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2010-2011 Fiscal Year-End Workshop Thursday, July 14, 2011 Friday, July 22, 2011 BB 2.06.04 BB 2.06.04 – 1:00 pm – 3:00 pm 1:00 pm – 3:00 pm Tuesday, July 19, 2011 FS 2.520 Downtown Campus 9:00 am – 11:00 am Fiscal Year-End Workshop Agenda: • Opening Remarks • UTShare PeopleSoft Implementation Project • Lapse Guidelines for Fiscal Year-End Balances – Lenora C. Chapman • Fiscal Management Sub-Certification Process – Diana Macias-Ollervidez • Accounting Services – Charlotte Mikulec • Disbursements/Travel Services – Nora Compean • Break • Purchasing – Yvette Medina • Payroll Management Services – Christine Bodily • Human Resources – Henry Barrera • DEFINE – Cindy Orth Fiscal Year-End Workshop Theyear-end workshop PowerPoint presentation and calendar are posted on the Controller's website. Download the calendar to your Outlook calendar or print copies. UTShare PeopleSoft Implementation Project Website: www.utsa.edu/utshare Timeline Project Team Office Relocation The following offices will be re-locating to UH, 5723 University Heights Blvd. Suite 500, tentatively the week of July 25, 2011. Controller‟s Office Grants and Contracts Financial Services Accounting Services- August 1, 2011 Disbursements and Travel Services – tentatively scheduled for mid-September LAPSE GUIDELINES FOR FISCAL YEAR-END BALANCES Lapse Guidelines – Educational & General Funds (14 – Accounts) Special Items & Research Development Funding must be fully expended in the 2nd year of the biennium. Deficits must be covered during the lapse process. Budget will coordinate with affected areas. E & G balances lapse at year-end and are allocated: − 50% to appropriate VP Reserve − 50% for deferred maintenance E& G Lapse exceptions: Reserves, GIT & Lab fee accounts Lapse Guidelines Designated Funds (19 – Accounts) Deficits not cleared prior to year-end will be cleared during the lapse process. Budget will coordinate with affected areas. 19-7 accounts will lapse at fiscal year-end and are allocated: − 50% to VP‟s appropriate Reserve account − 50% for deferred maintenance Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts) The following Designated 19-Accounts are not subject to lapse (carry forward 100%): Most 19-accounts sourced from fees - other than 19-7 Facilities & Administration (F & A) 19-8 accounts - − F&A balances under $100 will be swept to next highest level, e.g. Department, College, etc. in accordance with the F&A MOU. Designated Funds - Lapse Restrictions (19 – Accounts) Budget will monitor all budget transfers during the 4th quarter between lapsing and non-lapsing accounts. Detailed explanations are required − Transfers subject to approval by AVP-Financial Affairs Lapse Guidelines – Service Centers (18- Accounts) Not subject to lapse (carry forward 100%) Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs or Asst. VP Financial Affairs/University Controller. Subject to Service Center Policy for compliance with OMB Circular A-21. Contact Carol Hollingsworth at x4229 with questions Lapse Guidelines – Other Fund Groups Year-end balances in the following funds are not subject to lapse (carry forward 100%) Grant and Contracts (26 Accounts) Auxiliary Enterprise (29 Accounts) Gift/Restricted Funds (30 Accounts) Plant Funds (36 Accounts) Fiscal Management Sub-Certification Process Electronic sub-certification conducted through the Office of Institutional Compliance and Risk Services in September 2011 Required by UT System Administration Policy UTS 142.1 – Policy on the Annual Financial Report. Review New Financial Management Operational Guidelines (FMOG), Fiscal Management Sub- Certification Work Plan, Section 1: Internal Control Fiscal Management Sub-Certification Process Annually, each Account Administrator should provide a fiscal management sub-certification 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. Highlights of the Fiscal 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 Highlights of the Fiscal 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 Fiscal Management Sub-Certification Process Account administrators 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). Common Errors Account administrator is not correct Account is inactive or zero balance Complete Unit and Account Request Form Send to Accounting Office Account administrator must complete sub- certification if any expenditures were processed during the fiscal year Not the same as Annual Compliance Acknowledgments ACCOUNTING SERVICES Contact Information Main line: 458-4212 Fax line: 458-4222 Location: University Heights, effective 8/01/11 E-mail: email@example.com Website: Accounting Services Contact Information Name Title Ext. # Ana Longoria Director Temporarily Assigned to PeopleSoft Implementation Team Charlotte Mikulec Associate Director 4841 Cynthia Schweers Senior Accountant 4216 Regina Moore Accountant III 4227 Marlene Zacarias Accountant III 4826 Kimmung Doan Accountant II 4834 Jorge Solis Accountant II 4827 Justin Avants Accountant II 4525 Ashley Zaldivar Accountant II 8525 Priscilla Ybarra Accountant I 6939 Critical Accounting Deadlines Corrections for June due to Accounting July 22 Services by 5pm Corrections for July due to Accounting August 22 Services by 5pm Inventory Reconciliation due to September 1 Accounting by 3PM September 2 First close of August Electronic SOA sent by MRAS no later September 7 than NOON Corrections for August due to Accounting September 9 Services by NOON Year-End Accounting Functions Pre-Payments Entry made to allocate expenses between fiscal years or expense for next year − (i.e. maintenance agreements, software licenses, registration fees, etc) Funds to cover pre-payment will be allocated during FY12 from FY11 budget Materiality factor of >$1,000 per item Reminder - Memberships will be excluded from pre- payments – expense will be recognized in full in the year it is paid. 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 August 25 to be included in FY10/11 expenses Service Centers (18 Accounts) Bill for services rendered for FY11 by calendar deadlines Inventory Inventory count should be completed by 8/31/11 Inventory reconciliation due 9/1/11 Changes to Reporting Requirements GASB 51 – Accounting and Financial Reporting for Intangible Assets – effective 09/01/09 Intangible assets include: Computer software Purchased – threshold changed to $100,000 Internally developed – threshold is $1,000,000 Easements – threshold is $100,000 Patents – threshold is $100,000 Trademarks – threshold is $100,000 Copyrights – threshold is $100,000 General Accounting Information Maintenance of Accounts - required to comply with an audit finding Send an e-mail to Accounting Services to inactivate accounts with zero balances. Review accounts with small balances that are not in use and close these accounts by: - A transfer of funds to another appropriate account - Expense as appropriate General Accounting Information Review Financial Management Operational Guidelines (FMOG): Statement of Accounts (SOA) Reconciliation Process, Section 1: Internal Control Internal Control, Section 1: Internal Control Year-End Closing and Accounting, Section 4: General Accounting General Accounting Information Unit and Account Request Form Form required to add or modify budget groups, sub-accounts and unit codes Most current form is always posted on the Controller's website: Click on the Forms link All forms are listed in alphabetical order General Accounting Information Unit and Account Request Form (cont‟d) Common errors Missing information Unit code Title NACUBO code Purpose Insufficient information to determine purpose and NACUBO function General Accounting Information Sub-Account 69 Effective 6/1/10 use Sub-Account 69 Operation and Maintenance (O & M) of Plant for work order requests Why: To properly account for work order request expenditures to NACUBO function Operation and Maintenance of Plant Do not charge work order request to Sub-Account 69 for telephone services work request, event setup and major/minor renovations greater than $100K General Accounting Information Sub-Account 69 (cont‟d) Unless notified Sub-Account 69 will be pooled with Sub- Account 50 to eliminate the need to process budget transfers Excludes budget groups in the following funds: Service Centers (18 accounts), Auxiliary (29 accounts and some 19 accounts) and Sponsored Grants and Contracts (26 accounts) General Accounting Information Statement of Account Reconciliation Reconcile monthly Required by UT System Policy UTS 142.1 General Accounting Information Access to Statement of Account Information A report is run after the monthly close and sent out electronically To update personnel list, refer to DEFINE Departmental User Access Form Electronic distribution of Statement of Accounts went into effect with the April 2011 statements. Departments can access the same information via UTDirect and download as needed. Training: Understanding the Statement of Accounts - Sign up via TXClass – Course ID AM 506 General Accounting Information Corrections: Send all corrections except for 26-accounts to firstname.lastname@example.org Send corrections for 26-accounts to Office of Post Award Administration (OPPA) General Accounting Information Corrections (cont‟d) Provide the following information: Document ID number Original account number used New account number for correction Amount of correction Reason for the correction Copy administrator on account being charged Approval is implied by Administrator unless otherwise noted Upcoming Audits for Fiscal Year 2011 Deloitte & Touche Audit (UT System) Currently reviewing interim items Year end audit review – October 2011 DISBURSEMENTS AND TRAVEL SERVICES (DTS) Contact Information Disbursements main line: 458-4213 Disbursements fax line: 458-4829 Travel main line: 458-4833 Travel fax line: 458-4849 E-mail: Disbursements.email@example.com Website: Disbursements and Travel Services Contact Information Employee Name Title Ext. # Disbursement Vendor Responsibilities Lisa Cartier Director 5915 Temporarily assigned to the PeopleSoft Implementation Team Nora Compean Asst. Director 4831 Cheryl Gay Disbursements and Travel Services 4828 D - H, Utilities, NSF's, PO Supervisor Disencumbrances (VE2 & VE3 documents) and Travel Services Susanita Duenas Disbursements and Travel Services 6525 N -T, NSF's, PO Disencumbrances Supervisor (VE2 & VE3 documents), VT5 Interdepartmental Review/Approval, UTHSC Due to/Due from final approval Lily Wang Disbursements and Travel Services 4825 Domestic travel reimbursements, Supervisor Travel advances and Disbursements Svcs. Contact Information Employee Name Title Ext. # Disbursement Vendor Responsibilities Ana Geigenmiller Disbursements and Travel 4215 A - C; NSF's, PO Specialist II Disencumbrances, VP3's, USAS, Scholarship Vouchers Dorothy Cheatham Disbursements and Travel 4836 I - M, Aramark, NSF's, PO Specialist II Disencumbrances, Direct Deposit & Garnishments, Vendor ID Set Up Process Elisabeth Cuadros Disbursements and Travel 4477 Direct Bill, VP2's, Registrations, Specialist II VP5: In/Out State and Foreign, and Mail Rocky Guerrero Disbursements and Travel 4278 U - Z, NSF's, PO Specialist II Disencumbrances (VE2 & VE3 documents), Daily Check Run Processing, Vendor Holds & Check Reissues Norma Dailey Disbursements and Travel 4840 All Specialty Vendors, Texas Folk Specialist II and Asian Festivals, NSF's, PO Disencumbrances, VP3s Contact Information Employee Name Title Ext. # Disbursement Vendor Responsibilities Geneva Carroll Disbursements and Travel 6979 All Specialty Vendors (Praxair, Waste Specialist I Management, Time Warner, Xerox, Fed Ex, AT&T, Utilities, Copiers, Cell phones, Texas Folk & Asian Festivals, etc.) Pauline Phillips Disbursements and Travel 4843 I- M, VT5 approval, UTHSC Due Specialist I to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintogen, and Integrated DNA) Wanda Burns Disbursements and Travel 4839 B and S, High Volume Vendors Specialist I (Grainger, Alpha Bldg, Siemens, Simplex Grinnell and Star Shuttle) Contact Information Employee Name Title Ext. # Disbursement Vendor Responsibilities Sue Davidson Disbursements and Travel 4214 O - R, T & V, High Volume Vendors Specialist I (Sigma Aldrich, Charles Rivers, Fisher Scientific, VWR and Bio-Rad) Sandi Lakeland Disbursements and Travel 4218 C, U, W - Z, High Volume Vendors Specialist I (Cato Electric, Heaven Sent, 2 Fat Guys and Clear Channel) Vacant Disbursements and Travel 4213 Disbursements front desk duties, mail, Contact DTS for Specialist I High Volume Vendors (Data Assistance Projections, 360 Integrated and Horizons Telephone Systems Vacant Disbursements and Travel 4213 D - H, N, High Volume Vendors (Dell/Hi Contact DTS for Specialist I Ed, Apple, Sigma Aldrich, Today's Assistance Office, Nolan's and CDW Governmental) Critical Disbursements and Travel Services Deadlines July 22 Departments must submit ALL vouchers, manual or electronic, for expenses September „10 thru June „11 to the DTS office. August 12 PBO – last date to create. August 15 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 5th to the DTS office by 5:00PM. August 19 PBO – last day for departments to final approve. August 23 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 19th to the DTS office by 5:00PM. August 25 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 20th to August 24th to the DTS office by noon. August 29 ALL electronic vouchers without proper documentation will be returned to the departments unprocessed. These vouchers will have to be resubmitted with proper documentation AFTER Sept 1. The same doc ID number can be used, however; the creator will have to change the year in DEFINE to FY11/12. August 29 All remaining FY10/11 voucher amounts $1,000 or less will be charged to FY11/12. August 29 FY10-11 IDT vouchers must be sent to DTS by 5:00PM to in included in August 2011 Statement of Accounts. Critical Pro-Card Voucher Deadlines for JPMorgan August 9 VP7 voucher creation date for July 6th – August 5th purchases. August 12 Recommended: Last day to charge using Pro-Card for FY10/11. August 15 Departmental approval due by 5:00pm for July 6th - August 5th VP7‟s. August 19 After 12:30pm – VP7 vouchers creation date for August 6th thru August 17th transactions. August 24 Departmental approval due by 5:00pm for August 6th – August 17th VP7‟s. This will be the final approval for charges to go against the FY10/11 year. September 7 VP7 voucher creation date for August 18th – September 5th purchases will be charged to the FY11/12 year. September 20 Departmental approval due by 5:00pm for August 18th – September 5th VP7‟s Critical Pro-Card Voucher Deadlines for CitiBank August 5 VP7 voucher creation date for July 2nd – August 3rd purchases. August 17 Departmental approval due by 5:00pm for July 2nd – August 3rd VP7‟s. August 19 VP7 vouchers creation date for August 4th thru August 17th purchases. August 26 Departmental approval due by 5:00pm for August 4th – August 17th VP7‟s. This will be the final approval for charges to go against the FY10/11 year. September 6 VP7 voucher creation date for August 18th – September 2nd purchases will be charged to the FY11/12 year. September 20 Departmental approval due by 5:00pm for August 18th – September 2nd VP7‟s Citibank Procard Distribution The Citibank Procard distribution dates are as follows: Main Campus August 23, 2011 UC 2.01.26 Pecan Room 1:30 – 3:30 pm Downtown Campus August 25, 2011 BV 4.304A 1:30 – 3:30 pm Critical Processing Dates for SALSI July 15 The last day a PBO on a SALSI funded account 14-3300-xxxx can be final approved by the department. July 29 The last day to create a reimbursement or payment voucher (with the exception of sub-award and service agreement VP2 payments. July 31 All assignments for personnel paid monthly on SALSI-funded 14-3300- xx09 or -10 subaccounts through August 31, 2011, must be processed. Fringe benefits will automatically encumber. Assignments for personnel paid monthly on SALSI cannot have assignment end dates past August 31, 2011. July 31 There are a few SALSI funded accounts that have allowable travel. However, no travel is permitted after July 31, 2011. August 15 The last allowable bi-weekly pay period will be 8/1 – 8/15. (The last bi- weekly pay period in August will pay out in September and is therefore an unallowable expense.) All assignments for personnel paid from a SALSI 14-3300-xx20 subaccount MUST be revised to reflect a funding end date of August 15, 2011. Every effort must be made to estimate wages AND fringes for these employees. Critical Processing Dates for SALSI August 18 Any correction required on a SALSI funded account must be submitted to the Office of Post Award Administration. August 19 All sub-awards will be modified to change the final bill due date from August 31, 2011 to August 15, 2011. Any VP2 payment vouchers for sub- award final billings must be final approved by the department August 19 Agreements processed for consultants and independent contractors should be reviewed to verify termination dates do not go beyond July 31, 2011, and that final bills are due by August 15, 2011. Amendments should be processed immediately by the departments if current dates do not comply with these requirements. Any VP2 payment vouchers for service agreement final billings must be final approved by the department by August 19, 2011 August 24 Departmental approval due by 5:00pm for August 4th – August 17th VP7‟s. This will be the final approval for charges to go against the FY10/11 year. Year-End DTS Functions Travel encumbrances are disencumbered 08/30/11. Per the new 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 26th. New year helpful travel tips: − Change year to 11/12 when processing electronic RTA (VE5) in new fiscal year. − When travel crosses fiscal years create electronic RTA in new fiscal year. − Example: Travel begins August 29 thru September 3, create RTA in FY 11/12. Year-End DTS Functions CBA – All outstanding balances on the travel CBA card must be paid in full by August 20th. Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar. Run Encumbrance Report Check encumbrance balances and notify DTS for release Instructions for downloading Encumbrance Report found on the Controller's website. New DTS Travel Highlights Mileage reimbursement rate for personal vehicle changed July 1, 2011. Sept. 1, 2010 thru Dec. 31, 2010 – 50 cents per mile Jan. 1, 2011 thru June 30, 2011 – 51 cents per mile July 1, 2011 thru Aug 31, 2011 – 55.5 cents per mile See current mileage rate on Disbursements and Travel Services website. Expense corrections are to be directed to the Accounting Office. DTS is no longer authorized to process these corrections. New DTS FMOG New Travel Reimbursement FMOG effective May 10, 2011. Travel Reimbursement/Settlement Form Travel Cards FMOG published June 13, 2011, becomes effective August 15, 2011. Travel Card Cardholder Agreement/Application/Maintenance Travel Advances FMOG and form updated on May 16, 2011 and is effective July 18, 2011. Stipend Process Updates Upgrading the Stipend Process to allow auto approvals during the first cycle for each semester Example: College of Education has 25 student records on various accounts. The approver logs in to the system during the first fall semester cycle. When the next fall semester cycle begins, approvals will not be required unless there is a change in the student‟s record or the student is paid from a 26 account. As mentioned, student record changes will still require verification and approval by the colleges/departments. 26 accounts require the Office of Post Award Administration (OPAA) approval during each cycle. Office of Information Technology (OIT) has already started the process of testing and implementation for the Fall 2011-2012 semester. 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 (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 General Information To expedite voucher processing (cont‟d): Verify the accuracy of information: − Remittance address − EID − Direct deposit information Review critical deadlines for voucher process. For information on specific invoices, please email Disbursements.firstname.lastname@example.org or contact the appropriate staff member responsible for the vendor alphabet. 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 DEFINE and Payroll separately to expedite payment. Direct Deposit Form BREAK PURCHASING & DISTRIBUTION SERVICES Purchasing and Distribution Services Contact Information Main line: 458-4060 Fax line: 458-4061 E-mail: email@example.com Website: Purchasing and Distribution Services Purchasing & Distribution Services IMPORTANT YEAR-END DATES May 16 PB4- First Day to Create (FY11-12 Funds) PB4- Last Day Procurements Over $25,000 Can be submitted to July 15 Purchasing (FY10-11 Funds) August 5 PB4- Last Day to Create (FY10-11 Funds) August 12 PB4- Last Day Procurements Less than $25,000 Can be submitted to Purchasing (FY10-11 Funds) August 12 PB0- Last Day to Create (FY10-11 Funds) August 12 ProCard- Recommended last day to purchase utilizing current fiscal year funds pending financial institution's posting dates (FY 10-11 funds) August 19 PBO- last day final dept approval can occur (FY10-11 fund) August 30 PB0 – First Day to Create Using New Fiscal Year Funding (FY11-12 Funds) Purchasing & Distribution Services Plan Ahead: If you plan to make large procurements using current fiscal year money, start planning today. Remember, Buyers will need ample time to meet procurement policies, and if a signed contract is required Business Contracts will also need time to negotiate contract terms. Submit all supporting documentation to your buyer quickly; this includes quotes, vendor contact information, scope of service, etc. this will help speed up the purchasing process. Start reviewing your past procurements to identify multi-year contracts: This includes Copier Renewals, Maintenance Renewals, Software Renewals, etc. Remember, most software & high tech purchases require a signed agreement. All service contracts and multi-year contracts require a new PO for the new fiscal year. NOTE: Purchase requests received after the deadlines stated above will be processed as a FY11-12 purchase. Purchasing & Distribution Services Helpful Contacts If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Email: firstname.lastname@example.org Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasing If you have an agreement that needs to be reviewed, contact the Business Contracts Office. Richard Wollney: 458-4060 Purchasing & Distribution Services Buyers are assigned to specific departments. Please coordinate your purchasing activities with your appropriate assigned buyer. Employee Name Title Ext. # Paul Duke Buyer III 4064 Yvette Medina Buyer II 4974 Julie Gohlke Buyer II 5076 Richard Garnica Buyer II 5077 Amanda Alvarado Buyer II 4598 Lane Brinson Asst. Director 4066 Purchasing PAYROLL MANAGEMENT SERVICES Contact Information Main line: 458-4280 Fax line: 458-4236 E-mail: email@example.com Website: Payroll Management Services Contact Information Name Title Ext. # Javier Martinez Director Temporarily assigned to PeopleSoft Implementation Team Payroll Operations Christine Bodily Payroll Supervisor 4283 Elizabeth Ortiz Payroll Specialist II 6221 Lisa Bartee Payroll Accountant 4283 Lori Contreras Payroll Specialist I 4280 Payroll Benefits Patty Titus Sr. Payroll Accountant 4281 Rosa Casas Payroll Accountant 4713 Critical Payroll Deadlines July 27 Retroactive Funding Assignments modification to Human Resources (Sept - July) August 5 Retroactive Hourly Salary Transfers to Payroll Office August 18 Assignments for September 1st Payday to Human Resources August 29 Assignments for September 7th Payday to Human Resources – Last payday of fiscal year September 1 Voucher Cutoff for September 7th Payday Only one (1) day for voucher approvals Deadline Questions? General Information Payroll website: http://www.utsa.edu/payroll/ − Payroll deadlines − Regulation and law changes Timely process of pay vouchers (OV1, OV5, paper vouchers) − Meet deadlines − Be aware of approver‟s absence HRMS DEFINE Roll – Over August 25th & 26th General Information Sign-up for online Earnings Statements – UTDirect − Secure − Print as needed − Prevent loss of confidential data and identity theft General Questions? Over Payment Warning What is a Default account? A monthly employee assignment is allowed in the HRMS system regardless of funding availability. 16 Default accounts were established in November 2009 to cover employee assignments to accounts with insufficient funding. – Allows timely payment and allocation of fringe benefits for monthly salaried employees. – Monitored by Default Account Owners and Budget. Default accounts should be used as a last resort option at payroll processing time. – Departments are required to clear entries reported in default accounts in a timely manner. Default Account Owners Vice Presidents have the fiduciary responsibility to assure sufficient annual budget to fund all salary costs. Divisional Financial Officers are responsible for review and reconciliation of default accounts on a regular basis and to ensure modify documents are timely processed using appropriate funding sources. Year End Deadline for Clearing Default Account Encumbrances Encumbrance balances in Default Accounts must be funded prior to payroll processing. Default account balances MUST be ZERO by July 31st 2011 and remain zero for the remainder of FY 2011. Budget Office provides oversight working closely with Divisional Financial Officers and Default Account Owners on a monthly basis. For more information, refer to FMOG Section 10: Budget Approvals for Assignments – HRMS Default Account Maintenance HUMAN RESOURCES 2011-2012 Reassignments All assignments without an end date in HRMS will automatically rollover to the new fiscal year. Any employee‟s assignment not continuing into the next fiscal year, needs to be terminated in HRMS. Any assignments with an end date in HRMS of 8/31/2011 will automatically expire on 8/31/2011. Any employee expected to continue working into the next fiscal year, needs to be reassigned in HRMS. Reassignments must be completed otherwise the employee will not get paid after 8/31/2011. 2011-2012 Reassignments Students must be reassigned for the fall semester. Cannot extend summer assignment to the fall. Enrollment must be verified prior to assigning. Cannot exceed 19 or 20 hours (depending on title), while enrolled in classes. All student assignments, with the exception of GRA‟s, GA‟s and TA‟s, can be assigned for the fall & spring. GRA, GA, TA Assignments GRA & GA assignments have to be FYA‟d to the Graduate School at “TA/GRA APP” Must be reassigned for the fall semester. Cannot exceed 20 hours while enrolled in classes. GRA‟s, GA‟s and TA‟s have to be assigned within semester dates Fall – September 1 to January 15 Spring – January 16 to May 31 Summer – June 1 to August 31 GRA, GA, TA Assignments Assignment end date must be the last day of classes to avoid becoming benefits eligible. For example: 9/1/2011 to 12/15/2011 Cannot be reassigned until the start of the next semester Cannot break an assignment for a few days to solely deny benefits. Effective 9/1/2011: Benefits eligible students will have to pay 50% of medical cost Departments CANNOT force an employee to waive benefits Enrollment Requirements Title Fall/Spring Summer Graduate Research Assistant 6 hours 3 hours (GRA) Graduate Assistant (GA) 6 hours 3 hours Student Assistant 6 hours See Financial Aid (work-study) Teaching Assistant (TA) 6 hours 3 hours Undergraduate Research 9 hours 6 hours Assistant (URA) 2011-2012 Reassignments Before any FY 11/12 assignment is done, the “view as of” date needs to be changed to 9/1/2011. Change the “View as of” date to 9/1/2011, then hit “Go” before selecting “Assign” Day O.N.E. Orientation for New Employees Human Resources will create all benefits-eligible assignments recruited through STARS. Newly Assigned Transfers (new assignment only) The Day O.N.E. team will host informational sessions. 7/20/2011, 10:00-12:00, UC 2.03.08 7/21/2011, 2:00-4:00, UC 2.03.08 8/2/2011, 2:00-4:00, BV 3.328 8/3/2011, 10:00-12:00, UC 2.0308 8/4/2011, 10:00-12:00, DB 2.304 Faculty Non-tenure track (NTT) faculty assignments MUST have an end date of 8/31 or 1/15 Any other assignment end date requires a reason other than End Assignment. Checking Document Routing and Status Checking for Returned Documents The symbol indicates there are documents sitting on your desk. Checking for Returned Documents C = created but not yet approved R = Returned Concurrent Assignments Pooled Assignment Non- Pooled Assignment Work-Study Assignments Work-Study Assignments INCORRECT CORRECT Termination Reasons Faculty End Assignment: Used only for NTT assignments Terminal Appointment: denial of tenure Staff Resign from UT San Antonio: completely leaves university Resignation from Position: demotes to lower position, has dual assignments and resigns from one. Transfer within UT San Antonio: transfers to another department; gets another position Termination Reasons Students End Assignment: default reason Voluntary: graduates, quits, transfers Graduation date is the LAST day that student can be assigned in a student title Dismissal: laid off, dismissed Loss of Eligibility: depleted work-study funds, dropped a class, expired work authorization Work authorization expiration date MUST be assignment end date. Death Termination Termination Payroll Vouchers are ONLY paid out on semi- monthly payroll dates. Reason is no longer End Assignment if employee leaves before original assignment end date. For tenure & tenure-track faculty, benefits will expire on termination date regardless of quadruple deductions or salary spread. A non-tenure track (NTT) faculty has an end date in HRMS of 8/31/2012, however shows 5/31/2012 in DEFINE. Therefore, end date needs to be modified in HRMS if leaving prior to 8/31/2012 HRMS Online Tools Self-service tool for HRMS HRMS screenshots Accessible via HR Website Login using computer sign-on HR Important Dates August 5: Compensation Actions outside of Equity Exercise due to HR (new position, reclassifications, salary increases) August 12: Assignments due to HR for 8/22 Semi-monthly payday August 18: Assignments due to HR for 9/1 Monthly payday August 25: Automated rollover in HRMS August 26: FY 11-12 assignments can be routed and approved August 29: Assignments due to HR for 9/7 Semi-monthly payday **last payday for FY 10-11** HRMS Class DE 681 – Faculty August 11 All HRMS Classes DE 682 – Staff are from August 10 8:30-11:30 in the MH Computer Lab DE 683 – Students August 9 Sign-up on our HR Website My Training HR Contacts HRMS Day O.N.E. – Henry Barrera, x7563 – Samantha Hernandez, x8007 – Lucinda Crane, x4410 – Claudia White, x6952 Compensation STARS – Catina Rover, x4259 – Ron Fosmire, x4256 – Jenny Jung, x4254 Employment Paperwork Benefits – Sandra Hernandez, x4257 – Fran Thibodeaux, x4652 – Diane Mazuca, x4304 – Jaime Lopez, x6710 – Mary Lou Aguilar, x4258 DEFINE ADMINISTRATIVE SERVICES Contact Information Name Title Ext. # Cindy Orth Director 4343 Marta Petiton Administrative Systems 4556 Specialist Araceli Pacheco Administrative Systems 4346 Specialist DEFINE Administrative Services DEFINE website: Financial Affairs MRAS All forms used by DEFINE Services are located on the website. The following forms are required throughout the year to ensure proper access, reconciliation of the Statement of Accounts, and signature authorizations for each unit code. DEFINE Administrative Services DEFINE Departmental User Access Form − Form is used to establish a new authorization for DEFINE, change access authorization, delete access for terminated employees or those transferring to another department. Signature of department administrator is required. − Section III - form is also used as a signature authorization for electronic documents as account or unit administrator. − Section IV (NEW) – form is used to authorize individuals as a delegate for unit code/s who will be responsible for receiving and reconciling the electronic Statement of Account (SOA). DEFINE Administrative Services Recent changes in DEFINE security made by UT Austin to automate the removal of DEFINE access when an employee leaves the university. – A programmatic utility runs each day and will remove ineligible logon ID‟s from desks and as authorized signers. – HRMS assignments which have an end date will trigger the process as follows: • If an employee has an ending date and leaving UTSA who has DEFINE access, no further action is required – access is removed. • If an employee has an ending assignment in HRMS and a new/continued assignment has not yet been final approved, a temporary loss of access may be experienced. Upon completion of the HRMS assignment, access will return. Please ensure a smooth transition of assignments to avoid loss of access. DEFINE Administrative Services Unit and Account Request Form – used for routing and reorganization within an area − DEFINE Services receives these forms that have been submitted to the Office of Accounting as authorization for additions or changes to unit as well as changes for unit administrator. To ensure timeliness throughout the year, please send form as soon as a change takes place. − Form can also be used to inactivate, move accounts to other unit codes, or updated account titles. DEFINE Administrative Services Unit Hierarchy − Shows organizational structure and the “reports to” relationship for all units within DEFINE. − Used by DEFINE Services for routing purposes so it is important to be maintained and updated to ensure proper routing and signature authorizations. − Periodic review by departments will indicate necessary changes. DEFINE Administrative Services All employees should activate their EID in order to gain personal information and updates, open enrollment selection of insurance, paperless option for earnings statement, and other financial information. Please ensure that employees within your department are informed. There are now multiple ways to activate this process. − EID Activation through Day-One Orientation in HR for full time benefits eligible employees − 1 hour EID Activation Class – employee must enroll − EID Activation on an individual basis can be obtained in 2 locations: − UTSA Card Office – located in MS 1.01.52 (M – F 8:00a.m. – 5:00p.m) − DEFINE Services – located at University Heights, Building 4, Suite 600 (M – F 8:00 a.m. – 5:00 p.m.) Thank you We would like to thank everyone for attending and assisting us in having a successful year-end close.
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