University Business Process Advisory Council (UBPAC) Staff to the Council Stephen Mastro, AVP Administration and Finance Homaira Masoud, Budget Director Cecilia Patz, Accounting Services Director Sally Yassine, Director of PCLASS Chris Muller, Human Resources
AGENDA Year-end Closing Process: Review of Highlights of Close Memo and Deadlines List • Business Process Updates: (5-10 minutes each) • Repair & Maintenance Account codes for 2017-18 Cash Handling/Receipting Process Updates Trust Fund Agreements (496 & 485 Fee Trusts) Budget Process Updates Asset Management Inventory lists TouchNet Market Place and POS Questions • 2
YEAR-END CLOSE PROCESS & DEADLINES Review of April 20 th Year-end Memorandum and Listing of Tasks and • Deadlines for: – Accounting Issues: Cecilia Patz, Lorena Raymundo-Yusuf, Zia Qureshi • State Legal Close is Scheduled for July 11, 2017 • Expense Posted as FY2016 vs. 2017 • Actuals Journals to Post Correction or to Move Charges • Invoice/Expense Processing • Travel Claims Processing • Cashier Processing • Chargebacks Processing – Procurement Issues: Sally Yassine • Requisitioning Processes (Changes for 2017) • Procurement Card Use • Blanket PO’s 3
Incorrect 2017/18 Requisition Date Correct 2017/18 Requisition Date Error Message due to Incorrect Date 4
YEAR-END CLOSE PROCESS & DEADLINES (Continued) Review of April 20 th Year-end Memorandum and Listing of Tasks and • Deadlines for: – Budget Issues: Homaira Masoud • Budget Journals • Payroll Transfer Requests • Submit List of “Earmarked” and “Special Purpose” Budget Carry Forward. • Budget Roll of BBA for 2016-17 into 2017-18 • BBA Carry-forward in August – HR and Payroll Processing: (HR/Payroll) • Payroll Document Due Dates • E-fasts for Temporary Renewals and Special Assignments • Absence Management for the June Pay Cycle. 5
UPDATES: Repair & Maintenance Account codes for 2017-18: Homaira • Correct use of new account codes for repair and maintenance – Ongoing and non-recurring repair and maintenance • 660061 = Repair and Maintenance of Buildings • 660062 = Repair and Maintenance related to custodial services in buildings • 660064 = Repair and Maintenance of Landscaping and grounds • - Campus Code 660822 was established for Equipment Repairs & Maintenance • Continue using this account code for Equipment Repairs. - Account Code 660021 Facilities Repair and Maintenance will be inactivated July 1, 2017 - Account Code 660802 for Special Repairs will also be discontinued on July 1, 2017 Cash Handling/Receipting: Cecilia • CFO is discouraging cash receipting by campus departments – • Use TouchNet Marketplace Store to set up receipting for items or events, or • Establish an approved voucher that students can take to the cashier window to pay the fee and bring a receipt back to the department. • Any Inventory of items kept by the department must be manages using appropriate internal controls and separation of duties. 6
FUTURE ISSUES / TOPICS Trust Fund Agreements (496 & 485 Fee Trusts) (Stephen) • Trust Fund agreement updates for 496 are in process – Fee Trusts are next. Update existing and/or request new. Describe fees collected and – expenses to be incurred. Budget Process Updates (Homaira) • Detailed Budget Submission for FY2017-18 : AADHT and other funds – Appropriate use of Budget Forms – Training for staff – Homaira has taken over as the main campus point of contact for Data Warehouse issues. – • The CO is beginning a new pilot project to create executive reports in the DW. Asset Management Inventory Lists: Sally • Departments must identify an individual as the Departmental Property Coordinator (DPC) – Updates/Corrections needed o lists provided by Asset Management – • Add or delete IT items • Update locations and or persons assigned sensitive items (laptops, iPads,…..) Determine if items on the list are no longer in service and provide memo of record with – explanation that is signed by department head or dean to remove. 7
UPDATES: TouchNet MarketPlace and POS: Stephen • - We are moving towards implementation of the Enhancements to the use of TouchNet Functionality to conduct campus business in an electronic format. - Increased use of the TouchNet Marketplace to collect funds for materials & events. - Implementation of Point-of-Sale desktop and wireless devices to collect revenue for departments. 8
Questions, Comments, and Suggestions ? Thank you for your time 9
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