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Glenn Hegar  ·  Texas Comptroller of Public Accounts

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November, 2017

Hotel Occupancy Tax Refund Reports Available Dec. 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 September through November will be available on the DAFR8190 and DAFR8200 reports on Dec. 9.

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

USPS Unavailable Dec. 9 for CYE File Split

On Saturday, Dec. 9, USPS will be unavailable all day while we conduct the calendar year-end (CYE) file split.

All USPS payrolls finalized after the 2017/2018 file split must have a warrant date in calendar year 2018 and will be reflected in the 2018 files.

See USPS Calendar Year-End Close Process (FPP R.014) for details.

Contact the USPS Help Desk at (512) 463-4008 or your assigned USPS representative with questions.

Deadlines Approaching for First Quarter Veteran Workforce Summary Reports

Dec. 15 is the maintenance/corrections deadline for the fiscal 2018 First Quarter Veteran Workforce Summary Reports (Sept. 1 – Nov. 30). Copies of the quarterly reports will be sent via electronic file transfer (EFT) on Dec. 18. The online quarterly report acknowledgment form (with required complaint reporting included) will be available Dec. 18 and must be submitted by Dec. 29.

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

Reminders – Check Direct Deposit Settlement Dates

State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays Calendar are excluded when determining the direct deposit settlement date of a payment. Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the USAS/TINS Input Record File Submission Schedule.

Reminders – Warrant Pickup Available 8 to 10 a.m. on Nov. 22

Warrant pickup will only be available from 8 to 10 a.m. on Wednesday, Nov. 22. For more information, see Holiday Payment Distribution.

Check Direct Deposit Settlement Dates

State and federal holidays with no scheduled USAS cycle that are listed on the System Outages and Holidays Calendar are excluded when determining the direct deposit settlement date of a payment.

Since financial institutions are closed, no direct deposit activity occurs on those days. Agencies must exclude these dates when determining when to process their payments to ensure prompt payment and avoid late payment interest.

Note: If you need to submit a USAS or TINS batch file on a weekend or holiday, please see the USAS/TINS Input Record File Submission Schedule.

2017 State of Texas Annual Cash Report Available

The 2017 State of Texas Annual Cash Report for the fiscal year that ended Aug. 31, 2017, is now available. The State of Texas Annual Cash Report presents the state’s financial condition and details revenues and expenditures on a cash basis, as required by Government Code, Section 403.013.

Warrant Pickup Available 8 to 10 a.m. on Nov. 22

Warrant pickup will only be available from 8 to 10 a.m. on Wednesday, Nov. 22.

For more information, see Holiday Payment Distribution.

Reminder – Benefits Proportional by Method of Finance Reports Due Nov. 19

State agencies and institutions of higher education are required to ensure benefit cost payments are proportional to the agency or institution’s method of finance, unless another legal provision prohibits proportionality.

Benefits Proportional by Method of Finance Reports and related adjustments are due Nov. 19.

Read more about Benefits Proportional by Method of Finance (APS 011) (FPP A.010).

Reminder – Final EEO Report Copies Available Nov. 16

Final copies of the 2017 Equal Employment Opportunity Report (FPP F.016) will be sent to each agency and institution of higher education via electronic file transfer on Nov. 16.

Nov. 14 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Nov. 16.

Final EEO Report Copies Available Nov. 16

Final copies of the 2017 Equal Employment Opportunity Report (FPP F.016) will be sent to each agency and institution of higher education via electronic file transfer on Nov. 16.

Nov. 14 is the deadline for making data corrections. Corrections entered or submitted after this date will not be reflected in the final report. The Comptroller’s office will send the final report to the Civil Rights Division of the Texas Workforce Commission on Nov. 16.

Important AFR Deadline Reminders

The deadline for the fiscal 2017 annual financial report (AFR) is Monday, Nov. 20. The Financial Reporting section highly recommends all USAS entries related to the AFR be made and released by 7 p.m. on Friday, Nov. 17.

If your agency needs to make entries to USAS after Nov. 17, you must use USAS Batch Edit Mode 2 for all entries. Any entry made after Nov. 17 using any edit mode other than 2 will fail to process.

All entries for the fiscal 2017 AFR must be backdated using an effective date of 08322017.

Contact your financial reporting analyst for questions related to the AFR submission requirements and deadlines.

USAS 1099 Reporting Procedures Available for 2017

State agencies and institutions of higher education must report certain payments to the Internal Revenue Service on Form 1099-Miscellaneous (MISC) by Jan. 31, 2018.

See USAS Procedures for 1099 Reporting for Calendar Year 2017 (FPP E.001) for instructions on requesting 1099 data from USAS.

Note: Per IRS instructions, if you are submitting hard copy 1099 forms to the IRS, Copy A must be completed using the 12-point Courier font and printed using black ink only.

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