FINANCE & BUDGET BUSINESS OFFICERS MONTHLY MEETING

Transcription

1 FINANCE & BUDGET BUSINESS OFFICERS MONTHLY MEETING WEDNESDAY, AUGUST 17, 2016 JSOM 1.517

2 AGENDA Welcome Dr. Bernoussi Year-end Balances Roll Forward Dr. Bernoussi FY17 Budget Controls Dr. Bernoussi Excel Download in PeopleSoft Dr. Bernoussi Cost Center Reconciliation Status Jennifer Mayes Letters of Representation Training Jennifer Mayes IDT and Journal Page Access updates Greg Argueta Travel Update Debbie Reynolds Departmental Updates Miscellaneous Updates

3 YEAR-END BALANCES ROLL FORWARD DR. BERNOUSSI Associate Controller

4 FY16 YEAR-END BALANCES ROLL FORWARD FY17 original budgets were loaded and their corresponding fund balances will be loaded in FY17. Encumbrances will roll forward with their budgets and fund balances on September 12 th.

5 FY16 ENDING FUND BALANCES Verification during preliminary close Use OBIEE Fund Balance Report Also use the Fund Balance Overview to validate ending fund balances in FY16

6 FY17 BUDGET CONTROL DR. BERNOUSSI Associate Controller

7 FY17 BUDGET CONTROL Turn off budget controls and exception notifications during the month of September Turn on budget controls and exception notifications on October 14 th

8 EXCEL DOWNLOAD IN PEOPLESOFT DR. BERNOUSSI Associate Controller

9 EXCEL DOWNLOAD IN PEOPLESOFT Many users have recently been having difficulty downloading excel files from PeopleSoft. One possible solution is to update the settings on your preferred browser to include as a Trusted Site.

10 BROWSER-SPECIFIC INSTRUCTIONS Internet Explorer Tools ( ) Security Tab Sites Add Firefox Options Content Exceptions Allow Chrome Settings Advanced Settings Change proxy settings Security Tab Sites Add

11 RECONCILIATION STATUS JENNIFER MAYES Financial Compliance Manager

12 RECONCILIATION STATUS: PERIODS 1-10, FY 2016 As of August 15, 2016 $57.7 million in expenses still need reconciliation and/or approval $8.2 million in revenue still needs reconciliation and/or approval

13 LETTERS OF REPRESENTATION (LOR) JENNIFER MAYES Financial Compliance Manager

14 LETTERS OF REPRESENTATION 2.0 What s new this year? Administrative Support Personnel Hyperlinks from the LOR to ARA Warning messages for certifiers if all cost centers/periods are not reconciled and approved. Save button grays out to signify that certification is complete.

15 Administrative Support Personnel If you support a cost center owner, you will now be able to: 1. See their LOR, 2. Enter comments on the Recon Status and Comment page, and 3. View the Certification Statement page.

16 Hyperlinks from the LOR The cost center recon and approval boxes are now hyperlinks. When clicked, a new window will open taking you to the related ARA page. Example: If the 9 th checkbox in the approval column was clicked, a new window would open to the ARA approval page for cost center period 9.

17 LOR TRAINING SESSIONS All training will be held in the Brazos Lab - FO 1.206C 08/25 Thursday 2:30-3:30 08/30 Tuesday 10:00-11:00 09/07 Wednesday 10:00-11:00 09/16 Friday 10:00-11:00 09/20 Tuesday 10:00-11:00 09/21 Wednesday 2:30-3:30 09/22 Thursday 1:30-2:30 09/27 Tuesday 2:30-3:30 09/28 Wednesday 10:00-11:00 09/29 Thursday 1:30-2:30 09/30 Friday 10:00-11:00

18 IDT AND JOURNAL PAGE ACCESS UPDATES GREG ARGUETA Director

19 TRAVEL UPDATE DEBBIE REYNOLDS Executive Director

20 MILEAGE Beginning 09/01/2016, we will be using the state of Texas mileage. The rate is set at 54 cents per mile for all trips BEGINNING 09/01/2016. Mileage reimbursements for trips prior to September 1 will be based on the previous 50 centers per mile rate. The rate usually CHANGES in January of each year.

21 MILEAGE REMINDERS Mileage reimbursement should be for the most cost effective route. Point to point mileage must be documented included for a reimbursement. Please create a mileage log when you are asking for multiple mileage legs. Reimbursement for travel to the airport is limited to one round trip per travel event.

22 DEPARTMENTAL UPDATES OFFICE OF BUDGET & FINANCE

23 DEPARTMENTAL UPDATES a) Budget and Resource Planning b) Facilities Management c) Human Resources d) Information Security e) Payroll & Data Management f) Research g) Student Financial Services Miscellaneous Updates

24 OFFICE OF BUDGET & FINANCE