| (III) state an effective date for the revocation; and (IV) say in substance that the individual's designation to approve payment and USPS or SPRS documents is revoked. (2) State agencies headed by an elected or appointed state official. (A) The head of agency of a state agency may, at anytime, revoke the designation of an individual to approve the agency's payment and USPS or SPRS documents, regardless of who made the designation. (B) This subparagraph applies only if a state agency's chief deputy is authorized to designate individuals to approve the agency's payment and USPS or SPRS documents. The chief deputy may revoke the designation of an individual only if: (i) the chief deputy made the designation; or (ii) an individual who previously held the position of chief deputy made the designation while holding that position. (C) If the designation of an individual to approve payment and USPS or SPRS documents is revoked, then the comptroller must receive written notification of the revocation not later than the tenth day after the revocation is made. The ten day period starts running when the revocation decision is made, not when the revocation takes effect. The notification must be provided by the individual who revoked the designation. (D) A change in a state agency's head of agency does not automatically revoke the head of agency's designation of any individual to approve payment and USPS or SPRS documents. Whether designations would be revoked automatically by the transfer of a state agency from the jurisdiction of one head of agency to another would depend on the legislation that enacts the change. (E) A notification to the comptroller under subparagraph (C) of this paragraph must: (i) be signed by the individual who revoked the designation; (ii) identify the individual who revoked the designation; (iii) list the legal name of the individual whose designation is revoked; (iv) state an effective date for the revocation; and (v) say in substance that the individual's designation to approve payment and USPS or SPRS documents is revoked. (3) Mandatory revocations because of termination of employment. (A) This paragraph applies to all state agencies. (B) When an individual terminates employment with a state agency, the individual's designation to approve the agency's payment and USPS or SPRS documents ends on the effective date of the termination. Any officer or employee of the agency may notify the comptroller about the termination. Regardless of who provides the notification, the agency must ensure that the comptroller receives it not later than the fifth day after the effective date of the termination. (C) The comptroller shall stop recognizing the designation of an individual to approve a state agency's payment and USPS or SPRS documents if the comptroller determines that the individual has terminated employment with the agency. This determination may be based on any information the comptroller deems credible. (4) Revocations by the comptroller. (A) This paragraph applies to all state agencies. (B) The comptroller may unilaterally revoke the designation of any individual to approve payment and USPS or SPRS documents for any reason the comptroller deems appropriate. (5) USAS security profile changes. (A) If the designation of an individual to approve payment and USPS or SPRS documents is revoked, then the individual's security profiles in USAS and USPS or SPRS, if any, must be changed so that: (i) USAS no longer recognizes the individual's user identification number as belonging to an individual who has authority to approve payment documents; and (ii) USPS or SPRS no longer recognizes the individual's user identification number as belonging to an individual who has authority to approve USPS or SPRS documents. (B) A security profile change required by subparagraph (A) of this paragraph must take effect not later than the date the revocation takes effect. (C) The comptroller is responsible for changing the security profiles if the comptroller revoked the designation. Otherwise, the security coordinator of the state agency that revoked the designation is responsible. (D) If the comptroller determines that a security coordinator has not complied with subparagraph (C) of this paragraph, then the comptroller may unilaterally change the security profiles of the individual whose designation has been revoked. (6) Unauthorized approvals of payment and USPS or SPRS documents. (A) This paragraph applies to a payment or USPS or SPRS document only if the comptroller determines that an individual approved the document after the taking effect of the revocation of the individual's designation to approve payment and USPS or SPRS documents. (B) The comptroller may take any necessary steps to prevent a warrant from being issued or an electronic funds transfer from being initiated until a payment, SPRS, or USPS document subject to this paragraph is properly approved. (C) If the comptroller is unable to prevent a warrant from being issued or an electronic funds transfer from being initiated, then the comptroller may take any necessary steps to prevent the warrant from being honored or to reverse the electronic funds transfer. The state agency whose payment, SPRS, or USPS document resulted in the warrant or electronic funds transfer shall cooperate fully with the comptroller in this regard. (l) Signature card requirements. (1) Presiding officers and heads of agency. A signature card submitted by a state agency concerning the approval of payment and USPS or SPRS documents by the presiding officer of a governing body or by a head of agency is valid only if the card: (A) specifies the legal name, Texas identification number, mail code, and position of the presiding officer or head of agency; (B) provides the presiding officer's or head of agency's user identification number, if the officer or head of agency has one; (C) contains the presiding officer's or head of agency's original signature; (D) specifies the agency's name and identification number; (E) provides a contact phone number for the agency; and (F) lists an effective date. (2) Designated individuals. A signature card submitted by a state agency concerning the designation of an individual to approve payment and USPS or SPRS documents is valid only if the card: (A) specifies the designated individual's legal name, Texas identification number, mail code, and position; (B) provides the designated individual's user identification number, if the individual has one; (C) contains the designated individual's original signature; (D) specifies the agency's name and identification number; (E) provides a contact phone number for the agency; and (F) lists an effective date that is the same as the date listed in the accompanying written notification. (m) Limitations adopted by state agencies concerning approval and designation authority. (1) Limitations on approval authority. The comptroller may not enforce a state agency's decision to limit an individual's approval authority to particular types of payment, SPRS, or USPS documents if the limit is stricter than required by state law and this section. Enforcement of that decision is solely the agency's responsibility. (2) Limitations on designation authority. The comptroller may not enforce a state agency's decision to limit a presiding officer's, executive director's, or chief deputy's authority to designate individuals to approve payment, SPRS, or USPS documents if the limit is stricter than required by state law and this section. Enforcement of that decision is solely the agency's responsibility. (n) Signature card and notification forms adopted by the comptroller. (1) Adoption of forms. The comptroller may adopt one or more forms to facilitate compliance with the signature card and written notice and notification requirements of this section. (2) Use of forms. If the comptroller adopts a form under paragraph (1) of this subsection, then a state agency must use the form to comply with the requirements of this section to the extent the comptroller intends the form to be used for that purpose. (o) How electronic approvals of payment and USPS or SPRS documents are provided. (1) Release of payment documents into USAS for processing. (A) A state agency may request USAS to process a batch of the agency's payment documents only by releasing the batch on-line according to this section and the procedures adopted by the comptroller. Cont'd... |
