Administrative Support
Toolbox Series
FINANCIAL
PROCESSING
November 15, 2011
1
Overview of Financial Processing &
Departmental Functions
 Agenda
 Introductions & Opening Activity
 Overview of Organizational Structure
 Overview of Financial Processes by
Functional Area
2
Compare to your home finances
HOME
UTSA
Someone’s in charge
AVP FINANCIAL AFFAIRS
Keep track of things, pay debt,
contract outside services, manage
your travel
CONTROLLER
Keep a budget
BUDGET PLANNING &
DEVELOPMENT
Create financial reports and analyze
them
MANAGEMENT REPORTING &
ADMINISTRATIVE SYSTEMS
Deal with the bills, money in and
money out
FINANCIAL SERVICES &
UNIVERSITY BURSAR
Keep track of everything you own
INVENTORY & SURPLUS
Go shopping! (buy, receive,
distribute)
PURCHASING & DISTRIBUTION
SERVICES
3
Activity: 1-2-3-4
1=
One expectation for class
2=
Two questions you have about
Financial Processing at UTSA
3=
Three financial processes that you
do on the job
4=
(Leave this one blank for now)
4
Business Affairs
Kerry Kennedy
Vice President for Business Affairs
Janet Parker
Pamela Bacon
Associate VP
Financial Affairs
Associate VP
Administration
http://www.utsa.edu/
bussvc/
5
6
Financial Affairs
Helpful Links:
 Financial Management Operational Guidelines
http://www.utsa.edu/financialaffairs/opguidelines/
 Financial Affairs Forms and Worksheets
http://www.utsa.edu/financialaffairs/forms/
 Training Course http://MyTraining.utsa.edu
 Financial Fundamentals: Overview of Revenue & Funding Sources
(AM 570)
7
Financial Affairs
Areas & Responsibilities
 Office of the Associate Vice President
 Oversight of all Financial matters for UTSA






University Wide Budget / University Strategic Resource Planning Council
Tuition and Fee Reviews & Proposal Development
Financial Assessments
Special Projects
Website & Policies/Procedures
PeopleSoft Financials Project
 Controller






Accounting Services
Capital Project & Debt Service Accounting
Grants & Contracts Financial Services
Payroll Services
Disbursements & Travel Services
Procard/Travel Card Administration; effective 12/5/11
8
Financial Affairs
Areas & Responsibilities
 Management Reporting &
Administrative Systems
 COGNOS Reporting Tool
 DEFINE Administrative Systems
 Budget Planning and Development
 Financial Services & University
Bursar
 Fiscal Services
 Capital Asset Management: Inventory & Surplus Departments
9
Lenora C. Chapman, C.P.A.
Assistant Vice President,
Financial Affairs and University
Controller for UTSA
 Accounting Services
 Capital Project & Debt Service Accounting
 Grants & Contracts Financial Services
 Payroll Services
 Disbursements & Travel Services
 ProCard/Travel Card Administration;
effective 12/5/11
10
Accounting Services
MISSION: Provide financial accounting services to the UTSA
community & prepare timely & accurate financial reports in
accordance with Generally Accepted Accounting Principles
(GAAP), Texas State Comptroller, The University of Texas
System & various other agencies.
11
Accounting Services
What We Do:
 Coordinate the monthly & annual close of the
accounting records
 Prepare monthly & quarterly financial reports
 Prepare the Annual Financial Report
 Answer questions on the monthly Statement of
Account (SOA); record corrections as requested;
provide training
 Set up new Budget Groups/subaccounts & manage
the Chart of Accounts
 Officially record various entries to the financial
accounting system
12
Accounting Services
What We Do (cont’d):
 Financial report preparation as required by the State
and other agencies:
 Survey of Voluntary Supportive Education (CAE)
 Sources & Uses Report
 All reports are prepared in accordance with:
 Generally Accepted Accounting Principles
 Texas State Comptroller’s guidelines
 The University of Texas System & other agencies as
applicable
13
Accounting Services
Helpful Links:
 Training Course utsa.edu/hr/training
 Understanding the Statement of Accounts
(AM 506)
 Forms and Worksheets
http://www.utsa.edu/financialaffairs/accounting/forms.cfm
14
Accounting Services
How to Contact Us:
Main: 210-458-4212
Fax: 210-458-4222
E-mail: accounting.ofc@utsa.edu
Website: www.utsa.edu/financialaffairs/accounting/
Visit the following site to obtain current contact
information for Accounting Services staff:
http://www.utsa.edu/financialaffairs/accounting/contact.html
15
Capital Project &
Debt Service Accounting
What We Do:
 Oversee the accounting of major capital improvement
programs and institutionally managed capital projects
(Plant Funds)
 Manage debt and debt service; allocate debt to internal
accounts responsible for payment
 Prepare financial ratios to evaluate financial condition
of university
 Special projects
16
Capital Project &
Debt Service Accounting
Helpful Links:
 Guidelines
 Section 5A – Financial Management of Capital Assets
http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.html
 Section 5A – Capital Projects (Budget Group 36-9XXX-XX)
Procedures
http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.1.html
 Section 5A – Institutionally Managed Capital Projects (Budget
Group 36-6XXX-XX and 36-8XXX-XX) Procedures)
http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.2.html
17
Grants & Contracts
Financial Services
MISSION: Assist in the financial management of
sponsored programs by promoting cost accounting
practices and consistency in the recording and reporting
of financial data.
18
Grants & Contracts
Financial Services
What We Do:
 Ensure UTSA is promptly and accurately
reimbursed for restricted sponsored program
expenditures: 26-accounts
 Submit accurate financial reports to funding
agencies by the established deadlines to assure:
 Renewal of awards by funding agencies
 Funds are able to be collected (mitigate bad debt liability)
 Review costing practices for research and
institutional service centers to ensure compliance
with cost accounting standards.
19
Grants & Contracts
Financial Services
What We Do (cont’d):
 Ensure compliance with OMB Circular A-21
http://www.whitehouse.gov/omb/rewrite/circulars/a021/a021.html
(Cost Principles for Educational Institutions) which require:
 Consistency in estimating, recording & reporting costs.
 Consistency in allocating costs incurred for the same
purpose.
 Accounting for unallowable costs.
 Development & updates of the Cost Disclosure Statement
(DS-2) as required by the Cost Accounting Standards
Board.
 DS-2 must be completed by all institutions receiving
$25M or more in federally sponsored programs.
20
Grants & Contracts Financial Services
Helpful Links:
 Forms and Worksheets
http://www.utsa.edu/financialaffairs/grants/forms.cfm
 Guidelines
 Section 6A - Grants and Contracts Accounting Practices
 Section 6B - Establishment and Financial Management of
Authorized Service Centers and Specialized Service Facilities
http://www.utsa.edu/financialaffairs/opguidelines/2.7.2.html
 Section 6C - Accounting for Cost Sharing
http://www.utsa.edu/financialaffairs/opguidelines/2.7.4.html
 Section 6D - Cost Accounting Standards
http://www.utsa.edu/financialaffairs/opguidelines/2.7.5.html
21
Grants & Contracts
Financial Services
How to Contact Us:
Main: 210-458-4225
Fax: 210-458-4222
E-mail: gcfs@utsa.edu
Website: www.utsa.edu/grants/
If you’d like to contact a staff member, see the Grants and
Contracts Financial Services staff webpage at:
http://www.utsa.edu/grants/staff.htm
22
Payroll Services
MISSION: Provide accurate and quality payroll
operations and customer service to our client
departments and individuals.
23
Payroll Services Responsibilities
What We Do:
 Produce and distribute payroll checks
 Process emergency checks for eligible employees
 Tax withholding, reporting and compliance
 W-2s, Wage & Tax Statements
 Garnishments & Withholding Orders
 Foreign national taxation (non-resident alien
taxation)
 Form 1042-S, Foreign Person's U.S. Source Income
Subject to Withholding
 Retiree Benefit Billing Management Services
 Relocation Reimbursements
24
Payroll Services
Helpful Links:
 Related Forms and Worksheets
http://www.utsa.edu/payroll/forms.cfm
 Payroll Online Services
http://www.utsa.edu/payroll/onlineservices.html
 Online Earning Statements & W-2’s
 Start/Change Direct Deposit
 Change W-4, modify income tax withholding
 Change home address
25
Payroll Services
How to Contact Us:
Main: 210-458-4280
Fax: 210-458-4236
E-mail: payroll@utsa.edu
Website: www.utsa.edu/payroll
Staff:
Name
Title
Extension
Javier Martinez
Director
PeopleSoft
Operation Section
Christine Bodily
Payroll Supervisor
4283
Elizabeth Ortiz
Payroll Specialist II
6221
Lori Contreras
Payroll Specialist I
4280
Lisa Bartee
Payroll Accountant
4282
Payroll Benefit Section
Patty Titus
Sr Payroll Accountant
4281
Rosa Casas
Payroll Accountant
4713
26
Disbursements
&
Travel Services
27
Disbursements & Travel
Responsibilities
What We Do:
 Timely payment of invoices of goods and services
purchased by UTSA via purchase order or Pro-Card or
Travel Cards
 In accordance with state laws, UTSA Financial Management
Operational Guidelines and best business practices
 Process travel expense reimbursements
 Communicate travel related policies to the UTSA community
 Inter-departmental transfers (IDTs)
 Monthly internal billing charges for mail, phones, work
performed by facility services, general stores purchases, etc.
28
Disbursements & Travel
Responsibilities
What We Do (cont’d):
 Approve reimbursement requests
 To pay for goods/services that do not typically require
a purchase order be processed in advance of the
commitment, such as memberships, publications,
registration fees, etc.
 Administer Official Occasions (food/entertainment)
reimbursements; process requires completion of a
Business Expense Form (BEF) to comply with IRS
requirements
29
Disbursements & Travel Services
Helpful Links:


Related Forms and Worksheets
http://www.utsa.edu/financialaffairs/forms
Related Guidelines
 Section 7A – Texas Prompt Pay Law
http://www.utsa.edu/financialaffairs/opguidelines/2.6.1.html
 Section 7D -Business-related Hospitality and Entertainment Expenditures
http://www.utsa.edu/financialaffairs/opguidelines/2.6.4.html
 Section 9B – Travel Advances
http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html
 Section 9C - Travel Cards
http://www.utsa.edu/financialaffairs/opguidelines/0111.html
 Section 9D – Travel Reimbursement
http://www.utsa.edu/financialaffairs/opguidelines/0109.html

Related Training Courses www.utsa.edu/hr/training




Electronic Travel Process (DE 665)
VP2 – Local Funds Voucher (DE 658)
Business-Related Hospitality & Entertainment (AM 553)
Travel Card Informational Session (AM 558)
30
Disbursements & Travel Services
Contact Information
How to Contact Us:
Disbursements and Travel Services
Phone: 210-458-4213
Fax: 210-458-4829
NEW LOCATION: 5723 University Heights Blvd.
Bldg 500, Ste. 1.216
For a staff contact list, including a list of duties performed,
see the DTS Duties List at
http://www.utsa.edu/financialaffairs/dts/contact.html#duties
E-mail:
Website:
Disbursements.travel@utsa.edu
http://www.utsa.edu/financialaffairs/dts/
31
PeopleSoft Implementation Project Update for
FMS (Financial Management System)
 UTShare - 8 campuses working together to implement
PeopleSoft FMS and HCM (Human Capital Management)
for transition from DEFINE (UTSA, UTEP, UTA, UTPB,
UTD, UTT, and UT System) and UT Brownsville legacy
system.
PeopleSoft Implementation Project Update for
FMS (Financial Management System)
Financial project team status:
 Completed 17 weeks of meeting sessions this past
summer to determine UT campuses’ business
rules/requirements for UTShare FMS and HCM system
 Financial Functional Committees, comprised of one
representative from each UTShare campus, are
meeting weekly to configure and document the system,
develop business process guides and the Financial
prototype for each major FMS module
 Data Conversion team is working on mapping data
definitions from DEFINE
PeopleSoft Modules
Financial
 General Ledger/Chart of Accounts/Commitment
Control
 Budgeting / HR Integration for Salary Encumbrances
 Accounts Payable
 Travel & Expenses
 Purchasing/Receiving/Eprocurement
 Asset Management
 Grants/Contracts/Projects
 Accounts Receivable/Billing
PeopleSoft Modules
Human Capital Management
 Human Resources – Campus Community,
Administer Workforce, Position Management
 Payroll
 Benefits Administration
 Absence Management
 Time & Labor
 Portal – Employee Self Service
System
Change
The House of DEFINE
The House of PeopleSoft
Major Differences Between the
Systems
PeopleSoft
DEFINE
•
•
•
•
•
•
•
•
Mature, established processes
Highly customized
Fixed, not easy to change
Powerful
Does most of the processing
Limited reporting
Paper intensive
Departments comfortable using
due to long-term use
•
•
•
•
•
New processes – early stages
Reduced automated functionality
Configurable
Powerful
Places processing at administrator’s
control - no automatic processing
• Requires more analytical and critical
thinking skills to use
• Expanded reporting capabilities
• Fully web enabled
• More advanced system features/tools
Break Time!
If time after the
break, let’s do a
quick recap using
the Alphabet Ball
39
Mary Simon, C.P.A.
Senior Director
Budget Planning & Development
40
Office of Budget
Planning & Development
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.
Business Affairs -Your Partner for Successful Solutions
41
Budget Planning & Development
What We Do:
 Develop the annual university budget by identifying
resources and requirements




Project tuition and fee revenues
Project benefit budget requirements
Approve departmental Budget Documents (BUD)
Submit the annual Operating Budget to the UT System /
Board of Regents
 Post the initial budget and monitor all changes
including Request for Budget Changes (RBCs)
 Budget vs. actual for fiscal accountability
 Budget transfers: permanent & one time (temporary)
 Implement fiscal year-end lapse policy
Business Affairs -Your Partner for Successful Solutions
42
Budget Planning & Development
What We Do:
 Facilitate salary changes for the merit, equity and
faculty retention/tenure & promotion processes
 Monitor HRMS Default Accounts
 16 Default accounts were established in Nov. 2009 to cover
employee assignments to accounts with insufficient funding.
 Should be used as a last resort option at payroll processing
time for monthly salaried employees.
 Default Account Owners must clear entries reported in
default accounts in a timely manner.
 Submit various required reports





Full Time Equivalent Employees (Qtrly to State)
Fiscal Notes – during the legislative session
Legislative Appropriations Request (before each biennium)
Misc. Salary data
Fees, fines & forfeitures (fee balances at year end)
Business Affairs -Your Partner for Successful Solutions
43
Funding Sources of UTSA
Operating Budget
 State Appropriations: Formula Funding, Special Items,
Benefit Cost Sharing (General Revenue)
 THECB Transfers: TX Grant, Work-study, etc.
 Statutory Tuition, Certain Fees
State Funds
14-Accounts
Also referred to as
E&G: Educational
& General budgets
(General Revenue-Dedicated)
 Designated Tuition & Fees
 Indirect Cost Recovery
Designated Funds
19-Accounts
Also referred to as Local funds
Facilities & Administrative Overhead
 Auxiliary Enterprise Funds
Housing, Parking, Athletics, Bookstore,
University Center, Food Services
 Restricted Funds
Gifts, Financial Aid & Grants/Contracts
29-Accounts
Must be 100% Self-Support;
no subsidies from other funds
26-Grants & Contracts
Financial Aid
30-Gifts
44
Budget Planning & Development
Budget Transfers



VT1 – transfers between E&G: 14 accounts are
initiated by the department and final approved by
Budget Office.
VT2 – transfers between other fund groups are
initiated by the department and final approved by
Budget Office. Must be within the same fund
group.
Transfers between funds – e.g. 14 to 19
accounts are referred to as “inter-fund”
transfers and must be requested via email to
Budget.Office@utsa.edu
Business Affairs -Your Partner for Successful Solutions
45
Budget Planning & Development
Helpful Links:
 Forms and Worksheets
http://www.utsa.edu/financialaffairs/Budget/forms.cfm
 Guidelines
 3.3-Financial Aid Set Asides
http://www.utsa.edu/financialaffairs/opguidelines/3.3.html
 3.4.1 – Budget Approvals for Assignments – HRMS Default Account
Maintenance
http://www.utsa.edu/financialaffairs/opguidelines/3.4.1.html
 Training Courses http://MyTraining.utsa.edu
 BUD (Budget Update Document) Overview and Preparation
(AM 565)
 BUD (Budget Update Document) Hands-On Workshop
(AM 566)
Business Affairs -Your Partner for
Successful Solutions
46
Budget Planning & Development
How to Contact Us:
 University Heights, Bldg IV, Suite 600
 Email us at Budget.Office@utsa.edu
 Website: www.utsa.edu/financialaffairs/budget
If you’d like to contact a staff member, see the Budget
Planning & Development staff webpage at
http://www.utsa.edu/financialaffairs/Budget/contact.html
Business Affairs -Your Partner for Successful Solutions
47
Unfilled Position
Senior Director,
Management Reporting & Administrative Systems
Management Reporting & Administrative Systems
COGNOS Reporting Tool
DEFINE Administrative Systems
48
Management Reporting
&
Administrative Systems
MISSION: Provide the UTSA community with timely and accurate
on demand access to accurate and up to date financial transactional
data services and reports with related information for UTSA
customers using the DEFINE system and IBM Cognos ® Business
Intelligence reporting tools.
49
Management Reporting
What We Do:
 Provide financial reporting utilizing the IBM Cognos
Business Intelligence reporting tool.
 Reports are delivered:


Daily
Monthly



Quarterly
Annually
Ad Hoc
 Report formats & features:


Excel, PDF, HTML
(Scheduled) via email
50
DEFINE
Departmental Financial Information Network
 The financial transactional information system provided by UT
Austin. We use the proprietary system developed by UT
Austin. Includes UT Direct web-based access to DEFINE data
& processing.
 DEFINE Financial system processing areas:








Accounting
Budget
Payroll
Grants & Contracts
Disbursements & Travel
Purchasing
Inventory
Human Resources
51
 Security Access




Granted to employees within a department based on the business needs and
usage of DEFINE data
Authorized by department administrator
Maintained while users are employed within department
Requests must be submitted on approved forms
 Removal of Access


Employee who terminates employment
Employee who transfers to another UTSA department
 Access is removed from the old department and reauthorized as required by
the new department
52
Management Reporting and DEFINE
Administrative Systems
Helpful Links:
 DEFINE Forms and Worksheets
http://www.utsa.edu/financialaffairs/mras/defineadmi
n/forms.cfm
 DEFINE Training Course www.utsa.edu/hr/Training/
 Introduction to DEFINE (DE 650)*
*Prerequisite: Activate Your EID – For All
Employees (AM 540)
NOTE: EID Activation is now done at Day
O.N.E. Orientation for new staff & A&P
employees
53
Management Reporting &
DEFINE Administrative Systems
Located at University Heights, Bldg IV, Suite 600
Management Reporting
DEFINE Administrative Systems
Main: 210-458-4556
Fax: 210-458-7434
E-mail:
MRAS@utsa.edu
E-mail:
DEFINE.Services@utsa.edu
Website:
Website:
www.utsa.edu/financialaffairs/
mras/
www.utsa.edu/financialaffairs/mras/define
admin/
If you’d like to contact a staff member, refer to the website:
http://www.utsa.edu/financialaffairs/
mras/contact.html
http://www.utsa.edu/financialaffairs/mras/
defineadmin/contact.html
54
Gary Lott, C.P.A
Director of Financial
Services and University
Bursar
Financial Services & University Bursar
Fiscal Services
Capital Asset Management: Inventory &
Surplus Departments
55
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.
56
Fiscal Services
Services Provided to Students:
 Tuition & fee payments
http://www.utsa.edu/fiscalservices/tuition.htm
 Exemptions
http://www.utsa.edu/infoguide/ch3.html#etfc
 Student Refunds
http://www.utsa.edu/fiscalservices/refunds.html





Adding money to UTSA Card
Application for admissions
Foreign health insurance
Library and parking fine payments
Parking permit payments
57
Fiscal Services
 Services Provided to Students:
 Student 3rd Party Sponsorship Billing
 VA Chapter 33 coordination and payment
posting
 Collection of Housing Deposits and Rent
Payments
 Processing and collection of Returned Check
payments
 Collections of Delinquent Payments and
coordination with Collection Agencies
58
Fiscal Services
Services Provided to Departments:
 Faculty/Staff Departmental deposits
http://www.utsa.edu/fiscalservices/DepartmentDeposits.htm
 Reimbursement for petty cash
http://www.utsa.edu/fiscalservices/pettyCash.htm
 Reimbursement for money lost in vending
machines
 Cash handling policy & training – Section 11, Cash
and Investments
http://utsa.edu/financialaffairs/opguidelines/#section11
59
Fiscal Services
Helpful Links:
 Forms and Worksheets
http://www.utsa.edu/fiscalservices/forms.cfm
 Guidelines
 Cash Handling and Management
http://www.utsa.edu/financialaffairs/opguidelines/4.1.html
 Processing Cash Payments
http://www.utsa.edu/financialaffairs/opguidelines/4.1.1.html
 Training Course http://MyTraining.utsa.edu
 Cash Handling 101 (AM 560)
60
Fiscal Services
How to Contact Us:
 Phone: 210-458-8000
 Locations:
 Main Campus: JPL 1.03.06
 Downtown Campus: Frio Street Building
1.508
 Email: fiscalservices@utsa.edu
 Website: http://www.utsa.edu/fiscalservices
61
Fiscal Services Staff
Name
Title
Phone
Stacie Garza
Associate Bursar Collections –
Main Bldg
7959
Deborah Riley
Associate Bursar – Downtown
2827
Christopher Valles
Associate Bursar – JPL
4293
Blanca Garcia
Lead Collections Specialist –
Main Bldg
6732
Supervisory Staff:
Shyam (Sam) Suwal Assistant Bursar - JPL
7246
Operational Staff:
Randy Bermea
Fiscal Account Specialist – JPL
7194
Alka Bhavsar
Account Technician - DTC
2826
Rene Cortez
Collections Specialist – JPL
4297
Rebecca Galvan
Fiscal Account Specialist – DTC
2823
62
Fiscal Services Staff (cont’d)
Name
Title
Phone
Ruth James
Fiscal Account Specialist-DTC
2824
Danny Knight
Fiscal Account Specialist-JPL
7194
Isabelle Lewis
Fiscal Account Specialist-JPL
7198
Dan Rushton
Collections Specialist-Main
Bldg
4217
Peggy Lasater
Fiscal Account Specialist-JPL
7195
Julia Poo
Third-Party Coordinator-DTC
2825
Mary Ann
Shaughnessy
Account Technician-JPL
4295
63
Capital Asset Management:
Inventory & Surplus
MISSION: Adhere to state laws, university rules and
regulations by assuring100% asset accountability for
all Capital and Controlled assets bought, transferred,
or donated to UTSA departments.
64
Inventory Department
What We Do:
 Administer & comply with State of Texas Property
Accounting requirements for tracking university
assets according:
https://fmx.cpa.state.tx.us/fmx/pubs/spaproc/index.php
 ASTM standard for the acceptable ratio for an agency's
lost, damaged or destroyed (LDD) for non-high-risk
assets has changed from 2% to 1%.
 Our job is to mitigate that loss by working closely with
departments!
65
Inventory Department
What We Do:
 Maintain inventory data.
 Assign and affix barcode numbers to allow tracking of university
owned assets (equipment).
 Update inventory data to match departmental records.
 Record, track, reconcile and report annual inventory results.
 Train Inventory Contact Person (ICP’s)
http://www.utsa.edu/inventory/training.htm
 ICP’s are appointed by the Department/Division Head.
 Maintain department inventory records.
 Verify departmental assets are returned.
 Our partners to mitigate losses and or report stolen/lost
equipment in a timely manner.
66
Inventory Department
What We Do (cont’d):
 Items to be on the official inventory are either capital
assets or controlled items required by the state to be
tracked and reported.
 Capital assets are real or personal property that have an
estimated life of greater than one year with a total landed cost of
$5,000 or greater.
 A controlled item is a capital asset that has a value less than the
capitalization threshold established for that asset type, however
due to its high-risk nature, is required to be reported although not
in the annual financial report.
 The controlled assets list can be found online at:
https://fmx.cpa.state.tx.us/fmx/spa/classcodes/control.php
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Controlled & Capital Assets
“Controlled” Equipment Assets
Over $500
 Video Recorder; Camcorders
 Printers
 Computers
 Desktop
 Laptop
 Televisions
 VCR/DVD
 Projectors
 Stereo Systems
 Computers
 Cameras
“Capital” Equipment
Any Asset Over $5000
 Office Equipment
 Vehicles
 Furniture
 Computer Equipment
 Scientific Equipment
 Telecommunications Equipment
 Educational Equipment
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Inventory Department
What We Do (cont’d):
Review Purchase Orders and Receiving Reports to identify
when items required to be inventoried are received.
A capital/controlled asset is delivered to the customer.
Inventory schedules a visit to barcode the asset in the
department.
The barcode is affixed; serial number, location and
unit code are recorded in DEFINE.
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Inventory Department
How Departments Help Us:
 Notify Central Receiving when an asset is received.
 Coordinate equipment tagging with Inventory staff and the
ICP.
 Inform the ICP when equipment is transferred and complete required
documentation.
 Require each affected employee completes a Removal of
Equipment form when taking university controlled property
off-campus.
http://www.utsa.edu/inventory/removal_of_state_property.htm
 UTSA faculty and staff may be personally liable for the replacement
cost of equipment lost or stolen due to
employee negligence.
 Do not leave laptops in your car unless secured in a
locked trunk!
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The Inventory Department
How Departments Help Us (cont’d):
 Do not purchase capital or controlled assets using the
Procard.
 Violations will be reported!
 Safeguard assets in work areas.
 Identify and report equipment you no longer use –
e.g. surplus property.
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Inventory Department
Helpful Links:
 Forms and Worksheets
http://www.utsa.edu/inventory/forms.cfm
 Guidelines
 5.1 Capital Asset Property Accounting
http://www.utsa.edu/financialaffairs/opguidelines/5.1.html
 5.2 Administration and Management of Capital Assets &
Controlled Property
http://www.utsa.edu/financialaffairs/opguidelines/5.2.html
 Training Courses www.utsa.edu/hr/Training/
 Inventory: Palm/Scanner Usage Class (DE 675)
 Inventory: Palm/Scanner Usage Refresher Class
(DE676)
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Inventory Department
How to Contact Us:
Main: 210-458-4844
Fax: 210-458-4845
E-mail: cporter@utsa.edu
Website: www.utsa.edu/inventory/
If you’d like to contact a staff member, see the Inventory
Department staff webpage at:
http://www.utsa.edu/inventory/contact%20us.htm
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Team Inventory


Front row from left to right: Mayra Espinoza, Olinda Ongay, JJ Chavez
Back row from left to right: Cassandra Porter, Frank Bates, James Sumner
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Surplus Property Department
MISSION: Committed to provide the very best of service
possible to our highly valued customers. We maintain an
effective and fair system of surplus property control by complying
with university, state and federal regulations.
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Surplus Property Department
What We Do:
 Collect, process and redistribute university property
that is no longer being used by a department.
Surplus property can be:
• Reassigned to another UTSA department 
• Donated to state funded schools
• Sold at auction
• Disposed of in accordance with state guidelines,
e.g. salvaged/cannibalized for parts
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Surplus Property Department
Helpful Links:
 Forms and Worksheets
http://www.utsa.edu/surplus/forms.cfm
 Guidelines
 5.3 Surplus Property
http://www.utsa.edu/financialaffairs/opguidelines/5.3.html
 Surplus Property Request
http://www.utsa.edu/surplus/requests.htm
 Used by departments searching for furniture or equipment.
 UTSA Surplus On-Line Auctions
http://www.utsa.edu/surplus/auction.htm
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Surplus Property Department
How to Contact Us:
Main: 210-458-6272
Fax: 210-458-5114
E-mail: eminter@utsa.edu
Website: www.utsa.edu/surplus/
If you’d like to contact a staff member, see the
Surplus Property Department staff webpage at:
http://www.utsa.edu/surplus/aboutus.htm
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Team Surplus
Ed Minter
Angel Garza
Frank Balderas
Pete Vazquez
Reyna Zuzak
John Avalos
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Purchasing &
Distribution Services
Department
Administrative Support Toolbox Series
Financial Processing
May 2011
80
Business Affairs
Administration
Pamela Bacon
Associate Vice President
for Administration
Purchasing and
Distribution Services
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Organizational Structure
Business Affairs
Purchasing and Distribution
Services Department
Purchasing
HUB
Contracts
Central
Receiving
Procard
General Store
Mail Services
Main
Campus
Mail Services
Downtown
Campus
Mail Services
Hemisphere
Park Campus
Records
Retention
Storage Facility
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What We Do:
The Purchasing and Distribution Services
Department provides services to the University.
These services include:
Purchasing of Goods & Services
Contracting
Central Receiving
Pro Card Compliance
HUB Promotion
Mail Services (1604 and Downtown)
General Stores
Records Retention Storage
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Authorization Levels
Dollar Range
$0.01
to
$5,000.00
$5,000.01
to
$25,000.00
$25,000.01 +
Procedure
Authorized limit for department buyers.
Bids not required.
(PBOs) Small dollar purchase orders can be
created and distributed by Department Buyers.
TXClass monthly training is available.
Departments are not authorized to complete orders
exceeding $5000
(PB4) Electronic Purchase Requests must be
submitted to Purchasing.
Purchasing must solicit a minimum of three informal
quotes with at least two from certified HUB vendors.
Purchasing must issue formal competitive sealed
bids from a minimum of three sources, of which
two must be certified HUB vendors.
All Purchase Orders over $5000 are
created and dispersed by Purchasing.
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Point Plus
 Web-based purchasing system utilized to create
purchase orders and purchase requests.
 Track orders from start to finish by utilizing UTDirect with
your EID
 Find information about commodities and vendors who
sell what you need.
 View information about delivery of items.
 TXClass Monthly training available.
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Procurement Methods
Request for Quote Informal request for quotes from multiple companies for specifically
(RFQ)
defined goods or services.
($25,000 or under)
Invitation to Bid
(ITB)
(Over $25,000)
Request for
Proposal (RFP)
Best Value Bid
Cooperative
Contracts
A formal written solicitation (including all terms, conditions, specifications,
and an established bid opening time) to secure specified goods or
services. The bid responses are not open to negotiation. Awards are
made and evaluated primarily on price. Correct use of an Invitations to
Bid constitutes full and open competition.
Utilized to request certain specific deliverables (typically services) when
the specifications or service requirements cannot be completely defined.
A predetermined evaluation criteria and an evaluation team are utilized to
select the awarded vendor. An RFP allows negotiation of responses,
provided that the negotiations are structured appropriately (Purchasing
will lead & facilitate any negotiations).
Same as an ITB, except additional criteria are utilized to select the
awarded vendor. This criteria can include information such as vendor
qualifications, references, and certain quality components of the product
or service. The bid responses are not open to negotiation.
Contracts developed by other governmental entities that
allow UTSA to use. (Value comparisons should be
conducted between various contract options.)
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Purchasing Staff
Lane Brinson, C.P.M.
Assistant Director of Purchasing Ext 4066
Paul Duke, CTPM
Buyer III
Ext 4064
Yvette Medina, CTPM
Buyer II
Ext 4974
Julie Gohlke, CTPM
Buyer II
Ext 5076
Juan Macias, CTP
Buyer II
Ext 4062
Richard Garnica Jr.,
Buyer II
Ext 5077
Vacant, Buyer II
Buyers are assigned by Departments
http://www.utsa.edu/purchasing/forms/buyerlist.pdf
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HUB: Historic Underutilized Business
Businesses certified by the State of Texas that are at least
51% owned by either a minority or a woman.
IRENE MALDONADO
HUB PROGRAM
MANAGER
EXT 4068
Irene.Maldonado@utsa.edu
Training class: Purchasing From HUB Vendors AM 554
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HUB Mission
The University of Texas Historically Underutilized Business
(HUB) initiative is to encourage and assist participating by such
businesses in University contracting and purchasing. It is the
policy of UTSA to maximize opportunities for HUBs. UTSA is
committed to increasing the number and value of purchases
with HUBs, and to encourage and assist HUBs participating in
the purchasing process.
FISCAL YEAR 2011 SEMI-ANNUAL HUB REPORT
UTSA Ranked number 20 in the Top State Agencies Spending More than $5
MILLION with 25.58% of UTSADollars spent with HUBs
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Procard
Anne Jackson
Procard Specialist
Ext 4059
 Innovative program that allows direct
purchase of goods and services up to
$5,000.00 (total) using a Procurement
Card
 Purchase non restricted items directly
from the vendor without a purchase
order
 Review Procard website for list of
‘restricted’ items
 Attend training prior to receiving a
Procard
 Procard Compliance Guidelines
http:www.utsa.edu/pds/Procard/
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When Using the Procard
 Department places order




Contact vendor directly
Provide billing instructions
Provide shipping instructions
Purchases can be delivered directly to department
 If received through CRW:
 Ensure appropriate delivery information will be included with
delivery packet.
 Department must :




Ensure accuracy of receipt
Sales tax is not charged
Maintain appropriate documents
Ensure adherence to guidelines
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Contracts Office
 The Contracts Office is responsible for facilitating the
execution of the University’s business service contracts.
(Other than POs)
 A contract is an agreement between two parties that:
 creates an obligation to perform (or not perform) a
particular duty; and
 Includes mutual compensation (compensation does not
need to be monetary)
 The title is irrelevant. If it includes the elements of a
contract, it is a contract.
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Contracts Office
 The Contracts Office is responsible for facilitating the
execution of the University’s business service contracts.
(Other than POs)
 A contract is an agreement between two parties that:
 creates an obligation to perform (or not perform) a particular duty; and
 Includes mutual compensation (compensation does not need to be monetary)
 The title is irrelevant. If it includes the elements of a contract,
it is a contract.
Richard “Rancher” Wollney, Jr., J.D.
Senior Contracts Specialist
Ext. 4069
Peggy Metzger
Contracts Specialist II
Ext. 4899
Jennifer Salyers
Contracts Specialist I
Ext. 4975
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Types of Business Contracts
 Affiliation and Program
Agreements
 Athletic-Specific, or
Student-Specific
Contracts (nonprocurement in nature).
 Interagency
Agreements & Interlocal Agreements
 International Program
Agreements
 Museum and Exhibit
Agreements
 Procurement Contracts;
Vendor Services
 Service Agreements
with individuals (those
not formally organized
as a business)
 Speaker/Participant
Agreements
 University-Provided
Services
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Contract Routing
 Generally, the Contracts Office receives
Agreements from the following two areas:
 Purchasing Office: Procurement Contracts
require prior submission to the Purchasing Office.
 AVPA &VPBA: All other service agreements are
typically routed first through the AVPA. (AVPA
determines if review by the Contracts Office is
required)
 Sponsored Program Agreements & other
Research-specific contracts route to OSP
and do not involve the Contracts Office.
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Authority to Sign Contracts
 Only an individual with a written delegation of
authority from the President may execute and
deliver business contracts on behalf of the
University. These individuals currently are:
 Kerry Kennedy, VPBA
 Pamela Bacon, AVPA
 Janet Parker, AVPFA
 A University contract without an authorized
signature may be invalid and unenforceable.
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Central Receiving
Central Receiving Warehouse
West Campus
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Central Receiving Staff
Back Row: Ben, Ed, Chris, Lee and Marvin
Front Row: Sonny, Carlos, and Sarah
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Central Receiving Staff
Marvin Gallo, Warehouse Manager
Benjamin Moran, Assistant Warehouse Manager
Edward Garza, Receiving Supervisor
Sarah Arredondo, Administrative Assistant
Chris Breeding, Warehouse Worker II
Eustaquio “Sonny” DeLeon, Warehouse Worker II
Carlos Garcia, Warehouse Worker II
Lee Lopez, Warehouse Worker II
http://www.utsa.edu/pds.crw/CentralReceiving@utsa.edu
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Central Receiving
 Receives items & initiates the Receiving Report (PD1) in
DEFINE.
 With limited exceptions, all payments require completion
of a Receiving Report
 If the purchased item is delivered directly to the
Department, send an email to
CentralReceiving@utsa.edu within 3 business days and
include the following information:
 Order is completed or partially completed
 Items received & Date received
 Name of person signing for items
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Central Receiving
To check on delivery of non purchase order items:
 Call the vendor and get a tracking number
 Go the Central Receiving website for a list of
carrier websites



http://www.utsa.edu/pds/crw/carriers.cfm
You can track your item and determine its location
in the delivery process
For additional information go to PDS FAQ

http://www.utsa.edu/pds/crw/faq.cfm
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Training Classes in MyTraining
PBO/PB4 Point Plus With Purchasing Rules and Regulations
•DE 678
Procard Compliance Training
•AM 535
Procard Refresher Training
•AM 537
Purchasing From HUB Vendors
•AM 554
University Contracts: Processes & Procedures
•AM 541
Purchasing From HUB Vendors
•AM 554
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Helpful Links:
•Purchasing & Distribution Services
http://www.utsa.edu/pds/
•Purchasing Office
http://www.utsa.edu/purchasing/
•ProCard Restrictions
http://www.utsa.edu/pds/procard/restrictions.cfm
•Contracts Office
http://www.utsa.edu/purchasing/contracts/
•Central Receiving Warehouse
http://www.utsa.edu/pds/crw/
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The Purchasing &
Distribution Services
Department
http://www.utsa.edu/pds/
Your partner for successful solutions!
104
Purchasing & Distribution
Services Department
How to Contact Us:
Main: 210-458-4060
Fax: 210-458-4061
Website: www.utsa.edu/pds
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105
Review & Closing
#4 on your card:
4 important TAKE-AWAYS
from today’s class
Share with a partner
106
Next Administrative Support
Toolbox classes!
Mark your calendar!
Communications (SD238)
June 23rd
Supervision (SD241)
July 28th
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