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2013-2014 Fiscal Year-End Workshop Thursday, August 14, 2014 Business Building, University Room, 2.06.04, 9am – 11am Wednesday, August 13, 2014 Buena Vista.

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Presentation on theme: "2013-2014 Fiscal Year-End Workshop Thursday, August 14, 2014 Business Building, University Room, 2.06.04, 9am – 11am Wednesday, August 13, 2014 Buena Vista."— Presentation transcript:

1 Fiscal Year-End Workshop Thursday, August 14, 2014 Business Building, University Room, , 9am – 11am Wednesday, August 13, 2014 Buena Vista Building Room 1.318, 9:00am – 11:00am Upcoming workshops

2 Fiscal Year-End Workshop Agenda: Opening Remarks Lapse Guidelines for Fiscal Year-End Balances Diana Macias-Ollervidez Fiscal Management Sub-Certification Process Accounting Services – Charlotte Mikulec Disbursements/Travel Services – Nora Compean Break Purchasing – Yvette Medina and Lane Brinson Payroll Management Services – Javier Martinez & David Lerma Human Resources – Claudia White & Samantha Hernandez Agenda: Opening Remarks Lapse Guidelines for Fiscal Year-End Balances Diana Macias-Ollervidez Fiscal Management Sub-Certification Process Accounting Services – Charlotte Mikulec Disbursements/Travel Services – Nora Compean Break Purchasing – Yvette Medina and Lane Brinson Payroll Management Services – Javier Martinez & David Lerma Human Resources – Claudia White & Samantha Hernandez

3 LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

4 Lapse Guidelines – Educational & General Funds   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   Any negative balances are addressed and cleared   Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees   Special Items & Research Development Funding will carry balances forward for FY 2014; however, must be fully expended next year since FY 2015 is the 2 nd year of the biennium.   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   Any negative balances are addressed and cleared   Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees   Special Items & Research Development Funding will carry balances forward for FY 2014; however, must be fully expended next year since FY 2015 is the 2 nd year of the biennium.

5 Lapse Guidelines - Designated Funds   Disposition of centrally funded Designated account balances (formerly 19-7 accounts) are based on each Vice President’s direction for their areas.   Prior to year end, Budget Office will provide negative 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 Accounts are not subject to lapse and roll forward:   Most designated accounts sourced from fees   Facilities & Administration (F & A) accounts   Disposition of centrally funded Designated account balances (formerly 19-7 accounts) are based on each Vice President’s direction for their areas.   Prior to year end, Budget Office will provide negative 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 Accounts are not subject to lapse and roll forward:   Most designated accounts sourced from fees   Facilities & Administration (F & A) accounts

6 Centrally funded E&G and Designated Accounts General Recap by Area - FY 2014   President’s Office – department balances at year end will roll forward   Academic Affairs – departmental balances at year end will roll forward   Research – departmental balances at year end will roll forward; balances in E&G salary accounts will lapse to VP Research reserve   Business Affairs – department balances at year end will roll forward   Community Services – department balances at year end will roll forward   Student Affairs – department balances will lapse to VP Student Affairs reserve   External Relations – department balances will partially roll forward For questions, please contact your Financial Area Rep   President’s Office – department balances at year end will roll forward   Academic Affairs – departmental balances at year end will roll forward   Research – departmental balances at year end will roll forward; balances in E&G salary accounts will lapse to VP Research reserve   Business Affairs – department balances at year end will roll forward   Community Services – department balances at year end will roll forward   Student Affairs – department balances will lapse to VP Student Affairs reserve   External Relations – department balances will partially roll forward For questions, please contact your Financial Area Rep

7 Remaining Balance - Service Centers   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 Shannyn Adkins x4229   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 Shannyn Adkins x4229

8 Remaining Balances - Other Fund Groups Year-end balances in the following funds are not subject to lapse (carry forward 100%):   Grant and Contracts   Auxiliary Enterprise   Gift/Restricted Funds   Plant Funds Year-end balances in the following funds are not subject to lapse (carry forward 100%):   Grant and Contracts   Auxiliary Enterprise   Gift/Restricted Funds   Plant Funds

9 Fiscal Management Sub-Certification Process

10   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 Department Manager (Account Administrator-Define) should provide a fiscal management sub-certification for cost centers 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 Department Manager (Account Administrator-Define) should provide a fiscal management sub-certification for cost centers 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 (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

14 Fiscal Management Sub-Certification Process   Department Managers 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:   Department Managers 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   Department Manager is not correct   Account is inactive or zero balance ‒ ‒ Complete Unit and Account Request Form ‒ ‒ Send to Accounting Office   Department Manager 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   Department Manager is not correct   Account is inactive or zero balance ‒ ‒ Complete Unit and Account Request Form ‒ ‒ Send to Accounting Office   Department Manager 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 Min RenSenior Accountant4525 Regina MooreFinancial Analyst4227 Kimmung DoanAccountant II4834 Jill PalmerAccountant II4827 Ashley ZaldivarAccountant III8525 Vincent DeLeonAccountant II8333 Priscilla YbarraAccountant II6939

19 Critical Accounting Deadlines August 20Corrections through July due to Accounting Services by 5pm August 29IDT’s through end of August are due to Accounting Services by 5pm September 4Inventory Reconciliation due to Accounting Services by 3pm September 11Corrections 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   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   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 08/22/14 to be included in FY13/14 expenses Service Centers   Bill for services rendered for FY13 by calendar deadlines Inventory   Complete inventory count and reconciliation must be sent to Accounting by 9/04/14 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 08/22/14 to be included in FY13/14 expenses Service Centers   Bill for services rendered for FY13 by calendar deadlines Inventory   Complete inventory count and reconciliation must be sent to Accounting by 9/04/14 at 3PM

22 General Accounting Information   Chart of Account Maintenance Form   Form required to add or modify departments or cost centers   Form and instructions are located under Forms and Worksheets   Statement of Account Reconciliation   Need to reconcile your converted data as of April from DEFINE to PS   All revenues and expenses were reviewed by Accounting Services and by Grants and Contracts Financial Services   Interim process   Chart of Account Maintenance Form   Form required to add or modify departments or cost centers   Form and instructions are located under Forms and Worksheets   Statement of Account Reconciliation   Need to reconcile your converted data as of April from DEFINE to PS   All revenues and expenses were reviewed by Accounting Services and by Grants and Contracts Financial Services   Interim process

23 General Accounting Information   Access the Accounting Services website for various links and tools   Links to Forms & Worksheets   Links to FMOG’s   Access the Accounting Services website for various links and tools   Links to Forms & Worksheets   Links to FMOG’s

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

25 General Accounting Information Corrections (cont’d)   Provide the following information: ‒ ‒ Document ID number ‒ ‒ Original cost center and account used ‒ ‒ New cost center and account for correction ‒ ‒ Amount of correction, esp if only a partial correction ‒ ‒ Reason for the correction ‒ ‒ Copy administrator on account being charged (approval is implied) Corrections (cont’d)   Provide the following information: ‒ ‒ Document ID number ‒ ‒ Original cost center and account used ‒ ‒ New cost center and account for correction ‒ ‒ Amount of correction, esp if only a partial correction ‒ ‒ Reason for the correction ‒ ‒ Copy administrator on account being charged (approval is implied)

26 General Accounting Information Corrections (cont’d) – –Prior year corrections – none will be made after year end – critical to review currently – –Corrections for Sep to May (DEFINE data) – valid reason must be provided as to why corrections are now being requested Will only be corrected if material to financial statements Corrections (cont’d) – –Prior year corrections – none will be made after year end – critical to review currently – –Corrections for Sep to May (DEFINE data) – valid reason must be provided as to why corrections are now being requested Will only be corrected if material to financial statements

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

28 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

29 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Nora CompeanDirector4831 VACANTAsst. Director Elisabeth CuadrosDisbursements and Travel Services Supervisor 4832Non-PO/T&E vouchers: In/Out State and Foreign, Travel Advances, Journals, Citibank CLIBA payment approval Kelly RockDisbursements and Travel Services Supervisor 4278P, S, T, NSF's, Scholarship Vouchers, UTHSC Due to/Due from final approval, Citibank CLIBA payment approval DeShanna RiderDisbursements and Travel Services Supervisor 6525D-H, Utilities, NSF’s, Citibank payment approvals

30 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Robyn RigneyDisbursements and Travel Specialist II 4215A - C; Cell Phones with AT&T; Copiers (American Messaging, Canon, Davidson Document Solution, Documation, Konica Minolta, De Lage Laden, Lease Scv Ctr, Kyocera, USAS, Scholarship Vouchers, Citibank CLIBA payment approval Dorothy CheathamDisbursements and Travel Specialist II 4836I - M, Aramark, NSF's, Direct Deposit & Garnishments, Vendor ID Set Up Process, Citibank CLIBA payment approval Priscilla MarquezDisbursements and Travel Specialist II 4828Non-PO/T&E vouchers, Registrations: In/Out State and Foreign, Travel Advances and Settlements, TAC cards, Citibank CLIBA payment approval Robin KlingDisbursements and Travel Specialist II 4840U - Z, NSF's, Cell phones except AT&T, Daily Check Run Processing, Vendor Holds & Check Reissues; Citibank CLIBA payment approval Derhonda RamirezDisbursements and Travel Specialist II 4477Q-R, Specialty vendors, Praxair, Comdata, Texas Folklife and Asian Festivals, Non-PO/T&E vouchers, Citibank CLIBA payment approval

31 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Rochele StriblingDisbursements and Travel Specialist I 6979All Specialty Vendors (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 4843C, E, I- M, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintrogen, and Integrated DNA). Specialty vendor Eshipglobal. Lindsay StaniszDisbursements and Travel Specialist I 4213D, W-Z; 360 Integrated, Hi Ed, SW Bell. Front desk duties, Mail for Travel Wanda BurnsDisbursements and Travel Specialist I 4839B and S, High Volume Vendors (Alpha Bldg, Apple, Bio-Rad, Grainger, Siemens, Sigma Aldrich, Simplex Grinnell, High One/Sallie Mae, SHI, Star Shuttle, 2 Fat Guys), OFPC Invoices, Property Leases, Siemens/Evoque

32 Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Sue DavidsonDisbursements and Travel Specialist I 4214F, N, O - R, T & V, High Volume Vendors (Nolan’s Office, Office Depot, Precision Resource, Pollock Paper, Today’s Office Center, Tormax, and VWR) Debra WilliamsDisbursements and Travel Specialist I 4218A, G, H, (Fischer, Bio Rad, Heaven Scent, Consolidated Office, Charles Rivers, and Ricoh) Lily WangAccountant II4825Reconciliation of Travel Advances, Journals, Citibank payment approval. Concur approvals. Irene ValdezAccountant II6167Wire transfers, Reconciliation of Travel Advances, Citibank CLIBA payment approval. Concur approvals.

33 Critical Disbursements and Travel Services Deadlines August 15Departments must submit ALL vouchers from September - July (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 15PBO – last day for departments to final approve August 18Departments must submit ALL vouchers from August 1 st -15 th, (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM August 22Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 16 th to August 21 st to the DTS office by 5PM. August 22Vouchers to be included for $1,000 or less must be to DTS by 5PM. August 25ALL travel for August must be settled and be in DTS by 5PM. All travel advances, participant advances, athletic advances for FY13-14 must have supporting documents turned in to DTS by 5PM. August 28Last check run at noon for FY13/14.

34 Year-End DTS Functions   Travel encumbrances will roll forward to new FY14/15.   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 25 th.   Cash Advances not approved before end of FY13/14 will be returned/denied. A new advance must be created in new FY14/15.   T&E reimbursements received after deadline will be processed in new FY14/15. DTS will change accounting date to new month.   Travel encumbrances will roll forward to new FY14/15.   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 25 th.   Cash Advances not approved before end of FY13/14 will be returned/denied. A new advance must be created in new FY14/15.   T&E reimbursements received after deadline will be processed in new FY14/15. DTS will change accounting date to new month.

35 Travel Reminder   Must use approved UT System travel and car rental agencies.   Approved travel agencies Corporate Travel Planners Anthony Travel   Approved car rental agencies Avis/Budget Enterprise/National Hertz   Must use approved UT System travel and car rental agencies.   Approved travel agencies Corporate Travel Planners Anthony Travel   Approved car rental agencies Avis/Budget Enterprise/National Hertz

36 Audit Findings on State AccountsSolution/Correction PO amounts do not match final invoicePOC needs to be processed or move difference to a different non State cost center Freight not included or exceeds estimated amounts on PO POC needs to be processed or non State cost center provided Tips and hotel taxes cannot be charged to State accounts Provide alternate cost center Lodging rate increases now require pre- approval Notate in COMMENT section and select type of expense to encumber on Travel Authorization to show breakdown. 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 SIF form

37 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

38 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:

39 Critical Pro-Card Voucher Deadlines for Citibank August 4Transactions for August 3 rd August 12Recommended: Last day to charge using Pro-Card for FY13/14. August 15Transactions for August 4 th – August 14 th ready for reconciliation and approval August 18Departmental approval due by 5:00pm for August 3 rd statement. August 22Departmental approval due by 5:00 PM for August 4 th –August 14th September 4thProCard transactions from August 15th – September 3 rd are ready for reconciliation and approval. Expenses will be charged to FY 14/15 Note: UTSA has no control over the vendor’s or the bank’s credit card processing and posting dates. Although a Procard may be used, the bank may not process the transaction(s) for several days. Please process all Procard transactions as early as possible.

40 Year-End PTCA Functions   CLIBA – All outstanding balances on the travel cards must be paid in full by August 18 th.   Pro-Card – 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 18 th.   Pro-Card – 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.

41 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

42 General Information To expedite voucher processing (cont’d):   Verify the accuracy of information: − −Remittance address − −Vendor # − −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 (cont’d):   Verify the accuracy of information: − −Remittance address − −Vendor # − −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.

43 General Information 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 UTShare to expedite payment.   SIF form: Direct Deposit Form SIF form: Direct Deposit Form   PO Disencumbrances are handled by Purchasing   Travel Disencumbrances are handled by DTS (submit TAF) 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 UTShare to expedite payment.   SIF form: Direct Deposit Form SIF form: Direct Deposit Form   PO Disencumbrances are handled by Purchasing   Travel Disencumbrances are handled by DTS (submit TAF)

44 PURCHASING & DISTRIBUTION SERVICES

45 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

46 Purchasing & Distribution Services JULY 18Last day Purchasing will accept approved purchase Requisitions Over $25,000 using FY13-14 Funds* AUGUST 8Last day Purchasing will accept approved purchase Requisitions More than $5,000 and up to $25,000 using FY13-14 Funds* AUGUST 15 small dollar deadline Departments are expected to process approved Requisitions $5,000 and less using FY13-14 Funds on or before this date* IMPORTANT FY13-14 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.  Purchasing will not process requests received after the deadlines stated above.

47 Purchasing & Distribution Services  The Process for creating FY14-15 Requisitions in UT Share/PeopleSoft is available on the Purchasing Website under the “Announcements” section.  FY14-15 funds (and not FY funds) must be used to purchase goods or services that will be received and invoiced after September 1st. FY14-15 DATES July 22Requisitions Over $5,000 can be created using FY14-15 Funds Aug 25Requisitions $5,000 and less can be created using FY14-15 Funds

48 Purchasing & Distribution Services  If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext  Contact your departmental Procurement Specialist (Buyer) for any questions or purchasing assistance.  The department/Procurement Specialist assignments are located on the UTSA Purchasing Website at FY14-15 DATES

49 Purchasing & Distribution Services RECEIVING   Orders created in PointPlus must be received by Central Receiving. These orders will have PO numbers beginning with 2013, 2014, etc.   Central Receiving creates receipts for all orders shipped to Central Receiving.   Departments create receipts for orders not delivered to Central Receiving.   Navigate to eProcurement > Receive Items in PeopleSoft to create receipts.   Orders created in PointPlus must be received by Central Receiving. These orders will have PO numbers beginning with 2013, 2014, etc.   Central Receiving creates receipts for all orders shipped to Central Receiving.   Departments create receipts for orders not delivered to Central Receiving.   Navigate to eProcurement > Receive Items in PeopleSoft to create receipts.

50 Purchasing & Distribution Services PEOPLESOFT REQUISITION TIPS Add contact information in the “Additional Information” section and check the “Send to Vendor” checkbox. Use vendors with the “SHARED” location when selecting vendor addresses. Check and verify appropriate “Account Codes” are used in your capital asset requisition. Remember to receive items shipped direct to your department to prevent payment delays. Use the “Purchase Order” number and not “Requisition Number” when placing orders.

51 Purchasing & Distribution Services Procurement Specialists are assigned to specific departments. Please coordinate your purchasing activities with your appropriate assigned Procurement Specialist. Employee NameTitleExt. # Paul DukeSenior Procurement Specialist4064 Julie GohlkeProcurement Specialist III5076 Amanda AlvaradoProcurement Specialist III4598 Patty BurrierProcurement Specialist II4062 Sandra CalderonProcurement Specialist I8680 Mariano AlanizProcurement Specialist I5077 Yvette MedinaPurchasing Business Analyst4974 Lane BrinsonAsst. Director Purchasing4066

52 PAYROLL MANAGEMENT SERVICES

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

54 Contact Information NameTitleExt. # Javier MartinezDirector 4282 David LermaAssistant Director 8276 Payroll Operations Patty TitusSr. Payroll Accountant4281 Rosa CasasPayroll Accountant4713 Nnennaya IkwuagwuPayroll Accountant8234 Elizabeth OrtizPayroll Specialist II6221 Lori ContrerasPayroll Specialist I4280 Time Labor Administration Christine BodilySr. Time & Labor Analyst4283 Patricia SauerSr. Time & Labor Analyst8235

55 Critical Payroll Deadlines August 18Last Timesheet Deadline date for salaried employees to meet August’s monthly payroll processing. Via timesheet, supervisors submit Overtime Comp Time Payout (OCP) time entry to your departmental timekeeper by this date to include in 8/1 -8/31 monthly pay period. September 2 nd (By 3:00 PM) Last Timesheet Deadline date for Hourly employees. 8/16 – 8/31 pay period. Note: Late entries will be processed following fiscal year – September. Deadline Questions?

56 General Information   Payroll website: − −Payroll deadlines − −Timesheet Deadlines − −Regulatory changes   Payroll website: − −Payroll deadlines − −Timesheet Deadlines − −Regulatory changes

57 HUMAN RESOURCES Samantha Hernandez

58 Interim Process Continuati on  Interim Workflow Solutions (SharePoint)  Department Approval (DAF) needs to be attached  Any other supporting documents

59 Terminations  Summer appointments (job rows) that need to be ended  Use “Review/Request Job record Change for Employee”  Use Action of Termination  End by August 31 st (action needed by 8/22)  Beware of overpayments  Monthly employees  Expected End Dates  Weekly reports  Faculty  Only term faculty who are truly separating from UTSA

60 Fall Hires/Rehires  Faculty  Use the Review/Create Faculty Contract  Need approval from Dean and Vice Provost office  Staff  Day O.N.E. for benefits eligible  Hire/Rehire an employee form for non-benefits eligible  Students  Must be enrolled  Multiple jobs- Can only work 19 or 20 hrs. per week  Student Assistants need Financial Aid approval  Work study job title no longer needs to change when they run out of funding  Retroactive processing causes problems in the system

61 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 * paid monthly

62   New Employees may not begin working until HR approves their SharePoint form   All new employees must complete the Employee Self Service Portal   Complete I-9 Form (within 3 working days)   Will need to bring original documents to HR   Update Personal Information   W4   SharePoint forms due 8/22 for 9/1 start dates Important Information

63 Processing Dates   Employee Processing Dates   Refer to calendar on HR website   SharePoint forms due 8/22 for 9/1 start dates

64 Resources   Human Resources   4648   SPOC   7762   Personnel Action and Position Processing   Classes begin in October

65 Guidelines for Maximum Vacation Accrual Rates Vacation Accrual rates have a maximum amount of hours that can be carried from one fiscal year to the next. Vacation hours are not lost, but are converted to sick leave at the end of each fiscal year, which will occur September 1 st, The maximum number of Vacation hours that can be carried forward can be found at Vacation Accrual rates have a maximum amount of hours that can be carried from one fiscal year to the next. Vacation hours are not lost, but are converted to sick leave at the end of each fiscal year, which will occur September 1 st, The maximum number of Vacation hours that can be carried forward can be found at

66 As of 8/12/2014, any vacation time taken up to 7/31/14 and entered by 8/7/14 is accounted for and is available to Employees through Employee Self Service (ESS) Employees will need to add August Vacation Accruals to the balances displayed in ESS to determine the amount of vacation hours (if any) will be transferred to sick leave. Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st. As of 8/12/2014, any vacation time taken up to 7/31/14 and entered by 8/7/14 is accounted for and is available to Employees through Employee Self Service (ESS) Employees will need to add August Vacation Accruals to the balances displayed in ESS to determine the amount of vacation hours (if any) will be transferred to sick leave. Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st.

67 Balances for August 1 st - 15 th can be viewed on August 22 nd, to include August accruals Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st. Balances for August 1 st - 15 th can be viewed on August 22 nd, to include August accruals Employee and Supervisor may determine if any vacation time may be scheduled off in August to reduce hours transferred to sick leave. Vacation time over the maximum must be taken no later than August 31 st. Balances for August 1 st - 15 th can be viewed on August 22 nd, to include August accruals

68 Please ensure all time and absence are reported into PeopleSoft by Timesheet Deadlines provided by Payroll at Any questions regarding Vacation accrual rates, please feel free to contact HR-Leave Management at Please ensure all time and absence are reported into PeopleSoft by Timesheet Deadlines provided by Payroll at Any questions regarding Vacation accrual rates, please feel free to contact HR-Leave Management at

69 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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