2014-2015 Fiscal Year-End Workshop

2014-2015 Fiscal Year-End Workshop

Upcoming workshops

July 7, 8 and 9 – Main Campus, Business Building, BB, 2.06.04

July 16 – Downtown Campus, Buena Vista, BV, 1.338

Fiscal Year-End WorkshopFiscal Year-End Workshop

Agenda:• Opening Remarks – Sheri Hardison• Lapse Guidelines for Fiscal Year-End Balances Sheri Hardison or

• Fiscal Management Sub-Certification Process Diana Macias-Ollervidez

• Accounting Services – Charlotte Mikulec• Disbursements/Travel Services – Nora Compean• Break• Purchasing – Yvette Medina and Lane Brinson• Commitment Accounting – Tammy Anthony (or Sheri or Diana)• Payroll Management Services – Javier Martinez & David Lerma• Human Resources – Ana Hill & Jennifer Evetts

Agenda:• Opening Remarks – Sheri Hardison• Lapse Guidelines for Fiscal Year-End Balances Sheri Hardison or

• Fiscal Management Sub-Certification Process Diana Macias-Ollervidez

• Accounting Services – Charlotte Mikulec• Disbursements/Travel Services – Nora Compean• Break• Purchasing – Yvette Medina and Lane Brinson• Commitment Accounting – Tammy Anthony (or Sheri or Diana)• Payroll Management Services – Javier Martinez & David Lerma• Human Resources – Ana Hill & Jennifer Evetts

2

IntroductionIntroduction FY14 closing included many changes &

challenges

Front office is affected when back offices have to spend additional time than planned on closing

Year-end planning group began meeting in March

Working ahead on things that can be reviewed now

3

IntroductionIntroduction

Requesting help from Shared Information Services on items needed before year-end

How Can You Help- Review cost center/project activity now Process transfers, corrections and COA maintenance

requests now

4

LAPSE GUIDELINES FOR FISCAL YEAR-

END BALANCES

5

Lapse Guidelines – Educational & General FundsLapse Guidelines – Educational & General Funds Disposition of E & G balances are based on each Vice

President’s direction for their areas

Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers E&G remaining balances should be zero Any negative balances are addressed and cleared

Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees

Special Items, SALSI & Research Development Funding must be fully expended in FY 2015 since this is the 2nd year of the biennium.

Plan ahead so any budget corrections are processed by

Aug 1st.

Disposition of E & G balances are based on each Vice President’s direction for their areas

Prior to year end, Budget Office sends year end balance reports to Primary Financial Area Reps for processing budget transfers E&G remaining balances should be zero Any negative balances are addressed and cleared

Certain accounts are not subject to the lapse, including VP reserves, GIT & lab fees

Special Items, SALSI & Research Development Funding must be fully expended in FY 2015 since this is the 2nd year of the biennium.

Plan ahead so any budget corrections are processed by

Aug 1st. 6

Lapse Guidelines - Designated FundsLapse Guidelines - Designated Funds

Disposition of centrally funded Designated account balances are based on each Vice President’s direction for their areas.

Prior to year end, Budget, Planning & Development Office will provide negative year end balance reports to Primary Financial Area Reps for processing budget transfers Budget Transfers are completed as determined by VP Area Any negative balances are addressed and cleared as appropriate

Certain Designated Accounts are not subject to lapse androll forward:

Most designated accounts sourced from fees Facilities & Administration (F & A) accounts

Disposition of centrally funded Designated account balances are based on each Vice President’s direction for their areas.

Prior to year end, Budget, Planning & Development Office will provide negative year end balance reports to Primary Financial Area Reps for processing budget transfers Budget Transfers are completed as determined by VP Area Any negative balances are addressed and cleared as appropriate

Certain Designated Accounts are not subject to lapse androll forward:

Most designated accounts sourced from fees Facilities & Administration (F & A) accounts

7

Centrally Funded E&G and Designated Cost Centers Recap by VP Area - FY 2015

Centrally Funded E&G and Designated Cost Centers Recap by VP Area - FY 2015

President’s Office – department balances at year end will roll forward Academic Affairs – department balances in E&G cost centers will lapse to

VPAA reserve and designated balances at year end will roll forward. The Provost will lapse amounts that exceed the 30% cap of the designated tuition operating budgets.  

Business Affairs – department balances at year end will roll forward Community Services – department balances at year end will roll forward External Relations – department balances will lapse to VP External Relations

reserve Research – departmental balances at year end will roll forward; balances in

E&G salary accounts will lapse to VP Research reserve Student Affairs – department balances will lapse to VP Student Affairs reserve

For questions, please contact your Financial Area Representative

President’s Office – department balances at year end will roll forward Academic Affairs – department balances in E&G cost centers will lapse to

VPAA reserve and designated balances at year end will roll forward. The Provost will lapse amounts that exceed the 30% cap of the designated tuition operating budgets.  

Business Affairs – department balances at year end will roll forward Community Services – department balances at year end will roll forward External Relations – department balances will lapse to VP External Relations

reserve Research – departmental balances at year end will roll forward; balances in

E&G salary accounts will lapse to VP Research reserve Student Affairs – department balances will lapse to VP Student Affairs reserve

For questions, please contact your Financial Area Representative

8

Remaining Balance - Service Centers Remaining Balance - Service Centers

Not subject to lapse (carry forward 100%)

Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs Monitored by Controller area

Subject to Service Center Policy for compliance with OMB Circular A-21.For questions please contact:

- Sheri Hardison x6774

Not subject to lapse (carry forward 100%)

Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs Monitored by Controller area

Subject to Service Center Policy for compliance with OMB Circular A-21.For questions please contact:

- Sheri Hardison x6774

9

Remaining Balances - Other Fund Groups

Remaining Balances - Other Fund Groups

Year-end balances in the following funds are not subject to lapse (carry forward 100%):

Grant and Contracts Auxiliary Enterprise Gift/Restricted Funds Plant Funds

Year-end balances in the following funds are not subject to lapse (carry forward 100%):

Grant and Contracts Auxiliary Enterprise Gift/Restricted Funds Plant Funds

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Fiscal Management Sub-Certification Process

Fiscal Management Sub-Certification Process

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Fiscal Management Sub-Certification Process

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 Financial Management Operational

Guidelines (FMOG), Fiscal Management Sub-Certification Work Plan, Section 1: Internal Control

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 Financial Management Operational

Guidelines (FMOG), Fiscal Management Sub-Certification Work Plan, Section 1: Internal Control

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Fiscal Management Sub-Certification Process

Fiscal Management Sub-Certification Process

Annually, each Department Manager should provide a fiscal management sub-certification for cost centers 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: Accounts are being reconciled timely Duties are properly segregated No material weakness exists relative to their internal control

Annually, each Department Manager should provide a fiscal management sub-certification for cost centers 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: Accounts are being reconciled timely Duties are properly segregated No material weakness exists relative to their internal control

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Highlights of theFiscal Management Sub-Certification

Highlights of theFiscal Management Sub-Certification

Acknowledgement of responsibility

Transactions were reviewed and approved

Reconciliations are completed monthly and all transactions were appropriate

Errors were adjusted timely

Segregation of duties were in place− Enter and approve transactions − Receive cash− Reconcile accounts

Acknowledgement of responsibility

Transactions were reviewed and approved

Reconciliations are completed monthly and all transactions were appropriate

Errors were adjusted timely

Segregation of duties were in place− Enter and approve transactions − Receive cash− Reconcile accounts

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Highlights of theFiscal Management Sub-Certification (cont’d)

Highlights of theFiscal Management Sub-Certification (cont’d)

Sound internal controls

No misstatements or omissions are evident on your Monthly Financial Report (MFR)

Fraud has not occurred

Compliance with Code of Ethics related to award of contracts

Sound internal controls

No misstatements or omissions are evident on your Monthly Financial Report (MFR)

Fraud has not occurred

Compliance with Code of Ethics related to award of contracts

15

Fiscal Management Sub-Certification Process

Fiscal Management Sub-Certification Process

Department Managers failing to complete the sub-certification 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).

All department managers will be met with during FY15/16.

Fiscal Management Sub-Certification Work Plan:http://www.utsa.edu/financialaffairs/opguidelines/0103.html

Department Managers failing to complete the sub-certification 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).

All department managers will be met with during FY15/16.

Fiscal Management Sub-Certification Work Plan:http://www.utsa.edu/financialaffairs/opguidelines/0103.html

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Common ErrorsCommon Errors

Department Manager is not correct

Cost Center is inactive or zero balance

Complete the Chart of Account Maintenance Form ‒ Send to Accounting Office

Department Manager must complete sub- certification if any revenue or expenditures were processed during the fiscal year and totaled $3,000 or more

Not the same as Annual Compliance Acknowledgments

Department Manager is not correct

Cost Center is inactive or zero balance

Complete the Chart of Account Maintenance Form ‒ Send to Accounting Office

Department Manager must complete sub- certification if any revenue or expenditures were processed during the fiscal year and totaled $3,000 or more

Not the same as Annual Compliance Acknowledgments

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ACCOUNTING SERVICES

ACCOUNTING SERVICES

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Contact InformationContact Information

Main line: 458-4212

Location: NPB, 4.120

E-mail: accounting.ofc@utsa.edu

Website: Accounting Services

http://www.utsa.edu/financialaffairs/accounting/

Main line: 458-4212

Location: NPB, 4.120

E-mail: accounting.ofc@utsa.edu

Website: Accounting Services

http://www.utsa.edu/financialaffairs/accounting/

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Contact InformationContact Information

Name Title Ext. #

Charlotte Mikulec Director, Accounting & Financial Reporting

4841

Cynthia Schweers Associate Director 4216

Min Ren Senior Accountant 4525

Regina Moore Financial Analyst 4227

Ashley Zaldivar Accountant III 8525

Kimmung Doan Accountant II 4834

Jill Palmer Accountant II 4827

Vacant Accountant II 8333

Priscilla Ybarra Accountant II 6939

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Critical Accounting DeadlinesCritical Accounting Deadlines

August 19 Corrections through July due to Accounting Services by 5pm

September 2 IDT’s through end of August are due to Accounting Services by 5pm

September 4 Inventory Reconciliation due to Accounting Services by 3pm

September 11 Corrections for August due to Accounting Services by NOON

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NOTE: Once deadline has passed, any prior year corrections will be required to be handled as a budget transfer.

Year-End Accounting FunctionsPre-Payments and Accruals

Year-End Accounting FunctionsPre-Payments and Accruals

Year End Closing and Accountinghttp://www.utsa.edu/financialaffairs/opguidelines/0112.html

Pre-PaymentsEntry made to allocate expenses between fiscal years for

items paid up front: − i.e. maintenance agreements, software licenses, etc.− Memberships are excluded from pre-payments – recognize in full

in year paid

Materiality factor of >$1,000 per item

Year End Closing and Accountinghttp://www.utsa.edu/financialaffairs/opguidelines/0112.html

Pre-PaymentsEntry made to allocate expenses between fiscal years for

items paid up front: − i.e. maintenance agreements, software licenses, etc.− Memberships are excluded from pre-payments – recognize in full

in year paid

Materiality factor of >$1,000 per item

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Year-End Accounting FunctionsYear-End Accounting Functions

Accruals – Items owed but not paid before end of yearAccrue for services rendered or goods received as of

August 31st Materiality factor of > $1,000 per itemVouchers for $1,000 or less must be to DTS by 08/21/15

at 5pm to be included in FY14/15 expenses

Service Centers IDTsBill for services rendered for FY15 by 5PM on 9/02/15

InventoryRelevant Departments: Complete inventory count and

reconciliation must be sent to Accounting by 9/04/15 at 3PM

Accruals – Items owed but not paid before end of yearAccrue for services rendered or goods received as of

August 31st Materiality factor of > $1,000 per itemVouchers for $1,000 or less must be to DTS by 08/21/15

at 5pm to be included in FY14/15 expenses

Service Centers IDTsBill for services rendered for FY15 by 5PM on 9/02/15

InventoryRelevant Departments: Complete inventory count and

reconciliation must be sent to Accounting by 9/04/15 at 3PM

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General Accounting InformationGeneral Accounting Information

Chart of Account Maintenance Form

Form required to add or modify departments or cost centers, including department managers.

Form and instructions are located under Forms and Worksheets on Accounting website, http://www.utsa.edu/financialaffairs/accounting/

Monthly Financial ReportShould be reconciling monthly and notifying Accounting

Services of any corrections that are needed

Chart of Account Maintenance Form

Form required to add or modify departments or cost centers, including department managers.

Form and instructions are located under Forms and Worksheets on Accounting website, http://www.utsa.edu/financialaffairs/accounting/

Monthly Financial ReportShould be reconciling monthly and notifying Accounting

Services of any corrections that are needed

24

General Accounting InformationGeneral Accounting Information

Corrections:Send all corrections except for sponsored accounts

to accounting.ofc@utsa.edu

Send corrections for sponsored accounts to the applicable RSC administratorThese corrections will follow same guidelines and deadlines

as those sent for accounting corrections

Corrections:Send all corrections except for sponsored accounts

to accounting.ofc@utsa.edu

Send corrections for sponsored accounts to the applicable RSC administratorThese corrections will follow same guidelines and deadlines

as those sent for accounting corrections

26

General Accounting InformationGeneral Accounting Information

Corrections (cont’d)

Provide the following information:‒ Document ID number‒ Original cost center and account used (not A4000)‒ New cost center and account for correction‒ Amount of correction, esp. if only a partial correction‒ Reason for the correction‒ Copy administrator on account being charged

(approval is implied)‒ Prior year corrections – none will be made after

year end – critical to review currently

Corrections (cont’d)

Provide the following information:‒ Document ID number‒ Original cost center and account used (not A4000)‒ New cost center and account for correction‒ Amount of correction, esp. if only a partial correction‒ Reason for the correction‒ Copy administrator on account being charged

(approval is implied)‒ Prior year corrections – none will be made after

year end – critical to review currently

27

General Accounting InformationGeneral Accounting Information

To reduce the number of corrections due to chart field errors use

To reduce the number of corrections due to chart field errors use

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SPEEDTYPES

General Accounting InformationGeneral Accounting Information

Access the Accounting Services website for various links and tools:

http://www.utsa.edu/financialaffairs/accounting/

Links to Forms & Worksheets

Links to FMOG’s

PeopleSoft Account Structure FYI – helpful hints on what accounts to

use/never use Transaction codes

Access the Accounting Services website for various links and tools:

http://www.utsa.edu/financialaffairs/accounting/

Links to Forms & Worksheets

Links to FMOG’s

PeopleSoft Account Structure FYI – helpful hints on what accounts to

use/never use Transaction codes

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Never Used by Departments: 2xxxx – Balance Sheet Liabilities

3xxxx – Fund Balance

7xxxx – Transfers

5xxxx – Salaries and Benefits (Current year expenses only recorded via HPY documents)

48xxx – Certain revenues (e.g. Do not use 48251 – use 44451 for Misc. Revenue)

Never Used by Departments: 2xxxx – Balance Sheet Liabilities

3xxxx – Fund Balance

7xxxx – Transfers

5xxxx – Salaries and Benefits (Current year expenses only recorded via HPY documents)

48xxx – Certain revenues (e.g. Do not use 48251 – use 44451 for Misc. Revenue)

ACCOUNT STRUCTURE FYIACCOUNT STRUCTURE FYI

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Departments Can Use: 6xxxx – M&O Expenses

8xxxx – Capital Expenses

4xxxx – Revenues (except 48XXX)

Do not use 48251 – use 44451 for Misc. Revenue

Rarely used by Departments: 1xxxx – Balance Sheet Assets (certain accounts used

rarely)

Departments Can Use: 6xxxx – M&O Expenses

8xxxx – Capital Expenses

4xxxx – Revenues (except 48XXX)

Do not use 48251 – use 44451 for Misc. Revenue

Rarely used by Departments: 1xxxx – Balance Sheet Assets (certain accounts used

rarely)

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ACCOUNT STRUCTURE FYIACCOUNT STRUCTURE FYI

Conferences and Registration: There are accounts for conference revenue as well as conference

expense. Collecting funds for a conference or workshop – use 42212 Paying to attend a conference or workshop – use 67117

There are accounts for registration fees and registration expense. Collecting funds that are a registration fee – use 40224 (part of Tuition

& Fees)

Paying a registration for an employee to attend a conference, etc. – use 67645

Conferences and Registration: There are accounts for conference revenue as well as conference

expense. Collecting funds for a conference or workshop – use 42212 Paying to attend a conference or workshop – use 67117

There are accounts for registration fees and registration expense. Collecting funds that are a registration fee – use 40224 (part of Tuition

& Fees)

Paying a registration for an employee to attend a conference, etc. – use 67645

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ACCOUNT STRUCTURE FYIACCOUNT STRUCTURE FYI

Copier rental (your monthly copier charges) should be expensed to 64033. Do not use

42213 (copier income)

18420 (Leased Equipment)

or any accounts that have lease in the description

Room/Equipment Use: Charging for the use of a room or equipment – use 42208 Paying for the use of a room or of equipment – use 64014, 64015,

64016, 64017, 64031, 64032 Purchasing capital or controlled equipment:

Accounts that should be used are in the 8xxxx range.

Do not use any that are in the 18xxx range.

Copier rental (your monthly copier charges) should be expensed to 64033. Do not use

42213 (copier income)

18420 (Leased Equipment)

or any accounts that have lease in the description

Room/Equipment Use: Charging for the use of a room or equipment – use 42208 Paying for the use of a room or of equipment – use 64014, 64015,

64016, 64017, 64031, 64032 Purchasing capital or controlled equipment:

Accounts that should be used are in the 8xxxx range.

Do not use any that are in the 18xxx range.

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ACCOUNT STRUCTURE FYIACCOUNT STRUCTURE FYI

Travel – accounts starting with 623xx are for use by Athletics only.

Airfare should be expensed to Public Trans (62101, 62201, 62310). Do not use Aircraft Rental (64035), or Aircraft (86207).

Do not use accounts with Lease, Bond, Note, Arbitrage in the description.

Do not use an account that has INACTIVE or INV in the description.

Travel – accounts starting with 623xx are for use by Athletics only.

Airfare should be expensed to Public Trans (62101, 62201, 62310). Do not use Aircraft Rental (64035), or Aircraft (86207).

Do not use accounts with Lease, Bond, Note, Arbitrage in the description.

Do not use an account that has INACTIVE or INV in the description.

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ACCOUNT STRUCTURE FYIACCOUNT STRUCTURE FYI

General Accounting InformationGeneral Accounting Information

UTShare\PeopleSoft Transactions 

PACxxxxxxx / PPAxxxxxxx Accounts Payable transaction; Voucher Id = Document ID

EACxxxxxxx / EPAxxxxxxx Travel & Expense transaction; Report ID = Document ID

UTZxxxxxxx Banner deposit interface; Document ID = UTZxxxxxxx(Query for departments to use to get more details of what makes up the balance on the Banner file: UTS_BANNER_DD_JRNL_CC_PROJ or UTS_GL_BANNER_DD_JRNL_DTL)

TJLxxxxxxx Treasury Journal transaction. Used to record transactions that process through the Bank (ie, wire payments)

HPYxxxxxxxx Payroll interface from HCM; detail does not show up on the Budget Overview, however is part of the MFR reports. Corrections to payroll must be requested via DBT document

 SCxxxxxxxx This is an entry to record IDT expenses from a Service Center (ie, mail charges; UC usage, etc)

 AMxxxxxxxx This is an entry from the Asset Management Module

 GFAxxxxxxx F&A generated by the Grants Module

 BBIxxxxxxxx Billing entries generated by the Grants Module

 RPRxxxxxxx Accounts receivable payments received in the Grants Module

Transfers between cost centers are now recorded as a Budget Adjustment and are done in Commitment Control.

 

 

UTShare\PeopleSoft Transactions 

PACxxxxxxx / PPAxxxxxxx Accounts Payable transaction; Voucher Id = Document ID

EACxxxxxxx / EPAxxxxxxx Travel & Expense transaction; Report ID = Document ID

UTZxxxxxxx Banner deposit interface; Document ID = UTZxxxxxxx(Query for departments to use to get more details of what makes up the balance on the Banner file: UTS_BANNER_DD_JRNL_CC_PROJ or UTS_GL_BANNER_DD_JRNL_DTL)

TJLxxxxxxx Treasury Journal transaction. Used to record transactions that process through the Bank (ie, wire payments)

HPYxxxxxxxx Payroll interface from HCM; detail does not show up on the Budget Overview, however is part of the MFR reports. Corrections to payroll must be requested via DBT document

 SCxxxxxxxx This is an entry to record IDT expenses from a Service Center (ie, mail charges; UC usage, etc)

 AMxxxxxxxx This is an entry from the Asset Management Module

 GFAxxxxxxx F&A generated by the Grants Module

 BBIxxxxxxxx Billing entries generated by the Grants Module

 RPRxxxxxxx Accounts receivable payments received in the Grants Module

Transfers between cost centers are now recorded as a Budget Adjustment and are done in Commitment Control.

 

 

25

DISBURSEMENTS AND TRAVEL SERVICES (DTS)

& PROCARD/TRAVEL CARD ADMINISTRATION (PTCA)

DISBURSEMENTS AND TRAVEL SERVICES (DTS)

& PROCARD/TRAVEL CARD ADMINISTRATION (PTCA)

35

Contact InformationContact Information

Disbursements/Travel main line: 458-4213

Disbursements fax line: 458-4829

Location: NPB, 4.120-1

E-mail: Disbursements.travel@utsa.edu

Website: Disbursements and Travel Services

Disbursements/Travel main line: 458-4213

Disbursements fax line: 458-4829

Location: NPB, 4.120-1

E-mail: Disbursements.travel@utsa.edu

Website: Disbursements and Travel Services

36

Critical Disbursements and Travel Services DeadlinesCritical Disbursements and Travel Services Deadlines

July 17 Departments must submit ALL vouchers from September - June (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

July 24 Departments must submit ALL vouchers from July 1st – July 15th (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

August 10 Departments must submit ALL vouchers from July 16th – July 31st (vouchers, travel advances, participant advances, athletic advances travel card payments, student travel expenses) are due to DTS by 5PM

August 19 Departments must submit ALL vouchers from August 1st-15th , (vouchers, travel advances, participant advances, athletic advances travel card payments, student travelexpenses) are due to DTS by 5PM

August 21 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 16th to August 21st to the DTS office by 5PM.

August 21 Vouchers to be expensed in FY14/15 for $1,000 or less must be in DTS by 5PM.

August 25 ALL remaining travel after August 15th must be settled and be in DTS by 5PM ifexpensed out in FY14/15 (travel advances, participant advances, athletic advances).

August 28 Last check run at noon for FY14/15.

37

Year-End DTS FunctionsYear-End DTS Functions

Travel encumbrances will roll forward to new FY15/16.

Per the travel advance guidelines (Travel Advances,

FMOG Section 9) all outstanding travel advances must

be settled within 30 days.

All travel advances must be settled and be in DTS office

by August 25th if expensed in FY14/15.

Travel encumbrances will roll forward to new FY15/16.

Per the travel advance guidelines (Travel Advances,

FMOG Section 9) all outstanding travel advances must

be settled within 30 days.

All travel advances must be settled and be in DTS office

by August 25th if expensed in FY14/15.

38

Year-End DTS FunctionsYear-End DTS Functions

Travel/Cash Advance requests not approved before end of FY14/15 will be approved in new FY15/16. DTS will change accounting date to new month.

Travel & Expense reimbursements received after deadline will be processed in new FY15/16. DTS will change accounting date to new month.

Travel/Cash Advance requests not approved before end of FY14/15 will be approved in new FY15/16. DTS will change accounting date to new month.

Travel & Expense reimbursements received after deadline will be processed in new FY15/16. DTS will change accounting date to new month.

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Travel RemindersTravel Reminders

Must use approved UT System travel and car rental agencies.

Approved travel agencies • Corporate Travel Planners• Anthony Travel

Approved car rental agencies• Avis/Budget• Enterprise/National • Hertz

Must use approved UT System travel and car rental agencies.

Approved travel agencies • Corporate Travel Planners• Anthony Travel

Approved car rental agencies• Avis/Budget• Enterprise/National • Hertz

40

Common Voucher and Expense Report Reminders

Common Voucher and Expense Report Reminders

To properly disencumber funds when settling travel don’t forget to :

Link TA (Travel Authorization) to Expense Report

Link CA (Cash Advance) to Expense Report when settling travel

To properly disencumber funds when settling travel don’t forget to :

Link TA (Travel Authorization) to Expense Report

Link CA (Cash Advance) to Expense Report when settling travel

42

Common Voucher and Expense Report Reminders

Common Voucher and Expense Report Reminders

Properly linking the TA or CA to Expense reports also minimizes:– Having to return document to creator for correction– Delays in approval – Reimbursement to traveler

Properly linking the TA or CA to Expense reports also minimizes:– Having to return document to creator for correction– Delays in approval – Reimbursement to traveler

43

Common Voucher and Expense Report Reminders

Common Voucher and Expense Report Reminders

Don’t forget to use Speed Charts Allows for a complete chart field string to be populated

– For additional information see Travel and Credit Cards Update slides on April 15 FAR meeting, http://www.utsa.edu/financialaffairs/far.html

– Results in expenses properly recorded and reflected correctly on the MFR (Monthly Financial Reports)

To minimize the risk that a traveler is reimbursed for an expense paid on a CLIBA/Procard In PeopleSoft:

– Ensure CLIBA/Procard expenses reflected on the Expense Report indicate that the EXPENSE TYPE is “PAID BY EMPLOYEE” and

– The expense detail line box is marked as “Non-Reimbursable”

Don’t forget to use Speed Charts Allows for a complete chart field string to be populated

– For additional information see Travel and Credit Cards Update slides on April 15 FAR meeting, http://www.utsa.edu/financialaffairs/far.html

– Results in expenses properly recorded and reflected correctly on the MFR (Monthly Financial Reports)

To minimize the risk that a traveler is reimbursed for an expense paid on a CLIBA/Procard In PeopleSoft:

– Ensure CLIBA/Procard expenses reflected on the Expense Report indicate that the EXPENSE TYPE is “PAID BY EMPLOYEE” and

– The expense detail line box is marked as “Non-Reimbursable”

44

General Voucher and Expense Report Processing RemindersGeneral Voucher and Expense Report Processing Reminders

Supplier Information Form (SIF): Direct Deposit Form contains sensitive data.

Sending completed forms via campus mail ensures compliance with:

- UT System policy (System Information Resources and Security Policy UTS165 Standard 9 and OIT requirements) Category I sensitive data includes: TINS, bank accounts, Employer IDs

Supplier Information Form (SIF): Direct Deposit Form contains sensitive data.

Sending completed forms via campus mail ensures compliance with:

- UT System policy (System Information Resources and Security Policy UTS165 Standard 9 and OIT requirements) Category I sensitive data includes: TINS, bank accounts, Employer IDs

45

General Voucher and Expense Report Reminders

General Voucher and Expense Report Reminders

Closing of PO’s and PO Disencumbrances are handled by Purchasing

Travel Disencumbrances are handled by DTS Submit Travel Authorization Form (TAF)

Corrections for per diem, travel dates, etc. Encumbrance amounts

Closing of PO’s and PO Disencumbrances are handled by Purchasing

Travel Disencumbrances are handled by DTS Submit Travel Authorization Form (TAF)

Corrections for per diem, travel dates, etc. Encumbrance amounts

46

General Voucher and Expense Report Processing Reminders

General Voucher and Expense Report Processing Reminders

Include an estimate for freight charges on POs - Minimizes match exceptions and the need for a POC (Purchase Order Correction)

Note: As an exception to prevent further payment delays to vendor - DTS will override up to $50

if not included on PO – applicable to non-State accounts only

POCs are required:

- For freight charges - applicable to State accounts

- Additional items not included on PO

Include an estimate for freight charges on POs - Minimizes match exceptions and the need for a POC (Purchase Order Correction)

Note: As an exception to prevent further payment delays to vendor - DTS will override up to $50

if not included on PO – applicable to non-State accounts only

POCs are required:

- For freight charges - applicable to State accounts

- Additional items not included on PO47

General Voucher and Expense Report Reminders

General Voucher and Expense Report Reminders

Do not charge tips and hotel taxes to State accounts (provide alternate funding source)

Provide written proof (e.g. email, memo) pre-authorizing lodging rate when it exceeds GSA rate, if traveling on State funded accounts

Do not charge tips and hotel taxes to State accounts (provide alternate funding source)

Provide written proof (e.g. email, memo) pre-authorizing lodging rate when it exceeds GSA rate, if traveling on State funded accounts

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General Voucher and Expense Report Reminders

General Voucher and Expense Report Reminders

The SharePoint interim form for Expense Reports is no longer a requirement

- TRS and BEF are still required

Due to the absence of workflow, the SharePoint interim form to authorize travel (Travel Authorization) is still a requirement

The SharePoint interim form for Expense Reports is no longer a requirement

- TRS and BEF are still required

Due to the absence of workflow, the SharePoint interim form to authorize travel (Travel Authorization) is still a requirement

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General Voucher and Expense Report Reminders

General Voucher and Expense Report Reminders

Approve or “submit” electronic Travel Authorizations by first day of travel otherwise complete a Travel Authorization Form (TAF)

Cost savings recorded on Travel Reimbursement/Settlement Form (TRS) for State and grant accounts should be a positive amount

Approve or “submit” electronic Travel Authorizations by first day of travel otherwise complete a Travel Authorization Form (TAF)

Cost savings recorded on Travel Reimbursement/Settlement Form (TRS) for State and grant accounts should be a positive amount

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New Fiscal Year RemindersNew Fiscal Year Reminders

To minimize match exceptions and delays in payment to vendors:

Create new POs for annual expenses:

- Copiers, leases, cell phones, etc.

- Provide new PO numbers to vendor

Itemize per month if to be paid monthly

Include new equipment and/or overages (e.g. for copiers, cell phones, etc.)

To minimize match exceptions and delays in payment to vendors:

Create new POs for annual expenses:

- Copiers, leases, cell phones, etc.

- Provide new PO numbers to vendor

Itemize per month if to be paid monthly

Include new equipment and/or overages (e.g. for copiers, cell phones, etc.)

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New Fiscal Year RemindersNew Fiscal Year Reminders

Complete “desktop receiving” for goods received or services rendered

- When they are received in the department

Complete “desktop receiving” for goods received or services rendered

- When they are received in the department

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ProCard/Travel Card Administration Office (PTCA)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)

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)

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ProCard/Travel Card Administration Office (PTCA) cont’d

ProCard/Travel Card Administration Office (PTCA) cont’d

PTCA handles: Reporting and Compliance

Reconciliations and Collections

ProCard Audits

Generate ProCard Payments

DTS handles Travel Advance Card Requests (TAC)

PTCA handles: Reporting and Compliance

Reconciliations and Collections

ProCard Audits

Generate ProCard Payments

DTS handles Travel Advance Card Requests (TAC)

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PTCA Contact InformationPTCA Contact InformationEmployee Name Title Ext. # PTCA

Responsibilities

Lisa Bixenman Credit Card Program Manager 7993

Credit Card Program Administration Training,

Cardholder training, reconciliations, reporting compliance and cardholder maintenance

Anne Jackson ProCard Specialist 4059Application processing, Procard

training, Procard audits

Email: procard.travelcard@utsa.eduFax: 210-458-4849Location: NPB, 4.120Website: http://utsa.edu/financialaffairs/ptca/

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Critical Procard Deadlines for CitibankCritical Procard Deadlines for CitibankAugust 5 Transactions for August 3rd statement ready for reconciliation and

approval

August 12 Recommended: Last day to charge using Pro-Card for FY14/15

August 14 Departmental approval due by 5:00pm for August 3rd statement

August 18 Transactions for August 4th – August 14th ready for reconciliation and approval

August 24 Departmental approval due by 5:00 PM for August 4th –August 14th

September 7 Procard transactions from August 15th – September 3rd are ready for reconciliation and approval. Expenses will be charged to FY15/16

Note: UTSA has no control over the vendor’s or the bank’s credit card processing and posting dates. Although a Procard may be used, the bank may not process the transaction(s) for several days. Please process all Procard transactions as early as possible.

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Year-End PTCA Functions Year-End PTCA Functions

CLIBA & TAC – All outstanding balances on the travel cards must be paid in full by August 18th.

Pro-Card – Outstanding balances must be approved by the deadlines listed on the year-end calendar.

CLIBA & TAC – All outstanding balances on the travel cards must be paid in full by August 18th.

Pro-Card – Outstanding balances must be approved by the deadlines listed on the year-end calendar.

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General Reminders General Reminders

To expedite voucher and expense report processing: Attach supporting documentation

− Original invoices and/or 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 funding source used− Date and location of event− Total number of participants− Include all vendors associated with event

To expedite voucher and expense report processing: Attach supporting documentation

− Original invoices and/or 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 funding source used− Date and location of event− Total number of participants− Include all vendors associated with event

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General RemindersGeneral Reminders

To expedite voucher processing (cont’d): Verify the accuracy of information:

− Remittance address− Vendor #− Direct deposit information

For information on specific invoices, please email Disbursements.travel@utsa.edu

To expedite voucher processing (cont’d): Verify the accuracy of information:

− Remittance address− Vendor #− Direct deposit information

For information on specific invoices, please email Disbursements.travel@utsa.edu

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General InformationGeneral Information

Use direct deposit when possible for staff, faculty and vendors.

Eliminates checks being lost, misplaced or remittance to State as unclaimed property

Saves University money Saves time it takes to pick-up and deposit to checking account

Use direct deposit when possible for staff, faculty and vendors.

Eliminates checks being lost, misplaced or remittance to State as unclaimed property

Saves University money Saves time it takes to pick-up and deposit to checking account

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BREAK TIME

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PURCHASING & DISTRIBUTION

SERVICES

PURCHASING & DISTRIBUTION

SERVICES

Purchasing and Distribution Services

CONTACT INFORMATION

Purchasing and Distribution Services

CONTACT INFORMATION

Primary Method of Communication –

E-mail: purchasing@utsa.edu

Main line: 458-4060

Fax line: 458-4061

Website: Purchasing and Distribution Services

Primary Method of Communication –

E-mail: purchasing@utsa.edu

Main line: 458-4060

Fax line: 458-4061

Website: Purchasing and Distribution Services

Purchasing & Distribution ServicesPurchasing & Distribution Services

July 17th Last day Purchasing will accept approved requisitions Over $25,000 using FY14-15 Funds*

August 14th Last day Purchasing will accept approved requisitions More than $5,000 and up to $25,000 using FY14-15 Funds*

IMPORTANT FY14-15 YEAR-END DATES

*Requisitions must have all SharePoint approvals (including Grants, Animal Labs and/or Environmental Health Safety and Risk Management), and be created in PeopleSoft (approved with a valid budget) before midnight of deadline.

Note: Purchasing will not process any requisition received after the deadlines stated above. Orders received after these deadlines will be returned and asked to be recreated on Sept. 1st.

Dates for creating FY16 purchases, prior to 9/1, have not been established. Updates will be posted on the Purchasing website (under announcements section). * Purchasing Website Link

Purchasing & Distribution ServicesPurchasing & Distribution ServicesPO Roll Function

In PeopleSoft, PO’s can be rolled* between fiscal years. *Note, this was an untested process last fiscal year.

The PO Roll process is completed in two stages

Stage 1: Disencumbering Funds in FY15

PO Remaining Balances* will liquidate in FY15

Ex. If PO = $1000.00, Payments = $600.00, then

Remaining Balance* = $400.00 *Balance for PO Roll

Stage 2: Encumber Funds in FY16

Purchase Orders that are not “Dispatched” by 8/31 cannot roll and will need to be recreated 9/1 (including the requisition).

Purchasing & Distribution ServicesPO Encumbrance Clean Up

Purchasing & Distribution ServicesPO Encumbrance Clean Up

Departments should start reviewing current PO encumbrance balance and identify which PO’s should roll into FY16 and those that can be closed/liquidated before year end.

Run PeopleSoft query, UTS_PO_Open_Enc_CC, to review PO encumbrance balance (prompt by cost center or dept. ID) for FY15

Departments must send an email to the Purchasing Office (purchasing@utsa.edu) by August 19th with a list of PO’s which the encumbrance should remain open and rolled into FY16.

If no notification is received by the deadline above, Purchasing will automatically close the PO before year end.

*If no notification is received and the PO is closed but the department needs the encumbrance, it will be responsibility of the department to recreate the requisition in the new fiscal year, using FY16 funds.

**PO’s created after July1st will be rolled automatically into FY16, Departments should focus on reviewing PO encumbrance balances from 9/1/14 through 6/30/15.

Departments should start reviewing current PO encumbrance balance and identify which PO’s should roll into FY16 and those that can be closed/liquidated before year end.

Run PeopleSoft query, UTS_PO_Open_Enc_CC, to review PO encumbrance balance (prompt by cost center or dept. ID) for FY15

Departments must send an email to the Purchasing Office (purchasing@utsa.edu) by August 19th with a list of PO’s which the encumbrance should remain open and rolled into FY16.

If no notification is received by the deadline above, Purchasing will automatically close the PO before year end.

*If no notification is received and the PO is closed but the department needs the encumbrance, it will be responsibility of the department to recreate the requisition in the new fiscal year, using FY16 funds.

**PO’s created after July1st will be rolled automatically into FY16, Departments should focus on reviewing PO encumbrance balances from 9/1/14 through 6/30/15.

COMMITMENT ACCOUNTINGCOMMITMENT ACCOUNTING

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Employees Paid Semi-MonthlyRetro Funding Corrections

Employees Paid Semi-MonthlyRetro Funding Corrections

There are three remaining semi-monthly pay cycles to process retro funding requests for FY14/15: Pay Period End July 15th – All retro DBT’s are due by

5PM July 15th

Pay Period End July 31st – All retro DBT’s are due by 5PM July 31st

Pay Period End August 14th – All retro DBT’s are due by 5PM August 15th

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Employees Paid Monthly Retro Funding CorrectionsEmployees Paid Monthly Retro Funding Corrections

There are two remaining monthly pay cycles to process retro funding requests for FY 14/15:

Pay Period End July 31st – All retro DBT’s are due by 5PM July 22nd

Pay Period End August 31st – All retro DBT’s are due by 5PM August 21st

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Contact InformationContact Information

Budget.HCM@utsa.edu Assistant Director – Tammy Anthony

Ext. 6631 Senior Budget Analyst – Carissa Lawrence

Ext. 8136

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PAYROLL MANAGEMENTSERVICES

PAYROLL MANAGEMENTSERVICES

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Contact InformationContact Information

Main line: 458-4280

Fax line: 458-4236

Location: NPB, 4.170

E-mail: payroll@utsa.edu

Website: Payroll Management Services

Main line: 458-4280

Fax line: 458-4236

Location: NPB, 4.170

E-mail: payroll@utsa.edu

Website: Payroll Management Services

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Contact InformationContact InformationName Title Ext. #

Javier Martinez Director 4282

David Lerma Assistant Director 8276

Payroll Operations

Patty Titus Sr. Payroll Accountant 4281

Rosa Casas Payroll Accountant 4713

Nnennaya Ikwuagwu Payroll Accountant 8024

Elizabeth Ortiz Payroll Specialist II 6221

Lori Contreras Payroll Specialist I 4280

Time Labor Administration

Christine Bodily Sr. Time & Labor Analyst 4283

Patricia Sauer Sr. Time & Labor Analyst 8235

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Critical Payroll DeadlinesCritical Payroll Deadlines

August 17 Last salaried employee weekly timesheet due date for August 10 through 16 workweek to meet August’s monthly payroll processing.

August 18 Supervisors deadline to submit salaried employees’ timesheet, including Overtime Comp Time Payout (OCP) hours, to the departmental timekeeper.

August 19 Timekeepers deadline date to enter salaried employee timesheets, including Overtime Comp Time Payout (OCP) into Time Labor UTShare/PeopleSoft

August 21 Last date for Off-Cycle Check Requests accepted by the Payroll Office. Reminder - allow 3 days for processing. There will be no Off-Cycle Check printing on August 27, 28, and 31.

Note: Late entries will be processed following fiscal year – September.

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Critical Payroll DeadlinesCritical Payroll Deadlines

August 31 Hourly employees submit timesheet for the workweek August 24 through August 30 to their supervisor.

September 1 Hourly employees submit timesheet for August 31 workday to their supervisor.

September 2(By 3:00 PM)

Timekeeper’s last Timesheet Deadline date for Hourly employees; August 16 through August 31 pay period.

Note: Late entries will be processed following fiscal year – September.

Deadline Questions?

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General InformationGeneral Information

Payroll website: http://www.utsa.edu/payroll/ Payroll deadlines Timesheet Deadlines Regulatory changes

Payroll website: http://www.utsa.edu/payroll/ Payroll deadlines Timesheet Deadlines Regulatory changes

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HUMAN RESOURCES

HUMAN RESOURCES

Jennifer Evetts

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Interim ProcessInterim Process

Interim Workflow Solutions (SharePoint) Department Approval (DAF) needs to be attached Any other supporting documents

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TerminationsTerminations End Dates Summer appointments with end dates-automatically

termed Use “Review/Request Job record Change for Employee” Use Action of Termination End by August 31st (action needed by 8/21)

Beware of overpayments Monthly employees (i.e. GRAs, TAs)

Faculty Only term faculty who are truly separating from UTSA

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Fall Hires/RehiresFall Hires/Rehires Faculty

Use the Review/Create Faculty Contract Use Reports to track renewals-now automatic Need approval from Dean and Vice Provost office

Staff Day O.N.E. for benefits eligible Hire/Rehire Form for non-benefits eligible employees

Students Must be enrolled Multiple jobs- Can only work 19 or 20 hours per week Student Assistants need Financial Aid approval

Work study job title no longer needs to change when they run out of funding

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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

Enrollment Requirements

* paid monthly81

New Employees may not begin working until HR approves their SharePoint form

All new employees must complete the Employee Self Service (ESS) Complete I-9 Form (within 3 business days of

Hire date) Will need to bring original documents to HR

Update Personal Information Summary and Current Profile

W4 Direct Deposit-paper form

SharePoint forms due 8/21 for 9/1 start dates

New Employees may not begin working until HR approves their SharePoint form

All new employees must complete the Employee Self Service (ESS) Complete I-9 Form (within 3 business days of

Hire date) Will need to bring original documents to HR

Update Personal Information Summary and Current Profile

W4 Direct Deposit-paper form

SharePoint forms due 8/21 for 9/1 start dates

Important Information

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Processing Dates

Employee Processing Dates www.utsa.edu/hr

Employee Processing Dates www.utsa.edu/hr

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Resources

Human Resources X4648

Personnel Action and Position Processing Classes are on-going

Human Resources X4648

Personnel Action and Position Processing Classes are on-going

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Guidelines for Maximum Vacation Accrual Rates

Guidelines for Maximum Vacation Accrual Rates

There is a maximum number of vacation hours that can be carried from one fiscal year to the next.

Vacation hours exceeding that max are converted to sick leave at the end of each fiscal year; this will occur September 1st.

Maximum number of Vacation hours carried forward can be found at http://utsa.edu/hr/Leave/VacationAccruals.html

There is a maximum number of vacation hours that can be carried from one fiscal year to the next.

Vacation hours exceeding that max are converted to sick leave at the end of each fiscal year; this will occur September 1st.

Maximum number of Vacation hours carried forward can be found at http://utsa.edu/hr/Leave/VacationAccruals.html

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Leave Balance availability through ESS: Balances up to 7/31 are available in ESS between 8/10

and 8/20. Balances up to 8/15/2015 will be updated on 8/21 and

available in ESS between 8/21 and 9/8. (Note: Balances for August 1st- 15th include August accruals.)

Timekeepers and Department Administrators can run the VSL report in PeopleSoft for real-time balances in Absence Management.

Balances are based on time entered in PeopleSoft. Instructions have been distributed to timekeepers and

can be found at http://www.utsa.edu/utshare/News/2014/docs/HowToRunVSLBalancesQuery.pdf

Leave Balance availability through ESS: Balances up to 7/31 are available in ESS between 8/10

and 8/20. Balances up to 8/15/2015 will be updated on 8/21 and

available in ESS between 8/21 and 9/8. (Note: Balances for August 1st- 15th include August accruals.)

Timekeepers and Department Administrators can run the VSL report in PeopleSoft for real-time balances in Absence Management.

Balances are based on time entered in PeopleSoft. Instructions have been distributed to timekeepers and

can be found at http://www.utsa.edu/utshare/News/2014/docs/HowToRunVSLBalancesQuery.pdf

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A report has been sent to VPs of employees whose vacation hours will transfer to sick as of August 31st.

All vacation leave requests should be approved by the employee’s immediate supervisor in advance and before using leave. 

Vacation time over the maximum must be taken no later than August 31st.

A report has been sent to VPs of employees whose vacation hours will transfer to sick as of August 31st.

All vacation leave requests should be approved by the employee’s immediate supervisor in advance and before using leave. 

Vacation time over the maximum must be taken no later than August 31st.

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Please ensure all time and absences are reported in PeopleSoft by Timesheet Deadlines (dates can be located on Payroll Services website): http://utsa.edu/payroll/TimesheetDeadlines.html

For Questions on Vacation Accrual Rates: Contact HR-Leave Management

leaveadmin@utsa.edu

Please ensure all time and absences are reported in PeopleSoft by Timesheet Deadlines (dates can be located on Payroll Services website): http://utsa.edu/payroll/TimesheetDeadlines.html

For Questions on Vacation Accrual Rates: Contact HR-Leave Management

leaveadmin@utsa.edu

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Thank youThank you

We would like to thank everyone for attending and assisting us in having a successful year-end close.

We would like to thank everyone for attending and assisting us in having a successful year-end close.

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