FY2018 Year-End Update

1. FY2018 Year-End Update Office of the Controller FAR Meeting July 18, 2018 Sheri Hardison, Interim AVP for Financial Affairs and Controller (http://www.utsa.edu/financialaffairs/) Office of Financial Affairs

2. Available Materials http://www.utsa.edu/financialaffairs/controller/ Office of Financial Affairs Office of the Controller

3. 4 • Encourage your departments to: • Meet the July and August deadlines for transactions earlier in fiscal year • Ensure they are current with cost center/project reconciliations • Process budget transfers and transaction corrections now • Process any Chart of Accounts Maintenance changes now (e.g. Department Managers) How You Can Help Business Affairs Office of the Controller

4. 4 • Be sure your area: • Transfers funding to cover any balances that are negative by August 31 • Downloads one of the calendar formats to stay on top of all year-end deadlines • Cleans up outstanding purchase requisitions that won’t be sourced by August 24th • Knows the last check run will be August 29 at noon (until September) How You Can Help (Cont’d) • Business Affairs Office of the Controller

5. 4 • Be sure your area: • Runs one of Purchasing’s open PO queries to review PO encumbrance balances • Contacts Purchasing to close applicable PO’s so that they are not rolled into FY2019 • Knows they should not mark “received” what has not yet been received – affects Purchasing’s ability to roll forward the PO How You Can Help (Cont’d) • Business Affairs Office of the Controller

6. 4 • Be sure your area: • Follows Purchasing’s guidance on setting up new cell phone PO’s for FY2019 (and other “Amount Only”) • Knows that original budgets for FY2019 will be loaded in early August • Knows the lapse guidelines • Knows that accruals and prepaid entries won’t be recorded for items under $10,000 How You Can Help (Cont’d) • Business Affairs Office of the Controller

7. 4 • Ask the departments in your office to: • Regularly run the new Expense Report query – UTS_EXP_PND_STAT_WF_PRMPT_MOD • Regularly run DTS’ available Travel Authorization queries to ensure all Expense Reports are started and completed in a timely manner • Follow DTS’ requested action regarding any Expense Reports not yet fully complete by August 29 (in order for the associated TA to rollforward) • Plan ahead to process DBT transactions by the deadlines How You Can Help (Cont’d) • Business Affairs Office of the Controller

8. 4 • Cell phone reports coming to VP offices – if no changes, no action necessary • Additions and changes require new cell phone allowance forms • Department IDs and Speedtypes are changing for departments that reorganized; Point of Contact – VP office financial contact Other “Important Stuff” • Business Affairs Office of the Controller

9. QUESTIONS Office of Financial Affairs Office of the Controller

10. Thank you! Your partner for successful solutions Office of Financial Affairs