Office of the associate vice president for administration
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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

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Office of the Associate Vice President for Administration

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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


Office of the associate vice president for administration

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)


Office of the associate vice president for administration

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


Office of the associate vice president for administration

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • AMOUNT

  • CITIZENSHIP

  • UT SYSTEM EMPLOYEE

  • UTSA EMPLOYEE


Office of the associate vice president for administration

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • AMOUNT

    OVER $5000

  • MEET PROCUREMENT REQUIREMENTS

  • CREATE A PB4 AND SEND TO PURCHSING DEPT.


Office of the associate vice president for administration

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)


Office of the associate vice president for administration

AGREEMENT – QUESTIONS

PRE-AGREEMENT QUESTIONS

  • UT SYSTEM EMPLOYEE

    CANNOT USE A PO

  • USE SERVICES, SPEAKER, PARTICIPANT AGREEMENT – OR INTERAGENCY CONTRACT

  • (Dean’s office)


Office of the associate vice president for administration

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)


Office of the associate vice president for administration

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.


Office of the associate vice president for administration

AGREEMENT – TYPES

  • US PROVIDERS (DOMESTIC)

  • NON US PROVIDERS


Office of the associate vice president for administration

AGREEMENT – DOMESTIC PART 1

Purposes:

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


Office of the associate vice president for administration

AGREEMENT – DOMESTIC PART 2

Purposes:

  • Sets parameters for payment (CONSIDERATION)

    * Specify


Office of the associate vice president for administration

AGREEMENT – DOMESTIC PART 3

Purposes:

  • Signature authority (ACCEPTANCE) “Execution”

  • Delegated signature authority (for practical purposes)


Office of the associate vice president for administration

AGREEMENT – ROUTING

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

ROUTING

before

EXECUTION


Office of the associate vice president for administration

AGREEMENT – ROUTING

  • Execution (by delegated signature authority) is obtained after Routing.

  • Routing is set by various VP Areas


Office of the associate vice president for administration

AGREEMENT – ROUTING

Student Affairs


Office of the associate vice president for administration

AGREEMENT – ROUTING

Facilities


Office of the associate vice president for administration

ROUTING SHEETS


Office of the associate vice president for administration

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


Office of the associate vice president for administration

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)


Office of the associate vice president for administration

AGREEMENT – EXECUTION

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

cc


Office of the associate vice president for administration

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 *


Office of the associate vice president for administration

AGREEMENT – PAYMENT

  • DISBURSMENTS

    • Original receipts – invoice – travel *

    • NO INVOICE NEEDED for

      • Speaker agreements

      • Participant agreements


Office of the associate vice president for administration

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


  • Office of the associate vice president for administration

    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


    Office of the associate vice president for administration

    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


    Office of the associate vice president for administration

    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)


    Office of the associate vice president for administration

    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


  • Office of the associate vice president for administration

    ROUTING SHEETS


    Office of the associate vice president for administration

    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)


    Office of the associate vice president for administration

    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


    Office of the associate vice president for administration

    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)


    Office of the associate vice president for administration

    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.


    Office of the associate vice president for administration

    AGREEMENT – TEMPLATES


    Office of the associate vice president for administration

    AGREEMENT – TEMPLATES

    FORMS WILL NOW BE AVAILABLE ON THE AVPA WEBSITE

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

    For easier access


    Office of the associate vice president for administration

    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


    Office of the associate vice president for administration

    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


    Office of the associate vice president for administration

    Agreements and

    Agreement Processing

    • Thank you !

    Questions ?


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