Bussiness Process Manual

BUSINESS PROCESS MANUAL ~

Financial Services departments: http://admin.utep.edu/Default.aspx?tabid=7918

The information in this manual provides a general overview of administrative procedures. Specific inquiries should be directed to the appropriate

departments provided to you inside this manual.

Thank you,

The University of Texas at El Paso Financial Services Staff

TABLE OF CONTENTS

1

Numbers to Remember . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Recruitment and Direct Hire Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Direct Hire Process for Non-Benefit Eligible . . . . . . . . . . . . . . . . . . . . . . . 8

Hiring Contracted Services…….. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Emergency Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Vacation/Sick Leave . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Purchasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Travel Authorizations and Reimbursements . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Deposits & Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Records Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Account Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Workshops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

BIS DEFINE Glossary . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

2

NUMBERS TO REMEMBER

Financial Services Accounts Payable 5163 Budget Office 5109 General Accounting Services 7137 Payroll 5806 Special Projects Accounting 5171

Human Resource Services 5202

Purchasing Office 5601

3

RECRUITMENT AND DIRECT HIRE PROCESSES

KEY POINTS BEFORE INITIATING PROCESSES:

• Review Employee Classification under the Handbook of Operating Procedures (HOP).

• Define the job criteria clearly before the job requisition is initialized.

• Ensure that all the necessary approvals are in place for the position.

• Confirm account number included on the requisition corresponds to position’s budget line and item number (ensure that the account number is correct and that it has not been transposed).

• Validate job codes, job titles, and associated pay rates with the Job Code System.

• The Human Resources Department can assist in developing new job titles/codes if necessary.

• Designate an administrator in your department for RPM so training can be provided. For RPM training, please contact and schedule with your respective HR Representative.

• Failure to notify Human Resources of candidate selected prior to extending a verbal offer invalidates the offer.

• All applicants must apply online for positions recruited through RPM. • For student employment, review the Student Support Policy and Student Employment

Chart in the University Pay Plan.

Employment Categories Administrative & Professional Staff (A/P) – rates are designated as per departmental budget Classified Staff – consult the Classified Pay Plan for rates Faculty – rates are determined by the Office of the Provost Student Titles – consult the Student Support and/or Student Employment under the University Pay Plan for eligibility requirements. Casual Labor – This job title is to be used for jobs that are to be performed for a short and specific period. It is to be used for persons who do not require an appointment and are paid on a time sheet. This is a non-benefit status position.

4

RECRUITMENT PROCESS Classified and Administrative & Professional Positions

1. All benefits eligible, Classified and Administrative & Professional (A&P) positions are

required to be advertised in our online Recruitment and Position Manager (RPM) system through UT Direct.

2. Hiring Official must review job description to ensure position remains accurately titled. If not accurately titled, contact respective HR Representative for assistance in initiating a position audit. If position remains accurately titled, finalized job description must be used for Recruitment Process.

3. The Requisition Steps begin (see flow chart next page). 4. Once the position is posted, either the Hiring Official and/or respective HR

Representative will begin screening the online resumes via the Recruitment Summary (ER3).

5. The Screening and Selection Steps begin (see flow chart next page). 6. The Hiring Official and/or respective HR Representative may close the position after

satisfying the minimum recruiting period of five (5) working days.

5

RECRUITMENT PROCESS Classified and Administrative & Professional Positions

* Note: Position is posted at Texas Workforce Commission website at no cost. If department is interested in advertising position with an outside source, must be notified to HR Representative

Requisition Steps

Hiring Official generates an online Employment Requisition (ERA)

document through RPM

ERA document routes through

various channels for approval

ERA is final reviewed and approved by

Hiring Official is given the option to screen applicants

Position is advertised in UTEP

Employment website *

HRS Representative notifies Hiring Official when

position becomes available

Hiring Official screen applicants and sends confirmation letters accordingly

HR Representative notifies Hiring

Official of qualified applicants ready for

review

Hiring Official selects candidate, determines salary, and notifies HRS for review and approval. If

necessary, approvals will be obtained according to Employment Actions Approval Process

Hiring Official is required to notify HR

Representative of applicant(s) selected

for interview(s) to ensure they satisfy position’s minimum

requirements

HR Representative screens applicants and sends confirmation letters accordingly

Screening and Selection Steps

Hiring Official schedules

interview(s) for selected applicant(s)

who meet and/or exceed minimum

requirements

HRS Representative

reviews recruiting summary on RPM (ER3) and sends regret letters to

applicants.

Hiring Official completes and “Approves and

Routes Forward” ER3 to finalize Recruitment

Process

Follow Hiring Process

Follow Screening and Selection Steps

6

HIRING PROCESS Classified and Administrative & Professional Positions

1. HRS generates and provides Hiring Official with offer/appointment letter and Criminal

Background Check (CBC) form. 2. HRS will confirm if selected candidate will need to provide copy of transcripts and/or if a

Motor Vehicle Record (MVR) will need to be obtained. 3. HRS schedules candidate for New Employee Orientation (NEO). 4. Prior to employee’s start date, employee must visit HRS to complete new hire paperwork.

• The employee must bring the original signed offer/appointment letter, completed Criminal Background Check form, and the necessary documents required by the Department of Homeland Security to complete I-9 form, which establishes eligibility to work in the United States (must be completed within 3 business days from the date of hire).

5. Employee completes the Online Account Management System (OAMS) document in HRS to obtain an 800 number and email address. A complimentary 30-day parking decal will be provided to all benefits eligible employees.

6. Upon receipt of completed new hire paperwork, HRS will create employee master file on BIS and department can create BIS appointment.

7. HRS will final approve the BIS appointment AFTER the Recruitment Process is completed.

8. HRS will process criminal background check and notify Hiring Official of results upon receipt.

9. Hiring Process is concluded.

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HIRING PROCESS Classified and Administrative & Professional Positions

Hiring Process

HRS will generate the appropriate

offer/appointment letter and submit to Hiring Official along with

Criminal Background Check (CBC) form

HRS will process criminal background check and notify Hiring Official of results upon receipt

HRS creates BIS master file and department can create BIS appointment

HRS will confirm if selected candidate will need to provide copy of transcripts and/or if a Motor Vehicle Record (MVR) will need to be

obtained

Prior to employee’s start date, employee must visit HRS department to complete new hire paperwork. Employee must bring: - original signed

offer/appointment letter - complete Criminal Background

Check form, and - required documents by

Department of Homeland Security for I-9 Form

Online Account Management System (OAMS) is completed to obtain an 800 number and

email address. Complimentary 30-day parking decal will be

provided to all benefits eligible employees

HRS will final approve the BIS appointment AFTER Recruitment Process is

completed

Hiring

Process is concluded

HRS schedules candidate for New Employee Orientation (NEO)

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DIRECT HIRE PROCESS FOR NON-BENEFIT ELIGIBLE

Staff and Faculty Positions

1. Hiring Official must review job description to ensure position remains accurately titled. If not accurately titled, contact respective HR Representative for assistance in initiating a position audit. If position remains accurately titled, finalized job description must be used for Direct Hire Process.

2. Hiring Official submits through HRS a memo (email/hard copy) requesting approval for direct hire according to the Employment Actions Approval Process. Memo must include:

• Justification for direct hire (i.e., qualifications, experience, etc.) • Salary to be extended based on the minimum pay range or budgeted amount of the

designated position • Effective date and length of employment • Funding source (i.e., budget line, item number, account number) • Completed Employment Application for Classified job titles or updated resume

and Resume Supplement for A&P job titles 3. HRS receives the direct hire memo and confirms if incumbent satisfies minimum

qualifications for the position. If incumbent qualifies, HRS forwards memo for pending approvals. If incumbent does not qualify, HRS notifies Hiring Official and direct hire is not approved.

4. HRS generates and provides Hiring Official with offer/appointment letter and Criminal Background Check (CBC) form.

5. HRS will confirm if selected candidate will need to provide copy of transcripts and/or if a Motor Vehicle Record (MVR) will need to be obtained.

6. Prior to employee’s start date, employee must visit HRS to complete new hire paperwork. • The employee must bring the original signed offer/appointment letter, completed

Criminal Background Check form, and the necessary documents required by the Department of Homeland Security to complete I-9 form, which establishes eligibility to work in the United States (must be completed within 3 business days from the date of hire).

7. Employee completes the Online Account Management System (OAMS) document in HRS to obtain an 800 number and email address.


9. HRS will final approve the BIS appointment. 10. HRS will process criminal background check and notify Hiring Official of results upon

receipt. 11. Direct Hire Process is concluded.

9


Staff and Faculty Positions

Direct Hire Process

Hiring Official must review job description to ensure position remains accurately titled. If not accurately titled, contact respective HR Representative for assistance in initiating a position audit. If position remains accurately titled, finalized job description must be used for Direct Hire Process.



Hiring Official submits through HRS a memo (email/hard copy)

requesting approval for direct hire according to the Employment

Actions Approval Process.

Online Account Management System (OAMS) is completed to obtain an 800 number and

email address.

HRS will final approve the BIS appointment

Direct Hire Process is concluded

HRS receives the direct hire memo and confirms if

incumbent satisfies minimum qualifications for

the position

If incumbent qualifies, HRS forwards memo

for pending approvals

HRS generates and provides Hiring Official with offer/appointment

letter and Criminal Background Check (CBC)

form

If incumbent does not qualify, HRS

notifies Hiring Official and direct

hire is not approved

HRS will confirm if selected candidate will need to provide copy of transcripts and/or if a Motor Vehicle Record (MVR) will need to be

obtained

Prior to employee’s start date, employee must visit HRS department to complete new hire paperwork. Employee must bring: - original signed

offer/appointment letter - complete Criminal Background



10


Student and Casual Labor Positions

1. Hiring Official must review the respective policy under the University Pay Plan for eligibility requirements and/or job code designation.

2. Prior to employee’s start date, employee must visit HRS to complete new hire paperwork. • The employee must bring the original New Hire Information Sheet, completed

Criminal Background Check form, and the necessary documents required by the Department of Homeland Security to complete I-9 form, which establishes eligibility to work in the United States (must be completed within 3 business days from the date of hire).

3. For Casual Labor employees, if requested by Hiring Official, the employee will complete the Online Account Management System (OAMS) document in HRS to obtain an 800 number and email address.


5. HRS will final approve the BIS appointment. 6. HRS will process criminal background check and notify Hiring Official of results upon

receipt. 7. Direct Hire Process is concluded.

11


Student and Casual Labor Positions

Direct Hire Process

Hiring Official must review the respective policy under the University Pay Plan for eligibility requirements and/or job code

designation



For Casual Labor employees, if requested by Hiring Official,

the employee will complete the Online Account Management System (OAMS) document to

obtain an 800 number and email address

HRS will final approve the BIS appointment

Direct Hire Process is concluded

Prior to employee’s start date, employee must visit HRS department to complete new hire paperwork. Employee must bring: - New Hire Information Sheet - complete Criminal Background



12

Completing an

APS Form!

HIRING CONTRACTED SERVICES The Authorization for Personal Services (APS) form: Used as a basis for paying individuals providing consulting or specialized services to The University.

Form must be completed prior to routing for approval A resume MUST be included with the APS form Approvals should be obtained from the Director or Dean, and Vice President as well as

Contracts & Grants and the Office of Research and Sponsored Projects (ORSP) if applicable (26 accounts)

Route all forms to the Payroll office APS form can be found on UTEP Forms Mine on the Financial Services website

(www.admin.utep.edu/finsvcs)

PURPOSE OF THE APS FORM: To correctly classify an individual as an employee or independent contractor and to further classify an independent contractor as an individual, sole proprietor, partnership or corporation. This will allow Financial Services to accurately process IRS forms at the end of the year. Information on the APS form includes the following:

Name, address, and UT EID of the individual providing the service Type and description of services to be provided Employment status Nepotism statement Period of service Amount of proposed payment and account information

EMPLOYEE STATUS: If currently employed or has been employed with the university within the past year, the individual qualifies as an employee:

Ensure that I-9 and W-4 paperwork has been completed and filed with Human Resource Services.

Payments for these individuals will be processed through an OV7 document in BIS. Departments without access to OV7 documents in BIS need to contact the Help Desk.

INDEPENDENT CONTRACTOR STATUS: If not currently employed or has not been employed with the university within the past year, the individual qualifies as an independent contractor:

To determine if the independent contractor has a vendor ID, search in BIS using the GG3 or GG4 screens.

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If the independent contractor does not have a vendor ID established with the university, a Payee Information Form (PIF) must be fully completed and sent to the Purchasing Office.

PIF form can be found at UTEP Form Mine. (http://admin.utep.edu/Default.aspx?tabid=3072)

Payments to independent contractors will be processed through VP2 document in BIS. Key points for Department Mangers or Directors to be aware of when dealing with APS forms:

• Verify that the accounts being used to fund the APS form being generated have sufficient funds available.

• Must verify that the account number being used for the transaction is correct and that the account that is being used is the proper account for payment of wages or consultant fees. i.e. 20 Sub Account or a 60 Sub Account.

• Ensure that the Questionnaire on the APS form is filled out completely and accurately.

• Document must be routed so that all pertinent authorizing signatures are included. • Ensure that the individual that is performing the contracted services as per

University Policy-Link to the Business process guidelines: i.e. the individual contracted (if University Employee) must perform duties that are outside of their normal scope of job duties.

Payroll Office – Administration Bldg., Rm. 303, ext. 5806

14

PAYROLL There are three paydays per month:

• 1st working day of the month – Salaried (monthly) employees for the previous month based on an employee’s appointment.

• 5th working day of the month – Hourly employees covering the 16th through the end of the previous month. Overtime, Casual Labor/Flat Rate, Consultants & salaried employees not paid on 1st working day.

• 15th working day of the month – Hourly Employees covering the 1st through the 15th of the month. Overtime, Casual Labor/Flat Rate,

Consultants & salaried employees not paid on 1st working day.

*NOTE: All unclaimed payroll checks must be returned to the Payroll Office within 3 working days. HOW TO PROCESS: 1. Salaried-Monthly Employees:

Employees who are appointed on a salary basis will be paid automatically on the 1st

working day of each month for the duration of their appointment. All employees must maintain a time record reflecting hours worked (regular & overtime),

vacation/sick leave hours, holiday hours, and comp hours. This time record should contain all required signatures and be maintained by the department.

EXCEPTION - A & P do not keep attendance records, but do keep vacation/sick leave request forms.

Refer to the pertinent dates listed on the administrative calendar on the Financial Services website (www.admin.utep.edu/finsvcs) to ensure timely payments.

2. Hourly Employees (Regular, Work-study and Student Employment Opportunities):

Employee must have an active appointment. Process an OV1 document (electronic timesheet) in BIS by the timesheet deadline posted

on the administrative calendar or as provided to members of the listserv. Send an email to [email protected] to be added to the listserv for payroll deadlines. Work-study

Submit the following documents to the Financial Aid Office, Academic Services Bldg. RM 204, no later than the deadline established by Financial Aid: OV1 document created by the department for the pay period

15

Timesheet for each individual being paid (these should be in alphabetical order) Timesheets can be found in Forms mine on the Financial Services website (www.admin.utep.edu/finsvcs)

Student Employment Opportunities The university utilizes institutional funds to create and continue on-campus employment opportunities for undergraduate students. Departments must apply for a new Student Employment Opportunities position every academic year. The Office of the Vice President for Student Affairs (VPSA) sets the conditions each year how these positions will be awarded to departments.

All residents and non-residents undergraduate students are eligible to apply for these positions

Departments awarded a Student Employment Opportunities position must contribute 25% of the wage cost

These positions may not exceed 19 hours a week To appoint a student to a Student Employment Opportunities position,

departments should create a New Appointment Hourly (ANH) document. Note: If you need more information, please go to the “Business Process Guidelines” website: http://admin.utep.edu/Default.aspx?tabid=38652

3. Casual Labor:

Casual labor payments are flat rate lump sum payments received for one-time Special

events such as ticket-taking, ushers, parking attendants, cleanup crews, modeling, etc., or for seasonal events such as orientation or cashiering during peak registration periods. These payments are usually for a minimal dollar amount and are received infrequently.

No appointment is required. Laborer must have a current I-9 and W-4 on file with Human Resource Services. Process an OV2 document in BIS by the timesheet deadline posted on the administrative

calendar. Include notes on the OV2 document briefly describing the work done. OV2 document will not be approved without attached notes. Departments without access to OV2 documents in BIS need to contact the Help Desk

(747-4357)

4. Contracted Services:

Current employees or individuals employed with the university within the past year. Paid via the Payroll Office:

Approved Authorization for Personal Services (APS) form must be on file in the Payroll Office if the payment for services is for $250 or less. All consultant payments are processed through an OV7 document in BIS by the timesheet deadline posted on the administrative calendar.

Departments without access to OV7 documents in BIS need to contact the Help Desk (747-4357).

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5. Overtime:

The supervisor’s approval is required before overtime can be worked. It is the department’s responsibility to maintain the proper documentation for all overtime worked. Note: Only non-exempt employees are allowed to be paid overtime.

Process an OV5 document in BIS by the timesheet deadline posted on the administrative calendar.

Include notes on the OV5 document briefly describing why overtime is being paid. 6. Comp Time Payments:

Effective September 1, 2001, employees who work in exempt positions (Executive, Administrative, Professional or Classified Exempt) are not eligible for compensatory time except for time earned during Federal or State Holidays observed by the University. Classified non-exempt employees will be granted compensatory time on an hour for hour basis for holidays. • Payroll processes the OV5 document in BIS by the timesheet deadline posted on the

administrative calendar. 7. Bonus Payments:

The Director must submit a memo approved by the Vice President of Business

Affairs to the Payroll Office requesting the bonus payment. Memo must include:

1. Name of Employee 2. UT EID 3. Account Number 4. Amount of Bonus 5. Copy of Contract

Payroll will Process an OV4 document in BIS by the timesheet deadline posted on the administrative calendar.

CHECK DISTRIBUTION:

Mail Services – Check delivery will occur between 8 a.m. and 12 noon on scheduled pay dates.

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Key points for Department Mangers or Directors to be aware of when dealing with the Payroll Office or with payroll related matters:

• Be aware of the 3 pay days during the month and the voucher payment deadlines. Link to Admin Calendar: http://admin.utep.edu/Default.aspx?alias=admin.utep.edu/finsvcs

• All Unclaimed checks must be returned to the Payroll office within 3 working days of issuance.

• Be aware of the Classification for employees for Payroll. o Work Study o Student Employment Opportunity (Department pays only 25%)

• Casual Labor is for a one time exception based activity. Example: ticket takers working at a concert and should be for minimal dollar amount. Descriptive notes need to be added to the request to validate the need to pay casual labor, all requested will be validated and only those that apply will be approved all others will be returned to the department by the payroll office.

Payroll Office – Administration Bldg., Rm. 303, ext. 5806

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HOURLY PAYROLL Process Flow Chart

START

Employee Turns Time Record into their Department Administration.

Department creates an electronic

timesheet in BIS (OV1)

Checks are Distributed to

departments on Hourly Pay Dates

END

Note: Payroll Check is only generated when the OV1 has been fully approved by the Payroll Deadline

Has the OV1 been Fully Approved?

Contact Payroll Office to clear up any issues or for

assistance

OV1 is approved in BIS

NO

YES

Payroll – Administration Bldg., Rm. 303, ext. 5806

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EMERGENCY CHECKS

Emergency checks may be requested for earnings that were due to be paid on a prior scheduled payroll run but were not processed due to incomplete records and/or appointments. Emergency checks are NOT regular payroll checks; however actual payroll information is used to calculate the best estimate of net pay.

A regular payroll check for these earnings will generally be processed on the next scheduled payroll run, and the emergency payment received will be reflected on the earnings statement as an emergency pay deduction. If the amount of the emergency payment differs from the amount received through the regular payroll process, the difference will either be reflected as additional net pay or will be carried forward as a deduction on the next payroll check.

To request the emergency check, an authorized signer on the paying account should send an email to:

Hourly appointments: [email protected], ext. 5806

Salaried appointments: [email protected], ext. 5109

Emergency checks are issued daily, and are available for pick up in Payroll Services, Administration bldg. Room 303 with a photo ID. See information below for specific deadlines:

Email received… Emergency check available…Before 10:00 a.m. 3:00 p.m. same day After 10:00 a.m. 3:00 p.m. next day

**NOTE: Circumstances do arise where this is not always possible. It is strongly suggested to call the Payroll Office to verify that a check is available for pick-up.

PAYMENTS TO MONTHLY EMPLOYEES

The email should include the employee’s name, EID and the pay period for which the check is requested. Please do NOT include Social Security Numbers in the email. The appointment must be final approved before a check can be issued.

PAYMENTS TO HOURLY EMPLOYEES

The email should include the employee's name, EID and document ID number for the OV1. Please do NOT include Social Security Numbers in the email. The OV1 document must be final approved before an emergency check can be issued.

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PAYMENTS TO OTHER EMPLOYEES

Emergency checks are not issued for:

• Overtime (OV5) • Vacation (OV6) • Flat rate (OV2) and consultant (OV7) payments

These payments will be processed on the next semi-monthly payroll.

Payroll Office - Administration Building, Room 303, [email protected], ext. 5806 (hourly appointments) Budget Office - Administration Building, Room 402, [email protected], ext. 5109 (salaried appointments) Key points for Department Mangers or Directors to be aware of when dealing with the Payroll Office for the disbursement of Emergency Checks:

• If individual is not paid, account signatory will need to issue a memo to the Payroll office to request the initiation of an emergency check.

• For hourly employee payments OV documents must be fully approved before an emergency check can be issued.

• Emergency Check Pick up schedule:

Emergency checks are issued daily, and are available for pick up in Payroll Services, Administration bldg. Room 303 with a photo ID. See information below for specific deadlines:

Email received… Emergency check available…Before 10:00 a.m. 3:00 p.m. same day After 10:00 a.m. 3:00 p.m. next day

• Emergency Checks are not regular payroll checks; they are best estimates of net pay

for the employee.

21

EMERGENCY CHECKS Process Flow Chart

START

Department Prepares an

Email/Memo with the proper

authorization

Hourly Employee?

Salaried Employee:Hard copy of Memo needs to be hand delivery to The Budget Office. The Budget

Office will create the approval in BIS and the

document will be forwarded electronically in BIS

Hard copy of Memo is Hand

delivered to The Payroll Office

Was the Request received by 10:00am?

The Check is ready the next day after 3:00pm

END

Checks can be picked up the

same day after 3:00pm at the Payroll Office

END

Information that must be included on the Memo:

Employees NameEIDPay PeriodAmount of PaymentOV Document Number

Budget OfficeAdministration BLD.Room 402NO

NO

YES

Department creates an electronic

timesheet in BIS (OV1)

Note: Payroll Check is only generated when the OV1 has been fully approved.

Work Study

Payroll Office Administration BLD.Room 303

YES

NO

Must be approved the Financial Aid

OfficeYES

Payroll – Administration Bldg., Rm. 303, ext. 5806

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VACATION/SICK LEAVE

VACATION ACCRUAL AND USAGE Vacation accrual for positions that are eligible is based on months of State Service as illustrated below: State Employment of: Hours Accrued per Month 0-24 months 8 25-60 months 9 61-120 months 10 121-180 months 11 181-240 months 13 241-300 months 15 301-360 months 17 361-420 months 19 421 months and over 21

Newly hired employees can use paid vacation leave upon completion of six months of continuous employment.

Employees must request vacation leave in advance and in writing to the employee’s immediate supervisor using the Paid and Non-Paid Leave Request and Report Form.

The department should maintain and reconcile the Paid and Non-Paid Leave Request and Report Form with the employee’s timesheet and personal leave time balances on the Business Information System (BIS).

SICK LEAVE ACCRUAL AND USAGE:

Sick leave is accrued by all regularly appointed University employees who are appointed to work twenty hours or more per week and for at least four and one half months.

Sick leave is accrued at the rate of 8 hours per month for full-time service. Part-time employees appointed for 20 or more hours per week will accrue a proportionate amount of sick leave based on the percentage of employment.

Sick leave may be taken when sickness, injury, or pregnancy prevents the employee from performing their duties or when an immediate family member is ill.

Unused sick leave may be accumulated and carried over to each new fiscal year without limit to the amount transferable.

Active employees are permitted to contribute one or more days of sick leave to the sick leave pool. Contributions to SLP must be made in units of 8 hours and are used for other employees facing medical emergencies.

Employees should fill out the Paid and Non-Paid Leave Request and Report Form immediately upon returning from sick leave and obtain the proper approvals.

The form should be maintained by the department and reconciled with the employee’s timesheet and personal leave time balances on BIS.

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REPORTING VACATION/SICK LEAVE BALANCES

Vacation and sick leave hours must be entered into BIS on a monthly basis using the ETA command.

Upon entry of all employee activity for the month, departmental and individual reports should be requested through the ETD screen.

The department head is required to “close” the vacation and sick leave report monthly, using the ET4 screen, after verifying the amounts deducted for each employee against their Paid and Non-Paid Leave Request and Report Forms. (**Make sure to type in the correct month to be closed.)

In addition, all employees must receive their vacation and sick leave activity, including balances, as recorded on BIS on a monthly basis.

*** Note: to avoid overpayments due to insufficient hours you might do daily or at least weekly data entry

Key points for Department Mangers or Directors to be aware of when dealing with the requirement and approval for the Vacation and Sick Leave Process:

• Make sure that all time sheets, leave and vacation forms are submitted accurately within stated deadlines.

• Ensure that there is a leave administrator in you department and that the activities and responsibilities are adhered to on a monthly basis.

• Ensure that all Leave and Vacation forms (hard copy printed forms) are reconciled with the ETA screen on a Monthly basis.

• Vacation and Sick Leave report (ET4) report must be verified and closed by the 10th of every month. Link to the Administrative calendar:

• Ensure that the Monthly Employee reports for Leave and Vacation are distributed to each employee on a monthly basis.

• Link to the ETA Flash training presentation on the Financial Services Webpage. Link: http://admin.utep.edu/Default.aspx?tabid=6780.

• Contact Human Resources for any extended leave situations.

Human Resource Services - Administration Building, Room 216, ext. 5202

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PURCHASING University policy requires the issuance of a purchase order for ALL purchases. EXCEPTIONS:

Items purchased with the Procurement Card (Pro-Card) Consultant Payments Reimbursements to employees under $250.00 (supplies only) Registration fees See Payments Section for more detail

The purchase of food and beverages is NOT ALLOWED with “State Funds”. Food and beverages may be purchased using “Local Funds”, but requires a completed Entertainment Expense Form. The purchase of alcoholic beverages is strictly prohibited without prior approval from the President’s office. PURCHASE ORDERS:

Contact the vendor. Obtain price quotes for the merchandise to be purchased. $0.01 to $4,999.99 – Department creates a PBO in Point Plus. If over $5,000 but less than $24,999.99 – Department forwards purchase requisition to

Purchasing Office, with three price quotes. Every effort must be made to obtain two quotes from HUB vendors.

$25,000 and above – Requisition to Purchasing Office must go through formal bid process. Bids or proposals are solicited for 14 days when complete specifications are attached or 21 days without complete specifications.

Prepaid purchases, regardless of amount, must be processed via a purchase requisition through the Purchasing Office.

All technology purchases such as computers, software, servers, routers, etc. must be processed through the Purchasing Office.

PRO-CARD PURCHASES:

Procard purchases allow the purchasing of goods up to $1,000 per vendor, but not more than $2,000 per day and $5,000 per billing cycle.

All purchases must be made in compliance with “State Term Contract Items” as listed in the “Guidelines for Procurement Card Use”.

All procurement card purchases must be recorded in the individual Procurement Card Transaction Log and the log must be signed monthly by the cardholder, reconciler and department head.

Attach original sales receipt, packing slip and any other information to the transaction log.

The log and all supporting documentation must be maintained for nine years by the department.

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Ensure that all purchases are for UTEP business only and are exempt of State of Texas sales tax.

Always obtain a detailed receipt when using the Procurement Card. All returns, credits and disputed charges must be documented. Verify that these items are

resolved per the instructions in the “Guidelines for Procurement Card Use”. Approve the VP7 document within the allotted 5-day period.

Key points for Department Mangers or Directors to be aware of when dealing with the Process for purchasing items for the University or for Dealings with the Purchasing Department:

• Purchase orders must be issued prior to placing an order with a vendor for commodities or services.

• Departments do not have delegated authority to enter into a contract. All contracts

must be forwarded to the Purchasing Office for review and execution. Purchasing Department – Kelly Hall, 3rd floor, ext. 5601 Procurement Card Program Administrator – ext. 5810 and ext. 5810

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PURCHASING Process Flow Chart

START

Department Defines the need for a

Purchase

$25,000.00 and Over ?

Over $5,000.00 less than $24,999.00 ?

Department creates a PBO in Point Plus

A Purchase Order number is assigned to

the Purchase.

Copy is routed to the Department for their

Records.

END

Buyer in Purchasing must engage in the formal bid process and awards vendor the Business

opportunity

Order is directed to Purchasing Office. Purchasing obtains 3

quotes and awards vendor the business opportunity

C

C

C

Purchasing Department – Kelly Hall, 3rd floor, ext. 5601

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PAYMENTS

CONSULTANT/CONTRACTOR PAYMENTS (VP2 DOCUMENT):

Approved Authorization for Personal Services form must be on file in the Payroll Office. Consultant has NOT been an employee of the University over the past twelve months. To pay an individual for services attach the APS Form (Authorization for Personnel

Services) to the VP2 documentation. Current Payee Information Form (PIF) must be on file in the Purchasing Office and must

be input into the vendor table. Create a VP2 document in BIS to process payment for services with the attached APS

form. EMPLOYEE REIMBURSEMENTS (VP2 DOCUMENT): A department may reimburse a University employee who incurs an authorized expense for office supplies of less than $250.00. To reimburse the employee, a VP2 document must be processed on BIS. REGISTRATION FEES:

Registration fees for conferences, etc., may be paid via a VP2 document on BIS with an attached invoice, registration form, and RTA #. (Optional)

Purchase orders will not be issued for registration fees. Registration Fees may be paid with a Pro-Card

TRAVEL ADVANCES:

Travel Advances are paid via a VP2 document using the travel advance account. Must have an approved VE5 print screen (authorization for travel) attached. Must have RTA number in PO field and Invoice Number field

Must have signed “Authorization to Deduct Outstanding Travel Advance from Payroll Checks attached.” This form is available at http://admin.utep.edu/Default.aspx?tabid=42778

Based on 90% of per diem for meals and lodging (refer to the GG1 screen in BIS) ENTERTAINMENT EXPENSES: An Entertainment Expense form is used to reimburse employees for entertainment expenses such as business meals. Attach a completed Entertainment Expense Form to the VP2 documentation if the reimbursement is for food (do not include tip on 14 or 26 accounts and sales tax on 26 accounts).

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Accounts Payable must receive the following in order for reimbursement:

1. A VP2 Document with all appropriate information filled out

a. A thorough description of the purpose and benefits of Entertainment b. Correct Object Codes

i. 1415 – Food

ii. 1323 – Official occasions sponsored and funded by the University, including all related expenses.

(e.g. Coffee, Sugar, Cream, Drinks, etc.). iii. 1327 – Expenses for business meetings and functions.

(e.g. Meals, Refreshments, Retreats etc.) . c. Valid and original itemized receipts with the description of all items

purchased. 2. Entertainment Expense Reconciliation Form must be filled out appropriately

including: a. Date and location of entertainment b. Type of entertainment c. Purpose of Benefit d. List of participants and description of event e. Proper Signatures

Reimburse Approver

Staff Member Department Head Faculty Member or PI Department Chair Department Chair Dean Director Vice President Dean Provost To issue payments, a VP2 document must be processed on BIS.

Attach all original receipts and any other required documentation to VP2. The Vendor/Payee Certification (See attachment A) must be imprinted/stamped on the

voucher if reimbursing a University employee and must have the employee’s original signature.

All completed supporting documentation including a print screen of the VP2 document must be submitted to Accounts Payable, ADM BLD. Rm-200, or for 26 accounts to Contracts and Grants Account ADM BLD RM-204 for processing.

Accounts Payable – Administration Building, Room 200, ext. 5163 (Inquiries or questions on VP2 Documents).

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Key points for Department Mangers or Directors to be aware of when dealing with the Payment for goods and services at the University or for Dealings with the Accounts Payable Department:

• Remember: Purchase orders should be used to contract goods and services. • Employee reimbursements are intended to be for office supplies not exceeding

$250.00 • State funded accounts (14’s) should not be used to purchase food items. • Ensure that the entertainment expense forms are properly signed and authorized.


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PAYMENTS

Process Flow Chart


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TRAVEL AUTHORIZATIONS AND REIMBURSEMENTS

Travel authorizations are required of all individuals who are traveling as representatives of the University, even if there is no cost to the University. TRAVEL AUTHORIZATION DOCUMENT (VE5) OUTLINES:

Dates of travel Destination Purpose of travel Estimated costs (not actual costs) based on per diem rates set by the State of Texas

Travel authorization document must be approved prior to first date of travel. An individual may not be reimbursed without an approved travel authorization.

• Have all required information ready before creating the VE5 document. * Destination * Name of Traveler * Purpose * Department Head Approval * Dates of Travel * Estimated Cost

• Use the GG1 command to access meal & lodging and per diem rates by state. • Add as much information about the trip as possible (i.e. name of conference or meeting,

whether the traveler is presenting a paper or participating on a panel, recruiting, etc.). Also indicate who will be covering classes or administrative duties.

• Encumber funds as necessary by placing an “X” in the Department Encumber Column. • Any other information pertinent to the trip can be placed in the Notes Section (Action

field – NOT).

**Retain copies of the VE5 document for future reference. The RTA number will be needed to process changes, reimbursements, for the travel authorization, and to book and pay for airfare. CHANGES TO APPROVED TRAVEL AUTHORIZATION (VE6 DOCUMENT):

Changes for a specific trip need to be made after the VE5 is approved and prior to the creation of the VP5. Changes to an approved VE5 document are processed on a VE6 document on BIS.

Have the RTA number from the VE5 document available. Make the necessary changes (dates, account number, etc). Go to the notes section and explain the changes. Route for approval.

REIMBURSEMENTS FOR TRAVEL (VP5 DOCUMENT):

When the VP5 is created, the cursor will prompt you to enter the RTA number from the VE5. Information from the VE5 (dates, traveler, destination, etc.) is automatically populated once the RTA is entered.

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**NOTE: To help you calculate travel expenses such as transportation, meals, lodging and other travel expenses use the Travel Reimbursement Worksheet, which is available at: http://admin.utep.edu/Default.aspx?tabid=42778

Section 1, Transportation (Actual Costs): (Original receipts are required)

Be sure to itemize each taxi or shuttle charge (i.e. airport/hotel, hotel/airport, hotel/meeting place).

Car Rental is also included under transportation. Remember, if the traveler stays at the conference hotel, they are not allowed to rent a car, unless they have other university business besides the conference.

Explain in the Notes section why a rental was needed. Need to use state contracted rental car agencies; see the following website for a

current listing: http://www.window.state.tx.us/procurement/prog/stmp. Employees traveling by personal vehicle will be reimbursed at the current state

mileage rate (www.cpa.state.tx.us/comptrol/texastra.html) Mileage from UTEP/airport (20 miles roundtrip) also goes in this Section. (receipts

are not required) Local Taxi is not reimbursed during working hours

*** Please refer to the Travel Quick Reference Guide for more detailed information ***

Section 2, Meals and Lodging (Based on per diem rates established by state):

System will automatically advise you if per diem rates are in excess of the maximum

per diem amount. Need to use state contracted hotels; see the following website for a current listing:

http://www.window.state.tx.us/procurement/prog/stmp. Allowable amount for meals varies based on departure and return times (Note: meals

are not reimbursed without an overnight stay): Time of Departure (In-State & Out-of-State)

Before Noon 100% of per diem After Noon, but before 6:00 p.m. 60% of per diem After 6:00 p.m. 0% of per diem Time of Return (In-State & Out-of-State) 7:00 a.m. – Noon 40% of per diem 12:01 p.m. – 6:00 p.m. 72% of per diem After 6:00 p.m. 100% of per diem

May use a different account number from the one you used on the VE5 in this section if necessary.

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If travel is outside the continental United States you are required to have actual meal receipts

Section 3, Other Expenses (Actual Costs):

Includes:

Hotel taxes (Excludes Texas state and Occupancy Tax) Parking Registration Business/modem (internet) calls Expenses related to conference/meeting Gas for rental car

Please add to notes section if phone and internet use are for business purpose Go to Section 4 before verifying. On VP5 print screen, use certification stamp and have the traveler sign. (No stamped

signatures are allowed) *NOTES:

If the trip is cancelled or the traveler could not go, a VE6 needs to be completed in order to unencumber the funds. Put a $0 on encumbrance line. Also, include in the notes section why the trip was cancelled.

Original paid receipts must be submitted on all travel reimbursements. Go to the Travel Quick Reference Guide for further information regarding travel.

This can be found under on the UTEP portal: Financial Services, Faculty & Staff Resources, and Travel. http://admin.utep.edu/Default.aspx?tabid=42778

Please consult with Contracts & Grants if you are traveling to a foreign country on federal funds to ensure that you comply with the “Fly America Act.”

If you are traveling to a foreign country, please access the International SOS guide, which is explained in the Travel Quick Reference Guide mentioned above.

Please note that constructive airfare quotes are required when using any online service, for example Expedia, Orbitz, etc.

Please submit an exchange of funds request to the Accounts Assistant Manager if a 14 account is being used for foreign travel.

Please note, a Travel reimbursement will not be processed without an overnight stay Actual meal receipts must be submitted for foreign Travel.

Key points for Department Mangers or Directors to be aware of when dealing with Travel:

Managers or Directors should ensure that there is a Request for travel Authorization (VE5) in place before the schedule trip has occurred. The VE5 should be processed and approved prior to the scheduled travel dates. In the event that any changes are need for processed or approved travel plans, the Director should ensure that a RTA correction (VE6) has been processed.

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Managers or Directors should check for the accuracy and validity to University Business of VP5 documents processed for reimbursement. All supporting documentation (when needed, i.e. travel receipts) should be validated.

Managers or Directors must be aware of the “Fly America Act” when traveling on a Grant account to a foreign destination.

Details pertaining to any aspect of Travel or Travel arrangements can be found referenced in the Travel Quick Reference guide which can be found at the Travel Web site: http://admin.utep.edu/Default.aspx?tabid=42778

The International SOS website is available to University Employees anticipating Foreign Travel. http://www.internationalsos.com

If State funds are intended for Foreign Travel then there must be an exchange of state funds to local funds

Upon completion of travel, receipts should be submitted in a timely manner to the Accounts Payable Office.

Accounts Payable – Administration Building, Room 200, ext 5163. (Travel questions).

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TRAVEL AUTHORIZATIONS AND REIBURSEMENTS Process Map

Accounts Payable – Administration Building, Room 200, ext 5163. (Travel questions).

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DEPOSITS AND SECURITY

DEPOSITS: 1. A written record of all money collected must be properly receipted (Obtain official

receipt book from Student Business Services, 747-5116). 2. All money received must be balanced daily to receipts on hand.

a. Any shortages/overages exceeding twenty-five dollars must be reported to Internal Audit for review.

b. Any shortages must be reimbursed to the office cash immediately. c. All overages must be deposited as part of the regular deposit.

3. Checks should be endorsed immediately with the University stamp “For Deposit Only.” • Ensure the check is not postdated. • Ensure that the numerical amount of the check agrees with the written amount. • Secure appropriate identification from the individual. Write the ID number on the

face of the check. • Make sure the check is signed.

4. Regents Rules and Regulations require: a. Receipts of $250 or more to be deposited daily. b. Accumulations of less than $250 should be deposited at least weekly.

INCLUDES:

Receipts included in the deposit. Account number and object code to be credited. Signature of the person making the deposit.

A department’s deposit will be evidenced by a receipt from Student Business Services. SECURITY OF CASH FUNDS:

1. Access to the cash fund will be limited to only those individuals authorized and responsible for the fund.

2. The fund must be in a secure area: • A safe. • A locking cash box secured in a locked cabinet or desk.

3. Access to keys and safe combinations must be limited. Department Heads must maintain a list of those individuals having keys to sensitive areas and safe combinations.

4. All safe combinations must be on file at Financial Services. 5. Upon loss of keys or personnel turnover, re-keying and/or changing combinations is

highly advisable. 6. Cash custodians must remember that they alone are accountable for the funds.

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General Accounting Services – Administration Building, Rm. 401 - ext 7137 Key points for Department Mangers or Directors to be aware of when dealing with Deposit Transactions: As Director or Department Head these are your Fiduciary responsibilities as they pertain to Deposits, Security and the Handling of Cash Transactions:

• All Cash and Deposit transactions should be validated and verified for accuracy and relevance to University Business.

• Processes for the Handling of University monies should be validated on a regular basis, a risk assessment of these key processes should be scheduled at regular intervals.

• Director or Department head should ensure that there is Separation of Duties within the department

• All supporting Documentation both electronic and hard copy (i.e. Vouchers, Invoices, Receipts, Deposit Slips ect.) should be reviewed and approved by the Director or Department head for each transaction.

General Accounting Services – Administration Building, Rm. 401 - ext 7137

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DEPOSITS Process Flow Chart

General Accounting Services – Administration Building, Rm. 401 - ext 7137

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RECORDS MANAGEMENT

Extensive information on records retention and management can be found at http://www.admin.utep.edu/recordsmgmt EACH UTEP DEPARTMENT IS RESPONSIBLE TO:

Prevent the creation of unnecessary records in any media. Promote the application of filing systems and structures for the efficient organization,

maintenance and use of records to facilitate retrieval and use. Ensure that records of continuing value are preserved but that non-current information is

disposed of or transferred to storage in a timely manner in accordance with departmental records retention schedules.

Ensure that the acquisition and use of all direct paper to microfilm systems and equipment or electronic digital image are technically feasible, cost-effective and most appropriately satisfy program needs.

Each department director is asked to appoint a Records Coordinator, who will act as the link between his or her department and the Records Management department. Departmental records coordinators shall:

Conduct or supervise inventories of the department’s records in preparing or updating the

record retention schedule. In cooperation with the Records Management department, coordinate and implement the

policies and procedures of the records management program for their department. Relate all information to departmental staff concerning their records management

program. Attend instructional/educational programs given by the Records Management

department. The unauthorized destruction of records, removal of records from files, and private use of official records is prohibited by law. Key points for Department Mangers or Directors to be aware of when dealing with Records Management:

• Every Director should become familiar with the Document retention schedule for their department.

For questions please contact one of the following offices: Records Management – Hertzog Building, Room 10, ext. 8726

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ACCOUNT REVIEW ACCOUNTS REVIEWS ARE NEEDED TO:

Ensure expenditures are authorized and charged to the correct accounts Identify any discrepancies or errors Comply with UT System Board of Regents Rules & UTEP policy

STATEMENT OF ACCOUNTS (SOA):

Issued no later than the 15th of the month for previous month List of transactions charged to each account

EXCEPTION:

A copy will not be printed when there is no activity in an account during any given month.

PROCESS IN REVIEWING STATEMENT OF ACCOUNTS: Account Administrator or delegate should:

Verify that the “Ending Balance” of the previous month’s statement of accounts matches with the “Beginning Balance” of the current month’s statement of accounts

As the department spends money, different documents are issued to: Authorize charges against the account Include as supporting documentation

Ensure a ONE TO ONE match of charges in SOA against supporting documents for all expenditures.

Identify and correct any discrepancies within 60 days or before fiscal year ends (Aug.31st), whichever is sooner.

Account Administrator should sign and date each statement of account they have signature authority over.

OPTION:

If multiple accounts – Create a summary sheet detailing account activity and including: Month being reviewed Account numbers being reviewed Beginning & Ending Balance Total expenditure/income Signature line for approval & date

VERIFY:

1) SOA and supporting documentation are on file for at least one fiscal year, unless otherwise stated by University policy. For more information follow the University procedures and policies at http://www.admin.utep.edu/recordsmgmt

2) Department account balance is reconciled to the Business Information System (BIS). 3) Accuracy, completeness, and validity of expenditures by ensuring reconciling items

are researched and corrected on a timely basis.

Special Projects – Administration Building Rm. 111, ext. 5171

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Key points for Department Mangers or Directors to be aware of when dealing with Records Management:

• The Owner of the Account/Account Signatory must exercise fiduciary responsibility for all of the accounts under their charge. Each account must be reviewed and reconciled on a monthly basis.

• Each Account Owner should be familiar with the Overall policy of account review which is covered in the Hand Book of Operating Procedure (HOP). This information can be found in Chapter 5 Pgs. 11&12 of the HOP for Financial Services.

o The HOP can be found on the website for the Office of the Vice President of

Business Affairs: Link: http://admin.utep.edu/Default.aspx?tabid=7363

Special Projects – Administration Building Rm. 111, ext. 5171

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WORKSHOPS Accounts Payable 747-5163

Object Code Workshop Accounts Payable Workshop

Accounts Payable

Budget 747-5109 Budget Workshop ARM Workshop

Budget

Contracts and Grants 747-5197

Contracts and Grants Workshop Contracts and Grants

General Accounting 747-7137 General Accounting Workshop Inventory – Richard Keenan

General Accounting

Payroll 747-5806 Payroll Workshop Non-Resident Alien Workshop

Payroll

Purchasing 747-5601 Purchasing Workshop Point Plus Workshop Pro-Card Workshop

Purchasing

Special Projects Accounting 747-5171

Account Review Workshop Student Aid Notice of Award Workshop

Financial Services departments: http://admin.utep.edu/Default.aspx?tabid=7918

WELCOME TO THE

WORKSHOP!

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BIS DEFINE GLOSSARY

DEFINE – An acronym for 'D'epartmental 'F'inancial 'I'nformation 'NE'twork, is a financial application used by The University of Texas at Austin and other UT components. *DEFINE is a public application, which means anyone with a logon ID can access it.

Account Group – The last two numbers of the account number indicate the Account. For

example: XX-XXXX-XX75, where 75 indicates a Travel Account.

Account Number – A 10-digit number used in UTEP’s financial reporting system to generally classify and track expenses and revenues. This helps to identify what fund group and what general expense or revenue category a transaction belongs in.

Budget Group – Identifies the University department and/ or the purpose/ source of funds. The first

eight numbers of the account number indicate the Budget Group. For example: 14-1010-00XX, where 14-1010-00 indicates a Budget Group.

Budget Category (sub- account) - identifies the type of expense or income ( xx-xxx-xx50)

Examples of Budget Categories (sub accounts):

Budget Category Title 01 Faculty Salaries 02 Teaching Asst. Salaries 03 Faculty Salaries- Summer 04 Teaching Asst. Salaries- Summer 09 Admin. & Professional Salaries 10 Classified Salaries 12 Salaries- Students 19 Work Study Wages 20 Wages (hourly, FT/PT) 50 Maintenance & Operations 51 Other Expenses 75 Travel 76 Foreign Travel 80 Equipment 9X Income Accounts 99 Balance Forward

Delimited – Data that uses specific characters (delimiters) to separate its values. Most database and spreadsheet programs are able to read or save data in a delimited format. Any character may be used to separate the values, but the most common characters used are the comma, tab, vertical bar and space. For example, in a comma-separated values (CSV) file the data items are delimited using commas. In order to correctly view the data in Excel, you need to change this delimited format (follow the text import wizard steps to do this).

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Department Unit Code – Each account is assigned to the unit responsible for administering the funds. Each unit is assigned a code consisting of 7 digits. The first four specify an official university department or organization. The last three digits further subdivide the unit into sub accounts.

ETD – (Will be used After Using the ETA command for adjusting balances for sick leave)

Displays a number of reports which you may order. For example, type the unit code in the unit field of the command line and press ENTER. Select the option you wish printed and the number of copies. Press ENTER.

ETA – This screen is used to adjust an employee’s time records by adding or deleting time

within the current month. In order to use this screen, type the employee’s EID in the command line and press ENTER. Information about the employee and unit code will be displayed. The fields to the right of the employee’s name may be used once to delete time. To make further adjustments, mark the field to the left of the employee’s name and press ENTER. In the pop-up window enter:

a. The time to be adjusted with an “A” to add or b. The time to be adjusted with a “D” to delete c. Press Enter

ET4 – This command is used for managers and above to close the month for vacation and sick leave.

Fiscal Year – The fiscal year is the “operating year” of the institution as opposed to the calendar year. The fiscal year for UTEP runs on a September to August basis.

Fund Group – The fund group identifies the purpose of or functionality of the funds:

The first two numbers of the account number indicate the Fund Group. For example: 14-XXXX-XXXX, where 14 indicates the Fund Group.

Examples of Fund Groups: 14- Educational & General Funds- are state appropriated operating funds, (examples: biology, financial services) 18- Service Departments- provide services to the University at cost (examples: print shop, copy center) 19- Designated Funds- are those funds designated for a specific purpose. Includes most incidental fees (example: technology fee, recreation fee) 29- Auxiliary Funds- generated by self- funded entities which exist to furnish goods & services to the University community for a fee. Includes Student Service Fee funded accounts (examples: Bookstore, Ticket Center) 26- Contracts & Grants/ 30 Gifts & Endowments- these are Restricted Funds received from federal or local governments, state agencies, outside donors, etc., or income derived from endowments. These funds are to be used for specific purpose or projects such as research scholarships, or fellowships. These Funds are subject to restrictions specified by the donor.

GB1- Provides account information on the left side of the screen and balance information on

the right side. For example, type a 10-digit account number in the ACCOUNT field, press ENTER. The left side of the screen will display the account title, the principal administrator,

45

unit code, the first 5 authorized signers, contact information, purchasing authority (State or Local), and the date of the last activity. The right side of the screen will display various balances, as well as the pool number and the overhead rate. You can mark the fields to the left of balances to view related monthly balances by object code. The following table presents the fields that both sides display:

Left Side Right Side Administrator - Principal administrator and address Beg Bal - Beginning Balance Mail - Unit head's campus mail code Trsf/Adj - Transfer Adjustment Phone - Unit head's telephone number Budg/Adj - Budget Adjustment Acct Unit Code - Account Unit Code Appr/Bud - Appropriation/Budget Other Authorized - Signer First 5 authorized signers Income - Income Acct Ct - Accountant Contact Expend - Expenditures Dept Ct - Department Accounting Contact Invest - Investments Address - Department Name Asset/Li - Assets/Liabilities Mail Code - Department's campus mail code Misc Enc - Miscellaneous Encumbrance Pur Auth - Purchasing Authority (S=State,L=Local) Sal Enc - Salary Encumbrance Date Last Act - Date of last activity on the account Sch Enc - Scholarship Encumbrance Free Bal - Free Balance Appr OD - Approved Overdraft Pool Bal - Pool Balance Pool - Pool Number OH Rate - Overhead Rate

GB4 – This command in DEFINE lists financial information for a unit code. Examples of

which are: a. Balance forward b. Budget c. Budget transfers and adjustments d. Encumbrances e. Expenditures and income f. Free balance

GG1- Displays the expense limits for meals and lodging when traveling on UT business

using state rules. For example, type the state postal code in the MISC field, or STATE field, and press ENTER. If you wish to view a foreign destination, mark the field (below State) and press ENTER. Expense limits will be listed for that state (or country) by city, county, seasonal date, lodging limit, meals limit, and total expense limit. If you wish to view additional cities, continue to press ENTER.

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GG3- Displays vendors in alphabetical order. For example, type the vendor name in the MISC field, press ENTER. It will bring up vendors in alphabetical order. Press ENTER again to page forward through the vendor listing. Press PF4 to page backward. You must mark the one byte field next to the vendor name to view the full address. If an EID is highlighted and therefore inactive, you can view the EID that should be used instead by viewing the address detail popup. * The vendor ID controls where a check is mailed. A 3-digit mail code is assigned to each address for a vendor.

GG4 – Provides a list of vendor’s Primary Names and their Mail Code by using UT EID. When a vendor closes a store or the store moves, the location becomes inactivated (highlighted names).

To view Active Addresses: Type in the UT EID To view Inactive Addresses: Use the View Inactive field

GG8 – Provides a list of object codes and information pertaining to them by code order. For

example, type the object code you wish in the MISC field, press ENTER. DEFINE will display a listing of object codes in numerical order. Press ENTER again to page forward. For more information about an object code, just mark the field to the left of any object code.

GG9 – Provides a list of object codes by keywords. It provides keyword, object class code, and the number of object codes listed under that keyword. For example, type the keyword you wish to begin your listing with in the MISC field, press ENTER. DEFINE will display a listing of object code keywords. You may mark the field to the left of any keyword to get more detailed information about the object code it references.

PG3- Displays vendors in alphabetical order. For example, type the vendor name in the MISC field, press ENTER. It will bring up vendors in alphabetical order. Press ENTER again to page forward through the vendor listing. Press PF4 to page backward. You must mark the one byte field next to the vendor name to view the full address. If an EID is highlighted and therefore inactive, you can view the EID that should be used instead by viewing the address detail popup. * The vendor ID controls where a check is mailed. A 3-digit mail code is assigned to each address for a vendor.

GMM module – This module in DEFINE provides General Accounting Information. This is

the module used for inquiries related to: a. Account balances b. Transactions c. Object code balances d. General information e. Encumbrance balances

GTD – This command in DEFINE provides transaction detail by account/date for all entries.

This lists all transactions for a given month that generate the general ledger.

GT1 – This command in DEFINE is used to view detailed transactions by Account/Date. These transactions make up the account’s balance. Transactions can be anything from payment vouchers to interdepartmental transfers to salary payments. This command is generally used when it is necessary to analyze transaction detail in order to reconcile an account’s balance. GT1 is one of the more commonly used commands in the BIS system.

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GT6 – This command in DEFINE allows you to find transactions by Document ID#. By

entering a document ID you will see any existing transactions and their status. You may also view more detailed information about a single transaction. Following is a list of status codes:

a. A = Proposed b. B = Pending c. C = Complete, Posted d. S = Suspended (to be posted at a later date) e. E = Every type (all of the above)

GT9 – This command in DEFINE allows you to find transactions by Vendor ID#, SS#, or

UTEID. For example, if you use the GT1 command to get the vendor ID #, you can then put this in the miscellaneous field of the GT9 command and get all the transactions specifically for that vendor.

Object Code – A 4-digit number used in UTEP’s financial reporting system to classify and

track expenses and revenues. This number helps to identify what a transaction is, and where an expense or revenue should be reported.

a. Answers the question: What is the payment or transaction for? b. Answers the question: Who is receiving the payment?

OV1- This command allows you to create an electronic payroll request document for hourly

appointed employees. For example, type an account number in the ACCOUNT field on the command line, type “NEW” in the ACTION field, a short summary (optional), and the dates of the pay period. Press ENTER. This initiates a new document. Select Section 1 by marking the field preceding it, and press ENTER. Within this section, type each employee’s number of hours worked, and the beginning and ending dates of pay. Sections 2 and 3 are optional. Once this document is complete, type APP (for APPROVE) in the ACTION field. The document will follow your routing sequence.

OV2- This command is used by authorized departments to make Flat Rate Payments to

employees who are paid an agreed-upon-amount for work performed. For example, type an account number in the ACCOUNT field on the command line, type “NEW” in the ACTION field, a short summary (optional), and the dates of the overall pay period in the spaces indicated. Press ENTER. This initiates a new document. Select Section 1 by marking the field preceding it, and press ENTER. Within this section, type each employee’s SSN, the flat rate of pay, and the beginning and ending dates of pay. Sections 2 and 3 are optional. Once this document is complete, type APP (for APPROVE) in the ACTION field. The document will follow your routing sequence. * To use this command, departments must have been authorized by the Director of the Office of Human Resources.

OV4 – This command allows you to create an electronic payroll request document for vacation, sick leave, longevity pay, consultant, and bonus pay. This command is not available for departmental use. To use, enter an account number in the ACCOUNT field. Enter “NEW” in the ACTION field, and then a short summary. Type an ‘X’ in the field preceding ‘Section 1’ to select and press ENTER. A Section 1 window will be displayed. In the window enter for each employee:

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a. A SSN, Job Class, Pay Type, and Gross Pay b. For the pay period, the date may be changed within the worksheet, but the range must be

within the pay period c. Sections 2 and 3 are OPTIONAL d. Type APP for APPROVE in the action field. The document will follow the routing sequence

OV5- This command allows you to create an electronic payroll request document for

overtime pay. To create this document you would have to type “New” in the ACTION field. Then select section 1, type the employee’s SSN, job class, hours, time, longevity, and hourly rate. Once the document is completed, type APP in the ACTION field, and press ENTER.

OV7- This command allows you to create an electronic payroll document for Professional

Services. For example, type an account number in the ACCOUNT field on the command line, type “NEW” in the ACTION field, a short summary (optional). This initiates a new document. Select ‘Section 1’ by typing an ‘X’ in the field preceding it. Press ENTER. Once in the Section 1 window, enter an SSN, the flat rate of pay, and beginning and ending dates. For the pay period, you may change the dates within the worksheet for an individual, but the range must be within the pay period on the cover sheet and appointment period. Sections 2 and 3 are optional. Once this document is complete, type APP (for APPROVE) in the ACTION field. The document will follow your routing sequence.

Transaction Code – Referred to as the T-Code, designates which general ledger accounts

the transaction will affect. These codes have no effect on account or budget group balances, they do however, determine what transaction type is assigned to the transaction.

Transaction Status Type – Every accounting transaction has a transaction status. The status

shows what stage the transaction is in. For example: Proposed/Pending, Completed, Ready to be Posted, Suspended.

Transaction Type – This is assigned to each accounting transaction. The type determines

what account balances to update. Balances are updated at the account level and/or the budget group level. Transaction types do not affect general ledgers.

VE5 – This is a request for Travel Authorization. It is used for all employees or persons traveling for UT business, and foreign travel on state funds. It will automatically hinder funds for all accounts except for the Faculty Travel Grant. The VE5 must be approved by the supervisor before an employee can be reimbursed for travel expenses.

It is organized into 5 parts: 1. A Coversheet 2. 4 sections of information

Once all the necessary information has been filled out, you can VERIFY the document.

VE6 – This is a correction document for the VE5. It is used to change information such as: Traveler’s Name, Dates of Travel, Destination, Purpose for Travel, Benefits of Travel, and Dispositions of Duties. It is also used to change Account information. For example, if the trip has been canceled use a VE6 to redeem funds. The VE6, when needed, should be filled out before the trip occurs. A VE6 is organized into 5 parts; the first section is the Coversheet

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and 4 sections of information. Once all necessary information changes have been made, you can VERIFY the document.

VP2- The command is used to request payments and goods and services that did NOT

require a purchase order (PBO). Once the document has been approved and has received all departmental approvals, it will be forwarded to Accounts Payable. It will remain in their electronic inbox until the voucher backup is sent to them. Once the document’s information is verified with the invoice, Accounts Payable will type “APP” to approve the document. Then a check will be disbursed to the vendor.

VP5- This command is used to reimburse employees, students, and prospective employees.

For example, check the VP5 cover sheet to make sure it matches with your receipts. Sections with an “X” have expenses being claimed. Make a note of all account numbers being charged. Be sure if other approvals are needed as well if the purpose of transaction is appropriate to the funds being charged on the VP5. If you need to return the voucher, indicate the reasons in NOTES. If everything is correct, type “APP” to approved the document.

VP7- Provides an electronic payment for departmental purchases using a procurement credit

card (procard). VP7 documents require 2 approvers. This means the VP7 creator cannot be the only approver. Electronic routing must be set up to accomplish this. The department is required to retain the original receipts. Once the VP7 has received all the necessary departmental approvals, its status will become APPROVED, and an electronic payment is generated.

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Attachment A **NOTE: This attachment should be used as a reference for page 17

Vendor/Payee Certification (If Required): ________________________________________

I certify that the attached invoice(s) are correct and that it corresponds in every particular with the supplies and/

or services contracted for. I further certify that the account is true, correct and unpaid.

Bussiness Process Manual

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Transcript of Bussiness Process Manual