Finance & Administration
Quarterly Update
Business Affairs Update
April 26, 2010
Business Affairs Update
Agenda Items
• FY 10 Year End Accounting Deadlines
and Reminders
• FY 10 Year End and Beginning FY 11
Purchasing Deadlines and Reminders
• Annual Property Inventory Certification
Process
Business Affairs Update – Year End Deadlines
Accounting Services 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
Business Affairs Update – Year End Deadlines
Accounting Services 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 Purchasing:
• FY 10 Direct Pay Transactions
Business Affairs Update – Year End Deadlines
Accounting Services 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
Business Affairs Update – Year End Deadlines
Accounting Services 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
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• September 9th (Thursday) (Continued)
• Purchasing Card Allocations:
• 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
Business Affairs Update – Year End Deadlines
Accounting Services 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)
• Additional Information available with the Quarterly
Finance and Admin meeting notes on the Budget
Website
Business Affairs Update – Year End Deadlines
Purchasing FY 10 & FY 11 Processing Deadlines
• June 4th (Friday)
• FY 10 New Bids and RFP’s Due
• FY 11 Orders with Payment Due 09/01/2010 or with Bids or
RFPs greater than $25,000 Due
• June 25th (Friday)
• FY 11 Lease / Rental of Equipment, Maintenance Contracts
and Services requiring Bids Due
Business Affairs Update – Year End Deadlines
Purchasing FY 10 & FY 11 Processing Deadlines
• July 23rd (Friday)
• FY 10 Orders that already have Bids / Proposals due
• FY 11 Automated / Non-Automated Contracts due
• August 20th (Friday)
• FY 10 Non-Punchout Orders Less than $5,000 due
• August 27th (Friday)
• FY 10 Punchout Orders – only for orders actually
processed and shipped (no backorders) due
Business Affairs Update – Year End Deadlines
Purchasing FY 10 & FY 11 Processing Deadlines
• September 1st (Wednesday)
• FY 11 Punchout Orders may not be submitted prior to this
day
• Additional Information and reminders will be sent out
via TechBuy user group emails from Purchasing
• Additional Information and deadlines document
available with the Quarterly Finance and Admin
meeting notes on the Budget Website
Business Affairs Update - Property Inventory
Property Inventory Certification Process
• Annual Certification
• Due June 30th 2010
• All updates and changes must be
entered and reflected in reports
before certification
• Refer to HSC OP 63.10
Business Affairs Update - Property Inventory
Sign in to the Property Inventory
System from Webraider, F & A
Work Tools tab, Finance channel
Business Affairs Update - Property Inventory
To start the verification
and certification process,
click on “Reports”
“Help” document walks
you through the
certification process
Business Affairs Update - Property Inventory
Verification and
Certification process
Determination of
Capitalization and
Controlled Items
Accessing Property
Management Documents
in Laserfiche
Business Affairs Update - Property Inventory
Select
“Departmental
Inventory Listing”
Click “Go To
Report”
Business Affairs Update - Property Inventory
Printed version
is available
Click “Edit” for
item you need
to correct
Business Affairs Update - Property Inventory
You can update the Cond
(Condition), Serial Number,
Building and Room
Business Affairs Update - Property Inventory
To change the
“Room” location, you
must select the
correct “Building” first
Business Affairs Update - Property Inventory
After you have
selected the correct
Building, select the
correct Room number
Business Affairs Update - Property Inventory
Verify the
Condition
Verify the
Serial Number
Business Affairs Update - Property Inventory
After all changes
are complete, click
“Update”
Verify that all changes
are correct, then click
“Save My Changes”
Business Affairs Update - Property Inventory
Select “Items Not
Yet Tagged”
Click “Go To
Report”
Business Affairs Update - Property Inventory
If you have items on this
report, you must “Edit” to
complete missing information.
Click “Edit” to
add information
Business Affairs Update - Property Inventory
Edit or complete all
applicable fields, then
click “Update”
Select Building
before selecting
Room
Business Affairs Update - Property Inventory
Verify that all changes
are correct, then click
“Save My Changes”
After you have updated the information in the
Property Inventory System, return the completed
tagging memo to Property Inventory at Stop
6209 and verify changes in the Departmental
Inventory list the next business day
Business Affairs Update - Property Inventory
Select the “Forms”
link on the left side
of the page
If there are items on your Departmental
Inventory Report or on your Items Not Yet
Tagged Report and you have diligently searched
for these items, but not located them, you must
report the items as missing. The “Missing or
Stolen Property Report” is available from the
Forms link in the menu.
Business Affairs Update - Property Inventory
Complete the form
and return to
Property Inventory
Business Affairs Update - Property Inventory
Missing or Stolen Property
• Report inventory items on
Departmental Inventory List or Not
Tagged Report that you cannot locate
• Items that are missing will be
reported to the State Comptroller after
a two year period if not located
• State funding could be reduced if
dollar amount of missing items is
substantial
• Complete form and submit to
Property Inventory Stop 6209 in
Lubbock
• When entered in the system, the
item will be added to the “Missing
Property” report
Business Affairs Update - Property Inventory
Select “Missing
Property”
Click “Go To
Report”
Business Affairs Update - Property Inventory
Please make every attempt to locate missing items as they will be reported to the
State Comptroller’s Office after two years. If there is an item on this list that you have
located, please notify Property Inventory or email propertymanagement@ttuhsc.edu.
If an item has been stolen, submit Attachment B of HSC OP 63.10 to Property
Inventory.
Business Affairs Update - Property Inventory
Select “Lost and
Stolen Property”
Click “Go To
Report”
Business Affairs Update - Property Inventory
Lost and Stolen Property
After two years of reported as “Missing”, items are
moved to the “Lost and Stolen Property” report and will
be submitted to the State Comptroller’s office. If the
amount of loss is substantial, TTHSC could lose a
proportional amount of state funding. Please make
every effort to locate missing items and if located
please notify Property Inventory at
propertymanagement@ttuhsc.edu.
Business Affairs Update - Property Inventory
Select “Annual
Certification”
Click “Go To
Report”
After you have completed edits, completed transfers, reported
missing items and verified that your Departmental Inventory
Listing is correct, you must submit your Property Inventory List
for certification by the departmental Property Custodian.
Please keep in mind that the changes submitted to Property
Inventory could take several days to process, so do not wait
until June 30th to start the verification process.
Business Affairs Update - Property Inventory
Select “Submit This
Year’s Inventory Reports
for Annual Certification”
Business Affairs Update - Property Inventory
When you submit
your certification
you are certifying
that you have
reviewed the
inventory reports
and have
knowledge that
they are correct.
Please read this
statement.
The name of the person responsible for the certification
of your department’s annual property inventory should
be listed here. If this is not the person who should certify
for your department, please notify Property Inventory at
propertymanagement@ttuhsc.edu.
After verification of correct
inventory, click “Submit for
Annual Certification”
Business Affairs Update - Property Inventory
When you submit the departmental inventory for certification,
the submitter and the date the report was submitted will
display. An email notification will go to the departmental
property custodian to notify them that the inventory is ready
for annual certification. The annual certification is due by
June 30, 2010.
Business Affairs Update - Property Inventory
When the property custodian receives the email
notification they must click on the link in the email and
“Certify the Annual Inventory” to complete the process.
The annual certification is due by June 30, 2010.
Business Affairs Update - Property Inventory
The Property Inventory System has two
search options, Search by Category and
Search by Tag/Serial Number
If you find items in your department that are not on your
inventory list, you can search by either tag or serial number
to determine whose inventory list the item is on. It is
possible that one department transferred an item to your
department, but the documentation was not completed.
Please notify Property Inventory if this is the case.
Business Affairs Update – Property Inventory
Certification Process
• Verify all departmental property on Departmental Inventory
Listing.
• Note condition and location
• Perform edits in Property Inventory System
• “Update” and “Save My Changes”
• Verify changes the next business day in the Property Inventory System
• Submit transfer forms to Property Inventory
• Complete and sign transfer form
• Obtain signatures from receiving department
• Send form to Property Inventory and verify in reports
Business Affairs Update - Property Inventory
Certification Process (Continued)
• Tag “Items Not Yet Tagged”
• Provide information for blank fields
• “Update” and “Save My Changes” and verify in reports
• Return Tagging Memo with completed information to Property
Inventory
• Attempt to locate “Missing Items”
• Report “Missing Items” found to Property Inventory staff
• Report departmental property not on inventory list to
Property Inventory staff
Business Affairs Update - Property Inventory
Certification Process (Continued)
• Complete and submit “Loss of Property” form for lost or
stolen items
• Verify submitted changes to departmental inventory in
Property Inventory System
• Submit “Inventory Report” for approval
• Department head must approve and submit “Annual
Certification” of departmental inventory by
June 30, 2010
Business Affairs Update - Property Inventory
DeShun Avery
(806)743-7826 ext 312
Jessica McGaha
(806) 743-7826 ext 311
Carole Wardroup
(806)743- 7826 ext 313
Property Management
propertymanagement@ttuhsc.edu
Business Affairs Update
Questions?