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When routing entertainment contracts and services agreements, an
invoice needs to be attached to the packet. (Some of the
details may already be listed in the contract/agreement, but for
payment to be processed, an invoice must be attached.) |
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As a reminder, contract and services agreement signature
authority is delegated to
Vice President for Business Affairs,
Kerry Kennedy, and
Associate Vice President for Administration in Business Affairs,
Pam Bacon.
Other staff do not have the authority to bind the university to
a contract.
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Non-student Requests for Travel Authorization (RTAs) should
only be done as VE5 documents in DEFINE. Paper documents should
only be used for Student Requests for Travel Authorization. All
faculty and staff travel should be done as a VE5. Instructions
can be found on:
http://utsa.edu/travel/ve5.pdf
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Employees should safeguard passwords and not share passwords with
others, even when anticipating being out of the office. In the
event a supervisor needs to access an employee's computer or
files (in an emergency, etc.), the supervisor should work with
the Help Desk to gain access to the employee's computer.
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For non-entertainment service contracts (such as for
an external speaker at a workshop your department is hosting),
you can do a purchase order (PBO) if the amount is under
$5,000. The purchase order is a contract between UTSA and the
service provider. |
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Always use Services Agreement templates from the (Associate Vice
President for Administration) Public Folder on Outlook. Changes
are made periodically to the templates and using the most
up-to-date template form will save processing time. Reusing an
older template will cause processing delays.
Please use a large paperclip (instead of stapling) documents in contracts,
services agreements, etc. as documents will be separated
for processing, re-organizing in the stack, and
photocopying.
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Please route all contracts and services agreements to VPSA at
least three (3) weeks prior to the events. This will provide time to review and handle any issues (such as
risk, compliance, assessment, etc.) or unforeseen circumstances and route for approval.
When there are complex issues with a contract or services
agreement, please allow additional time for handling. |
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Most position and personnel changes should be submitted
electronically (with necessary documents attached). Please
route requisitions by:
Email
: reclassifications (non-vacant position)
STARS
: reclassifications (vacant position), new positions
Paper
: requests for salary supplementation, requests for salary
increases with additional duties, requests for
student/hourly positions.
Please refer to the attached
pdf
document. |
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In an effort to reduce paper consumption and waste, please do not
include print-outs of DEFINE screens, PointPlus screens, etc., that
can be viewed electronically when routing vouchers for approval.
The DEFINE cover sheet is the only necessary hard-copy printout (as
part of the packet of receipts) from an electronic voucher as all
other pages of the document can be viewed electronically.
Remember, all hard copy documents must be stored per records
retention guidelines. By only including the necessary
paperwork, you are helping UTSA save storage space and costs.
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Because UTSA is a state institution of higher education, official
in-state university purchases are to be exempt from state sales
tax. Texas sales tax is not to be charged or paid for any
official university purchases.
The attached procedures memo
(pdf) has more information including locations of
tax exemption certificates for you to download.
The Travel Management Office has wallet-size cards for travelers’
convenience. Please contact the Travel Management Office for
details.
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On VE5/VE6 documents for electronic request for travel:
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VE5s/VE6s must have final approval before submitting request for
travel advances.
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If a travel advance is being used, encumber only the funds to be
reimbursed to the traveler upon return.
m No pre-paid
expenses should be encumbered. These should be listed in the notes.
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For appointments or appointment changes in DEFINE, please note
these distinctions for using ‘P’ (permanent) or ‘T’ (temporary):
·
P
= permanent changes to the position (permanent change of position
hours, etc.)
·
T
= temporary changes that accommodate a person (leave of absence,
temporary change of hours, etc.)
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As the end of the fiscal year quickly
approaches, please note and adhere to deadlines as indicated on this
calendar which was provided at the End of Year workshops. End of Year
Calendar
(PDF)
As part of the pilot program
for
decentralizing travel, Jackie Hobson and Bob Miller will be
conducting three workshops to cover information about the processes.
Attendance is recommended.
Workshops will be held:
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Tuesday, 9/16/08, 9-10 a.m.
(1604/UC Mesquite Room
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Wednesday, 9/17/08 10-11 a.m.
(DT/Frio Street Bldg Multipurpose Room 1.402)
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Wednesday, 9/17/08 2-3 p.m.
(1604/UC Pecan Room
RSVP to Bob Miller via email
by noon on Friday 09.12.08 to let us know which session you would like to
attend.
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Vouchers
for reimbursement of moving expenses require the approval of the
Vice President for that division. Please route paper copies of
these vouchers through the VPSA Office (not to Dr. Paine directly).
Once approved, these vouchers will be routed forward to the Payroll
office. For more information, please visit:
http://utsa.edu/payroll/relocationexpenses.htm. |
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With the new decentralized travel procedures in Student Affairs,
RTAs will route to the account owner (department head) for final
approval. Payment vouchers and VP5s will route through the account
owner to Travel.
Exceptions are:
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Directors/Department Heads documents will route to the AVP
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AVP
documents will route to VPSA
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Staff
whose travel is being funded by another department's account
will
additionally need the DEFINE
approvals
from the funding
account(s)
administrator(s)
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When working with
templates (such as entertainment contracts, services agreements,
etc.), please enable the Track Changes feature in
Microsoft Word. It is very helpful when working with (and
reviewing) these types of legal documents to be able to know what
changes have been made (no matter how small).
In MS Word 2007, click on the Review tab at the top,
and click on the Track Changes icon. |
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Please check names and titles on forms (such as Business Expense
Forms) when you have pre-loaded titles into the documents. If you
have pre-loaded your forms with titles, make sure if another
individual signs that the title is updated. Returning forms to
departments causes delays in processing. |
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The
new University of Texas at San Antonio Non-Payroll Direct Deposit
(Automatic Authorization Agreement (Credit) form preferred by the
Disbursement for travel advances and/or reimbursements can be found
in Microsoft Outlook, Public Folders, Forms, Travel.
(PDF copy of
form)
This form and support document (voided check or a copy of an account
number card or deposit slip) is completed and sent to Dorothy
Cheatham, Disbursement, for processing.
If
it is submitted and processed before the VE5 is created, the correct
vendor ID can be chosen at the time the VE5 is created. This will
then allow for the VP5 to actually be a direct deposit at the final
stage in Disbursement.
It
will also allow for the travel advance to be a direct deposit as
well. Those with travel advances still have to sign the promissory
note regardless of it being a direct deposit or a check.
Note:
Tip submitted by Margaret Black, Student Health Services.
If you have a Business Procedures
Tip, please email
Bob.Miller@utsa.edu.
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Business Procedures Tip submitted by
Nikki Lee in the Events Management and Conference Services Office.
If you have a Business Procedures Tip
to submit, please email Bob Miller.
The Events Management and Conference Services Office oversees
permission for faculty/staff/students to sell food/items on campus.
We are the point of contact for all events like this request. We
will be happy to assist anyone directly regarding food sales.
1.
All outdoor space should be requested as a table space through our
online request form found at
www.utsa.edu/uctr/events, to include location, type of
item sold, $ of item, where it is coming from, etc.
2.
All drinks must be Pepsi products
3.
Tables can either be ordered through a Facilities Work Order (cost
incurred) or requested through the above reservation and picked up
from the EMCS office (UC 1.04.02).
4.
Table locations selling food cannot be placed blocking walkways or
near Aramark locations (see map attached).
5.
If selling a food not purchased from an establishment with a food
permit, or cooking/handling raw food, a health permit is required to
be purchased from the San Antonio Metro Health Department
Sandtraps and trash cans are required from Facilities Services for
all bbq pits. Once the reservation is sent to EMCS, we will notify
if the health permit is necessary.
6.
Pot Luck items cannot be sold or distributed on campus.
7.
All policies may be found at pertaining to Grounds Use, Solicitation
and Safety
http://utsa.edu/hop/chapter8/
8.
Please call us at 458-4155 with any questions regarding events on
campus and we’ll be happy to help!
2009 Pad Map Food Service Restricted Area (pdf)
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Small dollar amount reimbursements for items purchased by
staff can cost the university more in processing time and costs than
the actual reimbursement.
Instead, we recommend using a
departmental ProCard for this type of purchase. Using the ProCard
for these purchases is more efficient, staff won’t have to wait for
reimbursements, and is a “cleaner” transaction. (Additionally, if
something has to be returned/exchanged, then there is no issue of
reimbursing UTSA who reimbursed an employee.)
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