Fiscal Responsibilities of Account                                   UPPS No. 03.01.09

Managers at Texas State                                                    Issue No. 5

Effective Date: 06/17/2013
Review: October 1 E4Y

 

 

01.       POLICY STATEMENT

 

01.01  The purpose of this UPPS is to define "account manager" as it applies to the Texas State budgeting and financial systems, to identify the responsibilities of an account manager, and to outline requirements for account manager's "access privileges" for the approval of all purchases and expenditures.

 

02.       DEFINITIONS AND RESPONSIBILITIES

 

02.01  An account manager is defined as a regular university employee who is directly responsible for the fiscal management of one or more university accounts, regardless of the source of funds.

 

02.02  Deans, directors, associate vice presidents, or the appropriate cabinet officer, designate account managers in their areas. Cabinet officers include the president, provost, vice presidents, special assistant to the president, director of Athletics, and the presidential fellow.

 

02.03  Generally, account managers serve in the following capacities:

 

a.   Department chairs

 

b.   Directors, managers, supervisors (someone who reports to a director or manager)

 

c.   Associate vice presidents, assistant vice presidents, and deans

 

d.   Vice presidents

 

e.   President

 

f.    Principal investigator (PI) on a sponsored program

 

02.04  The account manager is responsible for maintaining budgetary control and is personally accountable for all expenditures in his or her business unit.  Expenditures approved by the account manager must have a valid business purpose supporting the mission of the university. The account manager is also responsible for safeguarding university equipment and capital assets.

              

02.05  The account manager is authorized to spend funds allocated to his or her business unit up to the approved budget limit. Account managers may be personally liable for expenditures in excess of budget.

 

02.06  PIs must operate within the budget defined in the notification letter from the Office of Sponsored Programs. PIs may revise their budgets in accordance with guidelines established by the university and the respective sponsor or funding source.

  

02.07  The account manager is expected to plan all expenditures necessary to carry out the department's operation for the fiscal year, September 1 to August 31. Funds allocated for the current year's budget may not be used for any other period. Extenuating circumstances may necessitate exceptions. Such exceptions must have written approval of the assistant vice president for Budgeting, Financial Planning, and Analysis prior to the expenditure of funds.  

 

03.       PROCEDURES REGARDING ACCESS PRIVILEGES

 

03.01  The account manager is responsible for approving all financial transactions. For each transaction, the account manager must indicate the account number to be charged. PIs may contact the Office of Sponsored Programs for assistance in coding expenditures on the sponsored program account.

 

03.02  The account manager's signature (whether electronic or manual) denotes approval for the expenditure of funds. An account manager P-card holder may not sign his or her P-card reconciliation as both the purchaser and the approver. An additional person must be designated to approve p-card reconciliations for the account manager. An account manager’s designee must have the necessary security for approving through workflow.

 

03.03  The account manager may delegate privileges to perform financial transactions to other individuals, but may not delegate approval authority for the creation or modification of security roles. Delegation of privileges does not change the account manager's accountability as outlined in Section 02.

 

03.04  In the planned absence of the account manager, he or she may designate an individual to approve non-security related transactions in his or her absence.

 

03.05  If the account manager is unavailable and has not designated another individual to act on his or her behalf, the account manager’s supervisor or a higher level of management within the account manager’s organizational structure may act for him or her.

 

03.06  When a designee signs for an account manager, the designee should sign the account manager’s name and “by” or “for” the designee. For example: “John Smith (e.g., account manager) by Susan Jones (e.g., designee)” or “Jane Doe (e.g., designee) for Tom Jones (e.g., account manager).”

 

03.07  Goods receipts must be signed within three days of receiving to enable the university to meet the requirements of the State's Prompt Payment Act.

 

04.       PROCEDURES FOR MAINTAINING BUDGET CONTROL BY ACCOUNT MANAGER

 

04.01  Adequate records are mandatory for good fiscal management. Account managers and designees should maintain complete documentation of all financial transactions and personnel actions in accordance with the Texas State Records Retention Schedule.  

 

04.02  The account manager or designee must regularly reconcile budget and financial transactions in university financial systems with the transactions’ corresponding source documents.  

 

04.03 The account manager or designee must notify the General Accounting Office in writing if an error is identified. An email to gao@txstate.edu is recommended. 

 

04.04 Budgets may be increased by budget transfers or by budget supplements (where budget is increased by drawing on available reserves or by increasing estimated income).  Contact the Office of Budgeting, Financial Planning and Analysis for assistance with budget transactions.

 

04.05  The account manager will submit an Electronic Personnel Change Request (ePCR) to secure changes in the status of departmental employees (terminating, hiring, etc.).

  

05.       REVOCATION OF AN ACCOUNT MANAGER'S ACCESS PRIVILEGES

 

05.01  Misuse or over-expenditure of an account's funds may result in an account manager's p-card or access privileges being revoked. This revocation may be applied to all accounts controlled by the account manager, if deemed appropriate and in the university's best interest.

 

05.02  The director of Procurement and Strategic Sourcing, with the concurrence of the associate vice president for Financial Services (AVPFS) and the vice president for Finance and Support Services (VPFSS), may revoke an account manager’s or his or her cardholder’s p-card privileges. The AVPFS, with the VPFSS's concurrence, in consultation with the appropriate cabinet officer may suspend or revoke all other access privileges of an account manager.

 

05.03  An account manager may appeal the suspension or revocation of access privileges through administrative channels to the account manager's cabinet officer.

 

05.04  The AVPFS, the VPFSS, or a member of the President’s Cabinet may reinstate an account manager’s access privileges.

 

06.       REVIEWERS OF THIS UPPS

 

06.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

                                                                       

Associate Vice President for                      October 1 E4Y

Financial Services

 

Director, Accounting                                   October 1 E4Y

 

Director, Procurement and                         October 1 E4Y

Strategic Sourcing

 

07.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Associate Vice President for Financial Services; senior reviewer of this UPPS

 

Vice President for Finance and Support Services

 

President