MFR Reconciliation Project AND FY2015 Fiscal Management Sub-Certification/ Management Certification Updates

MFR Reconciliation Project

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

MFR Reconciliation Project Updated list of campus reconcilers Created mailing list Creation of financial activity tracking tool Excel-based Easy to Use Developed related procedures Tested with small pilot group Will be supported by Accounting & RSCs Helps address a gap in some offices that are not completing a “true” reconciliation process

DEMO

MFR Reconciliation Project Training needs Short-term – new tracking tool Available soon with Job Aid Labs Longer-term – modifying the existing MFR Reconciliation training Include the tool and how to reconcile Hands-on – bring documentation and work on a cost center/project for your area

MFR Reconciliation Project Need for temporary, additional front office resources to help campus “catch-up” Bringing on additional, temporary accounting resources Start next week Able to assist front offices Catch up on expense tracking Reconcile to MFR Contact to schedule We will request some additional follow up information – how many cost centers, your schedule, etc.

Fiscal Management Certification & Management Sub-Certification Updates

FY2015 Certification Process The Fiscal Management Sub-Certification and Management Certification (“Certification”) is required by all Department Managers per UT System policy UTS highlights the importance of reconciling Cost Centers/Project IDs (“Cost Center”) as well as establishing adequate segregation of duties and internal controls. The Certification is distributed every fiscal year.

FY2015 Certification Process The Certification will be distributed in mid September and given two weeks for completion. Sent via from Department Managers will receive a link in the to access the Certification in addition to an attachment that lists their Cost Center(s). To access the Certification, Department Managers log in with their myutsa ID (abc123) & password

Attached will be a list of the Cost Center(s)/Project ID(s) under their responsibility Department Managers will receive an similar to this one in September

Example of the Certification

Important Items to Highlight Encourage your Department Managers to complete the Certification timely (2 week deadline) VPs will be notified approximately 2 weeks after the deadline of those who are listed as incomplete If there is a Department Manager change on Sept 1 st, the Department Manager prior to Sept 1 st is still responsible for certifying for FY15. To change a Department Manager, please complete the form: Chart of Accounts Maintenance Request Form Chart of Accounts Maintenance Request Form

Important Items to Highlight The Certification plays an important role in the Quality Assurance Review (QAR) process. The QAR process is currently underway and all Department Managers will be met with during FY These answers on the Certification are reviewed prior to each QAR and will be validated during the review; in particularly the reconciliation questions.

Contact Information Diana Macias-Ollervidez Assistant Controller Office of the Asst. Vice President/University Controller x6915 Sarah Remmert Compliance Management Analyst II Office of Institutional Compliance and Risk Services x4989

Questions?