Finance & Administration
Quarterly Update
Business Affairs Update
July 26, 2010
Business Affairs Update
Agenda Items
• Business Affairs FY 10 Year End and
Beginning FY 11 Deadlines and
Accounting Reminders
• Annual Property Inventory Certification
Reminder
• TechBuy Comment Feature
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• August 20th (Friday)
• FY 10 TechBuy Non-Punchout Orders Less than
$5,000 due
• August 27th (Friday)
• FY 10 TechBuy Punchout Orders – only for orders
actually processed and shipped (no backorders) due
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• August 27th (Friday)
• Encumbrance Adjustments: Encumbrance adjustments
or releases for FY 10 and prior year encumbrances must
be received by Purchasing
• Unclaimed Property: All unclaimed property, including
stale dated checks with an issue date that is on or before
June 30th, 2009 must be submitted to Accounting Services
• August 31st (Tuesday)
• Travel Applications: Travel Applications to be applied
against FY 10 funds must be entered by 4:30pm
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• September 3rd (Friday)
• Due to Accounting Services:
• Consumable Supplies/Goods for Resale Inventory counts as
of August 31st. Form is available online at:
http://www.fiscal.ttuhsc.edu/accounting/yep
• FY 10 Funding transfers submitted via Budget Revision
• Due to Payment Services:
• FY 10 Direct Pay System Transactions
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• September 8th (Wednesday)
• Due to Accounting Services:
• FY 10 Internal Purchase Funding & Cost Transfer Requests
• FY 10 Non-Contract Revenue Accrual Invoice forms (INs) &
Expense Accrual Requests
• FY 10 Contract Revenue Accrual entered into
Contracting/Accounts Receivable System
• FY 10 Intra-Institutional Vouchers (IVs) for service department
charges entered through the Gateway
• FY 10 Holding Account and unidentified wire claims
• FY 10 Special Augmentation Accruals
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• September 8th (Wednesday)
• Due to Travel:
• FY 10 Travel Vouchers
• Due to Accounts Payable:
• FY 10 Invoices & Receiving Reports
• September 9th (Thursday)
• Purchasing Card Allocations:
• All P-card allocations due in Pathway Net
• Statement close date – September 7th
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• September 9th (Thursday) (Continued)
• Pathway Net allocations may be made throughout August as
purchases are made – there are only 2 business days to make
allocations after the statement close date
• All charges on the September 7th statement will be applied to
FY 10
• September 10th (Friday)
• Month end Close for August FY 10
Business Affairs Update – Year End Deadlines
Business Affairs FY 10 Processing Deadlines
• September 15th (Wednesday)
• Due to Accounting Services:
• Questions regarding fund balances for FY 10 transaction
detail included on Cognos reports after August close. Deficits
will be covered from back up accounts unless alternate
account information is received by September 17th (Friday)
Business Affairs Update – Year End Deadlines
Business Affairs FY 11 Processing Deadlines
• September 1st (Wednesday)
• FY 11 TechBuy 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
Business Affairs Update – Cost Transfers
Cost Transfer Reminders
• Request must be made within 90 days of the original expense
transaction date.
• Note: Process under review – time requirement may be shortened
• Request must include adequate justification for expense
transfer.
• Expenses should be charged directly to the correct fund
• Routine requests could indicate funds not managed appropriately
• When reviewing transactions, run Cognos reports at the fund
level only (omit orgn code) to ensure that all activity for the fund
is displayed correctly.
• Doing so will reveal possible incorrect posting of transactions
Business Affairs Update - Property Inventory
Property Inventory Certification Reminder
•
Annual Certification – Past Due
•
Was Due June 30th 2010
•
•
•
All updates and changes must be entered
and reflected in reports before certification
Two Step Process
•
Submit
•
Certify
Refer to HSC OP 63.10
Business Affairs Update
Any Questions before we move
on?
Business Affairs Update – TechBuy Comments
TechBuy Comments
• TechBuy comments are used to document
and communicate information about
TechBuy Requisitions (Req’s) and Purchase
Orders (PO’s).
• Comments can be used for communication
within a department, to Purchasing or from
Purchasing.
• Comments create a permanent history trail
Business Affairs Update – TechBuy Comments
To Access TechBuy Comments
Open a Req or PO and then Click
on the “Comment” tab
To leave a comment,
click on the “Add
Comment” button
Business Affairs Update – TechBuy Comments
To just leave a comment only, type the
comment in the text box (up to 1,000
characters). Then click “Add Comment”.
If you want to also send an email, check
the checkbox for the person you want
the email sent to, or if they are not listed
click the “add email recipient” link.
Business Affairs Update – TechBuy Comments
Type in the first and
last name of the
person you are
adding to the
comment email, and
click “Search.”
Click the radio
button beside the
person you want to
add to the email list,
and then click the
“Choose Selected
User” button.
Search
Choose Name
Business Affairs Update – TechBuy Comments
Check the boxes beside
each recipients name.
Type your message and
click the “Add Comment”
button.
Business Affairs Update – TechBuy Comments
To add an attachment to comments,
click on the “Browse” button and
search for the file you want to attach.
Note: You must also add a
comment in the text box.
When you have added your comment
and selected the file to attach, click
on the “Add Comment” button.
Business Affairs Update – TechBuy Comments
To reply to this comment DO NOT click
on the “Reply” or “Reply to All” button
on the email. Instead, click on the link
under the statement “To reply to this
comment click on the following link.”
Business Affairs Update – TechBuy Comments
Keep in mind when using the Comment feature
• Comments are permanent and cannot be removed.
• DO NOT add any confidential information such as
PHI or PII as comments are viewable by all
authorized TechBuy users.
• Comments provide a history to help determine
everything that has happened to a Req or PO.
• Purchasing will be requesting PO & Encumbrance
Change Requests using Comments. Users may
return the PO & Encumbrance Change Request form
using the attachment option in comments.
Business Affairs Update
Questions?