Finance & Administration Quarterly Update

1. Finance & Administration Quarterly Update Business Affairs Update April 26, 2010

2. Business Affairs Update • Agenda Items • FY 10 Year End Accounting Deadlines and Reminders • FY 10 Year End and Beginning FY 11 Purchasing Deadlines and Reminders • Annual Property Inventory Certification Process

3. Business Affairs Update – Year End Deadlines • Accounting Services FY 10 Processing Deadlines • August 27th (Friday) • Encumbrance Adjustments: Encumbrance adjustments or releases for FY 10 and prior year encumbrances must be received by Purchasing • Unclaimed Property: All unclaimed property, including stale dated checks with an issue date that is on or before June 30th, 2009 must be submitted to Accounting Services • August 31st (Tuesday) • Travel Applications: Travel Applications to be applied against FY 10 funds must be entered by 4:30pm

4. Business Affairs Update – Year End Deadlines • Accounting Services FY 10 Processing Deadlines • September 3rd (Friday) • Due to Accounting Services: • Consumable Supplies/Goods for Resale Inventory counts as of August 31st. Form is available online at: http:www.fiscal.ttuhsc.edu/accounting/yep • FY 10 Funding transfers submitted via Budget Revision • Due to Purchasing: • FY 10 Direct Pay Transactions

5. Business Affairs Update – Year End Deadlines • Accounting Services FY 10 Processing Deadlines • September 8th (Wednesday) • Due to Accounting Services: • FY 10 Internal Purchase Funding & Cost Transfer Requests • FY 10 Non-Contract Revenue Accrual Invoice forms (INs) & Expense Accrual Requests • FY 10 Contract Revenue Accrual entered into Contracting/Accounts Receivable System • FY 10 Intra-Institutional Vouchers (IVs) for service department charges entered through the Gateway • FY 10 Holding Account and unidentified wire claims • FY 10 Special Augmentation Accruals

6. Business Affairs Update – Year End Deadlines • Accounting Services FY 10 Processing Deadlines • September 8th (Wednesday) • Due to Travel: • FY 10 Travel Vouchers • Due to Accounts Payable: • FY 10 Invoices & Receiving Reports • September 9th (Thursday) • Purchasing Card Allocations: • All P-card allocations due in Pathway Net • Statement close date – September 7th

7. Business Affairs Update – Year End Deadlines • Accounting Services FY 10 Processing Deadlines • September 9th (Thursday) (Continued) • Purchasing Card Allocations: • Pathway Net allocations may be made throughout August as purchases are made – there are only 2 business days to make allocations after the statement close date • All charges on the September 7th statement will be applied to FY 10 • September 10th (Friday) • Month end Close for August FY 10

8. Business Affairs Update – Year End Deadlines • Accounting Services FY 10 Processing Deadlines • September 15th (Wednesday) • Due to Accounting Services: • Questions regarding fund balances for FY 10 transaction detail included on Cognos reports after August close. Deficits will be covered from back up accounts unless alternate account information is received by September 17th (Friday) • Additional Information available with the Quarterly Finance and Admin meeting notes on the Budget Website

9. Business Affairs Update – Year End Deadlines • Purchasing FY 10 & FY 11 Processing Deadlines • June 4th (Friday) • FY 10 NewBids and RFP’s Due • FY 11 Orders with Payment Due 09/01/2010 or with Bids or RFPs greater than $25,000 Due • June 25th (Friday) • FY 11 Lease / Rental of Equipment, Maintenance Contracts and Services requiring Bids Due

10. Business Affairs Update – Year End Deadlines • Purchasing FY 10 & FY 11 Processing Deadlines • July 23rd (Friday) • FY 10 Orders that already have Bids / Proposals due • FY 11 Automated / Non-Automated Contracts due • August 20th (Friday) • FY 10 Non-Punchout Orders Less than $5,000 due • August 27th (Friday) • FY 10 Punchout Orders – only for orders actually processed and shipped (no backorders) due

11. Business Affairs Update – Year End Deadlines • Purchasing FY 10 & FY 11 Processing Deadlines • September 1st (Wednesday) • FY 11 Punchout Orders may not be submitted prior to this day • Additional Information and reminders will be sent out via TechBuy user group emails from Purchasing • Additional Information and deadlines document available with the Quarterly Finance and Admin meeting notes on the Budget Website

12. Business Affairs Update - Property Inventory • Property Inventory Certification Process • Annual Certification • Due June 30th 2010 • All updates and changes must be entered and reflected in reports before certification • Refer to HSC OP 63.10

13. Business Affairs Update - Property Inventory Sign in to the Property Inventory System from Webraider, F & A Work Tools tab, Finance channel

14. Business Affairs Update - Property Inventory To start the verification and certification process, click on “Reports” “Help” document walks you through the certification process

15. Business Affairs Update - Property Inventory Verification and Certification process Determination of Capitalization and Controlled Items Accessing Property Management Documents in Laserfiche

16. Business Affairs Update - Property Inventory Select “Departmental Inventory Listing” Click “Go To Report”

17. Business Affairs Update - Property Inventory Printed version is available Click “Edit” for item you need to correct

18. Business Affairs Update - Property Inventory You can update the Cond (Condition), Serial Number, Building and Room

19. Business Affairs Update - Property Inventory To change the “Room” location, you must select the correct “Building” first

20. Business Affairs Update - Property Inventory After you have selected the correct Building, select the correct Room number

21. Business Affairs Update - Property Inventory Verify the Serial Number Verify the Condition

22. Business Affairs Update - Property Inventory After all changes are complete, click “Update” Verify that all changes are correct, then click “Save My Changes”

23. Business Affairs Update - Property Inventory Select “Items Not Yet Tagged” Click “Go To Report”

24. Business Affairs Update - Property Inventory If you have items on this report, you must “Edit” to complete missing information. Click “Edit” to add information

25. Business Affairs Update - Property Inventory Select Building before selecting Room Edit or complete all applicable fields, then click “Update”

26. Business Affairs Update - Property Inventory Verify that all changes are correct, then click “Save My Changes” After you have updated the information in the Property Inventory System, return the completed tagging memo to Property Inventory at Stop 6209 and verify changes in the Departmental Inventory list the next business day

27. Business Affairs Update - Property Inventory If there are items on your Departmental Inventory Report or on your Items Not Yet Tagged Report and you have diligently searched for these items, but not located them, you must report the items as missing. The “Missing or Stolen Property Report” is available from the Forms link in the menu. Select the “Forms” link on the left side of the page

28. Business Affairs Update - Property Inventory Complete the form and return to Property Inventory

29. Business Affairs Update - Property Inventory • Missing or Stolen Property • Report inventory items on Departmental Inventory List or Not Tagged Report that you cannot locate • Items that are missing will be reported to the State Comptroller after a two year period if not located • State funding could be reduced if dollar amount of missing items is substantial • Complete form and submit to Property Inventory Stop 6209 in Lubbock • When entered in the system, the item will be added to the “Missing Property” report

30. Business Affairs Update - Property Inventory Select “Missing Property” Click “Go To Report”

31. Business Affairs Update - Property Inventory Please make every attempt to locate missing items as they will be reported to the State Comptroller’s Office after two years. If there is an item on this list that you have located, please notify Property Inventory or email propertymanagement@ttuhsc.edu. If an item has been stolen, submit Attachment B of HSC OP 63.10 to Property Inventory.

32. Business Affairs Update - Property Inventory Select “Lost and Stolen Property” Click “Go To Report”

33. Business Affairs Update - Property Inventory After two years of reported as “Missing”, items are moved to the “Lost and Stolen Property” report and will be submitted to the State Comptroller’s office. If the amount of loss is substantial, TTHSC could lose a proportional amount of state funding. Please make every effort to locate missing items and if located please notify Property Inventory at propertymanagement@ttuhsc.edu. Lost and Stolen Property

34. Business Affairs Update - Property Inventory Select “Annual Certification” After you have completed edits, completed transfers, reported missing items and verified that your Departmental Inventory Listing is correct, you must submit your Property Inventory List for certification by the departmental Property Custodian. Please keep in mind that the changes submitted to Property Inventory could take several days to process, so do not wait until June 30thto start the verification process. Click “Go To Report”

35. Business Affairs Update - Property Inventory Select “Submit This Year’s Inventory Reports for Annual Certification”

36. Business Affairs Update - Property Inventory The name of the person responsible for the certification of your department’s annual property inventory should be listed here. If this is not the person who should certify for your department, please notify Property Inventory at propertymanagement@ttuhsc.edu. When you submit your certification you are certifying that you have reviewed the inventory reports and have knowledge that they are correct. Please read this statement. After verification of correct inventory, click “Submit for Annual Certification”

37. Business Affairs Update - Property Inventory When you submit the departmental inventory for certification, the submitter and the date the report was submitted will display. An email notification will go to the departmental property custodian to notify them that the inventory is ready for annual certification. The annual certification is due by June 30, 2010.

38. Business Affairs Update - Property Inventory When the property custodian receives the email notification they must click on the link in the email and “Certify the Annual Inventory” to complete the process. The annual certification is due by June 30, 2010.

39. Business Affairs Update - Property Inventory The Property Inventory System has two search options, Search by Category and Search by Tag/Serial Number If you find items in your department that are not on your inventory list, you can search by either tag or serial number to determine whose inventory list the item is on. It is possible that one department transferred an item to your department, but the documentation was not completed. Please notify Property Inventory if this is the case.

40. Business Affairs Update – Property Inventory • Certification Process • Verify all departmental property on Departmental Inventory Listing. • Note condition and location • Perform edits in Property Inventory System • “Update” and “Save My Changes” • Verify changes the next business day in the Property Inventory System • Submit transfer forms to Property Inventory • Complete and sign transfer form • Obtain signatures from receiving department • Send form to Property Inventory and verify in reports

41. Business Affairs Update - Property Inventory • Certification Process (Continued) • Tag “Items Not Yet Tagged” • Provide information for blank fields • “Update” and “Save My Changes” and verify in reports • Return Tagging Memo with completed information to Property Inventory • Attempt to locate “Missing Items” • Report “Missing Items” found to Property Inventory staff • Report departmental property not on inventory list to Property Inventory staff

42. Business Affairs Update - Property Inventory • Certification Process (Continued) • Complete and submit “Loss of Property” form for lost or stolen items • Verify submitted changes to departmental inventory in Property Inventory System • Submit “Inventory Report” for approval • Department head must approve and submit “Annual Certification” of departmental inventory by • June 30, 2010

43. Business Affairs Update - Property Inventory • DeShun Avery • (806)743-7826 ext 312 • Jessica McGaha • (806) 743-7826 ext 311 • Carole Wardroup • (806)743- 7826 ext 313 • Property Management • propertymanagement@ttuhsc.edu

44. Business Affairs Update • Questions?