Budget Authority Training
THE OFFICE OF FINANCIAL SERVICES
Accounting Information System
 DEFINE (Departmental Financial Information Network)
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“Mainframe”
Austin is moving modules to the internet
Modules
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Accounts Payable
Cash Management
Inventory
Payroll
Purchasing
On-line Reconciliation
Travel Reimbursement
Internal Controls
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At least two approvals are required for all payment vouchers
“Desks” control user access
Accounting Information System, cont’d
Account Structure
Xx – xxxx – xx xx
Fund
Group
Unit
Code
Fund
Source
Budget
Category
Example:
19 – 6210 – 0350
Designated
Fund Group
Financial
Services
Tuition
M&O
Service Units
 Cash Management
 Central Accounts Payable
 Inventory (State Property Administration)
 Payroll
 Purchasing
 Travel
Purchasing
 Good or Service > $5,000
 Contact the Purchasing Office
 Good or Service up to $5,000
 Department may process the order
State Requirements, e.g.,
 Texas Industries for the Blind and Handicapped (TIBH)
 Historically Underutilized Businesses (HUB)
 Main Objective – Best Value for the University
 IRS compliance - APS form for Personal Services
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Accounts Payable
 Originating department is responsible for processing
vendor payment after receipt of
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(1)good or service and
(2) invoice (date stamp)
 Budget authority approves the electronic payment
voucher upon reviewing the supporting
documentation:
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Purchase order
Receiving Report
Invoice
Accounts Payable, cont’d
 The electronic payment document automatically
routes to Central Accounts Payable (CAP).
 CAP reviews the document for correct object codes,
payment terms, etc. If discrepancy is found, CAP
corrects or contact department.
 CAP “final” approves the electronic document.
 A payment date is automatically scheduled, based on
the payment terms (Net 30).
Accounts Payable, cont’d
 Vendor payment methods:
 Direct Deposit
 Paper checks
Printed at noon Monday through Friday in Cashier’s Office
 Mailed or held for pickup
 Cash manager – stop payments, cancel, reissue
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Procurement Card
 Procurement card for small purchases up to $999.
 Department must check vendor hold status before
making a purchase. Goods may not be purchased
from a vendor on hold with the State of Texas.
 Each month payment is made to JP Morgan Chase
for all credit card charges from previous cycle.
Financial Services downloads credit card charges,
which automatically creates an electronic payment
voucher for each department with charges.
Procurement Card, cont’d
 The department enters the applicable object code(s)
in the payment document
 Budget authority approves electronic document by
due date* after reviewing supporting documentation:
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Procurement log
Receipts/Invoices
Receiving Report
Account Statement
* Card privileges may be revoked if documents are not approved
timely
State Property
 Accountability and responsibility guidelines – Texas
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Government Code
Employees are responsible for the proper use and
care of state property
State property refers to property purchased from any
University fund source.
Budget authorities are responsible for verifying their
inventory listings each year
Certain rules for property disposal (including
donations) – Contact Financial Services for
assistance.
State Property, cont’d
 The Inventory Coordinator in Financial Services:
 Tags equipment
 Oversees annual physical inventory
 Assists departments with property disposal
 Updates inventory records in the Accounting Information
Systems
Payroll
 Upon reviewing supporting documentation, the
budget authority is responsible for approving
documents timely; emergency checks require the
approval of the EVPBA.
Payroll, cont’d
 Online Services (access requires high assurance UTEID)
 Direct Deposit/Electronic Earnings Statements
 Update paycheck information
 Claim W-2
Other
 Travel
 Authorization to travel required
 Special approvals
 Account Reconciliations
 Monthly
 Annual certification