1. FY2017 Year-End Update FAR Meeting July 19, 2017
Sheri Hardison
Assistant Vice President and Controller
Office of Financial Affairs (

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

3. Year End Workshops Year-end workshops 3 Main Campus;1 Downtown4
Year End Workshops
Year-end workshops
3 Main Campus;1 Downtown
# of attendees - 262
Business Affairs Office of the Controller
Office of Financial Affairs

4. How You Can Help Encourage your departments to:4
How You Can Help
Encourage your departments to:
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)
Complete forms and help transition contracts for September 1 wireless communication device policy change (see separate presentation)
Business Affairs Office of the Controller
Office of Financial Affairs

5. How You Can Help (Cont’d)4
How You Can Help (Cont’d)
Be sure your area:
Knows the changed lapse rules for E&G and (most) Designated funds
Transfers funding to cover any balances that are negative (outside of encumbrance issues) – Budget sending balance reports after June close
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
Business Affairs Office of the Controller
Office of Financial Affairs

6. How You Can Help (Cont’d)4
How You Can Help (Cont’d)
Be sure your area:
Has attended or plans to attend the relevant Rowdy Exchange training and is aware of Rowdy Exchange’s effect on year-end
Runs one of PDS’ open PO queries to review PO encumbrance balances
Contacts PDS to close applicable PO’s so that they are not rolled into FY2017 – 2018
Knows they should not mark “received” what has not yet been received – affects PDS’ ability to roll forward the PO
Business Affairs Office of the Controller
Office of Financial Affairs

7. 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
Be ready for the September 1 effective taxation of any incomplete Expense Reports more than 120 days old
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 30 (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

8. 4
Other Recent Changes
UTSA cannot pay for or reimburse Chamber of Commerce memberships
Use State Credit Cards (CLIBA, TAC, OneCard) to procure airfare funded with State or federal funds
Rowdy Exchange – Only recently used vendors were automatically pulled in for ordering
If a necessary vendor is not there, contact to add vendor “for ordering”
DTS will request an updated (simplified) SIF to ensure addresses and bank account information is still accurate
Business Affairs Office of the Controller
Office of Financial Affairs

9. Office of Financial Affairs
QUESTIONS
Office of Financial Affairs
Office of the Controller

10. Your partner for successful solutions
Thank you!
Your partner for successful solutions
Office of Financial Affairs