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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.

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Presentation on theme: "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."— Presentation transcript:

1 Fiscal Year-End Workshop Wednesday, June 12, 2013 UC Denman 9:00 am – 11:00 am Tuesday, June 20, 2013 UC Denman 9:00am - 11:00am Tuesday, June 18, 2013 BV Downtown Campus 9:00 am – 11:00 am Upcoming workshops

2 Fiscal 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

3 Controllers Website The year-end workshop PowerPoint presentation and calendar are posted on the Controller's website.Controller's website Download the calendar to your Outlook calendar or print copies. FMOGs/Forms/FAR Presentations

4 LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

5 Lapse Guidelines – Educational & General Funds (14 – Accounts) Special Items & Research Development Funding must be fully expended by FY 2013 as this is the 2 nd 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 Presidents 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 2 nd 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 Presidents 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

6 Lapse Guidelines Designated Funds (19 – Accounts) Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice Presidents 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 and roll 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 Presidents 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 and roll forward: Most 19-accounts sourced from fees Facilities & Administration (F & A) 19-8 accounts

7 Remaining Balance 14 E&G and 19-7 Accounts General Recap by Area - FY 2013 Presidents 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 balance balances in 14 salary accounts are swept throughout the year by VPAA 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 Presidents 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 balance balances in 14 salary accounts are swept throughout the year by VPAA 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

8 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 x 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 x Angie Lopez x6633

9 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)

10 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 – Policy on the Annual Financial Report. Review Financial Management Operational Guidelines (FMOG), Fiscal Management Sub- Certification Work Plan, Section 1: Internal ControlFiscal Management Sub- Certification Work Plan 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 – Policy on the Annual Financial Report. Review Financial Management Operational Guidelines (FMOG), Fiscal Management Sub- Certification Work Plan, Section 1: Internal ControlFiscal Management Sub- Certification Work Plan

11 Fiscal Management Sub-Certification Process 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.

12 Highlights of the Fiscal 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

13 Highlights of the Fiscal Management Sub-Certification (contd) 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

14 Fiscal Management Sub-Certification Process 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: 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:

15 Common Errors 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 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

16 ACCOUNTING SERVICES

17 Contact Information Main line: Location: University Heights, Tech2, Website: Accounting ServicesAccounting Services Main line: Location: University Heights, Tech2, Website: Accounting ServicesAccounting Services

18 Contact Information NameTitleExt. # Charlotte MikulecDirector, Accounting & Financial Reporting 4841 Cynthia SchweersAssociate Director4216 Justin AvantsSenior Accountant4525 Regina MooreFinancial AnalystAssigned to PeopleSoft Marlene ZacariasAccountant III4826 Kimmung DoanAccountant II4834 Jill PalmerAccountant II4827 Ashley ZaldivarAccountant II8525 Maggie LopezAccountant II Priscilla YbarraAccountant I6939

19 Critical Accounting Deadlines July 18Corrections for Sept-May due to Accounting Services by 5pm July 26Corrections for June due to Accounting Services by 5pm August 21Corrections for July due to Accounting Services by 5pm September 3Inventory Reconciliation due to Accounting Services by 3pm September 5First close of August September 9 Electronic SOA sent by MRAS no later than 10AM Recommend the use of UT Direct to get ahead on reconciling September 12Corrections for August due to Accounting Services by NOON

20 Year-End Accounting Functions Pre-Payments and Accruals Year End Closing and Accounting Pre-Payments Entry 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 Accounting Pre-Payments Entry 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

21 Year-End Accounting Functions Accruals Accrue for services rendered or goods received as of August 31 st Materiality factor of > $1,000 per item Vouchers 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 Inventory Complete inventory count and reconciliation must be sent to Accounting by 9/03/13 at 3PM Accruals Accrue for services rendered or goods received as of August 31 st Materiality factor of > $1,000 per item Vouchers 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 Inventory Complete inventory count and reconciliation must be sent to Accounting by 9/03/13 at 3PM

22 General 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 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 to Accounting Services to inactivate accounts with zero balances - Account cannot have an encumbrance - GB2 screen provides good overview

23 General Accounting Information NACUBO classification review Account administrators are requested to review NACUBO classification on their accounts Link to NACUBO definitions Chart of AccountsChart of Accounts (Chart of Accounts: Section 3: Fund Accounting Principles) Why: To ensure accuracy of financial reporting Send 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 AccountsChart of Accounts (Chart of Accounts: Section 3: Fund Accounting Principles) Why: To ensure accuracy of financial reporting Send to Accounting Services for NACUBO changes Include justification for change

24 General Accounting Information 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 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

25 General Accounting Information 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 FMOGs 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 FMOGs

26 General Accounting Information Corrections: Send all corrections except for 26-accounts to Send corrections for 26-accounts to the applicable RSC administrator These corrections will follow same guidelines and deadlines as those sent for accounting corrections Corrections: Send all corrections except for 26-accounts to Send corrections for 26-accounts to the applicable RSC administrator These corrections will follow same guidelines and deadlines as those sent for accounting corrections

27 General Accounting Information Corrections (contd) 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 (contd) 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

28 Accounting 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

29 DISBURSEMENTS AND TRAVEL SERVICES (DTS) & PROCARD/TRAVEL CARD ADMINISTRATION (PTCA)

30 Contact Information Disbursements/Travel main line: Disbursements fax line: Website: Disbursements and Travel ServicesDisbursements and Travel Services Disbursements/Travel main line: Disbursements fax line: Website: Disbursements and Travel ServicesDisbursements and Travel Services

31 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Nora CompeanDirector4831 VACANTAsst. Director Elisabeth CuadrosDisbursements and Travel Services Supervisor 4832Assigned to Peoplesoft. VP2/VP5: In/Out State and Foreign, Travel Advances, VJ1s, Citibank CLIBA payment approval Kelly RockDisbursements and Travel Services Supervisor 4278N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5 Interdepartmental Review/Approval, UTHSC Due to/Due from final approval, Citibank CLIBA payment approval Lily WangDisbursements and Travel Services Supervisor 4825D-H, Utlities, NSFs, VP5: In/Out State and Foreign, Travel Advances, VJ1s, Citibank CLIBA payment approval

32 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Robyn RigneyDisbursements and Travel Specialist II 4215A - C; NSF's, PO Disencumbrances, VP3's, USAS, Scholarship Vouchers, Citibank CLIBA payment approval Dorothy CheathamDisbursements and Travel Specialist II 4836I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit & Garnishments, Vendor ID Set Up Process, Citibank CLIBA payment approval Priscilla MarquezDisbursements and Travel Specialist II 4828VP2's, Registrations, VP5: In/Out State and Foreign, VJ1s, Travel Advances and Settlements, TAC cards, Citibank CLIBA payment approval Robin KlingDisbursements and Travel Specialist II 4840U - Z, NSF's, PO Disencumbrances (VE2 & VE3 documents), Daily Check Run Processing, Vendor Holds & Check Reissues; Citibank CLIBA payment approval Rebecca RevellDisbursements and Travel Specialist II 6525All Specialty Vendors, Praxair, Comdata, Fischer Scientific, Texas Folk and Asian Festivals, NSF's, PO Disencumbrances, VP3s, Citibank CLIBA payment approval

33 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Geneva CarrollDisbursements and Travel Specialist I 6979All 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 PhillipsDisbursements and Travel Specialist I 4843E, I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintrogen, and Integrated DNA) Derhonda RamirezDisbursements and Travel Specialist I 4213D, W-Z; VP2 creation, Front desk duties, Mail for Travel, travel disencumbrances Wanda BurnsDisbursements and Travel Specialist I 4839B 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

34 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Sue DavidsonDisbursements and Travel Specialist I 4214F, N, O - R, T & V, High Volume Vendors (Nolans Office, Office Depot, Precision Resource, Pollock Paper, Todays Office Center, Tormax, and VWR) Mary SmallsDisbursements and Travel Specialist I 4218A, C, G, H, (Hi-Ed, Heaven Scent, Consolidated Office, and Charles Rivers) Irene ValdezAccountant II6167Wire transfers, Reconciliation of Travel Advances, Citibank CLIBA payment approval

35 Critical Disbursements and Travel Services Deadlines July 12All Sep-May expenses (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM July 19All June-July expenses, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 12Departments must submit ALL vouchers, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 16PBO – last day for departments to final approve August 19Departments must submit ALL vouchers, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 23Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 19 th to August 22 rd to the DTS office by noon. August 23Vouchers to be included for $1,000 or less must be to DTS by 5PM. August 26ALL 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 documents turned in to DTS by 5PM. August 28IDT vouchers (VT5) using FY12-13 funds must be in DTS by 5PM.

36 Year-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 26 th. 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 26 th. 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.

37 Travel 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

38 Audit Findings on 14 AccountsSolution/Correction PO amounts do not match final invoicePOC 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 agreementsProvide copies of service agreements Incorrect vendors are selectedChanges to vendor company names require an updated W9 form

39 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

40 PTCA Contact Information Employee NameTitleExt. #PTCA Responsibilities Lisa BixenmanCredit Card Program Manager7993 Credit Card program administration, Cardholder training, reconciliations, reporting compliance and cardholder maintenance Anne JacksonProcard Specialist4059 Application processing, Procard training, procard audits Fax: Website:

41 Critical Pro-Card Voucher Deadlines for Citibank August 5ProCard creation date for July 3 rd – August 2 nd purchases. August 9Recommended: Last day to charge using Pro-Card for FY12/13. August 13Departmental approval due by 5:00pm for August 5 th statement. August 16ProCard creation date for Aug 3 rd – Aug 14 th purchases. August 23 Departmental approval due by 5:00pm for August 3 rd – August 14 th VP7s. This will be the final approval for charges to go against the FY12/13 year. September 5ProCard creation date for August 15 th – September 3 rd purchases using FY13/14 funds

42 Year-End PTCA Functions CLIBA – All outstanding balances on the travel cards must be paid in full by August 14 th. 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 14 th. 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.

43 Stipend 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)

44 General 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

45 General Information To expedite voucher processing (contd): Verify the accuracy of information: Remittance address EID Direct deposit information Review critical deadlines for voucher process. For information on specific invoices, please or contact the appropriate staff member responsible for the vendor alphabet. To expedite voucher processing (contd): Verify the accuracy of information: Remittance address EID Direct deposit information Review critical deadlines for voucher process. For information on specific invoices, please or contact the appropriate staff member responsible for the vendor alphabet.

46 General Information To expedite voucher processing (contd): 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 Disbursements and Travel Services website To expedite voucher processing (contd): 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 Disbursements and Travel Services website

47 BREAK

48 PURCHASING & DISTRIBUTION SERVICES

49 Purchasing and Distribution Services Contact Information Main line: Fax line: Website: Purchasing and Distribution ServicesPurchasing and Distribution Services Main line: Fax line: Website: Purchasing and Distribution ServicesPurchasing and Distribution Services

50 Purchasing & Distribution Services July 12Last day PB4 requests (Over $25,000) will be accepted by Purchasing * August 2Last day PB4 requests can be created. August 9Last day PB4 requests (Less than or equal to $25,000) will be accepted by Purchasing * August 9Last day PB0 requests can be created August 16Last 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 1First Day PB4 Requests can be created in PointPlus * August 30First Day PB0 Requests can be created in PointPlus * * Given the March 1 st UT Share GoLive date, FY Purchase Requests will be created in PointPlus. IMPORTANT FY13-14 DATES

51 Purchasing & Distribution Services After August 9 th, 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 9 th, 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:

52 Purchasing & Distribution Services If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext Helpful Contacts

53 Purchasing & Distribution Services Buyers are assigned to specific departments. Please coordinate your purchasing activities with your appropriate assigned buyer. Employee NameTitleExt. # Paul DukeSenior Buyer4064 Julie GohlkeBuyer III5076 Amanda AlvaradoBuyer II4598 Patty BurrierBuyer II4062 Sandra CalderonBuyer I8680 Mariano AlanizBuyer I5077 Yvette MedinaPurchasing Business Analyst4974 Lane BrinsonAsst. Director Purchasing4066

54 PAYROLL MANAGEMENT SERVICES

55 Contact Information Main line: Fax line: Website: Payroll Management ServicesPayroll Management Services Main line: Fax line: Website: Payroll Management ServicesPayroll Management Services

56 Contact Information NameTitleExt. # Javier MartinezDirector Temporarily assigned to PeopleSoft Implementation Team David LermaAssistant Director Temporarily assigned to PeopleSoft Implementation Team Payroll Operations Christine BodilyPayroll Supervisor4283 Elizabeth OrtizPayroll Specialist II6221 Lisa BarteePayroll Accountant4283 Nnennaya IkwuagwuPayroll Accountant Temporarily assigned to PeopleSoft Implementation Team Lori ContrerasPayroll Specialist I4280 Payroll Benefits Patty TitusSr. Payroll Accountant4281 Rosa CasasPayroll Accountant4713

57 Critical Payroll Deadlines August 5Retroactive Funding Assignments modification to Human Resources (Sept - July) August 16Retroactive Hourly Salary Transfers to Payroll Office August 20Assignments for September 1 st Payday to Human Resources August 28Assignments for September 6 th Payday to Human Resources by 5PM – Last payday of fiscal year August 29Last day for Payroll to cancel and reissue checks for FY12-13 September 3 Voucher Cutoff for September 6 th 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?

58 General Information Payroll website: Payroll deadlines Regulation and law changes Timely process of pay vouchers (OV1, OV5, paper vouchers) Meet deadlines Be aware of approvers absence Payroll website: Payroll deadlines Regulation and law changes Timely process of pay vouchers (OV1, OV5, paper vouchers) Meet deadlines Be aware of approvers absence

59 General Information 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?

60 Over Payment Warning

61 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?

62 Default 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.

63 Encumbrance balances in Default Accounts must be funded prior to payroll processing. Default account balances MUST be ZERO by July 26 th, 2013 and remain zero for the remainder of FY 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 Budget Approvals for Assignments – HRMS Default Account Maintenance Year End Deadline for Clearing Default Account Encumbrances

64 HUMAN RESOURCES

65 Reassignments All assignments without an end date in HRMS will automatically rollover to the new fiscal year. Any employees 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.

66 Reassignments VERY IMPORTANT: ALL RETURNING BENEFITS ELIGIBLE EMPLOYEES must have their FY 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 wont impact benefits.

67 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 GRAs, GAs and TAs, can be assigned for the fall & spring.

68 TitleFall/SpringSummer Graduate Research Assistant (GRA) 6 hours3 hours Graduate Assistant (GA)6 hours3 hours Student Assistant (work-study) 6 hoursSee Financial Aid Teaching Assistant (TA)6 hours3 hours Undergraduate Research Assistant (URA) 9 hours6 hours Enrollment Requirements

69 Checking Document Routing and Status

70 Work-Study Assignments

71 INCORRECTCORRECT

72 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 arent 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.

73 How to Check Concurrent Assignments Non- Pooled Assignment Pooled Assignment

74 All terminations should be processed before August 30 th 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

75 Self-service tool for HRMS HRMS screenshots Accessible via HR websitewebsite Login using myUTSA ID HRMS Online Tools

76 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 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 reassignment FINAL APPROVED by 5:00 PM Important Dates

77 Contact Information Day O.N.E. team Samantha Hernandezx7563 Cheryl Huguleyx8221 Jennifer Evettsx7962 Trina BoldenX8007 Pamala HowardX6618 Claudia Whitex6952

78 Thank you We would like to thank everyone for attending and assisting us in having a successful year-end close. 7/11/12


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