UTSA BUSINESS AFFAIRS 1 VACANT Vice President for Business Affairs Lenora Chapman Associate VP Financial Affairs Pamela Bacon Associate VP Administration Purchasing & Distribution Services

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» Financial Management Operational Guidelines » Financial Affairs Course Training Materials » Financial Affairs Forms and Worksheets » Financial Fundamentals: Overview of Revenue & Funding Sources Helpful Links:

» Office of the Associate Vice President » Oversight of all Financial matters for UTSA » University Wide Budget / University Strategic Resource Planning Council » Tuition and Fee Reviews & Proposal Development » Financial Assessments » Special Projects » Website & Policies/Procedures » PeopleSoft Projects - Financial 4 Controller  Accounting Services  Capital Project Accounting  Grants & Contracts Financial Services  Payroll Services  Disbursements & Travel Services  Procard/Travel Card Administration

» Management Reporting & Administrative Systems ˃COGNOS Reporting Tool » Budget Planning and Development » Financial Services & University Bursar ˃Fiscal Services ˃Capital Asset Management: Inventory & Surplus Departments 5

 Accounting Services  Capital Project Accounting  Grants & Contracts Financial Services  Payroll Services  Disbursements & Travel Services  ProCard/Travel Card Administration 6 Sheri Hardison, C.P.A. Assistant Vice President Financial Affairs/Controller

7 MISSION Provide financial accounting services to the UTSA community & prepare timely & accurate financial reports in accordance with Generally Accepted Accounting Principles (GAAP), Texas State Comptroller, The University of Texas System & various other agencies.

8 What We Do: »Coordinate the monthly & annual close of the accounting records »Prepare monthly & quarterly financial reports »Prepare the Annual Financial Report »Answer questions on cost centers; record corrections as requested; provide training »Manage the Chart of Accounts ˃ Set up new Departments and Cost Centers »Officially record various entries to the financial accounting system 8

9 9 What We Do (cont’d):  Financial report preparation as required by the State and other agencies:  Sources & Uses Report  Various surveys  Review Financial Variances  All reports are prepared in accordance with:  Generally Accepted Accounting Principles  Texas State Comptroller’s guidelines  The University of Texas System & other agencies as applicable

10  Accounting Services   Training Course  Introduction to the Chart of Accounts  Monthly Financial Report Monthly Financial Report  Forms and Worksheets  Operational Guidelines  Section 3: Fund Accounting Principles  Section 4: General Accounting Helpful Links:

11 Main: Fax: Website: 11 How to Contact Us: Visit the following site to obtain current contact information for Accounting Services staff:

12 What We Do: »Oversee the accounting for major capital improvement programs and institutionally managed capital projects (Plant Funds) »Special projects 12

13 Helpful Links:  Guidelines  Section 5.1 – Financial Management of Capital Assets  Section 5.1 – Capital Projects Managed by the UT System Office of Facilities Planning and Construction  Section 5.1 – Institutionally Managed Capital Projects

14 MISSION Assist in the financial management of sponsored programs by promoting cost accounting practices and consistency in the recording and reporting of financial data.

What We Do: »Ensure UTSA is promptly and accurately reimbursed for restricted sponsored program expenditures »Submit accurate financial reports to funding agencies by the established deadlines to assure: ˃ Renewal of awards by funding agencies ˃ Funds are able to be collected (mitigate bad debt liability) »Review costing practices for research and institutional re-charge centers to ensure compliance with cost accounting standards. »Work in conjunction with the Research Service Centers on post-award management. 15

What We Do (cont’d): »Ensure compliance with federal requirements in such areas as: > Consistency in estimating, recording & reporting costs. ˃ Financial reporting ˃ Recharge centers ˃ Cash management 16

»Forms and Worksheets »Guidelines ˃ Section Grants and Contracts Accounting Practices ˃ Section Establishment and Financial Management of Authorized Service Centers and Specialized Service Facilities ˃ Section Accounting for Cost Sharing ˃ Section Cost Accounting Standards Helpful Links

Main: Fax: Website: 18 How to Contact Us*: If you’d like to contact a staff member, see the Grants and Contracts Financial Services staff webpage at: *Most departmental inquiries should go through the respective RSCs.

19 MISSION Provide accurate and quality payroll operations and customer service to our client departments and individuals.

Main: Fax: Website: Location: North Paseo Building, Suite How to Contact Us

21 What We Do: »Produce and distribute payroll checks, including: + Relocation Reimbursements + All other one time payments »Time Labor module reporting and administration »Tax withholding, tax and deduction reporting, and compliance ˃ Produce W-2s and Pay Advices ˃ Process and manage Garnishments & Withholding Orders 21

22 What We Do (cont’d) : »Foreign national taxation (non-resident alien taxation) ˃ Produce 1042-S, Foreign Person's U.S. Source Income Subject to Withholding »Process Small Educational Fellowships payments 22

23 We provide: »Customer service to department administrators regarding employee pay. »Customer service to employees payroll related items: ˃ Taxes, pay, garnishments, deductions, W-2s distribution, direct deposit, employee address(es). 23

24 We provide (cont’d) : »Time Labor Administration ˃ Train and liaison with Timekeepers ˃ Customer service to employee questions regarding time processed ˃ Schedule management processing for supervisors »Foreign national taxation (non-resident alien taxation) ˃ Assist employees with treaty exemption claims ˃ 1042s processing and distribution 24

»Related Forms and Worksheets »Payroll Online Services ˃ Change W-4, modify income tax withholding ˃ Change home address »Payroll Services webpage: Helpful Links

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»Timely payment of invoices of goods and services purchased by UTSA via purchase order ˃ In accordance with state laws, UTSA Financial Management Operational Guidelines and best business practices »Process travel expense reimbursements ˃ Communicate travel related policies to the UTSA community. 27 What We Do:

»Approve reimbursement requests ˃ To pay for goods/services that do not typically require a purchase order be processed in advance of the commitment, such as memberships, publications, registration fees, etc. ˃ Administer Official Occasions (food/entertainment) reimbursements + Process requires completion of a Business Expense Form (BEF) to comply with IRS requirements 28 What We Do (cont’d):

»Related Forms and Worksheets »Related Guidelines ˃ Section 7A – Texas Prompt Pay Law ˃ Section 7D -Business-related Hospitality and Entertainment Expenditures 29 Helpful Links

»Related Guidelines (cont’d) ˃ Section 9A – Travel Authorization ˃ Section 9B – Travel Advances ˃ Section 9C - Travel Cards ˃ Section 9D – Travel Reimbursement 30 Helpful Links

»Related Training Courses »Processing Travel Advances & Reimbursements (PS ) »Processing Non-Purchase Order Vouchers (PS ) »Business-Related Hospitality & Entertainment (AM 553) »Travel Advance Process (AM 572) 31 Helpful Trainings

»Related Training Courses »Travel Reimbursement Process (AM 574) »Corporate Travel Planners: CONCUR Online Reservations (AM 570) »Travel Training for Travel Arrangers/Guest Travel (AM 577) 32 Helpful Trainings

33 Disbursements and Travel Services Phone: Fax: One UTSA Circle North Paseo Building, Suite For a staff contact list, including a list of duties performed, see the DTS Duties List at: Website:

What we do: Application processing (Procard and Corporate Liability Individual Billed Account (CLIBA) cards only) Cardholder training Card maintenance (Citibank and/or UTShare/PeopleSoft related): Credit Limit Merchant Category Codes (MCC) Activation and deactivation Authorized to Inquire (ATI) access (CLIBA card only) Procard/Travel Card Administration (PTCA)

What we do (cont’d): Process requests to change the electronic review and approval process for Procard payments. Reporting/Compliance Collections Reconciliations Generate Procard payments on behalf of departments Procard/Travel Card Administration (PTCA)

36 Helpful Links: »PTCA website ˃ »Related Forms and Worksheets ˃ »Related Guidelines ˃ Section 7 – Procard Program ˃ Section 7 – Texas Prompt Pay Law ˃ Section 9 - Travel Cards »Related Training ˃ Procard Compliance and Processing using UTShare (AM 562) ˃ Travel Card Process (AM 0573) Procard/Travel Card Administration (PTCA)

37 PTCA Staff Contact Information: ˃ Lisa Bixenman Credit Card Program Manager Phone: Procard/Travel Card Administration (PTCA) > Anne Jackson Procard Specialist Phone: Fax: Address: One UTSA Circle North Paseo Building, Suite 4.120