FINANCE & BUDGET BUSINESS OFFICERS MONTHLY MEETING
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1 FINANCE & BUDGET BUSINESS OFFICERS MONTHLY MEETING WEDNESDAY, JUNE 15, 2016 JSOM
2 AGENDA Welcome Dr. Bernoussi PeopleSoft Enhancement Requests and Issue Reporting Procedures Dr. Bernoussi Summer Payroll Dr. Bernoussi Year End Cost Center Review Dr. Bernoussi Cost Center Closeout Procedures Dr. Bernoussi PeopleTools Upgrade Dr. Bernoussi Cost Center Reconciliation Status Jennifer Mayes June s Monthly Closing Deadlines Greg Argueta Fund Balance vs. Budget Report Web Pierce Year-End Payroll Adam Cantwell OBF New Announcements Page Hayley Berk Departmental Updates Miscellaneous Updates
3 PEOPLESOFT ENHANCEMENT REQUESTS AND ISSUE REPORTING PROCEDURES DR. BERNOUSSI ASSOCIATE CONTROLLER 3
4 OBF JIRA REQUESTS PeopleSoft or business process enhancements or issues OBF JIRA Initial Assessment: OBF Business Process Analyst Team review the request for complexity, urgency and strategic alignment and assigns to the appropriate resource(s)
5 REQUESTS PeopleSoft or business process enhancements or issues Initial Assessment: OBF Business Process Analyst Team review the request for complexity, urgency and strategic alignment and assigns to the appropriate resource(s)
6 BUSINESS PROCESS ANALYSIS TEAM Lonnie Nealy Rohan Nilekani Rangon Bhattarai Jessie Dantzler Todd Elia Kelly Linder Vicky Nguyen 6/17/2015
7 SUMMER PAYROLL DR. BERNOUSSI ASSOCIATE CONTROLLER 7
8 SUMMER PAYROLL All summer Job and Funding data loaded in PeopleSoft Payroll encumbrances updated accordingly Questions or concerns should be sent to your Budget Analyst or Payroll 6/17/2015
9 REMINDER: PAYROLL ENCUMBRANCE Only monthly employees are being encumbered. This includes: - Faculty - Classified/A&P - RAs/TAs - Monthly/stipend students Semi-monthly employees are not being encumbered. This includes: - Student workers - Work-study students - Temporary workers - Other W job codes
10 Reminder: Encumbrance Queries REVIEW_ENCUMBRANCE_COST_CENTER REVIEW_ENCUMBRANCE_DEPTT REVIEW_ENCUMBRANCE_EMPLID
11 NAVIGATION TO ENCUMBRANCE QUERIES OFFICE OF BUDGET & FINANCE
12 ALL PAYROLL ENCUMBRANCES BY CC OFFICE OF BUDGET & FINANCE
13 ALL PAYROLL ENCUMBRANCES BY DEPARTMENT OFFICE OF BUDGET & FINANCE
14 ALL PAYROLL ENCUMBRANCES BY EMPLOYEE ID OFFICE OF BUDGET & FINANCE
15 Encumbrance Queries OFFICE OF BUDGET & FINANCE
16 YEAR END COST CENTER REVIEW DR. BERNOUSSI ASSOCIATE CONTROLLER 16
17 DEPARTMENTAL COST CENTER LISTING In preparation for year-end Cost Center Listings will be distributed Friday, June 17 th. The spreadsheet lists the department, function, fund, owner and approvers of each cost center. Please return the spreadsheet to Jazzmyn Wilson with any changes by Friday July 29 th For questions or concerns contact Stephanie Williams or at ext
18 SYSTEM ADMINISTRATION New Employee Jazzmyn Wilson Systems Administration Specialist Will be responsible for Cost Center Request, Chartfield Security and Cost Center Closeouts ext Systems Administration address: Use this address in regards to cost center request, chartfield security access and cost center close-outs. 18
19 COST CENTER CLOSEOUT PROCEDURES DR. BERNOUSSI ASSOCIATE CONTROLLER 19
20 COST CENTER CLOSE-OUT NON-GRANTS All requests must be submitted by the Fiscal Officer to Systems Administration. Systems Administration receives additional approvals for restricted gifts for research and plant fund cost centers. Systems Administration verifies there is no current year activity and all ledger balances have a zero balance. If the cost center has current year activity or a fund balance, the cost center is frozen and inactivated the next fiscal year. (A cost center will continue to appear in ARA until the cost center is inactivated) Any remaining fund balances are re-classed to another cost center and ledger balances are zeroed out. Once the remaining fund balance is zeroed out and there is no current year activity, the cost center is inactivated.
21 COST CENTER CLOSE-OUT GRANTS In order for grant cost centers to be closed-out, all budget deficits must be resolved by transferring out the excess cost. Additionally, any cost identified by the sponsor as unallowable must be transferred to an appropriate cost center. Finally, any costs incurred, posted or transferred into the grant cost center beyond the 45 day adjustment period must be transferred out as reimbursement for these costs cannot be recovered from the sponsor.
22 COST CENTER CLOSE-OUT GRANTS The OPM team adjusts budgets to actuals and closes the project. Accounting Operations verifies all ledger balances are zeroed out. Systems Administration receives approval from Accounting Operations to inactivate or freeze the cost center. If the cost center has current year activity or a fund balance, the cost center is frozen and inactivated the next fiscal year. (A cost center will continue to appear in ARA until the cost center is inactivated). Once the remaining fund balance is zeroed out and there is no current year activity, the cost center is inactivated.
23 COST CENTER CLOSE-OUT PROCEDURES OFFICE OF BUDGET & FINANCE
24 COST CENTER CLOSE-OUT PROCEDURES OFFICE OF BUDGET & FINANCE
25 PEOPLETOOLS UPGRADE DR. BERNOUSSI ASSOCIATE CONTROLLER 25
26 PEOPLETOOLS UPGRADE Current PeopleTools 8.53 Upgrading to PeopleTools 8.55 Ongoing testing by technical teams Tentatively scheduled for July 11 th Go-Live 26
27 UPCOMING ENHANCEMENTS DR. BERNOUSSI ASSOCIATE CONTROLLER 27
28 UPCOMING ENHANCEMENTS LOR 2.0 ARA
29 RECONCILIATION STATUS JENNIFER MAYES FINANCIAL COMPLIANCE 29
30 RECONCILIATION STATUS: PERIODS 1-8, FY2016 OFFICE OF BUDGET & FINANCE As of June 12, 2016 $51.5 million in expenses still need reconciliation and/or approval $12.4 million in revenue still needs reconciliation and/or approval 30
31 ACCOUNT RECONCILIATION TRAINING I will be teaching an Account Reconciliation class on Thursday, July 14. Location: Brazos PC Lab FO 1.206C Time: 10:00 11:30 Who should attend: New Reconcilers Registration: Look for the link on the Comet Calendar Please spread the word in your schools and divisions. 31
32 MONTHLY CLOSING DEADLINES GREG ARGUETA DIRECTOR OF ACCOUNTING AND FINANCIAL REPORTING 32
33 JUNE S MONTHLY CLOSING DEADLINES PeopleSoft upgrade scheduled for July 8 th IDT s, Budget Journals and Spreadsheet Journals Submitted and Approved by June 30 th Accounts Payable, Travel and Expenses and Billing Modules will be closed June 30 th Reconciliations will be available the morning of July 8 th 33
34 FUND BALANCE VS. BUDGET REPORT WEB PIERCE SENIOR FINANCIAL ANALYST 34
35 YEAR END PAYROLL ADAM CANTWELL Director 35
36 YEAR END PAYROLL NO FY17 job or funding changes should be submitted yet (we will review current epars for job changes that impact FY17) FY17 funding changes can be submitted after August 1 st through Change Funding Sources epar
37 YEAR END PAYROLL Instructions for Job Changes for FY17 will be discussed at Year End Meeting epar vs. Spreadsheets (TA,RA, Students)
38 OFFICE OF BUDGET & FINANCE UPDATE HAYLEY BERK Training Specialist 38
39 FINDING BETTER SOLUTIONS TO COMMUNICATE TO OUR CUSTOMERS We ve launched a new website which features: Up-to-date and archived news and announcements A live Twitter feed A centralized calendar Resources including meeting minutes What can you expect to see? Upcoming events and deadlines New employee announcements Announcements regarding procedural changes or new services 39
40 View our updates to learn about new services, changes in procedure, new staff, and upcoming events Check the live feed on our website or follow us on 40
41 View a centralized calendar feed to find out about upcoming deadlines and events for all departments Find OBF resources such as our Strategic Plan and meeting agendas/minutes You can find our page at Or you can click on News and Highlights at the top of the main Finance page 41
42 PROFESSIONAL DEVELOPMENT WORKSHOP JULY 11 TH AND 12 TH Join us in July for a two-day workshop featuring the following sessions: Decluttering Your Digital Life Play and Improve: Continuous Improvement Surprising Habits of Original Thinkers The University s Treasury Function: An Overview The Art of Negotiation Networking Strategies for Experienced Professionals How Great Leaders Inspire Action The ABCs of the Bursar s Office Four sessions per day with lunch provided! Register at or see our website 42
43 DEPARTMENTAL UPDATES 43
44 DEPARTMENTAL UPDATES a) Budget and Resource Planning b) Facilities Management c) Human Resources d) Information Security e) Procurement Management f) Research g) Student Financial Services Miscellaneous Updates 44
45 45
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