office of the associate vice president for administration
Download
Skip this Video
Download Presentation
Office of the Associate Vice President for Administration

Loading in 2 Seconds...

play fullscreen
1 / 38

Office of the Associate Vice President for Administration - PowerPoint PPT Presentation


  • 135 Views
  • Uploaded on

Office of the Associate Vice President for Administration. in collaboration with. DEFINE Services Disbursements Office Payroll Office Travel Services Office Office of the Provost Office of Contracts and Industrial Agreements Office of Legal Affairs

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about ' Office of the Associate Vice President for Administration' - kolton


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
office of the associate vice president for administration
Office of the Associate Vice President for Administration

in collaboration with

DEFINE Services

Disbursements Office

Payroll Office

Travel Services Office

Office of the Provost

Office of Contracts and Industrial Agreements

Office of Legal Affairs

Office of Research Integrity and Compliance

Office of Sponsored Programs

Office of International Programs

Vice Provost for Academic and Faculty support

SME team at HR – Gary Grimes

And each of YOU

Kathy Tragos AVPA Office MB 3.102 - Ext 6491 110308

slide2

AGREEMENT – WHAT IS IT?

AGREEMENT

Purposes:

  • Detail specifics of what is needed between department and provider (OFFER)
  • Sets parameters for payment (CONSIDERATION)
  • Signature authority (ACCEPTANCE)
  • Delegated Signature Authority – (FOR PRACTICAL PURPOSES)
slide3

AGREEMENT – TYPES

  • Through BUSINESS AFFAIRS….
  • SERVICES AGREEMENT *
  • SPEAKER AGREEMENT *
  • PARTICIPANT AGREEMENT *
  • MEMORANDUM OF UNDERSTANDING (MOU)
  • INTERAGENCY COOPERATION CONTRACT (IAC)
  • AFFILIATION & PROGRAM AGREEMENTS
  • PO
  • Through Office of Contracts & Industrial Agreements…
  • Grant - Research contracts
slide4

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • AMOUNT
  • CITIZENSHIP
  • UT SYSTEM EMPLOYEE
  • UTSA EMPLOYEE
slide5

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • AMOUNT

OVER $5000

  • MEET PROCUREMENT REQUIREMENTS
  • CREATE A PB4 AND SEND TO PURCHSING DEPT.
slide6

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • CITIZENSHIP

NON-US PROVIDER

  • MUST MEET NON US ROUTING REQUIREMENTS
  • COMPLETE FORM A/B-1 AND SEND TO OIP
    • (ORIC AND PAYROLL)
slide7

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • UT SYSTEM EMPLOYEE

CANNOT USE A PO

  • USE SERVICES, SPEAKER, PARTICIPANT AGREEMENT – OR INTERAGENCY CONTRACT
  • (Dean’s office)
slide8

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • UTSA EMPLOYEE SALARY SUPPLEMENT?
  • CANNOT USE A PO
  • CONSIDER SERVICES, SPEAKER, PARTICIPANT AGREEMENT – OR INTERAGENCY CONTRACT
  • MUST MEET CONFLICTS OF INTEREST POLICY REQUIREMENTS
    • CREATE MEMO FOR APPROVAL

(Dean’s office)

slide9

4.31 Conflicts of Interest Policy

Chapter 4

Personnel - General

4.31 Conflicts of Interest Policy

  • Self-dealing/Transactions with Employees

before UTSA may purchase any supplies, materials, services, equipment, or property from you,

  • the president or his designee must approve the purchase,

and

  • the purchase may be made only if the cost is less than from any other known source.
slide10

AGREEMENT – TYPES

  • US PROVIDERS (DOMESTIC)
  • NON US PROVIDERS
slide11

AGREEMENT – DOMESTIC PART 1

Purposes:

  • Detail specifics of what is needed between department and provider (OFFER)
slide12

AGREEMENT – DOMESTIC PART 2

Purposes:

  • Sets parameters for payment (CONSIDERATION)

* Specify

slide13

AGREEMENT – DOMESTIC PART 3

Purposes:

  • Signature authority (ACCEPTANCE) “Execution”
  • Delegated signature authority (for practical purposes)
slide14

AGREEMENT – ROUTING

AUTHORITY – APPROVAL – APPROVALS – FINAL APPROVAL – APPROVAL TO FORM –APPROVAL TO CONTENT – REVIEW – REVIEWED AND APPROVED

ROUTING

before

EXECUTION

slide15

AGREEMENT – ROUTING

  • Execution (by delegated signature authority) is obtained after Routing.
  • Routing is set by various VP Areas
slide16

AGREEMENT – ROUTING

Student Affairs

slide19

AGREEMENT – ROUTING

  • Delegated signature authority (for practical purposes)
  • Routing Signatures
    • Required by the Office of the Provost
  • Reviewed and approved by: Director or Department Chair: ON AGREEMENT
  • Reviewed and approved by: Dean: ______________________________________
  • Reviewed and approved by Dr. Johnson: _______________________(UTSA Faculty only)
  • Reviewed and approved by: Provost: _____________________(UTSA-VPAA Employees only)
  • Reviewed and approved by: Associate VP for Administration: ON AGREEMENT
slide20

AGREEMENT – ROUTING

  • Delegated signature authority (for practical purposes)
  • Routing Signatures
    • Required by the Office of the Provost
    • +Required by the Office of Sponsored Programs
      • FOR OFFICE OF SPONSORED PROGRAMS AGREEMENTS (ON 26 ACCOUNTS):
      • (If on a grant acct. please contact OSP prior to drafting agreement)
      • Reviewed and approved by: P.I.: ON AGREEMENT
      • OSP Post Award review by: ____________________________________________
      • Reviewed and approved by: Director or Department Chair: ____________________
      • Reviewed and approved by: Dean: ______________________________________
      • Reviewed and approved by Vice Provost for Academic and Faculty Support(UTSA Faculty
      • only) : __________________________
      • Reviewed and approved by: Provost: _________________________(UTSA Employees only)
      • Reviewed and approved by: Director of Sponsored Programs: _________ or ON AGREEMENT
      • …..(if on a grant (26) account; OSP will determine final execution)
slide21

AGREEMENT – EXECUTION

Once signed, the agreement goes back to YOU for service management and payment

cc

slide22

AGREEMENT – PAYMENT

  • DISBURSMENTS
    • must establish compensatory relationship between UTSA & provider
    • VP2 with supporting agreement
    • Must meet parameters set for payment
      • No after-the-fact PO’s (sent to OSP or AVPA area)
      • No payments not specified in agreement
      • Original receipts – invoice – travel *
slide23

AGREEMENT – PAYMENT

  • DISBURSMENTS
      • Original receipts – invoice – travel *
      • NO INVOICE NEEDED for
        • Speaker agreements
        • Participant agreements
slide24

AGREEMENT – PAYMENT

  • DISBURSMENTS
  • Original receipts – invoice – travel *
      • NO INVOICE NEEDED
        • Speaker
        • Participant agreements ONLY
      • (no deliverables and specified one time only expenses)
  • ___________________________________________________________________________________________________
  • FOR DEPARTMENT USE ONLY:
  • In lieu of an invoice by the provider, this department confirms that the services as described above (as a participant) have been delivered and completed to the satisfaction of the department. (Original receipts are still required for reimbursement)
  •  ___________________________________________ __________________
  • Signature of person preparing Form and submitting VP2 Date
  • ________________________________________
  • Printed Name of preparer
      • To be completed ONLY AFTER services are completed
slide25

AGREEMENT – PAYMENT

  • PAYMENT SUMMARY - DOMESTIC PROVIDERS
  • SPEAKER AGREEMENT – NO INVOICE – VP2
  • PARTICIPANT AGREEMENTS – NO INVOICE – VP2
  • SERVICES AGREEMENT – INVOICE - VP2
  • PO – INVOICE REQUIRED –GENERATES PAYMENT
slide26

AGREEMENT – SUMMARY

  • AGREEMENT SUMMARY - DOMESTIC PROVIDERS
  • Establish compensatory relationship for payment
  • PO’s cannot be done after the fact
  • PO’s cannot be done for UT System or UTSA employees
  • Procurement – over $5000 with PB4
  • UTSA employees – Conflicts of Interest policy
  • Routing requirements – Provost-Faculty –OSP
  • Disbursements cannot pay without a valid signed document establishing a compensatory relationship between UTSA and provider. Can be a PO is appropriate
slide27

AGREEMENT – NON US PROVIDER

  • DIFFERENCE IS IN ROUTING
  • AGREEMENTS WITH A NON US PROVIDER
  • additional reviews and approvals
  • OIP – FORM A/B-1
  • PAYROLL -TAXATION
  • ORIC- IMPORT EXPORT CONTROL ISSUES
  • (CANNOT USE A PO)
slide28

AGREEMENT – NON US PROVIDER

  • INDIVIDUAL
  • FORM A or B-1 (if provider is visiting UTSA or traveling to US)
  • Initiates with Form to OIP
      • Obtain approval for payment with reference to immigration status
      • Coordinates with Payroll for taxation
  • ORIC Screening
      • Visual Compliance
      • Import Export control contingent on services
slide30

AGREEMENT – NON US PROVIDER

  • ROUTING

*

APPROVALS TO CONTENT: (Check with your Dean’s office for specific routing requirements)

__ OSP Post Award review (if on 26(grant) acct : _________________________

__ Reviewed and approved by: Department Chair: _______(on agreement)______

__ Reviewed and approved by: Dean of College: ___________________________

*__ Export Controls reviewed: ORIC: (send to MS 4.01.02)______________________

*__Reviewed and approved by: (_____________)/ (Office of International Programs):

(send to OIP - MB 1.210) OIP Director ______________________Date _________

*__ Reviewed and approved by: Executive Vice Provost: _______________________

*__Reviewed and approved by: Office of the Provost: ________________________

__ Reviewed and approved by: Office of Sponsored Programs: ________________

(if on a grant (26) account; OSP will determine final execution)

slide31

AGREEMENT – NON US PROVIDER

  • REMINDER TO USE
  • OGC TEMPLATES
  • CONTRACT INFORMATION: (Substantive changes to template may need review by the legal department)
  • OGC template? ____________ Deviations? (If yes, please explain)______________
  • Legal Affairs
  • OGC
  • BOR
slide32

AGREEMENT – SUMMARY

  • AGREEMENT SUMMARY - DOMESTIC PROVIDERS
  • Establish compensatory relationship for payment
  • PO’s cannot be done after the fact
  • PO’s cannot be done for UT System or UTSA employees
  • Procurement – over $5000 with PB4
  • UTSA employees – Conflicts of Interest policy
  • Routing (Academic) requirements – Provost-Faculty –OSP –
  • Disbursements cannot pay without a valid signed document establishing a compensatory relationship between UTSA and provider. (Can be a PO ifappropriate and done before services)
slide33

AGREEMENT – SUMMARY

  • AGREEMENT SUMMARY - NON US PROVIDERS
  • Establish compensatory relationship for payment
  • PO’s cannot be done
  • Procurement – over $5000 with PB4
  • Routing requirements – Provost-Faculty - OSP + OIP + ORIC + (Payroll)
  • Disbursements cannot pay without a valid signed document establishing a compensatory relationship between UTSA and provider.
slide35

AGREEMENT – TEMPLATES

FORMS WILL NOW BE AVAILABLE ON THE AVPA WEBSITE

http://www.utsa.edu/bussvc/departments/forms.html

For easier access

slide36

AGREEMENT = LEGAL DOCUMENT

I thought…

It was assumed….

It’s not hers?

I was supposed to get $100/ hr not a total of $100.00

Payable in two parts….. (when?)

AGREEMENT TERMS MUST BE

SPECIFIC AND CONSISTENT

slide37

Service /Speaker /Participant Agreement

Academic Related

Non UTSA

employee

Research/Service

Agreements (26)

Academic Related

VPAA employee

Non Academic

Related

Dean’s Office

Dean’s Office

Dean’s Office

AVPA

AVPA

FACULTY:

Dr. Johnson’s

Office

NON-FACULTY:

Provost’s Office

FACULTY:

Dr. Johnson’s

Office

Office of the

Provost

AVPA

OSP/ OCIA

(FINAL)

ROUTING REQUIREMENTS

PB4 - $5000+

Non-US Provider ?

NO

YES

(PAYROLL)

OIP

ORIC

COI

Chair

(Agmt)

Office of the

Provost

AVPA

US Provider view

slide38

Agreements and

Agreement Processing

  • Thank you !

Questions ?

ad