1. 2010-2011 Fiscal Year-End Workshop Thursday, July 14, 2011 BB 2.06.04 1:00 pm – 3:00 pm Friday, July 22, 2011 BB 2.06.04 – 1:00 pm – 3:00 pm Tuesday, July 19, 2011 FS 2.520 Downtown Campus 9:00 am – 11:00 am

2. Fiscal Year-End Workshop Agenda: Opening Remarks UTShare PeopleSoft Implementation Project Lapse Guidelines for Fiscal Year-End Balances – Lenora C. Chapman Fiscal Management Sub-Certification Process – Diana Macias-Ollervidez Accounting Services – Charlotte Mikulec Disbursements/Travel Services – Nora Compean Break Purchasing – Yvette Medina Payroll Management Services – Christine Bodily Human Resources – Henry Barrera DEFINE – Cindy Orth Agenda: Opening Remarks UTShare PeopleSoft Implementation Project Lapse Guidelines for Fiscal Year-End Balances – Lenora C. Chapman Fiscal Management Sub-Certification Process – Diana Macias-Ollervidez Accounting Services – Charlotte Mikulec Disbursements/Travel Services – Nora Compean Break Purchasing – Yvette Medina Payroll Management Services – Christine Bodily Human Resources – Henry Barrera DEFINE – Cindy Orth

3. Fiscal Year-End Workshop  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.

4. UTShare PeopleSoft Implementation Project   Website: www.utsa.edu/utsharewww.utsa.edu/utshare   Timeline   Project Team   Website: www.utsa.edu/utsharewww.utsa.edu/utshare   Timeline   Project Team

5. Office Relocation The following offices will be re-locating to UH, 5723 University Heights Blvd. Suite 500, tentatively the week of July 25, 2011.   Controller’s Office   Grants and Contracts Financial Services   Accounting Services- August 1, 2011   Disbursements and Travel Services – tentatively scheduled for mid-September The following offices will be re-locating to UH, 5723 University Heights Blvd. Suite 500, tentatively the week of July 25, 2011.   Controller’s Office   Grants and Contracts Financial Services   Accounting Services- August 1, 2011   Disbursements and Travel Services – tentatively scheduled for mid-September

6. LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

7. Lapse Guidelines – Educational & General Funds (14 – Accounts)   Special Items & Research Development Funding must be fully expended in the 2 nd year of the biennium.   Deficits must be covered during the lapse process.   Budget will coordinate with affected areas.   E & G balances lapse at year-end and are allocated: − −50% to appropriate VP Reserve − −50% for deferred maintenance   E& G Lapse exceptions: Reserves, GIT & Lab fee accounts   Special Items & Research Development Funding must be fully expended in the 2 nd year of the biennium.   Deficits must be covered during the lapse process.   Budget will coordinate with affected areas.   E & G balances lapse at year-end and are allocated: − −50% to appropriate VP Reserve − −50% for deferred maintenance   E& G Lapse exceptions: Reserves, GIT & Lab fee accounts

8. Lapse Guidelines Designated Funds (19 – Accounts)   Deficits not cleared prior to year-end will be cleared during the lapse process.   Budget will coordinate with affected areas.   19-7 accounts will lapse at fiscal year-end and are allocated: − −50% to VP’s appropriate Reserve account − −50% for deferred maintenance   Deficits not cleared prior to year-end will be cleared during the lapse process.   Budget will coordinate with affected areas.   19-7 accounts will lapse at fiscal year-end and are allocated: − −50% to VP’s appropriate Reserve account − −50% for deferred maintenance

9. Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts) The following Designated 19-Accounts are not subject to lapse (carry forward 100%):   Most 19-accounts sourced from fees - other than 19-7   Facilities & Administration (F & A) 19-8 accounts - − −F&A balances under $100 will be swept to next highest level, e.g. Department, College, etc. in accordance with the F&A MOU. The following Designated 19-Accounts are not subject to lapse (carry forward 100%):   Most 19-accounts sourced from fees - other than 19-7   Facilities & Administration (F & A) 19-8 accounts - − −F&A balances under $100 will be swept to next highest level, e.g. Department, College, etc. in accordance with the F&A MOU.

10. Designated Funds - Lapse Restrictions (19 – Accounts)   Budget will monitor all budget transfers during the 4 th quarter between lapsing and non-lapsing accounts.   Detailed explanations are required − −Transfers subject to approval by AVP-Financial Affairs   Budget will monitor all budget transfers during the 4 th quarter between lapsing and non-lapsing accounts.   Detailed explanations are required − −Transfers subject to approval by AVP-Financial Affairs

11. Lapse Guidelines – 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 or Asst. VP Financial Affairs/University Controller.   Subject to Service Center Policy for compliance with OMB Circular A-21. Contact Carol Hollingsworth at x4229 with questions   Not subject to lapse (carry forward 100%)   Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs or Asst. VP Financial Affairs/University Controller.   Subject to Service Center Policy for compliance with OMB Circular A-21. Contact Carol Hollingsworth at x4229 with questions

12. Lapse Guidelines – 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)

13. Fiscal Management Sub-Certification Process   Electronic sub-certification conducted through the Office of Institutional Compliance and Risk Services in September 2011   Required by UT System Administration Policy UTS 142.1 – Policy on the Annual Financial Report.   Review New 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 2011   Required by UT System Administration Policy UTS 142.1 – Policy on the Annual Financial Report.   Review New Financial Management Operational Guidelines (FMOG), Fiscal Management Sub- Certification Work Plan, Section 1: Internal ControlFiscal Management Sub- Certification Work Plan

14. Fiscal Management Sub-Certification Process   Annually, each Account Administrator should provide a fiscal management sub-certification 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 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.

15. 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

16. 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

17. 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).   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).

18. 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   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   Not the same as Annual Compliance Acknowledgments

19. ACCOUNTING SERVICES

20. Contact Information Main line: 458-4212 Fax line: 458-4222 Location: University Heights, effective 8/01/11 E-mail: accounting.ofc@utsa.eduaccounting.ofc@utsa.edu Website: Accounting ServicesAccounting Services Main line: 458-4212 Fax line: 458-4222 Location: University Heights, effective 8/01/11 E-mail: accounting.ofc@utsa.eduaccounting.ofc@utsa.edu Website: Accounting ServicesAccounting Services

21. Contact Information NameTitleExt. # Ana LongoriaDirectorTemporarily Assigned to PeopleSoft Implementation Team Charlotte MikulecAssociate Director4841 Cynthia SchweersSenior Accountant4216 Regina MooreAccountant III4227 Marlene ZacariasAccountant III4826 Kimmung DoanAccountant II4834 Jorge SolisAccountant II4827 Justin AvantsAccountant II4525 Ashley ZaldivarAccountant II8525 Priscilla YbarraAccountant I6939

22. Critical Accounting Deadlines July 22 Corrections for June due to Accounting Services by 5pm August 22 Corrections for July due to Accounting Services by 5pm September 1 Inventory Reconciliation due to Accounting by 3PM September 2First close of August September 7 Electronic SOA sent by MRAS no later than NOON September 9 Corrections for August due to Accounting Services by NOON

23. Year-End Accounting Functions Pre-Payments   Entry made to allocate expenses between fiscal years or expense for next year − −(i.e. maintenance agreements, software licenses, registration fees, etc)   Funds to cover pre-payment will be allocated during FY12 from FY11 budget   Materiality factor of >$1,000 per item   Reminder - Memberships will be excluded from pre- payments – expense will be recognized in full in the year it is paid. Pre-Payments   Entry made to allocate expenses between fiscal years or expense for next year − −(i.e. maintenance agreements, software licenses, registration fees, etc)   Funds to cover pre-payment will be allocated during FY12 from FY11 budget   Materiality factor of >$1,000 per item   Reminder - Memberships will be excluded from pre- payments – expense will be recognized in full in the year it is paid.

24. 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 August 25 to be included in FY10/11 expenses Service Centers (18 Accounts)   Bill for services rendered for FY11 by calendar deadlines Inventory   Inventory count should be completed by 8/31/11   Inventory reconciliation due 9/1/11 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 August 25 to be included in FY10/11 expenses Service Centers (18 Accounts)   Bill for services rendered for FY11 by calendar deadlines Inventory   Inventory count should be completed by 8/31/11   Inventory reconciliation due 9/1/11

25. Changes to Reporting Requirements GASB 51 – Accounting and Financial Reporting for Intangible Assets – effective 09/01/09 Intangible assets include:   Computer software   Purchased – threshold changed to $100,000   Internally developed – threshold is $1,000,000   Easements – threshold is $100,000   Patents – threshold is $100,000   Trademarks – threshold is $100,000   Copyrights – threshold is $100,000 GASB 51 – Accounting and Financial Reporting for Intangible Assets – effective 09/01/09 Intangible assets include:   Computer software   Purchased – threshold changed to $100,000   Internally developed – threshold is $1,000,000   Easements – threshold is $100,000   Patents – threshold is $100,000   Trademarks – threshold is $100,000   Copyrights – threshold is $100,000

26. General Accounting Information   Maintenance of Accounts - required to comply with an audit finding   Send an e-mail to Accounting Services to inactivate accounts with zero balances.   Review accounts with small balances that are not in use and close these accounts by:   A transfer of funds to another appropriate account   Expense as appropriate   Maintenance of Accounts - required to comply with an audit finding   Send an e-mail to Accounting Services to inactivate accounts with zero balances.   Review accounts with small balances that are not in use and close these accounts by:   A transfer of funds to another appropriate account   Expense as appropriate

27. General Accounting Information   Review Financial Management Operational Guidelines (FMOG):   Statement of Accounts (SOA) Reconciliation Process, Section 1: Internal Control Statement of Accounts (SOA) Reconciliation Process   Internal Control, Section 1: Internal Control Internal Control   Year-End Closing and Accounting, Section 4: General Accounting Year-End Closing and Accounting   Review Financial Management Operational Guidelines (FMOG):   Statement of Accounts (SOA) Reconciliation Process, Section 1: Internal Control Statement of Accounts (SOA) Reconciliation Process   Internal Control, Section 1: Internal Control Internal Control   Year-End Closing and Accounting, Section 4: General Accounting Year-End Closing and Accounting

28. General Accounting Information Unit and Account Request Form   Form required to add or modify budget groups, sub-accounts and unit codes   Most current form is always posted on the Controller's website: Controller's website Click on the Forms link der All forms are listed in alphabetical order Unit and Account Request Form   Form required to add or modify budget groups, sub-accounts and unit codes   Most current form is always posted on the Controller's website: Controller's website Click on the Forms link der All forms are listed in alphabetical order

29. General Accounting Information Unit and Account Request Form (cont’d)   Common errors   Missing information   Unit code   Title   NACUBO code   Purpose   Insufficient information to determine purpose and NACUBO function Unit and Account Request Form (cont’d)   Common errors   Missing information   Unit code   Title   NACUBO code   Purpose   Insufficient information to determine purpose and NACUBO function

30. General Accounting Information Sub-Account 69   Effective 6/1/10 use Sub-Account 69 Operation and Maintenance (O & M) of Plant for work order requests   Why: To properly account for work order request expenditures to NACUBO function Operation and Maintenance of Plant   Do not charge work order request to Sub-Account 69 for telephone services work request, event setup and major/minor renovations greater than $100K Sub-Account 69   Effective 6/1/10 use Sub-Account 69 Operation and Maintenance (O & M) of Plant for work order requests   Why: To properly account for work order request expenditures to NACUBO function Operation and Maintenance of Plant   Do not charge work order request to Sub-Account 69 for telephone services work request, event setup and major/minor renovations greater than $100K

31. General Accounting Information Sub-Account 69 (cont’d)   Unless notified Sub-Account 69 will be pooled with Sub- Account 50 to eliminate the need to process budget transfers   Excludes budget groups in the following funds: Service Centers (18 accounts), Auxiliary (29 accounts and some 19 accounts) and Sponsored Grants and Contracts (26 accounts) Sub-Account 69 (cont’d)   Unless notified Sub-Account 69 will be pooled with Sub- Account 50 to eliminate the need to process budget transfers   Excludes budget groups in the following funds: Service Centers (18 accounts), Auxiliary (29 accounts and some 19 accounts) and Sponsored Grants and Contracts (26 accounts)

32. General Accounting Information Statement of Account Reconciliation   Reconcile monthly   Required by UT System Policy UTS 142.1 Statement of Account Reconciliation   Reconcile monthly   Required by UT System Policy UTS 142.1

33. Access to Statement of Account Information   A report is run after the monthly close and sent out electronically   To update personnel list, refer to DEFINE Departmental User Access Form   Electronic distribution of Statement of Accounts went into effect with the April 2011 statements.   Departments can access the same information via UTDirect and download as needed.   Training: Understanding the Statement of Accounts   - Sign up via TXClass – Course ID AM 506 Access to Statement of Account Information   A report is run after the monthly close and sent out electronically   To update personnel list, refer to DEFINE Departmental User Access Form   Electronic distribution of Statement of Accounts went into effect with the April 2011 statements.   Departments can access the same information via UTDirect and download as needed.   Training: Understanding the Statement of Accounts   - Sign up via TXClass – Course ID AM 506 General Accounting Information

34. Corrections:   Send all corrections except for 26-accounts to accounting.ofc@utsa.edu accounting.ofc@utsa.edu   Send corrections for 26-accounts to Office of Post Award Administration (OPPA) Corrections:   Send all corrections except for 26-accounts to accounting.ofc@utsa.edu accounting.ofc@utsa.edu   Send corrections for 26-accounts to Office of Post Award Administration (OPPA)

35. Corrections (cont’d)   Provide the following information:   Document ID number   Original account number used   New account number for correction   Amount of correction   Reason for the correction   Copy administrator on account being charged   Approval is implied by Administrator unless otherwise noted Corrections (cont’d)   Provide the following information:   Document ID number   Original account number used   New account number for correction   Amount of correction   Reason for the correction   Copy administrator on account being charged   Approval is implied by Administrator unless otherwise noted General Accounting Information

36. Upcoming Audits for Fiscal Year 2011 Deloitte & Touche Audit (UT System)   Currently reviewing interim items   Year end audit review – October 2011 Deloitte & Touche Audit (UT System)   Currently reviewing interim items   Year end audit review – October 2011

37. DISBURSEMENTS AND TRAVEL SERVICES (DTS)

38. Contact Information Disbursements main line: 458-4213 Disbursements fax line: 458-4829 Travel main line: 458-4833 Travel fax line: 458-4849 E-mail: Disbursements.travel@utsa.eduDisbursements.travel@utsa.edu Website: Disbursements and Travel ServicesDisbursements and Travel Services Disbursements main line: 458-4213 Disbursements fax line: 458-4829 Travel main line: 458-4833 Travel fax line: 458-4849 E-mail: Disbursements.travel@utsa.eduDisbursements.travel@utsa.edu Website: Disbursements and Travel ServicesDisbursements and Travel Services

39. Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Lisa CartierDirector5915Temporarily assigned to the PeopleSoft Implementation Team Nora CompeanAsst. Director4831 Cheryl GayDisbursements and Travel Services Supervisor 4828D - H, Utilities, NSF's, PO Disencumbrances (VE2 & VE3 documents) and Travel Services Susanita DuenasDisbursements and Travel Services Supervisor 6525N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5 Interdepartmental Review/Approval, UTHSC Due to/Due from final approval Lily WangDisbursements and Travel Services Supervisor 4825Domestic travel reimbursements, Travel advances and Disbursements Svcs.

40. Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Ana GeigenmillerDisbursements and Travel Specialist II 4215A - C; NSF's, PO Disencumbrances, VP3's, USAS, Scholarship Vouchers Dorothy CheathamDisbursements and Travel Specialist II 4836I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit & Garnishments, Vendor ID Set Up Process Elisabeth CuadrosDisbursements and Travel Specialist II 4477Direct Bill, VP2's, Registrations, VP5: In/Out State and Foreign, and Mail Rocky GuerreroDisbursements and Travel Specialist II 4278U - Z, NSF's, PO Disencumbrances (VE2 & VE3 documents), Daily Check Run Processing, Vendor Holds & Check Reissues Norma DaileyDisbursements and Travel Specialist II 4840All Specialty Vendors, Texas Folk and Asian Festivals, NSF's, PO Disencumbrances, VP3s

41. Contact Information Employee NameTitleExt. #Disbursement Vendor Responsibilities Geneva CarrollDisbursements and Travel Specialist I 6979All Specialty Vendors (Praxair, Waste Management, Time Warner, Xerox, Fed Ex, AT&T, Utilities, Copiers, Cell phones, Texas Folk & Asian Festivals, etc.) Pauline PhillipsDisbursements and Travel Specialist I 4843I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintogen, and Integrated DNA) Wanda BurnsDisbursements and Travel Specialist I 4839B and S, High Volume Vendors (Grainger, Alpha Bldg, Siemens, Simplex Grinnell and Star Shuttle)

42. Employee NameTitleExt. #Disbursement Vendor Responsibilities Sue DavidsonDisbursements and Travel Specialist I 4214O - R, T & V, High Volume Vendors (Sigma Aldrich, Charles Rivers, Fisher Scientific, VWR and Bio-Rad) Sandi LakelandDisbursements and Travel Specialist I 4218C, U, W - Z, High Volume Vendors (Cato Electric, Heaven Sent, 2 Fat Guys and Clear Channel) Vacant Contact DTS for Assistance Disbursements and Travel Specialist I 4213Disbursements front desk duties, mail, High Volume Vendors (Data Projections, 360 Integrated and Horizons Telephone Systems Vacant Contact DTS for Assistance Disbursements and Travel Specialist I 4213D - H, N, High Volume Vendors (Dell/Hi Ed, Apple, Sigma Aldrich, Today's Office, Nolan's and CDW Governmental) Contact Information

43. Critical Disbursements and Travel Services Deadlines July 22Departments must submit ALL vouchers, manual or electronic, for expenses September ‘10 thru June ‘11 to the DTS office. August 12PBO – last date to create. August 15Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 5 th to the DTS office by 5:00PM. August 19PBO – last day for departments to final approve. August 23Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 19 th to the DTS office by 5:00PM. August 25Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 20 th to August 24 th to the DTS office by noon. August 29ALL electronic vouchers without proper documentation will be returned to the departments unprocessed. These vouchers will have to be resubmitted with proper documentation AFTER Sept 1. The same doc ID number can be used, however; the creator will have to change the year in DEFINE to FY11/12. August 29All remaining FY10/11 voucher amounts $1,000 or less will be charged to FY11/12. August 29FY10-11 IDT vouchers must be sent to DTS by 5:00PM to in included in August 2011 Statement of Accounts.

44. Critical Pro-Card Voucher Deadlines for JPMorgan August 9VP7 voucher creation date for July 6 th – August 5 th purchases. August 12Recommended: Last day to charge using Pro-Card for FY10/11. August 15Departmental approval due by 5:00pm for July 6 th - August 5 th VP7’s. August 19After 12:30pm – VP7 vouchers creation date for August 6 th thru August 17 th transactions. August 24 Departmental approval due by 5:00pm for August 6 th – August 17 th VP7’s. This will be the final approval for charges to go against the FY10/11 year. September 7VP7 voucher creation date for August 18 th – September 5 th purchases will be charged to the FY11/12 year. September 20Departmental approval due by 5:00pm for August 18 th – September 5 th VP7’s

45. Critical Pro-Card Voucher Deadlines for CitiBank August 5VP7 voucher creation date for July 2nd – August 3 rd purchases. August 17Departmental approval due by 5:00pm for July 2 nd – August 3 rd VP7’s. August 19VP7 vouchers creation date for August 4 th thru August 17 th purchases. August 26 Departmental approval due by 5:00pm for August 4 th – August 17 th VP7’s. This will be the final approval for charges to go against the FY10/11 year. September 6VP7 voucher creation date for August 18 th – September 2 nd purchases will be charged to the FY11/12 year. September 20Departmental approval due by 5:00pm for August 18 th – September 2 nd VP7’s

46. Citibank Procard Distribution The Citibank Procard distribution dates are as follows: Main Campus August 23, 2011 UC 2.01.26 Pecan Room 1:30 – 3:30 pm Downtown Campus August 25, 2011 BV 4.304A 1:30 – 3:30 pm The Citibank Procard distribution dates are as follows: Main Campus August 23, 2011 UC 2.01.26 Pecan Room 1:30 – 3:30 pm Downtown Campus August 25, 2011 BV 4.304A 1:30 – 3:30 pm

47. Critical Processing Dates for SALSI July 15The last day a PBO on a SALSI funded account 14-3300-xxxx can be final approved by the department. July 29The last day to create a reimbursement or payment voucher (with the exception of sub-award and service agreement VP2 payments. July 31All assignments for personnel paid monthly on SALSI-funded 14-3300- xx09 or -10 subaccounts through August 31, 2011, must be processed. Fringe benefits will automatically encumber. Assignments for personnel paid monthly on SALSI cannot have assignment end dates past August 31, 2011. July 31There are a few SALSI funded accounts that have allowable travel. However, no travel is permitted after July 31, 2011. August 15The last allowable bi-weekly pay period will be 8/1 – 8/15. (The last bi- weekly pay period in August will pay out in September and is therefore an unallowable expense.) All assignments for personnel paid from a SALSI 14-3300-xx20 subaccount MUST be revised to reflect a funding end date of August 15, 2011. Every effort must be made to estimate wages AND fringes for these employees.

48. August 18Any correction required on a SALSI funded account must be submitted to the Office of Post Award Administration. August 19 All sub-awards will be modified to change the final bill due date from August 31, 2011 to August 15, 2011. Any VP2 payment vouchers for sub- award final billings must be final approved by the department August 19 Agreements processed for consultants and independent contractors should be reviewed to verify termination dates do not go beyond July 31, 2011, and that final bills are due by August 15, 2011. Amendments should be processed immediately by the departments if current dates do not comply with these requirements. Any VP2 payment vouchers for service agreement final billings must be final approved by the department by August 19, 2011 August 24 Departmental approval due by 5:00pm for August 4 th – August 17 th VP7’s. This will be the final approval for charges to go against the FY10/11 year. Critical Processing Dates for SALSI

49. Year-End DTS Functions   Travel encumbrances are disencumbered 08/30/11.   Per the new 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: − −Change year to 11/12 when processing electronic RTA (VE5) in new fiscal year. − −When travel crosses fiscal years create electronic RTA in new fiscal year. − −Example: Travel begins August 29 thru September 3, create RTA in FY 11/12.   Travel encumbrances are disencumbered 08/30/11.   Per the new 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: − −Change year to 11/12 when processing electronic RTA (VE5) in new fiscal year. − −When travel crosses fiscal years create electronic RTA in new fiscal year. − −Example: Travel begins August 29 thru September 3, create RTA in FY 11/12.

50. Year-End DTS Functions   CBA – All outstanding balances on the travel CBA card must be paid in full by August 20 th.   Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar.   Run Encumbrance Report   Check encumbrance balances and notify DTS for release   Instructions for downloading Encumbrance Report found on the Controller's website.Controller's website   CBA – All outstanding balances on the travel CBA card must be paid in full by August 20 th.   Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar.   Run Encumbrance Report   Check encumbrance balances and notify DTS for release   Instructions for downloading Encumbrance Report found on the Controller's website.Controller's website

51. New DTS Travel Highlights   Mileage reimbursement rate for personal vehicle changed July 1, 2011.   Sept. 1, 2010 thru Dec. 31, 2010 – 50 cents per mile   Jan. 1, 2011 thru June 30, 2011 – 51 cents per mile   July 1, 2011 thru Aug 31, 2011 – 55.5 cents per mile   See current mileage rate on Disbursements and Travel Services website.Disbursements and Travel Services   Expense corrections are to be directed to the Accounting Office. DTS is no longer authorized to process these corrections.   Mileage reimbursement rate for personal vehicle changed July 1, 2011.   Sept. 1, 2010 thru Dec. 31, 2010 – 50 cents per mile   Jan. 1, 2011 thru June 30, 2011 – 51 cents per mile   July 1, 2011 thru Aug 31, 2011 – 55.5 cents per mile   See current mileage rate on Disbursements and Travel Services website.Disbursements and Travel Services   Expense corrections are to be directed to the Accounting Office. DTS is no longer authorized to process these corrections.

52. New DTS FMOG   New Travel Reimbursement FMOG effective May 10, 2011.Travel Reimbursement FMOG   Travel Reimbursement/Settlement Form Travel Reimbursement/Settlement Form   Travel Cards FMOG published June 13, 2011, becomes effective August 15, 2011. Travel Cards FMOG   Travel Card Cardholder Agreement/Application/Maintenance Travel Card Cardholder Agreement/Application/Maintenance   Travel Advances FMOG and form updated on May 16, 2011 and is effective July 18, 2011.Travel Advances FMOG   New Travel Reimbursement FMOG effective May 10, 2011.Travel Reimbursement FMOG   Travel Reimbursement/Settlement Form Travel Reimbursement/Settlement Form   Travel Cards FMOG published June 13, 2011, becomes effective August 15, 2011. Travel Cards FMOG   Travel Card Cardholder Agreement/Application/Maintenance Travel Card Cardholder Agreement/Application/Maintenance   Travel Advances FMOG and form updated on May 16, 2011 and is effective July 18, 2011.Travel Advances FMOG

53. Stipend Process Updates   Upgrading the Stipend Process to allow auto approvals during the first cycle for each semester   Example: College of Education has 25 student records on various accounts. The approver logs in to the system during the first fall semester cycle. When the next fall semester cycle begins, approvals will not be required unless there is a change in the student’s record or the student is paid from a 26 account.   As mentioned, student record changes will still require verification and approval by the colleges/departments.   26 accounts require the Office of Post Award Administration (OPAA) approval during each cycle.   Office of Information Technology (OIT) has already started the process of testing and implementation for the Fall 2011-2012 semester.   Upgrading the Stipend Process to allow auto approvals during the first cycle for each semester   Example: College of Education has 25 student records on various accounts. The approver logs in to the system during the first fall semester cycle. When the next fall semester cycle begins, approvals will not be required unless there is a change in the student’s record or the student is paid from a 26 account.   As mentioned, student record changes will still require verification and approval by the colleges/departments.   26 accounts require the Office of Post Award Administration (OPAA) approval during each cycle.   Office of Information Technology (OIT) has already started the process of testing and implementation for the Fall 2011-2012 semester.

54. 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 (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 (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

55. General Information To expedite voucher processing (cont’d):   Verify the accuracy of information: − −Remittance address − −EID − −Direct deposit information   Review critical deadlines for voucher process.   For information on specific invoices, please email Disbursements.travel@utsa.edu or contact the appropriate staff member responsible for the vendor alphabet. Disbursements.travel@utsa.edu To expedite voucher processing (cont’d):   Verify the accuracy of information: − −Remittance address − −EID − −Direct deposit information   Review critical deadlines for voucher process.   For information on specific invoices, please email Disbursements.travel@utsa.edu or contact the appropriate staff member responsible for the vendor alphabet. Disbursements.travel@utsa.edu

56. 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 DEFINE and Payroll separately to expedite payment.   Direct Deposit Form Direct Deposit Form To expedite voucher processing (cont’d):   Use direct deposit when possible for staff, faculty and vendors. − −Eliminates checks being lost, misplaced or remitted to State as unclaimed property − −Saves University money − −Saves time it takes to pick-up and deposit to checking account   Must update direct deposit information in DEFINE and Payroll separately to expedite payment.   Direct Deposit Form Direct Deposit Form

57. BREAK

58. PURCHASING & DISTRIBUTION SERVICES

59. Purchasing and Distribution Services Contact Information Main line: 458-4060 Fax line: 458-4061 E-mail: purchasing@utsa.edupurchasing@utsa.edu Website: Purchasing and Distribution ServicesPurchasing and Distribution Services Main line: 458-4060 Fax line: 458-4061 E-mail: purchasing@utsa.edupurchasing@utsa.edu Website: Purchasing and Distribution ServicesPurchasing and Distribution Services

60. Purchasing & Distribution Services May 16 July 15 PB4- First Day to Create (FY11-12 Funds) PB4- Last Day Procurements Over $25,000 Can be submitted to Purchasing (FY10-11 Funds) August 5 August 12 PB4- Last Day to Create (FY10-11 Funds) PB4- Last Day Procurements Less than $25,000 Can be submitted to Purchasing (FY10-11 Funds) August 12 PB0- Last Day to Create (FY10-11 Funds) ProCard- Recommended last day to purchase utilizing current fiscal year funds pending financial institution's posting dates (FY 10-11 funds) August 19PBO- last day final dept approval can occur (FY10-11 fund) August 30PB0 – First Day to Create Using New Fiscal Year Funding (FY11-12 Funds) IMPORTANT YEAR-END DATES

61. Purchasing & Distribution Services   If you plan to make large procurements using current fiscal year money, start planning today.   Remember, Buyers will need ample time to meet procurement policies, and if a signed contract is required Business Contracts will also need time to negotiate contract terms.   Submit all supporting documentation to your buyer quickly; this includes quotes, vendor contact information, scope of service, etc. this will help speed up the purchasing process.   Start reviewing your past procurements to identify multi-year contracts:   This includes Copier Renewals, Maintenance Renewals, Software Renewals, etc.   Remember, most software & high tech purchases require a signed agreement.   All service contracts and multi-year contracts require a new PO for the new fiscal year.   NOTE: Purchase requests received after the deadlines stated above will be processed as a FY11-12 purchase.   If you plan to make large procurements using current fiscal year money, start planning today.   Remember, Buyers will need ample time to meet procurement policies, and if a signed contract is required Business Contracts will also need time to negotiate contract terms.   Submit all supporting documentation to your buyer quickly; this includes quotes, vendor contact information, scope of service, etc. this will help speed up the purchasing process.   Start reviewing your past procurements to identify multi-year contracts:   This includes Copier Renewals, Maintenance Renewals, Software Renewals, etc.   Remember, most software & high tech purchases require a signed agreement.   All service contracts and multi-year contracts require a new PO for the new fiscal year.   NOTE: Purchase requests received after the deadlines stated above will be processed as a FY11-12 purchase. Plan Ahead:

62. 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.   Email: crw@utsa.educrw@utsa.edu   Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasingwww.utsa.edu/purchasing   If you have an agreement that needs to be reviewed, contact the Business Contracts Office.   Richard Wollney: 458-4060   If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid.   Email: crw@utsa.educrw@utsa.edu   Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasingwww.utsa.edu/purchasing   If you have an agreement that needs to be reviewed, contact the Business Contracts Office.   Richard Wollney: 458-4060 Helpful Contacts

63. Purchasing & Distribution Services Buyers are assigned to specific departments. Please coordinate your purchasing activities with your appropriate assigned buyer. Buyers are assigned to specific departments. Please coordinate your purchasing activities with your appropriate assigned buyer. Employee NameTitleExt. # Paul DukeBuyer III4064 Yvette MedinaBuyer II4974 Julie GohlkeBuyer II5076 Richard GarnicaBuyer II5077 Amanda AlvaradoBuyer II4598 Lane BrinsonAsst. Director Purchasing 4066

64. PAYROLL MANAGEMENT SERVICES

65. Contact Information Main line: 458-4280 Fax line: 458-4236 E-mail: payroll@utsa.edupayroll@utsa.edu Website: Payroll Management ServicesPayroll Management Services Main line: 458-4280 Fax line: 458-4236 E-mail: payroll@utsa.edupayroll@utsa.edu Website: Payroll Management ServicesPayroll Management Services

66. Contact Information NameTitleExt. # Javier MartinezDirectorTemporarily assigned to PeopleSoft Implementation Team Payroll Operations Christine BodilyPayroll Supervisor4283 Elizabeth OrtizPayroll Specialist II6221 Lisa BarteePayroll Accountant4283 Lori ContrerasPayroll Specialist I4280 Payroll Benefits Patty TitusSr. Payroll Accountant4281 Rosa CasasPayroll Accountant4713

67. Critical Payroll Deadlines July 27Retroactive Funding Assignments modification to Human Resources (Sept - July) August 5Retroactive Hourly Salary Transfers to Payroll Office August 18Assignments for September 1 st Payday to Human Resources August 29Assignments for September 7 th Payday to Human Resources – Last payday of fiscal year September 1Voucher Cutoff for September 7 th Payday Only one (1) day for voucher approvals Deadline Questions?

68. General Information   Payroll website: http://www.utsa.edu/payroll/ http://www.utsa.edu/payroll/ − −Payroll deadlines − −Regulation and law changes   Timely process of pay vouchers (OV1, OV5, paper vouchers) − −Meet deadlines − −Be aware of approver’s absence   HRMS DEFINE Roll – Over August 25 th & 26 th   Payroll website: http://www.utsa.edu/payroll/ http://www.utsa.edu/payroll/ − −Payroll deadlines − −Regulation and law changes   Timely process of pay vouchers (OV1, OV5, paper vouchers) − −Meet deadlines − −Be aware of approver’s absence   HRMS DEFINE Roll – Over August 25 th & 26 th

69. 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?

70. Over Payment Warning

71. 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?

72. 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.

73.   Encumbrance balances in Default Accounts must be funded prior to payroll processing.   Default account balances MUST be ZERO by July 31 st 2011 and remain zero for the remainder of FY 2011.   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

74. HUMAN RESOURCES

75. 2011-2012 Reassignments  All assignments without an end date in HRMS will automatically rollover to the new fiscal year.  Any employee’s assignment not continuing into the next fiscal year, needs to be terminated in HRMS.  Any assignments with an end date in HRMS of 8/31/2011 will automatically expire on 8/31/2011.  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 8/31/2011.

76. 2011-2012 Reassignments  Students must be reassigned for the fall semester.  Cannot extend summer assignment to the fall.  Enrollment must be verified prior to assigning.  Cannot exceed 19 or 20 hours (depending on title), while enrolled in classes.  All student assignments, with the exception of GRA’s, GA’s and TA’s, can be assigned for the fall & spring.

77. GRA, GA, TA Assignments  GRA & GA assignments have to be FYA’d to the Graduate School at “TA/GRA APP”  Must be reassigned for the fall semester.  Cannot exceed 20 hours while enrolled in classes.  GRA’s, GA’s and TA’s have to be assigned within semester dates  Fall – September 1 to January 15  Spring – January 16 to May 31  Summer – June 1 to August 31

78.   Assignment end date must be the last day of classes to avoid becoming benefits eligible.   For example: 9/1/2011 to 12/15/2011   Cannot be reassigned until the start of the next semester   Cannot break an assignment for a few days to solely deny benefits.   Effective 9/1/2011: Benefits eligible students will have to pay 50% of medical cost   Departments CANNOT force an employee to waive benefits GRA, GA, TA Assignments

79. 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

80. 2011-2012 Reassignments  Before any FY 11/12 assignment is done, the “view as of” date needs to be changed to 9/1/2011. Change the “View as of” date to 9/1/2011, then hit “Go” before selecting “Assign”

81.   Human Resources will create all benefits-eligible assignments recruited through STARS.   Newly Assigned   Transfers (new assignment only)   The Day O.N.E. team will host informational sessions.   7/20/2011, 10:00-12:00, UC 2.03.08   7/21/2011, 2:00-4:00, UC 2.03.08   8/2/2011, 2:00-4:00, BV 3.328   8/3/2011, 10:00-12:00, UC 2.0308   8/4/2011, 10:00-12:00, DB 2.304 Day O.N.E. O rientation for N ew E mployees

82.   Non-tenure track (NTT) faculty assignments MUST have an end date of 8/31 or 1/15   Any other assignment end date requires a reason other than End Assignment. Faculty

83. Checking Document Routing and Status

84. The symbol indicates there are documents sitting on your desk. Checking for Returned Documents

85. C = created but not yet approved R = Returned Checking for Returned Documents

86. Concurrent Assignments Non- Pooled Assignment Pooled Assignment

87. Work-Study Assignments

88. INCORRECTCORRECT

89.   Faculty   End Assignment: Used only for NTT assignments   Terminal Appointment: denial of tenure   Staff   Resign from UT San Antonio: completely leaves university   Resignation from Position: demotes to lower position, has dual assignments and resigns from one.   Transfer within UT San Antonio: transfers to another department; gets another position Termination Reasons

90.   Students   End Assignment: default reason   Voluntary: graduates, quits, transfers   Graduation date is the LAST day that student can be assigned in a student title   Dismissal: laid off, dismissed   Loss of Eligibility: depleted work-study funds, dropped a class, expired work authorization   Work authorization expiration date MUST be assignment end date.   Death Termination Reasons

91.   Termination Payroll Vouchers are ONLY paid out on semi- monthly payroll dates.   Reason is no longer End Assignment if employee leaves before original assignment end date.   For tenure & tenure-track faculty, benefits will expire on termination date regardless of quadruple deductions or salary spread.   A non-tenure track (NTT) faculty has an end date in HRMS of 8/31/2012, however shows 5/31/2012 in DEFINE.   Therefore, end date needs to be modified in HRMS if leaving prior to 8/31/2012 Termination

92.   Self-service tool for HRMS   HRMS screenshots   Accessible via HR WebsiteHR Website   Login using computer sign-on HRMS Online Tools

93.   August 5: Compensation Actions outside of Equity Exercise due to HR (new position, reclassifications, salary increases)   August 12: Assignments due to HR for 8/22 Semi-monthly payday   August 18: Assignments due to HR for 9/1 Monthly payday   August 25: Automated rollover in HRMS   August 26: FY 11-12 assignments can be routed and approved   August 29: Assignments due to HR for 9/7 Semi-monthly payday **last payday for FY 10-11** HR Important Dates

94.   DE 681 – Faculty   August 11   DE 682 – Staff   August 10   DE 683 – Students   August 9   Sign-up on our HR Website   My Training My Training HRMS Class All HRMS Classes are from 8:30-11:30 in the MH Computer Lab

95.   HRMS – –Henry Barrera, x7563 – –Lucinda Crane, x4410   Compensation – –Catina Rover, x4259 – –Jenny Jung, x4254   Employment Paperwork – –Sandra Hernandez, x4257 – –Diane Mazuca, x4304 HR Contacts  Day O.N.E. –Samantha Hernandez, x8007 –Claudia White, x6952  STARS –Ron Fosmire, x4256  Benefits –Fran Thibodeaux, x4652 –Jaime Lopez, x6710 –Mary Lou Aguilar, x4258

96. DEFINE ADMINISTRATIVE SERVICES

97. Contact Information Name TitleExt. # Cindy OrthDirector4343 Marta Petiton Administrative Systems Specialist 4556 Araceli Pacheco Administrative Systems Specia list 4346

98. DEFINE Administrative Services   DEFINE website: Financial Affairs MRAS   All forms used by DEFINE Services are located on the website. The following forms are required throughout the year to ensure proper access, reconciliation of the Statement of Accounts, and signature authorizations for each unit code.   DEFINE website: Financial Affairs MRAS   All forms used by DEFINE Services are located on the website. The following forms are required throughout the year to ensure proper access, reconciliation of the Statement of Accounts, and signature authorizations for each unit code.

99. DEFINE Administrative Services   DEFINE Departmental User Access Form − −Form is used to establish a new authorization for DEFINE, change access authorization, delete access for terminated employees or those transferring to another department. Signature of department administrator is required. − −Section III - form is also used as a signature authorization for electronic documents as account or unit administrator. − −Section IV (NEW) – form is used to authorize individuals as a delegate for unit code/s who will be responsible for receiving and reconciling the electronic Statement of Account (SOA).   DEFINE Departmental User Access Form − −Form is used to establish a new authorization for DEFINE, change access authorization, delete access for terminated employees or those transferring to another department. Signature of department administrator is required. − −Section III - form is also used as a signature authorization for electronic documents as account or unit administrator. − −Section IV (NEW) – form is used to authorize individuals as a delegate for unit code/s who will be responsible for receiving and reconciling the electronic Statement of Account (SOA).

100. DEFINE Administrative Services   Recent changes in DEFINE security made by UT Austin to automate the removal of DEFINE access when an employee leaves the university. – –A programmatic utility runs each day and will remove ineligible logon ID’s from desks and as authorized signers. – –HRMS assignments which have an end date will trigger the process as follows: If an employee has an ending date and leaving UTSA who has DEFINE access, no further action is required – access is removed. If an employee has an ending assignment in HRMS and a new/continued assignment has not yet been final approved, a temporary loss of access may be experienced. Upon completion of the HRMS assignment, access will return. Please ensure a smooth transition of assignments to avoid loss of access.   Recent changes in DEFINE security made by UT Austin to automate the removal of DEFINE access when an employee leaves the university. – –A programmatic utility runs each day and will remove ineligible logon ID’s from desks and as authorized signers. – –HRMS assignments which have an end date will trigger the process as follows: If an employee has an ending date and leaving UTSA who has DEFINE access, no further action is required – access is removed. If an employee has an ending assignment in HRMS and a new/continued assignment has not yet been final approved, a temporary loss of access may be experienced. Upon completion of the HRMS assignment, access will return. Please ensure a smooth transition of assignments to avoid loss of access.

101. DEFINE Administrative Services   Unit and Account Request Form – used for routing and reorganization within an area − −DEFINE Services receives these forms that have been submitted to the Office of Accounting as authorization for additions or changes to unit as well as changes for unit administrator. To ensure timeliness throughout the year, please send form as soon as a change takes place. − −Form can also be used to inactivate, move accounts to other unit codes, or updated account titles.   Unit and Account Request Form – used for routing and reorganization within an area − −DEFINE Services receives these forms that have been submitted to the Office of Accounting as authorization for additions or changes to unit as well as changes for unit administrator. To ensure timeliness throughout the year, please send form as soon as a change takes place. − −Form can also be used to inactivate, move accounts to other unit codes, or updated account titles.

102. DEFINE Administrative Services   Unit Hierarchy − −Shows organizational structure and the “reports to” relationship for all units within DEFINE. − −Used by DEFINE Services for routing purposes so it is important to be maintained and updated to ensure proper routing and signature authorizations. − −Periodic review by departments will indicate necessary changes.   Unit Hierarchy − −Shows organizational structure and the “reports to” relationship for all units within DEFINE. − −Used by DEFINE Services for routing purposes so it is important to be maintained and updated to ensure proper routing and signature authorizations. − −Periodic review by departments will indicate necessary changes.

103. DEFINE Administrative Services   All employees should activate their EID in order to gain personal information and updates, open enrollment selection of insurance, paperless option for earnings statement, and other financial information.   Please ensure that employees within your department are informed. There are now multiple ways to activate this process. − −EID Activation through Day-One Orientation in HR for full time benefits eligible employees − −1 hour EID Activation Class – employee must enroll − −EID Activation on an individual basis can be obtained in 2 locations: − −UTSA Card Office – located in MS 1.01.52 (M – F 8:00a.m. – 5:00p.m) − −DEFINE Services – located at University Heights, Building 4, Suite 600 (M – F 8:00 a.m. – 5:00 p.m.)   All employees should activate their EID in order to gain personal information and updates, open enrollment selection of insurance, paperless option for earnings statement, and other financial information.   Please ensure that employees within your department are informed. There are now multiple ways to activate this process. − −EID Activation through Day-One Orientation in HR for full time benefits eligible employees − −1 hour EID Activation Class – employee must enroll − −EID Activation on an individual basis can be obtained in 2 locations: − −UTSA Card Office – located in MS 1.01.52 (M – F 8:00a.m. – 5:00p.m) − −DEFINE Services – located at University Heights, Building 4, Suite 600 (M – F 8:00 a.m. – 5:00 p.m.)

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