2011-2012 Fiscal Year-End Workshop

Wednesday, July 18, 2012 UC 2.01.28 9:00 am – 11:00 am

Tuesday, July 24, 2012BB 2.06.04 – 2:00 pm – 4:00 pm

Thursday, July 26, 2012BV 3.324Downtown Campus9:00 am – 11:00 am

Fiscal Year-End Workshop

Agenda:• Opening Remarks • Lapse Guidelines for Fiscal Year-End Balances – Lenora C. Chapman• Fiscal Management Sub-Certification Process – Diana Macias-Ollervidez• Accounting Services – Charlotte Mikulec• Disbursements/Travel Services – Nora Compean• Break• Purchasing – Yvette Medina• Payroll Management Services – Diana Macias-Ollervidez • Human Resources – Henry Barrera

Controller’s Website

The year-end workshop PowerPoint presentation and calendar are posted on the Controller's website.

Download the calendar to your Outlook calendar or print copies.

FMOG’s/Forms/FAR Presentations

LAPSE GUIDELINES FOR FISCAL YEAR-

END BALANCES

Lapse Guidelines – Educational & General Funds (14 – Accounts)

Special Items & Research Development Funding must be fully expended in the 2nd year of the biennium.

Deficits must be covered during the lapse process. Budget will coordinate with affected areas.

Disposition of E & G balances is based on each Vice President’s direction for their areas. (New eff. FY12)

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

Lapse Guidelines Designated Funds(19 – Accounts)

Deficits not cleared prior to year-end will be cleared during the lapse process.Budget will coordinate with affected areas.

Disposition of 19-7 account balances other than Reserves that do not lapse, is based on each Vice President’s direction for their areas. (New eff. FY12)

Designated Funds - Exceptions to Lapse Guidelines (19 – Accounts)

The following Designated 19-Accounts are not subject to lapse (carry forward 100%):

Most 19-accounts sourced from fees - other than 19-7 Facilities & Administration (F & A) 19-8 accounts -

− F&A balances under $100 will be swept to next highest level, e.g. Department, College, etc. in accordance with the F&A MOU.

Overview of Lapse Policy Changes by Area

Applies only to those budget groups that in prior year’s would have been subject to lapse in fund 14 and 19-7 accounts:

Academic Affairs –please see Academic Affairs Lapse Policy-FY12

Business Affairs, Community Services, President’s Office, Research, Student Affairs and University Advancement – all funds lapse to Reserves.

Lapse Guidelines – Service Centers (18- Accounts)

Not subject to lapse (carry forward 100%)

Any surplus/deficit exceeding 10% requires special exception and approval of AVP-Financial Affairs or Asst. VP Financial Affairs/University Controller.

Subject to Service Center Policy for compliance with OMB Circular A-21.

Contact Carol Hollingsworth at x4229 with questions

Lapse Guidelines – Other Fund Groups

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

Grant and Contracts (26 Accounts)

Auxiliary Enterprise (29 Accounts)Gift/Restricted Funds (30 Accounts)Plant Funds (36 Accounts)

Fiscal Management Sub-Certification Process

Electronic sub-certification conducted through the Office of Institutional Compliance and Risk

Services in September of each year

Required by UT System Administration Policy UTS 142.1 – Policy on the Annual Financial Report.

Review New Financial Management Operational Guidelines (FMOG),

Fiscal Management Sub-Certification Work Plan, Section 1: Internal Control

Fiscal Management Sub-Certification Process

Annually, each Account Administrator should provide a fiscal management sub-certification for

accounts with activity of $3,000 or more to the Financial Reporting Officer- the Associate Vice President for Financial Affairs.

The fiscal management sub-certification certifies that, among other items, their accounts are being reconciled timely, duties are properly segregated and no material weakness exists relative to their internal control.

Highlights of theFiscal Management Sub-Certification

Acknowledgement of responsibility

Reconciliations are completed monthly and all transactions were appropriate

Errors were adjusted timely

Transactions were reviewed and approved

Segregation of duties were in place− Enter and approve transactions; receive cash and reconcile

accounts

Highlights of theFiscal Management Sub-Certification

(cont’d)

Sound internal controls

No misstatements or omissions are evident on your Statement of Account

Fraud has not occurred

Compliance with Code of Ethics related to award of contracts

Fiscal Management Sub-Certification Process

Account administrators failing to complete the sub-certification are reported to their respective Vice President, Auditing & Consulting Services, and Assistant Vice President Financial Affairs/University Controller.

The Office of Institutional Compliance & Risk Services utilizes administrator responses (or lack thereof) when performing the annual risk assessment to determine account administrators selected for Quality Assurance Reviews (QAR).

Common ErrorsAccount administrator is not correct Account is inactive or zero balance

‒ Complete Unit and Account Request Form ‒ Send to Accounting Office

Account administrator must complete sub- certification if any expenditures were processed during the fiscal year and totaled $3,000 or more Not the same as Annual Compliance Acknowledgments

ACCOUNTING SERVICES

Contact Information

Main line: 458-4212Fax line: 458-4222Location: University Heights, Tech2, 1.104E-mail: accounting.ofc@utsa.eduWebsite: Accounting Services

Contact InformationName Title Ext. #

VACANT Director 4826

Charlotte Mikulec Associate Director 4841

Cynthia Schweers Senior Accountant 4216

Regina Moore Accountant III Assigned to PeopleSoft

Marlene Zacarias Accountant III 4826

Kimmung Doan Accountant II 4834

Jorge Solis Accountant II 4827

Justin Avants Accountant II 4525

Ashley Zaldivar Accountant II 8525

Priscilla Ybarra Accountant I 6939

Critical Accounting DeadlinesJuly 19 Corrections for Sept-May due to Accounting Services by 5pm

July 26 Corrections for June due to Accounting Services by 5pm

August 22 Corrections for July due to Accounting Services by 5pm

September 4 Inventory Reconciliation due to Accounting Services by 5pm

September 6 First close of August

September 10 Electronic SOA sent by MRAS no later than NOON

September 13 Corrections for August due to Accounting Services by NOON

Year-End Accounting Functions

Pre-PaymentsEntry made to allocate expenses between fiscal years or

expense for next year− (i.e. maintenance agreements, software licenses, registration fees,

etc)

Funds to cover pre-payment will be allocated during FY13 from FY12 budget

Materiality factor of >$1,000 per item

Reminder - Memberships will be excluded from pre-payments – expense will be recognized in full in the year it is paid.

Year-End Accounting Functions

AccrualsAccrue for services rendered or goods received as of

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

24 to be included in FY11/12 expenses

Service Centers (18 Accounts)Bill for services rendered for FY12 by calendar deadlines

InventoryComplete inventory count due by 8/31/12 and

reconciliation should be completed by 9/04/12 and sent to Accounting by 5PM

General Accounting InformationMaintenance of Accounts - required to comply

with an audit finding and facilitate efficient reporting

Scrubbing of accounts is required for UT Share PeopleSoft Project

‒ May receive queries from AVP, Accounting or Grants & Contracts

Send an e-mail to Accounting Services to inactivate accounts with zero balances (no encumbrances)

Review accounts with small balances that are not in use and close these accounts by:

A transfer of funds to an appropriate account Expense as appropriate

General Accounting Information

NACUBO classification review Account administrators are requested to review

NACUBO classification on their accounts Why: To ensure accuracy of financial reporting

Previous review was two years ago Send e-mail to Accounting Services for NACUBO

changes Include justification for change Link to NACUBO definitions Chart of Accounts

(Chart of Accounts: Section 3: Fund Accounting Principles)

General Accounting Information

Review Financial Management Operational Guidelines (FMOG):

‒ Statement of Accounts (SOA) Reconciliation Process, Section 1: Internal Control

‒ Internal Control, Section 1: Internal Control

‒ Year-End Closing and Accounting, Section 4: General Accounting

General Accounting Information

Unit and Account Request Form‒ Form required to add or modify budget groups, sub-

accounts and unit codes

‒ Is now available in PDF format with some drop down availability

‒ Go to Forms and Worksheets and always use the most current form

‒ http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=68

General Accounting Information

Sub-Account 69‒ Effective 6/1/10 use Sub-Account 69 Operation and

Maintenance (O & M) of Plant for work order requests

‒ Why: To properly account for work order request expenditures to NACUBO function Operation and Maintenance of Plant

‒ Do not charge work order request to Sub-Account 69 for telephone services work request, event setup and major/minor renovations greater than $100K

General Accounting Information

Sub-Account 69 (cont’d)

‒ Unless notified Sub-Account 69 will be pooled with Sub-Account 50 to eliminate the need to process budget transfers

‒ Excludes budget groups in the following funds: Service Centers (18 accounts), Auxiliary (29 accounts and some 19 accounts) and Sponsored Grants and Contracts (26 accounts)

General Accounting Information

Statement of Account Reconciliation‒ Reconcile monthly ‒ Required by UT System Policy UTS 142.1

Access to Statement of Account Information A report is run after the monthly close and sent out

electronically‒ To update personnel list, refer to DEFINE Departmental

User Access Form (Sections I, III, IV)‒ http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=10

‒ New improved electronic SOA commenced in May 2012‒ Only ONE e-mail to account administrators and reconcilers‒ Additional reports added

Departments can access balance and transactional information via UTDirect and download as needed.

Training: Understanding the Statement of Accounts ‒ Sign up via TXClass – Course ID AM 506

General Accounting Information

General Accounting Information

Corrections:Send all corrections except for 26-accounts to

accounting.ofc@utsa.edu

Send corrections for 26-accounts to Office of Post Award Administration (OPPA)

Corrections (cont’d)

Provide the following information:‒ Document ID number‒ Original account number used‒ New account number for correction‒ Amount of correction‒ Reason for the correction‒ Copy administrator on account being charged‒ Approval is implied by Administrator unless otherwise

noted

General Accounting Information

Upcoming Audits for Fiscal Year 2013

Deloitte & Touche Audit (UT System)Currently reviewing interim items

‒ Fieldwork done by UTSA Internal Audit staff

DISBURSEMENTS AND TRAVEL SERVICES (DTS)

& PROCARD/TRAVEL CARD ADMINISTRATION (PTCA)

Contact Information

Disbursements/Travel main line: 458-4213 Disbursements fax line: 458-4829 E-mail: Disbursements.travel@utsa.edu Website: Disbursements and Travel Services

Contact InformationEmployee Name Title Ext. # Disbursement Vendor

Responsibilities Lisa Cartier Director 5915 Temporarily assigned to the

PeopleSoft Implementation Team

Nora Compean Asst. Director 4831

Cheryl Gay Disbursements and Travel Services Supervisor

4828 D - H, Utilities, NSF's, PO Disencumbrances (VE2 & VE3

documents) VP5: In/Out State and Foreign, Travel Advances, VJ1’s,

Citibank CLIBA payment approval

Susanita Duenas Disbursements and Travel Services Supervisor

6525 N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5

Interdepartmental Review/Approval, UTHSC Due to/Due from final

approval, Citibank CLIBA payment approval

Lily Wang Disbursements and Travel Services Supervisor

4825 VP5: In/Out State and Foreign, Travel Advances, VJ1’s, Citibank CLIBA

payment approval

Contact InformationEmployee Name Title Ext. # Disbursement Vendor

Responsibilities

Ana Geigenmiller Disbursements and Travel Specialist II

4215 A - C; NSF's, PO Disencumbrances, VP3's, USAS, Scholarship

Vouchers, Citibank CLIBA payment approval

Dorothy Cheatham Disbursements and Travel Specialist II

4836 I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit &

Garnishments, Vendor ID Set Up Process, Citibank CLIBA payment

approval Elisabeth Cuadros Disbursements and Travel

Specialist II4832 VP2's, Registrations, VP5: In/Out

State and Foreign, VJ1’s, Travel Advances and Settlements, TAC cards, Citibank CLIBA payment

approval Kelly Rock Disbursements and Travel

Specialist II4278 U - Z, NSF's, PO Disencumbrances

(VE2 & VE3 documents), Daily Check Run Processing, Vendor

Holds & Check Reissues

Norma Dailey Disbursements and Travel Specialist II

4840 All Specialty Vendors, Praxair, Comdata, Fischer Scientific, Texas Folk and Asian Festivals, NSF's, PO Disencumbrances, VP3’s, Citibank

CLIBA payment approval

Contact InformationEmployee Name Title Ext. # Disbursement Vendor

Responsibilities

Geneva Carroll Disbursements and Travel Specialist I

6979 All Specialty Vendors (Fischer Scientific, Eshipglobal, Praxair, Texas Disposal Systems, Time Warner, Xerox, Fed Ex, AT&T,

Utilities, Copiers, Cell phones, Texas Folk & Asian Festivals, etc.)

Pauline Phillips Disbursements and Travel Specialist I

4843 I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintogen, and

Integrated DNA)

Patty McCrea Disbursements and Travel Specialist I

4833 DTS mail, N. High Volume Vendors, (Dell, Hi-Ed/Campus Technologies,

Nolan’s)

Wanda Burns Disbursements and Travel Specialist I

4839 B and S, High Volume Vendors (Grainger, Alpha Bldg, Siemens,

Sigma Aldrich, Simplex Grinnell and Star Shuttle), OFPC Invoices,

Property Lease

Employee Name Title Ext. # Disbursement Vendor Responsibilities

Sue Davidson Disbursements and Travel Specialist I

4214 O - R, T & V, High Volume Vendors (Charles Rivers, Office Depot,

and VWR)

Cathy Smith Disbursements and Travel Specialist I

4477 D - H, High Volume Vendors (Apple, Today’s Office, and CDW

Governmental, Data Projections, 360 Integrated and Horizons Telephone

Systems)Robyn Rigney Disbursements and Travel

Specialist I4213 Disbursements front desk duties, VP2

Creation, Mail for Travel, Travel disencumbrances (VE3)

VacantContact DTS for

Assistance

Disbursements and Travel Specialist I

4213 A, C, U, W – Z, High Volume Vendors, ((Cato Electric, Heaven Sent, 2 Fat

Guys and Clear Channel)

Contact Information

Critical Disbursements and Travel Services DeadlinesJuly 20 All June-July expenses, includes VP2, VP5, travel card payments, student

travel due

August 10 PBO – last date to create.

August 13 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 8th to the DTS office by 5:00PM.

August 17 PBO – last day for departments to final approve.

August 20 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 17th to the DTS office by 5:00PM.

August 24 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 18th to August 23rd to the DTS office by noon.

August 29 ALL electronic vouchers without proper documentation will be returned to the departments unprocessed. These vouchers will have to be resubmitted withproper documentation AFTER Sept 1. The same doc ID number can be used,however; the creator will have to change the year in DEFINE to FY12/13.

August 29 All remaining FY11/12 voucher amounts $1,000 or less will be charged toFY12/13.

August 29 FY11/12 IDT vouchers must be sent to DTS by 5:00PM to in included in August 2012 Statement of Accounts.

Year-End DTS FunctionsTravel encumbrances are disencumbered 08/30/12.Per the travel advance guidelines (Travel Advances,

FMOG Section 9) all outstanding travel advances must be settled within 30 days.

If your travel occurs in August, the travel advance must be settled and be in DTS office by August 27th.

New year helpful travel tips: − Change year to 12/13 when processing electronic

RTA (VE5) in new fiscal year.− When travel crosses fiscal years create electronic

RTA in new fiscal year.− Example: Travel begins August 29 thru September 3, create

RTA in FY 12/13.

PTCA handles: – Procurement Card (Procard) and Corporate Liability

Individual Billed Accounts (CLIBA Travel cards)

– Application Processing

– Cardholder Training

– Cardholder Maintenance Requests (CMR)

• Credit limit increases; Merchant Category Codes (MCC)

– Reporting and Compliance

– Reconciliations and Collections

– Procard Audits

– Generate Procard Payments

Procard/Travel Card Administration Office (PTCA)

Procard/Travel Card Administration Office (PTCA)

Procard Office transitioned from Purchasing to Controller’sOffice on January 2, 2012

Procard Program‒ Developed FMOG ‒ Combined Application and Agreement ‒ Updated Transaction Log ‒ New Citibank Affidavit of Unauthorized Use Form ‒ New Citibank Government Cards Cardholder Dispute Form

Card Maintenance Request Form (CMR)‒ Used to make changes to existing CLIBA card, TAC card and/or Procurement card

Employee Name Title Ext. # PTCA Responsibilities

Lisa Bixenman Credit Card Program Manager 7993

Credit Card program administration,Cardholder training, reconciliations,

reporting compliance and cardholder maintenance

Anne Jackson Procard Specialist 4059 Application processing, Procard training, procard audits

PTCA Contact Information

Email: procard.travelcard@utsa.edu

Fax: 210-458-4849

Website: http://utsa.edu/financialaffairs/ptca/

August 6 VP7 voucher creation date for July 4th – August 3rd purchases.

August 10 Recommended: Last day to charge using Pro-Card for FY11/12.

August 15 Departmental approval due by 5:00pm for July 4th – August 3rd VP7’s.

August 17 After 12:30pm – VP7 vouchers creation date for August 4th thru August 15th transactions.

August 28 Departmental approval due by 5:00pm for August 4th – August 15th VP7’s. This will be the final approval for charges to go against the FY11/12 year.

September 5 VP7 voucher creation date for August 16th – September 3rd purchases will be charged to the FY12/13 year.

September 20 Departmental approval due by 5:00pm for August 16th – September 3rd VP7’s

Critical Pro-Card Voucher Deadlines for Citibank

Year-End PTCA Functions

CLIBA – All outstanding balances on the travel cards must be paid in full by August 20th.

Pro-Card (VP7) – Outstanding balances must be approved by the deadlines listed on the year-end calendar.

Never use the Procard or CLIBA card to complete personal purchases, even if the cardholder plans to reimburse UTSA.

Stipend Process Reminders

Monthly Stipend Approval Cycle‒ Approval originates with the department

‒ Approval of stipends each month during the designated approval period ensures timely payments to students.

‒ Accounts used to pay stipends should always have sufficient funds

‒ Effective September 1st, stipend payments not approved within monthly stipend cycle will have to wait until the next stipend cycle

Stipend Process Reminders What happens when departments do not approve stipends

timely or have insufficient funds to pay?‒ Delays transmission to bank for student direct deposit

payments, resulting in delays for all stipend payments‒ Creates financial burden for students as payments are not

received when expected‒ A department will submit a request that student be paid outside

the automated stipend process, which results in:‒ Manual creation and approval of a VP2 to pay students‒ Delays student payments; as vouchers must now be

processed manually‒ Results in overpayments to students during the fiscal year,

since the manually created vouchers are not considered within the automated stipend process

Accounts with insufficient funds, results in the automated voucher to reject

‒ DTS must then contact department to transfer funds to account

‒ Transfers to cover stipend payments are not always immediately processed or approved

‒ Bank direct deposit file is delayed until transfers are completed

Stipend Process Reminders

General InformationTo expedite voucher processing:

Attach supporting documentation− Original invoices− Original receipts

Ensure Business Expense Form is complete as it relates to Entertainment and Hospitality Operational Guide (FMOG Section 7)

− Proper signatures (certification)− Completed and approved within 90 days of date expense occurred− Type of event and relevance of business or purpose − Type of funding used− Date and location of event− Total number of participants− Name and business relationship (or job title) of each participant up to 10− Include all vendors associated with event

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

− Remittance address− EID− Direct deposit information

Review critical deadlines for voucher process.

For information on specific invoices, please email Disbursements.travel@utsa.edu or contact the appropriate staff member responsible for the vendor alphabet.

General InformationTo expedite voucher processing (cont’d):Use direct deposit when possible for staff, faculty and vendors.

−Eliminates checks being lost, misplaced or remitted to State as unclaimed property−Saves University money−Saves time it takes to pick-up and deposit to checking account

Must update direct deposit information in DEFINE and Payroll separately to expedite payment.

Direct Deposit Form

Run Encumbrance Report‒ Check encumbrance balances and notify DTS for release ‒ Instructions for downloading Encumbrance Report found on the

Disbursements and Travel Services website

BREAK

PURCHASING & DISTRIBUTION

SERVICES

Purchasing and Distribution Services Contact Information

Main line: 458-4060Fax line: 458-4061E-mail: purchasing@utsa.edu Website:

Purchasing and Distribution Services

Purchasing & Distribution Services

May 18

July 13

First Day PB4 request can be create using FY12-13 Funds

Last Day PB4 requests Over $25,000 can be submitted to Purchasing using FY11-12 Funds

August 3

August 10

Last Day PB4 requests can be created using FY11-12 Funds

Last Day PB4 requests Less than $25,000 can be submitted to Purchasing using FY11-12 Funds

August 10

August 10

Last Day PB0 requests can be created using FY11-12 Funds

ProCard- Recommended last day to purchase utilizing current fiscal year funds pending financial institution's posting dates

August 17 Last Day PB0 can be final approved by department using FY11-12 Funds

August 30 First Day PB0 requests can be created using FY12-13 Funds

IMPORTANT YEAR-END DATES

Purchasing & Distribution Services

Between August 10th and August 30th, departments will NOT have the ability to create Purchase Orders using current year funds (FY11-12).

If your department plans to make large procurements using current fiscal year money, start planning today.

Start reviewing your past procurements to identify multi-year contracts:

Note: Purchase requests received after the deadlines stated above will be processed as a FY12-13 purchase.

Plan Ahead:

Purchasing & Distribution Services

If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Email: crw@utsa.edu

Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasing

If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext. 4975

Helpful Contacts

Purchasing & Distribution ServicesBuyers are assigned to specific departments. Please

coordinate your purchasing activities with your appropriate assigned buyer.

Employee Name Title Ext. #Paul Duke Buyer III 4064

Julie Gohlke Buyer II 5076

Amanda Alvarado Buyer II 4598

Patty Burrier Buyer II 4062

Rose Smith Buyer I 5077Yvette Medina E-Procurement Specialist 4974Lane Brinson Asst. Director Purchasing 4066

PAYROLL MANAGEMENT SERVICES

Contact Information

Main line: 458-4280Fax line: 458-4236E-mail: payroll@utsa.edu

Website: Payroll Management Services

Contact InformationName Title Ext. #

Javier Martinez Director Temporarily assigned to PeopleSoft

Implementation TeamPayroll Operations

Christine Bodily Payroll Supervisor 4283

Elizabeth Ortiz Payroll Specialist II 6221

Lisa Bartee Payroll Accountant 4283

Lori Contreras Payroll Specialist I 4280

Payroll Benefits

Patty Titus Sr. Payroll Accountant 4281

Rosa Casas Payroll Accountant 4713

Critical Payroll DeadlinesAugust 3 Retroactive Funding Assignments modification to

Human Resources (Sept - July)

August 3 Retroactive Hourly Salary Transfers to Payroll Office

August 21 Assignments for September 1st Payday to Human Resources

August 29 Assignments for September 6th Payday to Human Resources – Last payday of fiscal year

September 4 Voucher Cutoff for September 6th PaydayOnly one (1) day for voucher approvals

Deadline Questions?

General Information Payroll website: http://www.utsa.edu/payroll/

− Payroll deadlines− Regulation and law changes

Timely process of pay vouchers (OV1, OV5, paper vouchers)

− Meet deadlines − Be aware of approver’s absence

HRMS DEFINE Roll – Over August 19th & 22nd

General Information

Sign-up for online Earnings Statements – UTDirect

− Secure− Print as needed− Prevent loss of confidential data and identity theft

General Questions?

Over Payment Warning

A monthly employee assignment is allowed in the HRMS system regardless of funding availability.

16 Default accounts were established in November 2009 to cover employee assignments to accounts with insufficient funding.– Allows timely payment and allocation of fringe benefits for

monthly salaried employees.– Monitored by Default Account Owners and Budget.

Default accounts should be used as a last resort option at payroll processing time.– Departments are required to clear entries reported in default

accounts in a timely manner.

What is a Default account?

Default Account Owners

Vice Presidents have the fiduciary responsibility to assure sufficient annual budget to fund all salary costs.

Divisional Financial Officers are responsible for review and reconciliation of default accounts on a regular basis and to ensure modify documents are timely processed using appropriate funding sources.

Encumbrance balances in Default Accounts must be funded prior to payroll processing.

Default account balances MUST be ZERO by July 31st 2012 and remain zero for the remainder of FY 2012.

Budget Office provides oversight working closely with Divisional Financial Officers and Default Account Owners on a monthly basis.

For more information, refer to FMOG Section 10:Budget Approvals for Assignments – HRMS Default Account Maintenance

Year End Deadline for Clearing Default Account Encumbrances

HUMAN RESOURCES

2012-2013 Reassignments

All assignments without an end date in HRMS will automatically rollover to the new fiscal year.‒ Any employee’s assignment not continuing into the next fiscal

year, needs to be terminated in HRMS.

Any assignments with an end date in HRMS of 8/31/2012 will automatically expire on 8/31/2012.‒ Any employee expected to continue working into the next fiscal

year, needs to be reassigned in HRMS.‒ Reassignments must be completed otherwise the employee will

not get paid after 8/31/2012.

2012-2013 Reassignments VERY IMPORTANT: ALL RETURNING BENEFITS ELIGIBLE

EMPLOYEES must have their FY 2012 reassignment FINAL APPROVED by 5:00 PM on 8/31/2012.‒ Please do not create the assignment on 8/31/2012 and expect it to

be approved by 5:00. You must give time for the document to route.

If assignment is not final approved by 5:00 pm on 8/31/2012, their benefits may terminate.

Current benefits eligible employees with an assignment end date of 8/31/2012.‒ Open-ended assignments will automatically rollover and won’t

impact benefits.

2012-2013 Reassignments Students must be reassigned for the fall semester.

‒ Cannot extend summer assignment to the fall.

‒ Enrollment must be verified prior to assigning.‒ This is done at the department level – Not HR.

‒ Cannot exceed 19 or 20 hours (depending on title), while enrolled in classes.

‒ All student assignments, with the exception of GRA’s, GA’s and TA’s, can be assigned for the fall & spring.

GRA, GA, TA Assignments GRA & GA assignments have to be FYA’d to the Graduate

School at “TA/GRA APP”‒ TA assignments will automatically route to the Graduate School.

Must be reassigned for the fall semester.

Cannot exceed 20 hours while enrolled in classes.

GRA’s, GA’s and TA’s have to be assigned within semester dates

‒ Fall – September 1 to January 15‒ Spring – January 16 to May 31‒ Summer – June 1 to August 31

Assignment end date must be the last day of classes to avoid becoming benefits eligible.‒ For example: 9/1/2012 to 12/15/2012‒ Cannot be reassigned until the start of the next

semester

Cannot break an assignment for a few days to solely deny benefits.

Effective 9/1/2011: Benefits eligible students will have to pay 50% of medical cost‒ Departments CANNOT force an employee to waive

benefits

GRA, GA, TA Assignments

Title Fall/Spring SummerGraduate Research Assistant (GRA) 6 hours 3 hours

Graduate Assistant (GA) 6 hours 3 hours

Student Assistant (work-study) 6 hours See Financial Aid

Teaching Assistant (TA) 6 hours 3 hours

Undergraduate Research Assistant (URA)

9 hours 6 hours

Enrollment Requirements

Checking Document Routing and Status

Concurrent Assignments The department needs to check if the employee

has a concurrent assignment before routing a new assignment.

If concurrent assignment is being ended or the hours are being modified by the other department, the remarks/notes need to be indicated as such.

If there aren’t any notes indicating the concurrent assignment will be ending, or the hours are being modified, the document will be returned if the employee is over the hour limit.

How to Check Concurrent Assignments

Non- Pooled Assignment

Pooled Assignment

Work-Study Assignments

Work-Study AssignmentsINCORRECT CORRECT

“End Assignment” is only used for pre-determined end dates.

Reason is no longer “End Assignment” if employee leaves before original assignment end date.

Termination Reasons

Termination Payroll Vouchers are ONLY paid out on semi-monthly payroll dates.

For tenure & tenure-track faculty, benefits will expire on termination date regardless of quadruple deductions or salary spread.

A non-tenure track (NTT) faculty has an end date in HRMS of 8/31/2012, however shows 5/31/2012 in DEFINE.‒ Therefore, end date needs to be modified in HRMS

if leaving prior to 8/31/2012

Termination

Self-service tool for HRMS

HRMS screenshots

Accessible via HR Website‒ Login using computer sign-on

HRMS Online Tools

August 3: Retroactive funding changes to HR.

August 14: Assignments due to HR for 8/22 Semi-monthly payday

August 20: FY 12-13 assignments can be routed forward.

August 21: Assignments due to HR for 9/1 Monthly payday

August 19: Automated rollover in HRMS

August 29: Assignments due to HR for 9/6 Semi-monthly payday **last payday for FY 10-11**

HR Important Dates

Wednesday, August 8‒ 8:00-10:00‒ 10:00-12:00

Bring actual HRMS documents you’re currently having trouble with to class.

Sit down with an HR Representative one-on-one.

Sign up on our HR Website.

HRMS Hands-On Workshop

Contact InformationName Title Ext. #

Bruce TingleAssociate DirectorEmployment/Comp

4651

HRMS

Henry Barrera HR Specialist II 7563

Kristin Howell HR Technician II 4648

Lucinda CraneHR Technician I

(part-time)4410

Compensation

Catina Rover HR Specialist II 4259

Jenny Jung Compensation Analyst I 4254

Contact InformationName Title Ext. #

Employment Paperwork

Sandra Hernandez HR Specialist II 4257

STARS

Ron Fosmire HR Advisor 4256

Diane Mazuca HR Specialist II 4304

Day ONE

Samantha Hernandez HR Specialist II 8007

Jennifer Evetts HR Specialist I 7962

Hattie Arnold HR Specialist I 6618

Contact Information

Name Title Ext. #

Benefits

Georgina Anguiano-Elliott Benefits Manager 4253

Fran ThibodeauxHR Specialist II

Alpha A-G 4652

Jaime LopezHR Specialist II

Alpha H-O 6710

Mary Lou AguilarHR Specialist II

Alpha P-Z 4258

Thank youWe would like to thank everyone for attending and assisting us

in having a successful year-end close.

7/11/12