2011-2012
Fiscal Year-End Workshop
Wednesday, July 18, 2012
UC 2.01.28
9:00 am – 11:00 am
Thursday, July 26, 2012
BV 3.324
Downtown Campus
9:00 am – 11:00 am
Tuesday, July 24, 2012
BB 2.06.04 –
2:00 pm – 4:00 pm
Fiscal Year-End Workshop
Agenda:
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•
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•
•
•
•
•
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Opening Remarks
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 – Diana Macias-Ollervidez
Human Resources – Henry Barrera
Controller’s Website
 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.
FMOG’s/Forms/FAR Presentations
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.
 Disposition of E & G balances is based on each Vice
President’s direction for their areas. (New eff. FY12)
 Certain accounts are not subject to the lapse, including
reserves, GIT & lab fees
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.
 Disposition of 19-7 account balances other than
Reserves that do not lapse, is based on each Vice
President’s direction for their areas. (New eff. FY12)
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.
Overview of Lapse Policy Changes by Area
Applies only to those budget groups that in prior year’s
would have been subject to lapse in fund 14 and 19-7
accounts:
 Academic Affairs –please see Academic Affairs Lapse Policy-FY12
 Business Affairs, Community Services, President’s Office,
Research, Student Affairs and University Advancement – all
funds lapse to Reserves.
Lapse Guidelines – Service Centers (18Accounts)
 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 of each year
 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 for
accounts 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, 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 and totaled $3,000 or more
 Not the same as Annual Compliance
Acknowledgments
ACCOUNTING
SERVICES
Contact Information
Main line:
Fax line:
Location:
E-mail:
Website:
458-4212
458-4222
University Heights, Tech2, 1.104
accounting.ofc@utsa.edu
Accounting Services
Contact Information
Name
Title
Ext. #
VACANT
Director
4826
Charlotte Mikulec
Associate Director
4841
Cynthia Schweers
Senior Accountant
4216
Regina Moore
Accountant III
Assigned to PeopleSoft
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 19
Corrections for Sept-May due to Accounting Services by 5pm
July 26
Corrections for June due to Accounting Services by 5pm
August 22
Corrections for July due to Accounting Services by 5pm
September 4
Inventory Reconciliation due to Accounting Services by 5pm
September 6
First close of August
September 10
Electronic SOA sent by MRAS no later than NOON
September 13
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 FY13
from FY12 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
24 to be included in FY11/12 expenses
Service Centers (18 Accounts)
 Bill for services rendered for FY12 by calendar deadlines
Inventory
 Complete inventory count due by 8/31/12 and
reconciliation should be completed by 9/04/12 and sent
to Accounting by 5PM
General Accounting Information
 Maintenance of Accounts - required to comply
with an audit finding and facilitate efficient reporting
 Scrubbing of accounts is required for UT Share
PeopleSoft Project
‒ May receive queries from AVP, Accounting or Grants & Contracts
 Send an e-mail to Accounting Services to inactivate
accounts with zero balances (no encumbrances)
 Review accounts with small balances that are not in use
and close these accounts by:
- A transfer of funds to an appropriate account
- Expense as appropriate
General Accounting Information
 NACUBO classification review
 Account administrators are requested to review
NACUBO classification on their accounts
 Why: To ensure accuracy of financial reporting
Previous review was two years ago
 Send e-mail to Accounting Services for NACUBO
changes


Include justification for change
Link to NACUBO definitions Chart of Accounts
(Chart of Accounts: Section 3: Fund Accounting Principles)
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, subaccounts and unit codes
‒ Is now available in PDF format with some drop down
availability
‒ Go to Forms and Worksheets and always use the most
current form
‒ http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=68
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 (Sections I, III, IV)
‒ http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=10
‒ New improved electronic SOA commenced in May 2012
‒ Only ONE e-mail to account administrators and reconcilers
‒ Additional reports added
 Departments can access balance and transactional
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 2013
Deloitte & Touche Audit (UT System)
 Currently reviewing interim items
‒ Fieldwork done by UTSA Internal Audit staff
DISBURSEMENTS AND
TRAVEL SERVICES (DTS)
&
PROCARD/TRAVEL CARD
ADMINISTRATION (PTCA)
Contact Information
Disbursements/Travel main line: 458-4213
Disbursements fax line: 458-4829
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) VP5: In/Out State and
Foreign, Travel Advances, VJ1’s,
Citibank CLIBA payment approval
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, Citibank CLIBA payment
approval
Lily Wang
Disbursements and Travel Services
Supervisor
4825
VP5: In/Out State and Foreign, Travel
Advances, VJ1’s, Citibank CLIBA
payment approval
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, Citibank CLIBA payment
approval
Dorothy Cheatham
Disbursements and Travel
Specialist II
4836
I - M, Aramark, NSF's, PO
Disencumbrances, Direct Deposit &
Garnishments, Vendor ID Set Up
Process, Citibank CLIBA payment
approval
Elisabeth Cuadros
Disbursements and Travel
Specialist II
4832
VP2's, Registrations, VP5: In/Out
State and Foreign, VJ1’s, Travel
Advances and Settlements, TAC
cards, Citibank CLIBA payment
approval
Kelly Rock
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, Praxair,
Comdata, Fischer Scientific, Texas
Folk and Asian Festivals, NSF's, PO
Disencumbrances, VP3’s, Citibank
CLIBA payment approval
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor
Responsibilities
Geneva Carroll
Disbursements and Travel
Specialist I
6979
All Specialty Vendors (Fischer
Scientific, Eshipglobal, Praxair,
Texas Disposal Systems, 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)
Patty McCrea
Disbursements and Travel
Specialist I
4833
DTS mail, N. High Volume Vendors,
(Dell, Hi-Ed/Campus Technologies,
Nolan’s)
Wanda Burns
Disbursements and Travel
Specialist I
4839
B and S, High Volume Vendors
(Grainger, Alpha Bldg, Siemens,
Sigma Aldrich, Simplex Grinnell and
Star Shuttle), OFPC Invoices,
Property Lease
Contact Information
Employee Name
Title
Ext. #
Disbursement Vendor
Responsibilities
Sue Davidson
Disbursements and Travel
Specialist I
4214
O - R, T & V, High Volume Vendors
(Charles Rivers, Office Depot,
and VWR)
Cathy Smith
Disbursements and Travel
Specialist I
4477
D - H, High Volume Vendors (Apple,
Today’s Office, and CDW
Governmental, Data Projections, 360
Integrated and Horizons Telephone
Systems)
Robyn Rigney
Disbursements and Travel
Specialist I
4213
Disbursements front desk duties, VP2
Creation, Mail for Travel, Travel
disencumbrances (VE3)
Vacant
Contact DTS for
Assistance
Disbursements and Travel
Specialist I
4213
A, C, U, W – Z, High Volume Vendors,
((Cato Electric, Heaven Sent, 2 Fat
Guys and Clear Channel)
Critical Disbursements and Travel Services Deadlines
July 20
All June-July expenses, includes VP2, VP5, travel card payments, student
travel due
August 10
PBO – last date to create.
August 13
Departments must submit ALL vouchers, manual or electronic, for any expenses incurred
thru August 8th to the DTS office by 5:00PM.
August 17
PBO – last day for departments to final approve.
August 20
Departments must submit ALL vouchers, manual or electronic, for any expenses incurred
thru August 17th to the DTS office by 5:00PM.
August 24
Departments must submit ALL vouchers, manual or electronic, for any expenses
incurred from August 18th to August 23rd 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 FY12/13.
August 29
All remaining FY11/12 voucher amounts $1,000 or less will be charged to
FY12/13.
August 29
FY11/12 IDT vouchers must be sent to DTS by 5:00PM to in included in
August 2012 Statement of Accounts.
Year-End DTS Functions
 Travel encumbrances are disencumbered 08/30/12.
 Per the 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 27th.
 New year helpful travel tips:
− Change year to 12/13 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 12/13.
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)
– Reporting and Compliance
– Reconciliations and Collections
– Procard Audits
– Generate Procard Payments
Procard/Travel Card Administration
Office (PTCA)
 Procard Office transitioned from Purchasing to Controller’s
Office on January 2, 2012
 Procard Program
‒
‒
‒
‒
‒
Developed FMOG
Combined Application and Agreement
Updated Transaction Log
New Citibank Affidavit of Unauthorized Use Form
New Citibank Government Cards Cardholder Dispute Form
 Card Maintenance Request Form (CMR)
‒ Used to make changes to existing CLIBA card, TAC card and/or
Procurement card
PTCA Contact Information
Employee Name
Title
Ext. #
PTCA
Responsibilities
Lisa Bixenman
Credit Card Program Manager
7993
Credit Card program administration,
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
Website: http://utsa.edu/financialaffairs/ptca/
Critical Pro-Card Voucher Deadlines
for Citibank
August 6
VP7 voucher creation date for July 4th – August 3rd purchases.
August 10
Recommended: Last day to charge using Pro-Card for FY11/12.
August 15
Departmental approval due by 5:00pm for July 4th – August 3rd VP7’s.
August 17
After 12:30pm – VP7 vouchers creation date for August 4th thru August
15th transactions.
August 28
Departmental approval due by 5:00pm for August 4th – August 15th
VP7’s. This will be the final approval for charges to go against the
FY11/12 year.
September 5
VP7 voucher creation date for August 16th – September 3rd purchases
will be charged to the FY12/13 year.
September 20
Departmental approval due by 5:00pm for August 16th –
September 3rd VP7’s
Year-End PTCA Functions
 CLIBA – All outstanding balances on the travel cards
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.
 Never use the Procard or CLIBA card to complete
personal purchases, even if the cardholder plans to
reimburse UTSA.
Stipend Process Reminders
 Monthly Stipend Approval Cycle
‒ Approval originates with the department
‒ Approval of stipends each month during the designated
approval period ensures timely payments to students.
‒ Accounts used to pay stipends should always have sufficient
funds
‒ Effective September 1st, stipend payments not approved within
monthly stipend cycle will have to wait until the next stipend
cycle
Stipend Process Reminders
 What happens when departments do not approve stipends
timely or have insufficient funds to pay?
‒ Delays transmission to bank for student direct deposit
payments, resulting in delays for all stipend payments
‒ Creates financial burden for students as payments are not
received when expected
‒ A department will submit a request that student be paid outside
the automated stipend process, which results in:
‒ Manual creation and approval of a VP2 to pay students
‒ Delays student payments; as vouchers must now be
processed manually
‒ Results in overpayments to students during the fiscal year,
since the manually created vouchers are not considered
within the automated stipend process
Stipend Process Reminders
 Accounts with insufficient funds, results in the automated
voucher to reject
‒ DTS must then contact department to transfer funds to
account
‒ Transfers to cover stipend payments are not always
immediately processed or approved
‒ Bank direct deposit file is delayed until transfers are
completed
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 Guide (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
 Run Encumbrance Report
‒ Check encumbrance balances and notify DTS for release
‒ Instructions for downloading Encumbrance Report found on the
Disbursements and Travel Services website
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 18
First Day PB4 request can be create using FY12-13 Funds
July 13
Last Day PB4 requests Over $25,000 can be submitted to
Purchasing using FY11-12 Funds
August 3
Last Day PB4 requests can be created using FY11-12 Funds
August 10
Last Day PB4 requests Less than $25,000 can be submitted to
Purchasing using FY11-12 Funds
August 10
Last Day PB0 requests can be created using FY11-12 Funds
August 10
ProCard- Recommended last day to purchase utilizing current
fiscal year funds pending financial institution's posting dates
August 17
Last Day PB0 can be final approved by department using
FY11-12 Funds
August 30
First Day PB0 requests can be created using FY12-13 Funds
Purchasing & Distribution Services
Plan Ahead:
 Between August 10th and August 30th, departments will NOT have the
ability to create Purchase Orders using current year funds (FY11-12).
 If your department plans to make large procurements using current
fiscal year money, start planning today.
 Start reviewing your past procurements to identify multi-year
contracts:
 Note: Purchase requests received after the deadlines stated above
will be processed as a FY12-13 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, ext. 4975
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
Julie Gohlke
Buyer II
5076
Amanda Alvarado
Buyer II
4598
Patty Burrier
Buyer II
4062
Rose Smith
Buyer I
5077
Yvette Medina
E-Procurement Specialist
4974
Lane Brinson
Asst. Director Purchasing
4066
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
August 3
Retroactive Funding Assignments modification to
Human Resources (Sept - July)
August 3
Retroactive Hourly Salary Transfers to Payroll
Office
August 21
Assignments for September 1st Payday to
Human Resources
August 29
Assignments for September 6th Payday to
Human Resources – Last payday of fiscal year
September 4
Voucher Cutoff for September 6th 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 19th & 22nd
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
2012 and remain zero for the remainder of FY 2012.
 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
2012-2013 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 8/31/2012
will automatically expire on 8/31/2012.
‒
‒
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 8/31/2012.
2012-2013 Reassignments
 VERY IMPORTANT: ALL RETURNING BENEFITS
ELIGIBLE EMPLOYEES must have their FY 2012
reassignment FINAL APPROVED by 5:00 PM on 8/31/2012.
‒
Please do not create the assignment on 8/31/2012 and expect it to
be approved by 5:00. You must give time for the document to
route.
 If assignment is not final approved by 5:00 pm on 8/31/2012,
their benefits may terminate.
 Current benefits eligible employees with an assignment end
date of 8/31/2012.
‒
Open-ended assignments will automatically rollover and won’t
impact benefits.
2012-2013 Reassignments
 Students must be reassigned for the fall semester.
‒ Cannot extend summer assignment to the fall.
‒ Enrollment must be verified prior to assigning.
‒ This is done at the department level – Not HR.
‒ 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”
‒
TA assignments will automatically route to the Graduate School.
 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: 9/1/2012 to 12/15/2012
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
Checking Document Routing and Status
Concurrent Assignments
 The department needs to check if the employee has a
concurrent assignment before routing a new assignment.
 If concurrent assignment is being ended or the hours are
being modified by the other department, the remarks/notes
need to be indicated as such.
 If there aren’t any notes indicating the concurrent assignment
will be ending, or the hours are being modified, the document
will be returned if the employee is over the hour limit.
How to Check Concurrent Assignments
Pooled Assignment
Non- Pooled Assignment
Work-Study Assignments
Work-Study Assignments
INCORRECT
CORRECT
Termination Reasons
 “End Assignment” is only used for pre-determined end
dates.
 Reason is no longer “End Assignment” if employee leaves
before original assignment end date.
Termination
 Termination Payroll Vouchers are ONLY paid out on semimonthly payroll dates.
 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 3: Retroactive funding changes to HR.
 August 14: Assignments due to HR for 8/22 Semi-monthly
payday
 August 20: FY 12-13 assignments can be routed forward.
 August 21: Assignments due to HR for 9/1 Monthly payday
 August 19: Automated rollover in HRMS
 August 29: Assignments due to HR for 9/6 Semi-monthly
payday **last payday for FY 10-11**
HRMS Hands-On Workshop
 Wednesday, August 8
‒
‒
8:00-10:00
10:00-12:00
 Bring actual HRMS documents you’re currently having
trouble with to class.
 Sit down with an HR Representative one-on-one.
 Sign up on our HR Website.
Contact Information
Name
Title
Ext. #
Bruce Tingle
Associate Director
Employment/Comp
4651
HRMS
Henry Barrera
HR Specialist II
7563
Kristin Howell
HR Technician II
4648
Lucinda Crane
HR Technician I
(part-time)
4410
Compensation
Catina Rover
HR Specialist II
4259
Jenny Jung
Compensation Analyst I
4254
Contact Information
Name
Title
Ext. #
Employment Paperwork
Sandra Hernandez
HR Specialist II
4257
STARS
Ron Fosmire
HR Advisor
4256
Diane Mazuca
HR Specialist II
4304
Day ONE
Samantha Hernandez
HR Specialist II
8007
Jennifer Evetts
HR Specialist I
7962
Hattie Arnold
HR Specialist I
6618
Contact Information
Name
Title
Ext. #
Benefits
Georgina AnguianoElliott
Benefits Manager
4253
Fran Thibodeaux
HR Specialist II
Alpha A-G
4652
Jaime Lopez
HR Specialist II
Alpha H-O
6710
Mary Lou Aguilar
HR Specialist II
Alpha P-Z
4258
Thank you
We would like to thank everyone for attending and assisting us
in having a successful year-end close.
7/11/12