Welcome Department Reorganization Accounting & Financial Reporting [email protected]

Welcome Department Reorganization  Accounting & Financial Reporting  Journal_Request@uttyler.edu

Welcome Department Reorganization Accounting & Financial Reporting [email protected] Budget & Resource Planning [email protected]

Accounting & Financial Reporting Accounting and Financial Reporting Staff Danielle McDonald, Accounting & Financial Reporting Manager [email protected] 903-566-7405 STE 340

Brenda Golemon, Budget & Reporting Analyst II [email protected] 903-566-7319 STE 341 Esteici Licea, Budget & Reporting Analyst II [email protected] 903-566-6201 STE 342 Accounting and Financial Reporting Staff

Brenda Golemon, Budget & Reporting Analyst II [email protected] 903-566-7319 STE 341 Areas of expertise: Capital Projects Reconciliation Monitoring Accounting and Financial Reporting Staff

Esteici Licea, Budget & Reporting Analyst II [email protected] 903-566-6201 STE 342 Areas of Expertise: Requests for adds/changes to Departments, Cost Center, BAs USAS (Uniform Statewide Accounting System) processing/reconciling expense reimbursement of appropriations

IDTs- Interdepartmental revenue/expense transfers What is Accounting & Financial Reporting responsible for? Reviewing/Processing Monthly Journals Annual Financial Report (AFR) Monthly Financial Report (MFR) Monitor Account Reconciliations Internal and External Financial Reports

Quarterly Expenditure Reports USAS to ABEST recon Sources & Uses Report IFRS (Integrated Fiscal Reporting System) What services do we provide? List of cost centers and projects under a budget authority Process requests for new/updates to cost centers, departments, and budget authorities submitted via

Docusign Process journals - submitted via email to: [email protected] What services do we provide? Assistance with Account Reconciliation questions, including training Capital Projects Ad Hoc Reporting

Account Reconciliation Training Purpose of Reconciliations Confirm all the expenses charged, journal entries processed, and revenue booked are all appropriate for your cost center/ project.

Monthly Process Accounting & Financial Reporting office sends an email when the month is closed. Account Reconciliation Report instructions will be attached. Report can be produced for multiple periods or one period. Fiscal year and period are used when processing the report. Process the report by department. This will ensure all cost centers and projects associated with the department are

included. Report Output Summary Report This is the report to be signed and dated by the reconciler along with the budget authority after the detail report has been reviewed. Detail Report - This report will have all the transactions by account type for all cost centers and projects in the department.

Reconciling A1000-A3000 - These are all related to payroll and benefits. Verify all employees belong in the department. Verify the amounts look reasonable and there are no amounts that look abnormal or items that were not expected. Reconciling

A4000 M&O and travel accounts. Review source documentation for all transactions (receipts, invoices, etc.) Verify all expenses were authorized for payment against the cost center, department, grant or capital project. Reconciling A7000 Expense Transfers (when a cost center transfers funds out).

Verify transactions with the Budget Transfer Documentation. Reconciling RTRFS Revenue Transfers (when a cost center receives funds from a Budget Transfer) Verify transactions with the Budget Transfer Documentation. Reconciling TOTRV Total Revenue (true deposits of money)

Verify expected revenue by source and reasonableness of amount. (example DOC ID beginning with SSF are Student Service Financial journal) Documentation Maintained Expenses Department initiated expenses: Detailed Invoice/Receipt Procurement Card

Procurement Statement Detailed Receipts Documentation Maintained Travel Card Travel Card Statement Detailed Receipts Bookstore Receipts/email

Documentation Maintained Postage Interdepartmental Postage Charge Copy Center Request Form/receipt Telephone Charge Email with breakdown of charges

Documentation Maintained Transfers Transfer Request General Ledger Entry Documentation (journal entry attachment / email) Documentation Maintained Income Cash / Check received

Copy of check Copy of Deposit Receipt from Cashier Credit Card Machines Settlement Reports Documentation Maintained Direct Receipts from Students thru SBS Reasonableness # of students at $ per lab, ticket, etc.

Can request detail if needed How to Run Reconciliation Reports for UT Tyler 1) Login to PeopleSoft. From the main screen, click on UTZ_Customizations > General Ledger > Reports > Reconciliation Report. From here, click on search, and it will bring you to the following page:

2)You will need to fill out the following boxes in order to run the report. a.Business Unit Always UTTYL. b.Fiscal Year The fiscal year you are running the report for. c.Acct Period Account Period (1 September, 2 October, etc.) d.Report Format We recommend changing this to XLS to be able to pull the information into an excel spreadsheet. This allows for easier data manipulation, output, and overall

usability. 2)You will need to fill out the following boxes in order to run the report. e. Parameters (Department/Project ID/Cost Center ) We recommend running this field by Department or Project ID (depending on your scenario). This will separate out the individual charges and make the overall output much more efficient to read. You do, however, have the option to run by

Cost Center. 3) Once you have entered your information, select Run at the top right hand corner. 4) Once you get to the next screen, you do not need to change any parameters. Just Click OK. 5) This will take you back to the main screen. From here,

click on Process Monitor. 6) This will bring you to the Process List page. You are looking for the most recent report to read Success and Posted. This normally does not take any longer than 1-2 minutes, and you can click on the Refresh button until it displays this. Once the report has posted, click on Go back to Financial Reconciliation Rpt. 7) From the main page, click on Report Manager, or

you can go to your home screen and it will be listed under Reports. 8) This will bring you to the Report List Page. You will notice that there are two reports that have been created, both which end in .xlsx. 9) Click on the first report. It will bring you to the following page. You will need to click on the document ending in .xlsx. This will

open a prompt for you to download the excel file. 10) Once you have opened the spreadsheet, click on the back button in your browser to take you back to the Report List Page. Click on the second report, and you will find the .xlsx document here as well. 11)Once you have opened this excel sheet, you will have two different sheets to work with. You

will need to click on Enable Editing at the top of both pages. 12) The first excel document will be the Monthly Financial Certification sheet. You can view this as a cover page for your monthly reconciliations. This page is a snap shot of all transactions that happened during the period that you specified, as well as the transactions year to date to the end of this period (not the current year to date. Example: if you run this for November, it will only show you year to date to the end of November, nothing past). It

will also show you the revenues at the bottom of the sheet. You will likely need to expand your column widths in order to be able to view all of the detail 13) The second excel document will be the Detail Financial Report. This will give you all necessary information to complete your reconciliations. Note that the report will separate ALL of your accounts into different tabs (Ex. A1000, A2000, A3000, A4000, A7000, etc.). However, it will ONLY create an account tab if there was activity on that account tab during the period that you specified. If you did not have any

transactions on the A4000 line during the period, you will not see a tab for it. The tabs will generate as Sheet 1, Sheet 2, etc. We recommend renaming them to the appropriate accounts. As with the previous report, you will need to widen your column widths in order to see all information. 14) For your payroll accounts (A1000, A1200, A3000), the report will list each employee and their id number, the associated transactions, and the detail on these transactions as well.

15) For your A4000 account, the report will list the document type (voucher, requisition, purchase order, etc.), the document ID, the vendor, the related documents (ex, if your voucher was related to a requisition, etc.), the descriptions, and the amounts. 16) If there is something that you do not understand, or need assistance with, please contact the Accounting & Financial Reporting office at [email protected] (this email is journal_request NOT journal (space) request)

Questions to ask yourself for corrections Why are we doing this correction? Should this be corrected via Voucher/Deposit Correction A voucher can only be corrected one time. After that it would have to be fixed by a journal.

Where do these numbers come from? Who is approving this? Journal Corrections When submitting journals to [email protected], all journals must have proper approvals and supporting documentation. Example of insufficent request:

Items to Remember Submitted to individual, not [email protected] Insufficient journal description Insufficient line description No explanation as to why its being done No approval (BA) No Supporting documentation Helpful Queries

UTT_GL_DEPT_CC_LIST List of all departments with Cost Centers and Projects by Budget Authority for UTTYL UTT_GL_TRANSACTIONS List of all transactions in a Department or Cost Center UTT_PO_PROCARD_DPT_TRANS_DTL UT Tyler Procard Departmental Transaction Detail UTZ_GL_ACCTLIST Active Accounts with Descriptions

Definitions Fund vs Function What is a Fund code? The Fund Code determines the type of monies being accounted for What is a Function code? The Function code tells the purpose the

monies are being used for Fund Codes 21xx Educational and General Funds (E&G) 31xx Designated Funds 3100s are self-funded 3105s are Designated Tuition

32xx Service Center Funds 4xxx Auxiliary Funds 5xxx Restricted Funds Fund Codes 5100 Federal Contracts & Grants 5200 State Contracts & Grants 5400 Local Contracts & Grants 5500 Gifts (we get full amt)

5600 Endowments (we get interest off of investment All are restricted funds Function (NACUBO) Codes National Assoc. of College University Business Officers 100 200

300 400 500 600 700 800 997

Instruction Research Public Research Academic Support Auxiliary Student Services Institutional Support Operations & Maintenance Scholarship

Account Categories 1xxxx 2xxxx 3xxxx 4xxxx 5xxxx

Asset Accounts Liability Accounts Fund Balance Accounts Revenue Accounts

8xxxx Expense Accounts Expense Account Categories 5xxxx Salaries & Wages 6xxxx Various Categories (ex. Professional Fees, Dues, Travel, etc) 7xxxx - Transfers 8xxxx - Depreciation & Capital Purchases

Departmental Forms Things to Consider When requesting a new cost center, if the funding is coming from an existing cost center the funds have to be the same. Example if the new cost center is a 3100 fund it has to be funded from a 3100 fund. If a new cost center requires a new department,

request the new department first. Once you have the new department number, then request the cost center. Any department/cost center change which impact a position, will require an e-form. The University of Texas at Tyler Request to Add/Change Department and/or Budget Authority in UT Share Chan

Effective as of Date Department Request New Current Current Department Number (If

Applicable) For Financial Reporting Use Only New Department Number Current Department Title New Department Title Current Budget Authority New Budget Authority

Name Employee ID Name Employee

ID Other pertinent information: Requestor Name: Budget Authority Signature: Provost or Vice President Signature: Financial Reporting Review Signature:

Financial Reporting Manager: VP for Budget & Finance & CFO: Financial Reporting Creator Signature: Requested Date: Add/Change Department & BA Add/Change Department & BA

The University of Texas at Tyler Request to Add/Change a Cost Center in UT Share Chan Effective as of Date Cost Center Request Current

New Current Cost Center Number (If Applicable) New Cost Center Number For Financial Reporting Use Only NOTE: If budget needs to be moved to the New Cost Center, prepare a Budget Transfer form and submit

Current Cost Center Title New Cost Center Title Functio n Fund Code Current Function

New Function Current Department Budget Authority Name Employee

ID Name Employee ID New Department Budget Authority

Describe the sources of funds that are deposited in this Cost Center: (Required for all new cost center) Describe how the funds are going to be used (spending restrictions): (Required for all new cost center) Other pertinent information: Add/Change a Cost Center

Request to Add/Change a Cost Center Request to Add/Change a Cost Center Final Items Look for earlier month end close dates beginning with

the April close. All requests for Financial Reporting need to come through our office to verify accuracy, consistency, and reliability to our AFR Coming soon we will have a new website containing this presentation and other helpful information. This presentation, along with Q&A will be emailed next week.

Q&A

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