UTSA BUSINESS AFFAIRS

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VACANT Vice President for Business Affairs

Lenora Chapman

Associate VP Financial Affairs

Pamela Bacon

Associate VP Administration

http://www.utsa.edu/bussvc/

Purchasing & Distribution Services

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Financial Affairs» Financial Management Operational

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

» Financial Affairs Course Training Materialshttp://www.utsa.edu/financialaffairs/training.html

» Financial Affairs Forms and Worksheetshttp://www.utsa.edu/financialaffairs/forms/

» Financial Fundamentals: Overview of Revenue & Funding Sources http://www.utsa.edu/financialaffairs/reports.html

Helpful Links:

Financial Affairs Areas & Responsibilities

» Office of the Associate Vice President

» Oversight of all Financial matters for

UTSA

» University Wide Budget / University

Strategic Resource Planning Council

» Tuition and Fee Reviews & Proposal

Development

» Financial Assessments

» Special Projects

» Website & Policies/Procedures

» PeopleSoft Projects - Financial 4

Controller Accounting Services

Capital Project Accounting

Grants & Contracts Financial

Services

Payroll Services

Disbursements & Travel

Services

Procard/Travel Card

Administration

Financial Affairs Areas & Responsibilities (continued)

» Management Reporting & Administrative Systems˃ COGNOS Reporting Tool

» Budget Planning and Development

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

Departments5

Accounting Services

Capital Project Accounting

Grants & Contracts Financial Services

Payroll Services

Disbursements & Travel Services

ProCard/Travel Card Administration

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Sheri Hardison, C.P.A.Assistant Vice President Financial Affairs/Controller

Accounting Services7

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

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Accounting ServicesWhat We Do:

» Coordinate the monthly & annual close of the accounting records

» Prepare monthly & quarterly financial reports

» Prepare the Annual Financial Report

» Answer questions on cost centers; record corrections as requested; provide training

» Manage the Chart of Accounts

˃ Set up new Departments and Cost Centers

» Officially record various entries to the financial accounting system 8

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Accounting Services

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What We Do (cont’d): Financial report preparation as required by the State and

other agencies: Sources & Uses Report Various surveys

Review Financial Variances All reports are prepared in accordance with:

Generally Accepted Accounting Principles Texas State Comptroller’s guidelines The University of Texas System & other agencies

as applicable

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

Training Course https://MyTraining.utsa.edu Introduction to the Chart of Accounts Monthly Financial Report

Forms and Worksheets

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

Operational Guidelines Section 3: Fund Accounting Principles Section 4: General Accounting

Helpful Links:

Accounting Services

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Accounting Services

Main: 210-458-4212

Fax: 210-458-4222

E-mail: accounting.ofc@utsa.edu

Website: www.utsa.edu/financialaffairs/accounting

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How to Contact Us:

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

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

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Capital Project Accounting

What We Do:

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

» Special projects

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Capital Project Accounting

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Helpful Links: Guidelines

Section 5.1 – Financial Management of Capital Assets

http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.html Section 5.1 – Capital Projects Managed by the UT System

Office of Facilities Planning and Construction http://www.utsa.edu/financialaffairs/opguidelines/2.5.1.1.html

Section 5.1 – Institutionally Managed Capital Projects

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

Grants & Contracts Financial Services

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

Grants & Contracts Financial Services

What We Do:

» Ensure UTSA is promptly and accurately reimbursed for restricted sponsored program expenditures

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

˃ Renewal of awards by funding agencies

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

» Review costing practices for research and institutional re-charge centers to ensure compliance with cost accounting standards.

» Work in conjunction with the Research Service Centers on post-award management.

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What We Do (cont’d): » Ensure compliance with federal requirements in such areas as:

> Consistency in estimating, recording & reporting costs.

˃ Financial reporting

˃ Recharge centers

˃ Cash management

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Grants & Contracts Financial Services

» Forms and Worksheets

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

» Guidelines

˃ Section 6.1 - Grants and Contracts Accounting Practices

˃ Section 6.2 - Establishment and Financial Management of Authorized Service Centers and Specialized Service Facilities http://www.utsa.edu/financialaffairs/opguidelines/2.7.2.html

˃ Section 6.3 - Accounting for Cost Sharing http://www.utsa.edu/financialaffairs/opguidelines/2.7.4.html

˃ Section 6.4 - Cost Accounting Standards http://www.utsa.edu/financialaffairs/opguidelines/2.7.5.html 17

Helpful LinksGrants & Contracts Financial Services

Main: 210-458-4225

Fax: 210-458-4222

E-mail: gcfs@utsa.edu

Website: www.utsa.edu/grants/

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How to Contact Us*:

If you’d like to contact a staff member, see the Grants and Contracts Financial Services staff webpage at:

http://utsa.edu/financialaffairs/grants/contact.html

Grants & Contracts Financial Services

*Most departmental inquiries should go through the respective RSCs.

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Payroll Services

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MISSIONProvide accurate and quality payroll operations and customer service to our client departments and individuals.

Payroll Management Services

Main: 210-458-4280

Fax: 210-458-4236

E-mail: payroll@utsa.edu

Website: www.utsa.edu/payroll/

Location: North Paseo Building, Suite 4.17020

How to Contact Us

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Payroll Services Responsibilities

What We Do: » Produce and distribute payroll checks,

including: + Relocation Reimbursements

+ All other one time payments

» Time Labor module reporting and administration

» Tax withholding, tax and deduction reporting, and compliance˃ Produce W-2s and Pay Advices

˃ Process and manage Garnishments & Withholding Orders 21

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Payroll Services Responsibilities

What We Do (cont’d): » Foreign national taxation (non-resident

alien taxation)˃ Produce 1042-S, Foreign Person's U.S. Source

Income Subject to Withholding

» Process Small Educational Fellowships payments

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Payroll Services Campus Service

We provide: » Customer service to department

administrators regarding employee pay. » Customer service to employees payroll

related items:˃ Taxes, pay, garnishments, deductions, W-2s

distribution, direct deposit, employee address(es).

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Payroll Services Campus Service

We provide (cont’d): » Time Labor Administration

˃ Train and liaison with Timekeepers˃ Customer service to employee questions regarding

time processed˃ Schedule management processing for supervisors

» Foreign national taxation (non-resident alien taxation)˃ Assist employees with treaty exemption claims˃ 1042s processing and distribution

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Payroll Services

» Related Forms and Worksheets

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

» Payroll Online Services

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

˃ Change W-4, modify income tax withholding

˃ Change home address

» Payroll Services webpage: http://www.utsa.edu/payroll

Email: payroll@utsa.edu 25

Helpful Links

Disbursements & Travel Services

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Disbursements & Travel Responsibilities

» Timely payment of invoices of goods and services purchased by UTSA via purchase order˃ In accordance with state laws, UTSA Financial

Management Operational Guidelines and best business practices

» Process travel expense reimbursements˃ Communicate travel related policies to the UTSA

community.

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What We Do:

Disbursements & Travel Responsibilities

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

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

˃ Administer Official Occasions (food/entertainment) reimbursements

+ Process requires completion of a Business Expense Form (BEF) to comply with IRS requirements

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What We Do (cont’d):

Disbursements & Travel Services

» Related Forms and Worksheets

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

˃ Section 7A – Texas Prompt Pay Law

http://www.utsa.edu/financialaffairs/opguidelines/2.6.1.html

˃ Section 7D -Business-related Hospitality and Entertainment Expenditureshttp://www.utsa.edu/financialaffairs/opguidelines/2.6.4.html

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Helpful Links

Disbursements & Travel Services

» Related Guidelines (cont’d)

˃ Section 9A – Travel Authorization

http://www.utsa.edu/financialaffairs/opguidelines/0106.html

˃ Section 9B – Travel Advances http://www.utsa.edu/financialaffairs/opguidelines/2.9.2.html

˃ Section 9C - Travel Cards

http://www.utsa.edu/financialaffairs/opguidelines/0111.html

˃ Section 9D – Travel Reimbursement

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

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Helpful Links

Disbursements & Travel Services

» Related Training Courses

https://MyTraining.utsa.edu

» Processing Travel Advances & Reimbursements

(PS 204.02)» Processing Non-Purchase Order Vouchers (PS

203.02)» Business-Related Hospitality & Entertainment

(AM 553)» Travel Advance Process (AM 572)

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Helpful Trainings

Disbursements & Travel Services

» Related Training Courses

https://MyTraining.utsa.edu

» Travel Reimbursement Process (AM 574)

» Corporate Travel Planners: CONCUR Online Reservations (AM 570)

» Travel Training for Travel Arrangers/Guest Travel

(AM 577)

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Helpful Trainings

Disbursements & Travel Services Contact Information

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Disbursements and Travel ServicesPhone: 210-458-4213Fax: 210-458-4829One UTSA Circle North Paseo Building, Suite 4.120-1

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

E-mail: Disbursements.travel@utsa.edu

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

What we do: • Application processing (Procard and Corporate

Liability Individual Billed Account (CLIBA) cards only)

• Cardholder training • Card maintenance (Citibank and/or

UTShare/PeopleSoft related): • Credit Limit • Merchant Category Codes (MCC) • Activation and deactivation • Authorized to Inquire (ATI) access (CLIBA card only)

Procard/Travel Card Administration (PTCA)

What we do (cont’d): • Process requests to change the electronic review

and approval process for Procard payments. • Reporting/Compliance • Collections • Reconciliations • Generate Procard payments on behalf of

departments

Procard/Travel Card Administration (PTCA)

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Helpful Links:

» PTCA website˃ http://utsa.edu/financialaffairs/ptca/

» Related Forms and Worksheets ˃ http://www.utsa.edu/financialaffairs/forms

» Related Guidelines˃ Section 7 – Procard Program

http://www.utsa.edu/financialaffairs/opguidelines/0125.html˃ Section 7 – Texas Prompt Pay Law

http://www.utsa.edu/financialaffairs/opguidelines/2.6.1.html˃ Section 9 - Travel Cards

http://www.utsa.edu/financialaffairs/opguidelines/0111.html

» Related Training˃ Procard Compliance and Processing using UTShare (AM 562)˃ Travel Card Process (AM 0573)

Procard/Travel Card Administration (PTCA)

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PTCA Staff Contact Information:

˃ Lisa BixenmanCredit Card Program ManagerPhone: 210-458-7993

Procard/Travel Card Administration (PTCA)

> Anne Jackson Procard Specialist Phone: 210-458-4059

Email: procard.travelcard@utsa.edu

Fax: 210-458-4849

Address: One UTSA Circle North Paseo Building, Suite 4.120