toolbox series financial processing - utsa · training documents, job aides and courses. fact...
TRANSCRIPT
Financial Processing
(SD 239)
Administrative Support
Toolbox Series
Office of Financial Affairs
1
Here’s what we’ll cover today:
• Financial Affairs Overview
• Financial Info Systems
• BIS/PeopleSoft
• Budget Planning &
Development
• Accounting Services
• Capital ProjectsAccounting
• Payroll Services
• Purchasing
• Disbursements & Travel
• Procard/Travel Card Administration
• Financial Services & Bursar
• Inventory
• Surplus
• Business Contracts Office
Office of Business Affairs
2
UTSA BusinessAffairs
Veronica MendezChief Financial Officer &
Senior Vice President
Business Affairs
Office of Business Affairs
3
Office of Business Affairs
4
Helpful Links
Office of Business Affairs website:
https://www.utsa.edu/businessaffairs/
Phone: (210) 458-4201
Fax: (210) 458-4187
Email: [email protected]
Office of Financial Affairs
5
Sheri HardisonAssociate Vice PresidentFinancial Affairs
Office of Financial Affairs
6
Office of Financial Affairs
7
Financial AffairsOffice of the Associate Vice President
Areas & Responsibilities
• Oversight of all financial matters
• Financial analysis
• Training services
• Website & policies/procedures
• Financial Information Systems for UTSA
• Enhance and support financial systems
• Report development and support
• Website management
Office of Financial Affairs
8
Financial Affairs
Office of the Associate Vice President
Areas & Responsibilities
• Accounting Services
• Payroll Services
• Disbursements & Travel Services
• Distribution Services
• Procard/Travel Card Administration
• Financial Services
• Fiscal Services (Main & Downtown)
• Capital Asset Management: Inventory & Surplus
• Collections
2018 - 2019 Accomplishments
PeopleSoft 9.2 upgrade to new Fluid Interface
Successful completion of an automated chart of accounts
maintenance form
• Collaboration among AVP Financial Affairs, BIS, Budget, and
Accounting
Tested and implemented Banner 9
Student Fee Reports Project :
• Modified hold dates (after 20th class day) - earlier in semester to
accommodate strategic enrollment
• Increased student-hold threshold from $500 to $1,000 to assist
strategic enrollment and student success initiatives
• Added housing and meal plans to installment plan
Continued rollout of UTSA Marketplace
• Creating 10 new online stores
• Four new uPay sites
• Reopened four previously closed stores
Office of Financial Affairs
9
Did You Know?
Financial Area Representatives (FAR) group
• Quarterly meetings
• New processes and policies are introduced
• Presentations given by departments relevant to financial administration
Office of Financial Affairs
10
Office of Financial Affairs
11
Helpful LinksFinancial Affairs Website: http://www.utsa.edu/financialaffairs/index.cfm
Information on all departments in Financial Affairs (contact information, deadline
calendars, training, business processes, etc.)
Financial Management Operational Guidelines:
http://www.utsa.edu/financialaffairs/fmogs/
Information on Financial Affairs services and business processes
Forms and Worksheets: http://www.utsa.edu/financialaffairs/forms.cfm
Forms used to complete and process financial documents
Financial Affairs Training: http://www.utsa.edu/financialaffairs/training/
Training documents, job aides and courses
Fact Sheets
• More information about each department
• Read the fact sheet as each guest speaker presents information about their department
Office of Financial Affairs
12
Office of Financial Affairs
13
Financial Information Systems
Financial Information Systems
14
Javier MartinezSenior Director of Financial Information Systems
Financial Information Systems
15
What We Do
Financial Systems
• Support Financial Affairs departmental staff in the identification
and resolution of issues with core business processes
• Request and monitor technical improvements that require
development programming resources
• Conduct and/or coordinate testing of system improvements
• Facilitate resolution of functional enhancements, modifications
and business process changes in partnership with Shared
Information Services (UT System) and Business Information
Systems’ core functional area
Financial Information Systems
16
What We Do
Information Systems
• UTShare/PeopleSoft
• Commitment Account• Position Funding and Salary Encumbrances processing
• Rowdy Exchange integration
Financial Reporting & Website Management
• Create report specifications and develop such specified reports
for:• Financial Affairs departments
• Annual Financial Report
• Provide support with reporting technical issues
• Provide enhancements to existing reports
Design, develop and maintain the Financial Affairs website
Financial Information Systems
17
Financial Information Systems –UTShare/ PeopleSoft Modules
Currently in use by the university:
• Time & Labor
• Payroll
• CommitmentAccounting (Position Funding)
• Commitment Control (Budget)
• Accounts Payable
• Travel & Expenses
• Asset Management
• Banking Management
• General Ledger
• Projects – Capital Projects
• Treasury
Financial Information Systems
18
What questions do you have?
Thank you for your time!
Financial Processing
Business Information Services
February 27, 2020
19
What We Do…
• PeopleSoft
– Security
– Workflow
– Reporting
– Issue Resolution
• SharePoint
– Timesheets
– Security
– Forms
What We Do…
• Rowdy Exchange
– Monitor Interfaces with PeopleSoft
– Maintain Requisition Workflow
• Cognos
– Reporting
– Payroll Distribution Report
• SPOC
– Call Center
– Kayako Ticketing
What We Do…
• DEFINE
– Historical Data Access Control
• Project Management
– Coordinate Testing of Upgrades and Patches
– Major Software Upgrades
– Infrastructure Upgrades
Business Information Services
(BIS)
• BIS supports:
– (SPOC) Single Point Of Contact for end
users with both FMS and HCM applications at
UTSA.
– 5 days/week 8:00 a.m. – 5:00 p.m.
– Staffed by:
• Customer Support Team members
• Subject Matter Experts (SME’s)
BIS Website: utsa.edu/bis
SPOC – Single Point of Contact
For UTShare/PeopleSoft questions:
• Submit ticket – go to the BIS Website,
http:www.utsa.edu/bis, click on the SPOC
icon
• Call Business Information Services (BIS)
at 458-SPOC (7762)
PeopleSoft Security Access Forms
Provides:
• Employees who need either FMS (Financial
access) or HCM (HR related access) to
PeopleSoft
– Complete appropriate sections - must be signed by
employee and approved by Department Manager
• Budget Authority Approval for Cost Centers
– Complete Section III for each cost center
How To’s
References
Questions?
Jacob Sanchez
Director, Budget & Analysis
Budget & Financial Planning Office
Mission
Support UTSA’s strategic initiatives through sound budget analysis and allocation practices that assist executive management decision-making and planning processes.
We work with all campus departments to guide the annual budgetary process, achieve process improvements, create transparency and develop innovative solutions.
Our team-oriented and professional services anticipate customers’ needs, provide appropriate guidance, and produce accurate and timely information.
Budget and Financial Planning
35
Budgets
• What do you budget for in your department?
• Who helps you with your budget?
36
Budget and Financial Planning
Question -
What is UTSA’s
Annual Operating Budget?
m $578M
m $752M
m $624M
Budget and Financial Planning
What We DoWe develop the annual operating budget each year…
“NEW” for FY 2020 – IRM Budget Model
Incentivized Resource Management Model
• Revenues are forecasted and allocated to “Revenue Units”
(Revenue Units = colleges and auxiliary services)
• Expenses are associated with the revenue units in two ways:
Direct Expenses from their own operations
Allocated Expenses from Support Units
(Support Units – Non-Academic and non-auxiliary departments)
Budgeted Profit & Loss Statement for each Revenue Unit
Expectation for revenue units is to achieve centrally negotiated bottom-line results
Budget and Financial Planning
38
What We Do – cont.
• Develop the Legislative Appropriations Request (LAR), which is our request for the next two years
• Special non-formula funding
• Tuition Revenue Bonds
• Represents our requested priorities for upcoming legislative session
• Fiscal Notes – in a legislative year, we provide a financial analysis for the impact to UTSA on certain bills introduced for consideration
Budget and Financial Planning
39
Budget Process
1Institutional Priorities
Identified through Strategic Reviews
September - December
2
Budget Development Process Including Final Forecast and
Projections
January - June
3
Budget Submitted to
UT System Board of Regents
July
4
Biennial Legislative Request Submitted to
Governor
August
Budget and Financial Planning
Other things that we do…
Manage PeopleSoft Commitment Accounting Processing
This is how we assign funding to our employee positions
Manage PeopleSoft Commitment Control Processing
Track and report original and adjusted budgets
Approve budget transfers: original (permanent) and adjustments
(temporary)
Submit Various Required Reports
Full-time equivalent employees (quarterly to State Auditor’s Office)
Fiscal notes preparation during the legislative session
Various reporting to UT System
Budget and Financial Planning
41
Funding Sources of UTSA Operating Budget
State appropriations
Statutory Tuition and Fees
Facilities & Administrative Overhead
Designated Tuition & Fees
Housing, parking, athletics,
bookstore, University Center,
food services
Gifts, externally sponsored financial
aid and grants/contracts
Budget and Financial Planning
42
State Funds
E&G: Educational &
General budgets
Designated Funds
Also referred to as
Local funds
Auxiliary Funds
Must be 100%
Self-Supporting
Restricted Grants &
Contracts
Fund 21XX
Fund 31XX
Fund 4XXX
Fund 5XXX
Did You Know?
Assigning funding to a person’s position so that their salary and benefit expense is charged to a cost center or project ID is completed by your department by initiating an eform. How do you do that?
• You initiate an electronic eform in PeopleSoft. There are several types of eforms where you can assign the funding source.
• The eform will update the DBT table which stands for Department Budget Table based on the effective date you set in the eform.
Budget and Financial Planning
43
Did You Know?
When you want to transfer budget from one cost center to
another, how do you that?
You create Budget Transfer Form that you can get from our website
and initiate a Budget Transfer Journal in PeopleSoft, which must
match. Update: We are in the process of developing an
automated workflow process for transfers, increasing efficiencies!
There are rules Budget Office must use to review and approve your
budget transfer request that are associated with the type of funds for
each side of the transfer (to and from).
http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=1
Budget and Financial Planning
44
ACTIVITY
Budget and Financial Planning
46
FY 2020 Revenue Budget
Budget and Financial Planning
State Appropriations$144.7 24.1%
Statutory Tuition, Net$34.0 5.7%
Other Tuition and Fees, Net$182.7 30.4%
State Sponsored Programs (Primarily Student Aid) $30.7
5.1%
Federal Sponsored Programs (PELL) $56.0
9.3%
Gifts, Endowment & Interest Income $25.3
4.2%
Federal Sponsored Programs (G&C) $59.7
9.9%
Local Govt & Private Sponsored Programs (G&C)
$10.8 1.8%
Net Auxiliary Enterprise, Sales & Service & Other
$56.6 9.4%
47
FY20 Expense Budget
Budget and Financial Planning
Instruction Salaries$102.0 14.1%
(T/TT, NTT, & TA's)
Admin & Staff Salaries$165.6 22.9%
Benefits $77.9 10.8%
Operations $173.1 23.9%
Travel $2.6 0.4%
Utilities $13.9 1.9%
Scholarships $125.8 17.4%
Debt Service - Interest$14.3 2.0%
Depreciation $49.4 6.8%
Contact Us
Location: North Paseo Building, Suite 4.120
Email: [email protected]
Website: utsa.edu/budget
Related Training Courses: training.utsa.edu
Budget and Financial Planning
48
49
Budget and Financial Planning
QUESTIONS
Thank you for your time.
Accounting Services
Office of Financial Affairs
50
Accounting Services
51
Cynthia Schweers Director Accounting and Financial Reporting
• Accounting Services
• Capital Project
• Accounting
Accounting Services
52
Accounting Services Mission
Provide financial accounting services to the UTSA community and
prepare timely and accurate financial reports in accordance with
Generally Accepted Accounting Principles (GAAP), Texas State
Comptroller, The University of Texas System and various other
agencies.
Accounting Services
53
How You May Interact With Us
• Coordinate monthly & annual close of the accounting records
• Answer questions on cost centers; record corrections as requested; provide training
• Manage the Chart of Accounts - foundation of the UTSA financial accounting system
• The Chart of Accounts provides each fund, department, cost center, project and grant with a unique numbering system and a common language for identifying financial transactions
• Set up new departments and cost centers – a six-figure Chartfield for a fund
• Officially record various entries to the financial accounting system
Accounting Services
54
Did You Know?
If your department wants to set up a new cost center, you should:
• Fill out Chart of Accounts Maintenance Form
• Obtain necessary authorizations
utsa.edu/financialaffairs/details.cfm?form_number=104
Accounting Services
55
What We Do
• Provide quality financial and accounting services and ensure the
fiscal integrity of university resources
• Oversee the preparation of external financial reports, such as the
Annual Financial Report (AFR), Sources and Uses report, and
other management reports
Accounting Services
56
Activity
How can Accounting Services help yourdepartment?
Accounting Services
57
Capital Project Accounting
North Paseo Building
Accounting Services
58
What We Do
Oversee accounting for:
• Capital improvement programs, such as new buildings, new
parking lots or major renovations to existing buildings, with a
budget of $233 million; manage debt and debt service
• Major capital improvement programs and institutionally managed
capital projects (Plant Funds)
• Allocations for the Faculty STARS Program (Faculty Science and
Technology Acquisition and Retention Program.
• Allocations for the Texas Research Incentive Program (TRIP) UT
System Research Incentive Program
Accounting Services
59
UTSA Capital Projects
Student Success Center • New home for all academic advisors
• Completion projected – March 2020
• Approximately 32,000 sf
Accounting Services
Accounting Services
60
Did You Know?
The university’s next new building is the Science and EngineeringBuilding
• Science, Technology, Engineering and Mathematics (STEM)• Classrooms, offices and research facilities
• Located next to the Paseo del Sur – east of the BSE building
Accounting Services
61
Did You Know?
• UTSA pays for many of its new buildings through TuitionRevenue
Bonds – a type of debt and issued by a process controlled by the state
as noted below
• Requested by UTSA after approval by BOR (UT SystemBoard of
Regents)
• Evaluated by Texas Higher Education Coordinating Board
• Approved by Texas Legislature
• Funded by PUF (Permanent University Fund) - PUF bonds are issued
to UTSA and other UT System institutions and mayonly be used to
finance capital expenditures and projects
Accounting Services
62
Accounting Services
Contact Us
Main: 210-458-4212
Fax: 210-458-4236
Email: [email protected]
Website: utsa.edu/financialaffairs/accounting/
Accounting Services Staff:
utsa.edu/financialaffairs/accounting/contacts.cfm
Accounting Services
63
Helpful Links
• Tips and Tricks utsa.edu/financialaffairs/accounting/tips.cfm
• Forms and Worksheets utsa.edu/financialaffairs/accounting/forms.cfm
• Operational Guidelines utsa.edu/financialaffairs/fmogs/index.cfm
• Section 3: Fund Accounting Principles
• Section 4: General Accounting
• Training Courses utsa.edu/financialaffairs/training• Monthly Financial Report Reconciliation (classroom)
• Chart of Accounts (Online)
Accounting Services
64
What questions do you have?
Thank you for your time!
Office of Financial Affairs
65
Payroll Services
66
Payroll Services
Payroll Services
67
Diana Macias-OllervidezAssistant Controller
• Payroll Services
• Disbursements & Travel Services
• ProCard/Travel CardAdministration
• Distribution Services
Payroll Mission
Provide accurate and quality payroll operations
and customer service to our client departments
and individuals
Payroll Services
68
Payroll Services
69
Activity
Name a few reasons why you would contact
Payroll Services?
What We Do
• Oversee and administer UTSA’s decentralized time reporting
process
• $333 million in payroll expenses
• Produce and distribute payroll checks for approximately 6978
active employees
• Responsible for tax withholding, reporting and compliance
• Issued 9599 W2s for Calendar Year 2019
Payroll Services
70
How You May Interact With Us
• Process one-time paymentso Special/Transition/Temporary duty payments
• Assist with tax withholding, tax and deduction reporting, and
complianceo Produce electronic pay advices
o Process and manage garnishments and withholding orders
• Assist with garnishments, deductions, direct deposit, employee
address(es)
• Time and labor administrationo Primary liaison for timekeepers
o Train timekeepers
o Clarify employee questions regarding time processed
o Assist supervisors with time schedule management processing
• Foreign national taxation (non-resident alien taxation)o Produce IRS Tax Form1042-S, Foreign Person's U.S. Source
o Income Subject to Withholding
• Process Small Educational Fellowships payments
Payroll Services
71
Did You Know?
When a new employee is a foreign national, they may
have special tax rules that apply to their situation:
• Start the process by contacting the Office of
International Programs (within Academic Affairs)
• Or visit the website:
https://international.utsa.edu/scholar/
Payroll Services
72
Did You Know?
Receive an electronic W2 by enrolling through PeopleSoft
Payroll Services
73
Contact Us
Main: 210-458-4280
Fax: 210-458-4236
Email: [email protected]
Website: utsa.edu/payroll/
Location: North Paseo Building (NPB) Suite 4.170
Payroll Services
74
Helpful Links
Forms and Worksheets utsa.edu/payroll/forms.cfm
Payroll Online Services utsa.edu/payroll/onlineservices.cf• Change W-4
• Modify income tax withholding
• Change home address
Training Classes utsa.edu/financialaffairs/training
• UTShare/PeopleSoft Timekeepers Time and Absence Reporting (PS0300.01)
• Time & Absence Reporting ForExempt Employees - Paper (IP305.01)
• Time & Absence Reporting ForNon-Exempt Employees - Paper (IP306.01)
• Time & Absence Reporting For Exempt Employees - SharePoint (IP307.01)
• Time & Absence Reporting For Non-Exempt Employees - SharePoint (IP305.01)
Payroll Services
75
Payroll Services
76
Thank you for your time!
What questions do you have?
Purchasing Department
Purchasing Department
77
Business Affairs
Your Partner for Successful Solutions
Purchasing Department
78
Business Affairs
Purchasing
and
Historically Underutilized Business Program (HUB)
Lane Brinson, C.P.M.
Director of Purchasing
Purchasing Department
79
Lane Brinson
Director of Purchasing
Ynes Alderson
Associate Director of
Purchasing
BruceWilliams
Manager, HUB eProcurement
Systems
Rita Sutton
Administrative Services
Officer III
Jeffrey Miller
Admin Associate II
Paul Duke
Senior Procurement
Specialist
Karen Krueger
Senior Procurement
Specialist
Elizabeth Raymond
Procurement Systems
Administrator
Robin Davis
Procurement Specialist I
Brian Bird
Procurement Specialist I
Patty Burrier
Procurement Specialist III
Antonio Monserrate
Procurement Specialist II
Lina Trejo
Senior Procurement
Specialist
Purchasing & HUB Department
Mission
Procure goods and services in accordance with all
federal, state and UT System regulations and obtain the
best procurement value upholding and supporting the
educational and research missions of the university. It is
the department's goal to serve our customers with
professionalism, courteousness, efficiency, accuracy and
timeliness.
Purchasing Department
80
Business Affairs
What is the FUNCTION of Purchasing at UTSA?
• We help you purchase goods and services.
• We make sure everyone follows all the rules and
regulations (Federal, State, UT System, and University).
• We help you find the best value for the money, and still
keep our high standards for education and research.
• It’s important to us to serve you with professionalism,
courteousness, efficiency, accuracy and timeliness!
Purchasing Department
81
Business Affairs
What We Do
Purchasing Department
82
Business Affairs
Procure goods and services with a spend of approximately $72 million annually.
Administer procurement processes, including competitive solicitations, group purchases and exclusive acquisitions.
• Manage the Rowdy Exchange eProcurement system which provides UTSA with electronic procurement tools used for the coordination of purchasing goods and/or services in an effective and efficient manner.
• Assist Historically Underutilized Businesses to compete for contracts and
purchases and to improve community awareness.
Purchasing Department
83
Business Affairs
Procurement Authorization Levels
Competitive Procurement Thresholds and Requirements:bit.ly/CompetitiveThresholdRequirements
Dollar Range Procedure
$0.01 to
$14,999.99
(Small Dollar)
Authorization limit for department buyers. Bids are not required.
Small dollar requisitions are created by Department Buyers
Use HUBs (Historically Underutilized Businesses) when available
$15,000.00 to
$ 49,999.99
(Informal Bid)
Purchasing must compete the purchase order by competitive
bidding (soliciting to a minimum of two certified HUB vendors)
Purchase Orders are completed by Purchasing
$50,000.00 and
over
(Formal Bid)
Purchasing must compete the purchase order by a formal proposal
(soliciting to a minimum of two certified HUB vendors) with posting
requirements
Purchase Orders are completed by Purchasing
Rowdy Exchange was implemented to create an easier process to purchase products and services from preferred vendors. Purchasing from preferred vendors saves cost and time searching for vendors.
A progressive e-procurement system designed to save money, time, adhere to procurement procedures, increase productivity by having purchase orders stored electronically, and simplify the purchasing process.
Did you know that you can search for a wide range of products on UTSA or UT System’s contracts, including environmentally preferred items, such as recycled Energy Star, “green” items and much more.
Everyone has access as shopper, however, all purchases must be submitted by the person in your office authorized to create requisitions.
Everyone who enters requisitions for purchasing goods and services must enroll in Purchasing Rules and Regulations (AM0580) and Rowdy Exchange Procurement Requisitions Training (CT0990). We are offering Rowdy Exchange Intermediate Requester Training (CT893)
84
Purchasing DepartmentBusiness Affairs
Rowdy Exchange Dashboard Demonstration
85
Purchasing & Distribution ServicesOffice of Financial Affairs
https://www.utsa.edu/purchasing/rowdyexchange/
Historically Underutilized Business Program(HUB)
Historically Underutilized Business
86
Business Affairs
Did You Know?
Historically Underutilized Business
87
Business Affairs
A HUB is a Historically Underutilized Business that is at least 51%
owned by an Asian Pacific American, Black American, Hispanic
American, Native American, American woman and/or disabled veteran.
Ranks in top 14 percentage spent in the State of Texas, and is currently
#6 with 28% among college and universities in FY 2019 Annual HUB
Report.
UTSA has been recognized as a leader among state agencies, spending
on average $24.9 million every year with HUBs on average total spend
of $69 million over the past three fiscal years. UTSA is #2 within UT
System for Percentage of HUB spend
Contact Us
Historically Underutilized Business
88
Business Affairs
Bruce Williams, HUB Program Manager
Email: [email protected]
Phone: 458-6491
Website: utsa.edu/hub
Helpful Links
FAQs: utsa.edu/hub/faq.cfm
SBA: utsa.edu/hub/sb_resources.cfm
Contact Us
Purchasing: 210-458-4060
Fax: 210-458-4061
utsa.edu/purchasing
Location: West Campus, CRW 1.01.12
Purchasing Department
89
Business Affairs
Helpful Links Purchasing Department
https://www.utsa.edu/purchasing/
• Purchasing Contactshttps://www.utsa.edu/purchasing/contacts.cfm
Related Forms and Worksheets
https://www.utsa.edu/purchasing/forms.cfm
Instructional Guides and How-To:
https://www.utsa.edu/purchasing/rowdyexchange/
Related Guidelines
UTSA Contract Management Handbook
https://www.utsa.edu/purchasing/docs/Contracts_Mgmt_Handbook.pdf
Section 15.2 – Historically Underutilized Business Program (HUB)
https://www.utsa.edu/hub/
Purchasing Department
90
Business Affairs
Related Training Courses
www.training.utsa.edu
Purchasing Rules and Regulations (AM0580)
Rowdy Exchange Procurement Requestor Training (CT0990)
Rowdy Exchange Intermediate Requester Training (CT893)
Purchasing Department
91
Business Affairs
Business Affairs
92
Purchasing Department
QUESTIONS
Thank you for your time.
Disbursements & Travel Services
Disbursements & Travel Services
93
What We Do
• Process payments for goods purchased and services rendered
• Process student refund payments
• Process reimbursements of employee travel and business related
hospitality and entertainment expenditures
• Issued IRS Form 1099s-Miscellaneous Income
• Issue Cash Advances
• Offer Travel Advance Cards - issued for one-timetravel advance
situations
Disbursements & Travel Services
94
How You May Interact With Us
• Timely payment of invoices of goods purchased and services
rendered by UTSA via purchase order and non-purchase orders
• Process employee reimbursements
• Communicate travel-related policies to the UTSA community
• Setup and update vendor information
• Approve vouchers to pay for goods/services that may or may not be
associated to a purchase order
• Process pre-payments in advance of the commitment, such as
memberships, publications, registration fees, etc.
• Administer Official Occasions (hospitality/entertainment)
reimbursements
• Process requires completion of a Business Expense Form (BEF) to comply with
IRS requirements
Disbursements & Travel Services
95
Did You Know?
UTSA (departments) pay interest on payments made more than 30 days after receipt of goods and services
Operational Guidelines:
utsa.edu/financialaffairs/fmogs/fmog.cfm?id=0704
Section 7: Non-Payroll Disbursements: Texas Prompt Payment Law
Disbursements & Travel Services
96
Contact Us
Main: 210-458-4213
Fax: 210-458-4236
E-mail: [email protected]
Website: utsa.edu/financialaffairs/dts/
Location: North Paseo Building (NPB) Suite 4.170
Disbursements & Travel Services
97
Helpful Links
Forms and Worksheets: utsa.edu/financialaffairs/forms.cfm
Operational Guidelines: utsa.edu/financialaffairs/fmogs/
• Section 7.1: Business-related Hospitality and Entertainment Expenditures
• Section 7.2: Memberships Paid by University Funds
• Section 7.4: Texas Prompt Pay Law
• Section 7.5: Employee Awards, Gifts and Prizes
• Section 9.1: Travel Authorization
• Section 9.2: Travel Advances
• Section 9.3: Travel Cards
• Section 9.4: Travel Reimbursement
Disbursements & Travel Services
98
Training
utsa.edu/financialaffairs/training/
Classroom Courses
• Processing Non-Purchase Order Vouchers Using UTShare (PS 203.04)
• Business-Related Hospitality & Entertainment (AM 553)
• Travel Advance Process (PS 309)
• Travel Reimbursement Process (PS 310)
• CTP: Concur Online Reservation Tool & TravelArrangers/Guest Travel (AM 685 In-
Class/AM 686-Webinar)
Online Courses• Approval Workflow Process: Non-Purchase Order Vouchers (PS 0305.01)
• Travel Authorization Workflow (PS 0307)
• Expense Report Workflow (PS 0308)
Disbursements & Travel Services
99
Procard & Travel Card Administration
(PTCA)
Procard/Travel Card Administration
100
What We Do
• Manage the Procard and Travel Card programs• A $6 million credit line servicing 1,400 credit cards
• Offering a streamlined approach for buying certain items
• Responsible for the audit and compliance of card
programs
Procard/Travel Card Administration
101
How You May Interact With Us
• Card application processing
• Cardholder training
• Card maintenance (Citibank and/or UTShare/PeopleSoftrelated):
• Credit limit
• Merchant category codes (MCC)
• Activation and deactivation
• Authorized to inquire (ATI) access
• Process requests to change the electronic review and approval process for Procard payments
• Reporting/compliance
• Questions about reconciliations
Procard/Travel Card Administration
102
Did You Know?
• PTCA Office manages about 1,400 ongoing creditcards/cardholders
• Offers Travel Advance Cards, which are issued forone-time travel advance situations
• To update or add Procard reconcilers, reviewers or cost center approvers, submit a Card Maintenance Request (CMR) form to [email protected]
Procard/Travel Card Administration
103
Contact Us
Procard/Travel Card Administration
104
Lisa Bixenman
Credit Card Program Manager
210-458-7993
Responsibilities
• Credit card program administration
• Training cardholder training
• Reconciliations, reporting
compliance and cardholder
maintenance
Anne Jackson
Procard Specialist
210-458-4059
Responsibilities
• Application processing
• Procard training
• Procard audits
Fax: 210-458-4236
E-mail: [email protected]
Website: utsa.edu/financialaffairs/ptca/
Location: North Paseo Building (NPB) Suite 4.170
Helpful Links
Training Courses utsa.edu/financialaffairs/training
• Procard Compliance and Processing using UTShare (AM 562)
• Travel Card (AM 0573)
• Procard Compliance Refresher – Online (AM 537)
Forms and Worksheets utsa.edu/financialaffairs/forms.cfm
Operational Guidelines utsa.edu/financialaffairs/fmogs/
• Section 7.3: Procard Program
• Section 7.4: Texas Prompt Pay Law
• Section 9.3: Travel Cards
Procard/Travel Card Administration
105
Procard/Travel Card Administration
106
Activity: Scenario Card
Review Disbursements and Travel and Procard
content
As a group:
• Read the scenario and discuss an answer
• Appoint a scribe to write your answer on the provided paper
• Appoint a speaker for your group to share your answer
Procard/Travel Card Administration
107
Thank you for your time!
What questions do you have?
Distribution Services
108
Distribution Services
• Central Receiving
• General Stores
• Mail Services
• Records Storage
Website: http://www.utsa.edu/CampusServices/ds/index.html
Distribution Services
109
Thank you for your time!
What questions do you have?
Financial Services & University Bursar
110
Financial Services &
University Bursar
Financial Services & University Bursar
111
Gary Lott, C.P.AAssistant Vice President Financial
Services and University Bursar
• Fiscal Services
• Collections
• Inventory Surplus
Financial Services
Mission
Provide UTSA students, faculty and staff with relevant, accurate and
reliable financial and property accounting services. We deliver
efficient, student-friendly and customer-focused service in support of
the university's overall mission.
Vision
Providing solutions to customer concerns with innovative financial
and property accounting options.
Financial Services & University Bursar
112
Fiscal Services
Mission
Provide accurate billing of all student-related charges, the
professional collection and processing of payments, issuance of
refunds and deposits of funds in a timely manner for the entire UTSA
community.
We are committed to providing this customer service to assist our
students and their families with their financial obligations to the
university in the most effective, informed and courteous manner
possible.
Financial Services & University Bursar
113
What We Do
Services Provided to Students:
• Assess and bill 32,000 students' tuition & fee payments, exemptions and refunds
• Administer Rowdy Pay payment gateway system for payment of tuition and fees –mobile phone friendly
• Accept and add money to UTSA Card
• Accept and process library fine payments
• Process 30,000+ 1098Ts to distribute to students
• Process student third-party sponsorship billing
• Coordinate VA Chapter 33 and payment posting
• Collect housing deposits and rent payments
• Process and collect returned check payments
• Reimburse money lost in vending machines
Financial Services & University Bursar
114
What We Do
Services Provided to Departments:
• Process, data entry and reconciliation of all deposits on behalf of departments (cash,
checks and credit cards)
• Process credit cards directly for low-volume departments (less than 50 transactions
per month)
• Ensure revenue is posted to appropriate accounts in UTShare/PeopleSoft and
cash/checks are deposited into university’s operating account with Chase Bank
• Provide funding for initial petty cash requests and process reimbursements for
authorized expenses to faculty and staff
• Research departmental queries concerning deposits and transactional reference
documents upon request
Financial Services & University Bursar
115
Did You Know?
• October 2016: Fiscal Services introduced the Rowdy Pay payment
portal
• Summer of 2016: Fiscal Services began accepting Visa cards for
payments
• Fall 2019: Downtown Fiscal Services office moved to 2nd floor in Frio
Street building
o The Fiscal Services downtown office now offers the same hours and services as
the main campus office
• Spring 2020: Housing and Meal Plan charges eligible to be included
in the tuition installment plan
o Allows students one payment plan - spread across three payments during
the semester (fall and spring only)
Financial Services & University Bursar
116
How You May Interact With Us
• Fiscal Services is where you bring any deposits a department
accepted for the benefit of the university
o Weekly deposits required for amounts totaling less than $500
o Daily deposits required for amounts $501 and greater
• Petty Cash reimbursements for faculty and staff
• Cash advances for athletics and various other departments
• TAC card pickup for faculty and staff
Financial Services & University Bursar
117
UTSA Marketplace
utsa.edu/fiscalservices/marketplace.cfm
Financial Services & University Bursar
118
UTSA Marketplace
• A self-contained, e-commerce solution that combines online
storefronts with inventory control, order fulfillment and financial
reporting
• Provides a familiar and intuitive interface for the university's online
shoppers and store administrators
• Allows you to customize your store to meet the diverse needs of
your department or organization
• Provides branded style sheets, helpful messaging, images, layouts,
pricing suggestions and promotional ideas
• The platform integrates with Global Payments, resulting in a
seamless checkout process for credit card payments
Financial Services & University Bursar
119
Collections: What We Do
• Internal collection activity for delinquent student receivables and
non-student invoices
• Negotiate payment arrangements, submit past-due notices and
add Texas Comptroller holds
• Billing, management and reporting of long-term student loans
• Setup and approval of departmental petty cash funds
• Maintain PCI compliance reporting for all university-issued credit
card merchant IDs
Financial Services & University Bursar
120
Helpful Links
Tuition: utsa.edu/fiscalservices/tuition.cfm
Exemption: catalog.utsa.edu/informationbulletin/tuitionfees/paymentrefundpolicies/exemption/
Refunds: utsa.edu/fiscalservices/refunds.cfm
Forms and Worksheets: utsa.edu/fiscal services/forms.cfm
Training Course: utsa.edu/financialaffairs/training
• Cash Handling 101 (AM 560)
Operational Guidelines:
• Cash Handling and Management
• Processing Cash Payments
Financial Services & University Bursar
121
Contact Us
Fiscal Services:
Phone: 210-458-8000
E-mail: [email protected]
Website: utsa.edu/fiscalservices/
Locations:
• Main Campus: JPL 1.02.02
• Downtown Campus: Frio Street Bldg.
2.402
Financial Services & University Bursar
122
Collections Services:
Phone: 210-458-4297
Email:
Location: FLN 1.04.08
Financial Services & University Bursar
123
Thank you for your time!
What questions do you have?
Office of Financial Affairs
124
Inventory
Inventory
125
Inventory Mission
• Comply with the State of Texas Property Accounting requirements
• Track university-owned capital and controlled equipment by affixing
UTSA barcodes
• Train appointed Inventory Contact Person (ICP) on the
management of capital and controlled equipment and on the Annual
Physical Inventory requirements
• Partner with university officials in mitigating losses through timely
reporting of equipment stolen, missing and/or damaged
Inventory
126
“Regardless of your role here at UTSA, if you are
purchasing equipment and/or using equipment, you are
an important member of the Capital Asset Management
Team.”
Which Assets Are Barcoded?
Inventory
127
Controlled
Specific Equipment between
$500–$4,999.99• Cameras
• Camcorders
• Smart Phones
• Computer
• Desktop
• Laptop
• Tablets
• Video Players/Recorders
• Televisions
• Projectors
• Sound Systems
• Drones
Capital
Any Equipment Over
$5,000
• Office Equipment
• Vehicle
• Furniture
• Computer Equipment
• Scientific/Lab Equipment
• Telecommunications Equipment
• Educational Equipment
• Software ($100,000>)
Did You Know?
Capital or Controlled equipment (assets) cannot be purchased with a
Procard
Inventory
128
Need An Asset Barcoded?
Call 210-458-6396 or
Email: [email protected]
Provide the following information:
• Purchase order number
• Asset description
• Current location (building and room)
• Department ID number
• Custodian (responsible user) name and employee ID
• Provide a date and time to come out and barcode the asset
Inventory
129
Helpful Hints
• Arrange asset tagging with the Inventory staff
• Process a “Desktop Receipt” to prevent a delay of a PO voucher
payment
• Report Missing, Stolen or Location changes for Capital or Controlled
assets to your ICP
• Complete a UTSA Removal of Equipment Form prior to taking
equipment off campus
• Turn in unused equipment to Surplus
• Safeguard university-owned equipment at all times
Inventory
130
Contact Us
Inventory Manager: Cassandra Porter, Ext. 4844
E-mail: [email protected]
Main: 210-458-4835
Fax: 210-458-4845
Website: utsa.edu/inventory/
Inventory
131
Inventory
132
Thank you for your time!
What questions do you have?
Surplus
Surplus
133
Surplus Mission
To assist the UTSA community with the
management of personal property and
equipment that has become obsolete, or surplus
to the needs of the university.
Surplus
134
What We Do• Collect, process and redistribute office property and equipment for the UTSA
Community
• Safeguard university data by shredding the electronic memory storage for
devices: cell phones, computers, tablets and other devices that contain
electronic storage devices
• Oversee secure data destruction for multifunctional devices (MFDs), such as
copiers, scanners, printers or fax machines, when the machines leave campus
• Operate the “Reduce, Reuse and Recycle Program” for property and
equipment, reducing cost to UTSA departments
Surplus
135
What We Do
Surplus property is managed in accordance with UTSA, UT System
and State of Texas guidelines, which include:
• Reallocations to other departments
• Transfers to state funded schools
• Utilization of parts (cannibalization)
• Competitive bidding via online auction
Remember:
• UTSA employees should never undertake the above actions on
their own
• For assistance, contact the Surplus Property Department, or visit
the Surplus Property Department web page: utsa.edu/surplus/
Surplus
136
Surplus
137
With the image cards provided on the table, as a
group, place them in the correct category listed
on the poster provided
Activity:
Inventory & Surplus
Category Cards
Surplus
138
Thank you for your time!
What questions do you have?
Business Contracts Office
Business Contracts
139
Business Affairs
Responsibilities
Business Contracts
140
Business Affairs
The Business Contracts Office (BCO) supports
the educational and research missions of the University
by facilitating the execution of business service
contracts, while ensuring the protection of the University
and maintaining compliance with applicable laws,
policies, and procedures.
Types of Business Contracts
Business Contracts
141
Business Affairs
Affiliation & International Program Agreements (Standard)
Athletic-Specific, or Student-Specific Contracts (non- procurement in nature).
Entertainer/Artist Agreement (Standard)
Interagency Cooperation Agreements (IAC) & Inter-Local Agreements (Standard)
Study Abroad Agreements
Revenue Generating Agreements
Facilities Agreements Major and Minor Projects
Museum/Exhibit Agreements
Participant/Speaker/Evaluator Agreement (Standard)
Procurement Contracts; Vendor Services
Service Agreements (Standard)
Click Wrap Agreements
MOUs/MOAs
Software and/or Hosted License Agreements
Real Estate Related Agreements
What is a Contract?
Business Contracts
142
Business Affairs
A contract is an agreement between two parties that:
creates an obligation to perform (or not perform) a particular duty; and
Includes mutual consideration (Involvement of money is not required)
The title is irrelevant. If it includes the elements of a contract (Offer,Acceptance, Consideration), it is a contract.
Required Clarity: For terms to be legally valid, a reasonable personmust be capable of readily understanding them (parties, term, cost,and scope)
Authority to Sign Business Contracts
Business Contracts
143
Business Affairs
• Only an individual with a written delegation of authority from the President of UTSA may execute and deliver contracts on behalf of the University. A University contract without an authorized signature may be invalid and unenforceable.
• Currently, the President has delegated to the following positions the authority to sign business contracts:
• Senior Vice President of Business Affairs
• Director of Business Contracts, up to $500K
• Business Contracts Manager, up to $250K
• Senior Vice President for Academic Affairs, only in the extended absence of the SVPBA, up to $1M
For UTSA’s full delegation listing:http://www.utsystem.edu/documents/docs/delegation-authority/delegations-authority-academic-institution
Business Contract Routing
Business Contracts
144
Business Affairs
The Business Contracts Office can receive an agreement utilizing one of the three methods below:
Electronic Submission through JAGGAER Total Contracts Manager (TCM)
Paper hard copy submission to the BCO
Email submission to the BCO email inbox ([email protected])
For more details on routing an agreement, see
http://www.utsa.edu/purchasing/contracts/New%20Pages/routing_contracts.cfm
Business Contracts Info
Business Contracts
145
Business Affairs
Website: http://www.utsa.edu/bco/
Robert DickensDirector of Business Contracts
Ext.4065
Richard Wollney, Jr.Associate Director of Business Contracts
Ext. 4069
Kelli Morrison Frank Grijalva
Contracts Administrator Contracts Specialist III
Ext. 4065 Ext. 4975
Anthony Sanchez Todd Cheslock
Contracts Specialist II Contracts Specialist II
Ext. 4680 Ext. 4899
Pop Quiz
Name two office titles or individuals
that can sign business contracts
for UTSA.
Business Affairs Business Contracts
Pop Quiz
Name three types of business
contracts that UTSA processes.
Business Affairs Business Contracts
What questions do you have?
Business Affairs
148
Business Contracts
Office of Financial Services
149
What we covered today:• Financial Affairs Overview
• Financial Info Systems
• BIS/PeopleSoft
• Budget Planning & Development
• Accounting Services
• Capital ProjectsAccounting
• Payroll Services
• Purchasing
• Disbursements & Travel
• ProCard/Travel Card
• Financial Services & Bursar
• Inventory
• Surplus
• Business Contracts Office
For additional questions contact
Financial Affairs
by email at
Office of Financial Affairs
150
Let’s Play Jeopardy!
The answers must be in the form of a question
Example:
Founded by the Texas legislature in 1969
Answer:
What is UTSA?
Thank you for attending class
Please complete the electronic evaluation form
Go to: www.training.utsa.edu
• Click ‘Today’s Class Schedule’ (green tab)
• Click ‘Evaluations’ (blue tab)
• Click ‘Load classes’ (orange tab)
• Click the name of the class you took today
• Click ‘Start Evaluation’
• Click ‘Give Feedback’
• IMPORTANT ‘1’ is LOW and ‘7’ is HIGH
• Please add your comments to the comment box at the end
Online learning platform for all UTSA employees
• Thousands of resources on a wide variety of topics
• Learning modules, books, audio books, articles
• Go to: https://utsystem.skillport.com
• Logon using your ABC123
• Available now! Check it out!
Coming Soon!
For more information:www.training.utsa.edu
Your partner for successful solutions
Office of Financial Affairs
Thank you!