Finance & Administration Quarterly Update

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

2. Business Affairs Update • Agenda Items • Business Affairs FY 10 Year End and Beginning FY 11 Deadlines and Accounting Reminders • Annual Property Inventory Certification Reminder • TechBuy Comment Feature

3. Business Affairs Update – Year End Deadlines • Business Affairs FY 10 Processing Deadlines • August 20th (Friday) • FY 10 TechBuyNon-Punchout Orders Less than $5,000 due • August 27th (Friday) • FY 10 TechBuyPunchout Orders – only for orders actually processed and shipped (no backorders) due

4. Business Affairs Update – Year End Deadlines • Business Affairs 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

5. Business Affairs Update – Year End Deadlines • Business Affairs 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 Payment Services: • FY 10 Direct Pay System Transactions

6. Business Affairs Update – Year End Deadlines • Business Affairs 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

7. Business Affairs Update – Year End Deadlines • Business Affairs 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

8. Business Affairs Update – Year End Deadlines • Business Affairs FY 10 Processing Deadlines • September 9th (Thursday) (Continued) • 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

9. Business Affairs Update – Year End Deadlines • Business Affairs 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)

10. Business Affairs Update – Year End Deadlines • Business Affairs FY 11 Processing Deadlines • September 1st (Wednesday) • FY 11 TechBuyPunchout Orders may not be submitted prior to this day • Additional Information and reminders will be sent out via TechBuy user group emails from Purchasing

11. Business Affairs Update – Cost Transfers • Cost Transfer Reminders • Request must be made within 90 days of the original expense transaction date. • Note: Process under review – time requirement may be shortened • Request must include adequate justification for expense transfer. • Expenses should be charged directly to the correct fund • Routine requests could indicate funds not managed appropriately • When reviewing transactions, run Cognos reports at the fund level only (omit orgn code) to ensure that all activity for the fund is displayed correctly. • Doing so will reveal possible incorrect posting of transactions

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

13. Business Affairs Update • Any Questions before we move on?

14. Business Affairs Update – TechBuy Comments • TechBuy Comments • TechBuy comments are used to document and communicate information about TechBuy Requisitions (Req’s) and Purchase Orders (PO’s). • Comments can be used for communication within a department, to Purchasing or from Purchasing. • Comments create a permanent history trail

15. Business Affairs Update – TechBuy Comments To Access TechBuy Comments Open a Req or PO and then Click on the “Comment” tab • To leave a comment, click on the “Add Comment” button

16. Business Affairs Update – TechBuy Comments To just leave a comment only, type the comment in the text box (up to 1,000 characters). Then click “Add Comment”. If you want to also send an email, check the checkbox for the person you want the email sent to, or if they are not listed click the “add email recipient” link.

17. Business Affairs Update – TechBuy Comments Type in the first and last name of the person you are adding to the comment email, and click “Search.” Click the radio button beside the person you want to add to the email list, and then click the “Choose Selected User” button. Search Choose Name

18. Business Affairs Update – TechBuy Comments Check the boxes beside each recipients name. Type your message and click the “Add Comment” button.

19. Business Affairs Update – TechBuy Comments To add an attachment to comments, click on the “Browse” button and search for the file you want to attach. Note: You must also add a comment in the text box. When you have added your comment and selected the file to attach, click on the “Add Comment” button.

20. Business Affairs Update – TechBuy Comments To reply to this comment DO NOT click on the “Reply” or “Reply to All” button on the email. Instead, click on the link under the statement “To reply to this comment click on the following link.”

21. Business Affairs Update – TechBuy Comments • Keep in mind when using the Comment feature • Comments are permanent and cannot be removed. • DO NOT add any confidential information such as PHI or PII as comments are viewable by all authorized TechBuy users. • Comments provide a history to help determine everything that has happened to a Req or PO. • Purchasing will be requesting PO & Encumbrance Change Requests using Comments. Users may return the PO & Encumbrance Change Request form using the attachment option in comments.

22. Business Affairs Update • Questions?