Partners in Progress

Academic Affairs Business Services

September 18, 2018

What is AABS?

AABS is your shared services business office to address matters and questions concerning

• Purchases

• Travel

• Budgets, account information, reports

• Human resources, Payroll

• Scholarship accounts

• Sponsored contract accounts

AABS Org Chart

Location

Academic Affairs Business Services (AABS)

39 Full-Time positions

Allocate an annual budget of $676M+

with 3,085 accounts reconciled each month

AABS Services:

• 47 departments; 17 Prospective Student Centers across Texas; 2 International Centers

• 980 budgeted employees

• 900 wage employees

Host monthly Partners in Progressmeetings

Weekly HR newsletter to all employees

www.aabs.tamu.edu 979.458.3621

Fiscal Year

• Follows the commonly understood “Academic Year”

– Begins 9/1

– Ends 8/31

• We are now in FY19

Fund Classifications

Account Number Fund Designation

1XXXXX Educational and

General

State

2XXXXX Designated Local

3XXXXX Auxiliary Local

4XXXXX Sponsored Research Local

5XXXXX Unrestricted Gifts Local

65XXXX Scholarships Local

8XXXXX Plant (Capital) Local

Sources of Revenue

• Designated funds (also referred to as “Institutional” or “local” funds)

– Accounts designated for a specific purpose by the BOR

– Purpose is not restricted by an outside source

* Must follow state guidelines

General

Revenue

Statutory

Tuition

Available

University

Fund*

E&G Funds

(1xxxxx)

Designated

Tuition &

Fees

Investment

Earnings

Indirect

Costs

Designated

Funds

(2xxxxx)

Service

Departments

• E&G (also referred to as “State” funds)

– Appropriated sources of revenue from the State of Texas

Sources of Revenue

• Auxiliary Enterprise funds– Enterprises that provide services to students,

staff, faculty, and the general public

– Enterprises are essentially self-supporting

– Other enterprises: Recreational Sports; Beutel Health Center, the Children’s Center

Contracts

& Grants

(4xxxxx)

Gifts

(5xxxxx)

Scholarships

(6xxxxx)

Restricted

Funds

(4x, 5x, 6x)

Athletics Student

Center

Complex

Residence

Halls

Auxiliary

Funds

(3xxxxx)

Transportation

Services

• Restricted funds– Funds are restricted to a specific purpose by donors from

outside TAMU

• Scholarships and fellowships

• Research gifts, grants and contracts (federal, state, local, other)

• Gift Funds

– Unrestricted – Use must be tied to the mission of the University

– Restricted – Gifts given for a very specific purpose. Must be used as designated by the donor.

AABS Monthly Reports

• AABS delivers semi-monthly reports to DHs after the 15th and the close of each month.

• These reports are used by DHs to make management decisions, and to stay informed of all activity posting to their account(s).

• It’s expected for DHs to review these reports frequently and alert AABS of any issues or to ask questions.

AABS Contacts

The AABS main phone line is 458-3621.

More information can be found on the AABS website at aabs.tamu.edu

* utilize a ticketing system

TEAM EMAIL

Accounting & Travel Services* ats@tamu.edu

Human Resources & Payroll* hrpr@tamu.edu

Scholarship Accounting Services scholaraabs@tamu.edu

Sponsored Contracts & Agreements contraabs@tamu.edu

Departmental Responsibility

Purchases, travel, any disbursement of funds, hiring and exiting employees, and payroll transactions must be made in accordance with the State of Texas laws, applicable statutes and regulations, the State Comptroller's guidelines, Texas A&M System Policies and Regulations, and Texas A&M Rules and Standard Administrative Procedures.

The AABS Customer Reference Manual is derived from these sources.

Departmental Signature Authority

• The head of each department/unit serviced by AABS advises AABS who has authority to approve transactions for their department/unit.

• Purchasing Authority has been delegated to the unit for any purchase under $10K. – If a single purchase or known multiple purchases from the same

vendor throughout the year exceeds this threshold, it will need to be run through Procurement services. Contact AABS to assist with this.

• The department/unit head may change approval delegates at any time by emailing Jessica Daniels at jdaniels@tamu.edu

Department Liaisons

Each department should have at least one primary employee, and a secondary if preferred, within the department who serves as a liaison with AABS, as designated by the DH.

The department/unit head may change Department Liaisons at any time by emailing Jessica Daniels at jdaniels@tamu.edu

Department Liaisons

The duties of Department Liaisons include:

• Ensuring that proper documentation is attached to each invoice, payment card receipt, Interdepartmental Transfer, etc.

• Ensuring that payment card receipts are itemized and state tax free, and that payment card receipts are submitted in a timely manner. (The cardholder may wish to assume these duties for his or her card.)

• Ensuring there are no discrepancies or problems with these items, and resolving any items that may later be identified.

• Ensuring that all incoming checks are properly endorsed and that all cash or checks received are logged onto the department’s Check/Cash Receipt Log and delivered to ATS within one business day after receipt by the department.

Emily Weers, Director of Accounting

Tax Exempt Form

• Departments are responsible for ensuring that State sales tax is not charged on TAMU purchases.

• May be used only for the purchase of supplies associated with TAMU operations and programs.

• Keep form handy to present to vendors EACH TIME purchase is made for TAMU purposes.

Prizes / Gifts / Awards

NON-EMPLOYEES & Students

• Non-Cash gifts less than $600 for students and non-TAMU

employees require documentation stating the recipient’s name.

• All physical gifts in excess of $600 and all gift certificates or cash of

any value require recipient’s name, address, and social security

number. Any gift in excess of $600 may be considered taxable

income to the recipient.

• Include a W-9 for the recipient(s) of all gifts/prizes/awards over

$600.

Prizes / Gifts / Awards

EMPLOYEES

• Gift certificates, gift cards, cash, and other cash equivalents are taxable income regardless of value.

• All gifts in excess of $100 and all gift certificates or gift cards in ANY amount require a Request for Tax Withholding form.

• Non-cash awards (plaques, books, flowers, tickets, etc.) are not taxable if they are $100 or less.

Check/Cash Receipt Log

• Check/cash receipt log is now in Laserfiche!

– Enhances internal controls so that more a check is tracked from the time it is recorded in the log through deposit and account verification in FAMIS.

– Any checks received at the AABS in the mail will be logged into the form and tracked.

– Departments receiving revenue in cash on a regular basis need to explore other options.

– Form also to be used for reimbursement of sales tax on payment card purchases.

Check/Cash Receipt Log

• Check details are entered into the electronic log which is submitted in LF and a copy emailed to the submitter for printing.

• The printed copy of the log and checks are sent to AABS in the bag.

• AABS verifies the items in the bag match the items listed in the log and processes the deposit.

Signature Cards

Payment Cards in Concur

• AABS is handling the reallocation of payment card transactions in Concur.

• Customers continue to use the DCS form for submission of their receipts.

• Friendly reminders – acronyms, sales tax, DCS payment types (meals, food, memberships)

• Perpetual posting of transactions to FAMIS (FIFO) vs. posting in a statement cycle.

– More accurate account balances.

Jingqiu Ren, Associate Director of Human Resources & Payroll

HRPR: Human Resources & Payroll

HRPR Forms [aabs.tamu.edu]

First Point of Contact for all things Workday, including

– Onboarding / Off-boarding Employees

– Position Actions

– Postings/Hiring

– Employee Relations

– Payroll Actions

– Other HRPR activities

Requesting & Using Leave

– Vacation (Eligibility)

– Sick Leave (FMLA)

– Jury Duty

Mandated Training

To find your liaison, please

identify your department

code and click on its link at

http://aabs.tamu.edu/About-

Us/AABS-Contacts-for-

Departments-We-Serve

New SOP’s for FY19

To better assist departments, and to manage the workload in AABS, these SOP’s will be effective beginning FY19:

• Bi-Annual Promotion Process

• Job-Related Skill Enhancement Pay

Bi-Annual Promotion

AABS will accept, and submit for review and approval, non-faculty (staff) position reclassification requests on a bi-annual basis. The reclassification of a vacant position may be considered out of this cycle, as necessary.

Fall Issue call October 1; requests & approvals due October 15, to be effective December 1 *

Spring Issue call April 1; requests & approvals due April 15, to be effective June 1 **subject to HROE’s final approval in Workday

As a best practice, when considering a reclassification it’s best to consult with your AABS HR Liaison to determine the appropriate title and pay as early as possible. The use of a temporary salary increase is encouraged to address situations where an employee has assumed additional out of cycle duties. Upon department head approval of a temporary salary increase, please submit the request to hrpr@tamu.edu for Workday processing.

AABS FY19 Promotion Laserfiche Process

Manager access the link to the FY19 Promotion Laserfiche through AABS

HRPR website under Forms section.

This link will be made available between 10/1/2018 and 10/19/2018 for

managers to submit reclassification requests with the effective date of

12/1/2018.

Manager receives notification to

provide approval letter via LF

process for proposed salary

outside of the lower band.

• Download the approval letter

template via the link

• Provide justification on the

memo and send for

appropriate approval(s).

• Upon receiving the approvals

signed on the memo, log in to

LF via the “Click Here to View

the Task” to upload the

approval letter.

Manager uploads approval

letter and submits this step in

LF

Manager receives a notification by email when promotion

is approved in Workday.

• Salary Letter draft is attached with the email for manager

to customize and provide to employee for signature.

• Send the signed letter back to hrpr@tamu.edu for

employee records.

Job-Related Skill Enhancement Pay

Thank you!Brandy Kosh ‘97 | Executive Director

Academic Affairs Business Services (AABS), Division of Enrollment & Academic Services | Texas A&M University

4255 TAMU | College Station, TX 77843-4255

Tel. 979.458.3621 | Fax. 979.862.2696 | b-kosh@tamu.edu