2010-2011
Fiscal Year-End Workshop
Thursday, July 14, 2011
BB 2.06.04
1:00 pm – 3:00 pm
Tuesday, July 19, 2011
FS 2.520
Downtown Campus
9:00 am – 11:00 am
Friday, July 22, 2011
BB 2.06.04 –
1:00 pm – 3:00 pm
Fiscal Year-End Workshop
Agenda:
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Opening Remarks
UTShare PeopleSoft Implementation Project
Lapse Guidelines for Fiscal Year-End Balances – Lenora C. Chapman
Fiscal Management Sub-Certification Process – Diana Macias-Ollervidez
Accounting Services – Charlotte Mikulec
Disbursements/Travel Services – Nora Compean
Break
Purchasing – Yvette Medina
Payroll Management Services – Christine Bodily
Human Resources – Henry Barrera
DEFINE – Cindy Orth
Fiscal Year-End Workshop
 The
year-end workshop PowerPoint
presentation and calendar are posted on
the Controller's website.
Download the calendar to your Outlook
calendar or print copies.
UTShare PeopleSoft
Implementation Project
 Website: www.utsa.edu/utshare
 Timeline
 Project Team
Office Relocation
The following offices will be re-locating to
UH, 5723 University Heights Blvd. Suite 500,
tentatively the week of July 25, 2011.
Controller’s Office
Grants and Contracts Financial Services
Accounting Services- August 1, 2011
Disbursements and Travel Services –
tentatively scheduled for mid-September
LAPSE
GUIDELINES FOR
FISCAL YEAR-END
BALANCES
Lapse Guidelines – Educational & General
Funds (14 – Accounts)
 Special Items & Research Development Funding must
be fully expended in the 2nd year of the biennium.
 Deficits must be covered during the lapse process.
 Budget will coordinate with affected areas.
 E & G balances lapse at year-end and are allocated:
− 50% to appropriate VP Reserve
− 50% for deferred maintenance
 E& G Lapse exceptions: Reserves, GIT & Lab fee
accounts
Lapse Guidelines Designated Funds
(19 – Accounts)
 Deficits not cleared prior to year-end will be cleared
during the lapse process.
 Budget will coordinate with affected areas.
 19-7 accounts will lapse at fiscal year-end and are
allocated:
− 50% to VP’s appropriate Reserve account
− 50% for deferred maintenance
Designated Funds - Exceptions to Lapse
Guidelines (19 – Accounts)
The following Designated 19-Accounts are
not subject to lapse (carry forward 100%):
 Most 19-accounts sourced from fees - other than 19-7
 Facilities & Administration (F & A) 19-8 accounts − F&A balances under $100 will be swept to next highest level,
e.g. Department, College, etc. in accordance with the F&A
MOU.
Designated Funds - Lapse Restrictions
(19 – Accounts)
 Budget will monitor all budget transfers during the
4th quarter between lapsing and non-lapsing
accounts.
 Detailed explanations are required
− Transfers subject to approval by AVP-Financial Affairs
Lapse Guidelines – Service Centers
(18- Accounts)
 Not subject to lapse (carry forward 100%)
 Any surplus/deficit exceeding 10% requires special
exception and approval of AVP-Financial Affairs or
Asst. VP Financial Affairs/University Controller.
 Subject to Service Center Policy for compliance with
OMB Circular A-21.
Contact Carol Hollingsworth at x4229
with questions
Lapse Guidelines – Other Fund
Groups
Year-end balances in the following funds are not
subject to lapse (carry forward 100%)
 Grant and Contracts
(26 Accounts)
 Auxiliary Enterprise
(29 Accounts)
 Gift/Restricted Funds
(30 Accounts)
 Plant Funds
(36 Accounts)
Fiscal Management
Sub-Certification Process
 Electronic sub-certification conducted through the
Office of Institutional Compliance and Risk
Services in September 2011
 Required by UT System Administration Policy
UTS 142.1 – Policy on the Annual Financial
Report.
 Review New Financial Management Operational
Guidelines (FMOG), Fiscal Management SubCertification Work Plan, Section 1: Internal Control
Fiscal Management
Sub-Certification Process
 Annually, each Account Administrator should
provide a fiscal management sub-certification to the
Financial Reporting Officer- the Associate Vice
President for Financial Affairs.
 The fiscal management sub-certification certifies that,
among other items, their accounts are being
reconciled timely, duties are properly segregated and
no material weakness exists relative to their internal
control.
Highlights of the
Fiscal Management Sub-Certification
 Acknowledgement of responsibility
 Reconciliations are completed monthly and all
transactions were appropriate
 Errors were adjusted timely
 Transactions were reviewed and approved
 Segregation of duties were in place
− Enter and approve transactions; receive cash and reconcile
accounts
Highlights of the
Fiscal Management Sub-Certification
(cont’d)
 Sound internal controls
 No misstatements or omissions are evident on your
Statement of Account
 Fraud has not occurred
 Compliance with Code of Ethics related to award of
contracts
Fiscal Management
Sub-Certification Process
 Account administrators failing to complete the subcertification 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).
Common Errors
Account administrator is not correct
Account is inactive or zero balance
 Complete Unit and Account Request Form
 Send to Accounting Office
 Account administrator must complete subcertification if any expenditures were processed
during the fiscal year
 Not the same as Annual Compliance
Acknowledgments
ACCOUNTING
SERVICES
Contact Information
Main line:
458-4212
Fax line:
458-4222
Location:
University Heights, effective 8/01/11
E-mail:
accounting.ofc@utsa.edu
Website: Accounting Services
Contact Information
Name
Title
Ext. #
Ana Longoria
Director
Temporarily Assigned to
PeopleSoft Implementation
Team
Charlotte Mikulec
Associate Director
4841
Cynthia Schweers
Senior Accountant
4216
Regina Moore
Accountant III
4227
Marlene Zacarias
Accountant III
4826
Kimmung Doan
Accountant II
4834
Jorge Solis
Accountant II
4827
Justin Avants
Accountant II
4525
Ashley Zaldivar
Accountant II
8525
Priscilla Ybarra
Accountant I
6939
Critical Accounting Deadlines
July 22
Corrections for June due to Accounting
Services by 5pm
August 22
Corrections for July due to Accounting
Services by 5pm
September 1
Inventory Reconciliation due to
Accounting by 3PM
September 2
First close of August
September 7
Electronic SOA sent by MRAS no later
than NOON
September 9
Corrections for August due to Accounting
Services by NOON
Year-End Accounting Functions
Pre-Payments
 Entry made to allocate expenses between fiscal years or
expense for next year
− (i.e. maintenance agreements, software licenses, registration fees,
etc)
 Funds to cover pre-payment will be allocated during FY12
from FY11 budget
 Materiality factor of >$1,000 per item
 Reminder - Memberships will be excluded from prepayments – expense will be recognized in full in the year it
is paid.
Year-End Accounting Functions
Accruals
 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 August
25 to be included in FY10/11 expenses
Service Centers (18 Accounts)
 Bill for services rendered for FY11 by calendar deadlines
Inventory
 Inventory count should be completed by 8/31/11
 Inventory reconciliation due 9/1/11
Changes to Reporting Requirements
GASB 51 – Accounting and Financial Reporting for
Intangible Assets – effective 09/01/09
Intangible assets include:
 Computer software
 Purchased – threshold changed to $100,000
 Internally developed – threshold is $1,000,000
 Easements – threshold is $100,000
 Patents – threshold is $100,000
 Trademarks – threshold is $100,000
 Copyrights – threshold is $100,000
General Accounting Information
Maintenance of Accounts - required to comply
with an audit finding
Send an e-mail to Accounting Services to
inactivate accounts with zero balances.
Review accounts with small balances that are not
in use and close these accounts by:
- A transfer of funds to another appropriate account
- Expense as appropriate
General Accounting Information
 Review Financial Management Operational Guidelines
(FMOG):
Statement of Accounts (SOA) Reconciliation Process,
Section 1: Internal Control
Internal Control, Section 1: Internal Control
Year-End Closing and Accounting, Section 4: General
Accounting
General Accounting Information
Unit and Account Request Form
Form required to add or modify budget
groups, sub-accounts and unit codes
Most current form is always posted on the
Controller's website:
Click on the Forms link
All forms are listed in alphabetical order
General Accounting Information
Unit and Account Request Form (cont’d)
 Common errors
Missing information
Unit code
Title
NACUBO code
Purpose
Insufficient information to determine purpose
and NACUBO function
General Accounting Information
Sub-Account 69
 Effective 6/1/10 use Sub-Account 69 Operation and
Maintenance (O & M) of Plant for work order requests
 Why: To properly account for work order request
expenditures to NACUBO function Operation and
Maintenance of Plant
 Do not charge work order request to Sub-Account 69 for
telephone services work request, event setup and
major/minor renovations greater than $100K
General Accounting Information
Sub-Account 69 (cont’d)
 Unless notified Sub-Account 69 will be pooled with SubAccount 50 to eliminate the need to process budget
transfers
 Excludes budget groups in the following funds: Service
Centers (18 accounts), Auxiliary (29 accounts and some
19 accounts) and Sponsored Grants and Contracts
(26 accounts)
General Accounting Information
Statement of Account Reconciliation
 Reconcile monthly
 Required by UT System Policy UTS 142.1
General Accounting Information
Access to Statement of Account Information
 A report is run after the monthly close and sent out
electronically
 To update personnel list, refer to DEFINE Departmental
User Access Form
 Electronic distribution of Statement of Accounts went into
effect with the April 2011 statements.
 Departments can access the same information via
UTDirect and download as needed.
 Training: Understanding the Statement of Accounts
 - Sign up via TXClass – Course ID AM 506
General Accounting Information
Corrections:
 Send all corrections except for 26-accounts to
accounting.ofc@utsa.edu
 Send corrections for 26-accounts to Office of Post
Award Administration (OPPA)
General Accounting Information
Corrections
(cont’d)
 Provide the following information:
Document ID number
Original account number used
New account number for correction
Amount of correction
Reason for the correction
Copy administrator on account being charged
Approval is implied by Administrator unless otherwise
noted
Upcoming Audits for Fiscal Year 2011
Deloitte & Touche Audit (UT System)
 Currently reviewing interim items
 Year end audit review – October 2011
DISBURSEMENTS
AND TRAVEL
SERVICES (DTS)
Contact Information
Disbursements main line: 458-4213
Disbursements fax line: 458-4829
Travel main line:
Travel fax line:
458-4833
458-4849
E-mail: Disbursements.travel@utsa.edu
Website: Disbursements and Travel Services
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor
Responsibilities
Lisa Cartier
Director
5915
Temporarily assigned to the
PeopleSoft Implementation Team
Nora Compean
Asst. Director
4831
Cheryl Gay
Disbursements and Travel Services
Supervisor
4828
D - H, Utilities, NSF's, PO
Disencumbrances (VE2 & VE3
documents) and Travel Services
Susanita Duenas
Disbursements and Travel Services
Supervisor
6525
N -T, NSF's, PO Disencumbrances
(VE2 & VE3 documents), VT5
Interdepartmental Review/Approval,
UTHSC Due to/Due from final
approval
Lily Wang
Disbursements and Travel Services
Supervisor
4825
Domestic travel reimbursements,
Travel advances and Disbursements
Svcs.
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor
Responsibilities
Ana Geigenmiller
Disbursements and Travel
Specialist II
4215
A - C; NSF's, PO
Disencumbrances, VP3's, USAS,
Scholarship Vouchers
Dorothy Cheatham
Disbursements and Travel
Specialist II
4836
I - M, Aramark, NSF's, PO
Disencumbrances, Direct Deposit
& Garnishments, Vendor ID Set
Up Process
Elisabeth Cuadros
Disbursements and Travel
Specialist II
4477
Direct Bill, VP2's, Registrations,
VP5: In/Out State and Foreign,
and Mail
Rocky Guerrero
Disbursements and Travel
Specialist II
4278
U - Z, NSF's, PO
Disencumbrances (VE2 & VE3
documents), Daily Check Run
Processing, Vendor Holds &
Check Reissues
Norma Dailey
Disbursements and Travel
Specialist II
4840
All Specialty Vendors, Texas Folk
and Asian Festivals, NSF's, PO
Disencumbrances, VP3s
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor
Responsibilities
Geneva Carroll
Disbursements and Travel
Specialist I
6979
All Specialty Vendors (Praxair, Waste
Management, Time Warner, Xerox,
Fed Ex, AT&T, Utilities, Copiers, Cell
phones, Texas Folk & Asian
Festivals, etc.)
Pauline Phillips
Disbursements and Travel
Specialist I
4843
I- M, VT5 approval, UTHSC Due
to/Due From, High Volume Vendors
(Lopez Printing, Monarch Trophy,
Nike, Lone Star, Invintogen, and
Integrated DNA)
Wanda Burns
Disbursements and Travel
Specialist I
4839
B and S, High Volume Vendors
(Grainger, Alpha Bldg, Siemens,
Simplex Grinnell and Star Shuttle)
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor
Responsibilities
Sue Davidson
Disbursements and Travel
Specialist I
4214
O - R, T & V, High Volume Vendors
(Sigma Aldrich, Charles Rivers, Fisher
Scientific, VWR and Bio-Rad)
Sandi Lakeland
Disbursements and Travel
Specialist I
4218
C, U, W - Z, High Volume Vendors
(Cato Electric, Heaven Sent, 2 Fat
Guys and Clear Channel)
Vacant
Contact DTS for
Assistance
Disbursements and Travel
Specialist I
4213
Disbursements front desk duties, mail,
High Volume Vendors (Data
Projections, 360 Integrated and
Horizons Telephone Systems
Vacant
Contact DTS for
Assistance
Disbursements and Travel
Specialist I
4213
D - H, N, High Volume Vendors (Dell/Hi
Ed, Apple, Sigma Aldrich, Today's
Office, Nolan's and CDW
Governmental)
Critical Disbursements and Travel Services Deadlines
July 22
Departments must submit ALL vouchers, manual or electronic, for expenses
September ‘10 thru June ‘11 to the DTS office.
August 12
PBO – last date to create.
August 15
Departments must submit ALL vouchers, manual or electronic, for any
expenses incurred thru August 5th to the DTS office by 5:00PM.
August 19
PBO – last day for departments to final approve.
August 23
Departments must submit ALL vouchers, manual or electronic, for any
expenses incurred thru August 19th to the DTS office by 5:00PM.
August 25
Departments must submit ALL vouchers, manual or electronic, for any
expenses incurred thru August 20th to August 24th to the DTS office by noon.
August 29
ALL electronic vouchers without proper documentation will be returned to the
departments unprocessed. These vouchers will have to be resubmitted with
proper documentation AFTER Sept 1. The same doc ID number can be used,
however; the creator will have to change the year in DEFINE to FY11/12.
August 29
All remaining FY10/11 voucher amounts $1,000 or less will be charged to
FY11/12.
August 29
FY10-11 IDT vouchers must be sent to DTS by 5:00PM to in included in
August 2011 Statement of Accounts.
Critical Pro-Card Voucher Deadlines
for JPMorgan
August 9
VP7 voucher creation date for July 6th – August 5th purchases.
August 12
Recommended: Last day to charge using Pro-Card for FY10/11.
August 15
Departmental approval due by 5:00pm for July 6th - August 5th VP7’s.
August 19
After 12:30pm – VP7 vouchers creation date for August 6th thru
August 17th transactions.
August 24
Departmental approval due by 5:00pm for August 6th – August 17th
VP7’s. This will be the final approval for charges to go against the
FY10/11 year.
September 7
VP7 voucher creation date for August 18th – September 5th purchases
will be charged to the FY11/12 year.
September 20
Departmental approval due by 5:00pm for August 18th –
September 5th VP7’s
Critical Pro-Card Voucher Deadlines
for CitiBank
August 5
VP7 voucher creation date for July 2nd – August 3rd purchases.
August 17
Departmental approval due by 5:00pm for July 2nd – August 3rd VP7’s.
August 19
VP7 vouchers creation date for August 4th thru August 17th purchases.
August 26
Departmental approval due by 5:00pm for August 4th – August 17th
VP7’s. This will be the final approval for charges to go against the
FY10/11 year.
September 6
VP7 voucher creation date for August 18th – September 2nd purchases
will be charged to the FY11/12 year.
September 20
Departmental approval due by 5:00pm for August 18th –
September 2nd VP7’s
Citibank Procard Distribution
The Citibank Procard distribution dates are as follows:
Main Campus
August 23, 2011
UC 2.01.26 Pecan Room
1:30 – 3:30 pm
Downtown Campus
August 25, 2011
BV 4.304A
1:30 – 3:30 pm
Critical Processing Dates for SALSI
July 15
The last day a PBO on a SALSI funded account 14-3300-xxxx can be
final approved by the department.
July 29
The last day to create a reimbursement or payment voucher (with the
exception of sub-award and service agreement VP2 payments.
July 31
All assignments for personnel paid monthly on SALSI-funded 14-3300xx09 or -10 subaccounts through August 31, 2011, must be processed.
Fringe benefits will automatically encumber. Assignments for personnel
paid monthly on SALSI cannot have assignment end dates past August
31, 2011.
July 31
There are a few SALSI funded accounts that have allowable travel.
However, no travel is permitted after July 31, 2011.
August 15
The last allowable bi-weekly pay period will be 8/1 – 8/15. (The last biweekly pay period in August will pay out in September and is therefore an
unallowable expense.) All assignments for personnel paid from a SALSI
14-3300-xx20 subaccount MUST be revised to reflect a funding end date
of August 15, 2011. Every effort must be made to estimate wages AND
fringes for these employees.
Critical Processing Dates for SALSI
August 18
Any correction required on a SALSI funded account must be submitted
to the Office of Post Award Administration.
August 19
All sub-awards will be modified to change the final bill due date from
August 31, 2011 to August 15, 2011. Any VP2 payment vouchers for subaward final billings must be final approved by the department
August 19
Agreements processed for consultants and independent contractors
should be reviewed to verify termination dates do not go beyond July 31,
2011, and that final bills are due by August 15, 2011. Amendments should
be processed immediately by the departments if current dates do not
comply with these requirements. Any VP2 payment vouchers for service
agreement final billings must be final approved by the department by
August 19, 2011
August 24
Departmental approval due by 5:00pm for August 4th – August 17th VP7’s.
This will be the final approval for charges to go against the
FY10/11 year.
Year-End DTS Functions
 Travel encumbrances are disencumbered 08/30/11.
 Per the new travel advance guidelines (Travel
Advances, FMOG Section 9) all outstanding travel
advances must be settled within 30 days.
 If your travel occurs in August, the travel advance
must be settled and be in DTS office by August 26th.
 New year helpful travel tips:
− Change year to 11/12 when processing electronic
RTA (VE5) in new fiscal year.
− When travel crosses fiscal years create electronic
RTA in new fiscal year.
− Example: Travel begins August 29 thru September 3, create
RTA in FY 11/12.
Year-End DTS Functions
 CBA – All outstanding balances on the travel CBA
card must be paid in full by August 20th.
 Pro-Card (VP7) – Outstanding balances must be
approved by the deadlines listed on the year-end
calendar.
 Run Encumbrance Report
Check encumbrance balances and notify DTS for
release
Instructions for downloading Encumbrance
Report found on the Controller's website.
New DTS Travel Highlights
 Mileage reimbursement rate for personal vehicle
changed July 1, 2011.
 Sept. 1, 2010 thru Dec. 31, 2010 – 50 cents per mile
 Jan. 1, 2011 thru June 30, 2011 – 51 cents per mile
 July 1, 2011 thru Aug 31, 2011 – 55.5 cents per mile
 See current mileage rate on Disbursements and Travel
Services website.
 Expense corrections are to be directed to the
Accounting Office. DTS is no longer authorized to
process these corrections.
New DTS FMOG
 New Travel Reimbursement FMOG effective
May 10, 2011.
 Travel Reimbursement/Settlement Form
 Travel Cards FMOG published June 13, 2011,
becomes effective August 15, 2011.
 Travel Card Cardholder
Agreement/Application/Maintenance
 Travel Advances FMOG and form updated on
May 16, 2011 and is effective July 18, 2011.
Stipend Process Updates
 Upgrading the Stipend Process to allow auto approvals during the
first cycle for each semester
 Example: College of Education has 25 student records on various
accounts. The approver logs in to the system during the first fall
semester cycle. When the next fall semester cycle begins,
approvals will not be required unless there is a change in the
student’s record or the student is paid from a 26 account.
 As mentioned, student record changes will still require verification
and approval by the colleges/departments.
 26 accounts require the Office of Post Award Administration (OPAA)
approval during each cycle.
 Office of Information Technology (OIT) has already started the
process of testing and implementation for the Fall 2011-2012
semester.
General Information
To expedite voucher processing:
 Attach supporting documentation
− Original invoices
− Original receipts
 Ensure Business Expense Form is complete as it relates to Entertainment
and Hospitality Operational (FMOG Section 7)
− Proper signatures (certification)
− Completed and approved within 90 days of date expense occurred
− Type of event and relevance of business or purpose
− Type of funding used
− Date and location of event
− Total number of participants
− Name and business relationship (or job title) of each participant up to 10
− Include all vendors associated with event
General Information
To expedite voucher processing (cont’d):
 Verify the accuracy of information:
− Remittance address
− EID
− Direct deposit information
 Review critical deadlines for voucher process.
 For information on specific invoices, please email
Disbursements.travel@utsa.edu or contact the appropriate staff
member responsible for the vendor alphabet.
General Information
To expedite voucher processing (cont’d):
 Use direct deposit when possible for staff, faculty and vendors.
−Eliminates checks being lost, misplaced or remitted to State as unclaimed
property
−Saves University money
−Saves time it takes to pick-up and deposit to checking account
Must update direct deposit information in DEFINE and Payroll separately to
expedite payment.
Direct Deposit Form
BREAK
PURCHASING &
DISTRIBUTION
SERVICES
Purchasing and Distribution
Services Contact Information
Main line: 458-4060
Fax line: 458-4061
E-mail: purchasing@utsa.edu
Website: Purchasing and Distribution Services
Purchasing & Distribution Services
IMPORTANT YEAR-END DATES
May 16
July 15
PB4- First Day to Create (FY11-12 Funds)
PB4- Last Day Procurements Over $25,000 Can be submitted to
Purchasing (FY10-11 Funds)
August 5
August 12
PB4- Last Day to Create (FY10-11 Funds)
PB4- Last Day Procurements Less than $25,000 Can be
submitted to Purchasing (FY10-11 Funds)
August 12
August 12
PB0- Last Day to Create (FY10-11 Funds)
ProCard- Recommended last day to purchase utilizing current
fiscal year funds pending financial institution's posting dates (FY
10-11 funds)
August 19
PBO- last day final dept approval can occur (FY10-11 fund)
August 30
PB0 – First Day to Create Using New Fiscal Year Funding
(FY11-12 Funds)
Purchasing & Distribution Services
Plan Ahead:
 If you plan to make large procurements using current fiscal year money, start
planning today.

Remember, Buyers will need ample time to meet procurement policies, and if a signed
contract is required Business Contracts will also need time to negotiate contract terms.

Submit all supporting documentation to your buyer quickly; this includes quotes, vendor
contact information, scope of service, etc. this will help speed up the purchasing process.
 Start reviewing your past procurements to identify multi-year contracts:
 This includes Copier Renewals, Maintenance Renewals, Software Renewals, etc.
 Remember, most software & high tech purchases require a signed agreement.
 All service contracts and multi-year contracts require a new PO for the new fiscal year.
 NOTE: Purchase requests received after the deadlines stated above will be
processed as a FY11-12 purchase.
Purchasing & Distribution Services
Helpful Contacts
 If goods or services are to delivered directly to your department,
contact Central Receiving to initiate a PD1 to ensure the vendor is
paid.
 Email: crw@utsa.edu
 Contact your departmental buyer if you have any questions. You can
find the department/buyer assignment on the UTSA Purchasing
Website: www.utsa.edu/purchasing
 If you have an agreement that needs to be reviewed, contact the
Business Contracts Office.
 Richard Wollney: 458-4060
Purchasing & Distribution Services
Buyers are assigned to specific departments. Please
coordinate your purchasing activities with your appropriate
assigned buyer.
Employee Name
Title
Ext. #
Paul Duke
Buyer III
4064
Yvette Medina
Buyer II
4974
Julie Gohlke
Buyer II
5076
Richard Garnica
Buyer II
5077
Amanda Alvarado
Buyer II
4598
Asst. Director
Purchasing
4066
Lane Brinson
PAYROLL MANAGEMENT
SERVICES
Contact Information
Main line:
Fax line:
E-mail:
458-4280
458-4236
payroll@utsa.edu
Website:
Payroll Management Services
Contact Information
Name
Title
Ext. #
Javier Martinez
Director
Temporarily assigned
to PeopleSoft
Implementation Team
Payroll Operations
Christine Bodily
Payroll Supervisor
4283
Elizabeth Ortiz
Payroll Specialist II
6221
Lisa Bartee
Payroll Accountant
4283
Lori Contreras
Payroll Specialist I
4280
Payroll Benefits
Patty Titus
Sr. Payroll Accountant
4281
Rosa Casas
Payroll Accountant
4713
Critical Payroll Deadlines
July 27
Retroactive Funding Assignments modification to
Human Resources (Sept - July)
August 5
Retroactive Hourly Salary Transfers to Payroll
Office
August 18
Assignments for September 1st Payday to
Human Resources
August 29
Assignments for September 7th Payday to
Human Resources – Last payday of fiscal year
September 1
Voucher Cutoff for September 7th Payday
Only one (1) day for voucher approvals
Deadline Questions?
General Information
 Payroll website: http://www.utsa.edu/payroll/
− Payroll deadlines
− Regulation and law changes
 Timely process of pay vouchers (OV1, OV5, paper vouchers)
− Meet deadlines
− Be aware of approver’s absence
 HRMS DEFINE Roll – Over August 25th & 26th
General Information
 Sign-up for online Earnings Statements –
UTDirect
− Secure
− Print as needed
− Prevent loss of confidential data and identity theft
 General Questions?
Over Payment Warning
What is a Default account?
A monthly employee assignment is allowed in the
HRMS system regardless of funding availability.
 16 Default accounts were established in November 2009
to cover employee assignments to accounts with
insufficient funding.
–
–
Allows timely payment and allocation of fringe benefits for
monthly salaried employees.
Monitored by Default Account Owners and Budget.
 Default accounts should be used as a last resort option
at payroll processing time.
– Departments are required to clear entries reported in default
accounts in a timely manner.
Default Account Owners
 Vice Presidents have the fiduciary responsibility to
assure sufficient annual budget to fund all salary
costs.
 Divisional Financial Officers are responsible for
review and reconciliation of default accounts on a
regular basis and to ensure modify documents are
timely processed using appropriate funding sources.
Year End Deadline for Clearing
Default Account Encumbrances
 Encumbrance balances in Default Accounts must be
funded prior to payroll processing.
 Default account balances MUST be ZERO by July 31st
2011 and remain zero for the remainder of FY 2011.
 Budget Office provides oversight working closely with
Divisional Financial Officers and Default Account Owners
on a monthly basis.
 For more information, refer to FMOG Section 10:
Budget Approvals for Assignments – HRMS Default
Account Maintenance
HUMAN
RESOURCES
2011-2012 Reassignments
 All assignments without an end date in HRMS will
automatically rollover to the new fiscal year.
 Any employee’s assignment not continuing into the next fiscal
year, needs to be terminated in HRMS.
 Any assignments with an end date in HRMS of 8/31/2011
will automatically expire on 8/31/2011.
 Any employee expected to continue working into the next fiscal
year, needs to be reassigned in HRMS.
 Reassignments must be completed otherwise the employee will
not get paid after 8/31/2011.
2011-2012 Reassignments
 Students must be reassigned for the fall semester.
 Cannot extend summer assignment to the fall.
 Enrollment must be verified prior to assigning.
 Cannot exceed 19 or 20 hours (depending on title), while
enrolled in classes.
 All student assignments, with the exception of GRA’s, GA’s
and TA’s, can be assigned for the fall & spring.
GRA, GA, TA Assignments
 GRA & GA assignments have to be FYA’d to the Graduate
School at “TA/GRA APP”
 Must be reassigned for the fall semester.
 Cannot exceed 20 hours while enrolled in classes.
 GRA’s, GA’s and TA’s have to be assigned within
semester dates
 Fall – September 1 to January 15
 Spring – January 16 to May 31
 Summer – June 1 to August 31
GRA, GA, TA Assignments
 Assignment end date must be the last day of classes to avoid
becoming benefits eligible.
 For example: 9/1/2011 to 12/15/2011
 Cannot be reassigned until the start of the next semester
 Cannot break an assignment for a few days to solely deny
benefits.
 Effective 9/1/2011: Benefits eligible students will have to pay
50% of medical cost
 Departments CANNOT force an employee to waive benefits
Enrollment Requirements
Title
Fall/Spring
Summer
Graduate Research Assistant
(GRA)
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
2011-2012 Reassignments
 Before any FY 11/12 assignment is done, the “view as of”
date needs to be changed to 9/1/2011.
Change the “View as of”
date to 9/1/2011, then
hit “Go” before selecting
“Assign”
Day O.N.E.
Orientation for New Employees
 Human Resources will create all benefits-eligible assignments
recruited through STARS.
 Newly Assigned
 Transfers (new assignment only)
 The Day O.N.E. team will host informational sessions.





7/20/2011, 10:00-12:00, UC 2.03.08
7/21/2011, 2:00-4:00, UC 2.03.08
8/2/2011, 2:00-4:00, BV 3.328
8/3/2011, 10:00-12:00, UC 2.0308
8/4/2011, 10:00-12:00, DB 2.304
Faculty
 Non-tenure track (NTT) faculty assignments MUST have an
end date of 8/31 or 1/15
 Any other assignment end date requires a reason other than End
Assignment.
Checking Document Routing and Status
Checking for Returned Documents
The
symbol indicates there
are documents sitting on your
desk.
Checking for Returned Documents
C = created but not yet approved
R = Returned
Concurrent Assignments
Pooled Assignment
Non- Pooled Assignment
Work-Study Assignments
Work-Study Assignments
INCORRECT
CORRECT
Termination Reasons
 Faculty
 End Assignment: Used only for NTT assignments
 Terminal Appointment: denial of tenure
 Staff
 Resign from UT San Antonio: completely leaves university
 Resignation from Position: demotes to lower position, has
dual assignments and resigns from one.
 Transfer within UT San Antonio: transfers to another
department; gets another position
Termination Reasons
 Students
 End Assignment: default reason
 Voluntary: graduates, quits, transfers
 Graduation date is the LAST day that student can be assigned in a
student title
 Dismissal: laid off, dismissed
 Loss of Eligibility: depleted work-study funds, dropped a class,
expired work authorization
 Work authorization expiration date MUST be assignment end date.
 Death
Termination
 Termination Payroll Vouchers are ONLY paid out on semimonthly payroll dates.
 Reason is no longer End Assignment if employee leaves
before original assignment end date.
 For tenure & tenure-track faculty, benefits will expire on
termination date regardless of quadruple deductions or
salary spread.
 A non-tenure track (NTT) faculty has an end date in HRMS
of 8/31/2012, however shows 5/31/2012 in DEFINE.
 Therefore, end date needs to be modified in HRMS if leaving prior to
8/31/2012
HRMS Online Tools
 Self-service tool for HRMS
 HRMS screenshots
 Accessible via HR Website
 Login using computer sign-on
HR Important Dates
 August 5: Compensation Actions outside of Equity Exercise
due to HR (new position, reclassifications, salary
increases)
 August 12: Assignments due to HR for 8/22 Semi-monthly
payday
 August 18: Assignments due to HR for 9/1 Monthly payday
 August 25: Automated rollover in HRMS
 August 26: FY 11-12 assignments can be routed and
approved
 August 29: Assignments due to HR for 9/7 Semi-monthly
payday **last payday for FY 10-11**
HRMS Class
 DE 681 – Faculty
 August 11
 DE 682 – Staff
 August 10
 DE 683 – Students
 August 9
 Sign-up on our HR Website
 My Training
All HRMS Classes
are from
8:30-11:30 in the
MH Computer Lab
HR Contacts
 HRMS
–
–
Henry Barrera, x7563
Lucinda Crane, x4410
 Compensation
–
–
Catina Rover, x4259
Jenny Jung, x4254
 Employment Paperwork
–
–
Sandra Hernandez, x4257
Diane Mazuca, x4304
 Day O.N.E.
–
–
Samantha Hernandez, x8007
Claudia White, x6952
 STARS
–
Ron Fosmire, x4256
 Benefits
–
–
–
Fran Thibodeaux, x4652
Jaime Lopez, x6710
Mary Lou Aguilar, x4258
DEFINE ADMINISTRATIVE
SERVICES
Contact Information
Name
Title
Ext. #
Cindy Orth
Director
4343
Marta Petiton
Administrative Systems
Specialist
4556
Araceli Pacheco
Administrative Systems
Specialist
4346
DEFINE Administrative Services
 DEFINE website:
Financial Affairs MRAS
 All forms used by DEFINE Services are
located on the website. The following forms
are required throughout the year to ensure
proper access, reconciliation of the
Statement of Accounts, and signature
authorizations for each unit code.
DEFINE Administrative Services
 DEFINE Departmental User Access Form
− Form is used to establish a new authorization for DEFINE,
change access authorization, delete access for terminated
employees or those transferring to another department.
Signature of department administrator is required.
− Section III - form is also used as a signature authorization for
electronic documents as account or unit administrator.
− Section IV (NEW) – form is used to authorize individuals as a
delegate for unit code/s who will be responsible for receiving
and reconciling the electronic Statement of Account (SOA).
DEFINE Administrative Services
 Recent changes in DEFINE security made by UT Austin to automate the
removal of DEFINE access when an employee leaves the university.
– A programmatic utility runs each day and will remove ineligible logon
ID’s from desks and as authorized signers.
– HRMS assignments which have an end date will trigger the process
as follows:
• If an employee has an ending date and leaving UTSA who has
DEFINE access, no further action is required – access is
removed.
• If an employee has an ending assignment in HRMS and a
new/continued assignment has not yet been final approved, a
temporary loss of access may be experienced. Upon completion
of the HRMS assignment, access will return. Please ensure a
smooth transition of assignments to avoid loss of access.
DEFINE Administrative Services
 Unit and Account Request Form – used for routing
and reorganization within an area
− DEFINE Services receives these forms that have been
submitted to the Office of Accounting as authorization for
additions or changes to unit as well as changes for unit
administrator. To ensure timeliness throughout the year,
please send form as soon as a change takes place.
− Form can also be used to inactivate, move accounts to
other unit codes, or updated account titles.
DEFINE Administrative Services
 Unit Hierarchy
− Shows organizational structure and the “reports to”
relationship for all units within DEFINE.
− Used by DEFINE Services for routing purposes so it is
important to be maintained and updated to ensure
proper routing and signature authorizations.
− Periodic review by departments will indicate necessary
changes.
DEFINE Administrative Services
 All employees should activate their EID in order to gain personal
information and updates, open enrollment selection of insurance,
paperless option for earnings statement, and other financial
information.
 Please ensure that employees within your department are informed.
There are now multiple ways to activate this process.
− EID Activation through Day-One Orientation in HR for full time
benefits eligible employees
− 1 hour EID Activation Class – employee must enroll
− EID Activation on an individual basis can be obtained in 2
locations:
− UTSA Card Office – located in MS 1.01.52 (M – F
8:00a.m. – 5:00p.m)
− DEFINE Services – located at University Heights, Building
4, Suite 600 (M – F 8:00 a.m. – 5:00 p.m.)
Thank you
We would like to thank everyone for attending and assisting us
in having a successful year-end close.