contact your agency’s appropriation control officer. |
06/10/16 | Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30 Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30
State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2016 appropriations no later than June 30. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
06/10/16 | Reminder — Register Now for the 2016 AFR Update on July 7 Reminder — Register Now for the 2016 AFR Update on July 7
Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 7 from 9:00 a.m. to 12:00 p.m. for the:
Topics include:
Whether you plan to attend the live presentation or the online webinar, registration is required through Training Center (login required) to get the three-hour continuing professional education (CPE) credit. CPE credits are issued through Training Center for both versions of the presentation — therefore, only individual participants who have registered through Training Center can receive CPE credit. The live 2016 AFR Update presentation will be held at:
William B. Travis Building, Room 1-100 Note: Attendees for the live presentation can park for free on the top level of Garage B. See the Austin Capitol Complex Map for building location details and parking options. To attend the online webinar, registration is also required through GoToMeeting. After registering, individuals will receive a confirmation email containing information on joining the webinar. To receive the three-hour CPE credit for attending the online webinar, individual participants must:
Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six webinar questions are eligible for CPE credit. |
05/26/16 | USAS Profile Rollover to FY/AY17 Set for June 18 USAS Profile Rollover to FY/AY17 Set for June 18
The annual rollover for profiles in USAS will occur on June 18. The process automatically creates new profiles for fiscal year (FY) 2017 and appropriation year (AY) 2017, based on existing FY16 and AY16 profiles. For more information, see USAS Profile Rollover (FPP Q.007). |
05/20/16 | Register Now for the 2016 AFR Update on July 7 Register Now for the 2016 AFR Update on July 7
Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us on Thursday, July 7 from 9:00 a.m. to 12:00 p.m. for the:
Topics include:
Whether you plan to attend the live presentation or the online webinar, registration is required through Training Center (login required) to get the three-hour continuing professional education (CPE) credit. CPE credits are issued through Training Center for both versions of the presentation – therefore, only individual participants who have registered through Training Center can receive CPE credit. The live 2016 AFR Update presentation will be held at: Note: Attendees for the live presentation can park for free on the top level of Garage B. See the Austin Capitol Complex Map for building location details and parking options. To attend the online webinar, registration is also required through GoToMeeting. After registering, individuals will receive a confirmation email containing information on joining the webinar. To receive the three-hour CPE credit for attending the online webinar, individual participants must:
Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six webinar questions are eligible for CPE credit. Signed rosters cannot be used as proof of attendance for the online webinar. |
05/20/16 | Fiscal 2017 Payroll Due Dates and Direct Deposit Schedule Posted Fiscal 2017 Payroll Due Dates and Direct Deposit Schedule Posted
For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is no later than the seventh workday before payday. Submitting your payrolls to the Comptroller’s office on or before the due dates assures 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 2017 payroll due dates and direct deposit schedule. |
05/13/16 | Reminder — Agencies Must Request Unclaimed Funds by May 27 Reminder — Agencies Must Request Unclaimed Funds by May 27
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP). |
04/15/16 | Reminder — Warrant Pickup Authorization Form Due by April 22 Reminder — Warrant Pickup Authorization Form Due by April 22
Every two years, the Fiscal Management Division of the Texas Comptroller of Public Accounts requires an updated Agency Authorization for Warrant Pickup form (74-189) from state agencies and institutions of higher education. All authorizations now on file will terminate at 5 p.m. on April 29 and the new forms will become effective May 2. Agencies and institutions must return their completed authorization forms to the Fiscal Management Division no later than April 22. If an agency’s renewal form is not on file by May 2, 2016, warrants will not be distributed for that agency. For the instructions and form, see Renewal of Agency Authorization for Warrant Pickup (FPP E.053). |
04/01/16 | Warrant Pickup Authorization Form Due by April 22 Warrant Pickup Authorization Form Due by April 22
Every two years, the Fiscal Management Division of the Texas Comptroller of Public Accounts requires an updated Agency Authorization for Warrant Pickup form (74-189) PDF from state agencies and institutions of higher education. All authorizations now on file will terminate at 5 p.m. on April 29 and the new forms will become effective May 2. Agencies and institutions must return the completed authorization form to the Fiscal Management Division no later than April 22. For the instructions and form, see Renewal of Agency Authorization for Warrant Pickup (FPP E.053). |
03/18/16 | Warrants Available for Pickup 8 to 10 a.m. on Friday, March 25 Warrants Available for Pickup 8 to 10 a.m. on Friday, March 25
Although the Comptroller’s office will be closed for business on March 25 in observance of Good Friday, Payment Services will distribute warrants from 8 to 10 a.m. The warrants will be for the March 24 processing cycle. For the warrant pickup requirements, please see Holiday Payment Distribution. |
03/11/16 | Batch File Submission Calendar Now Available Batch File Submission Calendar Now Available
If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the new Batch File Submission Calendar. This resource was created to help determine when a file will be included in the file sweep and covers:
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02/26/16 | Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30 Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30
State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2016 appropriations no later than March 30 to the Texas Comptroller of Public Accounts. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018). |
02/19/16 | USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked USAS and CAPPS Confidentiality Indicator Must Be Correctly Marked
The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS and CAPPS Confidentiality Indicator (FPP E.045). Under state law, it is the responsibility of the agency submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). When an agency marks a transaction confidential, the agency should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure. |
02/19/16 | Substantive Changes Made to Comptroller Manual of Accounts Substantive Changes Made to Comptroller Manual of Accounts
Several substantive changes have been made to the Texas Comptroller Manual of Accounts (FPP Q.009). The list of changes includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov. |
02/12/16 | Reminder — Use the Current Forms Available on FMX Reminder — Use the Current Forms Available on FMX
Do you need to submit a form to Fiscal Management? Visit the Forms page or appropriate topic page on FMX to ensure you submit the current version. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic or browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic. Note: Previously downloaded copies or stored links may not provide up-to-date forms. |
01/29/16 | Legislation-related Substantive Changes Made to Comptroller Manual of Accounts Legislation-related Substantive Changes Made to Comptroller Manual of Accounts
A number of substantive changes, effective Sept. 30 and Jan. 1, have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov. |
01/22/16 | Reminder – Agencies Must Request Unclaimed Funds by May 27 Reminder – Agencies Must Request Unclaimed Funds by May 27
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP) and the list of agencies with unclaimed funds. UP will mail claim forms to the financial representatives of agencies on the list by Jan. 29. |
01/08/16 | Agencies Must Request Unclaimed Funds by May 27 Agencies Must Request Unclaimed Funds by May 27
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Currently held property will be swept into GR if not claimed by May 27. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP) and the list of agencies with unclaimed funds. UP will mail claim forms to the financial representatives of agencies on the list by Jan. 29. |
11/23/15 | Comptroller Mainframe Password Requirements Updated Comptroller Mainframe Password Requirements Updated
Effective Nov. 23, the Comptroller’s office updated the password requirements for all systems and applications that authenticate with a mainframe password:
Any password changes or reset requests on a mainframe account starting Nov. 23 will have new requirements. For more information, please see Mainframe Password Requirements (Comptroller user ID required). |
11/20/15 | Comptroller Statewide Financial Systems Unavailable During Scheduled Maintenance on Nov. 28 Comptroller Statewide Financial Systems Unavailable During Scheduled Maintenance on Nov. 28
The Texas Comptroller of Public Accounts statewide financial systems will be unavailable due to scheduled maintenance on Saturday, Nov. 28, from 7 a.m. to 9 p.m. For additional details, see the Systems topic page. |
11/20/15 | Reminder – Check Direct Deposit Settlement Dates Reminder – Check Direct Deposit Settlement Dates
State and federal holidays listed on the System Outages and Holidays Calendar with no scheduled USAS cycle are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest. Note: Do not submit USAS or TINS files on holidays when no cycle runs. Files sent on a holiday will be overwritten by files submitted after the holiday. |
11/13/15 | USAS 1099 Reporting Procedures Available for 2015 USAS 1099 Reporting Procedures Available for 2015
State agencies and institutions of higher education must report certain payments to the Internal Revenue Service on a Form 1099-Miscellaneous (MISC) or Form 1099-Interest Income (INT) and send a duplicate Form 1099 to the payee. To help agencies and institutions comply with this requirement for calendar year 2015, USAS will capture 1099-related data and generate 1099 Verification Reports (DAFR 7940), Forms 1099-MISC and/or Forms 1099-INT (DAFR 7950) for each agency or institution upon request. For instructions on requesting 1099 data from USAS, see USAS Procedures for 1099 Reporting for Calendar Year 2015 (FPP E.001). Please note: Per IRS instructions, if you are submitting hard copy 1099 forms to the IRS, Copy A must be completed using the 12-point Courier font and printed using black ink only. |
11/06/15 | State of Texas Annual Cash Report Now Available State of Texas Annual Cash Report Now Available
The State of Texas Annual Cash Report, fiscal 2015, is now available. The report presents the state’s financial position and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013. |
11/06/15 | Reminder – Benefits Proportional by Fund Reports Due Nov. 19 Reminder – Benefits Proportional by Fund Reports Due Nov. 19
Benefits Proportional by Fund Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single appropriated fund must submit a letter confirming this status by Nov. 19. For forms and sample letters, see Benefits Proportional by Fund (APS 011) (FPP A.010). |
10/30/15 | Benefits Proportional by Fund Reports Due Nov. 19 Benefits Proportional by Fund Reports Due Nov. 19
State agencies and institutions of higher education are required to ensure payments of benefit costs are proportional to the agency’s or institution’s funding from appropriated funds, unless another legal provision prohibits proportionality. Benefits Proportional by Fund Reports and related adjustments are due Nov. 19. Agencies and institutions funded with a single appropriated fund must submit a letter confirming this status by Nov. 19. For forms and sample letters, see Benefits Proportional by Fund (APS 011) (FPP A.010). |
10/30/15 | Double-Check CBA and CLIBA Payment Procedures Double-Check CBA and CLIBA Payment Procedures
Entering procurement and travel card transactions into USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Agencies should double-check the procedures for entering credit card information into USAS and CAPPS invoice number fields as detailed in the CBA and CLIBA Numbers section of USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043) or phone or email your agency’s Purchase and Travel contact. |
10/28/15 | Reminder – Fiscal Management Systems Survey Due by Oct. 30 Reminder – Fiscal Management Systems Survey Due by Oct. 30
Please complete our online survey to let us know if our automated tools and statewide financial systems are meeting your expectations. The survey is available now until close of business Friday, Oct. 30. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov. |
10/28/15 | Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up Reminder – Annual Encumbrance Certification and Automated Lapsing Coming Up
Per Encumbrance Report and Lapsing of Appropriations (APS 018), state agencies and institutions of higher education must submit the online Annual Certification by Oct. 30. An automatic lapse program will run in USAS as early as the Nov. 2 nightly cycle. |
10/16/15 | Take the 2015 Fiscal Management Systems Survey by Oct. 30 Take the 2015 Fiscal Management Systems Survey by Oct. 30
The Comptroller’s office operates several financial systems to maintain the central accounting records of the state, perform accounting activities and prepare payroll and other warrants. In addition, the agency has developed several automated tools to help state agencies and institutions of higher education with their accounting and reporting tasks. Let us know how these automated tools and statewide financial systems are meeting your expectations by taking a few minutes to complete our online survey. The survey is available now until close of business Friday, Oct. 30. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov. |
10/16/15 | Reminder – See Dates for Annual Encumbrance Certification and Automated Lapsing Reminder – See Dates for Annual Encumbrance Certification and Automated Lapsing
By Oct. 30 each year, state agencies and institutions of higher education must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. All agencies must submit the online Annual Certification by Oct. 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 2 nightly cycle. For full details, see Encumbrance Report and Lapsing of Appropriations (APS 018). |
10/02/15 | Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements Ensure Compliance with USAS and CAPPS Invoice Number and Description Requirements
The transaction entry screens in USAS and CAPPS allow state agencies and institutions of higher education to enter payment-related information in the invoice number and description fields. Review your agency’s procedures to ensure compliance with USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023). Under no circumstances should agencies and institutions enter confidential or sensitive information such as complete or partial Social Security numbers or information covered by the Protected Health Information Prohibition. Data items described in Business and Commerce Code, Section 521.002 must not be entered into a field not specifically created for that information unless explicitly allowed by Comptroller policy. Disallowed data includes:
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10/02/15 | Reminder — Agencies Required to Publish Purpose of Certain State Grants Reminder — Agencies Required to Publish Purpose of Certain State Grants
State agencies and institutions of higher education that award a state grant in an amount greater than $25,000 from funds appropriated through the General Appropriations Act are required to publish the purpose for which the grant was awarded on the agency’s public website. Will your agency or institution award new grants that fall under this requirement? If you have not already done so, email state.grants@cpa.texas.gov your agency’s single link to a Web page that provides the purposes of all applicable grants. The State Grant Listing of links to the agency grant information is available on TexasTransparency.org. Note: If your agency is already reporting, the Comptroller’s office does not need to be notified of new applicable grants. However, if the URL of the agency Web page changes, notify the Comptroller’s office at state.grants@cpa.texas.gov. Please see Requirement to Publish Purpose of State Grants (FPP S.010) for more information. |
09/28/15 | Reorganized APS 018 Now Includes CAPPS Instructions Reorganized APS 018 Now Includes CAPPS Instructions
Encumbrance Report and Lapsing of Appropriations (APS 018) has been reorganized to include CAPPS instructions. Please review the new format of this APS. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures. |
09/28/15 | Online Form for Annual Encumbrance Reporting Due Oct. 30 Online Form for Annual Encumbrance Reporting Due Oct. 30
State agencies and institutions of higher education must report annual binding encumbrances and payables to the Comptroller’s office per APS 018. Because the annual reporting requirement encompasses the fourth quarter of the previous appropriation year, there is no requirement for separate fourth-quarter reporting. Agencies must enter encumbrances and payables into USAS for AY 2015 and prior years’ appropriations by the due date for their agency type for annual financial reporting:
All agencies must submit the online Annual Certification by Oct. 30. |
09/28/15 | Automated Lapse of UB to Run at the Beginning of November Automated Lapse of UB to Run at the Beginning of November
By Oct. 30 each year, all agencies must lapse appropriation balances that exceed the level necessary to satisfy any outstanding binding encumbrances and/or payables. 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 facilitate this, an automatic lapse program will run in USAS as early as the Nov. 2 nightly cycle. Appropriation balances on the USAS Appropriation Record Inquiry (62) screen may require adjustments or corrections before unexpended balance (UB) forward, lapsing or collected cash disposition. All transactions for budget revisions and expenditure transfers for affected years should be completed before processing UB or lapse transactions. Doing so will reduce the number of issues that may arise with the automatic lapse program. For full details, see APS 018. |
09/11/15 | Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated
Several Accounting Policy Statements (APSs) have been updated through acts of the 84th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Some APSs have been updated to include information applicable to CAPPS. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures. |
09/11/15 | Oct. 15 Deadline for Higher Ed USAS/ABEST Reconciliation Oct. 15 Deadline for Higher Ed USAS/ABEST Reconciliation
Institutions of higher education hold appropriated funds outside the State Treasury and must enter fiscal 2015 expenditure activity into USAS by Oct. 15 for reconciliation with the Legislative Budget Board’s Automated Budget and Evaluation System of Texas (ABEST). In addition to D23 Fund 7999 — Other Educational and General Expenditures, expenditure activity must also be entered for D22 Fund 0369 — American Recovery and Reinvestment Act, if applicable. Note: Community/junior colleges are excluded from these requirements. For more information, see Entering Higher Education Expenditure Activity into USAS for USAS/ABEST Reconciliation (FPP B.011). |
09/04/15 | Legislation-related Substantive Changes Made to Comptroller Manual of Accounts Legislation-related Substantive Changes Made to Comptroller Manual of Accounts
A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov. |
09/04/15 | Additional Accounting Policy Statements Have Been Updated Additional Accounting Policy Statements Have Been Updated
Several Accounting Policy Statements (APSs) have been updated through acts of the 84th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Some APSs have been updated to include information applicable to CAPPS. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures. |
08/28/15 | Proceeds from the Sale of Surplus Property Go to GR Proceeds from the Sale of Surplus Property Go to GR
All proceeds from the sale of surplus property, equipment and commodities must be deposited to general revenue (GR) in appropriation 99908.
For more information, see Proceeds from the Sale of Surplus Property (FPP A.032). |
08/21/15 | Accounting Policy Statements Have Been Updated Accounting Policy Statements Have Been Updated
Several Accounting Policy Statements (APSs) have been updated through acts of the 84th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks. Some APSs have been updated to include information applicable to CAPPS. Each APS should be carefully reviewed to ensure compliance with the most current policies and procedures. |
08/21/15 | Do Not Set Effective End Date on Certain RTIs Do Not Set Effective End Date on Certain RTIs
This is an important reminder about coding on the Recurring Transaction Profile (55) in USAS. Do not set an effective end date on certain Recurring Transaction Indexes (RTIs) used during the interagency reconciliation process for the annual financial report (AFR) until after Sept. 26. Interagency Transaction Voucher (ITV) 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. 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 is backdated to Aug. 31. To avoid problems, the RTI agency should not set an effective end date on the 55 profile until after the completion of the interagency reconciliation process. The Comptroller’s office recommends that agencies leave the effective end dates blank on RTIs unless there is an explicit need to include a date. For more information, please see the ITV/RTI Process section of USAS Frequently Asked Questions. |
08/21/15 | Agencies Required to Publish Purpose of Certain State Grants Agencies Required to Publish Purpose of Certain State Grants
State agencies and institutions of higher education that award a state grant in an amount greater than $25,000 from funds appropriated through the General Appropriations Act are required to publish the purpose for which the grant was awarded on the agency’s public website. Will your agency or institution award new grants that fall under this requirement? If you have not already done so, email state.grants@cpa.state.tx.us your agency’s single link to a Web page that provides the purposes of all applicable grants. The State Grant Listing of links to the agency grant information is available on TexasTransparency.org. Note: The Comptroller’s office does not need to be notified of new applicable grants. However, if the URL of the agency Web page changes, notify the Comptroller’s office at state.grants@cpa.state.tx.us. Please see Requirement to Publish Purpose of State Grants (FPP S.010) for more information. |
08/21/15 | Reminder — Systems Will Be Unavailable During Year-End Close Reminder — Systems Will Be Unavailable During Year-End Close
The USAS annual cash-basis close for fiscal 2015 will occur on Monday, Aug. 31. The fiscal year-end close process requires shutting down the statewide fiscal systems. For more information, please see the Master Schedule of Year-End Close Events, which includes:
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08/14/15 | Salary Increase Information Now Available Salary Increase Information Now Available
The 84th Legislature, Regular Session, provided appropriations for salary increases for certain state agency employees in fiscal 2016. The enactment of House Bill 9 increases the member contribution rate to the Employees Retirement System to 9.5 percent of each member’s compensation. The accompanying increase of 2.5 percent in annual salary for certain state employees is set to begin on Sept. 1. The Comptroller’s office provides the following details on the salary increase: |
08/10/15 | Changes Made by the 84th Legislature Summarized Changes Made by the 84th Legislature Summarized
The 84th Legislature made numerous changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. A summary of these changes and of major bills passed that affect multiple agencies can be found at Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008). |
08/10/15 | USAS Confidentiality Indicator and Invoice Number Field Requirements FPPs Now Include CAPPS Information USAS Confidentiality Indicator and Invoice Number Field Requirements FPPs Now Include CAPPS Information
Two USAS fiscal policy and procedures (FPPs) have been renamed and updated to include information for CAPPS Financials:
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07/31/15 | Legislation-related Substantive Changes Made to Comptroller Manual of Accounts for Fiscal 2015 Legislation-related Substantive Changes Made to Comptroller Manual of Accounts for Fiscal 2015
A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009) for fiscal 2015 due to legislation passed by the 84th Legislature, Regular Session. The list includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes to be used in properly recording accounting transactions. For questions, please contact Samuel.Miller@cpa.texas.gov. |
07/31/15 | AFR Update Webinar Recording Now Available AFR Update Webinar Recording Now Available
The recording of the AFR Update Webinar from July 9 is now available. The video segments available are:
You can view the recordings broken out by topic. No CPE credit will be offered for viewing these recordings. |
07/24/15 | Hotel Occupancy Tax Refund Reports Available Aug. 9 Hotel Occupancy Tax Refund Reports Available Aug. 9
Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter. The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9. For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006). |
07/17/15 | Reminder — July 31 Deadline Set for Fiscal 2016 USAS Budget Entries Reminder — July 31 Deadline Set for Fiscal 2016 USAS Budget Entries
Fiscal 2016 appropriation budgets must be entered into USAS and all required documentation submitted by the July 31 deadline. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. For more information including schedule spreadsheets (Excel), instructions, definitions and samples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
07/17/15 | Reminder — Fiscal Management Requests Your Feedback Reminder — Fiscal Management Requests Your Feedback
Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide. The survey is available now until close of business Friday, July 24. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help. |
07/10/15 | Late Payment Interest Rate Remains 4.25 Percent for Fiscal 2016 Late Payment Interest Rate Remains 4.25 Percent for Fiscal 2016
The interest rate the state pays on a late payment due a vendor under the state’s prompt payment law will be 4.25 percent for fiscal 2016. 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. For more information, see Interest Rate under the Prompt Payment tab in eXpendit (FPP I.005). |
07/10/15 | HB 2 Supplemental Appropriation and Reduction Transactions Due July 24 HB 2 Supplemental Appropriation and Reduction Transactions Due July 24
Processing Supplemental Appropriations and Reductions (FPP A. 047) has been updated with instructions for USAS and CAPPS to reflect House Bill 2, 84th Legislature, Regular Session. The Legislature reduced certain appropriations and made supplemental appropriations. Please refer to the HB 2 LBB ABEST/USAS Crosswalk provided by your appropriation control officer. Affected state agencies and institutions of higher education must follow the instructions in the FPP by July 24. |
07/02/15 | HB 6 Limits New Accounts, Funds and Revenue Dedications HB 6 Limits New Accounts, Funds and Revenue Dedications
House Bill 6, 84th Legislature, Regular Session, continues the policy of the Legislature to limit the number of new GR accounts, special funds and dedications of revenue. A summary of HB 6 is available at Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046). |
07/02/15 | AFR Reporting Requirements Now Available AFR Reporting Requirements Now Available
The Comptroller’s Financial Reporting section is pleased to present the fiscal 2015 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2015 AFR and posting fiscal year-end entries to reconcile the AFR to USAS. |
07/02/15 | Download Training Materials for the AFR Update Webinar Download Training Materials for the AFR Update Webinar
The training materials for the Annual Financial Report (AFR) webinar event are now available on the Training page of the AFR website. Users may download/print the training materials (PDF format) and follow along during the webinar. |
07/02/15 | Fiscal 2015 USAS Annual Close Process Now Online Fiscal 2015 USAS Annual Close Process Now Online
The USAS annual cash-basis close for fiscal 2015 will occur on Monday, Aug. 31. The instructions and master schedule including important deadlines for submitting documents to USAS for fiscal 2015 processing are now available. Please adhere to the deadlines in the schedule to ensure that fiscal 2015 documents process before the year is closed. For more information, see USAS Annual Close Process (FPP Q.004). |
07/02/15 | Master Schedule of Year-End Close Events Available Master Schedule of Year-End Close Events Available
New this year is the Master Schedule of Year-End Close Events that includes:
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07/02/15 | Reminder — Register Now for the July 9 AFR Update Webinar Reminder — Register Now for the July 9 AFR Update Webinar
Don’t forget to register for the AFR Update Webinar taking place on Thursday, July 9 from 1:30 to 3:30 p.m. Registration is required through GoToMeeting to participate. Topics include:
If you would like to receive Continuing Professional Education (CPE) credit, you must:
Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six questions are eligible for CPE credit. Signed rosters cannot be used as proof of attendance. |
06/26/15 | Warrants Available for Pickup 8 to 10 a.m. on Friday, July 3 Warrants Available for Pickup 8 to 10 a.m. on Friday, July 3
Although the Comptroller’s office will be closed for business on July 3, Payment Services will distribute warrants from 8 to 10 a.m. for the July 2 processing cycle. The authorized agency and/or delivery service representative must be included on the Agency Authorization for Warrant Pickup form (74-189). Note: If your agency has warrants for wire transfers on July 3, your agency runner needs to deliver them to the Treasury. |
06/26/15 | Reminder — Register Now for the July 9 AFR Update Webinar Reminder — Register Now for the July 9 AFR Update Webinar
Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us for the AFR Update Webinar on Thursday, July 9 from 1:30 to 3:30 p.m. Topics include:
Registration is required through GoToMeeting. If you would like to receive continuing professional education (CPE) credit, you must:
Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six questions are eligible for CPE credit. Signed rosters cannot be used as proof of attendance. |
06/26/15 | Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Reminder — Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due July 9. All corrections must be entered into USAS by July 30. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms. |
06/19/15 | Substantive Change Made to Comptroller Manual of Accounts Substantive Change Made to Comptroller Manual of Accounts
A number of substantive changes have been made recently to the Texas Comptroller Manual of Accounts (FPP Q.009). The list includes entries that have been added, deleted or significantly modified. The manual provides current information on state agencies, appropriated funds and accounts and object codes used to properly record accounting transactions. For questions or feedback on the Manual of Accounts, please contact Samuel Miller at Samuel.Miller@cpa.texas.gov. |
06/19/15 | July 31 Deadline Set for Fiscal 2016 USAS Budget Entries July 31 Deadline Set for Fiscal 2016 USAS Budget Entries
Fiscal 2016 appropriation budgets must be entered into USAS and all required documentation submitted by the July 31 deadline. Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup. Agencies and institutions of higher education are encouraged to use the provided Excel spreadsheets for completing the required schedules. Please note the special requirements for unobligated balances. For the spreadsheets, instructions, definitions and examples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020). |
06/12/15 | Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30 Third Quarter Payables and Binding Encumbrances Must Be Reported by June 30
State agencies and institutions of higher education must report payables and binding encumbrances for third quarter fiscal 2015 appropriations no later than June 30. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). Note: CAPPS Financials agencies are considered reporting agencies under APS 018. |
06/12/15 | Take the 2015 Fiscal Management Customer Service Survey by July 24 Take the 2015 Fiscal Management Customer Service Survey by July 24
How well are we meeting your customer service expectations? Please let us know by completing the online survey by Friday, July 24. We appreciate your feedback. If you have any questions about the survey, please email us at fiscal.documentation@cpa.texas.gov. |
06/12/15 | AY 2015 Earned Federal Funds Reminders AY 2015 Earned Federal Funds Reminders
Earned Federal Funds (EFF) deposited by agencies into Appropriation 70000 in amounts above the level identified in General Appropriations Act (GAA), Article IX, Section 6.22 (b), plus benefits (6.22[g]), are appropriated subject to certain conditions and deadlines. The conditions and deadlines are defined in 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 appropriation year 2015 (AY 15), an agency must report anticipated amounts and proposed use of EFF funds in writing to the LBB at least 30 days prior to budgeting or expending those amounts above the 2015 EFF level. For all agencies:
Agencies will transfer end-of-year balances in Appropriation 70000 Appropriated Fund 0369 to Agency 902 via the RTI process using RTI # 00369 (T-code 475, COBJ 7973). For questions, please contact your agency’s appropriation control officer. |
06/05/15 | Register Now for the July 9 AFR Update Webinar Register Now for the July 9 AFR Update Webinar
Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us for the AFR Update Webinar on Thursday, July 9 from 1:30 to 3:30 p.m. Topics include:
Registration is required through GoToMeeting. If you would like to receive continuing professional education (CPE) credit, you must:
Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six questions are eligible for CPE credit. Signed rosters cannot be used as proof of attendance. |
06/05/15 | Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts
To ensure correct year-end USAS balances for imprest, petty cash and travel advance accounts, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement. The certification is due July 9. All corrections must be entered into USAS by July 30. See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information, including instructions for requesting access and completing the forms. |
05/29/15 | USAS Profile Rollover to FY/AY16 Set for June 20 USAS Profile Rollover to FY/AY16 Set for June 20
The annual rollover for profiles in USAS will occur on June 20. The process automatically creates new profiles for fiscal year (FY) 2016 and appropriation year (AY) 2016, based on existing FY15 and AY15 profiles. For more information, see USAS Profile Rollover (FPP Q.007). |
05/22/15 | Fiscal 2016 Payroll Due Dates and Direct Deposit Schedule Posted Fiscal 2016 Payroll Due Dates and Direct Deposit Schedule Posted
For state agencies and institutions of higher education, the payroll due date for monthly and twice-monthly payrolls is no later than the seventh workday before payday. Submitting your payrolls to the Comptroller’s office on or before the due dates assures 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 2016 payroll due dates and direct deposit schedule. |
05/22/15 | Reminder — Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Reminder — Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems
Letter of Authorization (LOA) Signature Lists currently on file for HRIS, SPRS, USPS and CAPPS will expire on 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. For detailed instructions, see Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009). |
05/15/15 | Reminder — Agencies Must Request Unclaimed Funds by May 29 Reminder — Agencies Must Request Unclaimed Funds by May 29
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Property currently being held will be swept into GR if not claimed by May 29. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP). All state agencies or institutions of higher education with unclaimed funds were notified as of March 31, 2015. |
05/01/15 | TINS ACR to Make Warrant Changes May 5 TINS ACR to Make Warrant Changes May 5
TINS Application Change Request (ACR) 60028 will migrate May 5 to change the warrant size and appearance. The new warrants will be 8.5 x 3.5 inches printed on an 8.5 x 11 sheet that includes the stub. Each agency will receive their warrants tri-folded and ready for insertion in #10 window business envelopes. Your agency may need to stock envelopes to accommodate the new warrant size. Current warrant envelopes may need to be stocked for 30–45 days after May 5 for distribution of released held warrants issued before May 5. For more information, please see TINS ACR 60028. |
04/24/15 | Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems Authorization Updates Due for Changes to Statewide Payroll/Personnel Systems
Letter of Authorization (LOA) Signature Lists currently on file for HRIS, SPRS, USPS and CAPPS will expire on 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. For detailed instructions, see Authorization and Request Process for Data Changes to Statewide Payroll/Personnel Systems (FPP M.009). |
04/24/15 | Reminder — Warrant Size to Change May 5 Reminder — Warrant Size to Change May 5
Effective May 5, the state warrants (checks) will have a different size and appearance. The new warrants fit in #10 window business envelopes and will be 8.5 x 3.5 inches printed on an 8.5 x 11 sheet that includes the stub. Your agency may need to stock envelopes to accommodate the new warrant size. Held warrants issued before May 5 that are released will be in the current size. Current warrant envelopes may need to be stocked for 30-45 days after May 5 for distribution of released held warrants issued before May 5. The stub will have:
Note: Payment-related information may not include any confidential or Protected Health Information as outlined in USAS Invoice Number Field Requirements (FPP E.023). If you have questions about the warrant changes, please contact Payment Services. |
04/17/15 | FMX Can Only Be Viewed in These Browsers FMX Can Only Be Viewed in These Browsers
To view FMX, you must use these browser versions or an earlier version.
If you have questions, please contact your agency’s IT department. |
04/16/15 | FMQuery Upgrade and Classes Delayed FMQuery Upgrade and Classes Delayed
The upgrade to the software behind FMQuery has been delayed. The FMQuery – Payroll classes will be rescheduled. Watch for an update on the upgrade in FMXtra. |
04/02/15 | Warrant Size to Change May 5 Warrant Size to Change May 5
Effective May 5, the state warrants (checks) will have a different size and appearance. The new warrants fit in #10 window business envelopes and will be 8.5 x 4 inches printed on an 8.5 x 11 sheet that includes the stub. Your agency may need to stock envelopes to accommodate the new warrant size. Held warrants issued before May 5 that are released will be in the current size. Current warrant envelopes may need to be stocked for 30–45 days after May 5 for distribution of released held warrants issued before May 5. The stub will have:
Note: Payment-related information may not include any confidential or Protected Health Information as outlined in USAS Invoice Number Field Requirements (FPP E.023). If you have questions about the warrant changes, please contact Payment Services. |
03/27/15 | Warrants Available for Pickup 8 to 10 a.m. on Friday, April 3 Warrants Available for Pickup 8 to 10 a.m. on Friday, April 3
Although the Comptroller's office will be closed for business on April 3 in observance of Good Friday, Payment Services will distribute warrants from 8 to 10 a.m. for the April 2 processing cycle. The authorized agency and/or delivery service representative must be included on the Agency Authorization for Warrant Pickup form (74-189). Note: If your agency has warrants for wire transfers on April 3, your agency runner needs to deliver them to the Treasury. |
03/09/15 | Warrant Size Change Delayed Warrant Size Change Delayed
The change to the size of a state warrant has been delayed and will occur no earlier than the end of April 2015. Your agency may want to purchase only enough warrant stock envelopes for this time period. The new warrants fit in #10 window business envelopes and will be 8.5 x 4 inches printed on an 8.5 x 11 sheet that includes the stub. Watch FMXtra for details, which will be announced as soon as more information is available. If you have other questions, please contact Payment Services. |
02/27/15 | New Transparency Tools Highlight State Payments New Transparency Tools Highlight State Payments
The Texas Comptroller of Public Accounts offers two new Where the Money Goes tools that make it easier for the public to find and analyze payments made by state agencies and institutions of higher education.
These data visualization tools will replace most of the classic tools, which will still be offered for a limited time. A comparison of classic and data visualization tools is available. See Where the Money Goes Requirements (FPP G.004) for details on the responsibilities of state agencies and institutions of higher education. |
02/27/15 | Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30 Second Quarter Payables and Binding Encumbrances Must Be Reported by March 30
State agencies and institutions of higher education must report payables and binding encumbrances for second quarter fiscal 2015 appropriations no later than March 30 to the Texas Comptroller of Public Accounts. Quarterly certification must be entered in the online form. For more information, see Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019). |
02/20/15 | Reminder — USAS Confidential Indicator Must Be Marked Correctly Reminder — USAS Confidential Indicator Must Be Marked Correctly
The Texas Comptroller of Public Accounts’ ability to accurately distinguish confidential and non-confidential payments is critical in making payment information promptly available to the public. State agencies and institutions of higher education must ensure that confidential transactions are properly marked to protect payee confidentiality as stipulated by USAS Confidential Indicator (FPP E.045). Under state law, it is the responsibility of the agency submitting a transaction to determine the confidentiality of the transaction. Transactions are legally considered public unless specifically excluded by the Public Information Act (Texas Government Code, Chapter 552). When an agency marks a transaction confidential, the agency should be prepared to cite the law or attorney general opinion that excludes the payment from public disclosure. Note: “Agency” includes institutions of higher education. |
02/06/15 | Reminder — Use the Current Forms Available on FMX Reminder — Use the Current Forms Available on FMX
Do you need to submit a form to Fiscal Management? To ensure you always use a current form, download it at the time you need it from either the Forms page or the appropriate topic page on FMX. The Forms page is always available from the top drop-down menu bar. Forms can be filtered by topic or browsed alphabetically or numerically. Topic pages such as Appropriations or Payment Services feature a forms subheading with a link to forms on that topic. Note: Previously downloaded copies or stored links may not provide up-to-date forms. |
01/30/15 | Instructions Clarified for APS 018 Lapse Reversal Requests Instructions Clarified for APS 018 Lapse Reversal Requests
Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019) was updated for fiscal 2015 to require that the chief fiscal officer or higher official submit a lapse reversal request that includes a justification for the reversal for approval. The Reinstating lapsed balances section of APS 018 now clarifies that the justification must support that the funds released by the requested lapse reversal are needed to pay a valid expenditure incurred prior to the end of the appropriation year for which the reversal is requested. If you have questions, please contact your appropriation control officer. |
01/23/15 | Reminder — Agencies Must Request Unclaimed Funds by May 29 Reminder — Agencies Must Request Unclaimed Funds by May 29
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Property currently being held will be swept into GR if not claimed by May 29. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP) and the list of agencies and institutions with unclaimed funds. UP will mail claim forms to the financial representatives of agencies on the list by Jan. 31. |
01/16/15 | If Your Agency Has Switched to texas.gov, Use Your New Email Address to Log Into Training Center If Your Agency Has Switched to texas.gov, Use Your New Email Address to Log Into Training Center
Training Center, the online registration system for Fiscal Management training, has been updated to reflect the email domain change to a texas.gov address for affected agencies. You must use your new texas.gov email address to sign in to register for a class or access your training certificates and transcripts. Your password or other account information has not changed. The Training Center sign-in page identifies the affected agencies. For questions, please email fm.training@cpa.texas.gov. |
01/09/15 | Fiscal Management Staff Changes Announced Fiscal Management Staff Changes Announced
Texas Comptroller Glenn Hegar has announced the following staff changes:
Please see FMX for contact information for Fiscal Management – Directors, Managers & Administrative Assistants. |
01/09/15 | Agencies Must Request Unclaimed Funds by May 29 Agencies Must Request Unclaimed Funds by May 29
Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Property currently being held will be swept into GR if not claimed by May 29. See the Unclaimed Property Annual Notification for more information, including contact information for the Comptroller’s Unclaimed Property Division (UP) and the list of agencies and institutions with unclaimed funds. UP will mail claim forms to the financial representatives of agencies on the list by Jan. 31. |
01/05/15 | Changes to Agency Website, URL and Email Addresses Changes to Agency Website, URL and Email Addresses
In keeping with the Texas Department of Information Resources’ request for agencies to adopt the texas.gov Web and email extensions, the Comptroller of Public Accounts announces the following changes: Website Update and URLThe Window on State Government website has a refreshed look with a new name and URL: Comptroller.Texas.Gov. Links to Window URLs will continue to work due to automatic redirects. Note: FMX has not been affected at this time. Email AddressesThe Comptroller’s office is phasing a new style for staff email addresses during 2015: firstname.lastname @cpa.texas.gov. Either Jane.Doe @cpa.state.tx.us or @cpa.texas.gov will work for the time being. Watch FMXtra for additional updates. |