2010-2011 Fiscal Year-End Workshop

2010-2011 Fiscal Year-End Workshop

Thursday, July 14, 2011 BB 2.06.04 1:00 pm – 3:00 pm

Friday, July 22, 2011BB 2.06.04 – 1:00 pm – 3:00 pm

Tuesday, July 19, 2011FS 2.520Downtown Campus9:00 am – 11:00 am

Fiscal Year-End WorkshopFiscal Year-End WorkshopAgenda:

• 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

Fiscal Year-End Workshop Fiscal Year-End Workshop

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.

UTShare PeopleSoft Implementation Project UTShare PeopleSoft

Implementation Project

Website: www.utsa.edu/utshare

Timeline

Project Team

Website: www.utsa.edu/utshare

Timeline

Project Team

Office Relocation Office Relocation

The following offices will be re-locating toUH, 5723 University Heights Blvd. Suite 500,tentatively the week of July 25, 2011.

Controller’s OfficeGrants 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 toUH, 5723 University Heights Blvd. Suite 500,tentatively the week of July 25, 2011.

Controller’s OfficeGrants and Contracts Financial Services

Accounting Services- August 1, 2011

Disbursements and Travel Services – tentatively scheduled for mid-September

LAPSE GUIDELINES FOR FISCAL YEAR-

END BALANCES

Lapse Guidelines – Educational & General Funds (14 – Accounts)

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.

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 2nd 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

Lapse Guidelines Designated Funds(19 – Accounts)

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

Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts)

Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts)

The following Designated 19-Accounts arenot 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 arenot 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.

Designated Funds - Lapse Restrictions(19 – Accounts)

Designated Funds - Lapse Restrictions(19 – Accounts)

Budget will monitor all budget transfers during the 4th 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 4th quarter between lapsing and non-lapsing accounts.

Detailed explanations are required − Transfers subject to approval by AVP-Financial Affairs

Lapse Guidelines – Service Centers (18- Accounts)

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 x4229with 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 x4229with questions

Lapse Guidelines – Other Fund Groups

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)

Fiscal Management Sub-Certification Process

Fiscal Management Sub-Certification Process

Fiscal Management Sub-Certification Process

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.

Highlights of theFiscal Management Sub-Certification

Highlights of theFiscal 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

Highlights of theFiscal Management Sub-Certification

(cont’d)

Highlights of theFiscal 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

Fiscal Management Sub-Certification Process

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).

Common ErrorsCommon 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

ACCOUNTING SERVICES

ACCOUNTING SERVICES

Contact InformationContact Information

Main line: 458-4212

Fax line: 458-4222

Location: University Heights, effective 8/01/11

E-mail: accounting.ofc@utsa.edu

Website: Accounting Services

Main line: 458-4212

Fax line: 458-4222

Location: University Heights, effective 8/01/11

E-mail: accounting.ofc@utsa.edu

Website: Accounting Services

Contact InformationContact InformationName Title Ext. #

Ana Longoria Director Temporarily Assigned to PeopleSoft Implementation

Team

Charlotte Mikulec Associate Director 4841

Cynthia Schweers Senior Accountant 4216

Regina Moore Accountant III 4227

Marlene Zacarias Accountant III 4826

Kimmung Doan Accountant II 4834

Jorge Solis Accountant II 4827

Justin Avants Accountant II 4525

Ashley Zaldivar Accountant II 8525

Priscilla Ybarra Accountant I 6939

Critical Accounting DeadlinesCritical Accounting Deadlines

July 22Corrections for June due to Accounting Services by 5pm

August 22Corrections for July due to Accounting Services by 5pm

September 1Inventory Reconciliation due to Accounting by 3PM

September 2 First close of August

September 7Electronic SOA sent by MRAS no later than NOON

September 9Corrections for August due to Accounting Services by NOON

Year-End Accounting FunctionsYear-End Accounting Functions

Pre-PaymentsEntry 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 budgetMateriality factor of >$1,000 per itemReminder - Memberships will be excluded from pre-

payments – expense will be recognized in full in the year it is paid.

Pre-PaymentsEntry 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 budgetMateriality factor of >$1,000 per itemReminder - Memberships will be excluded from pre-

payments – expense will be recognized in full in the year it is paid.

Year-End Accounting FunctionsYear-End Accounting Functions

AccrualsAccrue for services rendered or goods received as of

August 31st Materiality factor of > $1,000 per itemVouchers 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

AccrualsAccrue for services rendered or goods received as of

August 31st Materiality factor of > $1,000 per itemVouchers 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

Changes to Reporting RequirementsChanges to Reporting Requirements

GASB 51 – Accounting and Financial Reporting forIntangible Assets – effective 09/01/09Intangible assets include:

Computer software Purchased – threshold changed to $100,000 Internally developed – threshold is $1,000,000

Easements – threshold is $100,000Patents – threshold is $100,000Trademarks – threshold is $100,000Copyrights – threshold is $100,000

GASB 51 – Accounting and Financial Reporting forIntangible Assets – effective 09/01/09Intangible assets include:

Computer software Purchased – threshold changed to $100,000 Internally developed – threshold is $1,000,000

Easements – threshold is $100,000Patents – threshold is $100,000Trademarks – threshold is $100,000Copyrights – threshold is $100,000

General Accounting InformationGeneral 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

General Accounting InformationGeneral 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

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

General Accounting InformationGeneral 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:

Click on the Forms link All forms are listed in alphabetical orderder

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:

Click on the Forms link All forms are listed in alphabetical orderder

General Accounting Information General Accounting Information

Unit and Account Request Form (cont’d)Common errors

Missing information Unit code TitleNACUBO code

Purpose Insufficient information to determine purpose

and NACUBO function

Unit and Account Request Form (cont’d)Common errors

Missing information Unit code TitleNACUBO code

Purpose Insufficient information to determine purpose

and NACUBO function

General Accounting Information 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

General Accounting Information 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)

General Accounting InformationGeneral 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

Access to Statement of Account Information A report is run after the monthly close and sent out

electronicallyTo update personnel list, refer to DEFINE Departmental

User Access FormElectronic 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

electronicallyTo update personnel list, refer to DEFINE Departmental

User Access FormElectronic 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 InformationGeneral Accounting Information

General Accounting InformationGeneral Accounting Information

Corrections:Send all corrections except for 26-accounts to

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

Send corrections for 26-accounts to Office of Post Award Administration (OPPA)

Corrections (cont’d)

Provide the following information:Document ID numberOriginal account number usedNew account number for correctionAmount of correctionReason for the correctionCopy administrator on account being chargedApproval is implied by Administrator unless otherwise

noted

Corrections (cont’d)

Provide the following information:Document ID numberOriginal account number usedNew account number for correctionAmount of correctionReason for the correctionCopy administrator on account being chargedApproval is implied by Administrator unless otherwise

noted

General Accounting InformationGeneral Accounting Information

Upcoming Audits for Fiscal Year 2011Upcoming Audits for Fiscal Year 2011

Deloitte & Touche Audit (UT System)Currently reviewing interim itemsYear end audit review – October 2011

Deloitte & Touche Audit (UT System)Currently reviewing interim itemsYear end audit review – October 2011

DISBURSEMENTS AND TRAVEL

SERVICES (DTS)

DISBURSEMENTS AND TRAVEL

SERVICES (DTS)

Contact InformationContact 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.edu

Website: Disbursements 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.edu

Website: Disbursements and Travel Services

Contact InformationContact InformationEmployee 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) and Travel Services

Susanita Duenas Disbursements and Travel Services Supervisor

6525 N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5

Interdepartmental Review/Approval, UTHSC Due to/Due from final

approval

Lily Wang Disbursements and Travel Services Supervisor

4825 Domestic travel reimbursements, Travel advances and Disbursements

Svcs.

Contact InformationContact InformationEmployee 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

Dorothy Cheatham Disbursements and Travel Specialist II

4836 I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit

& Garnishments, Vendor ID Set Up Process

Elisabeth Cuadros Disbursements and Travel Specialist II

4477 Direct Bill, VP2's, Registrations, VP5: In/Out State and Foreign,

and Mail

Rocky Guerrero Disbursements and Travel Specialist II

4278 U - Z, NSF's, PO Disencumbrances (VE2 & VE3 documents), Daily Check Run Processing, Vendor Holds &

Check Reissues

Norma Dailey Disbursements and Travel Specialist II

4840 All Specialty Vendors, Texas Folk and Asian Festivals, NSF's, PO

Disencumbrances, VP3s

Contact InformationContact InformationEmployee Name Title Ext. # Disbursement Vendor

Responsibilities

Geneva Carroll Disbursements and Travel Specialist I

6979 All Specialty Vendors (Praxair, Waste Management, Time Warner, Xerox,

Fed Ex, AT&T, Utilities, Copiers, Cell phones, Texas Folk & Asian

Festivals, etc.)

Pauline Phillips Disbursements and Travel Specialist I

4843 I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintogen, and

Integrated DNA)

Wanda Burns Disbursements and Travel Specialist I

4839 B and S, High Volume Vendors (Grainger, Alpha Bldg, Siemens,

Simplex Grinnell and Star Shuttle)

Employee Name Title Ext. # Disbursement Vendor Responsibilities

Sue Davidson Disbursements and Travel Specialist I

4214 O - R, T & V, High Volume Vendors (Sigma Aldrich, Charles Rivers, Fisher

Scientific, VWR and Bio-Rad)

Sandi Lakeland Disbursements and Travel Specialist I

4218 C, 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

4213 Disbursements 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

4213 D - H, N, High Volume Vendors (Dell/Hi Ed, Apple, Sigma Aldrich, Today's

Office, Nolan's and CDW Governmental)

Contact InformationContact Information

Critical Disbursements and Travel Services DeadlinesCritical Disbursements and Travel Services DeadlinesJuly 22 Departments must submit ALL vouchers, manual or electronic, for expenses

September ‘10 thru June ‘11 to the DTS office.

August 12 PBO – last date to create.

August 15 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 5th to the DTS office by 5:00PM.

August 19 PBO – last day for departments to final approve.

August 23 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 19th to the DTS office by 5:00PM.

August 25 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 20th to August 24th 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 withproper 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 29 All remaining FY10/11 voucher amounts $1,000 or less will be charged toFY11/12.

August 29 FY10-11 IDT vouchers must be sent to DTS by 5:00PM to in included in August 2011 Statement of Accounts.

Critical Pro-Card Voucher Deadlines for JPMorgan

Critical Pro-Card Voucher Deadlines for JPMorgan

August 9 VP7 voucher creation date for July 6th – August 5th purchases.

August 12 Recommended: Last day to charge using Pro-Card for FY10/11.

August 15 Departmental approval due by 5:00pm for July 6th - August 5th VP7’s.

August 19 After 12:30pm – VP7 vouchers creation date for August 6th thru August 17th transactions.

August 24 Departmental approval due by 5:00pm for August 6th – August 17th VP7’s. This will be the final approval for charges to go against the FY10/11 year.

September 7 VP7 voucher creation date for August 18th – September 5th purchases will be charged to the FY11/12 year.

September 20 Departmental approval due by 5:00pm for August 18th – September 5th VP7’s

Critical Pro-Card Voucher Deadlines for CitiBank

Critical Pro-Card Voucher Deadlines for CitiBank

August 5 VP7 voucher creation date for July 2nd – August 3rd purchases.

August 17 Departmental approval due by 5:00pm for July 2nd – August 3rd VP7’s.

August 19 VP7 vouchers creation date for August 4th thru August 17th purchases.

August 26 Departmental approval due by 5:00pm for August 4th – August 17th VP7’s. This will be the final approval for charges to go against the FY10/11 year.

September 6 VP7 voucher creation date for August 18th – September 2nd purchases will be charged to the FY11/12 year.

September 20 Departmental approval due by 5:00pm for August 18th – September 2nd VP7’s

Citibank Procard Distribution 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

 

Critical Processing Dates for SALSICritical Processing Dates for SALSI

July 15 The last day a PBO on a SALSI funded account 14-3300-xxxx can be final approved by the department.

July 29 The last day to create a reimbursement or payment voucher (with the exception of sub-award and service agreement VP2 payments.

July 31 All 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 31 There are a few SALSI funded accounts that have allowable travel. However, no travel is permitted after July 31, 2011.

August 15 The 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.

August 18 Any 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 4th – August 17th VP7’s. This will be the final approval for charges to go against the FY10/11 year.

Critical Processing Dates for SALSICritical Processing Dates for SALSI

Year-End DTS FunctionsYear-End DTS FunctionsTravel 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 26th.

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 26th.

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.

Year-End DTS Functions Year-End DTS Functions CBA – All outstanding balances on the travel CBA

card 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.

Run Encumbrance ReportCheck encumbrance balances and notify DTS for

release Instructions for downloading Encumbrance Report

found on the Controller's website.

CBA – All outstanding balances on the travel CBA card 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.

Run Encumbrance ReportCheck encumbrance balances and notify DTS for

release Instructions for downloading Encumbrance Report

found on the Controller's website.

New DTS Travel Highlights 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.

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.

Expense corrections are to be directed to the Accounting Office. DTS is no longer authorized to process these corrections.

New DTS FMOGNew DTS FMOG

New Travel Reimbursement FMOG effective May 10, 2011.

Travel Reimbursement/Settlement Form

Travel Cards FMOG published June 13, 2011, becomes effective August 15, 2011.

Travel Card Cardholder Agreement/Application/Maintenance

Travel Advances FMOG and form updated on May 16, 2011 and is effective July 18, 2011.

New Travel Reimbursement FMOG effective May 10, 2011.

Travel Reimbursement/Settlement Form

Travel Cards FMOG published June 13, 2011, becomes effective August 15, 2011.

Travel Card Cardholder Agreement/Application/Maintenance

Travel Advances FMOG and form updated on May 16, 2011 and is effective July 18, 2011.

Stipend Process UpdatesStipend 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.

General InformationGeneral 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

General InformationGeneral InformationTo 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.

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.

General InformationGeneral 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

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

BREAKBREAK

PURCHASING & DISTRIBUTION

SERVICES

PURCHASING & DISTRIBUTION

SERVICES

Purchasing and Distribution Services Contact InformationPurchasing and Distribution Services Contact Information

Main line: 458-4060

Fax line: 458-4061

E-mail: purchasing@utsa.edu

Website: Purchasing and Distribution Services

Main line: 458-4060

Fax line: 458-4061

E-mail: purchasing@utsa.edu

Website: Purchasing and Distribution Services

Purchasing & Distribution ServicesPurchasing & 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

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 19 PBO- last day final dept approval can occur (FY10-11 fund)

August 30 PB0 – First Day to Create Using New Fiscal Year Funding (FY11-12 Funds)

IMPORTANT YEAR-END DATES

Purchasing & Distribution ServicesPurchasing & 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:

Purchasing & Distribution ServicesPurchasing & 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.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/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.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/purchasing

If you have an agreement that needs to be reviewed, contact the Business Contracts Office. Richard Wollney: 458-4060

Helpful Contacts

Purchasing & Distribution ServicesPurchasing & Distribution ServicesBuyers 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 Name Title Ext. #

Paul Duke Buyer III 4064

Yvette Medina Buyer II 4974

Julie Gohlke Buyer II 5076

Richard Garnica Buyer II 5077

Amanda Alvarado Buyer II 4598

Lane Brinson Asst. Director Purchasing

4066

PAYROLL MANAGEMENT SERVICES

PAYROLL MANAGEMENT SERVICES

Contact InformationContact Information

Main line: 458-4280

Fax line: 458-4236

E-mail: payroll@utsa.edu

Website: Payroll Management Services

Main line: 458-4280

Fax line: 458-4236

E-mail: payroll@utsa.edu

Website: Payroll Management Services

Contact InformationContact InformationName 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 4283

Lori Contreras Payroll Specialist I 4280

Payroll Benefits

Patty Titus Sr. Payroll Accountant 4281

Rosa Casas Payroll Accountant 4713

Critical Payroll DeadlinesCritical Payroll Deadlines

July 27 Retroactive Funding Assignments modification to Human Resources (Sept - July)

August 5 Retroactive Hourly Salary Transfers to Payroll Office

August 18 Assignments for September 1st Payday to Human Resources

August 29 Assignments for September 7th Payday to Human Resources – Last payday of fiscal year

September 1 Voucher Cutoff for September 7th Payday

Only one (1) day for voucher approvals

Deadline Questions?

General InformationGeneral 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 25th & 26th

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 25th & 26th

General InformationGeneral 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?

Over Payment WarningOver Payment Warning

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.

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?

Default Account OwnersDefault 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.

Encumbrance balances in Default Accounts must be funded prior to payroll processing.

Default account balances MUST be ZERO by July 31st 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

Encumbrance balances in Default Accounts must be funded prior to payroll processing.

Default account balances MUST be ZERO by July 31st 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

Year End Deadline for Clearing Default Account Encumbrances

HUMAN RESOURCES

HUMAN RESOURCES

2011-2012 Reassignments2011-2012 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.

2011-2012 Reassignments2011-2012 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.

GRA, GA, TA AssignmentsGRA, 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

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

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

Title Fall/Spring Summer

Graduate Research Assistant (GRA)

6 hours 3 hours

Graduate Assistant (GA) 6 hours 3 hours

Student Assistant (work-study)

6 hours See Financial Aid

Teaching Assistant (TA) 6 hours 3 hours

Undergraduate Research Assistant (URA)

9 hours 6 hours

Enrollment Requirements

2011-2012 Reassignments2011-2012 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”

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

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.Orientation for New Employees

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.

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

Checking Document Routing and Status

The symbol indicates there are documents sitting on your

desk.

Checking for Returned Documents

C = created but not yet approved

R = Returned

Checking for Returned Documents

Concurrent Assignments

Non- Pooled Assignment

Pooled Assignment

Work-Study Assignments

Work-Study AssignmentsINCORRECT CORRECT

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

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

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

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

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 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

Self-service tool for HRMS

HRMS screenshots

Accessible via HR Website Login using computer sign-on

Self-service tool for HRMS

HRMS screenshots

Accessible via HR Website Login using computer sign-on

HRMS Online Tools

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**

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

DE 681 – Faculty August 11

DE 682 – Staff August 10

DE 683 – Students August 9

Sign-up on our HR Website My Training

DE 681 – Faculty August 11

DE 682 – Staff August 10

DE 683 – Students August 9

Sign-up on our HR Website My Training

HRMS Class

All HRMS Classes are from

8:30-11:30 in the MH Computer Lab

HRMS– Henry Barrera, x7563

– Lucinda Crane, x4410

Compensation– Catina Rover, x4259

– Jenny Jung, x4254

Employment Paperwork– Sandra Hernandez, x4257

– Diane Mazuca, x4304

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

DEFINE ADMINISTRATIVE SERVICES

DEFINE ADMINISTRATIVE SERVICES

Contact InformationContact Information

Name Title Ext. #

Cindy Orth Director 4343

Marta Petiton Administrative Systems

Specialist 4556

Araceli Pacheco Administrative Systems Specialist

4346

DEFINE Administrative ServicesDEFINE 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.

DEFINE Administrative ServicesDEFINE 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).

DEFINE Administrative ServicesDEFINE 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.

DEFINE Administrative ServicesDEFINE 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.

DEFINE Administrative ServicesDEFINE 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.

DEFINE Administrative ServicesDEFINE 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.)

Thank youThank you

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

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