Controller’s Office

1. Controller’s Office VP Finance and AdministrationTown Hall Meeting October 16, 2008 Ginny AndersonAssociate VP for Finance and Administration and Controller

2. Departments • Financial Reporting • Payroll • Purchasing and Payment Services • Student Accounting and University Cashiering Services

3. Monthly Newsletter pps.unt.edu – link for “The Spreadsheet” The newsletter includes the latest information from departments, including changes to policy and procedures. An archive of previous newsletters is available.

4. Financial Reporting University Services Building Liz Linder, Director

5. Financial Reporting - Mission The Department of Financial Reporting, which reports to the Vice President for Finance and Administration, is responsible for supporting the academic mission of UNT by ensuring the financial well-being of the university, including general ledger, funds management, accounting, financial reporting and recording investments.

6. Financial Reporting – Primary Functions • Importing, preparing, reviewing and approving journal entries to be posted to General Ledger • Preparing journals for Interdepartmental Order (IDO) transactions • Reconciling accounts to ensure the accuracy and integrity of the General Ledger • Processing stop payments and authorizing reissued checks • Monitoring bank activity to safeguard the University’s financial assets

7. Financial Reporting – Primary Functions • Processing entries to post payments received through credit card and bank systems • Processing revenue reallocations for sales tax revenue in compliance with State statutes • Submitting tuition income, tuition set-asides, and sales tax revenue to the State Treasury in compliance with State statutes • Preparing reports that accurately reflect the financial position of UNT, UNT System Administration, and UNT System

8. Payroll Office Marquis Hall, Room 127 Ruth Moors, Director

9. Payroll Office • 9 full-time employees • 1 student assistant

10. Payroll Office Facts and Figures • Process 10 to 23 payrolls a month • Processed over 129,000 paychecks for a total of over $215 million dollars during FY08 • Processed over 11,000 W2 forms for 2007 • Processed over 200 1042-S forms for 2007 • Currently process tax reporting in over 27 states • Review visas/documentation for International employees and visitors to ensure UNT is in compliance with Federal regulations before making any payments.

11. Payroll Office Employees are able to view and print their current and past paycheck advices at: https://my.unt.edu Click on the Human Resources tab and then View paycheck.

12. Purchasing and Payment Services University Services Building and Warehouse Annex Joey Saxon, Director

13. Purchasing and Payment Services 70 full-time employees 5 part-time employees • Purchasing • Travel • Central Receiving • Payments • Asset Management • HUB • Surplus • Training, Customer Service, ePro Help Desk

14. Purchasing and Payment Services Facts and Figures for Fiscal Year ’08 • 13,409 Purchase Orders Processed • 32,376 Payments/Reimbursements Processed • 1,040 Travel Reimbursements Processed • 2,383 Advance Travel Reservations Paid

15. Purchasing and Payment Services Facts and Figures forFiscal Year ’08 • 52,173 Purchasing Card Transactions at UNT • $115,325.00 in revenue through direct sales in Surplus • 298,014 pounds of materials recycled through Surplus

16. Purchasing and Payment Services Recent Projects/Accomplishments • Revised website to include additional information for campus and vendors. • Restructured purchasing card program. • Reduced time required to process requisitions to Purchase Orders. • Reduced time required to process requests for formal bids. • Began posting all formal bids on Texas Marketplace to increase vendor participation.

17. Purchasing and Payment Services Recent Projects/Accomplishments • Implemented weekly electronic notification process of bid opportunities to registered vendors. • Reduced time required to process payments for Travel and Payments. • Worked in collaboration with UNT General Counsel to streamline contract processing. • Increased HUB outreach on-campus and off-campus. • Renovated University Services Building to improve internal processing and service to campus.

18. Purchasing and Payment Services Recent Projects/Accomplishments • Partnered with UNT Facilities and UNT System Construction to host first business luncheon for existing and potential contractors. • Implemented recycling program in Surplus for scrap materials. • Increased focus on customer service. • Implemented new imaging system that provided more efficient processing in many areas. Some documents can now be viewed by ePro Coordinators and Approvers.

19. Purchasing and Payment Services Current Initiatives • Upgrade of EIS – FS to version 9.0. • New Look and Feel for eProcurement • March 17, 2009 • Train all ePro users on upgrade of EIS. • February 2009 • Implement online training Purchasing Card for annual refresher training. • November/December 2008 • Increase HUB outreach on campus. • Continued improvements to support exceptional customer service for campus and vendors. • Travel Guide, Purchasing Guide, Vendor Guide

20. Purchasing and Payment Services Future Initiatives • Online processing for travel advances and reimbursements through EIS. • Increased training opportunities for campus. • Increased enhancements to website. • Additional reporting functionality through EIS/Portal. • Online auction sales for some items designated as surplus.

21. Student Accounting and University Cashiering Services Eagle Student Services Center Kayle Godinez, Director

22. Student Accounting and University Cashiering Services Location: • First Floor of Eagle Student Services Center Office Hours: • 8:15am – 5:00pm; Monday – Friday Extended Hours for Limited Services: • 5:00pm – 7:00pm; Monday – Thursday • 9:00am – 1:00pm; Saturdays

23. Student Accounting • Collect Tuition and Fee Payments • Disburse Financial Aid, Scholarships and Reimbursements • Process Waivers, Exemptions and Sponsored Payments • Process Faculty/Staff/Dependent Scholarships • Coordinate eCommerce Payments • Award Short-Term Loans • Administer Payment Plans • Distribute 1098T’s for each tax year • Manage Production of ID Cards/Security Access for Residence Halls

24. Student Accounting Sponsored Billing/Front Counter Area Process Faculty/Staff and Dependent Scholarships. • $1,671,261.00 – Fiscal Year 2008 Additional information regarding the scholarship is available online: www.unt.edu/tuition. Scholarship forms must be completed for each semester/session an employee or dependent is enrolled at UNT.Take advantage of this great employee benefit!

25. Student Accounting Our employees assist our customers with exceptional customer service!

26. Student Accounting – ID Systems • Process over 5,000 cards for new and transfer student summer orientations. • Process over 1,000 cards for summer conferences. • Process work badges and courtesy cards for UNT departments. • Partner with Wells Fargo to issue Mean Green Check Cards. • Maintain 160 security access and dining card readers for UNT campus.

27. Student Accounting – Cashier Area • Process student cash and check payments. In FY 2007, our counter processed 13,931 transactions totaling $20,716,257. • Process departmental deposits. In FY 2007, our office processed 8,424 deposits totaling $32,050,366. • Coordinate eCommerce for the campus. • In FY 2007, our online tuition payments were 98,223 totaling $115,296,062.

28. Student Accounting – Cashier Area Our office offers an “express” window for departments to drop off deposits during peak periods.

29. Student Accounting Financial Aid Disbursements and Refunds • Initial Spring 2008 disbursement consisted of 6,451 checks and 4,879 ACH transactions, totaling over $29.6M. • For Academic Year 2006-2007- Processed 82,519 disbursements totaling $72.7M. • In January 2008, approximately 44,000 1098T’s for the tax year 2007 were processed.

30. Questions and Answers