MFR Reconciliation Project AND FY2015 Fiscal Management Sub-Certification/ Management Certification Updates
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MFR Reconciliation Project AND FY2015 Fiscal Management Sub-Certification/ Management Certification Updates1
MFR Reconciliation Project2
MFR Reconciliation ProjectCross-functional task force set up to determine campus needs and next steps related to monthly reconciliation processUpdated list of campus reconcilersSub-group, led by Sarah Remmert & Sheri Hardison, developed a basic expense/revenue tracking toolTraining needs Need for temporary, additional front office resources to help campus catch-up 3
MFR Reconciliation ProjectUpdated list of campus reconcilersCreated mailing list
Creation of financial activity tracking toolExcel-basedEasy to UseDeveloped related proceduresTested with small pilot groupWill be supported by Accounting & RSCsHelps address a gap in some offices that are not completing a true reconciliation process4
MFR Reconciliation ProjectTraining needs Short-term new tracking toolAvailable soon with Job AidLabsLonger-term modifying the existing MFR Reconciliation trainingInclude the tool and how to reconcileHands-on bring documentation and work on a cost center/project for your area8
MFR Reconciliation ProjectNeed for temporary, additional front office resources to help campus catch-up Bringing on additional, temporary accounting resourcesStart next weekAble to assist front officesCatch up on expense trackingReconcile to MFRContact Linda.Martinez@utsa.edu to schedule assistanceWe will request some additional follow up information how many cost centers, your schedule, etc.9
Fiscal Management Certification & Management Sub-Certification Updates10
FY2015 Certification ProcessThe Fiscal Management Sub-Certification and Management Certification (Certification) is required by all Department Managers per UT System policy 142.1.
UTS 142.1 highlights the importance of reconciling Cost Centers/Project IDs (Cost Center) as well as establishing adequate segregation of duties and internal controls.
The Certification is distributed every fiscal year.
FY2015 Certification ProcessThe Certification will be distributed in mid September and given two weeks for completion.
Sent via email from FiscalMgmtSubcert@utsa.edu
Department Managers will receive a link in the email to access the Certification in addition to an attachment that lists their Cost Center(s).
To access the Certification, Department Managers log in with their myutsa ID (abc123) & password
Attached will be a list of the Cost Center(s)/Project ID(s) under their responsibilityDepartment Managers will receive an email similar to this one in September13
Example of the Certification14
Important Items to HighlightEncourage your Department Managers to complete the Certification timely (2 week deadline)
VPs will be notified approximately 2 weeks after the deadline of those who are listed as incomplete
If there is a Department Manager change on Sept 1st, the Department Manager prior to Sept 1st is still responsible for certifying for FY15.
To change a Department Manager, please complete the form: Chart of Accounts Maintenance Request Form15
Important Items to HighlightThe Certification plays an important role in the Quality Assurance Review (QAR) process. The QAR process is currently underway and all Department Managers will be met with during FY15-16.
These answers on the Certification are reviewed prior to each QAR and will be validated during the review; in particularly the reconciliation questions.16
Contact InformationDiana Macias-OllervidezAssistant ControllerOffice of the Asst. Vice President/University Controllerx6915diana.email@example.com
Sarah RemmertCompliance Management Analyst IIOffice of Institutional Compliance and Risk Servicesx4989sarah.firstname.lastname@example.org 17