administrative support toolbox series financial processing november 15, 2011 1

Administrative Administrative Support Toolbox Support Toolbox

SeriesSeries

FINANCIAL

PROCESSING

November 15, 2011

1

Overview of Financial Processing &

Departmental Functions

Agenda

Introductions & Opening Activity

Overview of Organizational Structure

Overview of Financial Processes by Functional Area

2

Compare to your home financesCompare to your home finances

3

HOME UTSASomeone’s in charge AVP FINANCIAL AFFAIRS

Keep track of things, pay debt, contract outside services, manage your travel

CONTROLLER

Keep a budget BUDGET PLANNING & DEVELOPMENT

Create financial reports and analyze them

MANAGEMENT REPORTING & ADMINISTRATIVE SYSTEMS

Deal with the bills, money in and money out

FINANCIAL SERVICES & UNIVERSITY BURSAR

Keep track of everything you own

INVENTORY & SURPLUS

Go shopping! (buy, receive, distribute)

PURCHASING & DISTRIBUTION SERVICES

Activity: 1-2-3-4Activity: 1-2-3-4

11 = One expectation for class

22 = Two questions you have about Financial Processing at UTSA

33 = Three financial processes that you do on the job

44 = (Leave this one blank for now)4

Business Affairs Business Affairs

5

Kerry Kennedy Vice President for Business Affairs

Janet Parker

Associate VP Financial Affairs

Pamela Bacon

Associate VP Administration

http://www.utsa.edu/

bussvc/

Financial AffairsFinancial Affairs

Financial Management Operational Guidelines

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

Financial Affairs Forms and Worksheets

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

Training Course http://MyTraining.utsa.edu

Financial Fundamentals: Overview of Revenue & Funding Sources (AM 570)

7

Helpful Links:

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

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

http://mytraining.utsa.edu/

Financial Affairs Financial Affairs Areas & Responsibilities

Office of the Associate Vice President Oversight of all Financial matters for UTSA

University Wide Budget / University Strategic Resource Planning Council Tuition and Fee Reviews & Proposal Development Financial Assessments Special Projects Website & Policies/Procedures PeopleSoft Financials Project

Controller Accounting Services Capital Project & Debt Service Accounting Grants & Contracts Financial Services Payroll Services Disbursements & Travel Services Procard/Travel Card Administration; effective 12/5/11

8

Financial AffairsFinancial AffairsAreas & ResponsibilitiesAreas & Responsibilities

Management Reporting & Administrative Systems COGNOS Reporting Tool DEFINE Administrative Systems

Budget Planning and Development

Financial Services & University Bursar Fiscal Services Capital Asset Management: Inventory & Surplus Departments

9

Accounting Services

Capital Project & Debt Service Accounting

Grants & Contracts Financial Services

Payroll Services

Disbursements & Travel Services

ProCard/Travel Card Administration; effective 12/5/1110

Lenora C. Chapman, C.P.A.Assistant Vice President, Financial Affairs and University Controller for UTSA

Accounting ServicesAccounting Services

11

MISSION: Provide financial accounting services to the UTSA community & prepare timely & accurate financial reports in accordance with Generally Accepted Accounting Principles (GAAP), Texas State Comptroller, The University of Texas System & various other agencies.

12

Accounting ServicesAccounting ServicesWhat We Do:

Coordinate the monthly & annual close of the accounting records

Prepare monthly & quarterly financial reports Prepare the Annual Financial Report Answer questions on the monthly Statement of Account

(SOA); record corrections as requested; provide training Set up new Budget Groups/subaccounts & manage the

Chart of Accounts Officially record various entries to the financial accounting

system

12

13


13

What We Do (cont’d):

Financial report preparation as required by the State and other agencies:

Survey of Voluntary Supportive Education (CAE) Sources & Uses Report

All reports are prepared in accordance with:

Generally Accepted Accounting Principles

Texas State Comptroller’s guidelines

The University of Texas System & other agencies as applicable

14


Training Course utsa.edu/hr/training Understanding the Statement of Accounts

(AM 506)

Forms and Worksheets

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

Helpful Links:

http://utsa.edu/hr/training




15


Main: 210-458-4212

Fax: 210-458-4222

E-mail: [email protected]

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

15

How to Contact Us:

Visit the following site to obtain current contact information for Accounting Services staff:

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

mailto:[email protected]


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

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

16

Capital Project & Capital Project & Debt Service AccountingDebt Service Accounting

What We Do:

Oversee the accounting of major capital improvement programs and institutionally managed capital projects (Plant Funds)

Manage debt and debt service; allocate debt to internal accounts responsible for payment

Prepare financial ratios to evaluate financial condition of university

Special projects

16

17

Capital Project & Capital Project & Debt Service AccountingDebt Service Accounting

17

Helpful Links: Guidelines

Section 5A – Financial Management of Capital Assets

http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.html Section 5A – Capital Projects (Budget Group 36-9XXX-XX)

Procedures

http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.1.html Section 5A – Institutionally Managed Capital Projects (Budget

Group 36-6XXX-XX and 36-8XXX-XX) Procedures)

http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.2.html

http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.html



Grants & Contracts Grants & Contracts Financial ServicesFinancial Services

18

MISSION: Assist in the financial management of sponsored programs by promoting cost accounting practices and consistency in the recording and reporting of financial data.


What We Do:

Ensure UTSA is promptly and accurately reimbursed for restricted sponsored program expenditures: 26-accounts

Submit accurate financial reports to funding agencies by the established deadlines to assure:

Renewal of awards by funding agencies

Funds are able to be collected (mitigate bad debt liability)

Review costing practices for research and institutional service centers to ensure compliance with cost accounting standards.

19


What We Do (cont’d): Ensure compliance with OMB Circular A-21

http://www.whitehouse.gov/omb/rewrite/circulars/a021/a021.html

(Cost Principles for Educational Institutions) which require: Consistency in estimating, recording & reporting costs. Consistency in allocating costs incurred for the same

purpose. Accounting for unallowable costs. Development & updates of the Cost Disclosure Statement

(DS-2) as required by the Cost Accounting Standards Board. DS-2 must be completed by all institutions receiving

$25M or more in federally sponsored programs.

20

http://www.whitehouse.gov/omb/rewrite/circulars/a021/a021.html

Grants & Contracts Financial ServicesGrants & Contracts Financial Services

21

Helpful Links:

Forms and Worksheets http://www.utsa.edu/financialaffairs/grants/forms.cfm

Guidelines Section 6A - Grants and Contracts Accounting Practices Section 6B - Establishment and Financial Management of

Authorized Service Centers and Specialized Service Facilities http://www.utsa.edu/financialaffairs/opguidelines/2.7.2.html

Section 6C - Accounting for Cost Sharing http://www.utsa.edu/financialaffairs/opguidelines/2.7.4.html

Section 6D - Cost Accounting Standards http://www.utsa.edu/financialaffairs/opguidelines/2.7.5.html

http://www.utsa.edu/financialaffairs/grants/forms.cfm





Main: 210-458-4225

Fax: 210-458-4222


Website: www.utsa.edu/grants/

22

How to Contact Us:

If you’d like to contact a staff member, see the Grants and Contracts Financial Services staff webpage at:http://www.utsa.edu/grants/staff.htm


http://www.utsa.edu/grants/

http://www.utsa.edu/grants/staff.htm

23

Payroll ServicesPayroll Services

23

MISSION: Provide accurate and quality payroll operations and customer service to our client departments and individuals.

24

Payroll Services ResponsibilitiesPayroll Services Responsibilities What We Do: Produce and distribute payroll checks

Process emergency checks for eligible employees Tax withholding, reporting and compliance

W-2s, Wage & Tax Statements Garnishments & Withholding Orders

Foreign national taxation (non-resident alien taxation) Form 1042-S, Foreign Person's U.S. Source Income

Subject to Withholding Retiree Benefit Billing Management Services Relocation Reimbursements

24

Payroll ServicesPayroll Services

Related Forms and Worksheets

http://www.utsa.edu/payroll/forms.cfm Payroll Online Services

http://www.utsa.edu/payroll/onlineservices.html Online Earning Statements & W-2’s Start/Change Direct Deposit Change W-4, modify income tax withholding Change home address

25

Helpful Links:

http://www.utsa.edu/payroll/forms.cfm

http://www.utsa.edu/payroll/onlineservices.html

26

Payroll Services Payroll Services

26

How to Contact Us:

Main: 210-458-4280 Fax: 210-458-4236

E-mail: [email protected] Website: www.utsa.edu/payroll

Staff:

Name Title Extension

Javier Martinez Director PeopleSoft

Operation Section

Christine Bodily Payroll Supervisor 4283

Elizabeth Ortiz Payroll Specialist II 6221

Lori Contreras Payroll Specialist I 4280

Lisa Bartee Payroll Accountant 4282

Payroll Benefit Section

Patty Titus Sr Payroll Accountant 4281

Rosa Casas Payroll Accountant 4713


http://www.utsa.edu/payroll

Disbursements Disbursements & &

Travel ServicesTravel Services

27

Disbursements & Travel Disbursements & Travel ResponsibilitiesResponsibilities

Timely payment of invoices of goods and services purchased by UTSA via purchase order or Pro-Card or Travel Cards In accordance with state laws, UTSA Financial Management

Operational Guidelines and best business practices

Process travel expense reimbursements Communicate travel related policies to the UTSA community

Inter-departmental transfers (IDTs) Monthly internal billing charges for mail, phones, work

performed by facility services, general stores purchases, etc.

28

What We Do:

Disbursements & Travel Disbursements & Travel ResponsibilitiesResponsibilities

Approve reimbursement requests To pay for goods/services that do not typically require a

purchase order be processed in advance of the commitment, such as memberships, publications, registration fees, etc.

Administer Official Occasions (food/entertainment) reimbursements; process requires completion of a Business Expense Form (BEF) to comply with IRS requirements

29


Disbursements & Travel ServicesDisbursements & Travel Services

30

Helpful Links: Related Forms and Worksheets

http://www.utsa.edu/financialaffairs/forms Related Guidelines

Section 7A – Texas Prompt Pay Law

http://www.utsa.edu/financialaffairs/opguidelines/2.6.1.html Section 7D -Business-related Hospitality and Entertainment Expenditures

http://www.utsa.edu/financialaffairs/opguidelines/2.6.4.html Section 9B – Travel Advances

http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html Section 9C - Travel Cards

http://www.utsa.edu/financialaffairs/opguidelines/0111.html Section 9D – Travel Reimbursement

http://www.utsa.edu/financialaffairs/opguidelines/0109.html

Related Training Courses www.utsa.edu/hr/training Electronic Travel Process (DE 665) VP2 – Local Funds Voucher (DE 658) Business-Related Hospitality & Entertainment (AM 553) Travel Card Informational Session (AM 558)

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






http://www.utsa.edu/hr/training

Disbursements & Travel Services Disbursements & Travel Services Contact InformationContact Information

How to Contact Us:

31

Disbursements and Travel ServicesPhone: 210-458-4213Fax: 210-458-4829

NEW LOCATION: 5723 University Heights Blvd. Bldg 500, Ste. 1.216

For a staff contact list, including a list of duties performed, see the DTS Duties List athttp://www.utsa.edu/financialaffairs/dts/contact.html#duties

E-mail: [email protected]: http://www.utsa.edu/financialaffairs/dts/

http://www.utsa.edu/financialaffairs/dts/contact.html#duties


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

PeopleSoft Implementation Project Update for FMS (Financial Management System)

UTShare - 8 campuses working together to implement PeopleSoft FMS and HCM (Human Capital Management) for transition from DEFINE (UTSA, UTEP, UTA, UTPB, UTD, UTT, and UT System) and UT Brownsville legacy system.

PeopleSoft Implementation Project Update for FMS (Financial Management System)

Financial project team status: Completed 17 weeks of meeting sessions this

past summer to determine UT campuses’ business rules/requirements for UTShare FMS and HCM system

Financial Functional Committees, comprised of one representative from each UTShare campus, are meeting weekly to configure and document the system, develop business process guides and the Financial prototype for each major FMS module

Data Conversion team is working on mapping data definitions from DEFINE

PeopleSoft Modules Financial General Ledger/Chart of Accounts/Commitment

Control Budgeting / HR Integration for Salary Encumbrances Accounts Payable Travel & Expenses Purchasing/Receiving/Eprocurement Asset Management Grants/Contracts/Projects Accounts Receivable/Billing

PeopleSoft Modules Human Capital Management Human Resources – Campus Community,

Administer Workforce, Position Management Payroll Benefits Administration Absence Management Time & Labor Portal – Employee Self Service

The House of DEFINE

The House of PeopleSoft

System System ChangeChange

Major Differences Between the Major Differences Between the SystemsSystems

DEFINE PeopleSoft• Mature, established processes• Highly customized• Fixed, not easy to change• Powerful• Does most of the processing• Limited reporting• Paper intensive• Departments comfortable using

due to long-term use

• New processes – early stages• Reduced automated functionality• Configurable• Powerful• Places processing at administrator’s control - no automatic processing

• Requires more analytical and critical thinking skills to use

• Expanded reporting capabilities• Fully web enabled• More advanced system features/tools

Break Break Time!Time!

39

If time after the break, let’s do a

quick recap using the

Alphabet Ball

Mary Simon, C.P.A.Mary Simon, C.P.A.

Senior Director

Budget Planning & Development

40

41

Office of Budget Office of Budget Planning & DevelopmentPlanning & Development

Business Affairs -Your Partner for Successful Solutions 41

MISSION: Support UTSA’s strategic initiatives through sound budget analysis and allocation practices that assist executive management decision-making and planning processes. We work with all campus departments to guide the annual budgetary process, achieve process improvements, create transparency, and develop innovative solutions. Our team-oriented and professional services anticipate customers’ needs, provide appropriate guidance, and produce accurate and timely information.

42

Budget Planning & Budget Planning & Development Development

Develop the annual university budget by identifying resources and requirements Project tuition and fee revenues Project benefit budget requirements Approve departmental Budget Documents (BUD) Submit the annual Operating Budget to the UT System /

Board of Regents

Post the initial budget and monitor all changes including Request for Budget Changes (RBCs) Budget vs. actual for fiscal accountability Budget transfers: permanent & one time (temporary)

Implement fiscal year-end lapse policyBusiness Affairs -Your Partner for Successful Solutions

42

What We Do:

43


Facilitate salary changes for the merit, equity and faculty retention/tenure & promotion processes

Monitor HRMS Default Accounts 16 Default accounts were established in Nov. 2009 to cover

employee assignments to accounts with insufficient funding. Should be used as a last resort option at payroll processing time

for monthly salaried employees. Default Account Owners must clear entries reported in default

accounts in a timely manner. Submit various required reports Full Time Equivalent Employees (Qtrly to State) Fiscal Notes – during the legislative session Legislative Appropriations Request (before each biennium) Misc. Salary data Fees, fines & forfeitures (fee balances at year end)


What We Do:

Funding Sources of UTSA Funding Sources of UTSA Operating BudgetOperating Budget

State Appropriations: Formula Funding, Special Items, Benefit Cost Sharing (General Revenue)

THECB Transfers: TX Grant, Work-study, etc.

Statutory Tuition, Certain Fees (General Revenue-Dedicated)

Designated Tuition & Fees Indirect Cost Recovery

Facilities & Administrative Overhead Auxiliary Enterprise Funds

Housing, Parking, Athletics, Bookstore, University Center, Food Services

Restricted FundsGifts, Financial Aid & Grants/Contracts

44

State Funds 14-AccountsAlso referred to as E&G: Educational

& General budgets

Designated Funds19-Accounts Also referred to as Local funds

29-AccountsMust be 100% Self-Support;

no subsidies from other funds

26-Grants & Contracts Financial Aid30-Gifts

45

VT1 – transfers between E&G: 14 accounts are initiated by the department and final approved by Budget Office.

VT2 – transfers between other fund groups are initiated by the department and final approved by Budget Office. Must be within the same fund group.

Transfers between funds – e.g. 14 to 19 accounts are referred to as “inter-fund” transfers and must be requested via email to [email protected]

Business Affairs -Your Partner for Successful Solutions

45


Budget Transfers

46



Helpful Links:

Forms and Worksheets http://www.utsa.edu/financialaffairs/Budget/forms.cfm

Guidelines 3.3-Financial Aid Set Asides

http://www.utsa.edu/financialaffairs/opguidelines/3.3.html 3.4.1 – Budget Approvals for Assignments – HRMS Default Account

Maintenancehttp://www.utsa.edu/financialaffairs/opguidelines/3.4.1.html

Training Courses http://MyTraining.utsa.edu BUD (Budget Update Document) Overview and Preparation

(AM 565) BUD (Budget Update Document) Hands-On Workshop

(AM 566)

http://www.utsa.edu/financialaffairs/Budget/forms.cfm

http://www.utsa.edu/financialaffairs/opguidelines/3.3.html


http://mytraining.utsa.edu/

47

Budget Planning & Budget Planning & DevelopmentDevelopment

University Heights, Bldg IV, Suite 600

Email us at [email protected]

Website: www.utsa.edu/financialaffairs/budget

Business Affairs -Your Partner for Successful Solutions

47

How to Contact Us:

If you’d like to contact a staff member, see the Budget Planning & Development staff webpage athttp://www.utsa.edu/financialaffairs/Budget/contact.html


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

http://www.utsa.edu/financialaffairs/Budget/contact.html

Unfilled PositionUnfilled Position

48

Management Reporting & Administrative Systems

COGNOS Reporting Tool

DEFINE Administrative Systems

Senior Director, Management Reporting & Administrative Systems

49

Management Reporting Management Reporting &&

Administrative SystemsAdministrative Systems

49

MISSION: Provide the UTSA community with timely and accurate on demand access to accurate and up to date financial transactional data services and reports with related information for UTSA customers using the DEFINE system and IBM Cognos ® Business Intelligence reporting tools.

5050

Management ReportingManagement Reporting

What We Do: Provide financial reporting utilizing the IBM Cognos

Business Intelligence reporting tool. Reports are delivered:

Report formats & features: Excel, PDF, HTML (Scheduled) via email

5151

DEFINE DEFINE DeDepartmental partmental FFinancial inancial IInformation nformation NeNetworktwork

The financial transactional information system provided by UT Austin. We use the proprietary system developed by UT Austin. Includes UT Direct web-based access to DEFINE data & processing.

DEFINE Financial system processing areas:

5252

DEFINEDEFINE

Security Access Granted to employees within a department based on the business needs and

usage of DEFINE data Authorized by department administrator Maintained while users are employed within department Requests must be submitted on approved forms

Removal of Access Employee who terminates employment Employee who transfers to another UTSA department

Access is removed from the old department and reauthorized as required by the new department

DEFINE Forms and Worksheets

http://www.utsa.edu/financialaffairs/mras/defineadmin/forms.cfm

DEFINE Training Course www.utsa.edu/hr/Training/ Introduction to DEFINE (DE 650)*

*Prerequisite: Activate Your EID – For All Employees (AM 540)

NOTE: EID Activation is now done at Day O.N.E. Orientation for new staff & A&P employees

53

Helpful Links:

Management Reporting and DEFINE Administrative Systems



http://www.utsa.edu/hr/Training/

5454

Management ReportingDEFINE Administrative Systems

Main: 210-458-4556

Fax: 210-458-7434

E-mail:

[email protected]


Website: www.utsa.edu/financialaffairs/mras/

Website: www.utsa.edu/financialaffairs/mras/defineadmin/

If you’d like to contact a staff member, refer to the website:

http://www.utsa.edu/financialaffairs/mras/contact.html

http://www.utsa.edu/financialaffairs/mras/defineadmin/contact.html

Management Reporting &DEFINE Administrative Systems

Located at University Heights, Bldg IV, Suite 600



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

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

http://www.utsa.edu/financialaffairs/mras/defineadmin/

http://www.utsa.edu/financialaffairs/mras/defineadmin/





55

Financial Services & University Bursar

Fiscal Services

Capital Asset Management: Inventory & Surplus Departments

Gary Lott, C.P.ADirector of Financial Services and University Bursar

56

Fiscal ServicesFiscal Services

MISSION: Provide accurate billing of all student related charges, the professional collection and processing of payments, issuance of refunds and deposits of funds in a timely manner for the entire UTSA community.


Tuition & fee payments http://www.utsa.edu/fiscalservices/tuition.htm

Exemptionshttp://www.utsa.edu/infoguide/ch3.html#etfc

Student Refundshttp://www.utsa.edu/fiscalservices/refunds.html

Adding money to UTSA Card Application for admissions Foreign health insurance Library and parking fine payments Parking permit payments

57

Services Provided to Students:

http://www.utsa.edu/fiscalservices/tuition.htm

Fiscal ServicesFiscal Services Services Provided to Students:

Student 3rd Party Sponsorship Billing VA Chapter 33 coordination and payment

posting Collection of Housing Deposits and Rent

Payments Processing and collection of Returned Check

payments Collections of Delinquent Payments and

coordination with Collection Agencies

58


Faculty/Staff Departmental deposits

http://www.utsa.edu/fiscalservices/DepartmentDeposits.htm

Reimbursement for petty cash

http://www.utsa.edu/fiscalservices/pettyCash.htm

Reimbursement for money lost in vending machines

Cash handling policy & training – Section 11, Cash and Investments

http://utsa.edu/financialaffairs/opguidelines/#section11

59

Services Provided to Departments:

Fiscal Services Fiscal Services

Forms and Worksheets

http://www.utsa.edu/fiscalservices/forms.cfm Guidelines

Cash Handling and Management http://www.utsa.edu/financialaffairs/opguidelines/4.1.html

Processing Cash Payments

http://www.utsa.edu/financialaffairs/opguidelines/4.1.1.html Training Course http://MyTraining.utsa.edu

Cash Handling 101 (AM 560)

60

Helpful Links:

61

Fiscal Services Fiscal Services

61

How to Contact Us:

Phone: 210-458-8000 Locations:

Main Campus: JPL 1.03.06 Downtown Campus: Frio Street Building

1.508 Email: [email protected] Website: http://www.utsa.edu/fiscalservices

62

Fiscal Services StaffFiscal Services Staff

62

Name Title Phone

Supervisory Staff:

Stacie Garza Associate Bursar Collections –Main Bldg

7959

Deborah Riley Associate Bursar – Downtown 2827

Christopher Valles Associate Bursar – JPL 4293

Blanca Garcia Lead Collections Specialist –Main Bldg

6732

Shyam (Sam) Suwal Assistant Bursar - JPL 7246

Operational Staff:

Randy Bermea Fiscal Account Specialist – JPL 7194

Alka Bhavsar Account Technician - DTC 2826

Rene Cortez Collections Specialist – JPL 4297

Rebecca Galvan Fiscal Account Specialist – DTC

2823

63

Fiscal Services Staff (cont’d)Fiscal Services Staff (cont’d)

63

Name Title Phone

Ruth James Fiscal Account Specialist-DTC 2824

Danny Knight Fiscal Account Specialist-JPL 7194

Isabelle Lewis Fiscal Account Specialist-JPL 7198

Dan Rushton Collections Specialist-Main Bldg

4217

Peggy Lasater Fiscal Account Specialist-JPL 7195

Julia Poo Third-Party Coordinator-DTC 2825

Mary Ann Shaughnessy

Account Technician-JPL 4295

64

Capital Asset Capital Asset Management:Management:

Inventory & Surplus Inventory & Surplus MISSION: Adhere to state laws, university rules and regulations by assuring100% asset accountability for all Capital and Controlled assets bought, transferred, or donated to UTSA departments.

Inventory DepartmentInventory Department

Administer & comply with State of Texas Property Accounting requirements for tracking university

assets according: https://fmx.cpa.state.tx.us/fmx/pubs/spaproc/index.php

ASTM standard for the acceptable ratio for an agency's lost, damaged or destroyed (LDD) for non-high-risk assets has changed from 2% to 1%. Our job is to mitigate that loss by working closely with

departments!65

What We Do:


Maintain inventory data. Assign and affix barcode numbers to allow tracking of university

owned assets (equipment). Update inventory data to match departmental records. Record, track, reconcile and report annual inventory results.

Train Inventory Contact Person (ICP’s) http://www.utsa.edu/inventory/training.htm ICP’s are appointed by the Department/Division Head.

Maintain department inventory records. Verify departmental assets are returned. Our partners to mitigate losses and or report stolen/lost

equipment in a timely manner.66

What We Do:


Items to be on the official inventory are either capital assets or controlled items required by the state to be tracked and reported. Capital assets are real or personal property that have an

estimated life of greater than one year with a total landed cost of $5,000 or greater.

A controlled item is a capital asset that has a value less than the capitalization threshold established for that asset type, however due to its high-risk nature, is required to be reported although not in the annual financial report.

The controlled assets list can be found online at: https://fmx.cpa.state.tx.us/fmx/spa/classcodes/control.php

67


Controlled & Capital Assets Controlled & Capital Assets

68

“Controlled” Equipment Assets

Over $500 Video Recorder; Camcorders Printers Computers

Desktop Laptop

Televisions VCR/DVD Projectors Stereo Systems Computers Cameras

“Capital” Equipment

Any Asset Over $5000 Office Equipment Vehicles Furniture Computer Equipment Scientific Equipment Telecommunications Equipment Educational Equipment


Review Purchase Orders and Receiving Reports to identify when items required to be inventoried are received.

A capital/controlled asset is delivered to the customer.

Inventory schedules a visit to barcode the asset in the

department.

The barcode is affixed; serial number, location and

unit code are recorded in DEFINE.

69



Notify Central Receiving when an asset is received.

Coordinate equipment tagging with Inventory staff and the ICP. Inform the ICP when equipment is transferred and complete required

documentation.

Require each affected employee completes a Removal of Equipment form when taking university controlled property off-campus. http://www.utsa.edu/inventory/removal_of_state_property.htm UTSA faculty and staff may be personally liable for the replacement

cost of equipment lost or stolen due to employee negligence.

Do not leave laptops in your car unless secured in a locked trunk!

70

How Departments Help Us:

The Inventory DepartmentThe Inventory Department

Do not purchase capital or controlled assets using the Procard. Violations will be reported!

Safeguard assets in work areas. Identify and report equipment you no longer use –

e.g. surplus property.

71

How Departments Help Us (cont’d):


Forms and Worksheetshttp://www.utsa.edu/inventory/forms.cfm

Guidelines 5.1 Capital Asset Property Accounting

http://www.utsa.edu/financialaffairs/opguidelines/5.1.html 5.2 Administration and Management of Capital Assets &

Controlled Property


Training Courses www.utsa.edu/hr/Training/

Inventory: Palm/Scanner Usage Class (DE 675) Inventory: Palm/Scanner Usage Refresher Class

(DE676)

72

Helpful Links:

Inventory Department Inventory Department

Main: 210-458-4844

Fax: 210-458-4845


Website: www.utsa.edu/inventory/

73

How to Contact Us:

If you’d like to contact a staff member, see the Inventory Department staff webpage at:http://www.utsa.edu/inventory/contact%20us.htm

Team InventoryTeam Inventory

Front row from left to right: Mayra Espinoza, Olinda Ongay, JJ Chavez Back row from left to right: Cassandra Porter, Frank Bates, James Sumner

74

Surplus Property Surplus Property DepartmentDepartment

75

UTSA

SURPLUS

MISSION: Committed to provide the very best of service possible to our highly valued customers. We maintain an effective and fair system of surplus property control by complying with university, state and federal regulations.

Surplus Property DepartmentSurplus Property Department

76

What We Do: Collect, process and redistribute university property

that is no longer being used by a department.

Surplus property can be:• Reassigned to another UTSA department • Donated to state funded schools• Sold at auction• Disposed of in accordance with state guidelines, e.g. salvaged/cannibalized for parts

Surplus Property DepartmentSurplus Property Department

Forms and Worksheetshttp://www.utsa.edu/surplus/forms.cfm

Guidelines 5.3 Surplus Property


Surplus Property Request

http://www.utsa.edu/surplus/requests.htm Used by departments searching for furniture or equipment.

UTSA Surplus On-Line Auctions

http://www.utsa.edu/surplus/auction.htm

77

Helpful Links:

Surplus Property Department Surplus Property Department

Main: 210-458-6272

Fax: 210-458-5114


Website: www.utsa.edu/surplus/

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How to Contact Us:

If you’d like to contact a staff member, see the Surplus Property Department staff webpage at:http://www.utsa.edu/surplus/aboutus.htm

Team SurplusTeam Surplus

Ed Minter Frank Balderas Reyna Zuzak

Angel Garza Pete Vazquez John Avalos79

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Purchasing & Purchasing & Distribution Distribution

Services Services DepartmentDepartment

Administrative Support Toolbox Series

Financial Processing

May 2011

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Business Affairs Business Affairs

AdministrationAdministrationPamela BaconAssociate Vice President for Administration

Purchasing and Distribution Services

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Organizational StructureOrganizational Structure

Purchasing HUB ContractsCentral

ReceivingMail Services

Main Campus

Mail ServicesDowntown Campus

General Store

Mail ServicesHemisphere

Park Campus

Procard Records Retention

Storage Facility

Business Affairs

Purchasing and Distribution Services Department

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What We Do:

The Purchasing and Distribution Services Department provides services to the University. These services include:

Purchasing of Goods & ServicesContracting Central Receiving Pro Card ComplianceHUB PromotionMail Services (1604 and Downtown) General Stores Records Retention Storage

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Authorization LevelsAuthorization LevelsDollar Range Procedure

$0.01

to

$5,000.00

Authorized limit for department buyers. Bids not required.(PBOs) Small dollar purchase orders can be created and distributed by Department Buyers.TXClass monthly training is available.

$5,000.01

to

$25,000.00

Departments are not authorized to complete orders exceeding $5000(PB4) Electronic Purchase Requests must be submitted to Purchasing. Purchasing must solicit a minimum of three informal quotes with at least two from certified HUB vendors.

$25,000.01 +

Purchasing must issue formal competitive sealed bids from a minimum of three sources, of which

two must be certified HUB vendors.All Purchase Orders over $5000 are

created and dispersed by Purchasing.

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Point PlusPoint Plus Web-based purchasing system utilized to create

purchase orders and purchase requests. Track orders from start to finish by utilizing UTDirect with

your EID Find information about commodities and vendors who sell

what you need. View information about delivery of items. TXClass Monthly training available.

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Procurement MethodsProcurement MethodsRequest for Quote

(RFQ)

($25,000 or under)

Informal request for quotes from multiple companies for specifically defined goods or services.

Invitation to Bid (ITB)

(Over $25,000)

A formal written solicitation (including all terms, conditions, specifications, and an established bid opening time) to secure specified goods or services. The bid responses are not open to negotiation. Awards are made and evaluated primarily on price. Correct use of an Invitations to Bid constitutes full and open competition.

Request for Proposal (RFP)

Utilized to request certain specific deliverables (typically services) when the specifications or service requirements cannot be completely defined. A predetermined evaluation criteria and an evaluation team are utilized to select the awarded vendor. An RFP allows negotiation of responses, provided that the negotiations are structured appropriately (Purchasing will lead & facilitate any negotiations).

Best Value Bid

Same as an ITB, except additional criteria are utilized to select the awarded vendor. This criteria can include information such as vendor qualifications, references, and certain quality components of the product or service. The bid responses are not open to negotiation.

Cooperative Contracts

Contracts developed by other governmental entities that

allow UTSA to use. (Value comparisons should be

conducted between various contract options.)

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Purchasing StaffPurchasing Staff

Paul Duke, CTPMBuyer IIIExt 4064

Yvette Medina, CTPMBuyer II Ext 4974

Julie Gohlke, CTPMBuyer IIExt 5076

Buyers are assigned by Departments

http://www.utsa.edu/purchasing/forms/buyerlist.pdf

Lane Brinson, C.P.M.Assistant Director of Purchasing Ext 4066

Juan Macias, CTPBuyer IIExt 4062

Richard Garnica Jr., Buyer IIExt 5077

Vacant, Buyer II

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HUB: Historic Underutilized HUB: Historic Underutilized BusinessBusiness

Businesses certified by the State of Texas that are at least 51% owned by either a minority or a woman.

IRENE MALDONADOHUB PROGRAM MANAGER EXT [email protected]

Training class: Purchasing From HUB Vendors AM 554

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HUB MissionHUB Mission

The University of Texas Historically Underutilized Business (HUB) initiative is to encourage and assist participating by such businesses in University contracting and purchasing. It is the policy of UTSA to maximize opportunities for HUBs. UTSA is committed to increasing the number and value of purchases

with HUBs, and to encourage and assist HUBs participating in the purchasing process.

FISCAL YEAR 2011 SEMI-ANNUAL HUB REPORT

UTSA Ranked number 20 in the Top State Agencies Spending More than $5 MILLION with 25.58% of UTSADollars spent with HUBs

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ProcardProcard Innovative program that allows direct

purchase of goods and services up to $5,000.00 (total) using a Procurement Card

Purchase non restricted items directly from the vendor without a purchase order

Review Procard website for list of ‘restricted’ items

Attend training prior to receiving a Procard Procard Compliance Guidelines

http:www.utsa.edu/pds/Procard/

Anne JacksonProcard Specialist

Ext 4059

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When Using the When Using the ProcardProcard Department places order

Contact vendor directly Provide billing instructions Provide shipping instructions Purchases can be delivered directly to department

If received through CRW: Ensure appropriate delivery information will be included with

delivery packet.

Department must : Ensure accuracy of receipt Sales tax is not charged Maintain appropriate documents Ensure adherence to guidelines

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Contracts OfficeContracts Office The Contracts Office is responsible for facilitating the

execution of the University’s business service contracts. (Other than POs)

A contract is an agreement between two parties that: creates an obligation to perform (or not perform) a

particular duty; and Includes mutual compensation (compensation does not

need to be monetary)

The title is irrelevant. If it includes the elements of a contract, it is a contract.

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Contracts OfficeContracts Office The Contracts Office is responsible for facilitating the execution of the

University’s business service contracts. (Other than POs)

A contract is an agreement between two parties that: creates an obligation to perform (or not perform) a particular duty; and Includes mutual compensation (compensation does not need to be monetary)

The title is irrelevant. If it includes the elements of a contract, it is a contract.

Richard “Rancher” Wollney, Jr., J.D.Senior Contracts Specialist

Ext. 4069

Jennifer SalyersContracts Specialist I

Ext. 4975

Peggy MetzgerContracts Specialist II

Ext. 4899

Types of Business ContractsTypes of Business Contracts Affiliation and Program

Agreements Athletic-Specific, or

Student-Specific Contracts (non- procurement in nature).

Interagency Agreements & Inter-local Agreements

International Program Agreements

Museum and Exhibit Agreements

Procurement Contracts; Vendor Services

Service Agreements with individuals (those not formally organized as a business)

Speaker/Participant Agreements

University-Provided Services

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Contract RoutingContract Routing Generally, the Contracts Office receives

Agreements from the following two areas:

Purchasing Office: Procurement Contracts require prior submission to the Purchasing Office.

AVPA &VPBA: All other service agreements are typically routed first through the AVPA. (AVPA determines if review by the Contracts Office is required)

Sponsored Program Agreements & other Research-specific contracts route to OSP and do not involve the Contracts Office.

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Authority to Sign ContractsAuthority to Sign Contracts Only an individual with a written delegation of

authority from the President may execute and deliver business contracts on behalf of the University. These individuals currently are:

Kerry Kennedy, VPBAPamela Bacon, AVPA Janet Parker, AVPFA

A University contract without an authorized signature may be invalid and unenforceable.

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Central ReceivingCentral Receiving

Central Receiving Warehouse

West Campus

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Central Receiving StaffCentral Receiving Staff

Back Row: Ben, Ed, Chris, Lee and Marvin

Front Row: Sonny, Carlos, and Sarah

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http://www.utsa.edu/pds.crw/[email protected]

Central Receiving StaffCentral Receiving StaffMarvin Gallo, Warehouse Manager

Benjamin Moran, Assistant Warehouse Manager

Edward Garza, Receiving Supervisor

Sarah Arredondo, Administrative Assistant

Chris Breeding, Warehouse Worker II

Eustaquio “Sonny” DeLeon, Warehouse Worker II

Carlos Garcia, Warehouse Worker II

Lee Lopez, Warehouse Worker II

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Central Central ReceivingReceiving

Receives items & initiates the Receiving Report (PD1) in DEFINE.

With limited exceptions, all payments require completion of a Receiving Report

If the purchased item is delivered directly to the Department, send an email to [email protected] within 3 business days and include the following information:

Order is completed or partially completed

Items received & Date received

Name of person signing for items

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Central Central ReceivingReceiving

To check on delivery of non purchase order items: Call the vendor and get a tracking number Go the Central Receiving website for a list of

carrier websites http://www.utsa.edu/pds/crw/carriers.cfm You can track your item and determine its location in

the delivery process For additional information go to PDS FAQ

http://www.utsa.edu/pds/crw/faq.cfm

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PBO/PB4 Point Plus With Purchasing Rules and Regulations

•DE 678 Procard Compliance Training

•AM 535Procard Refresher Training

•AM 537Purchasing From HUB Vendors

•AM 554University Contracts: Processes & Procedures

•AM 541Purchasing From HUB Vendors

•AM 554

Training Classes in Training Classes in MyTrainingMyTraining

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Helpful Links:

•Purchasing & Distribution Services http://www.utsa.edu/pds/

•ProCard Restrictions http://www.utsa.edu/pds/procard/restrictions.cfm

•Contracts Officehttp://www.utsa.edu/purchasing/contracts/

•Central Receiving Warehousehttp://www.utsa.edu/pds/crw/

•Purchasing Office http://www.utsa.edu/purchasing/

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Your partner for successful Your partner for successful solutions!solutions!

The Purchasing & Distribution Services

Department

http://www.utsa.edu/pds/

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Purchasing & Distribution Purchasing & Distribution Services DepartmentServices Department

Main: 210-458-4060

Fax: 210-458-4061

Website: www.utsa.edu/pds

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How to Contact Us:

#4 on your card:

4 important TAKE-AWAYS

from today’s class

Share with a partner

Review & ClosingReview & Closing

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Next Administrative Support Toolbox classes!

Mark your calendar!

Communications (SD238)

June 23rdJune 23rd

Supervision (SD241)

July 28thJuly 28th

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