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Glenn Hegar  •  Texas Comptroller of Public Accounts

USAS and CAPPS Financials Invoice Number Field Requirements

Issued: Sept. 25, 1998
Updated: Aug. 10, 2015 – View Changes

FPP E.023

Table of Contents

Overview

Applicable to

State agencies and institutions of higher education entering data in USAS and CAPPS Financials

Policy

Valid invoice number field entries are required for certain transactions in the Uniform Statewide Accounting System (USAS) and the Financials application of the Centralized Accounting and Payroll/Personnel System (CAPPS Financials).

Payees must be able to identify and reconcile payments they receive from state agencies and institutions of higher education (agencies). The invoice number field in USAS and CAPPS Financials should be used to provide payees with the payment-related information they need to reconcile payments.

Note: As outlined in this fiscal policy and procedure (FPP), payment-related information must not include any confidential or Protected Health Information.

The invoice number is mandatory for both online and batch processing of the following document types:

Document
Type
Description
1 Travel Voucher
2 Purchase Voucher – Subject to procurement rules
6 Reimbursement (Non-Payroll)
9 Purchase Voucher – Exempt from procurement rules

Procedure

Payment-related information may include:

  • Invoice number
  • Customer account number
  • Contract number
  • Purchase order number
  • Other information the payee has requested for reconciliation purposes

To provide payees with the payment-related information needed to reconcile payments:

In USAS

Use the INV NO field on the Preenc/Enc/Expend Transaction Entry (505) screen. The field can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum DESC field.

In CAPPS Financials

Use the Invoice No field under the Invoice Information tab on the Accounts Payable / Regular Entry screen. The field can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum Invoice Description field.

CAPPS Financials Screen Shots

CAPPS Financials Screen Shot as described above

CAPPS Financials Screen Shot as described above

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Confidential Information

Agencies have a responsibility to keep confidential information private. 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’s office policy. This includes:

* The PHI Prohibition includes medical payment-related information such as name, address, birth date, Social Security number or any part thereof that identifies or can be used to identify an individual.

Note: Under no circumstances should agencies enter into the USAS or CAPPS Financials invoice number and description fields confidential or sensitive information such as complete or partial Social Security numbers or any other information covered by the PHI Prohibition.

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Protected Health Information Prohibition

Information considered to be Protected Health Information (PHI) under the Privacy Rule in the Health Insurance Portability and Accountability Act (HIPAA) may not be submitted to the Comptroller’s office in USAS, CAPPS or by any other method.

PHI under HIPAA relates to:

  • An individual’s past, present or future physical or mental health or condition
  • A provision of health care to the individual
  • A past, present or future payment for the provision of health care to the individual

    –OR–

  • Any information such as name, address, birth date, a Social Security number or any part thereof that identifies or can be used to identify an individual.

In addition to not submitting PHI in the USAS and CAPPS invoice number and description fields, this prohibition includes PHI on any forms or other documentation submitted to the Comptroller's office in support of a claim for payments for medical services or prescriptions.

The Comptroller’s office understands your agency’s need to provide your payees with information for payment reconciliation. Agencies are encouraged to work with health care providers to identify alternative methods of providing PHI information. If you have any questions, please contact the Comptroller’s Privacy Officer at (512) 463-3964 or roger.simmons@cpa.texas.gov.

Note: Agencies must also ensure that the confidentiality indicator (CONF field in USAS; Confidential Indicator field in CAPPS Financials) is properly set on confidential transactions to protect payee confidentiality. See USAS and CAPPS Financials Confidentiality Indicator (FPP E.045).

For more information, see the Texas Department of State Health Services Content Related to HIPAA.

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CBA and CLIBA Numbers

Entering procurement and travel card transactions in USAS or CAPPS Financials requires special considerations for the timely reconciliation of payments. Warrants must also be issued for certain payments.

  • 16-digit CBA and CLIBA numbers

    The central bill account (CBA) number on the billing statement for procurement and travel card transactions is a 16-digit number. A CBA number is used for billing purposes only, and is not an actual credit card number.

    However, for a corporate liability individual bill account (CLIBA), the 16-digit number reflected on the billing statement is an actual credit card number.

    That is why there are different rules governing CBA vs. CLIBA payments. In either payment case, under no circumstances is it acceptable to enter the full 16-digit CBA or CLIBA number into USAS or CAPPS.

  • Last 10 digits of CBA numbers required in USAS and CAPPS

    For centrally billed card payments, enter only the last 10 digits of the 16-digit CBA number (not an actual credit card number) in the INV NO field in USAS or the Invoice No field in CAPPS Financials. If you need to include additional information in these fields, you may use a dash after the 10-digit CBA number. Do not enter spaces before or after the dash.

  • Last four digits of CLIBA numbers required in USAS and CAPPS

    For individual card payments, enter only the last four digits of the CLIBA number in the INV NO field in USAS or the Invoice No field in CAPPS Financials. If you need to include additional information in these fields, you may use a dash after the four-digit CLIBA number. Do not enter spaces before or after the dash.

  • CLIBA payments require warrants — no direct deposit

    CLIBA payments must be made by warrant and mailed along with the billing statement payment coupon — they cannot be made by direct deposit. The payment coupon must be included to ensure payments are posted to your account. Remember to allow for processing time to ensure payments are received in compliance with the Prompt Payment Law.

For more information, see Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043).

Changes to this document
08/10/2015 Updated FPP to include CAPPS Financials invoice number field requirements
10/06/2014 Updated SSN references in light of the Payee Number Conversion
11/10/2011 Added section on Protected Health Information Prohibition and updated Doc Type Description table and Confidential Information section
05/16/2011 Updated Confidential Information and payee access to payment-related information and added CBA and CLIBA Numbers section
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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