Tuesday, July 24, 2012 BB 2.06.04 – 2:00 pm – 4:00 pm 2011-2012 Fiscal Year-End Workshop Wednesday, July 18, 2012 UC 2.01.28 9:00 am – 11:00 am Thursday, July 26, 2012 BV 3.324 Downtown Campus 9:00 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 – 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 - departments will keep their 19-7 balances although AA will sweep 14 salary accounts throughout the year. Any balances remaining in 14 accounts at yearend will be moved to 19-7 accounts. • 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 Errors Account 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
Contact Information Main line: 458-4212 Fax line: 458-4222 Location: University Heights, Tech2, 1.104 E-mail: email@example.com Website: Accounting Services
Year-End Accounting Functions Pre-Payments • Entry 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 Accruals • Accrue for services rendered or goods received as of August 31st • Materiality factor of > $1,000 per item • Vouchers 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 Inventory • Complete inventory count due by 8/31/12 and reconciliation should be completed by 9/04/12 and sent to Accounting by 5PM
General Accounting Information • Maintenance 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
GeneralAccounting 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
GeneralAccounting 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
General Accounting Information 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 Corrections: • Send all corrections except for 26-accounts to firstname.lastname@example.org • Send corrections for 26-accounts to Office of Post Award Administration (OPPA)
General Accounting Information 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
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.email@example.com Website: Disbursements and Travel Services
Year-End DTS Functions • Travel 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.
Procard/Travel Card Administration Office (PTCA) 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 Office transitioned from Purchasing to Controller’s Office 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
PTCA Contact Information Email: firstname.lastname@example.org Fax: 210-458-4849 Website: http://utsa.edu/financialaffairs/ptca/
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
Stipend Process Reminders • 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
General Information To 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