MFR Reconciliation Project AND
FY2015 Fiscal Management Sub-Certification/
Management Certification Updates

MFR Reconciliation Project
• Cross-functional task force set up to determine campus needs and next steps related to monthly reconciliation process
• Updated list of campus reconcilers
• Sub-group, led by Sarah Remmert & Sheri Hardison, developed a basic expense/revenue tracking tool
• Training needs
• Need for temporary, additional front office resources to help campus “catch-up”

MFR Reconciliation Project
• Updated list of campus reconcilers
• Created mailing list
• Creation of financial activity tracking tool
• Excel-based
• Easy to Use
• Developed related procedures
• Tested with small pilot group
• Will be supported by Accounting & RSCs
• Helps address a gap in some offices that are not completing a “true” reconciliation process

MFR Reconciliation Project
• Training needs
• Short-term – new tracking tool
• Available soon with Job Aid
• Labs
• Longer-term – modifying the existing MFR
Reconciliation training
• Include the tool and how to reconcile
• Hands-on – bring documentation and work on a cost center/project for your area

MFR Reconciliation Project
• Need for temporary, additional front office resources to help campus
“catch-up”
• Bringing on additional, temporary accounting resources
• Start next week
• Able to assist front offices
• Catch up on expense tracking
• Reconcile to MFR
• Contact Linda.Martinez@utsa.edu
to schedule assistance
• We will request some additional follow up information – how many cost centers, your schedule, etc.

FY2015 Certification Process
• The Fiscal Management Sub-Certification and
Management Certification (“Certification”) is required by all Department Managers per UT System policy
142.1.
• UTS 142.1 highlights the importance of reconciling
Cost Centers/Project IDs (“Cost Center”) as well as establishing adequate segregation of duties and internal controls.
• The Certification is distributed every fiscal year.

FY2015 Certification Process
• The Certification will be distributed in mid September and given two weeks for completion.
• Sent via email from FiscalMgmtSubcert@utsa.edu
• Department Managers will receive a link in the email to access the Certification in addition to an attachment that lists their Cost Center(s).
• To access the Certification, Department Managers log in with their myutsa ID (abc123) & password

Department Managers will receive an email similar to this one in September
Attached will be a list of the
Cost Center(s)/Project ID(s) under their responsibility

Example of the
Certification

Important Items to Highlight
• Encourage your Department Managers to complete the
Certification timely (2 week deadline)
• VPs will be notified approximately 2 weeks after the deadline of those who are listed as incomplete
• If there is a Department Manager change on Sept 1 st , the
Department Manager prior to Sept 1 st is still responsible for certifying for FY15.
• To change a Department Manager, please complete the form: Chart of Accounts Maintenance Request Form

Important Items to Highlight
• The Certification plays an important role in the Quality
Assurance Review (QAR) process. The QAR process is currently underway and all Department Managers will be met with during FY15-16.
• These answers on the Certification are reviewed prior to each QAR and will be validated during the review; in particularly the reconciliation questions.

Contact Information
Diana Macias-Ollervidez
Assistant Controller
Office of the Asst. Vice President/University Controller x6915 diana.ollervidez@utsa.edu
Sarah Remmert
Compliance Management Analyst II
Office of Institutional Compliance and Risk Services x4989 sarah.remmert@utsa.edu