1. 2011-2012 Fiscal Year-End Workshop
Tuesday, July 24, 2012
BB –
2:00 pm – 4:00 pm
Wednesday, July 18, 2012 UC
9:00 am – 11:00 am
Thursday, July 26, 2012
BV 3.324
Downtown Campus
9:00 am – 11:00 am

2. Fiscal Year-End Workshop
Agenda:
Opening Remarks
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 – Diana Macias-Ollervidez
Human Resources – Henry Barrera

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

4. LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

5. Lapse Guidelines – Educational & General Funds (14 – Accounts)
Special Items & Research Development Funding must be fully expended in the 2nd year of the biennium.
Deficits must be covered during the lapse process.
Budget will coordinate with affected areas.
Disposition of E & G balances is based on each Vice President’s direction for their areas. (New eff. FY12)
Certain accounts are not subject to the lapse, including reserves, GIT & lab fees

6. 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.
Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice President’s direction for their areas. (New eff. FY12)

7. 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.

8. Overview of Lapse Policy Changes by Area
Applies only to those budget groups that in prior year’s
would have been subject to lapse in fund 14 and 19-7
accounts:
Academic Affairs - departments will keep their 19-7 balances although AA will sweep 14 salary accounts throughout the year. Any balances remaining in 14 accounts at yearend will be moved to 19-7 accounts. 
Business Affairs, Community Services, President’s Office, Research, Student Affairs and University Advancement – all funds lapse to Reserves.

9. 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

10. 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)

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

12. Fiscal Management Sub-Certification Process
Annually, each Account Administrator should
provide a fiscal management sub-certification for accounts with activity of $3,000 or more to the Financial Reporting Officer- the Associate Vice President for Financial Affairs.
The fiscal management sub-certification certifies that, among other items, their accounts are being reconciled timely, duties are properly segregated and no material weakness exists relative to their internal control.

13. 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

14. 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

15. 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).

16. Common Errors Account administrator is not correct
Account is inactive or zero balance
Complete Unit and Account Request Form
Send to Accounting Office
Account administrator must complete sub-
certification if any expenditures were processed
during the fiscal year and totaled $3,000 or more
Not the same as Annual Compliance
Acknowledgments

17. ACCOUNTING SERVICES

18. Contact Information
Main line:
Fax line:
Location: University Heights, Tech2, 1.104
Website: Accounting Services

19. Assigned to PeopleSoft
Contact Information
Name
Title
Ext. #
VACANT
Director
4826
Charlotte Mikulec
Associate Director
4841
Cynthia Schweers
Senior Accountant
4216
Regina Moore
Accountant III
Assigned to PeopleSoft
Marlene Zacarias
Kimmung Doan
Accountant II
4834
Jorge Solis
4827
Justin Avants
4525
Ashley Zaldivar
8525
Priscilla Ybarra
Accountant I
6939

20. Critical Accounting Deadlines
July 19
Corrections for Sept-May due to Accounting Services by 5pm
July 26
Corrections for June due to Accounting Services by 5pm
August 22
Corrections for July due to Accounting Services by 5pm
September 4
Inventory Reconciliation due to Accounting Services by 5pm
September 6
First close of August
September 10
Electronic SOA sent by MRAS no later than NOON
September 13
Corrections for August due to Accounting Services by NOON

21. 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 FY13 from FY12 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.

22. Year-End Accounting Functions
Accruals
Accrue for services rendered or goods received as of August 31st
Materiality factor of > $1,000 per item
Vouchers for $1,000 or less must be to DTS by August 24 to be included in FY11/12 expenses
Service Centers (18 Accounts)
Bill for services rendered for FY12 by calendar deadlines
Inventory
Complete inventory count due by 8/31/12 and reconciliation should be completed by 9/04/12 and sent to Accounting by 5PM

23. General Accounting Information
Maintenance of Accounts - required to comply
with an audit finding and facilitate efficient reporting
Scrubbing of accounts is required for UT Share PeopleSoft Project
May receive queries from AVP, Accounting or Grants & Contracts
Send an to Accounting Services to inactivate accounts with zero balances (no encumbrances)
Review accounts with small balances that are not in use and close these accounts by:
A transfer of funds to an appropriate account
Expense as appropriate

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

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

26. General Accounting Information
Unit and Account Request Form
Form required to add or modify budget groups, sub-accounts and unit codes
Is now available in PDF format with some drop down availability
Go to Forms and Worksheets and always use the most current form

27. 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

28. 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)

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

30. General Accounting Information
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 (Sections I, III, IV)
New improved electronic SOA commenced in May 2012
Only ONE to account administrators and reconcilers
Additional reports added
Departments can access balance and transactional information via UTDirect and download as needed.
Training: Understanding the Statement of Accounts
Sign up via TXClass – Course ID AM 506

31. General Accounting Information
Corrections:
Send all corrections except for 26-accounts to
Send corrections for 26-accounts to Office of Post Award Administration (OPPA)

32. General Accounting Information
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

33. Upcoming Audits for Fiscal Year 2013
Deloitte & Touche Audit (UT System)
Currently reviewing interim items
Fieldwork done by UTSA Internal Audit staff

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

35. Contact Information
Disbursements/Travel main line: Disbursements fax line: Website: Disbursements and Travel Services

36. Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor Responsibilities
Lisa Cartier
Director
5915
Temporarily assigned to the PeopleSoft Implementation Team
Nora Compean
Asst. Director
4831
Cheryl Gay
Disbursements and Travel Services Supervisor
4828
D - H, Utilities, NSF's, PO Disencumbrances (VE2 & VE3 documents) VP5: In/Out State and Foreign, Travel Advances, VJ1’s, Citibank CLIBA payment approval
Susanita Duenas
6525
N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5 Interdepartmental Review/Approval, UTHSC Due to/Due from final approval, Citibank CLIBA payment approval
Lily Wang
4825
VP5: In/Out State and Foreign, Travel Advances, VJ1’s, Citibank CLIBA payment approval

37. Disbursements and Travel Specialist II
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor Responsibilities
Ana Geigenmiller
Disbursements and Travel Specialist II
4215
A - C; NSF's, PO Disencumbrances, VP3's, USAS, Scholarship Vouchers, Citibank CLIBA payment approval
Dorothy Cheatham
4836
I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit & Garnishments, Vendor ID Set Up Process, Citibank CLIBA payment approval
Elisabeth Cuadros
4832
VP2's, Registrations, VP5: In/Out State and Foreign, VJ1’s, Travel Advances and Settlements, TAC cards, Citibank CLIBA payment approval
Kelly Rock
4278
U - Z, NSF's, PO Disencumbrances (VE2 & VE3 documents), Daily Check Run Processing, Vendor Holds & Check Reissues
Norma Dailey
4840
All Specialty Vendors, Praxair, Comdata, Fischer Scientific, Texas Folk and Asian Festivals, NSF's, PO Disencumbrances, VP3’s, Citibank CLIBA payment approval

38. Disbursements and Travel Specialist I
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor Responsibilities
Geneva Carroll
Disbursements and Travel Specialist I
6979
All Specialty Vendors (Fischer Scientific, Eshipglobal, Praxair, Texas Disposal Systems, Time Warner, Xerox, Fed Ex, AT&T, Utilities, Copiers, Cell phones, Texas Folk & Asian Festivals, etc.)
Pauline Phillips
4843
I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintogen, and Integrated DNA)
Patty McCrea
4833
DTS mail, N. High Volume Vendors, (Dell, Hi-Ed/Campus Technologies, Nolan’s)
Wanda Burns
4839
B and S, High Volume Vendors (Grainger, Alpha Bldg, Siemens, Sigma Aldrich, Simplex Grinnell and Star Shuttle), OFPC Invoices, Property Lease

39. Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor Responsibilities
Sue Davidson
Disbursements and Travel Specialist I
4214
O - R, T & V, High Volume Vendors (Charles Rivers, Office Depot,
and VWR)
Cathy Smith
4477
D - H, High Volume Vendors (Apple, Today’s Office, and CDW Governmental, Data Projections, 360 Integrated and Horizons Telephone Systems)
Robyn Rigney
4213
Disbursements front desk duties, VP2 Creation, Mail for Travel, Travel disencumbrances (VE3)
Vacant
Contact DTS for Assistance
A, C, U, W – Z, High Volume Vendors, ((Cato Electric, Heaven Sent, 2 Fat Guys and Clear Channel)

40. Critical Disbursements and Travel Services Deadlines
July 20
All June-July expenses, includes VP2, VP5, travel card payments, student
travel due
August 10
PBO – last date to create.
August 13
Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 8th to the DTS office by 5:00PM.
August 17
PBO – last day for departments to final approve.
August 20
Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 17th to the DTS office by 5:00PM.
August 24
Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 18th to August 23rd to the DTS office by noon.
August 29
ALL 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 FY12/13.
All remaining FY11/12 voucher amounts $1,000 or less will be charged to
FY12/13.
FY11/12 IDT vouchers must be sent to DTS by 5:00PM to in included in
August Statement of Accounts.

41. Year-End DTS Functions
Travel encumbrances are disencumbered 08/30/12.
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 27th.
New year helpful travel tips:
Change year to 12/13 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 12/13.

42. 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

43. Procard/Travel Card Administration Office (PTCA)
Procard Office transitioned from Purchasing to Controller’s
Office on January 2, 2012
Procard Program
Developed FMOG
Combined Application and Agreement
Updated Transaction Log
New Citibank Affidavit of Unauthorized Use Form
New Citibank Government Cards Cardholder Dispute Form
Card Maintenance Request Form (CMR)
Used to make changes to existing CLIBA card, TAC card and/or
Procurement card

44. PTCA Contact Information
Employee Name
Title
Ext. #
PTCA
Responsibilities
Lisa Bixenman
Credit Card Program Manager
7993
Credit Card program administration,
Cardholder training, reconciliations, reporting compliance and cardholder maintenance
Anne Jackson
Procard Specialist
4059
Application processing, Procard training, procard audits
Fax:
Website:

45. Critical Pro-Card Voucher Deadlines for Citibank
August 6
VP7 voucher creation date for July 4th – August 3rd purchases.
August 10
Recommended: Last day to charge using Pro-Card for FY11/12.
August 15
Departmental approval due by 5:00pm for July 4th – August 3rd VP7’s.
August 17
After 12:30pm – VP7 vouchers creation date for August 4th thru August 15th transactions.
August 28
Departmental approval due by 5:00pm for August 4th – August 15th VP7’s. This will be the final approval for charges to go against the
FY11/12 year.
September 5
VP7 voucher creation date for August 16th – September 3rd purchases will be charged to the FY12/13 year.
September 20
Departmental approval due by 5:00pm for August 16th –
September 3rd VP7’s

46. Year-End PTCA Functions
CLIBA – All outstanding balances on the travel cards must be paid in full by August 20th.
Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar.
Never use the Procard or CLIBA card to complete personal purchases, even if the cardholder plans to reimburse UTSA.

47. Stipend Process Reminders
Monthly Stipend Approval Cycle
Approval originates with the department
Approval of stipends each month during the designated approval period ensures timely payments to students.
Accounts used to pay stipends should always have sufficient funds
Effective September 1st, stipend payments not approved within monthly stipend cycle will have to wait until the next stipend cycle

48. Stipend Process Reminders
What happens when departments do not approve stipends timely or have insufficient funds to pay?
Delays transmission to bank for student direct deposit payments, resulting in delays for all stipend payments
Creates financial burden for students as payments are not received when expected
A department will submit a request that student be paid outside the automated stipend process, which results in:
Manual creation and approval of a VP2 to pay students
Delays student payments; as vouchers must now be processed manually
Results in overpayments to students during the fiscal year, since the manually created vouchers are not considered within the automated stipend process

49. Stipend Process Reminders
Accounts with insufficient funds, results in the automated
voucher to reject
DTS must then contact department to transfer funds to account
Transfers to cover stipend payments are not always immediately processed or approved
Bank direct deposit file is delayed until transfers are completed

50. 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

51. 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 or contact the appropriate staff member responsible for the vendor alphabet.

52. 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
Run Encumbrance Report
Check encumbrance balances and notify DTS for release
Instructions for downloading Encumbrance Report found on the Disbursements and Travel Services website

53. BREAK

54. PURCHASING & DISTRIBUTION SERVICES

55. Purchasing and Distribution Services Contact Information
Main line: Fax line: Website: Purchasing and Distribution Services

56. Purchasing & Distribution Services
IMPORTANT YEAR-END DATES
May 18
July 13
First Day PB4 request can be create using FY12-13 Funds
Last Day PB4 requests Over $25,000 can be submitted to Purchasing using FY11-12 Funds
August 3
August 10
Last Day PB4 requests can be created using FY11-12 Funds
Last Day PB4 requests Less than $25,000 can be submitted to Purchasing using FY11-12 Funds
Last Day PB0 requests can be created using FY11-12 Funds
ProCard- Recommended last day to purchase utilizing current fiscal year funds pending financial institution's posting dates
August 17
Last Day PB0 can be final approved by department using FY11-12 Funds
August 30
First Day PB0 requests can be created using FY12-13 Funds

57. Purchasing & Distribution Services
Plan Ahead:
Between August 10th and August 30th, departments will NOT have the ability to create Purchase Orders using current year funds (FY11-12).
If your department plans to make large procurements using current fiscal year money, start planning today.
Start reviewing your past procurements to identify multi-year contracts:
Note: Purchase requests received after the deadlines stated above will be processed as a FY12-13 purchase.

58. Purchasing & Distribution Services
Helpful Contacts
If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid.
Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website:
If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext. 4975

59. Purchasing & Distribution Services
Buyers are assigned to specific departments. Please
coordinate your purchasing activities with your appropriate
assigned buyer.
Employee Name
Title
Ext. #
Paul Duke
Buyer III
4064
Julie Gohlke
Buyer II
5076
Amanda Alvarado
4598
Patty Burrier
4062
Rose Smith
Buyer I
5077
Yvette Medina
E-Procurement Specialist
4974
Lane Brinson
Asst. Director Purchasing
4066

60. PAYROLL MANAGEMENT SERVICES

61. Contact Information
Main line: Fax line: Website: Payroll Management Services

62. Temporarily assigned to PeopleSoft Implementation Team
Contact Information
Name
Title
Ext. #
Javier Martinez
Director
Temporarily assigned to PeopleSoft Implementation Team
Payroll Operations
Christine Bodily
Payroll Supervisor
4283
Elizabeth Ortiz
Payroll Specialist II
6221
Lisa Bartee
Payroll Accountant
Lori Contreras
Payroll Specialist I
4280
Payroll Benefits
Patty Titus
Sr. Payroll Accountant
4281
Rosa Casas
4713

63. Critical Payroll Deadlines
August 3
Retroactive Funding Assignments modification to Human Resources (Sept - July)
Retroactive Hourly Salary Transfers to Payroll Office
August 21
Assignments for September 1st Payday to Human Resources
August 29
Assignments for September 6th Payday to Human Resources – Last payday of fiscal year
September 4
Voucher Cutoff for September 6th Payday
Only one (1) day for voucher approvals
Deadline Questions?

64. General Information Payroll website: 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 19th & 22nd

65. General Information Sign-up for online Earnings Statements – UTDirect
Secure
Print as needed
Prevent loss of confidential data and identity theft
General Questions?

66. Over Payment Warning

67. What is a Default account?
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.

68. 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.

69. Year End Deadline for Clearing Default Account Encumbrances
Encumbrance balances in Default Accounts must be funded prior to payroll processing.
Default account balances MUST be ZERO by July 31st 2012 and remain zero for the remainder of FY 2012.
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

70. HUMAN RESOURCES

71. 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 8/31/2012 will automatically expire on 8/31/2012.
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 8/31/2012.

72. Reassignments
VERY IMPORTANT: ALL RETURNING BENEFITS ELIGIBLE EMPLOYEES must have their FY 2012 reassignment FINAL APPROVED by 5:00 PM on 8/31/2012.
Please do not create the assignment on 8/31/2012 and expect it to be approved by 5:00. You must give time for the document to route.
If assignment is not final approved by 5:00 pm on 8/31/2012, their benefits may terminate.
Current benefits eligible employees with an assignment end date of 8/31/2012.
Open-ended assignments will automatically rollover and won’t impact benefits.

73. Reassignments
Students must be reassigned for the fall semester.
Cannot extend summer assignment to the fall.
Enrollment must be verified prior to assigning.
This is done at the department level – Not HR.
Cannot exceed 19 or 20 hours (depending on title), while enrolled in classes.
All student assignments, with the exception of GRA’s, GA’s and TA’s, can be assigned for the fall & spring.

74. GRA, GA, TA Assignments
GRA & GA assignments have to be FYA’d to the Graduate School at “TA/GRA APP”
TA assignments will automatically route to the Graduate School.
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

75. GRA, GA, TA Assignments
Assignment end date must be the last day of classes to avoid becoming benefits eligible.
For example: 9/1/2012 to 12/15/2012
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

76. Enrollment Requirements
Title
Fall/Spring
Summer
Graduate Research Assistant (GRA)
6 hours
3 hours
Graduate Assistant (GA)
Student Assistant
(work-study)
See Financial Aid
Teaching Assistant (TA)
Undergraduate Research Assistant (URA)
9 hours

77. Checking Document Routing and Status

78. Concurrent Assignments
The department needs to check if the employee has a concurrent assignment before routing a new assignment.
If concurrent assignment is being ended or the hours are being modified by the other department, the remarks/notes need to be indicated as such.
If there aren’t any notes indicating the concurrent assignment will be ending, or the hours are being modified, the document will be returned if the employee is over the hour limit.

79. Non- Pooled Assignment
How to Check Concurrent Assignments
Pooled Assignment
Non- Pooled Assignment

80. Work-Study Assignments

81. Work-Study Assignments
INCORRECT
CORRECT

82. Termination Reasons
“End Assignment” is only used for pre-determined end dates.
Reason is no longer “End Assignment” if employee leaves before original assignment end date.

83. Termination
Termination Payroll Vouchers are ONLY paid out on semi-monthly payroll dates.
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

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

85. HR Important Dates August 3: Retroactive funding changes to HR.
August 14: Assignments due to HR for 8/22 Semi-monthly payday
August 20: FY assignments can be routed forward.
August 21: Assignments due to HR for 9/1 Monthly payday
August 19: Automated rollover in HRMS
August 29: Assignments due to HR for 9/6 Semi-monthly payday **last payday for FY 10-11**

86. HRMS Hands-On Workshop
Wednesday, August 8
8:00-10:00
10:00-12:00
Bring actual HRMS documents you’re currently having trouble with to class.
Sit down with an HR Representative one-on-one.
Sign up on our HR Website.

87. Compensation Analyst I
Contact Information
Name
Title
Ext. #
Bruce Tingle
Associate Director
Employment/Comp
4651
HRMS
Henry Barrera
HR Specialist II
7563
Kristin Howell
HR Technician II
4648
Lucinda Crane
HR Technician I
(part-time)
4410
Compensation
Catina Rover
4259
Jenny Jung
Compensation Analyst I
4254

88. Contact Information
Name
Title
Ext. #
Employment Paperwork
Sandra Hernandez
HR Specialist II
4257
STARS
Ron Fosmire
HR Advisor
4256
Diane Mazuca
4304
Day ONE
Samantha Hernandez
8007
Jennifer Evetts
HR Specialist I
7962
Hattie Arnold
6618

89. Georgina Anguiano-Elliott
Contact Information
Name
Title
Ext. #
Benefits
Georgina Anguiano-Elliott
Benefits Manager
4253
Fran Thibodeaux
HR Specialist II
Alpha A-G
4652
Jaime Lopez
Alpha H-O
6710
Mary Lou Aguilar
Alpha P-Z
4258

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