Administrative Support Toolbox Series FINANCIAL PROCESSING November 15, 2011 1.
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Transcript of 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/
6
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:
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
Accounting ServicesAccounting Services
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
Accounting ServicesAccounting Services
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:
15
Accounting ServicesAccounting Services
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
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
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.
Grants & Contracts Grants & Contracts Financial ServicesFinancial Services
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
Grants & Contracts Grants & Contracts Financial ServicesFinancial Services
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
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
Grants & Contracts Grants & Contracts Financial ServicesFinancial Services
Main: 210-458-4225
Fax: 210-458-4222
E-mail: [email protected]
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
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:
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
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
What We Do (cont’d):
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)
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/
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
Budget Planning & Budget Planning & Development Development
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)
Business Affairs -Your Partner for Successful Solutions 43
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 Planning & Budget Planning & Development Development
Budget Transfers
46
Budget Planning & Budget Planning & Development Development
Business Affairs -Your Partner for Successful Solutions 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)
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
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
5454
Management ReportingDEFINE Administrative Systems
Main: 210-458-4556
Fax: 210-458-7434
E-mail:
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
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.
Fiscal ServicesFiscal Services
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:
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
Fiscal ServicesFiscal Services
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:
Inventory DepartmentInventory Department
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:
Inventory DepartmentInventory Department
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
What We Do (cont’d):
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
Inventory DepartmentInventory Department
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
What We Do (cont’d):
Inventory DepartmentInventory Department
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):
Inventory DepartmentInventory Department
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
http://www.utsa.edu/financialaffairs/opguidelines/5.2.html
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
E-mail: [email protected]
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
http://www.utsa.edu/financialaffairs/opguidelines/5.3.html
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
E-mail: [email protected]
Website: www.utsa.edu/surplus/
78
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
80
Purchasing & Purchasing & Distribution Distribution
Services Services DepartmentDepartment
Administrative Support Toolbox Series
Financial Processing
May 2011
81
Business Affairs Business Affairs
AdministrationAdministrationPamela BaconAssociate Vice President for Administration
Purchasing and Distribution Services
82
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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