Fiscal YearEnd Workshop

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Fiscal Year-End Workshop

• Year End Workshop (DE 663)
• Wednesday, July 16, 2008
• JPL 4.03.08
• 200 pm 430 pm
• Thursday, July 17, 2008
• JPL 4.03.08
• 900 am 1130 am
• Tuesday, July 22, 2008
• JPL 4.03.08
• 900 am 1130 am
• Wednesday, July 23, 2008
• BV 1.318 Downtown Campus
• 200 pm 430 pm

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Fiscal Year-End Workshop

• Agenda
• Opening Remarks Lenora C. Chapman
• Lapse Guidelines for Fiscal Year End Balances
  Lenora C. Chapman
• UTSA Depository Bank Lenora C. Chapman
• Accounting Ana Longoria
• Disbursements/Travel Deby Bailey
• Purchasing Yolanda Miller / Lane Brinson
• Payroll Javier Martinez / Christine Bodily
• Human Resources Paula Castillo
• DEFINE Cindy Orth

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LAPSE GUIDELINES FOR FISCAL YEAR END BALANCES
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Lapse Guidelines Educational General Funds
(14 Accounts)

• Deficits not cleared prior to year end will be
  cleared during the lapse process.
• Most E G budget balances lapse at fiscal year
  end and are allocated
• 50 to appropriate VPs Reserve Fund
• 50 for deferred maintenance

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E G Funds (14 Accounts) Exceptions to Lapse
Guidelines

• The following EG balances are not subject to
• lapse (carry forward 100)
• President/Vice President Reserve Accounts
• GIT Accounts
• Lab Fee Accounts
• Research Development Special Item
  Appropriations (to the amount in the GAA)
• Facilities Administration (F A) 14-7 accounts
  with balances from FY 2007 (no transfers in to
  these accounts!)
• Balances under 100 will be swept to Dean / VP
  account

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Lapse Guidelines (19 Accounts) Designated
Funds

• Deficits not cleared prior to year end will be
  cleared during the lapse process.
• M O 19-7 accounts will lapse at fiscal year end
  and are allocated
• 50 to VPs Reserve Fund
• 50 for Deferred Maintenance

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Designated Funds (19 Accounts) Exceptions to
Lapse Guidelines

• The following Designated 19- Accounts are
• not subject to lapse (carry forward 100)
• Most 19- accounts sourced from fees - other than
  19-7
• Official Occasions Accounts
• Facilities Administration (F A) 19-8 accounts
  -
• FA balances under 100 will be swept to Dean /
  VP Account

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Designated Funds (19 Accounts) Lapse
Restrictions

• Transfers from an account that will lapse to an
  account that does not lapse may be disallowed
• Detailed explanations are required
• Questionable transfers subject to approval by
  AVP-Financial Affairs
• No exceptions.

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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 new Service Center policy for
  compliance with OMB Circular A-21.
• Contact Carol Hollingsworth with questions at
  x4229

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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)

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UTSA DEPOSITORY BANK
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UTSA Is Changing Banks!

• Effective 08/01/08, UTSA will change from
  Bank of America to JPMorgan Chase for our
  institutional banking needs

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What to Expect?

• Contact Mary Ann Shaughnessy at xx4235 (Fiscal
  Services JPL) to request new endorsement stamp
  if you deposit checks
• Remote Deposit - FSO will convert checks to
  process electronically resulting in decreased
  float and faster reporting of NSFs

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How Can You Help?

• Advise students, 3rd parties, or granting
  agencies who remit funds via ACH or Wire Transfer
  that our bank account is changing.
• Contact Gary Lott, x4221 to receive new banking
  account/routing numbers

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ACCOUNTING SERVICES
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Contact Information

• Main line 458-4212
• Fax line 458-4222
• E-mail (Accounting Services)
  accounting.ofc_at_utsa.edu
• Website www.utsa.edu/accounting

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Contact Information

• OFFICE STAFF

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Critical Accounting Deadlines
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Year End Accounting Functions

• Accruals
• Accrue for services rendered or goods received as
  of August 31st
• Materiality factor of gt1,000 per item
• Vouchers must be in disbursements by September
  3rd at 5pm
• Refer to Disbursements Critical Deadlines
• Prepayments
• Entry made to allocate expenses between fiscal
  years or expense for next year
• (i.e. maintenance agreements, software licenses,
  etc)
• Materiality factor of gt1,000 per item

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General Accounting Information

• Unit and Account Request Form
• Was effective September 1, 2007
• Used for new requests and modifications to
  current information including the addition of
  sub-accounts
• Send to Accounting Services if for a change in
  account name, request for new account,
  sub-account, change/modification to an existing
  account

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General Accounting Information

• Unit and Account Request Form
• To access the form, go to the Accounting Services
  website, click on Establishing and Closing an
  Operating Account and then click Unit Account
  Request Form
• Email the completed form to accounting.ofc_at_utsa.ed
  u

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General Accounting Information

• Unit and Account Request Form
• Common errors
• Incomplete information
• Purpose (need a detailed explanation of what the
  account is to be used for)
• If you need to add more information use the
  comments section
• Reminder
• Send an e-mail to Accounting Services to
  inactivate old accounts

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General Accounting Information

• Pooling of accounts
• Rules by fund group
• Reconciliation of accounts will be more crucial
• Example see following slide
• Effective September 1, 2008

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Pooling Example
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General Accounting Information

• Statement of Account
• Reconcile on a monthly basis
• Refer to Accounting Services website SOA, for
  Reconciliation Guidelines, reconciliation form,
  UT Direct Guidelines
• Open Accounting Services website and click on the
  individual topics listed under Statement of
  Accounts as needed
• A reconciliation form is provided, however, you
  can create or modify this form to better suit
  your purposes, as long as the results are the same

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General Accounting Information

• Access to Statement of Account Information
• A monthly report is run after the close, however,
  departments can access the same information via
  UT Direct and download this info as needed

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General Accounting Information

• Access to Statement of Account Information
• Access UT Direct via https//utdirect.utexas.edu/i
  ndex.html sign in with your UT EID and Password
  click on My Job and then See full category
  listings on the right hand side of the screen
  next click on Report Writer and then
  Transaction Listings
• You can view or download the information in
  various formats, based on your individual
  department needs

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DISBURSEMENTS TRAVELSERVICES
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Contact Information

• Main line 458-6979
• Fax line 458-4829
• E-mail (Disbursements and Travel Services)
  Disbursements.travel_at_utsa.edu
• Website www.utsa.edu/travel

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Contact Information
OFFICE STAFF
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Contact Information
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Contact Information
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Year End

• Travel
• Encumbrances- disencumbered 08/29
• Advances clear as soon as travel complete to
  allow for reimbursements in current Fiscal Year
• Travel in New Year all indications are that
  Define will allow processing of the RTA in the
  New Year. However, should you encounter a
  problem, please process a paper voucher to make
  sure the approval is in place. After 09-01 create
  the electronic RTA. When processing a VE5 for
  the new fiscal year, you must change your year to
  08/09.
• Travel with Fiscal Year Cross-over dates- create
  VE5 in new fiscal year

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Critical Disbursements and Travel Deadlines
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Critical Deadlines for Pro-card Vouchers
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General Information

• To expedite voucher processing please
• Attach backup documentation invoices, receipts
• Business Expense forms
• Verify remit to addresses
• Mileage reimbursement rate for personal vehicle
  use-raised to 58.5 cents per mile effective July
  1.
• For information on specific invoices, please
  email Disbursements.travel_at_utsa.edu or
  contact the appropriate staff member responsible
  for the vendor alphabet

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PURCHASING DISTRIBUTION SERVICES
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Purchasing and Distribution Services Contact
Information

• Main line - 458-4060
• Fax line 458-4061
• E-mail (Receiving)
• Central Receiving Warehouse_at_utsa.edu
• Website - http//www.utsa.edu/pds/

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Purchasing Distribution Services

• Purchasing/HUB/Central Receiving/Mail Services
  website www.utsa.edu/pds/
• Review your contracts and communicate with your
  buyer for new or renewing contracts. Allow ample
  time for bidding, if required.
• If goods or services are delivered directly to
  your department, contact Central Receiving to
  initiate a PD1 to ensure the vendor is paid.
• Email crw_at_utsa.edu
• All service contracts and multi-year contracts
  require a new PO for the new fiscal year.

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Purchasing Distribution Services
STATE ORDERS
Currently departments are generating PB7 requests
for maintenance renewals. A new automatic
process is being utilized which requires
additional attention from the departments.

• PDS does not review PB7s prior to submission to
  State for PO. Ensure all information such as
  serial number, make and model, and delivery
  address is contained in the PB7 upon final
  approval.
• Some POs may be held by the State until new
  agreements are approved and posted.

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Purchasing Distribution Services
IMPORTANT YEAR END DATES
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Purchasing Distribution Services

• Buyers are assigned to specific departments.
• Please coordinate your purchasing activities to
• your assigned buyer.
• Darren Cato
• 4974
• Paul Duke
• 4064
• Danesha Little
• 4598
• Juan Macias
• 4064

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PAYROLL MANAGEMENT SERVICES
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Contact Information

• Main line 458-4280
• Fax line 458-4236
• E-mail (Payroll Office) payroll_at_utsa.edu
• Website - www.utsa.edu/payroll

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Contact Information

• OFFICE STAFF

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Critical Payroll Deadlines

Questions?
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General Information

• Payroll website www.utsa.edu/payroll
• Payroll deadlines
• Regulation and law changes
• Forms More!
• Timely process of pay vouchers (OV1, OV5)
• Meet deadlines, be aware of approvers absence

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General Information

• Online Earnings Statements UT Direct
• Secure
• Print as needed
• Prevent loss of confidential data and identity
  theft

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General Information

• Non-US Citizen Service Agreement Certification
• Purpose Process
• Location Outlook/Public Folders/ AVP
  Administration
• Class offered by AVPA Administration on Service
  Agreements
• General Questions?

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BREAK
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HUMAN RESOURCES
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2008 2009 REAPPOINTMENTS(Yellow Handout)
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Contact Information

• Main line 458-4250
• Fax line 458-7892
• Website www.utsa.edu/HR

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Contact InformationAppointment Processing
OFFICE STAFF
Refer to page 10 of handout for additional
information and to identify document routing path.
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Critical HR DeadlinesCurrent Year FY 08-09
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2007-08 FY Appointments

• Terminate employees with a change document using
  the correct termination reason code.
• Supervisors, Department Heads and Admin. support
  must clear YB2 of all 07-08 FY appointments.
• Ensure that all 07-08 FY appointments have routed
  and are approved by HR by August 29th.

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2008-2009 Reappointments

• All appointments for current employees will
  expire August 31, 2008.
• You must either
• Terminate employees who will not be continuing
  into the new fiscal year by August 29th.
• Reappoint effective September 1st those who are
  not listed in the approved 08-09 FY Budget.

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Three Ways to Reappoint Employees

• Automatic reappointments through your officially
  approved 2008-2009 Budget for tenure-track
  faculty, administrative and professional staff,
  and monthly classified staff.
• Electronic Automatic Reappointment Document (ARM)
• ARF non-tenure track faculty
• ARH hourly employees
• If not on your Budget or on your ARM document,
  you must appoint the employee with the
  appropriate ANM document.

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Appointments

• All changes must be processed on an electronic
  change document (ACM)
• Change Documents
• Changes in Budget type Supersedes the Budget
  in Remarks section
• Change of title and/or salary
• New Appointment
• New employee hired in a budgeted position

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DEFINE Essentials

• Departments will have access to two fiscal years
  through August 31st.
• Compare your department employees appointments
  between 07-08 FY and 08-09 FY using AL4.
• Ensure that you are in the correct year when
  creating an appointment.

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Departmental Appointment Review

• Review job titles, annual rates, percent of time
  and account number
• View appointments via Defines AL4 screen
• Verify that employees are appointed under correct
  account number
• Grant accounts must have appointment documents in
  place for the new fiscal year which include merit
  

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Coming Soon Major DEFINE upgrade HRMS

• HRMS (Human Resource Management System) is a
  project that is focused on the re-design and
  re-engineering of the DEFINE based employee
  appointment process.

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When?

• Major Milestones
• Testing - To begin August 2008.
• Training Schedule -
• Stage I for Senior AA in departments. September
  2008
• Purpose Provide training to introduce HRMS
  to ASOs and senior AAs.
• Stage 2 for Key AAs in departments. September
  2008
• Purpose Provide training to key AAs so that
  they can assist their department during the
  implementation phase and possibly assist HR with
  the training.

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When?

• Stage 3 for all who process appointments. October
  2008
• Purpose Provide all-hands training so that
  current appointment creators can perform the
  business functions in the new HRMS.
• Implementation - early November 2008

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Why?

• Today, position-related data is tied strictly to
  the employee who currently holds that job.
• With HRMS, historical data will be directly tied
  to a position. Employee records will be linked to
  the positions they currently hold and will also
  contain information on any previous jobs they
  held with UTSA.
• By organizing data through positions
• Supervisory reporting relationships will be
  clearly identifiable.
• Organizational structures will be more visible.
• Work processes will be more efficient.
• For more details http//www.utsa.edu/hr/HRProject
  s/index.cfm

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DEFINE ADMINISTRATIVE SERVICES
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Contact Information
OFFICE STAFF
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DEFINE Administrative Services

• DEFINE website www.utsa.edu/budget/DEFINE20Admin
  istration.htm
• All forms used by DEFINE Services are located on
  the website but future redesign will improve
  distribution of information. The following forms
  are required throughout the year to ensure proper
  access and signature authorization.

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DEFINE Administrative Services

• Request for DEFINE 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.
• Form is also used as a signature authorization
  for electronic documents as account or unit
  administrator.

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DEFINE Administrative Services

• Unit and Account Request Form used for routing
  and reorganization within an area
• DEFINE Services receives these forms 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.

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DEFINE Administrative Services

• Unit Hierarchy
• Shows organizational structure and the reports
  to relationship for all units within DEFINE.
• Used by DEFINE Services for routing purposes so
  it is important to be maintained and updated to
  ensure proper routing and signature
  authorizations.

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DEFINE Administrative Services

• All employees should activate their EID in order
  to gain personal information and updates, open
  enrollment selection of insurance, paperless
  option for earnings statement, and other
  financial information.
• Please ensure that employees within your
  department are informed. There are 2 ways to
  activate this process.

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DEFINE Administrative Services

• EID Activation Class
• 1 hour class offered twice each month
• One-on-one appointments are made for those
  unable to enroll in the Activation Class by
  contacting DEFINE Services for a convenient time.