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Susan Combs  •  Texas Comptroller of Public Accounts

What's New? on FMX

July, 2011

Agencies and Some Institutions of Higher Education Required to Make Payroll Contribution for Group Health Insurance

A provision in House Bill 1, Regular Session, 82nd Legislature, requires each state agency and institution of higher education (not including components of the University of Texas and Texas A&M Systems) to contribute an amount equal to 1.0 percent of the total base wages and salaries for each benefits-eligible employee to the Employees Retirement System’s Group Benefits Program, beginning with the September 2011 pay period.

The Texas Comptroller of Public Accounts is publishing the rules and regulations to administer the program. For more information, see Payroll Contribution for Group Health Insurance (FPP P.005).

Reminder – GASB Questionnaire Due Dates Approaching

GASB 14/39 Questionnaire Due Aug. 15

Any new potential component units or changes to existing component units require submitting a questionnaire on the Governmental Accounting Standards Board (GASB) Statement No. 14, The Financial Reporting Entity, as amended by GASB 39, Determining Whether Certain Organizations Are Component Units. The GASB 14/39 Questionnaire is due Aug. 15.

GASB 49 Questionnaire Due Sept. 1

An annual certification on pollution remediation activity is required under GASB 49, Accounting and Financial Reporting for Pollution Remediation Obligations. To comply with this requirement, all agencies and institutions of higher education must complete the GASB 49 Questionnaire by Sept. 1. Submission of the questionnaire is an acknowledgment that you have reviewed your agency’s operations for potential pollution remediation obligations.

For questions about the questionnaires, please contact your financial reporting analyst.

Security Coordinator Meeting Set for August 4

The monthly security coordinator meeting will be held on Thursday, August 4, at 8 a.m. at the new location of Amaya’s Taco Village. For further information, contact Donna Hodde at (512) 475-2143 or donna.hodde@cpa.state.tx.us or see Security Coordinator Meetings (login required).

Preview Financial System Log In Change Before Aug. 22 Launch

The screen layouts of the Statewide Financial Systems Logon and Menu screens will change Aug. 22 because of a new session manager tool called VTAM/Switch. Converting to the new tool will result in financial savings without losing needed product functionality.

Only these two screens are changing when you enter USAS from the Texas map. Subsequent application screens should look and perform as normal. Both the existing tool and the new one will run concurrently until the close of business on Aug. 19. For more information, see Financial Systems Logon and Menu Changes Tutorial.

If you have questions or problems, please contact Salem Robinson at (512) 463-4370 or salem.robinson@cpa.state.tx.us.

Ensure Cities and Counties Are Paid by Direct Deposit

Texas Government Code 403.016 (c) (2) states that governmental entities are required to receive recurring state payments by direct deposit. State agencies should pay other governmental entities by direct deposit unless there are special circumstances that require a warrant.

The Comptroller’s office is helping Texas cities and counties set up direct deposit instructions on all their mail codes. This ongoing project includes cleaning up existing mail codes.

If you must set up a new mail code for a city or county, please be sure to include direct deposit instructions. Do not establish unnecessary mail codes. If you have questions, contact Payment Services at (512) 936-8138 or tins.mail@cpa.state.tx.us.

Reminder: Aug. 5 Deadline Set for Fiscal 2012 USAS Budget Entries

Fiscal 2012 appropriation budgets must be entered into the Uniform Statewide Accounting System (USAS) by Aug. 5, 2011, along with the submission of all required documentation. Budget entry and submission of documentation must be completed before appropriation control officers will approve a budget setup.

For more information, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020).

Reminder – Second Quarter Veteran Workforce Summary Report Acknowledgement Form Due July 29

The electronic acknowledgement form and complaints report must be submitted by July 29. For more information, please see Veteran Workforce Summary and Veteran Complaint Reports (FPP F.038).

SB 1588 Limits New Accounts, Funds and Revenue Dedications

Senate Bill 1588, 82nd Legislature, Regular Session, continues the policy of the Legislature to phase in the consolidation of many dedicated funds into general revenue and contain the growth of newly created dedicated accounts. A summary of SB 1588 is available at Funds Consolidation: Limits on New General Revenue Accounts, Special Funds and Dedications of Revenue (FPP A.046).

ISAS Will Be Down July 24 and 30

The Integrated Statewide Administrative System (ISAS) Production and Production Enterprise Portal will be down for maintenance on:

  • Sunday, July 24, from 5 a.m. until noon
  • Saturday, July 30, from 5 a.m. until 6 p.m.

For questions or concerns, please contact Kelley Martin at (512) 463-5351 or Kelley.Martin@cpa.state.tx.us.

FMQuery — SIRS Confidential Report Navigation to Change in August

If you log in to FMQuery to view confidential reports, the way you navigate to FMQuery — SIRS and other Business Intelligence reports will change in August 2011. Fiscal Management is giving you a sneak preview. Reports stored in folders in the left panel of FMQuery are now also available through a dashboard at the top of the FMQuery window. In August, these reports will only be available through the dashboard. The FMQuery—SIRS non-confidential reports menu will not be affected.

For instructions on using the dashboard to run reports, see Viewing confidential reports in the FMQuery — SIRS Navigation Guide.

Direct Deposit Account Type Errors Prevented in USPS

Changes have been made to prevent invalid financial institution account type information from being used in the Uniform Statewide Payroll/Personnel System (USPS) for employee payroll. USPS Application Change Request 30407 migrated on July 15.

Late Payment Interest Rate Will Remain at 4.25 Percent for Fiscal 2012

The interest rate the state pays on a late payment due a vendor under the state’s prompt payment law will remain at 4.25 percent for fiscal 2012. The interest calculation is one percentage point higher than the prime rate published in the Wall Street Journal on the first business day of July.

For more information, see Prompt Payment Law Interest Rate (FPP E.032).

Updated FPP on Processing Third-Party Transactions in USAS Now Available

The Fiscal Policy and Procedure (FPP) on processing third-party transactions in the Uniform Statewide Accounting System (USAS) has been updated and renamed.

The revised FPP, Processing Third-Party Transactions in USAS for Payment/Travel Cards, Direct Bill Payments and Reimbursements (FPP A.043), includes expanded sections on payment and travel card (CBA/CLIBA) instructions and contact information to further ensure agency payments are properly processed in USAS.

Follow USPS Fiscal Year-End Close Process in Preparation for Fiscal 2012

State agencies using the Uniform Statewide Payroll/Personnel System (USPS) must use the USPS Fiscal Year-End Close Manual and schedule to properly prepare USPS files for the close of fiscal 2011. The manual and schedule are now available at USPS Fiscal Year-End Close Process (FPP R.016).

GASB Questionnaires Now Available

GASB 14/39 Questionnaire Due Aug. 15

Any new potential component units or changes to existing component units require submitting a questionnaire on the Governmental Accounting Standards Board (GASB) Statement No. 14, The Financial Reporting Entity, as amended by GASB 39, Determining Whether Certain Organizations Are Component Units. The GASB 14/39 Questionnaire is due Aug. 15.

GASB 49 Questionnaire Due Sept. 1

An annual certification on pollution remediation activity is required under GASB 49, Accounting and Financial Reporting for Pollution Remediation Obligations. To comply with this requirement, all agencies and institutions of higher education must complete the GASB 49 Questionnaire by Sept. 1. Submission of the questionnaire is an acknowledgment that you have reviewed your agency’s operations for potential pollution remediation obligations.

For questions about the questionnaires, please contact your financial reporting analyst.

Financial Reporting to Hold Work Sessions

Financial reporting analysts will hold work sessions to assist agencies and universities with the following topics:

  • Annual Financial Report (AFR)
  • Schedule of Expenditures of Federal Awards (SEFA)
  • State Pass-Through Reporting (SPTR)

For more information on the work sessions, see the Overview of Financial Reporting Work Sessions page.

ISAS Added to FMX Communication Flow

Integrated Statewide Administrative System (ISAS) users will now receive system updates and announcements via FMXtra. An ISAS-exclusive area is also available on FMX. The ISAS topic page includes a comprehensive range of resources, tools, contact lists, calendar items and meeting information as well as a “What’s New” feature.

Annual Certification of Estimated ORP State Contributions Due Aug. 1

Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 1. Please note the state contribution rate for the 2012-13 biennium is 6 percent. For more information, see Annual Certification of Estimated ORP State Contributions (FPP A.003).

The forms have been updated to reflect the new fax number (512) 463-3039.

Note: Please do not send any confidential information such as Social Security numbers as this information is not required.

USPS and SPRS User Group Meetings Set for July 18 and 19

Uniform Statewide Payroll/Personnel System (USPS) and Standardized Payroll/Personnel Reporting System (SPRS) User Group meetings have been scheduled to discuss legislative changes and related ACRs, fiscal year end and Texas Tuition Promise Fund enrollment.



USPS User Group Meeting

  • Monday, July 18, from 2–4 p.m. in Room 1.100 of the Travis Building
  • Register in advance in Training Center to attend or participate through teleconference.
  • See the USPS User Group pages for more information.

SPRS User Group Meeting

  • Tuesday, July 19, from 1:30–3:30 p.m. in Room 1.100 of the Travis Building
  • Please register in advance in Training Center to attend or participate through teleconference.
  • See the SPRS User Group pages for more information.

Note: Continuing professional education credit will be awarded for these meetings, so registration is encouraged.


Process Supplemental Appropriations and Reductions in USAS by July 29

House Bill 4, 82nd Legislature, Regular Session, reduced certain appropriations, made supplemental appropriations and appropriated unexpended balances. The Comptroller’s office established an account in the Uniform Statewide Accounting System (USAS) for the transfer of fiscal 2011 reductions from existing appropriations. Another account was established for the supplemental appropriations.

State agencies and institutions of higher education should follow the instructions in Processing Supplemental Appropriations and Reductions in USAS (FPP A.047) by July 29.

Warrant Print Program Modified for TINS, USPS and SPRS

Three application change requests (ACRs) migrated July 8 that affect what prints on a warrant for payments processing through the Uniform Statewide Accounting System (USAS).

In the Texas Identification Number System (TINS), the changes mask Social Security numbers (SSNs) for TINs that begin with a 2 (except in certain instances), remove the barcode and revise the warrant stub text.

In the Uniform Statewide Payroll/Personnel System (USPS) and Standardized Payroll/Personnel Reporting System (SPRS), the changes affect SSN masking on payroll deduction warrants issued by USAS.

For details, please see:

Reminder – Take the 2011 Fiscal Management Customer Service Survey by July 15

If you haven’t had a chance to take our online survey, it will be available until the close of business Friday, July 15.

We appreciate your feedback.

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

Reminder – Certification Required for USAS Balances for Imprest, Petty Cash and Travel Advance Accounts

To ensure the year-end Uniform Statewide Accounting System (USAS) balances for imprest, petty cash and travel advance accounts are correct, agencies authorized to maintain these accounts are asked to certify that USAS balances and agency computed balances (cash plus outstanding reimbursements) agree. Only cash accounts with balances created from funds in the State Treasury are subject to this requirement.

A new Web application is available to reconcile and certify these accounts. The certification is due July 22. All corrections should be entered into USAS by Aug. 24.

See USAS Balances for Imprest, Petty Cash and Travel Advance Accounts (FPP A.045) for additional information.

Follow SPRS Fiscal Year–End Processing Instructions

Standardized Payroll/Personnel Reporting System (SPRS) agencies must process transactions in the proper order for the rollover to fiscal 2012. For more information, see the SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2012 (FPP O.002).

Deadlines Approaching for Second Quarter Veteran Workforce Summary Reports

July 15 is the maintenance/corrections deadline for the Second Quarter Veteran Workforce Summary Reports (April 1 – June 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on July 18. The electronic acknowledgement form and complaints report must be submitted by July 29.

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

ARRA LBB Quarterly Report Due July 15

The quarterly American Recovery and Reinvestment Act (ARRA) report to the Legislative Budget Board (LBB) is due July 15. See ARRA Agency Instructions on the LBB website for more information.

HRIS Higher Education Reappointments Schedule Now Online

Institutions of higher education must report certain information about jobs and reappointments to the Human Resource Information System (HRIS) at the beginning of each fiscal year. Institutions must submit reappointment information via electronic file transfer (EFT):

  • EFT #1, Classifications and Carriers, is due Sept. 7.
  • EFT #2, Reappointments for Fiscal 2012, is due Sept. 9.
  • EFT #3, Terminations for Fiscal 2011, is due Sept. 15.

The last day to submit HRIS September maintenance is Oct. 7.

See HRIS Higher Education Reporting Procedures for Reappointments (FPP M.003) for details, including instructions for reporting reappointment information.

Preliminary Copies of the 2011 EEO-4 Report Available July 26

The 2011 Equal Employment Opportunity Report (EEO)-4 reports state agency hiring practices. Data from the biennial report — an agency detail report and agency summary report — are used by the Governor's Office to comply with the reporting requirements of the U.S. Equal Employment Opportunity Commission.

Preliminary copies of the 2011 EEO-4 Report will be available to agencies July 26 via electronic file transfer (EFT). Agencies must review the preliminary report and submit the electronic Report Acknowledgement form to the Comptroller’s office by Aug. 5.

For complete information, see Equal Employment Opportunity Report (EEO)-4 (FPP G.003).

Information for USAS Annual Close Process for Fiscal 2011 Now Online

The Uniform Statewide Accounting System (USAS) annual cash-basis close for fiscal 2011 will occur on Wednesday, Aug. 31. The instructions and schedule, containing important deadlines for submitting documents to USAS for fiscal 2011 processing, are now available on FMX. Please adhere to the deadlines in the schedule to ensure that fiscal 2011 documents process before the year is closed. See USAS Annual Close Process (FPP Q.004) for more information.

Reminder: ARRA Section 1512 Reporting Due July 10

This quarter’s American Recovery and Reinvestment Act (ARRA) Section 1512 Reporting (FPP B.009) begins July 1 and is due July 10. Before marking a report final, please see Final Awards and Common ARRA Section 1512 Federal Agency Comments for guidance.

Security Coordinator Meeting Set for July 7

The monthly security coordinator meeting will be held on Thursday, July 7, at 8 a.m. at the new location of Amaya’s Taco Village. For further information, contact Donna Hodde at (512) 475-2143 or donna.hodde@cpa.state.tx.us or see Security Coordinator Meetings (login required).

AFR Reporting Requirements Now Available

The Comptroller’s Financial Reporting section is pleased to present the next generation of Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities, which is now available for fiscal 2011. This new AFR website presents all reporting requirement information in a more organized, user-friendly and intuitive format for users. Agencies and universities must refer to the AFR Reporting Requirements website when preparing their fiscal 2011 AFR and posting fiscal year-end entries to reconcile the AFR to the Uniform Statewide Accounting System.

Also, remember to register for the 2011 AFR Update Webinar taking place July 13. Topics include the new AFR website with an overview of the online material organization, changes in the AFR requirements and potential problem areas that need to be addressed. Registration is required through GoToMeeting to participate. If you would like to receive continuing professional education credit and have a state government email address, you should also register for the course in Training Center.

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