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System Changes

ACR 60172: HRIS Change
New Exception Message File

What’s New on FMX?

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may save the report transmission or print their reports each weekday (Monday – Friday) since each day’s information is superseded on the following business day by the next updated electronic transmission.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.

Fiscal 2016 Property Inventory Due Sept. 20

Per Texas Government Code, Section 403.273, the property manager of each state agency must conduct an annual physical inventory of the trust, capitalized and controlled personal property (excluding libraries and historical arts and treasures) in the agency’s possession.

State agencies must submit the Certification of Physical Inventory Conducted by Agency (73-283) form for fiscal 2016 with the signature of the agency head or designee to the Comptroller’s office by Sept. 20.

For more information, see Certification of Physical Inventory in Chapter 2 of the SPA Process User’s Guide.

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.

  • Unless your agency is already reporting, email the link to state.grants@cpa.texas.gov to be published on the State Grant Listing on TexasTransparency.org.
  • Notify the Comptroller’s office only if the URL of the agency link changes. The Comptroller’s office does not need to be notified of new applicable grants.

Please see Requirement to Publish Purpose of State Grants (FPP S.010) for more information.

Deadlines Approaching for Fourth Quarter Veteran Workforce Summary Reports

Sept. 15 is the maintenance/corrections deadline for the fiscal 2016 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. 16. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Sept. 16 and must be submitted by Sept. 23.

For more information, see Veteran Workforce Summary Reports and Veteran Complaint Reporting (FPP F.038).

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.



More about Do Not Set Effective End Date on Certain RTIs

Reminder – Systems Will Be Unavailable During Year-End Close

The USAS annual cash-basis close for fiscal 2016 will occur on Wednesday, Aug. 31.

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

  • The dates and times the online systems will be unavailable
  • Contacts for any issues
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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