2012-2013 Fiscal Year-End Workshop Wednesday, June 12, 2013 UC 2.01.28 Denman 9:00 am – 11:00 am Tuesday, June 20, 2013 UC 2.01.28 Denman 9:00am - 11:00am.

2012-2013 Fiscal Year-End Workshop

2012-2013 Fiscal Year-End Workshop

Wednesday, June 12, 2013 UC 2.01.28 Denman 9:00 am – 11:00 am

Tuesday, June 20, 2013 UC 2.01.28 Denman 9:00am - 11:00am

Tuesday, June 18, 2013 BV 3.324 Downtown Campus9:00 am – 11:00 am

Upcoming workshops

Fiscal Year-End WorkshopFiscal Year-End Workshop

Agenda:• Opening Remarks • Lapse Guidelines for Fiscal Year-End Balances Charlotte Mikulec

• Fiscal Management Sub-Certification Process Diana Macias-Ollervidez

• Accounting Services – Charlotte Mikulec• Disbursements/Travel Services – Nora Compean• Break• Purchasing – Yvette Medina and Lane Brinson• Payroll Management Services – Chris Bodily • Human Resources – Samantha Hernandez

Agenda:• Opening Remarks • Lapse Guidelines for Fiscal Year-End Balances Charlotte Mikulec

• Fiscal Management Sub-Certification Process Diana Macias-Ollervidez

• Accounting Services – Charlotte Mikulec• Disbursements/Travel Services – Nora Compean• Break• Purchasing – Yvette Medina and Lane Brinson• Payroll Management Services – Chris Bodily • Human Resources – Samantha Hernandez

Controller’s Website Controller’s Website

The year-end workshop PowerPoint presentation and calendar are posted on the Controller's website.

Download the calendar to your Outlook calendar or print copies.

FMOG’s/Forms/FAR Presentations

http://www.utsa.edu/financialaffairs/controller

LAPSE GUIDELINES FOR FISCAL YEAR-

END BALANCES

Lapse Guidelines – Educational & General Funds (14 – Accounts)

Lapse Guidelines – Educational & General Funds (14 – Accounts)

Special Items & Research Development Funding must be fully expended by FY 2013 as this is the 2nd year of the biennium.

Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees

Disposition of E & G balances are based on each Vice President’s direction for their areas

Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers E&G remaining balances should be zero and transfers are

completed as appropriate to 19-7 accounts. Any negative balances are addressed and cleared

Special Items & Research Development Funding must be fully expended by FY 2013 as this is the 2nd year of the biennium.

Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees

Disposition of E & G balances are based on each Vice President’s direction for their areas

Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers E&G remaining balances should be zero and transfers are

completed as appropriate to 19-7 accounts. Any negative balances are addressed and cleared

Lapse Guidelines Designated Funds(19 – Accounts)

Lapse Guidelines Designated Funds(19 – Accounts)

Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice President’s direction for their areas.

Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers Budget Transfers are completed as determined by VP Area Any negative balances are addressed and cleared as appropriate

Certain Designated 19-Accounts are not subject to lapse androll forward:

Most 19-accounts sourced from fees Facilities & Administration (F & A) 19-8 accounts

Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice President’s direction for their areas.

Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers Budget Transfers are completed as determined by VP Area Any negative balances are addressed and cleared as appropriate

Certain Designated 19-Accounts are not subject to lapse androll forward:

Most 19-accounts sourced from fees Facilities & Administration (F & A) 19-8 accounts

Remaining Balance 14 E&G and 19-7 AccountsGeneral Recap by Area - FY 2013

Remaining Balance 14 E&G and 19-7 AccountsGeneral Recap by Area - FY 2013

President’s Office – department balances will roll forward

Academic Affairs – 19-7 accounts – departmental balances will roll forward and depts will retain

balance balances in 14 salary accounts are swept throughout the year by VPAA

Research – 19-7 accounts – departmental balances will roll forward and depts will retain


Business Affairs – department balances will roll forward

Community Services – department balances will roll forward

Student Affairs – department balances will partially roll forward

External Relations – department balances will partially roll forward

For questions, please contact your Financial Area Rep

President’s Office – department balances will roll forward

Academic Affairs – 19-7 accounts – departmental balances will roll forward and depts will retain


Research – 19-7 accounts – departmental balances will roll forward and depts will retain


Business Affairs – department balances will roll forward

Community Services – department balances will roll forward

Student Affairs – department balances will partially roll forward

External Relations – department balances will partially roll forward

For questions, please contact your Financial Area Rep

Remaining Balance Service Centers (18- Accounts)

Remaining Balance Service Centers (18- Accounts)

Not subject to lapse (carry forward 100%)

Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs Monitored by Grants and Contracts Financial Services

Subject to Service Center Policy for compliance with OMB Circular A-21.For questions please contact:

- Lila Martinelli x8022 - Angie Lopez x6633

Not subject to lapse (carry forward 100%)

Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs Monitored by Grants and Contracts Financial Services

Subject to Service Center Policy for compliance with OMB Circular A-21.For questions please contact:

- Lila Martinelli x8022 - Angie Lopez x6633

Remaining Balances - Other Fund Groups

Remaining Balances - Other Fund Groups

Year-end balances in the following funds are not subject to lapse (carry forward 100%):Grant and Contracts (26 Accounts)Auxiliary Enterprise (29 Accounts)Gift/Restricted Funds (30 Accounts)Plant Funds (36 Accounts)

Year-end balances in the following funds are not subject to lapse (carry forward 100%):Grant and Contracts (26 Accounts)Auxiliary Enterprise (29 Accounts)Gift/Restricted Funds (30 Accounts)Plant Funds (36 Accounts)

Fiscal Management Sub-Certification Process


Electronic sub-certification conducted through the Office of Institutional Compliance and Risk

Services in September of each year

Required by UT System Administration Policy UTS 142.1 – Policy on the Annual Financial Report.

Review Financial Management Operational

Guidelines (FMOG), Fiscal Management Sub-Certification Work Plan, Section 1: Internal Control

Electronic sub-certification conducted through the Office of Institutional Compliance and Risk

Services in September of each year

Required by UT System Administration Policy UTS 142.1 – Policy on the Annual Financial Report.

Review Financial Management Operational

Guidelines (FMOG), Fiscal Management Sub-Certification Work Plan, Section 1: Internal Control

http://www.utsa.edu/financialaffairs/opguidelines/

http://www.utsa.edu/financialaffairs/opguidelines/



Annually, each Account Administrator should provide a fiscal management sub-certification for

accounts with activity of $3,000 or more to the Financial Reporting Officer- the Associate Vice President for Financial Affairs.

The fiscal management sub-certification certifies that, among other items, their accounts are being reconciled timely, duties are properly segregated and no material weakness exists relative to their internal control.

Annually, each Account Administrator should provide a fiscal management sub-certification for

accounts with activity of $3,000 or more to the Financial Reporting Officer- the Associate Vice President for Financial Affairs.

The fiscal management sub-certification certifies that, among other items, their accounts are being reconciled timely, duties are properly segregated and no material weakness exists relative to their internal control.

Highlights of theFiscal Management Sub-Certification

Highlights of theFiscal Management Sub-Certification

Acknowledgement of responsibility

Reconciliations are completed monthly and all transactions were appropriate

Errors were adjusted timely

Transactions were reviewed and approved

Segregation of duties were in place− Enter and approve transactions; receive cash and reconcile

accounts

Acknowledgement of responsibility

Reconciliations are completed monthly and all transactions were appropriate

Errors were adjusted timely

Transactions were reviewed and approved

Segregation of duties were in place− Enter and approve transactions; receive cash and reconcile

accounts

Highlights of theFiscal Management Sub-Certification (cont’d)

Highlights of theFiscal Management Sub-Certification (cont’d)

Sound internal controls

No misstatements or omissions are evident on your Statement of Account

Fraud has not occurred

Compliance with Code of Ethics related to award of contracts

Sound internal controls

No misstatements or omissions are evident on your Statement of Account

Fraud has not occurred

Compliance with Code of Ethics related to award of contracts



Account administrators failing to complete the sub-certification are reported to their respective Vice President, Auditing & Consulting Services, and Assistant Vice President Financial Affairs/University Controller.

The Office of Institutional Compliance & Risk Services utilizes administrator responses (or lack thereof) when performing the annual risk assessment to determine account administrators selected for Quality Assurance Reviews (QAR).

Fiscal Management Sub-Certification Work Plan:http://www.utsa.edu/financialaffairs/opguidelines/0103.html

Account administrators failing to complete the sub-certification are reported to their respective Vice President, Auditing & Consulting Services, and Assistant Vice President Financial Affairs/University Controller.

The Office of Institutional Compliance & Risk Services utilizes administrator responses (or lack thereof) when performing the annual risk assessment to determine account administrators selected for Quality Assurance Reviews (QAR).

Fiscal Management Sub-Certification Work Plan:http://www.utsa.edu/financialaffairs/opguidelines/0103.html

http://www.utsa.edu/financialaffairs/opguidelines/0103.html




Common ErrorsCommon ErrorsAccount administrator is not correct Account is inactive or zero balance

‒ Complete Unit and Account Request Form ‒ Send to Accounting Office

Account administrator must complete sub- certification if any expenditures were processed during the fiscal year and totaled $3,000 or more

Not the same as Annual Compliance Acknowledgments

Account administrator is not correct Account is inactive or zero balance

‒ Complete Unit and Account Request Form ‒ Send to Accounting Office

Account administrator must complete sub- certification if any expenditures were processed during the fiscal year and totaled $3,000 or more

Not the same as Annual Compliance Acknowledgments

ACCOUNTING SERVICES

ACCOUNTING SERVICES

Contact InformationContact Information

Main line: 458-4212

Location: University Heights, Tech2, 1.104

E-mail: [email protected]

Website: Accounting Services

http://www.utsa.edu/financialaffairs/accounting/

Main line: 458-4212

Location: University Heights, Tech2, 1.104


Website: Accounting Services


mailto:[email protected]










Contact InformationContact InformationName Title Ext. #

Charlotte Mikulec Director, Accounting & Financial Reporting

4841

Cynthia Schweers Associate Director 4216

Justin Avants Senior Accountant 4525

Regina Moore Financial Analyst Assigned to PeopleSoft

Marlene Zacarias Accountant III 4826

Kimmung Doan Accountant II 4834

Jill Palmer Accountant II 4827

Ashley Zaldivar Accountant II 8525

Maggie Lopez Accountant II

Priscilla Ybarra Accountant I 6939

Critical Accounting DeadlinesCritical Accounting Deadlines

July 18 Corrections for Sept-May due to Accounting Services by 5pm

July 26 Corrections for June due to Accounting Services by 5pm

August 21 Corrections for July due to Accounting Services by 5pm

September 3 Inventory Reconciliation due to Accounting Services by 3pm

September 5 First close of August

September 9Electronic SOA sent by MRAS no later than 10AMRecommend the use of UT Direct to get ahead on reconciling

September 12 Corrections for August due to Accounting Services by NOON

Year-End Accounting FunctionsPre-Payments and Accruals

Year-End Accounting FunctionsPre-Payments and Accruals

Year End Closing and Accountinghttp://www.utsa.edu/financialaffairs/opguidelines/0112.html

Pre-PaymentsEntry made to allocate expenses between fiscal years or

expense for next year− (i.e. maintenance agreements, software licenses, etc.)− Memberships are excluded from pre-payments – recognize in full

in year paid

Funds to cover pre-payment will be allocated during FY14 from FY13 budget

Materiality factor of >$1,000 per item

Year End Closing and Accountinghttp://www.utsa.edu/financialaffairs/opguidelines/0112.html

Pre-PaymentsEntry made to allocate expenses between fiscal years or

expense for next year− (i.e. maintenance agreements, software licenses, etc.)− Memberships are excluded from pre-payments – recognize in full

in year paid

Funds to cover pre-payment will be allocated during FY14 from FY13 budget

Materiality factor of >$1,000 per item





Year-End Accounting FunctionsYear-End Accounting Functions

AccrualsAccrue for services rendered or goods received as of

August 31st Materiality factor of > $1,000 per itemVouchers for $1,000 or less must be to DTS by 08/23/13

to be included in FY12/13 expenses

Service Centers (18 Accounts)Bill for services rendered for FY13 by calendar deadlines

InventoryComplete inventory count and reconciliation must be

sent to Accounting by 9/03/13 at 3PM

AccrualsAccrue for services rendered or goods received as of

August 31st Materiality factor of > $1,000 per itemVouchers for $1,000 or less must be to DTS by 08/23/13

to be included in FY12/13 expenses

Service Centers (18 Accounts)Bill for services rendered for FY13 by calendar deadlines

InventoryComplete inventory count and reconciliation must be

sent to Accounting by 9/03/13 at 3PM

General Accounting InformationGeneral Accounting Information

Review accounts with small balances that are not in use and close these accounts by:

A transfer of funds to an appropriate account Expense as appropriate

Send an e-mail to Accounting Services to inactivate accounts with zero balances

- Account cannot have an encumbrance

- GB2 screen provides good overview

Review accounts with small balances that are not in use and close these accounts by:

A transfer of funds to an appropriate account Expense as appropriate

Send an e-mail to Accounting Services to inactivate accounts with zero balances

- Account cannot have an encumbrance

- GB2 screen provides good overview


NACUBO classification review Account administrators are requested to review

NACUBO classification on their accounts Link to NACUBO definitions Chart of Accounts

(Chart of Accounts: Section 3: Fund Accounting Principles)

Why: To ensure accuracy of financial reporting Send e-mail to Accounting Services for NACUBO

changes Include justification for change

NACUBO classification review Account administrators are requested to review

NACUBO classification on their accounts Link to NACUBO definitions Chart of Accounts

(Chart of Accounts: Section 3: Fund Accounting Principles)

Why: To ensure accuracy of financial reporting Send e-mail to Accounting Services for NACUBO

changes Include justification for change




Unit and Account Request Form

Form required to add or modify budget groups, sub-accounts and unit codes

Always use the most current form – available under Forms & Worksheets

- Most current form is a PDF. Discontinue using excel version.

Statement of Account Reconciliation Reconcile monthly Required by UT System Policy UTS 142.1

Unit and Account Request Form

Form required to add or modify budget groups, sub-accounts and unit codes

Always use the most current form – available under Forms & Worksheets

- Most current form is a PDF. Discontinue using excel version.

Statement of Account Reconciliation Reconcile monthly Required by UT System Policy UTS 142.1


Access the Accounting Services website for various links and tools


SOA – same info that is reviewed in training (AM506) How to access UT Direct Links to Forms & Worksheets Links to FMOG’s

Access the Accounting Services website for various links and tools


SOA – same info that is reviewed in training (AM506) How to access UT Direct Links to Forms & Worksheets Links to FMOG’s






Corrections:Send all corrections except for 26-accounts to

[email protected]

Send corrections for 26-accounts to the applicable RSC administratorThese corrections will follow same guidelines and deadlines

as those sent for accounting corrections

Corrections:Send all corrections except for 26-accounts to

[email protected]

Send corrections for 26-accounts to the applicable RSC administratorThese corrections will follow same guidelines and deadlines

as those sent for accounting corrections




Corrections (cont’d)

Provide the following information:‒ Document ID number‒ Original account number used‒ New account number for correction‒ Amount of correction, esp if only a partial correction‒ Reason for the correction‒ Copy administrator on account being charged‒ Approval is implied by Administrator ‒ Prior year corrections - none will be made after year

end – critical to review currently

Corrections (cont’d)

Provide the following information:‒ Document ID number‒ Original account number used‒ New account number for correction‒ Amount of correction, esp if only a partial correction‒ Reason for the correction‒ Copy administrator on account being charged‒ Approval is implied by Administrator ‒ Prior year corrections - none will be made after year

end – critical to review currently

Accounting SummaryAccounting Summary

Be Proactive

Review accounts and request corrections before year end

Close out accounts that have little activity

Be Proactive

Review accounts and request corrections before year end

Close out accounts that have little activity

DISBURSEMENTS AND TRAVEL SERVICES (DTS)

& PROCARD/TRAVEL CARD ADMINISTRATION (PTCA)

DISBURSEMENTS AND TRAVEL SERVICES (DTS)

& PROCARD/TRAVEL CARD ADMINISTRATION (PTCA)


Disbursements/Travel main line: 458-4213

Disbursements fax line: 458-4829


Website: Disbursements and Travel Services

Disbursements/Travel main line: 458-4213

Disbursements fax line: 458-4829


Website: Disbursements and Travel Services


http://www.utsa.edu/financialaffairs/dts/


http://www.utsa.edu/financialaffairs/dts/

Contact InformationContact InformationEmployee Name Title Ext. # Disbursement Vendor

Responsibilities

Nora Compean Director 4831

VACANT Asst. Director

Elisabeth Cuadros Disbursements and Travel Services Supervisor

4832 Assigned to Peoplesoft.VP2/VP5: In/Out State and Foreign, Travel Advances, VJ1’s, Citibank

CLIBA payment approval

Kelly Rock Disbursements and Travel Services Supervisor

4278 N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5

Interdepartmental Review/Approval, UTHSC Due to/Due from final

approval, Citibank CLIBA payment approval

Lily Wang Disbursements and Travel Services Supervisor

4825 D-H, Utlities, NSF’s, VP5: In/Out State and Foreign, Travel Advances, VJ1’s,

Citibank CLIBA payment approval

Contact InformationContact InformationEmployee Name Title Ext. # Disbursement Vendor

Responsibilities

Robyn Rigney Disbursements and Travel Specialist II

4215 A - C; NSF's, PO Disencumbrances, VP3's, USAS, Scholarship

Vouchers, Citibank CLIBA payment approval

Dorothy Cheatham Disbursements and Travel Specialist II

4836 I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit &

Garnishments, Vendor ID Set Up Process, Citibank CLIBA payment

approval

Priscilla Marquez Disbursements and Travel Specialist II

4828 VP2's, Registrations, VP5: In/Out State and Foreign, VJ1’s, Travel Advances and Settlements, TAC cards, Citibank CLIBA payment

approval

Robin Kling Disbursements and Travel Specialist II

4840 U - Z, NSF's, PO Disencumbrances (VE2 & VE3 documents), Daily Check Run Processing, Vendor

Holds & Check Reissues; Citibank CLIBA payment approval

Rebecca Revell Disbursements and Travel Specialist II

6525 All Specialty Vendors, Praxair, Comdata, Fischer Scientific, Texas Folk and Asian Festivals, NSF's, PO Disencumbrances, VP3’s, Citibank

CLIBA payment approval


Employee Name Title Ext. # Disbursement Vendor Responsibilities

Geneva Carroll Disbursements and Travel Specialist I

6979 All Specialty Vendors (Fischer Scientific, Eshipglobal, Praxair, Texas Disposal Systems, Time Warner, Xerox, Fed Ex, AT&T,

Utilities, Copiers, Cell phones, Texas Folk & Asian Festivals, etc.)

Pauline Phillips Disbursements and Travel Specialist I

4843 E, I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintrogen, and

Integrated DNA)

Derhonda Ramirez Disbursements and Travel Specialist I

4213 D, W-Z; VP2 creation, Front desk duties, Mail for Travel, travel

disencumbrances

Wanda Burns Disbursements and Travel Specialist I

4839 B and S, High Volume Vendors (Alpha Bldg, Apple, Bio-Rad,

Grainger, Siemens, Sigma Aldrich, Simplex Grinnell, Star Shuttle, 2 Fat

Guys), OFPC Invoices, Property Lease


Employee Name Title Ext. # Disbursement Vendor Responsibilities

Sue Davidson Disbursements and Travel Specialist I

4214 F, N, O - R, T & V, High Volume Vendors (Nolan’s Office, Office Depot,

Precision Resource, Pollock Paper, Today’s Office Center, Tormax,

and VWR)

Mary Smalls Disbursements and Travel Specialist I

4218 A, C, G, H, (Hi-Ed, Heaven Scent, Consolidated Office, and Charles

Rivers)

Irene Valdez Accountant II 6167 Wire transfers, Reconciliation of Travel Advances, Citibank CLIBA

payment approval

Critical Disbursements and Travel Services DeadlinesCritical Disbursements and Travel Services Deadlines

July 12 All Sep-May expenses (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

July 19 All June-July expenses, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

August 12 Departments must submit ALL vouchers, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

August 16 PBO – last day for departments to final approve

August 19 Departments must submit ALL vouchers, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

August 23 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 19th to August 22rd to the DTS office by noon.

August 23 Vouchers to be included for $1,000 or less must be to DTS by 5PM.

August 26 ALL travel for August must be settled and be in DTS by 5PM. All travel advances, participant advances, athletic advances for FY12-13 must have supporting documentsturned in to DTS by 5PM.

August 28 IDT vouchers (VT5) using FY12-13 funds must be in DTS by 5PM.

Year-End DTS FunctionsYear-End DTS Functions Travel encumbrances are disencumbered 08/30/13.

Per the travel advance guidelines (Travel Advances, FMOG

Section 9) all outstanding travel advances must be settled

within 30 days. If your travel occurs in August, the travel advance must be

settled and be in DTS office by August 26th.

New year helpful travel tips:

− When travel crosses fiscal years create electronic RTA in

new fiscal year.

− Example: Travel begins August 29 thru September 3,

create RTA in FY 13/14.

Travel encumbrances are disencumbered 08/30/13.

Per the travel advance guidelines (Travel Advances, FMOG

Section 9) all outstanding travel advances must be settled

within 30 days. If your travel occurs in August, the travel advance must be

settled and be in DTS office by August 26th.

New year helpful travel tips:

− When travel crosses fiscal years create electronic RTA in

new fiscal year.

− Example: Travel begins August 29 thru September 3,

create RTA in FY 13/14.

Travel ReminderTravel Reminder

Must use approved travel and car agencies. UT System new requirement effective May 13, 2013

Approved travel agencies • Corporate Travel Planners• Anthony Travel

Approved car rental agencies• Avis/Budget• Enterprise/National • Hertz

Must use approved travel and car agencies. UT System new requirement effective May 13, 2013

Approved travel agencies • Corporate Travel Planners• Anthony Travel

Approved car rental agencies• Avis/Budget• Enterprise/National • Hertz

Audit Findings on 14 Accounts Solution/Correction

PO amounts do not match final invoice POC needs to be created or move difference to a different non 14 acct

Freight not included or exceeds estimated amounts on PO

POC needs to be created or non 14 acct alternate account provided

Tips and hotel taxes cannot be charged to 14 accounts

Provide alternate account number

Lodging rate increases now requires pre-approval

Notate in DEFINE and show breakdown encumbrances

The cost savings on TRS form cannot be a negative amount

Cost savings breakdown must be a positive amount on TRS form

Missing copies of service agreements Provide copies of service agreements

Incorrect vendors are selected Changes to vendor company names require an updated W9 form

Procard/Travel Card Administration Office (PTCA)

Procard/Travel Card Administration Office (PTCA)

PTCA handles: Procurement Card (Procard) and Corporate Liability

Individual Billed Accounts (CLIBA Travel cards)

Application Processing

Cardholder Training

Cardholder Maintenance Requests (CMR)

- Credit limit increases; Merchant Category Codes (MCC)

Reporting and Compliance

Reconciliations and Collections

Procard Audits

Generate Procard Payments

PTCA handles: Procurement Card (Procard) and Corporate Liability

Individual Billed Accounts (CLIBA Travel cards)

Application Processing

Cardholder Training

Cardholder Maintenance Requests (CMR)

- Credit limit increases; Merchant Category Codes (MCC)

Reporting and Compliance

Reconciliations and Collections

Procard Audits

Generate Procard Payments

PTCA Contact InformationPTCA Contact InformationEmployee Name Title Ext. # PTCA

Responsibilities

Lisa Bixenman Credit Card Program Manager 7993

Credit Card program administration,Cardholder training, reconciliations,

reporting compliance and cardholder maintenance

Anne Jackson Procard Specialist 4059Application processing, Procard

training, procard audits

Email: [email protected]

Fax: 210-458-4849

Website: http://utsa.edu/financialaffairs/ptca/


http://utsa.edu/financialaffairs/ptca/

Critical Pro-Card Voucher Deadlines for Citibank

Critical Pro-Card Voucher Deadlines for Citibank

August 5 ProCard creation date for July 3rd – August 2nd purchases.

August 9 Recommended: Last day to charge using Pro-Card for FY12/13.

August 13 Departmental approval due by 5:00pm for August 5th statement.

August 16 ProCard creation date for Aug 3rd – Aug 14th purchases.

August 23 Departmental approval due by 5:00pm for August 3rd – August 14th VP7’s. This will be the final approval for charges to go against the FY12/13 year.

September 5 ProCard creation date for August 15th – September 3rd purchases using FY13/14 funds

Year-End PTCA Functions Year-End PTCA Functions

CLIBA – All outstanding balances on the travel cards must be paid in full by August 14th.

Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar.

Never use the Procard or CLIBA card to complete personal purchases, even if the cardholder plans to reimburse UTSA.

CLIBA – All outstanding balances on the travel cards must be paid in full by August 14th.

Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar.

Never use the Procard or CLIBA card to complete personal purchases, even if the cardholder plans to reimburse UTSA.

Stipend ProcessStipend Process

Effective May 15, 2013, Student Stipends are no longer processed through ASAP.

Student stipends are now handled by Financial Aid and processed through Banner.

For more information contact Shirley Banez (ext. 7160) and Lisa Blazer (ext. 4846)

Effective May 15, 2013, Student Stipends are no longer processed through ASAP.

Student stipends are now handled by Financial Aid and processed through Banner.

For more information contact Shirley Banez (ext. 7160) and Lisa Blazer (ext. 4846)

General InformationGeneral Information

To expedite voucher processing: Attach supporting documentation

− Original invoices− Original receipts

Ensure Business Expense Form is complete as it relates to Entertainment and Hospitality Operational Guide (FMOG Section 7)

− Proper signatures (certification)− Completed and approved within 90 days of date expense occurred− Type of event and relevance of business or purpose − Type of funding used− Date and location of event− Total number of participants− Name and business relationship (or job title) of each participant up to 10− Include all vendors associated with event

To expedite voucher processing: Attach supporting documentation

− Original invoices− Original receipts

Ensure Business Expense Form is complete as it relates to Entertainment and Hospitality Operational Guide (FMOG Section 7)

− Proper signatures (certification)− Completed and approved within 90 days of date expense occurred− Type of event and relevance of business or purpose − Type of funding used− Date and location of event− Total number of participants− Name and business relationship (or job title) of each participant up to 10− Include all vendors associated with event


To expedite voucher processing (cont’d): Verify the accuracy of information:

− Remittance address− EID− Direct deposit information

Review critical deadlines for voucher process.

For information on specific invoices, please email [email protected] or contact the appropriate staff member responsible for the vendor alphabet.

To expedite voucher processing (cont’d): Verify the accuracy of information:

− Remittance address− EID− Direct deposit information

Review critical deadlines for voucher process.

For information on specific invoices, please email [email protected] or contact the appropriate staff member responsible for the vendor alphabet.



General InformationGeneral InformationTo expedite voucher processing (cont’d):Use direct deposit when possible for staff, faculty and vendors.

−Eliminates checks being lost, misplaced or remitted to State as unclaimed

property−Saves University money−Saves time it takes to pick-up and deposit to checking account

Must update direct deposit information in DEFINE and Payroll separately to expedite payment.

Direct Deposit Form

Run Encumbrance Report‒ Check encumbrance balances and notify DTS for release ‒ Instructions for downloading Encumbrance Report found on the

Disbursements and Travel Services website

To expedite voucher processing (cont’d):Use direct deposit when possible for staff, faculty and vendors.

−Eliminates checks being lost, misplaced or remitted to State as unclaimed

property−Saves University money−Saves time it takes to pick-up and deposit to checking account

Must update direct deposit information in DEFINE and Payroll separately to expedite payment.

Direct Deposit Form

Run Encumbrance Report‒ Check encumbrance balances and notify DTS for release ‒ Instructions for downloading Encumbrance Report found on the

Disbursements and Travel Services website

http://www.utsa.edu/financialaffairs/Forms/

http://www.utsa.edu/financialaffairs/controller/forms

http://www.utsa.edu/financialaffairs/dts

http://www.utsa.edu/financialaffairs/Forms/

http://www.utsa.edu/financialaffairs/controller/forms

http://www.utsa.edu/financialaffairs/dts

BREAKBREAK

PURCHASING & DISTRIBUTION

SERVICES

PURCHASING & DISTRIBUTION

SERVICES

Purchasing and Distribution Services Contact InformationPurchasing and Distribution Services Contact Information

Main line: 458-4060

Fax line: 458-4061


Website: Purchasing and Distribution Services

Main line: 458-4060

Fax line: 458-4061


Website: Purchasing and Distribution Services



http://www.utsa.edu/pds/



http://www.utsa.edu/pds/

Purchasing & Distribution ServicesPurchasing & Distribution Services

July 12 Last day PB4 requests (Over $25,000) will be accepted by Purchasing *

August 2 Last day PB4 requests can be created.

August 9Last day PB4 requests (Less than or equal to $25,000) will be accepted by Purchasing *

August 9 Last day PB0 requests can be created

August 16 Last day PB0 requests can be final approved *

IMPORTANT FY12-13 YEAR-END DATES

* If required, additional approvals such as Grants, Animal Labs or Environmental Health Safety and Risk Management , PB documents must be completed (“Final Approved”) in Point Plus prior to midnight on deadline date.

June 1 First Day PB4 Requests can be created in PointPlus *

August 30 First Day PB0 Requests can be created in PointPlus *

* Given the March 1st UT Share “GoLive” date, FY 13-14 Purchase Requests will be created in PointPlus.

IMPORTANT FY13-14 DATES


After August 9th, departments will NOT have the ability to create FY12-13 Purchase Orders in PointPlus, please prepare for this period by planning purchases and submitting purchase requests in a timely manner.

Purchases requests using FY12-13 funds received after the deadlines stated, will be returned for resubmission as a FY13-14 purchase.

Requests for items or services to be received in FY13-14 CANNOT be encumbered with FY12-13 funds.

If your department plans to make large procurements using current fiscal year money, start planning today.

Continue to reconcile “Open Encumbrances” and close any open orders if possible.

Issue Purchase Order Changes (POC) when products will not be delivered.

After August 9th, departments will NOT have the ability to create FY12-13 Purchase Orders in PointPlus, please prepare for this period by planning purchases and submitting purchase requests in a timely manner.

Purchases requests using FY12-13 funds received after the deadlines stated, will be returned for resubmission as a FY13-14 purchase.

Requests for items or services to be received in FY13-14 CANNOT be encumbered with FY12-13 funds.

If your department plans to make large procurements using current fiscal year money, start planning today.

Continue to reconcile “Open Encumbrances” and close any open orders if possible.

Issue Purchase Order Changes (POC) when products will not be delivered.

Plan Ahead:


If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Email: [email protected]

Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasing

If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext. 4069

If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Email: [email protected]

Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasing

If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext. 4069

Helpful Contacts


http://www.utsa.edu/purchasing


http://www.utsa.edu/purchasing

Purchasing & Distribution ServicesPurchasing & Distribution ServicesBuyers are assigned to specific departments. Please coordinate your purchasing

activities with your appropriate assigned buyer.Buyers are assigned to specific departments. Please coordinate your purchasing

activities with your appropriate assigned buyer.

Employee Name Title Ext. #

Paul Duke Senior Buyer 4064

Julie Gohlke Buyer III 5076

Amanda Alvarado Buyer II 4598

Patty Burrier Buyer II 4062

Sandra Calderon Buyer I 8680

Mariano Alaniz Buyer I 5077

Yvette Medina Purchasing Business Analyst 4974

Lane Brinson Asst. Director Purchasing 4066

PAYROLL MANAGEMENT SERVICES

PAYROLL MANAGEMENT SERVICES


Main line: 458-4280

Fax line: 458-4236


Website: Payroll Management Services

Main line: 458-4280

Fax line: 458-4236


Website: Payroll Management Services


http://www.utsa.edu/payroll/



Contact InformationContact InformationName Title Ext. #

Javier Martinez Director Temporarily assigned to PeopleSoft Implementation Team

David Lerma Assistant Director Temporarily assigned to PeopleSoft Implementation Team

Payroll Operations

Christine Bodily Payroll Supervisor 4283

Elizabeth Ortiz Payroll Specialist II 6221

Lisa Bartee Payroll Accountant 4283

Nnennaya Ikwuagwu Payroll Accountant Temporarily assigned to PeopleSoft Implementation Team

Lori Contreras Payroll Specialist I 4280

Payroll Benefits

Patty Titus Sr. Payroll Accountant 4281

Rosa Casas Payroll Accountant 4713

Critical Payroll DeadlinesCritical Payroll DeadlinesAugust 5 Retroactive Funding Assignments modification to Human

Resources (Sept - July)

August 16 Retroactive Hourly Salary Transfers to Payroll Office

August 20 Assignments for September 1st Payday to Human Resources

August 28 Assignments for September 6th Payday to Human Resources by 5PM – Last payday of fiscal year

August 29 Last day for Payroll to cancel and reissue checks for FY12-13

September 3

Voucher Cutoff for September 6th Payday Only one (1) day for voucher approvals. OV1 and OV5 (hourly and overtime documents) must be final approved by 3PM

Manual payroll vouchers are due to Payroll by 10am

Deadline Questions?


Payroll website: http://www.utsa.edu/payroll/ − Payroll deadlines− Regulation and law changes

Timely process of pay vouchers (OV1, OV5, paper vouchers)

− Meet deadlines − Be aware of approver’s absence

Payroll website: http://www.utsa.edu/payroll/ − Payroll deadlines− Regulation and law changes

Timely process of pay vouchers (OV1, OV5, paper vouchers)

− Meet deadlines − Be aware of approver’s absence




Sign-up for online Earnings Statements – UTDirect

− Secure− Print as needed− Prevent loss of confidential data and identity theft

General Questions?

Sign-up for online Earnings Statements – UTDirect

− Secure− Print as needed− Prevent loss of confidential data and identity theft

General Questions?

Over Payment WarningOver Payment Warning

A monthly employee assignment is allowed in the

HRMS system regardless of funding availability.

16 Default accounts were established in November 2009 to cover employee assignments to accounts with insufficient funding.– Allows timely payment and allocation of fringe benefits for

monthly salaried employees.– Monitored by Default Account Owners and Budget.

Default accounts should be used as a last resort option at payroll processing time.– Departments are required to clear entries reported in default

accounts in a timely manner.

A monthly employee assignment is allowed in the

HRMS system regardless of funding availability.

16 Default accounts were established in November 2009 to cover employee assignments to accounts with insufficient funding.– Allows timely payment and allocation of fringe benefits for

monthly salaried employees.– Monitored by Default Account Owners and Budget.

Default accounts should be used as a last resort option at payroll processing time.– Departments are required to clear entries reported in default

accounts in a timely manner.

What is a Default account?

Default Account OwnersDefault Account Owners

Vice Presidents have the fiduciary responsibility to assure sufficient annual budget to fund all salary costs.

Divisional Financial Officers are responsible for review and reconciliation of default accounts on a regular basis and to ensure modify documents are timely processed using appropriate funding sources.

Vice Presidents have the fiduciary responsibility to assure sufficient annual budget to fund all salary costs.

Divisional Financial Officers are responsible for review and reconciliation of default accounts on a regular basis and to ensure modify documents are timely processed using appropriate funding sources.

Encumbrance balances in Default Accounts must be funded prior to payroll processing.

Default account balances MUST be ZERO by July 26th, 2013 and remain zero for the remainder of FY 2013.

Budget Office provides oversight working closely with Divisional Financial Officers and Default Account Owners on a monthly basis.

For more information, refer to FMOG Section 10:Budget Approvals for Assignments – HRMS Default Account Maintenance

Encumbrance balances in Default Accounts must be funded prior to payroll processing.

Default account balances MUST be ZERO by July 26th, 2013 and remain zero for the remainder of FY 2013.

Budget Office provides oversight working closely with Divisional Financial Officers and Default Account Owners on a monthly basis.

For more information, refer to FMOG Section 10:Budget Approvals for Assignments – HRMS Default Account Maintenance

Year End Deadline for Clearing Default Account Encumbrances

http://www.utsa.edu/financialaffairs/opguidelines/3.4.1.html




HUMAN RESOURCES

HUMAN RESOURCES

2013-2014 Reassignments2013-2014 Reassignments

All assignments without an end date in HRMS will automatically rollover to the new fiscal year. Any employee’s assignment not continuing into the next fiscal

year, needs to be terminated in HRMS.

Any assignments with an end date in HRMS of 8/31/2013 will automatically expire on 8/31/2013. Any employee expected to continue working into the next fiscal

year, needs to be reassigned in HRMS. Reassignments must be completed otherwise the employee will

not get paid after 8/31/2013.

2013-2014 Reassignments2013-2014 Reassignments VERY IMPORTANT: ALL RETURNING BENEFITS ELIGIBLE

EMPLOYEES must have their FY 13-14 reassignment FINAL APPROVED by 5:00 PM on 8/30/2013. Please do not create the assignment on 8/30/2013 and expect it to

be approved by 5:00. You must give time for the document to route.

If assignment is not final approved by 5:00 pm on 8/30/2013, their benefits may terminate.

Current benefits eligible employees with an assignment end date of 8/31/2013. Open-ended assignments will automatically rollover and won’t

impact benefits.

2013-2014 Student Reassignments2013-2014 Student Reassignments

Students must be reassigned for the fall semester. Cannot extend summer assignment to the fall. Enrollment must be verified prior to assigning.

This is done at the department level – Not HR. Cannot exceed 19 or 20 hours (depending on title), while

enrolled in classes. All student assignments, with the exception of GRA’s, GA’s

and TA’s, can be assigned for the fall & spring.

Title Fall/Spring Summer

Graduate Research Assistant (GRA) 6 hours 3 hours

Graduate Assistant (GA) 6 hours 3 hours

Student Assistant (work-study) 6 hours See Financial Aid

Teaching Assistant (TA) 6 hours 3 hours

Undergraduate Research Assistant (URA)

9 hours 6 hours

Enrollment Requirements

Checking Document Routing and Status

Work-Study Assignments

Work-Study AssignmentsINCORRECT CORRECT

Concurrent Assignments

The department needs to check if the employee has a concurrent assignment before routing a new assignment.

If concurrent assignment is being ended or the hours are being modified by the other department, the remarks/notes need to be indicated as such.

If there aren’t any notes indicating the concurrent assignment will be ending, or the hours are being modified, the document will be returned if the employee is over the hour limit.

How to Check Concurrent Assignments

Non- Pooled Assignment

Pooled Assignment

All terminations should be processed before August 30th

“End Assignment” is only used for pre-determined end dates.

Reason is no longer “End Assignment” if employee leaves before original assignment end date. Voluntary Loss of Eligibility Dismissal

A non-tenure track (NTT) faculty has an end date in HRMS of 8/31/2013, however shows 5/31/2013 in DEFINE. Therefore, end date needs to be modified in HRMS

if leaving prior to 8/31/2013

All terminations should be processed before August 30th

“End Assignment” is only used for pre-determined end dates.

Reason is no longer “End Assignment” if employee leaves before original assignment end date. Voluntary Loss of Eligibility Dismissal

A non-tenure track (NTT) faculty has an end date in HRMS of 8/31/2013, however shows 5/31/2013 in DEFINE. Therefore, end date needs to be modified in HRMS

if leaving prior to 8/31/2013

Termination Information

Self-service tool for HRMS

HRMS screenshots

Accessible via HR website Login using myUTSA ID

Self-service tool for HRMS

HRMS screenshots

Accessible via HR website Login using myUTSA ID

HRMS Online Tools

https://mytraining.utsa.edu/moodle/course/view.php?id=80

https://mytraining.utsa.edu/moodle/course/view.php?id=80

August 5: Retroactive funding changes to HR. (Sept-July)

August 14: Assignments due to HR for 8/22 Semi-monthly payday

August 20: Assignments due to HR for 9/1 Monthly payday

August 26: FY 13-14 assignments can be routed forward.

August 28: Assignments due to HR for 9/6 Semi-monthly payday **last payday for FY 12-13**

August 30: All returning benefits eligible employees must have their FY 13-14 reassignment FINAL APPROVED by 5:00 PM

August 5: Retroactive funding changes to HR. (Sept-July)

August 14: Assignments due to HR for 8/22 Semi-monthly payday

August 20: Assignments due to HR for 9/1 Monthly payday

August 26: FY 13-14 assignments can be routed forward.

August 28: Assignments due to HR for 9/6 Semi-monthly payday **last payday for FY 12-13**

August 30: All returning benefits eligible employees must have their FY 13-14 reassignment FINAL APPROVED by 5:00 PM

Important Dates


Day O.N.E. team

Samantha Hernandez x7563

Cheryl Huguley x8221

Jennifer Evetts x7962

Trina Bolden X8007

Pamala Howard X6618

Claudia White x6952

Thank youThank you

We would like to thank everyone for attending and assisting us in having a successful year-end close.

We would like to thank everyone for attending and assisting us in having a successful year-end close.

7/11/12

2012-2013 Fiscal Year-End Workshop Wednesday, June 12, 2013 UC 2.01.28 Denman 9:00 am – 11:00 am Tuesday, June 20, 2013 UC 2.01.28 Denman 9:00am - 11:00am.

Documents

balance balances

accounts departmental

negative balances

account balances

fiscal yearend balances

accounts disposition

salary accounts

certain accounts