Post on 25-Feb-2016
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2011-2012 Fiscal Year-End Workshop
Wednesday, July 18, 2012 UC 2.01.28 9:00 am – 11:00 am
Tuesday, July 24, 2012BB 2.06.04 – 2:00 pm – 4:00 pm
Thursday, July 26, 2012BV 3.324Downtown Campus9:00 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 FOR FISCAL YEAR-
END BALANCES
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 ErrorsAccount 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
ACCOUNTING SERVICES
Contact Information
Main line: 458-4212Fax line: 458-4222Location: University Heights, Tech2, 1.104E-mail: accounting.ofc@utsa.eduWebsite: Accounting Services
Contact InformationName Title Ext. #
VACANT Director 4826
Charlotte Mikulec Associate Director 4841
Cynthia Schweers Senior Accountant 4216
Regina Moore Accountant III Assigned to PeopleSoft
Marlene Zacarias Accountant III 4826
Kimmung Doan Accountant II 4834
Jorge Solis Accountant II 4827
Justin Avants Accountant II 4525
Ashley Zaldivar Accountant II 8525
Priscilla Ybarra Accountant I 6939
Critical Accounting DeadlinesJuly 19 Corrections for Sept-May due to Accounting Services by 5pm
July 26 Corrections for June due to Accounting Services by 5pm
August 22 Corrections for July due to Accounting Services by 5pm
September 4 Inventory Reconciliation due to Accounting Services by 5pm
September 6 First close of August
September 10 Electronic SOA sent by MRAS no later than NOON
September 13 Corrections for August due to Accounting Services by NOON
Year-End Accounting Functions
Pre-PaymentsEntry 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
AccrualsAccrue for services rendered or goods received as of
August 31st Materiality factor of > $1,000 per itemVouchers 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
InventoryComplete inventory count due by 8/31/12 and
reconciliation should be completed by 9/04/12 and sent to Accounting by 5PM
General Accounting InformationMaintenance 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
General Accounting 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
General Accounting 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
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
General Accounting Information
Corrections:Send all corrections except for 26-accounts to
accounting.ofc@utsa.edu
Send corrections for 26-accounts to Office of Post Award Administration (OPPA)
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
General Accounting Information
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.travel@utsa.edu Website: Disbursements and Travel Services
Contact InformationEmployee Name Title Ext. # Disbursement Vendor
Responsibilities Lisa Cartier Director 5915 Temporarily assigned to the
PeopleSoft Implementation Team
Nora Compean Asst. Director 4831
Cheryl Gay Disbursements and Travel Services Supervisor
4828 D - H, Utilities, NSF's, PO Disencumbrances (VE2 & VE3
documents) VP5: In/Out State and Foreign, Travel Advances, VJ1’s,
Citibank CLIBA payment approval
Susanita Duenas Disbursements and Travel Services Supervisor
6525 N -T, NSF's, PO Disencumbrances (VE2 & VE3 documents), VT5
Interdepartmental Review/Approval, UTHSC Due to/Due from final
approval, Citibank CLIBA payment approval
Lily Wang Disbursements and Travel Services Supervisor
4825 VP5: In/Out State and Foreign, Travel Advances, VJ1’s, Citibank CLIBA
payment approval
Contact InformationEmployee Name Title Ext. # Disbursement Vendor
Responsibilities
Ana Geigenmiller Disbursements and Travel Specialist II
4215 A - C; NSF's, PO Disencumbrances, VP3's, USAS, Scholarship
Vouchers, Citibank CLIBA payment approval
Dorothy Cheatham Disbursements and Travel Specialist II
4836 I - M, Aramark, NSF's, PO Disencumbrances, Direct Deposit &
Garnishments, Vendor ID Set Up Process, Citibank CLIBA payment
approval Elisabeth Cuadros Disbursements and Travel
Specialist II4832 VP2's, Registrations, VP5: In/Out
State and Foreign, VJ1’s, Travel Advances and Settlements, TAC cards, Citibank CLIBA payment
approval Kelly Rock Disbursements and Travel
Specialist II4278 U - Z, NSF's, PO Disencumbrances
(VE2 & VE3 documents), Daily Check Run Processing, Vendor
Holds & Check Reissues
Norma Dailey Disbursements and Travel Specialist II
4840 All Specialty Vendors, Praxair, Comdata, Fischer Scientific, Texas Folk and Asian Festivals, NSF's, PO Disencumbrances, VP3’s, Citibank
CLIBA payment approval
Contact InformationEmployee Name Title Ext. # Disbursement Vendor
Responsibilities
Geneva Carroll Disbursements and Travel Specialist I
6979 All Specialty Vendors (Fischer Scientific, Eshipglobal, Praxair, Texas Disposal Systems, Time Warner, Xerox, Fed Ex, AT&T,
Utilities, Copiers, Cell phones, Texas Folk & Asian Festivals, etc.)
Pauline Phillips Disbursements and Travel Specialist I
4843 I- M, VT5 approval, UTHSC Due to/Due From, High Volume Vendors (Lopez Printing, Monarch Trophy, Nike, Lone Star, Invintogen, and
Integrated DNA)
Patty McCrea Disbursements and Travel Specialist I
4833 DTS mail, N. High Volume Vendors, (Dell, Hi-Ed/Campus Technologies,
Nolan’s)
Wanda Burns Disbursements and Travel Specialist I
4839 B and S, High Volume Vendors (Grainger, Alpha Bldg, Siemens,
Sigma Aldrich, Simplex Grinnell and Star Shuttle), OFPC Invoices,
Property Lease
Employee Name Title Ext. # Disbursement Vendor Responsibilities
Sue Davidson Disbursements and Travel Specialist I
4214 O - R, T & V, High Volume Vendors (Charles Rivers, Office Depot,
and VWR)
Cathy Smith Disbursements and Travel Specialist I
4477 D - H, High Volume Vendors (Apple, Today’s Office, and CDW
Governmental, Data Projections, 360 Integrated and Horizons Telephone
Systems)Robyn Rigney Disbursements and Travel
Specialist I4213 Disbursements front desk duties, VP2
Creation, Mail for Travel, Travel disencumbrances (VE3)
VacantContact DTS for
Assistance
Disbursements and Travel Specialist I
4213 A, C, U, W – Z, High Volume Vendors, ((Cato Electric, Heaven Sent, 2 Fat
Guys and Clear Channel)
Contact Information
Critical Disbursements and Travel Services DeadlinesJuly 20 All June-July expenses, includes VP2, VP5, travel card payments, student
travel due
August 10 PBO – last date to create.
August 13 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 8th to the DTS office by 5:00PM.
August 17 PBO – last day for departments to final approve.
August 20 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred thru August 17th to the DTS office by 5:00PM.
August 24 Departments must submit ALL vouchers, manual or electronic, for any expenses incurred from August 18th to August 23rd to the DTS office by noon.
August 29 ALL electronic vouchers without proper documentation will be returned to the departments unprocessed. These vouchers will have to be resubmitted withproper documentation AFTER Sept 1. The same doc ID number can be used,however; the creator will have to change the year in DEFINE to FY12/13.
August 29 All remaining FY11/12 voucher amounts $1,000 or less will be charged toFY12/13.
August 29 FY11/12 IDT vouchers must be sent to DTS by 5:00PM to in included in August 2012 Statement of Accounts.
Year-End DTS FunctionsTravel 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.
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/Travel Card Administration Office (PTCA)
Procard Office transitioned from Purchasing to Controller’sOffice 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
Employee Name Title Ext. # PTCA Responsibilities
Lisa Bixenman Credit Card Program Manager 7993
Credit Card program administration,Cardholder training, reconciliations,
reporting compliance and cardholder maintenance
Anne Jackson Procard Specialist 4059 Application processing, Procard training, procard audits
PTCA Contact Information
Email: procard.travelcard@utsa.edu
Fax: 210-458-4849
Website: http://utsa.edu/financialaffairs/ptca/
August 6 VP7 voucher creation date for July 4th – August 3rd purchases.
August 10 Recommended: Last day to charge using Pro-Card for FY11/12.
August 15 Departmental approval due by 5:00pm for July 4th – August 3rd VP7’s.
August 17 After 12:30pm – VP7 vouchers creation date for August 4th thru August 15th transactions.
August 28 Departmental approval due by 5:00pm for August 4th – August 15th VP7’s. This will be the final approval for charges to go against the FY11/12 year.
September 5 VP7 voucher creation date for August 16th – September 3rd purchases will be charged to the FY12/13 year.
September 20 Departmental approval due by 5:00pm for August 16th – September 3rd VP7’s
Critical Pro-Card Voucher Deadlines for Citibank
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
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
Stipend Process Reminders
General InformationTo 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
General InformationTo expedite voucher processing (cont’d): Verify the accuracy of information:
− Remittance address− EID− Direct deposit information
Review critical deadlines for voucher process.
For information on specific invoices, please email Disbursements.travel@utsa.edu or contact the appropriate staff member responsible for the vendor alphabet.
General InformationTo expedite voucher processing (cont’d):Use direct deposit when possible for staff, faculty and vendors.
−Eliminates checks being lost, misplaced or remitted to State as unclaimed property−Saves University money−Saves time it takes to pick-up and deposit to checking account
Must update direct deposit information in DEFINE and Payroll separately to expedite payment.
Direct Deposit Form
Run Encumbrance Report‒ Check encumbrance balances and notify DTS for release ‒ Instructions for downloading Encumbrance Report found on the
Disbursements and Travel Services website
BREAK
PURCHASING & DISTRIBUTION
SERVICES
Purchasing and Distribution Services Contact Information
Main line: 458-4060Fax line: 458-4061E-mail: purchasing@utsa.edu Website:
Purchasing and Distribution Services
Purchasing & Distribution Services
May 18
July 13
First Day PB4 request can be create using FY12-13 Funds
Last Day PB4 requests Over $25,000 can be submitted to Purchasing using FY11-12 Funds
August 3
August 10
Last Day PB4 requests can be created using FY11-12 Funds
Last Day PB4 requests Less than $25,000 can be submitted to Purchasing using FY11-12 Funds
August 10
August 10
Last Day PB0 requests can be created using FY11-12 Funds
ProCard- Recommended last day to purchase utilizing current fiscal year funds pending financial institution's posting dates
August 17 Last Day PB0 can be final approved by department using FY11-12 Funds
August 30 First Day PB0 requests can be created using FY12-13 Funds
IMPORTANT YEAR-END DATES
Purchasing & Distribution Services
Between August 10th and August 30th, departments will NOT have the ability to create Purchase Orders using current year funds (FY11-12).
If your department plans to make large procurements using current fiscal year money, start planning today.
Start reviewing your past procurements to identify multi-year contracts:
Note: Purchase requests received after the deadlines stated above will be processed as a FY12-13 purchase.
Plan Ahead:
Purchasing & Distribution Services
If goods or services are to delivered directly to your department, contact Central Receiving to initiate a PD1 to ensure the vendor is paid. Email: crw@utsa.edu
Contact your departmental buyer if you have any questions. You can find the department/buyer assignment on the UTSA Purchasing Website: www.utsa.edu/purchasing
If you have an agreement that needs to be reviewed, contact the Business Contracts Office, ext. 4975
Helpful Contacts
Purchasing & Distribution ServicesBuyers are assigned to specific departments. Please
coordinate your purchasing activities with your appropriate assigned buyer.
Employee Name Title Ext. #Paul Duke Buyer III 4064
Julie Gohlke Buyer II 5076
Amanda Alvarado Buyer II 4598
Patty Burrier Buyer II 4062
Rose Smith Buyer I 5077Yvette Medina E-Procurement Specialist 4974Lane Brinson Asst. Director Purchasing 4066
PAYROLL MANAGEMENT SERVICES
Contact Information
Main line: 458-4280Fax line: 458-4236E-mail: payroll@utsa.edu
Website: Payroll Management Services
Contact InformationName Title Ext. #
Javier Martinez Director Temporarily assigned to PeopleSoft
Implementation TeamPayroll Operations
Christine Bodily Payroll Supervisor 4283
Elizabeth Ortiz Payroll Specialist II 6221
Lisa Bartee Payroll Accountant 4283
Lori Contreras Payroll Specialist I 4280
Payroll Benefits
Patty Titus Sr. Payroll Accountant 4281
Rosa Casas Payroll Accountant 4713
Critical Payroll DeadlinesAugust 3 Retroactive Funding Assignments modification to
Human Resources (Sept - July)
August 3 Retroactive Hourly Salary Transfers to Payroll Office
August 21 Assignments for September 1st Payday to Human Resources
August 29 Assignments for September 6th Payday to Human Resources – Last payday of fiscal year
September 4 Voucher Cutoff for September 6th PaydayOnly one (1) day for voucher approvals
Deadline Questions?
General Information Payroll website: http://www.utsa.edu/payroll/
− Payroll deadlines− Regulation and law changes
Timely process of pay vouchers (OV1, OV5, paper vouchers)
− Meet deadlines − Be aware of approver’s absence
HRMS DEFINE Roll – Over August 19th & 22nd
General Information
Sign-up for online Earnings Statements – UTDirect
− Secure− Print as needed− Prevent loss of confidential data and identity theft
General Questions?
Over Payment Warning
A monthly employee assignment is allowed in the HRMS system regardless of funding availability.
16 Default accounts were established in November 2009 to cover employee assignments to accounts with insufficient funding.– Allows timely payment and allocation of fringe benefits for
monthly salaried employees.– Monitored by Default Account Owners and Budget.
Default accounts should be used as a last resort option at payroll processing time.– Departments are required to clear entries reported in default
accounts in a timely manner.
What is a Default account?
Default Account Owners
Vice Presidents have the fiduciary responsibility to assure sufficient annual budget to fund all salary costs.
Divisional Financial Officers are responsible for review and reconciliation of default accounts on a regular basis and to ensure modify documents are timely processed using appropriate funding sources.
Encumbrance balances in Default Accounts must be funded prior to payroll processing.
Default account balances MUST be ZERO by July 31st 2012 and remain zero for the remainder of FY 2012.
Budget Office provides oversight working closely with Divisional Financial Officers and Default Account Owners on a monthly basis.
For more information, refer to FMOG Section 10:Budget Approvals for Assignments – HRMS Default Account Maintenance
Year End Deadline for Clearing Default Account Encumbrances
HUMAN RESOURCES
2012-2013 Reassignments
All assignments without an end date in HRMS will automatically rollover to the new fiscal year.‒ Any employee’s assignment not continuing into the next fiscal
year, needs to be terminated in HRMS.
Any assignments with an end date in HRMS of 8/31/2012 will automatically expire on 8/31/2012.‒ Any employee expected to continue working into the next fiscal
year, needs to be reassigned in HRMS.‒ Reassignments must be completed otherwise the employee will
not get paid after 8/31/2012.
2012-2013 Reassignments VERY IMPORTANT: ALL RETURNING BENEFITS ELIGIBLE
EMPLOYEES must have their FY 2012 reassignment FINAL APPROVED by 5:00 PM on 8/31/2012.‒ Please do not create the assignment on 8/31/2012 and expect it to
be approved by 5:00. You must give time for the document to route.
If assignment is not final approved by 5:00 pm on 8/31/2012, their benefits may terminate.
Current benefits eligible employees with an assignment end date of 8/31/2012.‒ Open-ended assignments will automatically rollover and won’t
impact benefits.
2012-2013 Reassignments Students must be reassigned for the fall semester.
‒ Cannot extend summer assignment to the fall.
‒ Enrollment must be verified prior to assigning.‒ This is done at the department level – Not HR.
‒ Cannot exceed 19 or 20 hours (depending on title), while enrolled in classes.
‒ All student assignments, with the exception of GRA’s, GA’s and TA’s, can be assigned for the fall & spring.
GRA, GA, TA Assignments GRA & GA assignments have to be FYA’d to the Graduate
School at “TA/GRA APP”‒ TA assignments will automatically route to the Graduate School.
Must be reassigned for the fall semester.
Cannot exceed 20 hours while enrolled in classes.
GRA’s, GA’s and TA’s have to be assigned within semester dates
‒ Fall – September 1 to January 15‒ Spring – January 16 to May 31‒ Summer – June 1 to August 31
Assignment end date must be the last day of classes to avoid becoming benefits eligible.‒ For example: 9/1/2012 to 12/15/2012‒ Cannot be reassigned until the start of the next
semester
Cannot break an assignment for a few days to solely deny benefits.
Effective 9/1/2011: Benefits eligible students will have to pay 50% of medical cost‒ Departments CANNOT force an employee to waive
benefits
GRA, GA, TA Assignments
Title Fall/Spring SummerGraduate Research Assistant (GRA) 6 hours 3 hours
Graduate Assistant (GA) 6 hours 3 hours
Student Assistant (work-study) 6 hours See Financial Aid
Teaching Assistant (TA) 6 hours 3 hours
Undergraduate Research Assistant (URA)
9 hours 6 hours
Enrollment Requirements
Checking Document Routing and Status
Concurrent Assignments The department needs to check if the employee
has a concurrent assignment before routing a new assignment.
If concurrent assignment is being ended or the hours are being modified by the other department, the remarks/notes need to be indicated as such.
If there aren’t any notes indicating the concurrent assignment will be ending, or the hours are being modified, the document will be returned if the employee is over the hour limit.
How to Check Concurrent Assignments
Non- Pooled Assignment
Pooled Assignment
Work-Study Assignments
Work-Study AssignmentsINCORRECT CORRECT
“End Assignment” is only used for pre-determined end dates.
Reason is no longer “End Assignment” if employee leaves before original assignment end date.
Termination Reasons
Termination Payroll Vouchers are ONLY paid out on semi-monthly payroll dates.
For tenure & tenure-track faculty, benefits will expire on termination date regardless of quadruple deductions or salary spread.
A non-tenure track (NTT) faculty has an end date in HRMS of 8/31/2012, however shows 5/31/2012 in DEFINE.‒ Therefore, end date needs to be modified in HRMS
if leaving prior to 8/31/2012
Termination
Self-service tool for HRMS
HRMS screenshots
Accessible via HR Website‒ Login using computer sign-on
HRMS Online Tools
August 3: Retroactive funding changes to HR.
August 14: Assignments due to HR for 8/22 Semi-monthly payday
August 20: FY 12-13 assignments can be routed forward.
August 21: Assignments due to HR for 9/1 Monthly payday
August 19: Automated rollover in HRMS
August 29: Assignments due to HR for 9/6 Semi-monthly payday **last payday for FY 10-11**
HR Important Dates
Wednesday, August 8‒ 8:00-10:00‒ 10:00-12:00
Bring actual HRMS documents you’re currently having trouble with to class.
Sit down with an HR Representative one-on-one.
Sign up on our HR Website.
HRMS Hands-On Workshop
Contact InformationName Title Ext. #
Bruce TingleAssociate DirectorEmployment/Comp
4651
HRMS
Henry Barrera HR Specialist II 7563
Kristin Howell HR Technician II 4648
Lucinda CraneHR Technician I
(part-time)4410
Compensation
Catina Rover HR Specialist II 4259
Jenny Jung Compensation Analyst I 4254
Contact InformationName Title Ext. #
Employment Paperwork
Sandra Hernandez HR Specialist II 4257
STARS
Ron Fosmire HR Advisor 4256
Diane Mazuca HR Specialist II 4304
Day ONE
Samantha Hernandez HR Specialist II 8007
Jennifer Evetts HR Specialist I 7962
Hattie Arnold HR Specialist I 6618
Contact Information
Name Title Ext. #
Benefits
Georgina Anguiano-Elliott Benefits Manager 4253
Fran ThibodeauxHR Specialist II
Alpha A-G 4652
Jaime LopezHR Specialist II
Alpha H-O 6710
Mary Lou AguilarHR Specialist II
Alpha P-Z 4258
Thank youWe would like to thank everyone for attending and assisting us
in having a successful year-end close.
7/11/12