Finance & Administration Quarterly Update Business Affairs Update April 26, 2010.
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Transcript of Finance & Administration Quarterly Update Business Affairs Update April 26, 2010.
Business Affairs Update
Agenda Items
• FY 10 Year End Accounting Deadlines and Reminders
• FY 10 Year End and Beginning FY 11 Purchasing Deadlines and Reminders
• Annual Property Inventory Certification Process
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• August 27th (Friday)
• Encumbrance Adjustments: Encumbrance adjustments or releases for FY 10 and prior year encumbrances must be received by Purchasing
• Unclaimed Property: All unclaimed property, including stale dated checks with an issue date that is on or before June 30th, 2009 must be submitted to Accounting Services
• August 31st (Tuesday)
• Travel Applications: Travel Applications to be applied against FY 10 funds must be entered by 4:30pm
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• September 3rd (Friday)
• Due to Accounting Services:
• Consumable Supplies/Goods for Resale Inventory counts as of August 31st. Form is available online at: http:www.fiscal.ttuhsc.edu/accounting/yep
• FY 10 Funding transfers submitted via Budget Revision
• Due to Purchasing:
• FY 10 Direct Pay Transactions
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• September 8th (Wednesday)
• Due to Accounting Services:
• FY 10 Internal Purchase Funding & Cost Transfer Requests
• FY 10 Non-Contract Revenue Accrual Invoice forms (INs) & Expense Accrual Requests
• FY 10 Contract Revenue Accrual entered into Contracting/Accounts Receivable System
• FY 10 Intra-Institutional Vouchers (IVs) for service department charges entered through the Gateway
• FY 10 Holding Account and unidentified wire claims
• FY 10 Special Augmentation Accruals
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• September 8th (Wednesday)
• Due to Travel:
• FY 10 Travel Vouchers
• Due to Accounts Payable:
• FY 10 Invoices & Receiving Reports
• September 9th (Thursday)
• Purchasing Card Allocations:
• All P-card allocations due in Pathway Net
• Statement close date – September 7th
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• September 9th (Thursday) (Continued)
• Purchasing Card Allocations:
• Pathway Net allocations may be made throughout August as purchases are made – there are only 2 business days to make allocations after the statement close date
• All charges on the September 7th statement will be applied to FY 10
• September 10th (Friday)
• Month end Close for August FY 10
Business Affairs Update – Year End Deadlines
Accounting Services FY 10 Processing Deadlines
• September 15th (Wednesday)
• Due to Accounting Services:
• Questions regarding fund balances for FY 10 transaction detail included on Cognos reports after August close. Deficits will be covered from back up accounts unless alternate account information is received by September 17th (Friday)
• Additional Information available with the Quarterly Finance and Admin meeting notes on the Budget Website
Business Affairs Update – Year End Deadlines
Purchasing FY 10 & FY 11 Processing Deadlines
• June 4th (Friday)
• FY 10 New Bids and RFP’s Due
• FY 11 Orders with Payment Due 09/01/2010 or with Bids or RFPs greater than $25,000 Due
• June 25th (Friday)
• FY 11 Lease / Rental of Equipment, Maintenance Contracts and Services requiring Bids Due
Business Affairs Update – Year End Deadlines
Purchasing FY 10 & FY 11 Processing Deadlines
• July 23rd (Friday)
• FY 10 Orders that already have Bids / Proposals due
• FY 11 Automated / Non-Automated Contracts due
• August 20th (Friday)
• FY 10 Non-Punchout Orders Less than $5,000 due
• August 27th (Friday)
• FY 10 Punchout Orders – only for orders actually processed and shipped (no backorders) due
Business Affairs Update – Year End Deadlines
Purchasing FY 10 & FY 11 Processing Deadlines
• September 1st (Wednesday)
• FY 11 Punchout Orders may not be submitted prior to this day
• Additional Information and reminders will be sent out via TechBuy user group emails from Purchasing
• Additional Information and deadlines document available with the Quarterly Finance and Admin meeting notes on the Budget Website
Business Affairs Update - Property Inventory
Property Inventory Certification Process
• Annual Certification
• Due June 30th 2010
• All updates and changes must be entered and reflected in reports before certification
• Refer to HSC OP 63.10
Business Affairs Update - Property Inventory
Sign in to the Property Inventory System from Webraider, F & A
Work Tools tab, Finance channel
Business Affairs Update - Property Inventory
To start the verification and certification process, click on
“Reports”
“Help” document walks you through the certification process
Business Affairs Update - Property Inventory
Verification and Certification process
Determination of Capitalization and Controlled Items
Accessing Property Management Documents in
Laserfiche
Business Affairs Update - Property Inventory
Select “Departmental
Inventory Listing”
Click “Go To Report”
Business Affairs Update - Property Inventory
Click “Edit” for item you need
to correct
Printed version is available
Business Affairs Update - Property Inventory
You can update the Cond (Condition), Serial Number,
Building and Room
Business Affairs Update - Property Inventory
To change the “Room” location, you
must select the correct “Building”
first
Business Affairs Update - Property Inventory
After you have selected the correct Building, select the
correct Room number
Business Affairs Update - Property Inventory
After all changes are complete, click
“Update”
Verify that all changes are correct, then click “Save My
Changes”
Business Affairs Update - Property Inventory
If you have items on this report, you must “Edit” to complete
missing information.
Click “Edit” to add
information
Business Affairs Update - Property Inventory
Edit or complete all applicable fields,
then click “Update”
Select Building before selecting
Room
Business Affairs Update - Property Inventory
Verify that all changes are correct, then click “Save My
Changes”
After you have updated the information in the Property Inventory System, return the completed
tagging memo to Property Inventory at Stop 6209 and verify changes in the Departmental
Inventory list the next business day
Business Affairs Update - Property Inventory
Select the “Forms” link on the left side
of the page
If there are items on your Departmental Inventory Report or on your Items Not Yet Tagged Report
and you have diligently searched for these items, but not located them, you must report the items
as missing. The “Missing or Stolen Property Report” is available from the Forms link in the
menu.
Business Affairs Update - Property Inventory
Missing or Stolen Property
• Report inventory items on Departmental Inventory List or Not Tagged Report that you cannot locate
• Items that are missing will be reported to the State Comptroller after a two year period if not located
• State funding could be reduced if dollar amount of missing items is substantial
• Complete form and submit to Property Inventory Stop 6209 in Lubbock
• When entered in the system, the item will be added to the “Missing Property” report
Business Affairs Update - Property Inventory
Please make every attempt to locate missing items as they will be reported to the State Comptroller’s Office after two years. If there is an item on this list that you have located, please notify Property Inventory or email [email protected].
If an item has been stolen, submit Attachment B of HSC OP 63.10 to Property Inventory.
Business Affairs Update - Property Inventory
After two years of reported as “Missing”, items are moved to the “Lost and Stolen Property” report and will
be submitted to the State Comptroller’s office. If the amount of loss is substantial, TTHSC could lose a proportional amount of state funding. Please make every effort to locate missing items and if located
please notify Property Inventory at [email protected].
Lost and Stolen Property
Business Affairs Update - Property Inventory
After you have completed edits, completed transfers, reported missing items and verified that your Departmental Inventory
Listing is correct, you must submit your Property Inventory List for certification by the departmental Property Custodian.
Please keep in mind that the changes submitted to Property Inventory could take several days to process, so do not wait
until June 30th to start the verification process.
Select “Annual Certification”
Click “Go To Report”
Business Affairs Update - Property Inventory
Select “Submit This Year’s Inventory
Reports for Annual Certification”
Business Affairs Update - Property Inventory
When you submit your certification you are certifying
that you have reviewed the
inventory reports and have
knowledge that they are correct. Please read this
statement.
The name of the person responsible for the certification of your department’s annual property inventory should be listed here. If this is not the person who should certify for your department,
please notify Property Inventory at [email protected].
After verification of correct inventory, click “Submit for Annual Certification”
Business Affairs Update - Property Inventory
When you submit the departmental inventory for certification, the submitter and the date the report was submitted will display. An email notification will go to the departmental
property custodian to notify them that the inventory is ready for annual certification. The annual certification is due by
June 30, 2010.
Business Affairs Update - Property Inventory
When the property custodian receives the email notification they must click on the link in the email and “Certify the Annual Inventory” to complete the process.
The annual certification is due by June 30, 2010.
Business Affairs Update - Property Inventory
The Property Inventory System has two search options, Search by Category and
Search by Tag/Serial Number
If you find items in your department that are not on your inventory list, you can search by either tag or serial number
to determine whose inventory list the item is on. It is possible that one department transferred an item to your department, but the documentation was not completed.
Please notify Property Inventory if this is the case.
Business Affairs Update – Property Inventory
Certification Process
• Verify all departmental property on Departmental Inventory Listing.
• Note condition and location
• Perform edits in Property Inventory System
• “Update” and “Save My Changes”
• Verify changes the next business day in the Property Inventory System
• Submit transfer forms to Property Inventory
• Complete and sign transfer form
• Obtain signatures from receiving department
• Send form to Property Inventory and verify in reports
Business Affairs Update - Property Inventory
Certification Process (Continued)
• Tag “Items Not Yet Tagged”
• Provide information for blank fields
• “Update” and “Save My Changes” and verify in reports
• Return Tagging Memo with completed information to Property Inventory
• Attempt to locate “Missing Items”
• Report “Missing Items” found to Property Inventory staff
• Report departmental property not on inventory list to Property Inventory staff
Business Affairs Update - Property Inventory
Certification Process (Continued)
• Complete and submit “Loss of Property” form for lost or stolen items
• Verify submitted changes to departmental inventory in Property Inventory System
• Submit “Inventory Report” for approval
• Department head must approve and submit “Annual Certification” of departmental inventory by
June 30, 2010
Business Affairs Update - Property Inventory
DeShun Avery
(806)743-7826 ext 312
Jessica McGaha
(806) 743-7826 ext 311
Carole Wardroup
(806)743- 7826 ext 313
Property Management