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Susan Combs•Texas Comptroller of Public Accounts

USAS Invoice Number Field Requirements

FPP E.023

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Contacts

For expenditure assistance, contact:

Your agency’s Purchase and Travel contact

For questions about the Protected Health Information prohibition, contact:

The Comptroller's Chief Privacy Office at (512) 305-9887 or elizabeth.rogers@cpa.state.tx.us

For questions about procurement or travel cards, contact:

TPASS Contract Support at
(512) 463-3435 or chargecardprogram@cpa.state.tx.us

Overview

Applicable to

State agencies and institutions of higher education

Policy

Valid invoice number (INV NO) field entries are required for certain transactions in the Uniform Statewide Accounting System (USAS).

Payees must be able to identify and reconcile payments they receive from state agencies and institutions of higher education. The 30-character INV NO field on the Preenc/Enc/Expend Transaction Entry (505) screen should be used to provide payees with the payment-related information they need to reconcile payments.

Payment-related information may consist of an invoice number, customer account number, contract number, purchase order number or other information the payee has requested for reconciliation purposes.

The 80-character invoice description (DESC) field may be used to provide additional payment-related information.

Note: Payment-related information may not include any confidential or Protected Health Information as outlined in this FPP.

The INV NO field is a mandatory entry field for both online and batch processing for the following document types:

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

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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 such as:

must not be entered into a field not specifically created for that information unless explicitly allowed by Comptroller policy.

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

Note: Under no circumstances should agencies enter confidential or sensitive information such as complete Social Security or credit card numbers or information covered by the PHI Prohibition in the INV NO and DESC fields. For non-PHI payments, only the last four digits of the Social Security or credit card number should be entered if needed to reconcile payments.

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

In addition to not submitting PHI in the USAS 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 do not hesitate to contact the Comptroller's Chief Privacy Office at (512) 305-9887 or elizabeth.rogers@cpa.state.tx.us.

Note: Agencies must also ensure that the USAS confidential indicator is properly set on confidential transactions to protect payee confidentiality. See USAS Confidential 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 the Uniform Statewide Accounting System (USAS) requires special considerations for the timely reconciliation of payments. Warrants must also be issued for certain payments.

  • CBA vs. CLIBA: The central bill account (CBA) number on the billing statement for procurement card and travel CBA is a 16-digit number. A CBA number is used for billing purposes only, and is not an actual credit card number. 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 each type of payment. In either case, under no circumstances is it acceptable to enter the full 16-digit number into USAS.
  • 10 digits required in USAS for CBA numbers: Enter only the last 10 digits of the 16-digit CBA number (not an actual credit card number) in the INV NO field for centrally billed card payments.
  • Four digits required in USAS for CLIBA numbers: Enter only the last four digits of the CLIBA number in the INV NO field for individual card payments.
  • The number in the INV NO field should not include spaces, dashes or any other characters: If you need to include additional information in this field, you may use a dash after the 10-digit or four-digit number. Do not enter spaces before or after the dash.
  • The direct deposit instructions for CLIBA mailcodes have been deleted. CLIBA payments must be made by warrant and mailed along with the billing statement payment coupon until further notice. The payment coupon must be included to ensure payments are posted to your account. Please 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).

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Susan Combs
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.state.tx.us
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