“What’s New” for USPS

June 15 is the maintenance and corrections deadline for the fiscal 2022 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

June 15 is the maintenance and corrections deadline for the fiscal 2022 third-quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

Contact Payment Services with questions.

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

See Payment Distribution for warrant pickup requirements.

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

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

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

Contact Payment Services with questions.

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

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

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

Contact Payment Services with questions.

March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to 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.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

Agencies should:

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

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

Agency security coordinators may contact the SSA team with questions.

March 15 is the maintenance and corrections deadline for the fiscal 2022 second-quarter Veteran Workforce Summary Reports (Dec. 1 to 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.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

The Texas Legislature established a state employee family leave pool to give eligible employees more flexibility to care for children during the first year following birth, adoption or foster placement, and to care for a seriously ill family member or themselves, including for pandemic-related illnesses or complications caused by a pandemic.

Agencies must determine the appropriate tax treatment for leave donated to this leave pool based on each agency’s implementation of the program.

See Tax Implications of the Family Leave Pool (FPP A.049).

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

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

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

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

The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties.

The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2021. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting.

USPS agencies are required to update 1094-C and 1095-C contact information by Dec. 31. CAPPS Central agencies are required to update the new Manage Agency Contact Info page in CAPPS by Jan. 7.

Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

Dec. 15 is the maintenance and corrections deadline for the fiscal 2022 first-quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 30.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

The Comptroller’s office will be closed for business on Wednesday, Nov. 24; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 23 processing cycle. There will be no warrant distribution on Nov. 25 or 26.

See Payment Distribution for warrant pickup requirements.

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.

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.

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

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

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

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

The Comptroller’s office will be closed for business on Wednesday, Nov. 24; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 23 processing cycle. There will be no warrant distribution on Nov. 25 or 26.

See Payment Distribution for warrant pickup requirements.

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.

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.

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

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

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

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

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

Final copies of the 2021 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 28.

Oct. 26 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 28.

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2022.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

Preliminary copies of the 2021 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 14 with each agency’s regular daily downloads.

Deadlines:

• Oct. 21 – Preliminary Equal Employment Opportunity Report Acknowledgment form due
• Oct. 26 – Data corrections due

Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.

State agencies and institutions of higher education will receive a final copy of the fiscal 2021 Annual Report (Statewide Hiring Practices) via electronic file transfer on Sept. 30.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Preliminary copies of the 2021 Equal Employment Opportunity Report (see FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 14 with each agency's regular daily downloads.

Deadlines:

• Oct. 21 – Preliminary Equal Employment Opportunity Report Acknowledgment form due
• Oct. 26 – Data corrections due

Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.

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

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

How well are we meeting your customer service expectations?

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

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

How well are we meeting your customer service expectations?

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

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

Preliminary copies of the fiscal 2021 Annual Report (Statewide Hiring Practices) will arrive at state agencies and institutions of higher education via electronic file transfer on Sept. 16. Agencies and institutions must submit electronic report acknowledgment forms by Sept. 23, and have until Sept. 28 to review the preliminary report and enter or submit changes.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

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

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

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

The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks.

USPS and CAPPS will be updated to reflect any changes to the SECC for the December 2021 payrolls, which may include participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly.

See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.

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

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

Sept. 15 is the maintenance and corrections deadline for the fiscal 2022 fourth-quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15.

See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.

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

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

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

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

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

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

The 87th Legislature updated salary administration provisions of the General Appropriations Act (GAA), so the Comptroller’s office has issued:

• Reason Code Definitions and Restrictions for State Agencies (Fiscal 2022-23)
• Reason Code Quick Reference for State Agencies (Fiscal 2022-23)
• Reason Code Definitions and Restrictions for Institutions of Higher Education (Fiscal 2022–23)

See Reason Code Resources and Classification Salary Schedules (FPP R.022) to view and download these PDFs.

Sept. 15 is the maintenance and corrections deadline for the fiscal 2021 fourth quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

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

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

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

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

The 2021 Equal Employment Opportunity (EEO)-4 Report summarizes state agency hiring practices. The Governor’s Office uses data from the biennial report (agency detail and summary reports) to comply with U.S. Equal Employment Opportunity Commission reporting requirements.

Final copies of the 2021 EEO-4 Report will be available to agencies via electronic file transfer on Aug. 18. Agencies must:

• Review the final report
• Download the 2021 EEO-4 Statewide Final Report Certification from FPP G.003 and complete it
• Email the completed certification to the Governor’s Office at eeo4reports@gov.texas.gov by Aug. 27

See Equal Employment Opportunity (EEO)-4 Report (FPP G.003).

The 87th Legislature, Regular Session, updated:

• Salary/HR administration 
• Leave administration
• Retirement rates for fiscal 2022 and fiscal 2023

See Legislative Changes Affecting Salary Administration, 87th Legislature (FPP F.021) for more information.

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

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

Contact your appropriation control officer with questions.

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15.

See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

Preliminary copies of the 2021 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 21 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 3.

The Governor’s Office uses the report, which reflects state agency hiring practices for odd-numbered years, to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.

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

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

USPS agencies must use the fiscal 2021 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2021 fiscal year-end close.

See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.

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

June 15 is the maintenance and corrections deadline for the fiscal 2021 third quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

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

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

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

June 15 is the maintenance and corrections deadline for the fiscal 2021 third quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

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

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

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

The American Rescue Plan Act (ARP) further extends agencies’ and institutions’ ability to voluntarily offer emergency paid sick leave and paid family leave created by the Families First Coronavirus Response Act (FFCRA) through Sept. 30, 2021. The Comptroller’s office has updated Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) to reflect ARP’s changes to FFCRA.

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

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

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

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

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

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

See Payment Distribution for warrant pickup requirements.

The pay card program vendor will end its participation in the program that provides payroll or annuity net pay on debit cards on Aug. 31, 2021. The Comptroller’s office is requesting bids for a new vendor.

Agencies can accept applications for pay cards through the current vendor until June 30, 2021. Payroll offices can load payroll on existing cards through the Sept. 1, 2021, pay date, and employees may use their current pay card until its balance is depleted. 

The Comptroller’s office will notify agencies by August 2021 either that a new vendor has been selected or that the program will be discontinued. Agencies should alert employees to the vendor change or possible cancellation of the pay card program and discuss alternative payment methods (warrant or direct deposit) to receive payroll or annuity net pay. 

Contact Payment Services for more information.

See Payment Cards for Payroll/Annuity Net Pay (PayCards) for more program details.

March 15 is the maintenance and corrections deadline for the fiscal 2021 second quarter Veteran Workforce Summary Reports (Dec. 1 to 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.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

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

Weather permitting, warrant pickup will be available on Friday, Feb. 19 from noon – 4 p.m. Agencies may call (512) 475-5329 beginning at 9 a.m. on Friday to confirm that warrants will be available for distribution.

On days the Comptroller’s office is closed but warrant pickup is available, your authorized representative must have photo identification and a cell phone to call
(512) 475-5329 upon arrival at the LBJ building if no guard is present.

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

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

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

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

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

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

March 15 is the maintenance and corrections deadline for the fiscal 2021 second quarter Veteran Workforce Summary Reports (Dec. 1 to 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.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

Congress has extended the emergency paid sick leave and expanded family medical leave created by the Families First Coronavirus Response Act (FFCRA) through March 31. Existing leave codes and earnings types will remain available in USPS, CAPPS and SPRS for agencies choosing to offer these benefits through March. The Consolidated Appropriations Act, 2021, signed in December 2020, does not provide for any additional employee leave, so agencies and institutions can only allow employees to take leave through March 31 up to the amount they are entitled to under FFCRA.

Governmental employers are still ineligible for tax credits for providing this leave, though these wages are exempt from the employer share of the Social Security tax.

See the Department of Labor’s Families First Coronavirus Response Act: Questions and Answers, question 104, and Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) for more information.

The Consolidated Appropriations Act, 2021, signed in December 2020, allows agencies and institutions to voluntarily continue offering the emergency paid sick leave and expanded family medical leave created by the Families First Coronavirus Response Act (FFCRA) through March 31, 2021. The existing leave codes and earnings types will remain available in USPS, CAPPS and SPRS for agencies that choose to continue offering these leave benefits to their employees through March.

The act does not provide for any additional employee leave, so agencies and institutions can only allow employees to take leave between Jan. 1 and March 31, 2021, up to the amount they are entitled to under the Emergency Paid Sick Leave Act or the Emergency Family Medical Leave Expansion Act. If your agency or institution continues to offer leave in accordance with either or both provisions, you should monitor carefully to ensure employees do not take more leave than they are entitled to.

Governmental employers are still ineligible for tax credits for providing this leave, though these wages are still exempt from the employer share of the Social Security tax.

See the Department of Labor’s Families First Coronavirus Response Act: Questions and Answers, question 104, and Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) for more information.

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

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

The Patient Protection and Affordable Care Act of 2010 (ACA) requires employers to offer affordable health insurance that provides minimum essential coverage to their full-time (and full-time equivalent) employees and their dependents or incur tax penalties.

The Comptroller’s office has updated ACA 1094-C and 1095-C Reporting Requirements (FPP F.039) for calendar year 2020. Agencies should review this guidance for how it affects your agency. Your agency is responsible for 1094-C and 1095-C reporting.

USPS and CAPPS Central agencies are required to update 1094-C and 1095-C contact information by Dec. 31.

Dec. 15 is the maintenance and corrections deadline for the fiscal 2021 first quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

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

Dec. 15 is the maintenance and corrections deadline for the fiscal 2021 first quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 16 and must be submitted by Dec. 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

The Comptroller’s office will be closed for business on Wednesday, Nov. 25; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 24 processing cycle. There will be no warrant distribution on Nov. 26 or 27.

See Payment Distribution for warrant pickup requirements.

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.

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.

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

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

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

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

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

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

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

The Comptroller’s office will be closed for business on Wednesday, Nov. 25; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 24 processing cycle. There will be no warrant distribution on Nov. 26 or 27.

See Payment Distribution for warrant pickup requirements.

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.

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.

An exception to open records requests is available for employees who would be under substantial threat of physical harm if information such as work location were made public. See Confidential Employee Information for Open Records Requests Requiring Agency Input (FPP L.004) if your agency has employees who might qualify for the exception.

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

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

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

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

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2021.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2021.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

Preliminary copies of the 2020 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 15 with each agency’s regular daily downloads.

Deadlines:

Oct. 22 – Preliminary Equal Employment Opportunity Report Acknowledgement form due

Oct. 26 – Data corrections due

Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.

Each state agency and institution of higher education will receive a final copy of the fiscal 2020 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 1.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Preliminary copies of the 2020 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 15 with each agency’s regular daily downloads.

Deadlines:

• Oct. 22 – Preliminary Equal Employment Opportunity Report Acknowledgement Form due
• Oct. 26 – Data corrections due

Data corrections entered or submitted after Oct. 26 will not be reflected in the final report issued on Oct. 28.

How well are we meeting your customer service expectations?

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

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

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

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

On Aug. 8, 2020, a presidential memorandum was issued regarding the deferral of payroll tax obligations in light of the ongoing COVID-19 disaster.

The Internal Revenue Service published Notice 2020-65 on Aug. 28, 2020, with guidance for implementing the deferral of the employee share of the Old-Age, Survivors and Disability Insurance tax, commonly referred to as Social Security tax, imposed on wages from Sept. 1, 2020, through Dec. 31, 2020.

This guidance:

• Allows employers to defer the withholding and deposit of an employee’s Social Security tax amount on wages paid between Sept. 1, 2020, and Dec. 31, 2020, if the employees’ taxable wages are less than $4,000 biweekly.
• States that the threshold should be applied for each pay period.
• Requires the amounts deferred under this guidance to become due starting Jan. 1, 2021. They must be fully repaid by April 30, 2021, or the amounts not deposited will begin to accrue penalty and interest.
• Requires employers to withhold the deferred amounts from employees’ wages from Jan. 1, 2021, through April 30, 2021, and remit the total deferred amounts by April 30, 2021.

After careful consideration of the impact and complexity of statewide system changes needed to implement the deferral, the tracking and repayment of the deferred taxes, and the reduced pay periods that would be available given the timeline to implement the system changes, the Comptroller’s office will not implement the deferral of payroll tax obligations for any statewide system maintained by the agency.

Agencies and institutions of higher education that support and maintain their own payroll systems may choose to implement the payroll tax deferral at their discretion in alignment with IRS Notice 2020-65.

If you have any questions:

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

Preliminary copies of the fiscal 2020 Annual Report (Statewide Hiring Practices) will arrive at each state agency and institution of higher education via electronic file transfer on Sept. 17. Agencies and institutions must submit electronic report acknowledgement forms by Sept. 24, and will have until Sept. 29 to review the preliminary report and enter or submit changes.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

How well are we meeting your customer service expectations?

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

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

The annual State Employee Charitable Campaign (SECC) runs Sept. 1 - Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks.

USPS and CAPPS will be updated to reflect any changes to the SECC for the December 2020 payrolls, including participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly.

See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and more information.

The online Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by Sept. 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15.

See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

Sept. 15 is the maintenance and corrections deadline for the fiscal 2020 fourth quarter Veteran Workforce Summary Reports (June 1 to Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

Public community and junior colleges must provide quarterly data on veteran hiring and employment by completing the Comptroller’s electronic Veteran Workforce Reporting for Public Community/Junior College form. The online form (with required veteran complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

See Public Community and Junior Colleges Veteran Workforce Reporting Criteria in Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information, including form criteria, instructions and quarterly reporting deadlines.

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

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

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

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

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

Contact your appropriation control officer with questions.

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State by Sept. 15.

See Salary Supplements Paid From Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

USPS agencies must use the fiscal 2020 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2020 fiscal year-end close.

See USPS Fiscal Year-End Close Process (FPP R.016) for complete information including the training calendar and links to the manual and schedule.

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

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

The online Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by June 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

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

June 15 is the maintenance and corrections deadline for the fiscal 2020 third quarter Veteran Workforce Summary Reports (March 1 to May 31). Copies of the quarterly reports will be sent by electronic file transfer (EFT) on June 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available June 16 and must be submitted by June 23.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

The Families First Coronavirus Response Act (FFCRA) has created new temporary paid leave entitlements and amended the Family Medical and Leave Act (FMLA) to temporarily include a new qualifying reason for leave. In response, the Comptroller modified USPS, SPRS and HRIS effective April 1. For the system changes, see:

• USPS: ACR 60431
• SPRS: ACR 60433
• HRIS: ACR 60434

Contact your USPS, SPRS or HRIS representative with questions.

On March 27 the federal government passed the Coronavirus Aid, Relief, and Economic Security Act, which extends the U.S. Education Department’s student loan debt relief through Sept. 30, 2020.

Per the relief plan, current student loan wage garnishments might need to be suspended. To learn whether any existing garnishment is eligible for suspension under this law, contact the issuer of the garnishment order.

For questions about suspending the garnishment deduction:

• USPS agencies: Call the help desk at (512) 463-4008 or contact your Comptroller representative.
• CAPPS agencies: Call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center.

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

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

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

Contact Payment Services with questions.

In March the federal government passed the Families First Coronavirus Response Act (FFCRA) and the Coronavirus Aid, Relief and Economic Security (CARES) Act. The CARES Act amended the FFCRA by providing certain technical corrections and clarifying language. Beginning April 1, these new laws require certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. As public employers, state agencies and institutions of higher education are required to comply with the provisions of the FFCRA regardless of size.

The Comptroller’s office has published Families First Coronavirus Response Act (FFCRA) Guidance (FPP F.041) and is updating the statewide payroll systems to help agencies implement the changes. Agencies should review the federal guidelines and update your policies accordingly.

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

See Payment Distribution for warrant pickup requirements.

The Department of Education is halting collection actions and wage garnishments for federally held student loans for at least 60 days from March 13, 2020, due to the national COVID-19 emergency. The Department asks employers to adjust affected employees’ paychecks to ensure timely suspension.

Agencies should review current employee wage garnishment orders to determine if they are eligible for suspension under this federal directive. See the Department of Education announcement for more information.

Agencies that have already completed March payroll: If your payroll includes a garnishment eligible for suspension, do not send the payment to the garnishment vendor. Instead:

• Cancel the payment.
• Process a deduction refund.
• Return the withheld amount to the employee.
• Submit a request to delete the negative transaction from the USAS internal transaction (IT) file.

For questions about suspending the garnishment deduction:

• USPS agencies: Call the help desk at (512) 463-4008 or contact your Comptroller representative.
• CAPPS agencies: Call (512) 463-2277 or enter a service ticket into the application service provider (ASP) Solution Center.

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

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

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

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

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

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

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

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

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

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

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

Contact Payment Services with questions.

The online quarterly Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by March 24.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

Contact Payment Services with questions.

March 13 is the maintenance and corrections deadline for the fiscal 2020 second quarter Veteran Workforce Summary Reports (Dec. 1 to Feb. 28). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on March 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available March 17 and must be submitted by March 24.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

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

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

Fiscal Management’s website will have a new look in 2020. FMX will remain your resource for fiscal policies, procedures and forms, and bookmarks will still navigate to your favorite pages. The rollout is planned for January.

The online quarterly Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by Dec. 30.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

USPS will be unavailable all day Saturday, Dec. 14, while we conduct the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2019/2020 file split must have a warrant date in calendar year 2020 and will be reflected in the 2020 files.

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

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

Dec. 13 is the maintenance and corrections deadline for the fiscal 2020 first quarter Veteran Workforce Summary Reports (Sept. 1 to Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 17 and must be submitted by Dec. 30.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

The Comptroller’s office will be closed for business on Nov. 27; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 26 processing cycle. There will be no warrant distribution on Nov. 28 or 29.

See Payment Distribution for warrant pickup requirements.

Due to the Thanksgiving holiday, the deadline for submission of the Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Wednesday, Nov. 27.

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.

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.

USPS will be unavailable all day Saturday, Dec. 14, while we conduct the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2019/2020 file split must have a warrant date in calendar year 2020 and will be reflected in the 2020 files.

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

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

The Comptroller’s office will be closed on Wednesday, Nov. 27; however, Payment Services will distribute warrants from 8-10 a.m. for the Nov. 26 processing cycle. There will be no warrant distribution on Nov. 28 or 29.

See Payment Distribution for warrant pickup requirements.

Due to the Thanksgiving holiday, the deadline for submission of the Direct Deposit Reversal Request form (74-191) for payroll reversals has been changed to 10 a.m. on Wednesday, Nov. 27.

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.

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.

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

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

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

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

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2020.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

Final copies of the 2019 Equal Employment Opportunity Report will arrive at each agency and institution of higher education via electronic file transfer on Oct. 29.

Oct. 25 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Oct. 29.

See Equal Employment Opportunity Report – Hiring Practices for the Fiscal Year for State Agencies and Institutions (FPP F.016) for more information.

State agencies that permit eligible employees to level their benefit replacement pay must update their payroll/personnel systems for December payrolls paid in calendar year 2020.

See Benefit Replacement Pay (BRP) Leveling Election (FPP F.035) for more information.

Preliminary copies of the 2019 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 17 with each agency’s regular daily downloads.

Deadlines:

• Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgement Form due
• Oct. 25 – Data corrections due

Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 29.

Each state agency and institution of higher education will receive a final copy of the fiscal 2019 Annual Report (Statewide Hiring Practices) via electronic file transfer on Oct. 3.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Preliminary copies of the 2019 Equal Employment Opportunity Report (FPP F.016) will arrive at agencies and institutions of higher education via electronic file transfer on Oct. 17, via each agency’s regular daily downloads.

Deadlines:

Oct. 24 – Preliminary Equal Employment Opportunity Report Acknowledgement Form due

Oct. 25 – Data corrections due

Data corrections entered or submitted after Oct. 25 will not be reflected in the final report issued on Oct. 29.

The annual State Employee Charitable Campaign (SECC) runs Sept. 1 – Oct. 31. During the SECC, state employees may elect to deduct contributions to participating charities from their paychecks, which local campaign areas or statewide federations receive.

USPS and CAPPS will be updated to reflect any changes to the SECC for the December 2019 payrolls, which includes participating charities’ payee codes, Texas identification numbers and contact information. Agencies and institutions of higher education not using USPS or CAPPS Central must update their payroll/personnel systems accordingly.

See State Employee Charitable Campaign Participation (FPP F.033) or the SECC website for the list of participating statewide federations, local campaign areas and other information.

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

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

Note: The required report layout has changed. Agencies must submit the fiscal 2019 report in the new format.

How well are we meeting your customer service expectations?

Please let us know by completing the online survey by Friday, Sept. 27. We appreciate your feedback.

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

Preliminary copies of the fiscal 2019 Annual Report (Statewide Hiring Practices) will arrive at each state agency and institution of higher education via electronic file transfer on Sept. 19. Agencies and institutions must submit electronic report acknowledgement forms by Sept. 26, and will have until Oct. 1 to review the preliminary report and enter or submit changes.

See Annual Report (Statewide Hiring Practices for the Fiscal Year) (FPP F.005) for more information, including HRIS, SPRS and USPS contacts.

Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks.

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

The online Veteran Workforce Summary Report acknowledgment form (with required complaint reporting included) must be submitted by Sept. 24.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State no later than Sept. 15.

See Salary Supplements Paid from Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

The 86th Legislature made many changes to Article IX of the General Appropriations Act (GAA) that take effect Sept. 1. See Changes to Article IX of the GAA and Other Bills of Interest to State Agencies (FPP F.008) for a summary of these changes and major bills passed that affect state agencies.

Several Accounting Policy Statements (APSs) have been updated through acts of the 86th Legislature, Regular Session. The APSs include changes to terminology, policies, procedures and transaction coding blocks.

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

Sept. 13 is the maintenance and corrections deadline for the fiscal 2019 fourth quarter Veteran Workforce Summary Reports (June 1 – Aug. 31). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Sept. 17. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 17 and must be submitted by Sept. 24.

See Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038) for more information.

The USAS annual cash-basis close for fiscal 2019 will occur Aug. 30.

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

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

The 86th Legislature, Regular Session, updated the salary administration laws:

• Retirement rates for fiscal 2020 and fiscal 2021
• Changes to leave administration
• Changes to salary/HR administration

See Legislative Changes Affecting Salary Administration, 86th Legislature (FPP F.021) for more information.

Because the 86th Legislature updated salary administration provisions of the General Appropriations Act (GAA), the Comptroller’s office has issued:

• Reason Code Definitions and Restrictions for State Agencies (Fiscal 2020-21)
• Reason Code Quick Reference for State Agencies (Fiscal 2020-21)
• Reason Code Definitions and Restrictions for Institutions of Higher Education (Fiscal 2020-21)

See Reason Code Resources and Classification Salary Schedules (FPP R.022) to view and download these PDFs.

The 2019 Equal Employment Opportunity (EEO)-4 Report summarizes state agency hiring practices. The Governor’s Office uses data from the biennial report (agency detail and summary reports) to comply with U.S. Equal Employment Opportunity Commission reporting requirements.

Final copies of the 2019 EEO-4 Report will be available to agencies via electronic file transfer on Aug. 16. Agencies must:

• Review the final report
• Sign the Final Report Certification that prints at the end of the report
• Return the certification to the Governor’s Office by Aug. 26

See Equal Employment Opportunity (EEO)-4 Report (FPP G.003).

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

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

Note: The required report layout has changed. You must submit your fiscal 2019 report in the new format.

Fiscal Management will host a webinar Aug. 20, 10–11 a.m., covering impacts to CAPPS, USPS, SPRS and HRIS resulting from the 86th Legislature, Regular Session.

Topics include:

• New leave entitlement for search-and-rescue volunteers
• Changes to the provision of equity adjustments
• New exceptions to the release of certain personal information under the Public Information Act

See the meeting agenda for teleconferencing instructions and contact information.

State agencies and institutions of higher education can request the use of Statewide Financial Systems (SFS) web services. Available services are PING (used to test web service connectivity with the Comptroller’s office) and Payee ID Status (VSTA) (provides a Texas Identification Number).

See Procedures for Agencies Requesting SFS Web Services (FPP N.010) (login required) for detailed instructions.

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

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

Contact Payment Services with any questions.

State agencies and institutions of higher education must report certain salary supplements to the Texas Comptroller of Public Accounts, the State Auditor’s Office and the Secretary of State no later than Sept. 15.

See Salary Supplements Paid from Sources Other Than Appropriated Funds (FPP F.031) for instructions and the online report form.

Preliminary copies of the 2019 Equal Employment Opportunity (EEO)-4 Report were available to agencies July 19 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 2.

The EEO-4 Report reflects state agency hiring practices for odd-numbered years and is used by the Governor’s Office to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

USPS agencies must use the fiscal 2019 USPS Fiscal Year-End Close Manual and USPS Year-End Close Schedule to prepare files correctly for the 2019 fiscal year-end close.

See USPS Fiscal Year-End Close Process (FPP R.016) for complete information, including training calendar and links to the manual/schedule.

Preliminary copies of the 2019 Equal Employment Opportunity (EEO)-4 Report will be available to agencies July 19 via electronic file transfer. Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 2.

The EEO-4 Report reflects state agency hiring practices for odd-numbered years and is used by the Governor’s Office to comply with U.S. Equal Employment Opportunity Commission reporting requirements. Agencies receive a preliminary report to review the data and enter or submit changes before the final report is sent.

See Equal Employment Opportunity Report (EEO)-4 (FPP G.003) for complete copies.

See the 2019 Master Schedule of Year-End Close Events that includes:

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

The fiscal 2019 USAS annual cash-basis close occurs on Friday, Aug. 30. The instructions, including important deadlines for submitting documents, are now available in USAS Annual Close Process (FPP Q.004).

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

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