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 27 th (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 30 th, 2009 must be submitted to Accounting Services August 31 st (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 3 rd (Friday) Due to Accounting Services: Consumable Supplies/Goods for Resale Inventory counts as of August 31 st. Form is available online at: 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 8 th (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 8 th (Wednesday) Due to Travel: FY 10 Travel Vouchers Due to Accounts Payable: FY 10 Invoices & Receiving Reports September 9 th (Thursday) Purchasing Card Allocations: All P-card allocations due in Pathway Net Statement close date – September 7 th

Business Affairs Update – Year End Deadlines Accounting Services FY 10 Processing Deadlines September 9 th (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 7 th statement will be applied to FY 10 September 10 th (Friday) Month end Close for August FY 10

Business Affairs Update – Year End Deadlines Accounting Services FY 10 Processing Deadlines September 15 th (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 17 th (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 4 th (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 23 rd (Friday) FY 10 Orders that already have Bids / Proposals due FY 11 Automated / Non-Automated Contracts due August 20 th (Friday) FY 10 Non-Punchout Orders Less than $5,000 due August 27 th (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 1 st (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 s 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 30 th 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 Verify the Condition Verify the Serial 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 Select “Items Not Yet Tagged” Click “Go To Report”

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 Complete the form and return to Property Inventory

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 Select “Missing Property” Click “Go To 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 If an item has been stolen, submit Attachment B of HSC OP to Property

Business Affairs Update - Property Inventory Select “Lost and Stolen Property” Click “Go To Report”

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 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 30 th 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 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 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 notification they must click on the link in the 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) ext 312 Jessica McGaha (806) ext 311 Carole Wardroup (806) ext 313 Property Management

Business Affairs Update Questions?