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Susan Combs  •  Texas Comptroller of Public Accounts

What's New? on FMX

November, 2011

Fiscal 2011 Fourth Quarter Post-Payment Audit Report Summaries Available Now

Fiscal 2011 Fourth Quarter Post-Payment Audit Report Summaries in a new, easier-to-read format are available now.

For more audit resources, including Fiscal Policies and Procedures, forms and contact information, see the Audit topic page on FMX.

Security Coordinator Meeting Set for Dec. 1

The monthly security coordinator meeting will be held on Thursday, Dec. 1, at 8 a.m. at 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).

Community/Junior College Benefits Proportional by Fund Report Due by Jan. 1

Public community/junior colleges must file a Benefits Proportional by Fund Report with the Texas Comptroller of Public Accounts, Legislative Budget Board, Higher Education Coordinating Board and State Auditor's Office by Jan. 1. The report gathers data on the funding sources for salaries and wages and related employee benefit costs at community and junior colleges.

The information requested in this report is based on financial data from each institution's 2011 annual financial report. For more information, see Community/Junior College Benefits Proportional by Fund Report (FPP H.001).

USPS and SPRS Reflect That Personal Information of Certain OAG Employees Should Be Protected

House Bill 1046, 82nd Legislature, Regular Session, protects the personal information of certain current and former Office of the Attorney General (OAG) employees whose duties involve law enforcement from release to the public. This information includes home address and phone, Social Security number, family members and emergency contact.

Uniform Statewide Payroll/Personnel System (USPS) and Standardized Payroll/Personnel Reporting System (SPRS) Application Change Requests (ACRs) have migrated to implement this legislation:

Please contact your USPS or SPRS representative if you have any questions.

2011 USPS Calendar Year-End Close Process, Schedule and Manual Now Available

The USPS Calendar Year-End Close Process (FPP R.014) has been updated for 2011. State agencies that produce payments through the Uniform Statewide Payroll/Personnel System (USPS) with payment dates in calendar year 2011 must complete the calendar year-end close process according to the schedule and follow the instructions provided in the manual.

Direct any questions to the Statewide Human Resource and Payroll Assistance Help Desk at (512) 463-4008 or your assigned USPS representative.

USAS Procedures for CY 2011 1099 Reporting Available Now

State agencies and institutions of higher education must report certain payments to the Internal Revenue Service on a Form 1099-Miscellaneous (MISC) or Form 1099-Interest Income (INT) and send a duplicate Form 1099 to the payee.

To help agencies and institutions comply with this requirement for calendar year (CY) 2011, the Uniform Statewide Accounting System (USAS) will capture 1099-related data and generate 1099 Verification Reports (DAFR7940), Forms 1099-MISC and/or Forms 1099-INT (DAFR7950) for each agency or institution upon request.

What's New for CY 2011 1099 Reporting:

  • DAFR 7950s will process during four weekends in January 2012.
  • USAS-generated 1099 forms are addressed to the non-corporate payee's mail code based on the last payment made to that non-corporate payee by an agency.

For instructions on requesting 1099 data from USAS, see USAS Procedures for 1099 Reporting for Calendar Year 2011 (FPP E.001).

Agencies Must Request Unclaimed Funds by Dec. 31

Unclaimed property turned over to the state includes property that may belong to state agencies or institutions of higher education. If agencies and institutions do not claim property after an annual notification, the Comptroller’s office deposits the money into unappropriated General Revenue (GR). Property currently being held will be swept into GR if not claimed by Dec. 31.

See the Unclaimed Property Annual Notification for more information, including a list of agencies and institutions with unclaimed funds as of Oct. 27, 2011.

Orders Now Being Taken for Copies of the GAA

Agencies can purchase bound copies of the 2012–13 General Appropriations Act (GAA). The price is $15 per book, which includes the cost of postage.

Orders can be made online and must be prepaid by interagency transaction voucher (ITV) or by check.

Reminder – ARRA Section 1512 and SEFA Reconciliation Due Nov. 20

Reconciliation between American Recovery and Reinvestment Act (ARRA) Section 1512 reporting and the annual Schedule of Expenditures of Federal Awards (SEFA) for state agencies and institutions of higher education that receive ARRA funding is due Nov. 20. This Reconciliation is completed through the SEFA Web application.

For more information, see SEFA/ARRA Reconciliation. If you have questions, please contact Kelley Glaeser at (512) 936-6147 or Kevin Klein at (512) 463-4495.

Reminder – Fiscal Management System Survey Due by Nov. 18

How well are our tools and statewide systems meeting your expectations?

Please let us know by completing the online survey by Friday, Nov. 18. We appreciate your feedback.

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

Fiscal 2012 SWCAP Instructions Delayed

Due to a delay in the review and approval of the fiscal 2012 Statewide Cost Allocation Plan (SWCAP) schedules, release of the updated General Revenue Reimbursement for Statewide Allocated Costs (FPP A.022) will be postponed until further notice.

Once the Comptroller’s office has received the necessary information, the due dates and amounts required for reimbursement will be announced. Questions can be directed to Joe Pacheco at joe.pacheco@cpa.state.tx.us or (512) 936-6211.

Important AFR Deadline Reminders

The deadline for the fiscal 2011 annual financial report (AFR) is Sunday, Nov. 20. The Financial Reporting section highly recommends that all USAS entries related to the AFR be made and released by 7 p.m. on Friday, Nov. 18.

If your agency needs to make entries to USAS on Nov. 19 or 20, you must use USAS Batch Edit Mode 2 for all entries. Any entries made on Nov. 19 or 20 using any edit mode other than 2 will fail to process. USAS will be unavailable after 7 p.m. on Nov. 20. Agencies will no longer be able to make further entries in USAS for fiscal 2011 after Nov. 20.

All entries for the fiscal 2011 AFR must be backdated using an effective date of 08322011.

Please contact your financial reporting analyst for any questions related to the AFR submission requirements and deadlines.

Submission of Protected Health Information Prohibited in USAS

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 the Uniform Statewide Accounting System (USAS) or by any other method.

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.

For more information, see USAS Invoice Number Field Requirements (FPP E.023).

2011 Texas Annual Cash Report Now Available

The Texas Annual Cash Report for the fiscal year ended Aug. 31, 2011, is now available. The Texas Annual Cash Report presents the state’s financial position and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.

Take the 2011 Fiscal Management Tools and System Survey by Nov. 18

How well are our tools and statewide systems meeting your expectations?

Please let us know by completing the online survey by Friday, Nov. 18. We appreciate your feedback.

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

Reminder — Deadline Approaching for 2012 TFOA Nominations

State agency officials have until Nov. 18 to nominate candidates for the 2012 Texas Fiscal Officers’ Academy (TFOA), a professional development program for state agency fiscal officers. Candidates must be nominated by their executive directors or chief fiscal officers.

For details on the three-week course and the nomination process, instructions and form, see the TFOA website.

Security Coordinator Meeting Set for Nov. 3

The monthly security coordinator meeting will be held on Thursday, Nov. 3, at 8 a.m. at 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).

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