MFR Reconciliation Project Update

Reminder of Project Summary Cross-functional task force was set up to determine campus needs and next steps related to monthly reconciliation process Cross-functional task force was set up to determine campus needs and next steps related to monthly reconciliation process Updated list of campus reconcilers Updated list of campus reconcilers Sub-group, led by Sarah Remmert & Sheri Hardison, developed a basic expense/revenue tracking tool Sub-group, led by Sarah Remmert & Sheri Hardison, developed a basic expense/revenue tracking tool Training needs Training needs Need for temporary, additional front office resources to help campus “catch-up” Need for temporary, additional front office resources to help campus “catch-up” Cross-functional task force was set up to determine campus needs and next steps related to monthly reconciliation process Cross-functional task force was set up to determine campus needs and next steps related to monthly reconciliation process Updated list of campus reconcilers Updated list of campus reconcilers Sub-group, led by Sarah Remmert & Sheri Hardison, developed a basic expense/revenue tracking tool Sub-group, led by Sarah Remmert & Sheri Hardison, developed a basic expense/revenue tracking tool Training needs Training needs Need for temporary, additional front office resources to help campus “catch-up” Need for temporary, additional front office resources to help campus “catch-up”

MFR Reconciliation Assistance Contract accountantsContract accountants –Assisted departments in catching up on expense tracking –Trained departmental staff on the expense tracking tool, if no other tool was in use –Assisted in reconciling tracking records to MFR –Made note of questions – specific and broad Contract accountantsContract accountants –Assisted departments in catching up on expense tracking –Trained departmental staff on the expense tracking tool, if no other tool was in use –Assisted in reconciling tracking records to MFR –Made note of questions – specific and broad

Reconciliation Project Statistics Duration of Assignments Assistance by Division

Project Takeaways Until MFR is modified, training needs to be adapted to ease campus useUntil MFR is modified, training needs to be adapted to ease campus use Need to increase campus awareness of screens/tools available to see transaction details fasterNeed to increase campus awareness of screens/tools available to see transaction details faster IDT process is misunderstood and requires clarificationIDT process is misunderstood and requires clarification All of our offices will be looking for ways in which to improve communicationAll of our offices will be looking for ways in which to improve communication Over time we will disseminate new tools/information as they become availableOver time we will disseminate new tools/information as they become available Until MFR is modified, training needs to be adapted to ease campus useUntil MFR is modified, training needs to be adapted to ease campus use Need to increase campus awareness of screens/tools available to see transaction details fasterNeed to increase campus awareness of screens/tools available to see transaction details faster IDT process is misunderstood and requires clarificationIDT process is misunderstood and requires clarification All of our offices will be looking for ways in which to improve communicationAll of our offices will be looking for ways in which to improve communication Over time we will disseminate new tools/information as they become availableOver time we will disseminate new tools/information as they become available

MFR – General Info & Hints Summary Tab – ties to Budget Overview; from the Commitment Control PS ModuleSummary Tab – ties to Budget Overview; from the Commitment Control PS Module Detail Tab – from the General Ledger PS ModuleDetail Tab – from the General Ledger PS Module Examples of differences:Examples of differences: –Transactions budget checked but not fully posted/finalized –only appear on the Summary Tab Accounting Periods – 1 to 12; 998 to include year-end closing adjustmentsAccounting Periods – 1 to 12; 998 to include year-end closing adjustments Recommend running MFR cumulatively through the reconciled month rather than one month at a time - PO changes/closures are retroactiveRecommend running MFR cumulatively through the reconciled month rather than one month at a time - PO changes/closures are retroactive Accrual and prepaid adjustments made at August 31 will reverse on September 1Accrual and prepaid adjustments made at August 31 will reverse on September 1 $0 activity in a given month  will produce blank MFR$0 activity in a given month  will produce blank MFR Payroll-Related Costs/Fringe/A3000 on E&G cost centers is funded monthly so that actual expenses equal budgetPayroll-Related Costs/Fringe/A3000 on E&G cost centers is funded monthly so that actual expenses equal budget Summary Tab – ties to Budget Overview; from the Commitment Control PS ModuleSummary Tab – ties to Budget Overview; from the Commitment Control PS Module Detail Tab – from the General Ledger PS ModuleDetail Tab – from the General Ledger PS Module Examples of differences:Examples of differences: –Transactions budget checked but not fully posted/finalized –only appear on the Summary Tab Accounting Periods – 1 to 12; 998 to include year-end closing adjustmentsAccounting Periods – 1 to 12; 998 to include year-end closing adjustments Recommend running MFR cumulatively through the reconciled month rather than one month at a time - PO changes/closures are retroactiveRecommend running MFR cumulatively through the reconciled month rather than one month at a time - PO changes/closures are retroactive Accrual and prepaid adjustments made at August 31 will reverse on September 1Accrual and prepaid adjustments made at August 31 will reverse on September 1 $0 activity in a given month  will produce blank MFR$0 activity in a given month  will produce blank MFR Payroll-Related Costs/Fringe/A3000 on E&G cost centers is funded monthly so that actual expenses equal budgetPayroll-Related Costs/Fringe/A3000 on E&G cost centers is funded monthly so that actual expenses equal budget

MFR – Journal Entries Journal entries include cost transfers and Interdepartmental Transfers (IDT’s)Journal entries include cost transfers and Interdepartmental Transfers (IDT’s) IDT’s and many transfers are directly received from another departmentIDT’s and many transfers are directly received from another department –Accounting has no additional information beyond what is received from the charging department –Charging departments vary in the details they send for upload MFR does not include the Line Description entered for journal entriesMFR does not include the Line Description entered for journal entries –Sometimes includes helpful information on IDTs or transfers such as Facilities Work Orders Journal entries include cost transfers and Interdepartmental Transfers (IDT’s)Journal entries include cost transfers and Interdepartmental Transfers (IDT’s) IDT’s and many transfers are directly received from another departmentIDT’s and many transfers are directly received from another department –Accounting has no additional information beyond what is received from the charging department –Charging departments vary in the details they send for upload MFR does not include the Line Description entered for journal entriesMFR does not include the Line Description entered for journal entries –Sometimes includes helpful information on IDTs or transfers such as Facilities Work Orders

MFR – Journal Entries (Cont’d) To see the journal line descriptions, a query can be used:To see the journal line descriptions, a query can be used: –Query name - UTS_GL_Transactions_UTSA –Front office personnel with access to create/update transactions should have access to this query –For access issues, please contact the PSSC Filter out non-revenue/expense accounts – query will include balance sheet accounts (4xxxx – revenue; 5xxxx – Payroll expense; 6xxxx – Other expense)Filter out non-revenue/expense accounts – query will include balance sheet accounts (4xxxx – revenue; 5xxxx – Payroll expense; 6xxxx – Other expense) The GL query only provides additional information for some journal entries – details on DTS or Procard payments are not visible on this query because the details reside in another moduleThe GL query only provides additional information for some journal entries – details on DTS or Procard payments are not visible on this query because the details reside in another module To see the journal line descriptions, a query can be used:To see the journal line descriptions, a query can be used: –Query name - UTS_GL_Transactions_UTSA –Front office personnel with access to create/update transactions should have access to this query –For access issues, please contact the PSSC Filter out non-revenue/expense accounts – query will include balance sheet accounts (4xxxx – revenue; 5xxxx – Payroll expense; 6xxxx – Other expense)Filter out non-revenue/expense accounts – query will include balance sheet accounts (4xxxx – revenue; 5xxxx – Payroll expense; 6xxxx – Other expense) The GL query only provides additional information for some journal entries – details on DTS or Procard payments are not visible on this query because the details reside in another moduleThe GL query only provides additional information for some journal entries – details on DTS or Procard payments are not visible on this query because the details reside in another module

UTS_GL_TRANSACTIONS_UTSAUTS_GL_TRANSACTIONS_UTSA STEP 1 STEP 2 STEP 3 STEP 4

UTSA1 UTS_GL_TRANSACTIONS_UTSAUTS_GL_TRANSACTIONS_UTSA

CLICK UTS_GL_TRANSACTIONS_UTSAUTS_GL_TRANSACTIONS_UTSA

UTS_GL_TRANSACTIONS_UTSAUTS_GL_TRANSACTIONS_UTSA

ProCard Query Query - UTS_PO_CC_DEPT_RECONCILEQuery - UTS_PO_CC_DEPT_RECONCILE Can be used to see further detail on ProCard charges – more info than on MFRCan be used to see further detail on ProCard charges – more info than on MFR Query - UTS_PO_CC_DEPT_RECONCILEQuery - UTS_PO_CC_DEPT_RECONCILE Can be used to see further detail on ProCard charges – more info than on MFRCan be used to see further detail on ProCard charges – more info than on MFR

ProCard Query (Cont’d) STEP 1 STEP 2 STEP 3 STEP 4

ProCard Query (Cont’d) STEP 1 Populate with either Emp ID, Dept, Cost Center or Project ID STEP 2 Enter Date Range STEP 3 Click View Results

ProCard Query (Cont’d) Click Open

ProCard Query (Cont’d)

Other Updates FY2015 is closedFY2015 is closed September 2015 will close Friday, October 23September 2015 will close Friday, October 23 Controller’s Office will when future months are closedController’s Office will when future months are closed FY2015 is closedFY2015 is closed September 2015 will close Friday, October 23September 2015 will close Friday, October 23 Controller’s Office will when future months are closedController’s Office will when future months are closed

Other Updates When making iServices requests with Facilities, a NACUBO/function 800 (Operation/Maintenance of Plant) cost center may be requiredWhen making iServices requests with Facilities, a NACUBO/function 800 (Operation/Maintenance of Plant) cost center may be required –Necessary for proper financial reporting by functional use –Excluded – Sponsored Projects, Auxiliaries, Service Centers, Agency Funds –Required for: Major Project Request (> $5,000)Major Project Request (> $5,000) Minor Project Request (< $5,000)Minor Project Request (< $5,000) Corrective Vehicle Maintenance RequestCorrective Vehicle Maintenance Request Corrective Facility, ROD, or Grounds Maintenance Request (not usually Department funded)Corrective Facility, ROD, or Grounds Maintenance Request (not usually Department funded) –Set up cost center only once and fund it in the future as needed –Not a new requirement – cost centers replace OPM sub-accounts in DEFINE When making iServices requests with Facilities, a NACUBO/function 800 (Operation/Maintenance of Plant) cost center may be requiredWhen making iServices requests with Facilities, a NACUBO/function 800 (Operation/Maintenance of Plant) cost center may be required –Necessary for proper financial reporting by functional use –Excluded – Sponsored Projects, Auxiliaries, Service Centers, Agency Funds –Required for: Major Project Request (> $5,000)Major Project Request (> $5,000) Minor Project Request (< $5,000)Minor Project Request (< $5,000) Corrective Vehicle Maintenance RequestCorrective Vehicle Maintenance Request Corrective Facility, ROD, or Grounds Maintenance Request (not usually Department funded)Corrective Facility, ROD, or Grounds Maintenance Request (not usually Department funded) –Set up cost center only once and fund it in the future as needed –Not a new requirement – cost centers replace OPM sub-accounts in DEFINE