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Glenn Hegar  ·  Texas Comptroller of Public Accounts

What's New? on FMX

July, 2014

Surplus Property Batch Process Included in Updates to the SPA Guide

SPA Application Change Request 44502 migrated on July 25 to allow reporting agencies to use the batch process to:

  • Advertise surplus property on the Comptroller’s Surplus Property website and
  • Request that the Texas Facilities Commission sell the property if it did not sell during the 12 calendar days it was advertised on the website.

Note: SPA advertises the property for 12 calendar days to account for weekends and meet the 10 business day policy requirement. The 12 day count begins on the assigned advertise surplus date.

Updates to the SPA Guide (FPP N.005) include:

Hotel Occupancy Tax Refund Reports Available Aug. 9

Agencies that reimburse employees for state-related hotel stays are due a refund for the associated hotel occupancy taxes. The refunds are generated automatically through USAS each quarter.

The hotel occupancy tax refund for June through July will be available on the DAFR8190 and DAFR8200 reports on Aug. 9.

For more information, see Hotel Occupancy Tax Quarterly Refund (FPP B.006).

Reminder – GASB 14/39 Component Unit Survey Due Aug. 15

Any agency with new potential component units or changes to existing component units must complete and submit the online 2014 Component Unit Survey on GASB 14, The Financial Reporting Entity, as amended by GASB 39, Determining Whether Certain Organizations Are Component Units. The survey must be completed by Aug. 15.

If you have questions, please contact your financial reporting analyst.

SPA Surplus Property Batch Process Available July 25

When SPA Application Change Request 44502 migrates on July 25, reporting agencies will be able to use the batch process to:

  • Advertise surplus property on the Comptroller’s Surplus Property website and
  • Request that the Texas Facilities Commission sell the property if it did not sell during the 12 calendar days it was advertised on the website.

Note: SPA advertises the property for 12 calendar days to account for weekends and meet the 10 business day policy requirement. The 12 day count begins on the assigned advertise surplus date.

The layouts are available in advance for agencies that wish to prepare for the new capability. Go to Appendix G – Instructions for Reporting Agencies (login required) under “Record Layouts for Each T-Code” and see:

  • T-Code Z – Advertise on Surplus Property Website
  • T-Code Z – Request Surplus Property Sale by TFC

Follow USPS Fiscal Year-End Close Process to Prepare for Fiscal 2015

State agencies using USPS must use the USPS Fiscal Year-End Close Manual and USPS Fiscal 2014 Year-End Close Schedule to properly prepare files for the close of fiscal 2014.

For complete information, including a training calendar and links to the manual/schedule, see USPS Fiscal Year-End Close Process (FPP R.016).

Fiscal 2014 Third Quarter Post-Payment Audit Reports Have Been Posted

The Fiscal 2014 Third Quarter Post-Payment Audit Reports are available for view, print and download. For more audit resources, including Fiscal Policies and Procedures, forms and contact information, see the Audit topic page on FMX.

To receive email notifications on each report posted, subscribe via GovDelivery.

Reminder – Aug. 1 Deadline Set for Fiscal 2015 USAS Budget Entries

Fiscal 2015 appropriation budgets must be entered into USAS and all required documentation submitted by the Aug. 1 deadline.

Budget entry and documentation submission must be completed before appropriation control officers can approve a budget setup.

For more information, including schedule spreadsheets (Excel), instructions, definitions and samples, see Establishing Appropriations by Method of Finance, Rider and Capital Budget Schedules (FPP A.020).

Reminder – Deadline Approaching for Second Quarter Veteran Workforce Summary Reports

The Veteran Workforce Summary Report acknowledgement form and complaints report must be submitted by July 23.

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

Download Training Materials for the AFR Webinar

The training materials for the Annual Financial Report (AFR) webinar event are now available on the Training page of the AFR website. Users may download/print the training materials (PDF format) and follow along during the webinar.

Reminder – Register Now for the July 17 AFR Update Webinar

Don’t forget to register for the 2014 AFR Update Webinar on July 17 from 1:30 to 3:30 p.m. Registration is required through GoToMeeting to participate. Topics include:

  • Changes in the AFR requirements
  • GASB update information
  • ACO presentation on USAS year-end issues
  • Potential problem areas that need to be addressed
  • Changes to the AFR Web applications

If you would like to receive continuing professional education (CPE) credit, you must:

  • Register for the webinar through GoToMeeting prior to the webinar
    – AND –
  • Log in with your individual webinar ID and attend the webinar on July 17 from 1:30 to 3:30 p.m.
    – AND –
  • Answer four of the six questions presented during the webinar.

Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six questions are eligible for CPE credit.

Signed rosters cannot be used as proof of attendance.

ACR Changes How Payee Numbers Print on Warrants

After the Payee Number Conversion, the 11-digit Texas Identification Number (TIN) was being printed on the face of the warrant and warrant stub. This included:

  • System-assigned 7 TINs converted from 2 TINs
  • 1 TINs based on an Employer Identification Number
  • 3 TINs assigned by the Comptroller’s office

The Comptroller’s office considers payee numbers to be sensitive and is implementing best practices to respect payee privacy.

Application Change Request (ACR) 44708 modified TINS to mask payee numbers on the warrant and warrant stub effective July 11. For more information, please see ACR 44708 – TINS.

Late Payment Interest Rate Remains 4.25 Percent for Fiscal 2015

The interest rate the state pays on a late payment due a vendor under the state’s prompt payment law will be 4.25 percent for fiscal 2015. 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 Interest Rate under the Prompt Payment tab in eXpendit (FPP I.005).

Reminder – Fiscal Management Requests Your Feedback

Please complete our online survey to let us know if we are meeting your customer service expectations. Your responses help us improve the services we provide.

The survey is available now until close of business Friday, July 18. If you have questions about this survey, please email us at fiscal.documentation@cpa.texas.gov. Thank you in advance for your help.

Annual Certification of Estimated ORP State Contributions Due Aug. 15

Junior/community colleges must certify estimates of state matching contribution funds for employees participating in the Optional Retirement Program (ORP) by Aug. 15. Please note the state contribution rate for the 2014–15 biennium is 50 percent of the state contribution of 6.6 percent of the total covered payroll for public community and junior colleges for each fiscal year. For more information, see Annual Certification of Estimated ORP State Contributions (FPP A.003).

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

Fiscal 2014 USAS Annual Close Process Announced

The USAS annual cash-basis close for fiscal 2014 will occur on Friday, Aug. 29. The instructions and schedule, including important deadlines for submitting documents to USAS for fiscal 2014 processing, are now available.

Please adhere to the deadlines in the schedule to ensure that fiscal 2014 documents process before the year is closed.

For more information, see USAS Annual Close Process (FPP Q.004).

Reporting Requirements Now Available

The Comptroller’s Financial Reporting section is pleased to present the fiscal 2014 Reporting Requirements for Annual Financial Reports (AFRs) of State Agencies and Universities. The AFR website presents all reporting requirement information in an organized, user-friendly and intuitive format for users. Each agency and university must refer to the AFR Reporting Requirements website when preparing its fiscal 2014 AFR and posting fiscal year-end entries to reconcile the AFR to USAS.

Reminder – Register Now for the July 17 AFR Update Webinar

Do you help prepare your agency’s or university’s annual financial report (AFR) or enter AFR data into USAS? If so, join us for the 2014 AFR Update Webinar on July 17 from 1:30 to 3:30 p.m. Topics include:

  • Changes in the AFR requirements
  • GASB update information
  • ACO presentation on USAS year-end issues
  • Potential problem areas that need to be addressed
  • Changes to the AFR Web applications


Registration is required through GoToMeeting to participate.

If you would like to receive continuing professional education (CPE) credit, you must:

  • Register for the webinar through GoToMeeting prior to the webinar
    – AND –
  • Log in with your individual webinar ID and attend the webinar on July 17 from 1:30 to 3:30 p.m.
    – AND –
  • Answer four of the six questions presented during the webinar

Note: Viewing the webinar as part of a “group” will not yield CPE credit for each individual. Only the individuals who registered, logged in and answered four out of six questions are eligible for CPE credit.

Signed rosters cannot be used as proof of attendance.

SPRS Fiscal Year-End Processing Instructions Available

SPRS agencies must process transactions in the proper order for the rollover to fiscal 2015.

For more information, see SPRS Fiscal Year-End Processing Instructions for the Rollover to Fiscal 2015 (FPP O.002).

Fiscal 2014 USAS Annual Close Process Now Online

The USAS annual cash-basis close for fiscal 2014 will occur on Friday, Aug. 29. The instructions and schedule, including important deadlines for submitting documents to USAS for fiscal 2014 processing, are now available.

Please adhere to the deadlines in the schedule to ensure that fiscal 2014 documents process before the year is closed.

For more information, see USAS Annual Close Process (FPP Q.004).

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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