2013-2014 Fiscal Year-End Workshop

1. Upcoming workshops 2013-2014 Fiscal Year-End Workshop Wednesday, August 13, 2014 Buena Vista Building Room 1.318, 9:00am – 11:00am • Thursday, August 14, 2014 Business Building, University Room, 2.06.04, • 9am – 11am

2. Fiscal Year-End Workshop Agenda: • Opening Remarks • Lapse Guidelines for Fiscal Year-End Balances Diana Macias-Ollervidez • Fiscal Management Sub-Certification Process • Accounting Services – Charlotte Mikulec • Disbursements/Travel Services – Nora Compean • Break • Purchasing – Yvette Medina and Lane Brinson • Payroll Management Services – Javier Martinez & David Lerma • Human Resources – Claudia White & Samantha Hernandez

3. LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES

4. Lapse Guidelines – Educational & General Funds • Disposition of E & G balances are based on each Vice President’s direction for their areas • Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers • E&G remaining balances should be zero • Any negative balances are addressed and cleared • Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees • Special Items & Research Development Funding will carry balances forward for FY 2014; however, must be fully expended next year since FY 2015 is the 2nd year of the biennium.

5. Lapse Guidelines - Designated Funds • Disposition of centrally funded Designated account balances (formerly 19-7 accounts) are based on each Vice President’s direction for their areas. • Prior to year end, Budget Office will provide negative year end balance reports to Primary Financial Area Reps for processing budget transfers • Budget Transfers are completed as determined by VP Area • Any negative balances are addressed and cleared as appropriate Certain Designated Accounts are not subject to lapse and roll forward: • Most designated accounts sourced from fees • Facilities & Administration (F & A) accounts

6. Centrally funded E&G and Designated AccountsGeneral Recap by Area - FY 2014 • President’s Office – department balances at year end will roll forward • Academic Affairs –departmental balances at year end will roll forward • Research – departmental balances at year end will roll forward; balances in E&G salary accounts will lapse to VP Research reserve • Business Affairs – department balances at year end will roll forward • Community Services – department balances at year end will roll forward • Student Affairs – department balances will lapse to VP Student Affairs reserve • External Relations – department balances will partially roll forward For questions, please contact your Financial Area Rep

7. Remaining Balance - Service Centers • Not subject to lapse (carry forward 100%) • Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs • Monitored by Grants and Contracts Financial Services • Subject to Service Center Policy for compliance with OMB Circular A-21.For questions please contact: - Lila Martinelli x8022 - ShannynAdkins x4229

8. Remaining Balances - Other Fund Groups Year-end balances in the following funds are not subject to lapse (carry forward 100%): • Grant and Contracts • Auxiliary Enterprise • Gift/Restricted Funds • Plant Funds

9. Fiscal Management Sub-Certification Process

10. 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 142.1 – Policy on the Annual Financial Report. • Review Financial Management Operational Guidelines (FMOG), Fiscal Management Sub-Certification Work Plan, Section 1: Internal Control

11. Fiscal Management Sub-Certification Process • Annually, each Department Manager (Account Administrator-Define) should provide a fiscal management sub-certification for cost centers 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.

12. 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

13. 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

14. Fiscal Management Sub-Certification Process • Department Managers 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). • Fiscal Management Sub-Certification Work Plan: http://www.utsa.edu/financialaffairs/opguidelines/0103.html

15. Common Errors Department Manager is not correct Account is inactive or zero balance Complete Unit and Account Request Form Send to Accounting Office Department Manager 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

16. ACCOUNTING SERVICES

17. Contact Information Main line: 458-4212 Location: University Heights, Tech2, 1.104 E-mail: accounting.ofc@utsa.edu Website: Accounting Services http://www.utsa.edu/financialaffairs/accounting/

18. Contact Information

19. Critical Accounting Deadlines

20. Year-End Accounting FunctionsPre-Payments and Accruals Year End Closing and Accounting http://www.utsa.edu/financialaffairs/opguidelines/0112.html Pre-Payments • Entry made to allocate expenses between fiscal years or expense for next year • (i.e. maintenance agreements, software licenses, etc.) • Memberships are excluded from pre-payments – recognize in full in year paid • Materiality factor of >$1,000 per item

21. 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 08/22/14 to be included in FY13/14 expenses Service Centers • Bill for services rendered for FY13 by calendar deadlines Inventory • Complete inventory count and reconciliation must be sent to Accounting by 9/04/14 at 3PM

22. General Accounting Information • Chart of Account Maintenance Form • Form required to add or modify departments or cost centers • Form and instructions are located under Forms and Worksheets • Statement of Account Reconciliation • Need to reconcile your converted data as of April from DEFINE to PS • All revenues and expenses were reviewed by Accounting Services and by Grants and Contracts Financial Services • Interim process

23. General Accounting Information • Access the Accounting Services website for various links and tools http://www.utsa.edu/financialaffairs/accounting/ • Links to Forms & Worksheets • Links to FMOG’s

24. General Accounting Information Corrections: • Send all corrections except for sponsored accounts to accounting.ofc@utsa.edu • Send corrections for sponsored accounts to the applicable RSC administrator • These corrections will follow same guidelines and deadlines as those sent for accounting corrections

25. General Accounting Information Corrections(cont’d) • Provide the following information: • Document ID number • Original cost center and account used • New cost center and account for correction • Amount of correction, esp if only a partial correction • Reason for the correction • Copy administrator on account being charged (approval is implied)

26. General Accounting Information • Corrections (cont’d) • Prior year corrections – none will be made after year end – critical to review currently • Corrections for Sep to May (DEFINE data) – valid reason must be provided as to why corrections are now being requested • Will only be corrected if material to financial statements

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

28. Contact Information Disbursements/Travel main line: 458-4213 Disbursements fax line: 458-4829 E-mail: Disbursements.travel@utsa.edu Website: Disbursements and Travel Services

29. Contact Information

30. Contact Information

31. Contact Information

32. Contact Information

33. Critical Disbursements and Travel Services Deadlines

34. Year-End DTS Functions • Travel encumbrances will roll forward to new FY14/15. • 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 25th. • Cash Advances not approved before end of FY13/14 will be returned/denied. A new advance must be created in new FY14/15. • T&E reimbursements received after deadline will be processed in new FY14/15. DTS will change accounting date to new month.

35. Travel Reminder • Must use approved UT System travel and car rental agencies. • Approved travel agencies • Corporate Travel Planners • Anthony Travel • Approved car rental agencies • Avis/Budget • Enterprise/National • Hertz

37. 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

38. PTCA Contact Information Email: procard.travelcard@utsa.edu Fax: 210-458-4849 Website: http://utsa.edu/financialaffairs/ptca/

39. Critical Pro-Card Voucher Deadlines for Citibank

40. Year-End PTCA Functions • CLIBA – All outstanding balances on the travel cards must be paid in full by August 18th. • Pro-Card – 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.

41. 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

42. General Information To expedite voucher processing (cont’d): • Verify the accuracy of information: • Remittance address • Vendor # • 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.

43. 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 UTShare to expedite payment. • SIF form: Direct Deposit Form • PO Disencumbrances are handled by Purchasing • Travel Disencumbrances are handled by DTS (submit TAF)

44. PURCHASING & DISTRIBUTION SERVICES

45. Purchasing and Distribution Services CONTACT INFORMATION Main line: 458-4060 Fax line: 458-4061 E-mail: purchasing@utsa.edu Website: Purchasing and Distribution Services

46. Purchasing & Distribution Services IMPORTANT FY13-14 YEAR-END DATES • *If required, additional approvals such as Grants, Animal Labs or Environmental Health Safety and Risk Management , PB documents must be completed (“Final Approved”) in Point Plus prior to midnight on deadline date. • Purchasing will not process requests received after the deadlines stated above.

47. Purchasing & Distribution Services FY14-15 DATES • The Process for creating FY14-15 Requisitions in UT Share/PeopleSoft is available on the Purchasing Website under the “Announcements” section. • FY14-15 funds (and not FY 13-14 funds) must be used to purchase goods or services that will be received and invoiced after September 1st.

48. Purchasing & Distribution Services FY14-15 DATES • If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext. 4069. • Contact your departmental Procurement Specialist (Buyer) for any questions or purchasing assistance. • The department/Procurement Specialist assignments are located on the UTSA Purchasing Website at www.utsa.edu/purchasing.

49. Purchasing & Distribution ServicesRECEIVING • Orders created in PointPlus must be received by Central Receiving. These orders will have PO numbers beginning with 2013, 2014, etc. • Central Receiving creates receipts for all orders shipped to Central Receiving. • Departments create receipts for orders not delivered to Central Receiving. • Navigate to eProcurement> Receive Items in PeopleSoft to create receipts. Email: crw@utsa.edu

50. Purchasing & Distribution Services PEOPLESOFT REQUISITION TIPS • Add contact information in the “Additional Information” section and check the “Send to Vendor” checkbox. • Use vendors with the “SHARED” location when selecting vendor addresses. • Check and verify appropriate “Account Codes” are used in your capital asset requisition. • Remember to receive items shipped direct to your department to prevent payment delays. • Use the “Purchase Order” number and not “Requisition Number” when placing orders.