utsa business affairs 1 vacant vice president for business affairs lenora chapman associate vp...
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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: [email protected]
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: [email protected]
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: [email protected]
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: [email protected] 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: [email protected]
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: [email protected]
Fax: 210-458-4849
Address: One UTSA Circle North Paseo Building, Suite 4.120