Toolbox Series Financial Processing - UTSA · Training documents, job aides and courses. Fact Sheets • More information about each department • Read the fact sheet as each guest

Financial Processing

(SD 239)

Administrative Support

Toolbox Series

Office of Financial Affairs

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Here’s what we’ll cover today:

• Financial Affairs Overview

• Financial Info Systems

• BIS/PeopleSoft

• Budget Planning &

Development

• Accounting Services

• Capital ProjectsAccounting

• Payroll Services

• Purchasing

• Disbursements & Travel

• Procard/Travel Card Administration

• Financial Services & Bursar

• Inventory

• Surplus

• Business Contracts Office

Office of Business Affairs

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UTSA BusinessAffairs

Veronica MendezChief Financial Officer &

Senior Vice President

Business Affairs


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Helpful Links

Office of Business Affairs website:

https://www.utsa.edu/businessaffairs/

Phone: (210) 458-4201

Fax: (210) 458-4187

Email: [email protected]

https://www.utsa.edu/businessaffairs/

tel:(210)%20458-4201

tel:(210)%20458-4187

mailto:[email protected]


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Sheri HardisonAssociate Vice PresidentFinancial Affairs


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Financial AffairsOffice of the Associate Vice President

Areas & Responsibilities

• Oversight of all financial matters

• Financial analysis

• Training services

• Website & policies/procedures

• Financial Information Systems for UTSA

• Enhance and support financial systems

• Report development and support

• Website management


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Financial Affairs

Office of the Associate Vice President

Areas & Responsibilities



• Disbursements & Travel Services

• Distribution Services

• Procard/Travel Card Administration

• Financial Services

• Fiscal Services (Main & Downtown)

• Capital Asset Management: Inventory & Surplus

• Collections

2018 - 2019 Accomplishments

PeopleSoft 9.2 upgrade to new Fluid Interface

Successful completion of an automated chart of accounts

maintenance form

• Collaboration among AVP Financial Affairs, BIS, Budget, and

Accounting

Tested and implemented Banner 9

Student Fee Reports Project :

• Modified hold dates (after 20th class day) - earlier in semester to

accommodate strategic enrollment

• Increased student-hold threshold from $500 to $1,000 to assist

strategic enrollment and student success initiatives

• Added housing and meal plans to installment plan

Continued rollout of UTSA Marketplace

• Creating 10 new online stores

• Four new uPay sites

• Reopened four previously closed stores


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Did You Know?

Financial Area Representatives (FAR) group

• Quarterly meetings

• New processes and policies are introduced

• Presentations given by departments relevant to financial administration


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Helpful LinksFinancial Affairs Website: http://www.utsa.edu/financialaffairs/index.cfm

Information on all departments in Financial Affairs (contact information, deadline

calendars, training, business processes, etc.)

Financial Management Operational Guidelines:

http://www.utsa.edu/financialaffairs/fmogs/

Information on Financial Affairs services and business processes

Forms and Worksheets: http://www.utsa.edu/financialaffairs/forms.cfm

Forms used to complete and process financial documents

Financial Affairs Training: http://www.utsa.edu/financialaffairs/training/

Training documents, job aides and courses

http://www.utsa.edu/financialaffairs/index.cfm


http://www.utsa.edu/financialaffairs/forms.cfm

http://www.utsa.edu/financialaffairs/training/

Fact Sheets

• More information about each department

• Read the fact sheet as each guest speaker presents information about their department


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Financial Information Systems


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Javier MartinezSenior Director of Financial Information Systems


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What We Do

Financial Systems

• Support Financial Affairs departmental staff in the identification

and resolution of issues with core business processes

• Request and monitor technical improvements that require

development programming resources

• Conduct and/or coordinate testing of system improvements

• Facilitate resolution of functional enhancements, modifications

and business process changes in partnership with Shared

Information Services (UT System) and Business Information

Systems’ core functional area


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What We Do

Information Systems

• UTShare/PeopleSoft

• Commitment Account• Position Funding and Salary Encumbrances processing

• Rowdy Exchange integration

Financial Reporting & Website Management

• Create report specifications and develop such specified reports

for:• Financial Affairs departments

• Annual Financial Report

• Provide support with reporting technical issues

• Provide enhancements to existing reports

Design, develop and maintain the Financial Affairs website


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Financial Information Systems –UTShare/ PeopleSoft Modules

Currently in use by the university:

• Time & Labor

• Payroll

• CommitmentAccounting (Position Funding)

• Commitment Control (Budget)

• Accounts Payable

• Travel & Expenses

• Asset Management

• Banking Management

• General Ledger

• Projects – Capital Projects

• Treasury


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What questions do you have?

Thank you for your time!

Financial Processing

Business Information Services

February 27, 2020

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What We Do…

• PeopleSoft

– Security

– Workflow

– Reporting

– Issue Resolution

• SharePoint

– Timesheets

– Security

– Forms

What We Do…

• Rowdy Exchange

– Monitor Interfaces with PeopleSoft

– Maintain Requisition Workflow

• Cognos

– Reporting

– Payroll Distribution Report

• SPOC

– Call Center

– Kayako Ticketing

What We Do…

• DEFINE

– Historical Data Access Control

• Project Management

– Coordinate Testing of Upgrades and Patches

– Major Software Upgrades

– Infrastructure Upgrades

Business Information Services

(BIS)

• BIS supports:

– (SPOC) Single Point Of Contact for end

users with both FMS and HCM applications at

UTSA.

– 5 days/week 8:00 a.m. – 5:00 p.m.

– Staffed by:

• Customer Support Team members

• Subject Matter Experts (SME’s)

BIS Website: utsa.edu/bis

SPOC – Single Point of Contact

For UTShare/PeopleSoft questions:

• Submit ticket – go to the BIS Website,

http:www.utsa.edu/bis, click on the SPOC

icon

• Call Business Information Services (BIS)

at 458-SPOC (7762)

PeopleSoft Security Access Forms

Provides:

• Employees who need either FMS (Financial

access) or HCM (HR related access) to

PeopleSoft

– Complete appropriate sections - must be signed by

employee and approved by Department Manager

• Budget Authority Approval for Cost Centers

– Complete Section III for each cost center

How To’s

References

Questions?

Jacob Sanchez

Director, Budget & Analysis

Budget & Financial Planning Office

Mission

Support UTSA’s strategic initiatives through sound budget analysis and allocation practices that assist executive management decision-making and planning processes.

We work with all campus departments to guide the annual budgetary process, achieve process improvements, create transparency and develop innovative solutions.

Our team-oriented and professional services anticipate customers’ needs, provide appropriate guidance, and produce accurate and timely information.

Budget and Financial Planning

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Budgets

• What do you budget for in your department?

• Who helps you with your budget?

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Question -

What is UTSA’s

Annual Operating Budget?

m $578M

m $752M

m $624M


What We DoWe develop the annual operating budget each year…

“NEW” for FY 2020 – IRM Budget Model

Incentivized Resource Management Model

• Revenues are forecasted and allocated to “Revenue Units”

(Revenue Units = colleges and auxiliary services)

• Expenses are associated with the revenue units in two ways:

Direct Expenses from their own operations

Allocated Expenses from Support Units

(Support Units – Non-Academic and non-auxiliary departments)

Budgeted Profit & Loss Statement for each Revenue Unit

Expectation for revenue units is to achieve centrally negotiated bottom-line results


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What We Do – cont.

• Develop the Legislative Appropriations Request (LAR), which is our request for the next two years

• Special non-formula funding

• Tuition Revenue Bonds

• Represents our requested priorities for upcoming legislative session

• Fiscal Notes – in a legislative year, we provide a financial analysis for the impact to UTSA on certain bills introduced for consideration


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Budget Process

1Institutional Priorities

Identified through Strategic Reviews

September - December

2

Budget Development Process Including Final Forecast and

Projections

January - June

3

Budget Submitted to

UT System Board of Regents

July

4

Biennial Legislative Request Submitted to

Governor

August


Other things that we do…

Manage PeopleSoft Commitment Accounting Processing

This is how we assign funding to our employee positions

Manage PeopleSoft Commitment Control Processing

Track and report original and adjusted budgets

Approve budget transfers: original (permanent) and adjustments

(temporary)

Submit Various Required Reports

Full-time equivalent employees (quarterly to State Auditor’s Office)

Fiscal notes preparation during the legislative session

Various reporting to UT System


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Funding Sources of UTSA Operating Budget

State appropriations

Statutory Tuition and Fees

Facilities & Administrative Overhead

Designated Tuition & Fees

Housing, parking, athletics,

bookstore, University Center,

food services

Gifts, externally sponsored financial

aid and grants/contracts


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State Funds

E&G: Educational &

General budgets

Designated Funds

Also referred to as

Local funds

Auxiliary Funds

Must be 100%

Self-Supporting

Restricted Grants &

Contracts

Fund 21XX

Fund 31XX

Fund 4XXX

Fund 5XXX

Did You Know?

Assigning funding to a person’s position so that their salary and benefit expense is charged to a cost center or project ID is completed by your department by initiating an eform. How do you do that?

• You initiate an electronic eform in PeopleSoft. There are several types of eforms where you can assign the funding source.

• The eform will update the DBT table which stands for Department Budget Table based on the effective date you set in the eform.


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Did You Know?

When you want to transfer budget from one cost center to

another, how do you that?

You create Budget Transfer Form that you can get from our website

and initiate a Budget Transfer Journal in PeopleSoft, which must

match. Update: We are in the process of developing an

automated workflow process for transfers, increasing efficiencies!

There are rules Budget Office must use to review and approve your

budget transfer request that are associated with the type of funds for

each side of the transfer (to and from).

http://www.utsa.edu/financialaffairs/Forms/details.cfm?form_number=1


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ACTIVITY


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FY 2020 Revenue Budget


State Appropriations$144.7 24.1%

Statutory Tuition, Net$34.0 5.7%

Other Tuition and Fees, Net$182.7 30.4%

State Sponsored Programs (Primarily Student Aid) $30.7

5.1%

Federal Sponsored Programs (PELL) $56.0

9.3%

Gifts, Endowment & Interest Income $25.3

4.2%

Federal Sponsored Programs (G&C) $59.7

9.9%

Local Govt & Private Sponsored Programs (G&C)

$10.8 1.8%

Net Auxiliary Enterprise, Sales & Service & Other

$56.6 9.4%

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FY20 Expense Budget


Instruction Salaries$102.0 14.1%

(T/TT, NTT, & TA's)

Admin & Staff Salaries$165.6 22.9%

Benefits $77.9 10.8%

Operations $173.1 23.9%

Travel $2.6 0.4%

Utilities $13.9 1.9%

Scholarships $125.8 17.4%

Debt Service - Interest$14.3 2.0%

Depreciation $49.4 6.8%

Contact Us

Location: North Paseo Building, Suite 4.120


Website: utsa.edu/budget

Related Training Courses: training.utsa.edu


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QUESTIONS

Thank you for your time.

Accounting Services


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Accounting Services

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Cynthia Schweers Director Accounting and Financial Reporting


• Capital Project

• Accounting

Accounting Services

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Accounting Services Mission

Provide financial accounting services to the UTSA community and

prepare timely and accurate financial reports in accordance with

Generally Accepted Accounting Principles (GAAP), Texas State

Comptroller, The University of Texas System and various other

agencies.

Accounting Services

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How You May Interact With Us

• Coordinate monthly & annual close of the accounting records

• Answer questions on cost centers; record corrections as requested; provide training

• Manage the Chart of Accounts - foundation of the UTSA financial accounting system

• The Chart of Accounts provides each fund, department, cost center, project and grant with a unique numbering system and a common language for identifying financial transactions

• Set up new departments and cost centers – a six-figure Chartfield for a fund

• Officially record various entries to the financial accounting system

Accounting Services

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Did You Know?

If your department wants to set up a new cost center, you should:

• Fill out Chart of Accounts Maintenance Form

• Obtain necessary authorizations

utsa.edu/financialaffairs/details.cfm?form_number=104

http://www.utsa.edu/financialaffairs/details.cfm?form_number=104

Accounting Services

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What We Do

• Provide quality financial and accounting services and ensure the

fiscal integrity of university resources

• Oversee the preparation of external financial reports, such as the

Annual Financial Report (AFR), Sources and Uses report, and

other management reports

Accounting Services

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Activity

How can Accounting Services help yourdepartment?

Accounting Services

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Capital Project Accounting

North Paseo Building

Accounting Services

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What We Do

Oversee accounting for:

• Capital improvement programs, such as new buildings, new

parking lots or major renovations to existing buildings, with a

budget of $233 million; manage debt and debt service

• Major capital improvement programs and institutionally managed

capital projects (Plant Funds)

• Allocations for the Faculty STARS Program (Faculty Science and

Technology Acquisition and Retention Program.

• Allocations for the Texas Research Incentive Program (TRIP) UT

System Research Incentive Program

Accounting Services

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UTSA Capital Projects

Student Success Center • New home for all academic advisors

• Completion projected – March 2020

• Approximately 32,000 sf

Accounting Services

Accounting Services

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Did You Know?

The university’s next new building is the Science and EngineeringBuilding

• Science, Technology, Engineering and Mathematics (STEM)• Classrooms, offices and research facilities

• Located next to the Paseo del Sur – east of the BSE building

Accounting Services

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Did You Know?

• UTSA pays for many of its new buildings through TuitionRevenue

Bonds – a type of debt and issued by a process controlled by the state

as noted below

• Requested by UTSA after approval by BOR (UT SystemBoard of

Regents)

• Evaluated by Texas Higher Education Coordinating Board

• Approved by Texas Legislature

• Funded by PUF (Permanent University Fund) - PUF bonds are issued

to UTSA and other UT System institutions and mayonly be used to

finance capital expenditures and projects

Accounting Services

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Accounting Services

Contact Us

Main: 210-458-4212

Fax: 210-458-4236


Website: utsa.edu/financialaffairs/accounting/

Accounting Services Staff:

utsa.edu/financialaffairs/accounting/contacts.cfm


http://www.utsa.edu/financialaffairs/accounting/

http://www.utsa.edu/financialaffairs/accounting/contacts.cfm

Accounting Services

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Helpful Links

• Tips and Tricks utsa.edu/financialaffairs/accounting/tips.cfm

• Forms and Worksheets utsa.edu/financialaffairs/accounting/forms.cfm

• Operational Guidelines utsa.edu/financialaffairs/fmogs/index.cfm

• Section 3: Fund Accounting Principles

• Section 4: General Accounting

• Training Courses utsa.edu/financialaffairs/training• Monthly Financial Report Reconciliation (classroom)

• Chart of Accounts (Online)

https://www.utsa.edu/financialaffairs/accounting/tips.cfm

http://www.utsa.edu/financialaffairs/accounting/forms.cfm

http://www.utsa.edu/financialaffairs/fmogs/index.cfm

http://www.utsa.edu/financialaffairs/training

Accounting Services

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Payroll Services

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Payroll Services

Payroll Services

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Diana Macias-OllervidezAssistant Controller


• Disbursements & Travel Services

• ProCard/Travel CardAdministration

• Distribution Services

Payroll Mission

Provide accurate and quality payroll operations

and customer service to our client departments

and individuals

Payroll Services

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Payroll Services

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Activity

Name a few reasons why you would contact

Payroll Services?

What We Do

• Oversee and administer UTSA’s decentralized time reporting

process

• $333 million in payroll expenses

• Produce and distribute payroll checks for approximately 6978

active employees

• Responsible for tax withholding, reporting and compliance

• Issued 9599 W2s for Calendar Year 2019

Payroll Services

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• Process one-time paymentso Special/Transition/Temporary duty payments

• Assist with tax withholding, tax and deduction reporting, and

complianceo Produce electronic pay advices

o Process and manage garnishments and withholding orders

• Assist with garnishments, deductions, direct deposit, employee

address(es)

• Time and labor administrationo Primary liaison for timekeepers

o Train timekeepers

o Clarify employee questions regarding time processed

o Assist supervisors with time schedule management processing

• Foreign national taxation (non-resident alien taxation)o Produce IRS Tax Form1042-S, Foreign Person's U.S. Source

o Income Subject to Withholding

• Process Small Educational Fellowships payments

Payroll Services

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Did You Know?

When a new employee is a foreign national, they may

have special tax rules that apply to their situation:

• Start the process by contacting the Office of

International Programs (within Academic Affairs)

• Or visit the website:

https://international.utsa.edu/scholar/

Payroll Services

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https://international.utsa.edu/scholar/

Did You Know?

Receive an electronic W2 by enrolling through PeopleSoft

Payroll Services

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Contact Us

Main: 210-458-4280

Fax: 210-458-4236


Website: utsa.edu/payroll/

Location: North Paseo Building (NPB) Suite 4.170

Payroll Services

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http://www.utsa.edu/payroll/

Helpful Links

Forms and Worksheets utsa.edu/payroll/forms.cfm

Payroll Online Services utsa.edu/payroll/onlineservices.cf• Change W-4

• Modify income tax withholding

• Change home address

Training Classes utsa.edu/financialaffairs/training

• UTShare/PeopleSoft Timekeepers Time and Absence Reporting (PS0300.01)

• Time & Absence Reporting ForExempt Employees - Paper (IP305.01)

• Time & Absence Reporting ForNon-Exempt Employees - Paper (IP306.01)

• Time & Absence Reporting For Exempt Employees - SharePoint (IP307.01)

• Time & Absence Reporting For Non-Exempt Employees - SharePoint (IP305.01)

Payroll Services

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http://www.utsa.edu/payroll/forms.cfm

https://www.utsa.edu/payroll/onlineservices.cf

https://www.utsa.edu/financialaffairs/training

Payroll Services

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Purchasing Department


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Business Affairs

Your Partner for Successful Solutions


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Business Affairs

Purchasing

and

Historically Underutilized Business Program (HUB)

Lane Brinson, C.P.M.

Director of Purchasing


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Lane Brinson

Director of Purchasing

Ynes Alderson

Associate Director of

Purchasing

BruceWilliams

Manager, HUB eProcurement

Systems

Rita Sutton

Administrative Services

Officer III

Jeffrey Miller

Admin Associate II

Paul Duke

Senior Procurement

Specialist

Karen Krueger

Senior Procurement

Specialist

Elizabeth Raymond

Procurement Systems

Administrator

Robin Davis

Procurement Specialist I

Brian Bird

Procurement Specialist I

Patty Burrier

Procurement Specialist III

Antonio Monserrate

Procurement Specialist II

Lina Trejo

Senior Procurement

Specialist

Purchasing & HUB Department

Mission

Procure goods and services in accordance with all

federal, state and UT System regulations and obtain the

best procurement value upholding and supporting the

educational and research missions of the university. It is

the department's goal to serve our customers with

professionalism, courteousness, efficiency, accuracy and

timeliness.


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Business Affairs

What is the FUNCTION of Purchasing at UTSA?

• We help you purchase goods and services.

• We make sure everyone follows all the rules and

regulations (Federal, State, UT System, and University).

• We help you find the best value for the money, and still

keep our high standards for education and research.

• It’s important to us to serve you with professionalism,

courteousness, efficiency, accuracy and timeliness!


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Business Affairs

What We Do


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Business Affairs

Procure goods and services with a spend of approximately $72 million annually.

Administer procurement processes, including competitive solicitations, group purchases and exclusive acquisitions.

• Manage the Rowdy Exchange eProcurement system which provides UTSA with electronic procurement tools used for the coordination of purchasing goods and/or services in an effective and efficient manner.

• Assist Historically Underutilized Businesses to compete for contracts and

purchases and to improve community awareness.


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Business Affairs

Procurement Authorization Levels

Competitive Procurement Thresholds and Requirements:bit.ly/CompetitiveThresholdRequirements

Dollar Range Procedure

$0.01 to

$14,999.99

(Small Dollar)

Authorization limit for department buyers. Bids are not required.

Small dollar requisitions are created by Department Buyers

Use HUBs (Historically Underutilized Businesses) when available

$15,000.00 to

$ 49,999.99

(Informal Bid)

Purchasing must compete the purchase order by competitive

bidding (soliciting to a minimum of two certified HUB vendors)

Purchase Orders are completed by Purchasing

$50,000.00 and

over

(Formal Bid)

Purchasing must compete the purchase order by a formal proposal

(soliciting to a minimum of two certified HUB vendors) with posting

requirements

Purchase Orders are completed by Purchasing

Rowdy Exchange was implemented to create an easier process to purchase products and services from preferred vendors. Purchasing from preferred vendors saves cost and time searching for vendors.

A progressive e-procurement system designed to save money, time, adhere to procurement procedures, increase productivity by having purchase orders stored electronically, and simplify the purchasing process.

Did you know that you can search for a wide range of products on UTSA or UT System’s contracts, including environmentally preferred items, such as recycled Energy Star, “green” items and much more.

Everyone has access as shopper, however, all purchases must be submitted by the person in your office authorized to create requisitions.

Everyone who enters requisitions for purchasing goods and services must enroll in Purchasing Rules and Regulations (AM0580) and Rowdy Exchange Procurement Requisitions Training (CT0990). We are offering Rowdy Exchange Intermediate Requester Training (CT893)

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Purchasing DepartmentBusiness Affairs

Rowdy Exchange Dashboard Demonstration

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Purchasing & Distribution ServicesOffice of Financial Affairs

https://www.utsa.edu/purchasing/rowdyexchange/


Historically Underutilized Business Program(HUB)

Historically Underutilized Business

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Business Affairs

Did You Know?


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Business Affairs

A HUB is a Historically Underutilized Business that is at least 51%

owned by an Asian Pacific American, Black American, Hispanic

American, Native American, American woman and/or disabled veteran.

Ranks in top 14 percentage spent in the State of Texas, and is currently

#6 with 28% among college and universities in FY 2019 Annual HUB

Report.

UTSA has been recognized as a leader among state agencies, spending

on average $24.9 million every year with HUBs on average total spend

of $69 million over the past three fiscal years. UTSA is #2 within UT

System for Percentage of HUB spend

Contact Us


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Business Affairs

Bruce Williams, HUB Program Manager


Phone: 458-6491

Website: utsa.edu/hub

Helpful Links

FAQs: utsa.edu/hub/faq.cfm

SBA: utsa.edu/hub/sb_resources.cfm

Contact Us

Purchasing: 210-458-4060

Fax: 210-458-4061

[email protected]

utsa.edu/purchasing

Location: West Campus, CRW 1.01.12


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Business Affairs


Helpful Links Purchasing Department

https://www.utsa.edu/purchasing/

• Purchasing Contactshttps://www.utsa.edu/purchasing/contacts.cfm

Related Forms and Worksheets

https://www.utsa.edu/purchasing/forms.cfm

Instructional Guides and How-To:


Related Guidelines

UTSA Contract Management Handbook

https://www.utsa.edu/purchasing/docs/Contracts_Mgmt_Handbook.pdf

Section 15.2 – Historically Underutilized Business Program (HUB)

https://www.utsa.edu/hub/


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Business Affairs

https://www.utsa.edu/purchasing/

https://www.utsa.edu/purchasing/contacts.cfm

https://www.utsa.edu/purchasing/forms.cfm


https://www.utsa.edu/purchasing/docs/Contracts_Mgmt_Handbook.pdf

https://www.utsa.edu/hub/

Related Training Courses

www.training.utsa.edu

Purchasing Rules and Regulations (AM0580)

Rowdy Exchange Procurement Requestor Training (CT0990)

Rowdy Exchange Intermediate Requester Training (CT893)


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Business Affairs

Business Affairs

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QUESTIONS

Thank you for your time.

Disbursements & Travel Services


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What We Do

• Process payments for goods purchased and services rendered

• Process student refund payments

• Process reimbursements of employee travel and business related

hospitality and entertainment expenditures

• Issued IRS Form 1099s-Miscellaneous Income

• Issue Cash Advances

• Offer Travel Advance Cards - issued for one-timetravel advance

situations


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• Timely payment of invoices of goods purchased and services

rendered by UTSA via purchase order and non-purchase orders

• Process employee reimbursements

• Communicate travel-related policies to the UTSA community

• Setup and update vendor information

• Approve vouchers to pay for goods/services that may or may not be

associated to a purchase order

• Process pre-payments in advance of the commitment, such as

memberships, publications, registration fees, etc.

• Administer Official Occasions (hospitality/entertainment)

reimbursements

• Process requires completion of a Business Expense Form (BEF) to comply with

IRS requirements


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Did You Know?

UTSA (departments) pay interest on payments made more than 30 days after receipt of goods and services

Operational Guidelines:

utsa.edu/financialaffairs/fmogs/fmog.cfm?id=0704

Section 7: Non-Payroll Disbursements: Texas Prompt Payment Law


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http://www.utsa.edu/financialaffairs/fmogs/fmog.cfm?id=0704

Contact Us

Main: 210-458-4213

Fax: 210-458-4236

E-mail: [email protected]

Website: utsa.edu/financialaffairs/dts/



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http://www.utsa.edu/financialaffairs/dts/

Helpful Links

Forms and Worksheets: utsa.edu/financialaffairs/forms.cfm

Operational Guidelines: utsa.edu/financialaffairs/fmogs/

• Section 7.1: Business-related Hospitality and Entertainment Expenditures

• Section 7.2: Memberships Paid by University Funds

• Section 7.4: Texas Prompt Pay Law

• Section 7.5: Employee Awards, Gifts and Prizes

• Section 9.1: Travel Authorization

• Section 9.2: Travel Advances

• Section 9.3: Travel Cards

• Section 9.4: Travel Reimbursement


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Training

utsa.edu/financialaffairs/training/

Classroom Courses

• Processing Non-Purchase Order Vouchers Using UTShare (PS 203.04)

• Business-Related Hospitality & Entertainment (AM 553)

• Travel Advance Process (PS 309)

• Travel Reimbursement Process (PS 310)

• CTP: Concur Online Reservation Tool & TravelArrangers/Guest Travel (AM 685 In-

Class/AM 686-Webinar)

Online Courses• Approval Workflow Process: Non-Purchase Order Vouchers (PS 0305.01)

• Travel Authorization Workflow (PS 0307)

• Expense Report Workflow (PS 0308)


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https://www.utsa.edu/financialaffairs/training/

Procard & Travel Card Administration

(PTCA)

Procard/Travel Card Administration

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What We Do

• Manage the Procard and Travel Card programs• A $6 million credit line servicing 1,400 credit cards

• Offering a streamlined approach for buying certain items

• Responsible for the audit and compliance of card

programs


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• Card application processing

• Cardholder training

• Card maintenance (Citibank and/or UTShare/PeopleSoftrelated):

• Credit limit

• Merchant category codes (MCC)

• Activation and deactivation

• Authorized to inquire (ATI) access

• Process requests to change the electronic review and approval process for Procard payments

• Reporting/compliance

• Questions about reconciliations


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Did You Know?

• PTCA Office manages about 1,400 ongoing creditcards/cardholders

• Offers Travel Advance Cards, which are issued forone-time travel advance situations

• To update or add Procard reconcilers, reviewers or cost center approvers, submit a Card Maintenance Request (CMR) form to [email protected]


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Contact Us


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Lisa Bixenman

Credit Card Program Manager

210-458-7993

Responsibilities

• Credit card program administration

• Training cardholder training

• Reconciliations, reporting

compliance and cardholder

maintenance

Anne Jackson

Procard Specialist

210-458-4059

Responsibilities

• Application processing

• Procard training

• Procard audits

Fax: 210-458-4236


Website: utsa.edu/financialaffairs/ptca/



http://www.utsa.edu/financialaffairs/ptca/

Helpful Links

Training Courses utsa.edu/financialaffairs/training

• Procard Compliance and Processing using UTShare (AM 562)

• Travel Card (AM 0573)

• Procard Compliance Refresher – Online (AM 537)

Forms and Worksheets utsa.edu/financialaffairs/forms.cfm

Operational Guidelines utsa.edu/financialaffairs/fmogs/

• Section 7.3: Procard Program

• Section 7.4: Texas Prompt Pay Law

• Section 9.3: Travel Cards


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106

Activity: Scenario Card

Review Disbursements and Travel and Procard

content

As a group:

• Read the scenario and discuss an answer

• Appoint a scribe to write your answer on the provided paper

• Appoint a speaker for your group to share your answer


107



Distribution Services

108


• Central Receiving

• General Stores

• Mail Services

• Records Storage

Website: http://www.utsa.edu/CampusServices/ds/index.html

http://www.utsa.edu/CampusServices/ds/index.html


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Financial Services & University Bursar

110

Financial Services &

University Bursar


111

Gary Lott, C.P.AAssistant Vice President Financial

Services and University Bursar

• Fiscal Services

• Collections

• Inventory Surplus

Financial Services

Mission

Provide UTSA students, faculty and staff with relevant, accurate and

reliable financial and property accounting services. We deliver

efficient, student-friendly and customer-focused service in support of

the university's overall mission.

Vision

Providing solutions to customer concerns with innovative financial

and property accounting options.


112

Fiscal Services

Mission

Provide accurate billing of all student-related charges, the

professional collection and processing of payments, issuance of

refunds and deposits of funds in a timely manner for the entire UTSA

community.

We are committed to providing this customer service to assist our

students and their families with their financial obligations to the

university in the most effective, informed and courteous manner

possible.


113

What We Do

Services Provided to Students:

• Assess and bill 32,000 students' tuition & fee payments, exemptions and refunds

• Administer Rowdy Pay payment gateway system for payment of tuition and fees –mobile phone friendly

• Accept and add money to UTSA Card

• Accept and process library fine payments

• Process 30,000+ 1098Ts to distribute to students

• Process student third-party sponsorship billing

• Coordinate VA Chapter 33 and payment posting

• Collect housing deposits and rent payments

• Process and collect returned check payments

• Reimburse money lost in vending machines


114

What We Do

Services Provided to Departments:

• Process, data entry and reconciliation of all deposits on behalf of departments (cash,

checks and credit cards)

• Process credit cards directly for low-volume departments (less than 50 transactions

per month)

• Ensure revenue is posted to appropriate accounts in UTShare/PeopleSoft and

cash/checks are deposited into university’s operating account with Chase Bank

• Provide funding for initial petty cash requests and process reimbursements for

authorized expenses to faculty and staff

• Research departmental queries concerning deposits and transactional reference

documents upon request


115

Did You Know?

• October 2016: Fiscal Services introduced the Rowdy Pay payment

portal

• Summer of 2016: Fiscal Services began accepting Visa cards for

payments

• Fall 2019: Downtown Fiscal Services office moved to 2nd floor in Frio

Street building

o The Fiscal Services downtown office now offers the same hours and services as

the main campus office

• Spring 2020: Housing and Meal Plan charges eligible to be included

in the tuition installment plan

o Allows students one payment plan - spread across three payments during

the semester (fall and spring only)


116


• Fiscal Services is where you bring any deposits a department

accepted for the benefit of the university

o Weekly deposits required for amounts totaling less than $500

o Daily deposits required for amounts $501 and greater

• Petty Cash reimbursements for faculty and staff

• Cash advances for athletics and various other departments

• TAC card pickup for faculty and staff


117

UTSA Marketplace

utsa.edu/fiscalservices/marketplace.cfm


118

http://www.utsa.edu/fiscalservices/marketplace.cfm

UTSA Marketplace

• A self-contained, e-commerce solution that combines online

storefronts with inventory control, order fulfillment and financial

reporting

• Provides a familiar and intuitive interface for the university's online

shoppers and store administrators

• Allows you to customize your store to meet the diverse needs of

your department or organization

• Provides branded style sheets, helpful messaging, images, layouts,

pricing suggestions and promotional ideas

• The platform integrates with Global Payments, resulting in a

seamless checkout process for credit card payments


119

Collections: What We Do

• Internal collection activity for delinquent student receivables and

non-student invoices

• Negotiate payment arrangements, submit past-due notices and

add Texas Comptroller holds

• Billing, management and reporting of long-term student loans

• Setup and approval of departmental petty cash funds

• Maintain PCI compliance reporting for all university-issued credit

card merchant IDs


120

Helpful Links

Tuition: utsa.edu/fiscalservices/tuition.cfm

Exemption: catalog.utsa.edu/informationbulletin/tuitionfees/paymentrefundpolicies/exemption/

Refunds: utsa.edu/fiscalservices/refunds.cfm

Forms and Worksheets: utsa.edu/fiscal services/forms.cfm

Training Course: utsa.edu/financialaffairs/training

• Cash Handling 101 (AM 560)

Operational Guidelines:

• Cash Handling and Management

• Processing Cash Payments


121

http://www.utsa.edu/fiscalservices/tuition.cfm

http://catalog.utsa.edu/informationbulletin/tuitionfees/paymentrefundpolicies/exemption/

http://www.utsa.edu/fiscalservices/refunds.cfm

http://www.utsa.edu/fiscalservices/forms.cfm


Contact Us

Fiscal Services:

Phone: 210-458-8000


Website: utsa.edu/fiscalservices/

Locations:

• Main Campus: JPL 1.02.02

• Downtown Campus: Frio Street Bldg.

2.402


122

Collections Services:

Phone: 210-458-4297

Email:

[email protected]

[email protected]

Location: FLN 1.04.08


http://www.utsa.edu/fiscalservices/




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124

Inventory

Inventory

125

Inventory Mission

• Comply with the State of Texas Property Accounting requirements

• Track university-owned capital and controlled equipment by affixing

UTSA barcodes

• Train appointed Inventory Contact Person (ICP) on the

management of capital and controlled equipment and on the Annual

Physical Inventory requirements

• Partner with university officials in mitigating losses through timely

reporting of equipment stolen, missing and/or damaged

Inventory

126

“Regardless of your role here at UTSA, if you are

purchasing equipment and/or using equipment, you are

an important member of the Capital Asset Management

Team.”

Which Assets Are Barcoded?

Inventory

127

Controlled

Specific Equipment between

$500–$4,999.99• Cameras

• Camcorders

• Smart Phones

• Computer

• Desktop

• Laptop

• Tablets

• Video Players/Recorders

• Televisions

• Projectors

• Sound Systems

• Drones

Capital

Any Equipment Over

$5,000

• Office Equipment

• Vehicle

• Furniture

• Computer Equipment

• Scientific/Lab Equipment

• Telecommunications Equipment

• Educational Equipment

• Software ($100,000>)

Did You Know?

Capital or Controlled equipment (assets) cannot be purchased with a

Procard

Inventory

128

Need An Asset Barcoded?

Call 210-458-6396 or


Provide the following information:

• Purchase order number

• Asset description

• Current location (building and room)

• Department ID number

• Custodian (responsible user) name and employee ID

• Provide a date and time to come out and barcode the asset

Inventory

129


Helpful Hints

• Arrange asset tagging with the Inventory staff

• Process a “Desktop Receipt” to prevent a delay of a PO voucher

payment

• Report Missing, Stolen or Location changes for Capital or Controlled

assets to your ICP

• Complete a UTSA Removal of Equipment Form prior to taking

equipment off campus

• Turn in unused equipment to Surplus

• Safeguard university-owned equipment at all times

Inventory

130

Contact Us

Inventory Manager: Cassandra Porter, Ext. 4844


Main: 210-458-4835

Fax: 210-458-4845

Website: utsa.edu/inventory/

Inventory

131


http://www.utsa.edu/inventory/

Inventory

132



Surplus

Surplus

133

Surplus Mission

To assist the UTSA community with the

management of personal property and

equipment that has become obsolete, or surplus

to the needs of the university.

Surplus

134

What We Do• Collect, process and redistribute office property and equipment for the UTSA

Community

• Safeguard university data by shredding the electronic memory storage for

devices: cell phones, computers, tablets and other devices that contain

electronic storage devices

• Oversee secure data destruction for multifunctional devices (MFDs), such as

copiers, scanners, printers or fax machines, when the machines leave campus

• Operate the “Reduce, Reuse and Recycle Program” for property and

equipment, reducing cost to UTSA departments

Surplus

135

What We Do

Surplus property is managed in accordance with UTSA, UT System

and State of Texas guidelines, which include:

• Reallocations to other departments

• Transfers to state funded schools

• Utilization of parts (cannibalization)

• Competitive bidding via online auction

Remember:

• UTSA employees should never undertake the above actions on

their own

• For assistance, contact the Surplus Property Department, or visit

the Surplus Property Department web page: utsa.edu/surplus/

Surplus

136

http://www.utsa.edu/surplus/

Surplus

137

With the image cards provided on the table, as a

group, place them in the correct category listed

on the poster provided

Activity:

Inventory & Surplus

Category Cards

Surplus

138



Business Contracts Office

Business Contracts

139

Business Affairs

Responsibilities

Business Contracts

140

Business Affairs

The Business Contracts Office (BCO) supports

the educational and research missions of the University

by facilitating the execution of business service

contracts, while ensuring the protection of the University

and maintaining compliance with applicable laws,

policies, and procedures.

Types of Business Contracts

Business Contracts

141

Business Affairs

Affiliation & International Program Agreements (Standard)

Athletic-Specific, or Student-Specific Contracts (non- procurement in nature).

Entertainer/Artist Agreement (Standard)

Interagency Cooperation Agreements (IAC) & Inter-Local Agreements (Standard)

Study Abroad Agreements

Revenue Generating Agreements

Facilities Agreements Major and Minor Projects

Museum/Exhibit Agreements

Participant/Speaker/Evaluator Agreement (Standard)

Procurement Contracts; Vendor Services

Service Agreements (Standard)

Click Wrap Agreements

MOUs/MOAs

Software and/or Hosted License Agreements

Real Estate Related Agreements

What is a Contract?

Business Contracts

142

Business Affairs

A contract is an agreement between two parties that:

creates an obligation to perform (or not perform) a particular duty; and

Includes mutual consideration (Involvement of money is not required)

The title is irrelevant. If it includes the elements of a contract (Offer,Acceptance, Consideration), it is a contract.

Required Clarity: For terms to be legally valid, a reasonable personmust be capable of readily understanding them (parties, term, cost,and scope)

Authority to Sign Business Contracts

Business Contracts

143

Business Affairs

• Only an individual with a written delegation of authority from the President of UTSA may execute and deliver contracts on behalf of the University. A University contract without an authorized signature may be invalid and unenforceable.

• Currently, the President has delegated to the following positions the authority to sign business contracts:

• Senior Vice President of Business Affairs

• Director of Business Contracts, up to $500K

• Business Contracts Manager, up to $250K

• Senior Vice President for Academic Affairs, only in the extended absence of the SVPBA, up to $1M

For UTSA’s full delegation listing:http://www.utsystem.edu/documents/docs/delegation-authority/delegations-authority-academic-institution

http://www.utsystem.edu/documents/docs/delegation-authority/delegations-authority-academic-institution

Business Contract Routing

Business Contracts

144

Business Affairs

The Business Contracts Office can receive an agreement utilizing one of the three methods below:

Electronic Submission through JAGGAER Total Contracts Manager (TCM)

Paper hard copy submission to the BCO

Email submission to the BCO email inbox ([email protected])

For more details on routing an agreement, see

http://www.utsa.edu/purchasing/contracts/New%20Pages/routing_contracts.cfm


http://www.utsa.edu/purchasing/contracts/New Pages/routing_contracts.cfm

Business Contracts Info

Business Contracts

145

Business Affairs

Website: http://www.utsa.edu/bco/

Robert DickensDirector of Business Contracts

Ext.4065

Richard Wollney, Jr.Associate Director of Business Contracts

Ext. 4069

Kelli Morrison Frank Grijalva

Contracts Administrator Contracts Specialist III

Ext. 4065 Ext. 4975

Anthony Sanchez Todd Cheslock

Contracts Specialist II Contracts Specialist II

Ext. 4680 Ext. 4899

http://www.utsa.edu/bco/

Pop Quiz

Name two office titles or individuals

that can sign business contracts

for UTSA.

Business Affairs Business Contracts

Pop Quiz

Name three types of business

contracts that UTSA processes.

Business Affairs Business Contracts


Business Affairs

148

Business Contracts

Office of Financial Services

149

What we covered today:• Financial Affairs Overview

• Financial Info Systems

• BIS/PeopleSoft

• Budget Planning & Development


• Capital ProjectsAccounting


• Purchasing

• Disbursements & Travel

• ProCard/Travel Card

• Financial Services & Bursar

• Inventory

• Surplus

• Business Contracts Office

For additional questions contact

Financial Affairs

by email at

[email protected]



150

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