2014-2015
Fiscal Year-End Workshop
Upcoming workshops
July 7, 8 and 9 – Main Campus, Business Building,
BB, 2.06.04
July 16 – Downtown Campus, Buena Vista,
BV, 1.338
Fiscal Year-End Workshop
Agenda:
•
•
•
•
•
•
•
•
•
•
Opening Remarks – Sheri Hardison
Lapse Guidelines for Fiscal Year-End Balances Sheri Hardison or
Fiscal Management Sub-Certification Process
Diana Macias-Ollervidez
Accounting Services – Charlotte Mikulec
Disbursements/Travel Services – Nora Compean
Break
Purchasing – Yvette Medina and Lane Brinson
Commitment Accounting – Tammy Anthony (or Sheri or Diana)
Payroll Management Services – Javier Martinez & David Lerma
Human Resources – Ana Hill & Jennifer Evetts
2
Introduction
 FY14 closing included many changes &
challenges
 Front office is affected when back offices have to
spend additional time than planned on closing
 Year-end planning group began meeting in March
 Working ahead on things that can be reviewed
now
3
Introduction
 Requesting help from Shared Information Services
on items needed before year-end
 How Can You Help Review cost center/project activity now
 Process transfers, corrections and COA maintenance
requests now
4
LAPSE
GUIDELINES FOR
FISCAL YEAR-END
BALANCES
5
Lapse Guidelines – Educational & General Funds
 Disposition of E & G balances are based on each Vice
President’s direction for their areas
 Prior to year end, Budget Office sends year end balance reports
to Primary Financial Area Reps for processing budget transfers
 E&G remaining balances should be zero
 Any negative balances are addressed and cleared
 Certain accounts are not subject to the lapse, including VP
reserves, GIT & lab fees
 Special Items, SALSI & Research Development Funding
must be fully expended in FY 2015 since this is the 2nd
year of the biennium.
 Plan ahead so any budget corrections are processed by
Aug 1st.
6
Lapse Guidelines - Designated Funds
 Disposition of centrally funded Designated account balances are
based on each Vice President’s direction for their areas.
 Prior to year end, Budget, Planning & Development Office will
provide negative year end balance reports to Primary Financial
Area Reps for processing budget transfers
 Budget Transfers are completed as determined by VP Area
 Any negative balances are addressed and cleared as appropriate
 Certain Designated Accounts are not subject to lapse and
roll forward:
 Most designated accounts sourced from fees
 Facilities & Administration (F & A) accounts
7
Centrally Funded E&G and Designated Cost Centers
Recap by VP Area - FY 2015
 President’s Office – department balances at year end will roll forward
 Academic Affairs – department balances in E&G cost centers will lapse to
VPAA reserve and designated balances at year end will roll forward. The
Provost will lapse amounts that exceed the 30% cap of the designated tuition
operating budgets.
 Business Affairs – department balances at year end will roll forward
 Community Services – department balances at year end will roll forward
 External Relations – department balances will lapse to VP External Relations
reserve
 Research – departmental balances at year end will roll forward; balances in
E&G salary accounts will lapse to VP Research reserve
 Student Affairs – department balances will lapse to VP Student Affairs reserve
For questions, please contact your Financial Area Representative
8
Remaining Balance - Service Centers
 Not subject to lapse (carry forward 100%)
 Any surplus/deficit exceeding 10% requires special
exception and approval of AVP-Financial Affairs
 Monitored by Controller area
 Subject to Service Center Policy for compliance with
OMB Circular A-21.For questions please contact:
- Sheri Hardison x6774
9
Remaining Balances - Other Fund Groups
Year-end balances in the following funds are not subject
to lapse (carry forward 100%):
 Grant and Contracts
 Auxiliary Enterprise
 Gift/Restricted Funds
 Plant Funds
10
Fiscal Management
Sub-Certification Process
11
Fiscal Management
Sub-Certification Process
 Electronic sub-certification conducted through the
Office of Institutional Compliance and Risk
Services in September of each year
 Required by UT System Administration Policy
UTS 142.1 – Policy on the Annual Financial Report.
 Review Financial Management Operational
Guidelines (FMOG), Fiscal Management SubCertification Work Plan, Section 1: Internal Control
12
Fiscal Management
Sub-Certification Process
 Annually, each Department Manager should provide a
fiscal management sub-certification for cost centers
with activity of $3,000 or more to the Financial
Reporting Officer- the Associate Vice President for
Financial Affairs.
 The fiscal management sub-certification certifies that,
among other items:
 Accounts are being reconciled timely
 Duties are properly segregated
 No material weakness exists relative to their internal control
13
Highlights of the
Fiscal Management Sub-Certification
 Acknowledgement of responsibility
 Transactions were reviewed and approved
 Reconciliations are completed monthly and all
transactions were appropriate
 Errors were adjusted timely
 Segregation of duties were in place
− Enter and approve transactions
− Receive cash
− Reconcile accounts
14
Highlights of the
Fiscal Management Sub-Certification
(cont’d)
 Sound internal controls
 No misstatements or omissions are evident on your
Monthly Financial Report (MFR)
 Fraud has not occurred
 Compliance with Code of Ethics related to award of
contracts
15
Fiscal Management
Sub-Certification Process
 Department Managers 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).
 All department managers will be met with during FY15/16.
 Fiscal Management Sub-Certification Work Plan:
http://www.utsa.edu/financialaffairs/opguidelines/0103.html
16
Common Errors
Department Manager is not correct
Cost Center is inactive or zero balance
Complete the Chart of Account Maintenance Form
‒ Send to Accounting Office
 Department Manager must complete subcertification if any revenue or expenditures were
processed during the fiscal year and totaled $3,000
or more
 Not the same as Annual Compliance Acknowledgments
17
ACCOUNTING
SERVICES
18
Contact Information
Main line:
Location:
E-mail:
Website:
458-4212
NPB, 4.120
accounting.ofc@utsa.edu
Accounting Services
http://www.utsa.edu/financialaffairs/accounting/
19
Contact Information
Name
Title
Ext. #
Charlotte Mikulec
Director, Accounting &
Financial Reporting
4841
Cynthia Schweers
Associate Director
4216
Min Ren
Senior Accountant
4525
Regina Moore
Financial Analyst
4227
Ashley Zaldivar
Accountant III
8525
Kimmung Doan
Accountant II
4834
Jill Palmer
Accountant II
4827
Vacant
Accountant II
8333
Priscilla Ybarra
Accountant II
6939
20
Critical Accounting Deadlines
August 19
Corrections through July due to Accounting Services by 5pm
September 2
IDT’s through end of August are due to Accounting Services by 5pm
September 4
Inventory Reconciliation due to Accounting Services by 3pm
September 11
Corrections for August due to Accounting Services by NOON
NOTE: Once deadline has passed, any prior year corrections will be
required to be handled as a budget transfer.
21
Year-End Accounting Functions
Pre-Payments and Accruals
Year End Closing and Accounting
http://www.utsa.edu/financialaffairs/opguidelines/0112.html
Pre-Payments
 Entry made to allocate expenses between fiscal years for
items paid up front:
− i.e. maintenance agreements, software licenses, etc.
− Memberships are excluded from pre-payments – recognize in full
in year paid
 Materiality factor of >$1,000 per item
22
Year-End Accounting Functions
Accruals – Items owed but not paid before end of year
 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 08/21/15
at 5pm to be included in FY14/15 expenses
Service Centers IDTs
 Bill for services rendered for FY15 by 5PM on 9/02/15
Inventory
 Relevant Departments: Complete inventory count and
reconciliation must be sent to Accounting by 9/04/15 at
3PM
23
General Accounting Information
 Chart of Account Maintenance Form
 Form required to add or modify departments or cost
centers, including department managers.
 Form and instructions are located under Forms and
Worksheets on Accounting website,
http://www.utsa.edu/financialaffairs/accounting/
 Monthly Financial Report
 Should be reconciling monthly and notifying Accounting
Services of any corrections that are needed
24
General Accounting Information
Corrections:
 Send all corrections except for sponsored accounts
to accounting.ofc@utsa.edu
 Send corrections for sponsored accounts to the
applicable RSC administrator
 These corrections will follow same guidelines and deadlines
as those sent for accounting corrections
26
General Accounting Information
Corrections
(cont’d)
 Provide the following information:
‒ Document ID number
‒ Original cost center and account used (not A4000)
‒ New cost center and account for correction
‒ Amount of correction, esp. if only a partial correction
‒ Reason for the correction
‒ Copy administrator on account being charged
(approval is implied)
‒ Prior year corrections – none will be made after year
end – critical to review currently
27
General Accounting Information
SPEEDTYPES
33
General Accounting Information
 Access the Accounting Services website for various
links and tools:
http://www.utsa.edu/financialaffairs/accounting/
 Links to Forms & Worksheets
 Links to FMOG’s
 PeopleSoft
 Account Structure FYI – helpful hints on what accounts to
use/never use
 Transaction codes
34
Never Used by Departments:
 2xxxx – Balance Sheet Liabilities
 3xxxx – Fund Balance
 7xxxx – Transfers
 5xxxx – Salaries and Benefits (Current year expenses only
recorded via HPY documents)
 48xxx – Certain revenues (e.g. Do not use 48251 – use
44451 for Misc. Revenue)
28
Departments Can Use:
 6xxxx – M&O Expenses
 8xxxx – Capital Expenses
 4xxxx – Revenues (except 48XXX)
 Do not use 48251 – use 44451 for Misc. Revenue
Rarely used by Departments:
 1xxxx – Balance Sheet Assets (certain accounts used
rarely)
29
Conferences and Registration:
 There are accounts for conference revenue as well as conference
expense.
 Collecting funds for a conference or workshop – use 42212
 Paying to attend a conference or workshop – use 67117
 There are accounts for registration fees and registration expense.
 Collecting funds that are a registration fee – use 40224 (part of Tuition
& Fees)
 Paying a registration for an employee to attend a conference, etc. –
use 67645
30
 Copier rental (your monthly copier charges) should be expensed to
64033.
 Do not use
 42213 (copier income)
 18420 (Leased Equipment)
 or any accounts that have lease in the description
 Room/Equipment Use:
 Charging for the use of a room or equipment – use 42208
 Paying for the use of a room or of equipment – use 64014, 64015,
64016, 64017, 64031, 64032
 Purchasing capital or controlled equipment:
 Accounts that should be used are in the 8xxxx range.
 Do not use any that are in the 18xxx range.
31
 Travel – accounts starting with 623xx are for use by Athletics
only.
 Airfare should be expensed to Public Trans (62101, 62201,
62310). Do not use Aircraft Rental (64035), or Aircraft
(86207).
 Do not use accounts with Lease, Bond, Note, Arbitrage in
the description.
 Do not use an account that has INACTIVE or INV in the
description.
32
General Accounting Information
UTShare\PeopleSoft Transactions
PACxxxxxxx / PPAxxxxxxx Accounts Payable transaction; Voucher Id = Document ID
EACxxxxxxx / EPAxxxxxxx Travel & Expense transaction; Report ID = Document ID
UTZxxxxxxx
Banner deposit interface; Document ID = UTZxxxxxxx
(Query for departments to use to get more details of what makes up the balance on
the Banner file: UTS_BANNER_DD_JRNL_CC_PROJ or UTS_GL_BANNER_DD_JRNL_DTL)
TJLxxxxxxx
HPYxxxxxxxx
SCxxxxxxxx
AMxxxxxxxx
GFAxxxxxxx
BBIxxxxxxxx
RPRxxxxxxx
Treasury Journal transaction. Used to record transactions that process
through the Bank (ie, wire payments)
Payroll interface from HCM; detail does not show up on the Budget Overview, however is
part of the MFR reports. Corrections to payroll must be requested via DBT document
This is an entry to record IDT expenses from a Service Center (ie, mail charges; UC usage, etc)
This is an entry from the Asset Management Module
F&A generated by the Grants Module
Billing entries generated by the Grants Module
Accounts receivable payments received in the Grants Module
Transfers between cost centers are now recorded as a Budget Adjustment and are done in Commitment Control.
25
DISBURSEMENTS AND
TRAVEL SERVICES (DTS)
&
PROCARD/TRAVEL CARD
ADMINISTRATION (PTCA)
35
Contact Information
Disbursements/Travel main line: 458-4213
Disbursements fax line: 458-4829
Location:
NPB, 4.120-1
E-mail: Disbursements.travel@utsa.edu
Website: Disbursements and Travel Services
36
Critical Disbursements and Travel Services Deadlines
July 17
Departments must submit ALL vouchers from September - June
(vouchers, travel advances, participant advances, athletic advances travel card
payments, student travel expenses) are due to DTS by 5PM
July 24
Departments must submit ALL vouchers from July 1st – July 15th
(vouchers, travel advances, participant advances, athletic advances travel card
payments, student travel expenses) are due to DTS by 5PM
August 10
Departments must submit ALL vouchers from July 16th – July 31st
(vouchers, travel advances, participant advances, athletic advances travel card
payments, student travel expenses) are due to DTS by 5PM
August 19
Departments must submit ALL vouchers from August 1st-15th , (vouchers, travel
advances, participant advances, athletic advances travel card payments, student travel
expenses) are due to DTS by 5PM
August 21
Departments must submit ALL vouchers, manual or electronic, for any expenses
incurred from August 16th to August 21st to the DTS office by 5PM.
August 21
Vouchers to be expensed in FY14/15 for $1,000 or less must be in DTS by 5PM.
August 25
ALL remaining travel after August 15th must be settled and be in DTS by 5PM if
expensed out in FY14/15 (travel advances, participant advances, athletic advances).
August 28
Last check run at noon for FY14/15.
37
Year-End DTS Functions
 Travel encumbrances will roll forward to new FY15/16.
 Per the travel advance guidelines (Travel Advances,
FMOG Section 9) all outstanding travel advances
must be settled within 30 days.
 All travel advances must be settled and be in DTS
office by August 25th if expensed in FY14/15.
38
Year-End DTS Functions
 Travel/Cash Advance requests not approved before
end of FY14/15 will be approved in new FY15/16.
DTS will change accounting date to new month.
 Travel & Expense reimbursements received after
deadline will be processed in new FY15/16. DTS will
change accounting date to new month.
39
Travel Reminders
 Must use approved UT System travel and car
rental agencies.
 Approved travel agencies
• Corporate Travel Planners
• Anthony Travel
 Approved car rental agencies
• Avis/Budget
• Enterprise/National
• Hertz
40
Common Voucher and
Expense Report Reminders
 To properly disencumber funds when settling travel
don’t forget to :
 Link TA (Travel Authorization) to Expense Report
 Link CA (Cash Advance) to Expense Report when
settling travel
42
Common Voucher and
Expense Report Reminders
 Properly linking the TA or CA to Expense reports also
minimizes:
– Having to return document to creator for correction
– Delays in approval
– Reimbursement to traveler
43
Common Voucher and
Expense Report Reminders
 Don’t forget to use Speed Charts
 Allows for a complete chart field string to be populated
– For additional information see Travel and Credit Cards Update slides on
April 15 FAR meeting, http://www.utsa.edu/financialaffairs/far.html
– Results in expenses properly recorded and reflected correctly on the
MFR (Monthly Financial Reports)
 To minimize the risk that a traveler is reimbursed for an
expense paid on a CLIBA/Procard
 In PeopleSoft:
–
–
Ensure CLIBA/Procard expenses reflected on the Expense Report
indicate that the EXPENSE TYPE is “PAID BY EMPLOYEE” and
The expense detail line box is marked as “Non-Reimbursable”
44
General Voucher and Expense
Report Processing Reminders
Supplier Information Form (SIF): Direct Deposit
Form contains sensitive data.
Sending completed forms via campus mail
ensures compliance with:
- UT System policy (System Information Resources
and Security Policy UTS165 Standard 9 and OIT
requirements) Category I sensitive data includes:
TINS, bank accounts, Employer IDs
45
General Voucher and Expense
Report Reminders
Closing of PO’s and PO Disencumbrances
are handled by Purchasing
Travel Disencumbrances are handled by
DTS
 Submit Travel Authorization Form (TAF)
 Corrections for per diem, travel dates, etc.
 Encumbrance amounts
46
General Voucher and Expense Report
Processing Reminders
Include an estimate for freight charges on POs
- Minimizes match exceptions and the need
for a POC (Purchase Order Correction)
Note: As an exception to prevent further payment
delays to vendor - DTS will override up to $50 if not
included on PO – applicable to non-State accounts only
 POCs are required:
- For freight charges - applicable to State accounts
- Additional items not included on PO
47
General Voucher and Expense
Report Reminders
Do not charge tips and hotel taxes to State
accounts (provide alternate funding source)
Provide written proof (e.g. email, memo) preauthorizing lodging rate when it exceeds GSA
rate, if traveling on State funded accounts
48
General Voucher and Expense
Report Reminders
The SharePoint interim form for Expense Reports
is no longer a requirement
- TRS and BEF are still required
Due to the absence of workflow, the SharePoint
interim form to authorize travel (Travel
Authorization) is still a requirement
49
General Voucher and Expense
Report Reminders
Approve or “submit” electronic Travel
Authorizations by first day of travel otherwise
complete a Travel Authorization Form (TAF)
Cost savings recorded on Travel
Reimbursement/Settlement Form (TRS) for
State and grant accounts should be a positive
amount
50
New Fiscal Year Reminders
To minimize match exceptions and delays
in payment to vendors:
 Create new POs for annual expenses:
- Copiers, leases, cell phones, etc.
- Provide new PO numbers to vendor
 Itemize per month if to be paid monthly
 Include new equipment and/or overages (e.g. for
copiers, cell phones, etc.)
51
New Fiscal Year Reminders
 Complete “desktop receiving” for goods
received or services rendered
- When they are received in the department
52
ProCard/Travel Card Administration
Office (PTCA)
PTCA handles:
 Procurement Card (ProCard) and Corporate
Liability Individual Billed Accounts (CLIBA Travel
cards)
 Application Processing
 Cardholder Training
 Cardholder Maintenance Requests (CMR)
- Credit limit increases; Merchant Category
Codes (MCC)
53
ProCard/Travel Card Administration
Office (PTCA) cont’d
 PTCA handles:
 Reporting and Compliance
 Reconciliations and Collections
 ProCard Audits
 Generate ProCard Payments
 DTS handles Travel Advance Card Requests
(TAC)
54
PTCA Contact Information
Employee Name
Title
Ext. #
PTCA
Responsibilities
Lisa Bixenman
Credit Card Program Manager
7993
Credit Card Program Administration
Training,
Cardholder training, reconciliations,
reporting compliance and cardholder
maintenance
Anne Jackson
ProCard Specialist
4059
Application processing, Procard
training, Procard audits
Email: procard.travelcard@utsa.edu
Fax: 210-458-4849
Location: NPB, 4.120
Website: http://utsa.edu/financialaffairs/ptca/
55
Critical Procard Deadlines for Citibank
August 5
Transactions for August 3rd statement ready for reconciliation and
approval
August 12
Recommended: Last day to charge using Pro-Card for FY14/15
August 14
Departmental approval due by 5:00pm for August 3rd statement
August 18
Transactions for August 4th – August 14th ready for reconciliation and
approval
August 24
Departmental approval due by 5:00 PM for August 4th –August 14th
September 7
Procard transactions from August 15th – September 3rd are ready for
reconciliation and approval. Expenses will be charged to FY15/16
Note: UTSA has no control over the vendor’s or the bank’s credit card processing and
posting dates. Although a Procard may be used, the bank may not process the
transaction(s) for several days. Please process all Procard transactions as early as
possible.
56
Year-End PTCA Functions
 CLIBA & TAC – All outstanding balances on the
travel cards must be paid in full by August 18th.
 Pro-Card – Outstanding balances must be approved
by the deadlines listed on the year-end calendar.
57
General Reminders
To expedite voucher and expense report processing:
 Attach supporting documentation
− Original invoices and/or receipts
 Ensure Business Expense Form is complete as it relates to
Entertainment and Hospitality Operational Guide (FMOG Section 7)
− Proper signatures (certification)
− Completed and approved within 90 days of date expense
occurred
− Type of funding source used
− Date and location of event
− Total number of participants
− Include all vendors associated with event
58
General Reminders
To expedite voucher processing (cont’d):
 Verify the accuracy of information:
− Remittance address
− Vendor #
− Direct deposit information
 For information on specific invoices, please email
Disbursements.travel@utsa.edu
59
General Information
Use direct deposit when possible for staff, faculty and
vendors.
 Eliminates checks being lost, misplaced or remittance to State as
unclaimed property
 Saves University money
 Saves time it takes to pick-up and deposit to checking account
60
61
PURCHASING &
DISTRIBUTION
SERVICES
Purchasing and Distribution Services
CONTACT INFORMATION
Primary Method of Communication –
E-mail: purchasing@utsa.edu
Main line: 458-4060
Fax line: 458-4061
Website: Purchasing and Distribution Services
Purchasing & Distribution Services
IMPORTANT FY14-15 YEAR-END DATES
July 17th
Last day Purchasing will accept approved requisitions Over $25,000 using FY14-15
Funds*
August 14th
Last day Purchasing will accept approved requisitions More than $5,000 and up to
$25,000 using FY14-15 Funds*
*Requisitions must have all SharePoint approvals (including Grants, Animal Labs and/or Environmental Health Safety and Risk
Management), and be created in PeopleSoft (approved with a valid budget) before midnight of deadline.
Note: Purchasing will not process any requisition received after the deadlines stated above. Orders received after these deadlines will
be returned and asked to be recreated on Sept. 1st.
Dates for creating FY16 purchases, prior to 9/1, have not been
established. Updates will be posted on the Purchasing website
(under announcements section).
* Purchasing Website Link
Purchasing & Distribution Services
PO Roll Function

In PeopleSoft, PO’s can be rolled* between fiscal years.
*Note, this was an untested process last fiscal year.

The PO Roll process is completed in two stages

Stage 1: Disencumbering Funds in FY15

PO Remaining Balances* will liquidate in FY15

Ex. If PO = $1000.00, Payments = $600.00, then
Remaining Balance* = $400.00 *Balance for PO Roll
 Stage 2: Encumber Funds in FY16
 Purchase Orders that are not “Dispatched” by 8/31 cannot roll and
will need to be recreated 9/1 (including the requisition).
Purchasing & Distribution Services
PO Encumbrance Clean Up
 Departments should start reviewing current PO encumbrance balance and
identify which PO’s should roll into FY16 and those that can be
closed/liquidated before year end.
 Run PeopleSoft query, UTS_PO_Open_Enc_CC, to review PO
encumbrance balance (prompt by cost center or dept. ID) for FY15
 Departments must send an email to the Purchasing Office
(purchasing@utsa.edu) by August 19th with a list of PO’s which the
encumbrance should remain open and rolled into FY16.
 If no notification is received by the deadline above, Purchasing will
automatically close the PO before year end.
*If no notification is received and the PO is closed but the department needs the encumbrance, it will be responsibility of the department
to recreate the requisition in the new fiscal year, using FY16 funds.
**PO’s created after July1st will be rolled automatically into FY16, Departments should focus on reviewing PO encumbrance balances
from 9/1/14 through 6/30/15.
COMMITMENT
ACCOUNTING
67
Employees Paid Semi-Monthly
Retro Funding Corrections
 There are three remaining semi-monthly pay
cycles to process retro funding requests for
FY14/15:
 Pay Period End July 15th – All retro DBT’s are due by
5PM July 15th
 Pay Period End July 31st – All retro DBT’s are due by
5PM July 31st
 Pay Period End August 14th – All retro DBT’s are due
by 5PM August 15th
68
Employees Paid Monthly
Retro Funding Corrections
 There are two remaining monthly pay cycles to
process retro funding requests for FY 14/15:
 Pay Period End July 31st – All retro DBT’s are due by
5PM July 22nd
 Pay Period End August 31st – All retro DBT’s are due by
5PM August 21st
69
Contact Information
 Budget.HCM@utsa.edu
 Assistant Director – Tammy Anthony
 Ext. 6631
 Senior Budget Analyst – Carissa Lawrence
 Ext. 8136
70
PAYROLL MANAGEMENT
SERVICES
71
Contact Information
Main line:
Fax line:
Location:
E-mail:
458-4280
458-4236
NPB, 4.170
payroll@utsa.edu
Website:
Payroll Management Services
72
Contact Information
Name
Title
Ext. #
Javier Martinez
Director
4282
David Lerma
Assistant Director
8276
Payroll Operations
Patty Titus
Sr. Payroll Accountant
4281
Rosa Casas
Payroll Accountant
4713
Nnennaya Ikwuagwu
Payroll Accountant
8024
Elizabeth Ortiz
Payroll Specialist II
6221
Lori Contreras
Payroll Specialist I
4280
Time Labor Administration
Christine Bodily
Sr. Time & Labor Analyst
4283
Patricia Sauer
Sr. Time & Labor Analyst
8235
73
Critical Payroll Deadlines
August 17
Last salaried employee weekly timesheet due date for
August 10 through 16 workweek to meet August’s monthly
payroll processing.
August 18
Supervisors deadline to submit salaried employees’
timesheet, including Overtime Comp Time Payout (OCP)
hours, to the departmental timekeeper.
August 19
Timekeepers deadline date to enter salaried employee
timesheets, including Overtime Comp Time Payout (OCP)
into Time Labor UTShare/PeopleSoft
August 21
Last date for Off-Cycle Check Requests accepted by the
Payroll Office. Reminder - allow 3 days for processing.
There will be no Off-Cycle Check printing on August 27, 28,
and 31.
Note: Late entries will be processed following fiscal year
– September.
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Critical Payroll Deadlines
August 31
Hourly employees submit timesheet for the workweek August
24 through August 30 to their supervisor.
September 1
Hourly employees submit timesheet for August 31 workday to
their supervisor.
September 2
(By 3:00 PM)
Timekeeper’s last Timesheet Deadline date for Hourly
employees; August 16 through August 31 pay period.
Note: Late entries will be processed following fiscal year –
September.
Deadline Questions?
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General Information
 Payroll website: http://www.utsa.edu/payroll/
 Payroll deadlines
 Timesheet Deadlines
 Regulatory changes
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HUMAN
RESOURCES
Jennifer Evetts
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Interim Process
Interim Workflow Solutions (SharePoint)
 Department Approval (DAF) needs to be attached
 Any other supporting documents
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Terminations
 End Dates
 Summer appointments with end dates-automatically
termed
 Use “Review/Request Job record Change for Employee”
 Use Action of Termination
 End by August 31st (action needed by 8/21)
 Beware of overpayments
 Monthly employees (i.e. GRAs, TAs)
 Faculty
 Only term faculty who are truly separating from UTSA
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Fall Hires/Rehires
 Faculty
 Use the Review/Create Faculty Contract
 Use Reports to track renewals-now automatic
 Need approval from Dean and Vice Provost office
 Staff
 Day O.N.E. for benefits eligible
 Hire/Rehire Form for non-benefits eligible employees
 Students
 Must be enrolled
 Multiple jobs- Can only work 19 or 20 hours per week
 Student Assistants need Financial Aid approval
 Work study job title no longer needs to change when they run out of funding
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Enrollment Requirements
Title
Fall/Spring
Summer
*
6 hours
3 hours
Graduate Assistant (GA)
6 hours
3 hours
Student Assistant
(work-study)
6 hours
See Financial Aid
Teaching Assistant (TA) *
6 hours
3 hours
Undergraduate Research Assistant
(URA)
9 hours
6 hours
Graduate Research Assistant (GRA)
* paid monthly
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Important Information
 New Employees may not begin working until HR
approves their SharePoint form
 All new employees must complete the Employee Self
Service (ESS)
 Complete I-9 Form (within 3 business days of Hire date)
 Will need to bring original documents to HR
 Update Personal Information Summary and Current Profile
 W4
 Direct Deposit-paper form
 SharePoint forms due 8/21 for 9/1 start dates
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Processing Dates
 Employee Processing Dates
 www.utsa.edu/hr
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Resources
 Human Resources
 X4648
 Personnel Action and Position Processing
 Classes are on-going
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Guidelines for Maximum Vacation
Accrual Rates
 There is a maximum number of vacation hours that
can be carried from one fiscal year to the next.
 Vacation hours exceeding that max are converted to
sick leave at the end of each fiscal year; this will
occur September 1st.
 Maximum number of Vacation hours carried forward
can be found at
http://utsa.edu/hr/Leave/VacationAccruals.html
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Leave Balance availability through ESS:
 Balances up to 7/31 are available in ESS between 8/10
and 8/20.
 Balances up to 8/15/2015 will be updated on 8/21 and
available in ESS between 8/21 and 9/8.
 (Note: Balances for August 1st- 15th include August accruals.)
Timekeepers and Department Administrators can run
the VSL report in PeopleSoft for real-time balances in
Absence Management.
 Balances are based on time entered in PeopleSoft.
 Instructions have been distributed to timekeepers and
can be found at
http://www.utsa.edu/utshare/News/2014/docs/HowToRunVSLBalancesQuery.pdf
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 A report has been sent to VPs of employees whose
vacation hours will transfer to sick as of August
31st.
 All vacation leave requests should be approved by
the employee’s immediate supervisor in advance
and before using leave.
 Vacation time over the maximum must be taken no
later than August 31st.
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 Please ensure all time and absences are
reported in PeopleSoft by Timesheet Deadlines
(dates can be located on Payroll Services
website):
http://utsa.edu/payroll/TimesheetDeadlines.html
 For Questions on Vacation Accrual Rates:
 Contact HR-Leave Management
leaveadmin@utsa.edu
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Thank you
We would like to thank everyone for attending and assisting us
in having a successful year-end close.
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