Accounting & Financial Reporting: Services, Staff, and Reconciliation Reports

1. Welcome

2. Department Reorganization • Accounting & Financial Reporting • Journal_Request@uttyler.edu • Budget & Resource Planning • Budget@uttyler.edu

3. Accounting & Financial Reporting

4. Accounting and Financial Reporting Staff • Danielle McDonald, Accounting & Financial Reporting Manager • daniellemcdonald@uttyler.edu 903-566-7405 STE 340 • Brenda Golemon, Budget & Reporting Analyst II • bgolemon@uttyler.edu 903-566-7319 STE 341 • Esteici Licea, Budget & Reporting Analyst II • elicea@uttyler.edu903-566-6201 STE 342

5. Accounting and Financial Reporting Staff • Brenda Golemon, Budget & Reporting Analyst II • bgolemon@uttyler.edu 903-566-7319 STE 341 • Areas of expertise: • Capital Projects • Reconciliation Monitoring

6. Accounting and Financial Reporting Staff • Esteici Licea, Budget & Reporting Analyst II • elicea@uttyler.edu903-566-6201 STE 342 • Areas of Expertise: • Requests for adds/changes to Departments, Cost Center, BA’s • USAS (Uniform Statewide Accounting System) – processing/reconciling expense reimbursement of appropriations • IDT’s- Interdepartmental revenue/expense transfers

7. What is Accounting & Financial Reporting responsible for? • Reviewing/Processing Monthly Journals • Annual Financial Report (AFR) • Monthly Financial Report (MFR) • Monitor Account Reconciliations • Internal and External Financial Reports • Quarterly Expenditure Reports • USAS to ABEST recon • Sources & Uses Report • IFRS (Integrated Fiscal Reporting System)

8. What services do we provide? • List of cost centers and projects under a budget authority • Process requests for new/updates to cost centers, departments, and budget authorities – submitted via Docusign • Process journals - submitted via email to: Journal_Request@uttyler.edu

9. What services do we provide? • Assistance with Account Reconciliation questions, including training • Capital Projects • Ad Hoc Reporting

10. Account Reconciliation Training

11. Purpose of Reconciliations • Confirm all the expenses charged, journal entries processed, and revenue booked are all appropriate for your cost center/project.

12. Monthly Process • Accounting & Financial Reporting office sends an email when the month is closed. • Account Reconciliation Report instructions will be attached. • Report can be produced for multiple periods or one period. • Fiscal year and period are used when processing the report. • Process the report by department. This will ensure all cost centers and projects associated with the department are included.

13. Report Output • Summary Report – This is the report to be signed and dated by the reconciler along with the budget authority after the detail report has been reviewed. • Detail Report - This report will have all the transactions by account type for all cost centers and projects in the department.

14. Reconciling • A1000-A3000 - These are all related to payroll and benefits. • Verify all employees belong in the department. • Verify the amounts look reasonable and there are no amounts that look abnormal or items that were not expected.

15. Reconciling • A4000 – M&O and travel accounts. • Review source documentation for all transactions (receipts, invoices, etc.) • Verify all expenses were authorized for payment against the cost center, department, grant or capital project.

16. Reconciling • A7000 – Expense Transfers (when a cost center transfers funds out). • Verify transactions with the Budget Transfer Documentation.

17. Reconciling • RTRFS – Revenue Transfers (when a cost center receives funds from a Budget Transfer) • Verify transactions with the Budget Transfer Documentation.

18. Reconciling • TOTRV – Total Revenue (true deposits of money) • Verify expected revenue by source and reasonableness of amount. (example DOC ID beginning with SSF are Student Service Financial journal)

19. Documentation Maintained • Expenses • Department initiated expenses: • Detailed Invoice/Receipt • Procurement Card • Procurement Statement • Detailed Receipts

20. Documentation Maintained • Travel Card • Travel Card Statement • Detailed Receipts • Bookstore • Receipts/email

21. Documentation Maintained • Postage • Interdepartmental Postage Charge • Copy Center • Request Form/receipt • Telephone Charge • Email with breakdown of charges

22. Documentation Maintained • Transfers • Transfer Request • General Ledger Entry • Documentation (journal entry attachment / email)

23. Documentation Maintained • Income • Cash / Check received • Copy of check • Copy of Deposit Receipt from Cashier • Credit Card Machines • Settlement Reports

24. Documentation Maintained • Direct Receipts from Students thru SBS • Reasonableness • # of students at $ per lab, ticket, etc. • Can request detail if needed

25. How toRunReconciliationReportsforUTTyler 1) LogintoPeopleSoft. Fromthe mainscreen, clickon UTZ_Customizations>General Ledger>Reports >ReconciliationReport. Fromhere, clickon search, and itwill bringyoutothefollowing page:

26. Youwill needto filloutthefollowing boxesinorder to runthereport. • Business Unit–AlwaysUTTYL. • Fiscal Year–Thefiscal yearyouarerunningthereportfor. • AcctPeriod–Account Period(1–September,2–October,etc.) • ReportFormat–WerecommendchangingthistoXLStobeabletopulltheinformation intoanexcelspreadsheet. Thisallows for easier data manipulation,output,andoverall usability.

27. Youwill needto filloutthefollowing boxesinorder to runthereport. • e. Parameters (Department/Project ID/Cost Center ) – We recommend running this field by Department or Project ID (depending on your scenario). This will separate out the individual charges and make the overall output much more efficient to read. You do, however, have the option to run by Cost Center.

28. 3) Onceyou haveenteredyour information,select“Run”atthetop righthandcorner.

29. 4) Onceyouget tothenextscreen,youdonotneedtochangeanyparameters. Just Click“OK”.

30. 5) This will take you back tothe mainscreen. Fromhere,clickon“ProcessMonitor”.

31. 6) This will bringyoutotheProcess Listpage.You arelooking forthemostrecentreporttoread“Success”and“Posted”.This normallydoes nottakeany longer than1-2minutes, andyoucanclickontheRefresh button until itdisplaysthis. Oncethereporthasposted,clickon“Gobackto Financial ReconciliationRpt”.

32. 7) Fromthemain page, click on“ReportManager”, or you can go to your home screen and it will be listed under Reports.

33. 8) This will bringyoutotheReportListPage. Youwill noticethattherearetwo reportsthathavebeencreated, bothwhichend in .xlsx.

34. 9) Clickonthefirstreport.Itwill bringyoutothefollowing page. Youwill needtoclick onthedocumentending in .xlsx. Thiswillopena promptfor youto downloadtheexcel file.

35. 10)Onceyou haveopenedthespreadsheet, clickonthebackbutton inyour browsertotakeyou backtotheReportListPage. Clickonthesecondreport, andyouwill findthe.xlsxdocumenthereas well. Onceyou haveopenedthisexcel sheet,youwill have twodifferentsheets toworkwith.Youwill needtoclick on“EnableEditing” atthetopofboth pages.

36. 12) Thefirstexcel document will bethe MonthlyFinancialCertificationsheet.Youcanviewthis as a cover pagefor your monthlyreconciliations. Thispageis a snapshotofall transactions thathappened duringtheperiodthat youspecified,as well asthetransactionsyearto datetotheendof this period(not thecurrent year todate. Example:ifyou runthis for November, itwillonlyshowyouyear todate totheendof November, nothing past). Itwillalso show youtherevenues atthebottomofthesheet.Youwill likelyneedtoexpandyourcolumnwidths inorder tobeabletoviewallof thedetail

37. 13)Thesecondexceldocumentwill betheDetail Financial Report. Thiswill giveyouall necessaryinformationtocomplete your reconciliations. Notethat thereportwill separateALL of your accountsinto differenttabs (Ex. A1000, A2000, A3000, A4000, A7000,etc.). However, itwill ONLYcreateanaccount tab if therewas activityonthataccounttab duringtheperiodthatyouspecified. If youdid nothaveanytransactionsontheA4000 lineduringthe period,youwill notseea tab for it.Thetabswill generateasSheet1,Sheet2,etc. We recommend renamingthemtotheappropriateaccounts. As with thepreviousreport,youwill needtowidenyour columnwidthsinorder toseeall information.

38. 14)For your payrollaccounts (A1000,A1200, A3000),thereportwill listeachemployeeandtheir id number, theassociatedtransactions,andthedetailon thesetransactions as well.

39. 15)For your A4000 account, thereportwill listthedocumenttype(voucher, requisition, purchaseorder, etc.), thedocumentID,thevendor, therelated documents (ex,if yourvoucher wasrelatedtoarequisition,etc.),thedescriptions, andtheamounts. 16)If thereis somethingthat you do notunderstand,or need assistancewith, pleasecontacttheAccounting&Financial Reportingofficeat journal_request@uttyler.edu. (this email is journal_requestNOTjournal (space)request)

40. Questions to ask yourself for corrections • Why are we doing this correction? • Should this be corrected via Voucher/Deposit Correction • A voucher can only be corrected one time. After that it would have to be fixed by a journal. • Where do these numbers come from? • Who is approving this?

41. Journal Corrections • When submitting journals to journal_request@uttyler.edu, all journals must have proper approvals and supporting documentation. • Example of insufficent request:

42. Items to Remember • Submitted to individual, not journal_request@uttyler.edu • Insufficient journal description • Insufficient line description • No explanation as to why it’s being done • No approval (BA) • No Supporting documentation

43. Helpful Queries • UTT_GL_DEPT_CC_LIST • List of all departments with Cost Centers and Projects by Budget Authority for UTTYL • UTT_GL_TRANSACTIONS • List of all transactions in a Department or Cost Center • UTT_PO_PROCARD_DPT_TRANS_DTL • UT Tyler Procard Departmental Transaction Detail • UTZ_GL_ACCTLIST • Active Accounts with Descriptions

44. Definitions

45. Fund vs Function • What is a Fund code? • The Fund Code determines the type of monies being accounted for • What is a Function code? • The Function code tells the purpose the monies are being used for

46. Fund Codes • 21xx – Educational and General Funds (E&G) • 31xx – Designated Funds • 3100’s are self-funded • 3105’s are Designated Tuition • 32xx – Service Center Funds • 4xxx – Auxiliary Funds • 5xxx – Restricted Funds

47. Fund Codes • 5100– Federal Contracts & Grants • 5200– State Contracts & Grants • 5400– Local Contracts & Grants • 5500 – Gifts (we get full amt) • 5600 – Endowments (we get interest off of investment • All are restricted funds

48. Function (NACUBO) CodesNational Assoc. of College University Business Officers • 100 – Instruction • 200 – Research • 300 – Public Research • 400 – Academic Support • 500 – Auxiliary • 600 – Student Services • 700 – Institutional Support • 800 – Operations & Maintenance • 997 – Scholarship

49. Account Categories • 1xxxx – Asset Accounts • 2xxxx – Liability Accounts • 3xxxx – Fund Balance Accounts • 4xxxx – Revenue Accounts • 5xxxx – 8xxxx – Expense Accounts

50. Expense Account Categories • 5xxxx – Salaries & Wages • 6xxxx – Various Categories (ex. Professional Fees, Dues, Travel, etc) • 7xxxx - Transfers • 8xxxx - Depreciation & Capital Purchases