Welcome to our World. . .Welcome to our World. . .

Texas A&M University - Texas A&M University - Corpus ChristiCorpus ChristiFiscal AffairsFiscal Affairs

Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi

Accounting Services Accounting Services

Who we are and what we do . . .Who we are and what we do . . .

Accounting ServicesAccounting Services

Comptroller

Asst Director of Accounting(temp thru Jan 1, 2009)

A/P Manager(details on a later slide)

Director of Accounting (details on a later slide)

Accountant II (temp thru Jan 1, 2009)

Accounting Assistant III Invoicing and IDTs

Students

AccountingAccounting

Director of Accounting

Accountant III Banking Services

Accountant III Student Financial Services

Accountant IIIAthletics

Accountant IIFixed Assets

Accountant IIGrants and Contracts

Accounting Asst II

Imaging and Reconciliation

Accounting Asst I

Batching and Data Entry

Accounting Asst III

Banking

AccountingAccountingWho We Are . . .Who We Are . . .

Director of AccountingDirector of Accounting Assistant Director (thru 1/09)Assistant Director (thru 1/09) Five AccountantsFive Accountants

– AthleticsAthletics– BankingBanking– Fixed AssetsFixed Assets– GrantsGrants– Student AccountingStudent Accounting

Four Accounting AssistantsFour Accounting Assistants Four Student EmployeesFour Student Employees

AccountingAccountingWhat We Do . . .What We Do . . .

Financial ReportingFinancial Reporting– Annual Financial ReportAnnual Financial Report– Equality in AthleticsEquality in Athletics– NCAA FinancialsNCAA Financials– THECB reportingTHECB reporting– NSF reportingNSF reporting– IPEDSIPEDS– Numerous othersNumerous others

AccountingAccountingWhat We Do . . .What We Do . . .

Banking ServicesBanking Services– Management of the University’s Management of the University’s

banking relationshipsbanking relationships– 14 Local Bank Reconciliations14 Local Bank Reconciliations– 16 State Bank Reconciliations 16 State Bank Reconciliations

(Current Appropriations only)(Current Appropriations only)

AccountingAccountingWhat We Do . . .What We Do . . .

Accounting for fixed assetsAccounting for fixed assets Texas Connection ConsortiumTexas Connection Consortium Accounting for Student Financial Accounting for Student Financial

ServicesServices– Tuition RemittanceTuition Remittance– Waivers and ExemptionsWaivers and Exemptions– Drawdowns of federal financial aid Drawdowns of federal financial aid

AccountingAccountingWhat We Do . . .What We Do . . .

Grant and contract accountingGrant and contract accounting Accounting for AthleticsAccounting for Athletics

AccountingAccountingWhat We Do . . .What We Do . . .

Accounting transactions and Accounting transactions and correctionscorrections– 72,911 accounting entries processed 72,911 accounting entries processed

in 2007in 2007

AccountingAccountingWhat We Do . . .What We Do . . .

FAMIS Security FAMIS Security – Number of unique active FAMIS users CC = 15Number of unique active FAMIS users CC = 15

FRS (Financial Records) - 448FRS (Financial Records) - 448 AFR (Annual Report) - 7AFR (Annual Report) - 7 FFX (Fixed Assets) - 14FFX (Fixed Assets) - 14 SPR (Sponsored Research) - 16SPR (Sponsored Research) - 16

AccountingAccountingWhat We Do . . .What We Do . . .

Provide accounting services to Provide accounting services to university community university community – 125 departments125 departments– 1752 G/L accounts1752 G/L accounts– 2238 S/L accounts2238 S/L accounts

Provide training to university Provide training to university communitycommunity– Guidelines for Disbursement of FundsGuidelines for Disbursement of Funds– FAMIS Access FAMIS Access – CanopyCanopy

AccountingAccountingWhat We Do . . .What We Do . . .

USAS (Uniform USAS (Uniform Statewide Statewide Accounting Accounting System) System)

Accounts Payable Accounts Payable DepartmentDepartment

A/P Manager

Travel Coordinator

A/P Spec IV A/P Spec II

A/P Spec II

A/P Spec IIIA/P Spec IIIA/P Spec III

Students

Accounts Payable Accounts Payable Who We Are . . .Who We Are . . .

One Accounts Payable ManagerOne Accounts Payable Manager Six Accounts Payable SpecialistsSix Accounts Payable Specialists One Travel CoordinatorOne Travel Coordinator Two Student EmployeesTwo Student Employees

Accounts Payable Staff has over Accounts Payable Staff has over 168 years of Accounting/Accounts 168 years of Accounting/Accounts Payable Experience collectively!!!Payable Experience collectively!!!

Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .

Process payments for the universityProcess payments for the university– 42,529 vouchers processed in FY 200642,529 vouchers processed in FY 2006– 39,013 vouchers processed in FY 200739,013 vouchers processed in FY 2007

Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .

Maintain all vendor records for Maintain all vendor records for the university the university – FAMISFAMIS– TINS TINS

Research problem Research problem invoices/statementsinvoices/statements

Inform University community Inform University community about state rules thru training about state rules thru training and newslettersand newsletters

Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .

Binding Encumbrance Binding Encumbrance reportingreporting

BE-125 reportingBE-125 reporting 1099 reporting1099 reporting 1042 reporting1042 reporting

Accounts PayableAccounts PayableWhat We Do . . .What We Do . . .

Travel ServicesTravel Services– Audit and review all travel vouchers Audit and review all travel vouchers

and DCBA travel card expenditures and DCBA travel card expenditures for faculty and stafffor faculty and staff

– Manage DCBA travel card programManage DCBA travel card program– Assist University Community with Assist University Community with

travel related issues thru training travel related issues thru training and Travel Waves newsletterand Travel Waves newsletter

Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi

Purchasing and Central Purchasing and Central ReceivingReceiving

WHO WE AREWHO WE ARE

Purchasing Purchasing

Director of PurchasingDirector of Purchasing Asst. Purchasing DirectorAsst. Purchasing Director Two BuyersTwo Buyers Hub CoordinatorHub Coordinator Contract CoordinatorContract Coordinator Purchasing Assistant IV – Procurement CardPurchasing Assistant IV – Procurement Card Purchasing Clerk IV - HelpdeskPurchasing Clerk IV - Helpdesk Administrative AssistantAdministrative Assistant

WHO WE AREWHO WE ARE

Central ReceivingCentral Receiving

Warehouse/Property OfficerWarehouse/Property Officer

Asst. Warehouse SupervisorAsst. Warehouse Supervisor

Shipping/Receiving CoordinatorShipping/Receiving Coordinator Shipping/Receiving ClerkShipping/Receiving Clerk Student EmployeesStudent Employees

WHAT WE DOWHAT WE DO

Procurement of goods and servicesProcurement of goods and services

Contract ManagementContract Management HUB reportingHUB reporting InventoryInventory Receiving and delivery of ordersReceiving and delivery of orders Purchasing Card Purchasing Card

Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi

Payroll DepartmentPayroll Department

TEXAS A&M UNIVERSITY-TEXAS A&M UNIVERSITY-CORPUS CHRISTICORPUS CHRISTIPAYROLL DEPT.PAYROLL DEPT.

S tu de n t E m p lo y e es

P a y r o ll S p e cia lis t II P a y r o ll S p e cia lis t I P a y r o ll S p e cia lis t I

A ss is ta n t P a y r o llM a na g er

P a y r oll M an a g er

Payroll DeptPayroll DeptWhat Do We Do?What Do We Do?

Process Monthly and Biweekly Process Monthly and Biweekly PaychecksPaychecks

Quarterly and Annual Gov’t Reports Quarterly and Annual Gov’t Reports for Payrollfor Payroll

W-2’s W-2’s Payroll Training for Campus Payroll Training for Campus

CommunityCommunity Process PTR’s for new employees Process PTR’s for new employees

and all changes in payroll for and all changes in payroll for existing employeesexisting employees

Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi

Budget DepartmentBudget Department

TEXAS A&M UNIVERSITY-TEXAS A&M UNIVERSITY-CORPUS CHRISTICORPUS CHRISTIBUDGET DEPT.BUDGET DEPT.

A c c o u nta n t II A c c o u nta n t II B u d ge t Sp e c ialis t I

D ir e c to r o f B u d g e ts

BudgetBudgetWhat Do We Do?What Do We Do?

BUDGETBUDGET Prepare and monitor University Prepare and monitor University

Operating BudgetOperating Budget Prepare Legislative Appropriations Prepare Legislative Appropriations

Request (LAR)Request (LAR) Process Budget Transfer forms and Process Budget Transfer forms and

fiscal request formsfiscal request forms Provide budgeting assistance to Provide budgeting assistance to

departmentsdepartments Set up budgets for new accountsSet up budgets for new accounts

Texas A&M University - Texas A&M University - Corpus ChristiCorpus Christi

Student Financial ServicesStudent Financial Services

Student Financial ServicesStudent Financial Services Who are we?Who are we?

A d m in is tra tive A ssis ta n t

S tu de n t A ss ista n ts

A ccou n ting A ss is tan t III A ccou n ting A ss is tan t III

A ccou n ts R e ce iva b le M a na g er

B u rsa r S e rv ice R ep B u rsa r S e rv ice R ep

B u rsa r S e rv ice R ep B u rsa r S e rv ice R ep

B u rsa r S e rv ice R ep S tu de n t A ss ista n ts

C a sh O pe ra tio n s M a na g er

B u rsar

Student Financial Services Student Financial Services What We Do. . .What We Do. . .

Accounts Accounts ReceivableReceivable

Student Student Accounts/Cash Accounts/Cash OperationsOperations

Accounts ReceivableAccounts Receivable

BillingsBillings CollectionsCollections Exemptions/WaiversExemptions/Waivers Emergency LoansEmergency Loans Installment Plans Installment Plans Return ChecksReturn Checks

Student Accounts/Cash Student Accounts/Cash OperationsOperations

Payment ProcessingPayment Processing Departmental DepositsDepartmental Deposits Phone BankPhone Bank

Student Accounts/Cash Student Accounts/Cash OperationsOperations

RefundsRefunds– ChecksChecks– Direct DepositsDirect Deposits

Petty Cash & Travel Advance Petty Cash & Travel Advance DisbursementsDisbursements

Bank DepositsBank Deposits

Questions?Questions?