FY2018 Year-End Update Office of the Controller FAR Meeting July 18, 2018 Sheri Hardison, Interim AVP for Financial Affairs and Controller Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Available Materials http://www.utsa.edu/financialaffairs/controller/ Office of Financial Affairs Office of the Controller

How You Can Help Encourage your departments to: 4 How You Can Help Encourage your departments to: Meet the July and August deadlines for transactions earlier in fiscal year Ensure they are current with cost center/project reconciliations Process budget transfers and transaction corrections now Process any Chart of Accounts Maintenance changes now (e.g. Department Managers) Business Affairs Office of the Controller Office of Financial Affairs

How You Can Help (Cont’d) 4 How You Can Help (Cont’d) Be sure your area: Transfers funding to cover any balances that are negative by August 31 Downloads one of the calendar formats to stay on top of all year-end deadlines Cleans up outstanding purchase requisitions that won’t be sourced by August 24th Knows the last check run will be August 29 at noon (until September) Business Affairs Office of the Controller Office of Financial Affairs

How You Can Help (Cont’d) 4 How You Can Help (Cont’d) Be sure your area: Runs one of Purchasing’s open PO queries to review PO encumbrance balances Contacts Purchasing to close applicable PO’s so that they are not rolled into FY2019 Knows they should not mark “received” what has not yet been received – affects Purchasing’s ability to roll forward the PO Business Affairs Office of the Controller Office of Financial Affairs

How You Can Help (Cont’d) 4 How You Can Help (Cont’d) Be sure your area: Follows Purchasing’s guidance on setting up new cell phone PO’s for FY2019 (and other “Amount Only”) Knows that original budgets for FY2019 will be loaded in early August Knows the lapse guidelines Knows that accruals and prepaid entries won’t be recorded for items under $10,000 Business Affairs Office of the Controller Office of Financial Affairs

How You Can Help (Cont’d) 4 How You Can Help (Cont’d) Ask the departments in your office to: Regularly run the new Expense Report query – UTS_EXP_PND_STAT_WF_PRMPT_MOD Regularly run DTS’ available Travel Authorization queries to ensure all Expense Reports are started and completed in a timely manner Follow DTS’ requested action regarding any Expense Reports not yet fully complete by August 29 (in order for the associated TA to rollforward) Plan ahead to process DBT transactions by the deadlines Business Affairs Office of the Controller Office of Financial Affairs

Other “Important Stuff” 4 Other “Important Stuff” Cell phone reports coming to VP offices – if no changes, no action necessary Additions and changes require new cell phone allowance forms Department IDs and Speedtypes are changing for departments that reorganized; Point of Contact – VP office financial contact Business Affairs Office of the Controller Office of Financial Affairs

Office of Financial Affairs QUESTIONS Office of Financial Affairs Office of the Controller

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