Administrative Support Toolbox Series FINANCIAL PROCESSING November 15, 2011 1
Overview of Financial Processing & Departmental Functions Agenda Introductions & Opening Activity Overview of Organizational Structure Overview of Financial Processes by Functional Area 2
Compare to your home finances 3 HOMEUTSA Someone’s in chargeAVP FINANCIAL AFFAIRS Keep track of things, pay debt, contract outside services, manage your travel CONTROLLER Keep a budgetBUDGET PLANNING & DEVELOPMENT Create financial reports and analyze them MANAGEMENT REPORTING & ADMINISTRATIVE SYSTEMS Deal with the bills, money in and money out FINANCIAL SERVICES & UNIVERSITY BURSAR Keep track of everything you ownINVENTORY & SURPLUS Go shopping! (buy, receive, distribute) PURCHASING & DISTRIBUTION SERVICES
Activity: 1-2-3-4 1 1 =One expectation for class 2 2 =Two questions you have about Financial Processing at UTSA 3 3 =Three financial processes that you do on the job 4 4 =( Leave this one blank for now ) 4
Business Affairs 5 Kerry Kennedy Vice President for Business Affairs Janet Parker Associate VP Financial Affairs Pamela Bacon Associate VP Administration http://www.utsa.edu/ bussvc/
Financial Affairs Financial Management Operational Guidelines http://www.utsa.edu/financialaffairs/opguidelines/ Financial Affairs Forms and Worksheets http://www.utsa.edu/financialaffairs/forms/ Training Course http://MyTraining.utsa.eduhttp://MyTraining.utsa.edu Financial Fundamentals: Overview of Revenue & Funding Sources (AM 570) 7 Helpful Links:
Financial Affairs Financial Affairs Areas & Responsibilities Office of the Associate Vice President Oversight of all Financial matters for UTSA University Wide Budget / University Strategic Resource Planning Council Tuition and Fee Reviews & Proposal Development Financial Assessments Special Projects Website & Policies/Procedures PeopleSoft Financials Project Controller Accounting Services Capital Project & Debt Service Accounting Grants & Contracts Financial Services Payroll Services Disbursements & Travel Services Procard/Travel Card Administration; effective 12/5/11 8
Financial Affairs Areas & Responsibilities Management Reporting & Administrative Systems COGNOS Reporting Tool DEFINE Administrative Systems Budget Planning and Development Financial Services & University Bursar Fiscal Services Capital Asset Management: Inventory & Surplus Departments 9
Accounting Services Capital Project & Debt Service Accounting Grants & Contracts Financial Services Payroll Services Disbursements & Travel Services ProCard/Travel Card Administration; effective 12/5/11 10 Lenora C. Chapman, C.P.A. Assistant Vice President, Financial Affairs and University Controller for UTSA
Accounting Services 11 MISSION: Provide financial accounting services to the UTSA community & prepare timely & accurate financial reports in accordance with Generally Accepted Accounting Principles (GAAP), Texas State Comptroller, The University of Texas System & various other agencies.
12 Accounting Services What We Do: Coordinate the monthly & annual close of the accounting records Prepare monthly & quarterly financial reports Prepare the Annual Financial Report Answer questions on the monthly Statement of Account (SOA); record corrections as requested; provide training Set up new Budget Groups/subaccounts & manage the Chart of Accounts Officially record various entries to the financial accounting system 12
13 Accounting Services 13 What We Do (cont’d): Financial report preparation as required by the State and other agencies: Survey of Voluntary Supportive Education (CAE) Sources & Uses Report All reports are prepared in accordance with: Generally Accepted Accounting Principles Texas State Comptroller’s guidelines The University of Texas System & other agencies as applicable
14 Accounting Services Training Course utsa.edu/hr/trainingutsa.edu/hr/training Understanding the Statement of Accounts (AM 506) Forms and Worksheets http://www.utsa.edu/financialaffairs/accounting/forms.cfm Helpful Links:
15 Accounting Services Main: 210-458-4212 Fax: 210-458-4222 E-mail: email@example.com@utsa.edu Website: www.utsa.edu/financialaffairs/accounting/www.utsa.edu/financialaffairs/accounting 15 How to Contact Us: Visit the following site to obtain current contact information for Accounting Services staff: http://www.utsa.edu/financialaffairs/accounting/contact.htmhttp://www.utsa.edu/financialaffairs/accounting/contact.html
16 Capital Project & Debt Service Accounting What We Do: Oversee the accounting of major capital improvement programs and institutionally managed capital projects (Plant Funds) Manage debt and debt service; allocate debt to internal accounts responsible for payment Prepare financial ratios to evaluate financial condition of university Special projects 16
17 Capital Project & Debt Service Accounting 17 Helpful Links: Guidelines Section 5A – Financial Management of Capital Assets http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.html Section 5A – Capital Projects (Budget Group 36-9XXX-XX) Procedures http://www.utsa.edu/financialaffairs/opguidelines/184.108.40.206.html Section 5A – Institutionally Managed Capital Projects (Budget Group 36-6XXX-XX and 36-8XXX-XX) Procedures) http://www.utsa.edu/financialaffairs/opguidelines/220.127.116.11.html
Grants & Contracts Financial Services 18 MISSION: Assist in the financial management of sponsored programs by promoting cost accounting practices and consistency in the recording and reporting of financial data.
Grants & Contracts Financial Services What We Do: Ensure UTSA is promptly and accurately reimbursed for restricted sponsored program expenditures: 26-accounts Submit accurate financial reports to funding agencies by the established deadlines to assure: Renewal of awards by funding agencies Funds are able to be collected (mitigate bad debt liability) Review costing practices for research and institutional service centers to ensure compliance with cost accounting standards. 19
Grants & Contracts Financial Services What We Do (cont’d): Ensure compliance with OMB Circular A-21 http://www.whitehouse.gov/omb/rewrite/circulars/a021/a021.html http://www.whitehouse.gov/omb/rewrite/circulars/a021/a021.html (Cost Principles for Educational Institutions) which require: Consistency in estimating, recording & reporting costs. Consistency in allocating costs incurred for the same purpose. Accounting for unallowable costs. Development & updates of the Cost Disclosure Statement (DS-2) as required by the Cost Accounting Standards Board. DS-2 must be completed by all institutions receiving $25M or more in federally sponsored programs. 20
Grants & Contracts Financial Services 21 Helpful Links: Forms and Worksheets http://www.utsa.edu/financialaffairs/grants/forms.cfm Guidelines Section 6A - Grants and Contracts Accounting Practices Section 6B - Establishment and Financial Management of Authorized Service Centers and Specialized Service Facilities http://www.utsa.edu/financialaffairs/opguidelines/2.7.2.html http://www.utsa.edu/financialaffairs/opguidelines/2.7.2.html Section 6C - Accounting for Cost Sharing http://www.utsa.edu/financialaffairs/opguidelines/2.7.4.html http://www.utsa.edu/financialaffairs/opguidelines/2.7.4.html Section 6D - Cost Accounting Standards http://www.utsa.edu/financialaffairs/opguidelines/2.7.5.html http://www.utsa.edu/financialaffairs/opguidelines/2.7.5.html
Grants & Contracts Financial Services Main: 210-458-4225 Fax: 210-458-4222 E-mail: firstname.lastname@example.org@utsa.edu Website: www.utsa.edu/grants/www.utsa.edu/grants/ 22 How to Contact Us: If you’d like to contact a staff member, see the Grants and Contracts Financial Services staff webpage at: http://www.utsa.edu/grants/staff.htm
23 Payroll Services 23 MISSION: Provide accurate and quality payroll operations and customer service to our client departments and individuals.
24 Payroll Services Responsibilities What We Do: Produce and distribute payroll checks Process emergency checks for eligible employees Tax withholding, reporting and compliance W-2s, Wage & Tax Statements Garnishments & Withholding Orders Foreign national taxation (non-resident alien taxation) Form 1042-S, Foreign Person's U.S. Source Income Subject to Withholding Retiree Benefit Billing Management Services Relocation Reimbursements 24
Payroll Services Related Forms and Worksheets http://www.utsa.edu/payroll/forms.cfm Payroll Online Services http://www.utsa.edu/payroll/onlineservices.html Online Earning Statements & W-2’s Start/Change Direct Deposit Change W-4, modify income tax withholding Change home address 25 Helpful Links:
26 Payroll Services 26 How to Contact Us: Main: 210-458-4280Fax: 210-458-4236 E-mail: email@example.com@utsa.eduWebsite: www.utsa.edu/payrollwww.utsa.edu/payroll Staff: NameTitleExtension Javier MartinezDirector PeopleSoft Operation Section Christine BodilyPayroll Supervisor4283 Elizabeth OrtizPayroll Specialist II6221 Lori ContrerasPayroll Specialist I4280 Lisa BarteePayroll Accountant4282 Payroll Benefit Section Patty TitusSr Payroll Accountant4281 Rosa CasasPayroll Accountant4713
Disbursements & Travel Responsibilities Timely payment of invoices of goods and services purchased by UTSA via purchase order or Pro-Card or Travel Cards In accordance with state laws, UTSA Financial Management Operational Guidelines and best business practices Process travel expense reimbursements Communicate travel related policies to the UTSA community Inter-departmental transfers (IDTs) Monthly internal billing charges for mail, phones, work performed by facility services, general stores purchases, etc. 28 What We Do:
Disbursements & Travel Responsibilities Approve reimbursement requests To pay for goods/services that do not typically require a purchase order be processed in advance of the commitment, such as memberships, publications, registration fees, etc. Administer Official Occasions (food/entertainment) reimbursements; process requires completion of a Business Expense Form (BEF) to comply with IRS requirements 29 What We Do (cont’d):
Disbursements & Travel Services 30 Helpful Links: Related Forms and Worksheets http://www.utsa.edu/financialaffairs/forms Related Guidelines Section 7A – Texas Prompt Pay Law http://www.utsa.edu/financialaffairs/opguidelines/2.6.1.html Section 7D -Business-related Hospitality and Entertainment Expenditures http://www.utsa.edu/financialaffairs/opguidelines/2.6.4.html Section 9B – Travel Advances http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html Section 9C - Travel Cards http://www.utsa.edu/financialaffairs/opguidelines/0111.html http://www.utsa.edu/financialaffairs/opguidelines/0111.html Section 9D – Travel Reimbursement http://www.utsa.edu/financialaffairs/opguidelines/0109.html Related Training Courses www.utsa.edu/hr/trainingwww.utsa.edu/hr/training Electronic Travel Process (DE 665) VP2 – Local Funds Voucher (DE 658) Business-Related Hospitality & Entertainment (AM 553) Travel Card Informational Session (AM 558)
Disbursements & Travel Services Contact Information How to Contact Us: 31 Disbursements and Travel Services Phone: 210-458-4213 Fax: 210-458-4829 NEW LOCATION: 5723 University Heights Blvd. Bldg 500, Ste. 1.216 For a staff contact list, including a list of duties performed, see the DTS Duties List at http://www.utsa.edu/financialaffairs/dts/contact.html#duties E-mail:Disbursements.firstname.lastname@example.orgDisbursements.email@example.com Website:http://www.utsa.edu/financialaffairs/dts/http://www.utsa.edu/financialaffairs/dts/
PeopleSoft Implementation Project Update for FMS (Financial Management System) UTShare - 8 campuses working together to implement PeopleSoft FMS and HCM (Human Capital Management) for transition from DEFINE (UTSA, UTEP, UTA, UTPB, UTD, UTT, and UT System) and UT Brownsville legacy system.
PeopleSoft Implementation Project Update for FMS (Financial Management System) Financial project team status: Completed 17 weeks of meeting sessions this past summer to determine UT campuses’ business rules/requirements for UTShare FMS and HCM system Financial Functional Committees, comprised of one representative from each UTShare campus, are meeting weekly to configure and document the system, develop business process guides and the Financial prototype for each major FMS module Data Conversion team is working on mapping data definitions from DEFINE
PeopleSoft Modules Financial General Ledger/Chart of Accounts/Commitment Control Budgeting / HR Integration for Salary Encumbrances Accounts Payable Travel & Expenses Purchasing/Receiving/Eprocurement Asset Management Grants/Contracts/Projects Accounts Receivable/Billing
PeopleSoft Modules Human Capital Management Human Resources – Campus Community, Administer Workforce, Position Management Payroll Benefits Administration Absence Management Time & Labor Portal – Employee Self Service
The House of DEFINE The House of PeopleSoft System Change
Major Differences Between the Systems DEFINE PeopleSoft Mature, established processes Highly customized Fixed, not easy to change Powerful Does most of the processing Limited reporting Paper intensive Departments comfortable using due to long-term use New processes – early stages Reduced automated functionality Configurable Powerful Places processing at administrator’s control - no automatic processing Requires more analytical and critical thinking skills to use Expanded reporting capabilities Fully web enabled More advanced system features/tools
Break Time! 39 If time after the break, let’s do a quick recap using the Alphabet Ball
Mary Simon, C.P.A. Senior Director Budget Planning & Development 40
41 Office of Budget Planning & Development Business Affairs -Your Partner for Successful Solutions 41 MISSION: Support UTSA’s strategic initiatives through sound budget analysis and allocation practices that assist executive management decision-making and planning processes. We work with all campus departments to guide the annual budgetary process, achieve process improvements, create transparency, and develop innovative solutions. Our team-oriented and professional services anticipate customers’ needs, provide appropriate guidance, and produce accurate and timely information.
42 Budget Planning & Development Develop the annual university budget by identifying resources and requirements Project tuition and fee revenues Project benefit budget requirements Approve departmental Budget Documents (BUD) Submit the annual Operating Budget to the UT System / Board of Regents Post the initial budget and monitor all changes including Request for Budget Changes (RBCs) Budget vs. actual for fiscal accountability Budget transfers: permanent & one time (temporary) Implement fiscal year-end lapse policy Business Affairs -Your Partner for Successful Solutions 42 What We Do:
43 Budget Planning & Development Facilitate salary changes for the merit, equity and faculty retention/tenure & promotion processes Monitor HRMS Default Accounts 16 Default accounts were established in Nov. 2009 to cover employee assignments to accounts with insufficient funding. Should be used as a last resort option at payroll processing time for monthly salaried employees. Default Account Owners must clear entries reported in default accounts in a timely manner. Submit various required reports Full Time Equivalent Employees (Qtrly to State) Fiscal Notes – during the legislative session Legislative Appropriations Request (before each biennium) Misc. Salary data Fees, fines & forfeitures (fee balances at year end) Business Affairs -Your Partner for Successful Solutions 43 What We Do:
Funding Sources of UTSA Operating Budget State Appropriations: Formula Funding, Special Items, Benefit Cost Sharing (General Revenue) THECB Transfers: TX Grant, Work-study, etc. Statutory Tuition, Certain Fees (General Revenue-Dedicated) Designated Tuition & Fees Indirect Cost Recovery Facilities & Administrative Overhead Auxiliary Enterprise Funds Housing, Parking, Athletics, Bookstore, University Center, Food Services Restricted Funds Gifts, Financial Aid & Grants/Contracts 44 State Funds 14-Accounts Also referred to as E&G: Educational & General budgets Designated Funds 19-Accounts Also referred to as Local funds 29-Accounts Must be 100% Self-Support; no subsidies from other funds 26-Grants & Contracts Financial Aid 30-Gifts
45 VT1 – transfers between E&G: 14 accounts are initiated by the department and final approved by Budget Office. VT2 – transfers between other fund groups are initiated by the department and final approved by Budget Office. Must be within the same fund group. Transfers between funds – e.g. 14 to 19 accounts are referred to as “inter-fund” transfers and must be requested via email to Budget.Office@utsa.edu Business Affairs -Your Partner for Successful Solutions 45 Budget Planning & Development Budget Transfers
46 Budget Planning & Development Business Affairs -Your Partner for Successful Solutions 46 Helpful Links: Forms and Worksheets http://www.utsa.edu/financialaffairs/Budget/forms.cfm Guidelines 3.3-Financial Aid Set Asides http://www.utsa.edu/financialaffairs/opguidelines/3.3.html 3.4.1 – Budget Approvals for Assignments – HRMS Default Account Maintenance http://www.utsa.edu/financialaffairs/opguidelines/3.4.1.html Training Courses http://MyTraining.utsa.edu http://MyTraining.utsa.edu BUD (Budget Update Document) Overview and Preparation (AM 565) BUD (Budget Update Document) Hands-On Workshop (AM 566)
47 Budget Planning & Development University Heights, Bldg IV, Suite 600 Email us at Budget.Office@utsa.edu Budget.Office@utsa.edu Website: www.utsa.edu/financialaffairs/budget www.utsa.edu/financialaffairs/budget Business Affairs -Your Partner for Successful Solutions 47 How to Contact Us: If you’d like to contact a staff member, see the Budget Planning & Development staff webpage at http://www.utsa.edu/financialaffairs/Budget/contact.html
Unfilled Position 48 Management Reporting & Administrative Systems COGNOS Reporting Tool DEFINE Administrative Systems Senior Director, Management Reporting & Administrative Systems
49 Management Reporting & Administrative Systems 49 MISSION: Provide the UTSA community with timely and accurate on demand access to accurate and up to date financial transactional data services and reports with related information for UTSA customers using the DEFINE system and IBM Cognos ® Business Intelligence reporting tools.
50 Management Reporting What We Do: Provide financial reporting utilizing the IBM Cognos Business Intelligence reporting tool. Reports are delivered: Report formats & features: Excel, PDF, HTML (Scheduled) via email Daily Monthly Quarterly Annually Ad Hoc
51 DEFINE Departmental Financial Information Network The financial transactional information system provided by UT Austin. We use the proprietary system developed by UT Austin. Includes UT Direct web-based access to DEFINE data & processing. DEFINE Financial system processing areas: Accounting Budget Payroll Grants & Contracts Disbursements & Travel Purchasing Inventory Human Resources
52 DEFINE Security Access Granted to employees within a department based on the business needs and usage of DEFINE data Authorized by department administrator Maintained while users are employed within department Requests must be submitted on approved forms Removal of Access Employee who terminates employment Employee who transfers to another UTSA department Access is removed from the old department and reauthorized as required by the new department
DEFINE Forms and Worksheets http://www.utsa.edu/financialaffairs/mras/defineadmi n/forms.cfm DEFINE Training Course www.utsa.edu/hr/Training/www.utsa.edu/hr/Training/ Introduction to DEFINE (DE 650)* *Prerequisite: Activate Your EID – For All Employees (AM 540) NOTE: EID Activation is now done at Day O.N.E. Orientation for new staff & A&P employees 53 Helpful Links: Management Reporting and DEFINE Administrative Systems
54 Management Reporting DEFINE Administrative Systems Main: 210-458-4556 Fax: 210-458-7434 E-mail: MRAS@utsa.edu E-mail: DEFINE.Services@utsa.edu Website: www.utsa.edu/financialaffairs/ mras/ www.utsa.edu/financialaffairs/ mras/ Website: www.utsa.edu/financialaffairs/mras/define admin/ www.utsa.edu/financialaffairs/mras/define admin/ If you’d like to contact a staff member, refer to the website: http://www.utsa.edu/financialaffairs/ mras/contact.html http://www.utsa.edu/financialaffairs/mras/ defineadmin/contact.html Management Reporting & DEFINE Administrative Systems Located at University Heights, Bldg IV, Suite 600
55 Financial Services & University Bursar Fiscal Services Capital Asset Management: Inventory & Surplus Departments Gary Lott, C.P.A Director of Financial Services and University Bursar
56 Fiscal Services MISSION: Provide accurate billing of all student related charges, the professional collection and processing of payments, issuance of refunds and deposits of funds in a timely manner for the entire UTSA community.
Fiscal Services Tuition & fee payments http://www.utsa.edu/fiscalservices/tuition.htm Exemptions http://www.utsa.edu/infoguide/ch3.html#etfc Student Refunds http://www.utsa.edu/fiscalservices/refunds.html Adding money to UTSA Card Application for admissions Foreign health insurance Library and parking fine payments Parking permit payments 57 Services Provided to Students:
Fiscal Services Services Provided to Students: Student 3 rd Party Sponsorship Billing VA Chapter 33 coordination and payment posting Collection of Housing Deposits and Rent Payments Processing and collection of Returned Check payments Collections of Delinquent Payments and coordination with Collection Agencies 58
Fiscal Services Faculty/Staff Departmental deposits http://www.utsa.edu/fiscalservices/DepartmentDeposits.htm Reimbursement for petty cash http://www.utsa.edu/fiscalservices/pettyCash.htm Reimbursement for money lost in vending machines Cash handling policy & training – Section 11, Cash and Investments http://utsa.edu/financialaffairs/opguidelines/#section11 59 Services Provided to Departments:
Fiscal Services Fiscal Services Forms and Worksheets http://www.utsa.edu/fiscalservices/forms.cfm Guidelines Cash Handling and Management http://www.utsa.edu/financialaffairs/opguidelines/4.1.html http://www.utsa.edu/financialaffairs/opguidelines/4.1.html Processing Cash Payments http://www.utsa.edu/financialaffairs/opguidelines/4.1.1.html Training Course http://MyTraining.utsa.eduhttp://MyTraining.utsa.edu Cash Handling 101 (AM 560) 60 Helpful Links:
61 Fiscal Services 61 How to Contact Us: Phone: 210-458-8000 Locations: Main Campus: JPL 1.03.06 Downtown Campus: Frio Street Building 1.508 Email: firstname.lastname@example.org@utsa.edu Website: http://www.utsa.edu/fiscalserviceshttp://www.utsa.edu/fiscalservices
63 Fiscal Services Staff (cont’d) 63 NameTitlePhone Ruth JamesFiscal Account Specialist-DTC2824 Danny KnightFiscal Account Specialist-JPL7194 Isabelle LewisFiscal Account Specialist-JPL7198 Dan RushtonCollections Specialist-Main Bldg 4217 Peggy LasaterFiscal Account Specialist-JPL7195 Julia PooThird-Party Coordinator-DTC2825 Mary Ann Shaughnessy Account Technician-JPL4295
64 Capital Asset Management: Inventory & Surplus MISSION: Adhere to state laws, university rules and regulations by assuring100% asset accountability for all Capital and Controlled assets bought, transferred, or donated to UTSA departments.
Inventory Department Administer & comply with State of Texas Property Accounting requirements for tracking university assets according: https://fmx.cpa.state.tx.us/fmx/pubs/spaproc/index.php https://fmx.cpa.state.tx.us/fmx/pubs/spaproc/index.php ASTM standard for the acceptable ratio for an agency's lost, damaged or destroyed (LDD) for non-high-risk assets has changed from 2% to 1%. Our job is to mitigate that loss by working closely with departments! 65 What We Do:
Inventory Department Maintain inventory data. Assign and affix barcode numbers to allow tracking of university owned assets (equipment). Update inventory data to match departmental records. Record, track, reconcile and report annual inventory results. Train Inventory Contact Person (ICP’s) http://www.utsa.edu/inventory/training.htm ICP’s are appointed by the Department/Division Head. Maintain department inventory records. Verify departmental assets are returned. Our partners to mitigate losses and or report stolen/lost equipment in a timely manner. 66 What We Do:
Inventory Department Items to be on the official inventory are either capital assets or controlled items required by the state to be tracked and reported. Capital assets are real or personal property that have an estimated life of greater than one year with a total landed cost of $5,000 or greater. A controlled item is a capital asset that has a value less than the capitalization threshold established for that asset type, however due to its high-risk nature, is required to be reported although not in the annual financial report. The controlled assets list can be found online at: https://fmx.cpa.state.tx.us/fmx/spa/classcodes/control.php https://fmx.cpa.state.tx.us/fmx/spa/classcodes/control.php 67 What We Do (cont’d):
Inventory Department Review Purchase Orders and Receiving Reports to identify when items required to be inventoried are received. A capital/controlled asset is delivered to the customer. Inventory schedules a visit to barcode the asset in the department. The barcode is affixed; serial number, location and unit code are recorded in DEFINE. 69 What We Do (cont’d):
Inventory Department Notify Central Receiving when an asset is received. Coordinate equipment tagging with Inventory staff and the ICP. Inform the ICP when equipment is transferred and complete required documentation. Require each affected employee completes a Removal of Equipment form when taking university controlled property off-campus. http://www.utsa.edu/inventory/removal_of_state_property.htm UTSA faculty and staff may be personally liable for the replacement cost of equipment lost or stolen due to employee negligence. Do not leave laptops in your car unless secured in a locked trunk! 70 How Departments Help Us:
The Inventory Department Do not purchase capital or controlled assets using the Procard. Violations will be reported! Safeguard assets in work areas. Identify and report equipment you no longer use – e.g. surplus property. 71 How Departments Help Us (cont’d):
Inventory Department Forms and Worksheets http://www.utsa.edu/inventory/forms.cfm Guidelines 5.1 Capital Asset Property Accounting http://www.utsa.edu/financialaffairs/opguidelines/5.1.html 5.2 Administration and Management of Capital Assets & Controlled Property http://www.utsa.edu/financialaffairs/opguidelines/5.2.html Training Courses www.utsa.edu/hr/Training/ www.utsa.edu/hr/Training/ Inventory: Palm/Scanner Usage Class (DE 675) Inventory: Palm/Scanner Usage Refresher Class (DE676) 72 Helpful Links:
Inventory Department Main: 210-458-4844 Fax: 210-458-4845 E-mail: email@example.com@utsa.edu Website: www.utsa.edu/inventory/www.utsa.edu/inventory/ 73 How to Contact Us: If you’d like to contact a staff member, see the Inventory Department staff webpage at: http://www.utsa.edu/inventory/contact%20us.htm
Team Inventory Front row from left to right: Mayra Espinoza, Olinda Ongay, JJ Chavez Back row from left to right: Cassandra Porter, Frank Bates, James Sumner 74
Surplus Property Department 75 UTSA SURPLUS MISSION: Committed to provide the very best of service possible to our highly valued customers. We maintain an effective and fair system of surplus property control by complying with university, state and federal regulations.
Surplus Property Department 76 What We Do: Collect, process and redistribute university property that is no longer being used by a department. Surplus property can be: Reassigned to another UTSA department Donated to state funded schools Sold at auction Disposed of in accordance with state guidelines, e.g. salvaged/cannibalized for parts
Surplus Property Department Forms and Worksheets http://www.utsa.edu/surplus/forms.cfm Guidelines 5.3 Surplus Property http://www.utsa.edu/financialaffairs/opguidelines/5.3.html Surplus Property Request http://www.utsa.edu/surplus/requests.htm Used by departments searching for furniture or equipment. UTSA Surplus On-Line Auctions http://www.utsa.edu/surplus/auction.htm 77 Helpful Links:
Surplus Property Department Main: 210-458-6272 Fax: 210-458-5114 E-mail: firstname.lastname@example.org@utsa.edu Website: www.utsa.edu/surplus/www.utsa.edu/surplus/ 78 How to Contact Us: If you’d like to contact a staff member, see the Surplus Property Department staff webpage at: http://www.utsa.edu/surplus/aboutus.htm
Team Surplus Ed MinterFrank BalderasReyna Zuzak Angel GarzaPete VazquezJohn Avalos 79
80 Purchasing & Distribution Services Department Administrative Support Toolbox Series Financial Processing May 2011
81 Business Affairs Administration Pamela Bacon Associate Vice President for Administration Purchasing and Distribution Services
82 Organizational Structure PurchasingHUBContracts Central Receiving Mail Services Main Campus Mail Services Downtown Campus General Store Mail Services Hemisphere Park Campus Procard Records Retention Storage Facility Business Affairs Purchasing and Distribution Services Department
83 What We Do: The Purchasing and Distribution Services Department provides services to the University. These services include: Purchasing of Goods & Services Contracting Central Receiving Pro Card Compliance HUB Promotion Mail Services (1604 and Downtown) General Stores Records Retention Storage
84 Authorization Levels Dollar RangeProcedure $0.01 to $5,000.00 Authorized limit for department buyers. Bids not required. (PBOs) Small dollar purchase orders can be created and distributed by Department Buyers. TXClass monthly training is available. $5,000.01 to $25,000.00 Departments are not authorized to complete orders exceeding $5000 (PB4) Electronic Purchase Requests must be submitted to Purchasing. Purchasing must solicit a minimum of three informal quotes with at least two from certified HUB vendors. $25,000.01 + Purchasing must issue formal competitive sealed bids from a minimum of three sources, of which two must be certified HUB vendors. All Purchase Orders over $5000 are created and dispersed by Purchasing.
85 Point Plus Web-based purchasing system utilized to create purchase orders and purchase requests. Track orders from start to finish by utilizing UTDirect with your EID Find information about commodities and vendors who sell what you need. View information about delivery of items. TXClass Monthly training available.
86 Procurement Methods Request for Quote (RFQ) ($25,000 or under) Informal request for quotes from multiple companies for specifically defined goods or services. Invitation to Bid (ITB) (Over $25,000) A formal written solicitation (including all terms, conditions, specifications, and an established bid opening time) to secure specified goods or services. The bid responses are not open to negotiation. Awards are made and evaluated primarily on price. Correct use of an Invitations to Bid constitutes full and open competition. Request for Proposal (RFP) Utilized to request certain specific deliverables (typically services) when the specifications or service requirements cannot be completely defined. A predetermined evaluation criteria and an evaluation team are utilized to select the awarded vendor. An RFP allows negotiation of responses, provided that the negotiations are structured appropriately (Purchasing will lead & facilitate any negotiations). Best Value Bid Same as an ITB, except additional criteria are utilized to select the awarded vendor. This criteria can include information such as vendor qualifications, references, and certain quality components of the product or service. The bid responses are not open to negotiation. Cooperative Contracts Contracts developed by other governmental entities that allow UTSA to use. (Value comparisons should be conducted between various contract options.)
87 Purchasing Staff Paul Duke, CTPM Buyer III Ext 4064 Yvette Medina, CTPM Buyer II Ext 4974 Julie Gohlke, CTPM Buyer II Ext 5076 Buyers are assigned by Departments http://www.utsa.edu/purchasing/forms/buyerlist.pdf Lane Brinson, C.P.M. Assistant Director of Purchasing Ext 4066 Juan Macias, CTP Buyer II Ext 4062 Richard Garnica Jr., Buyer II Ext 5077 Vacant, Buyer II
88 HUB: Historic Underutilized Business Businesses certified by the State of Texas that are at least 51% owned by either a minority or a woman. IRENE MALDONADO HUB PROGRAM MANAGER EXT 4068 Irene.Maldonado@utsa.edu Training class: Purchasing From HUB Vendors AM 554
89 HUB Mission The University of Texas Historically Underutilized Business (HUB) initiative is to encourage and assist participating by such businesses in University contracting and purchasing. It is the policy of UTSA to maximize opportunities for HUBs. UTSA is committed to increasing the number and value of purchases with HUBs, and to encourage and assist HUBs participating in the purchasing process. FISCAL YEAR 2011 SEMI-ANNUAL HUB REPORT UTSA Ranked number 20 in the Top State Agencies Spending More than $5 MILLION with 25.58% of UTSADollars spent with HUBs
90 Procard Innovative program that allows direct purchase of goods and services up to $5,000.00 (total) using a Procurement Card Purchase non restricted items directly from the vendor without a purchase order Review Procard website for list of ‘restricted’ items Attend training prior to receiving a Procard Procard Compliance Guidelines http:www.utsa.edu/pds/Procard/ Anne Jackson Procard Specialist Ext 4059
91 When Using the Procard Department places order Contact vendor directly Provide billing instructions Provide shipping instructions Purchases can be delivered directly to department If received through CRW : Ensure appropriate delivery information will be included with delivery packet. Department must : Ensure accuracy of receipt Sales tax is not charged Maintain appropriate documents Ensure adherence to guidelines
92 Contracts Office The Contracts Office is responsible for facilitating the execution of the University’s business service contracts. (Other than POs) A contract is an agreement between two parties that: creates an obligation to perform (or not perform) a particular duty; and Includes mutual compensation (compensation does not need to be monetary) The title is irrelevant. If it includes the elements of a contract, it is a contract.
93 Contracts Office The Contracts Office is responsible for facilitating the execution of the University’s business service contracts. (Other than POs) A contract is an agreement between two parties that: creates an obligation to perform (or not perform) a particular duty; and Includes mutual compensation (compensation does not need to be monetary) The title is irrelevant. If it includes the elements of a contract, it is a contract. Richard “Rancher” Wollney, Jr., J.D. Senior Contracts Specialist Ext. 4069 Jennifer Salyers Contracts Specialist I Ext. 4975 Peggy Metzger Contracts Specialist II Ext. 4899
Types of Business Contracts Affiliation and Program Agreements Athletic-Specific, or Student-Specific Contracts (non- procurement in nature). Interagency Agreements & Inter- local Agreements International Program Agreements Museum and Exhibit Agreements Procurement Contracts; Vendor Services Service Agreements with individuals (those not formally organized as a business) Speaker/Participant Agreements University-Provided Services 94
Contract Routing Generally, the Contracts Office receives Agreements from the following two areas: Purchasing Office: Procurement Contracts require prior submission to the Purchasing Office. AVPA &VPBA: All other service agreements are typically routed first through the AVPA. (AVPA determines if review by the Contracts Office is required) Sponsored Program Agreements & other Research-specific contracts route to OSP and do not involve the Contracts Office. 95
96 Authority to Sign Contracts Only an individual with a written delegation of authority from the President may execute and deliver business contracts on behalf of the University. These individuals currently are: Kerry Kennedy, VPBA Pamela Bacon, AVPA Janet Parker, AVPFA A University contract without an authorized signature may be invalid and unenforceable.
97 Central Receiving Central Receiving Warehouse West Campus
98 Central Receiving Staff Back Row: Ben, Ed, Chris, Lee and Marvin Front Row: Sonny, Carlos, and Sarah
99 http://www.utsa.edu/pds.crw/CentralReceiving@utsa.edu Central Receiving Staff Marvin Gallo, Warehouse Manager Benjamin Moran, Assistant Warehouse Manager Edward Garza, Receiving Supervisor Sarah Arredondo, Administrative Assistant Chris Breeding, Warehouse Worker II Eustaquio “Sonny” DeLeon, Warehouse Worker II Carlos Garcia, Warehouse Worker II Lee Lopez, Warehouse Worker II
100 Central Receiving Receives items & initiates the Receiving Report (PD1) in DEFINE. With limited exceptions, all payments require completion of a Receiving Report If the purchased item is delivered directly to the Department, send an email to CentralReceiving@utsa.edu within 3 business days and include the following information: Order is completed or partially completed Items received & Date received Name of person signing for items
101 Central Receiving To check on delivery of non purchase order items: Call the vendor and get a tracking number Go the Central Receiving website for a list of carrier websites http://www.utsa.edu/pds/crw/carriers.cfm You can track your item and determine its location in the delivery process For additional information go to PDS FAQ http://www.utsa.edu/pds/crw/faq.cfm
102 PBO/PB4 Point Plus With Purchasing Rules and Regulations DE 678 Procard Compliance Training AM 535 Procard Refresher Training AM 537 Purchasing From HUB Vendors AM 554 University Contracts: Processes & Procedures AM 541 Purchasing From HUB Vendors AM 554 Training Classes in MyTraining