Fiscal
Responsibilities of Account UPPS
No. 03.01.09
Managers
at Texas State Issue
No. 4
Effective Date: 04/21/2008
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 and directors, or the appropriate vice
president, designate account managers in their areas. The Vice President for
Finance and Support Services (VPFSS) must approve them.
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. Primary
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 department. The
Appropriations Act expressly prohibits excess obligations.
The
account manager is also responsible for safeguarding university equipment and capital
assets.
02.05 The
account manager is authorized to spend funds appropriated to his or her
department up to the approved budget limit. PIs may spend funds not to exceed
the sponsored program award amount during the sponsored program period. Account
managers and PIs may be personally liable for expenditures in excess of budget.
02.06 The
sponsored program PI must operate consistently within the budget defined in the
notification letter from the Office of Sponsored Programs. Sponsored program 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
appropriated 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 Director of Budgeting prior to the
expenditure of funds.
02.08 If he or she requests an exception to a
published document processing deadline, the account manager must submit a
written request. To be effective, both the appropriate divisional vice
president and the AVPFS must approve the request.
03. PROCEDURES
REGARDING ACCESS PRIVILEGES
03.01 The
account manager is responsible for approving all financial transactions,
including requisitions, p-card reconciliations, and personnel actions. For each
transaction, the account manager must indicate the account number to be
charged. Sponsored program 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 and must appear on all invoices, purchase
requisitions, Non Purchase Order payments (NPO), personnel actions, etc. The
account manager, if a P-card holder, cannot purchase and sign p-card reconciliations.
An additional person must be delegated to approve p-card reconciliations for
the account manager. An account manager’s designee must have necessary security
for approving through workflow.
03.03 The
account manager may delegate access privileges (rights to perform specific
financial transactions) to other individuals. This delegation of access
privileges does not change the account manager's accountability as outlined in
Section 02. The account manager may also delegate limited authority to expend funds
to make purchases through the University’s P-card and COOL programs subject to
the policies and procedures of these programs and the concurrence of the
Director of Accounting, or their designee.
03.04 In
the planned absence of the account manager, the account manager may designate an
individual to approve for them during the absence. Substitution is maintained
through SAP.
03.05 If the account manager is unavailable and has
not delegated another person to act, then either the account manager’s supervisor,
the AVPFS, or the VPFSS may act for the account manager.
03.06 When a designee signs for an account manager,
the designee should sign the account manager’s name and “by” the designee.
For example: “John Smith (e.g. Account
Manager) by Susan Jones (e.g. designee)”.
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 and files are mandatory for good fiscal management. Account managers
should keep file copies of the following documents:
a. Purchase
orders
b. Travel
applications and vouchers
c. Interdepartmental
transfers (IDT's)
d. Invoices
and receiving document (e.g. goods receipt) copies
e. Equipment
maintenance and other contracts
f. Receiving
copies for the deliveries from: University Printing Services, Duplicating,
Audio Visual, Central Receiving (Materials Management), etc.
g. Logs
of long distance telephone calls
h. Petty
cash transactions
i. P-Card receipts and reconciled
cardholder statements
j. COOL receipts
k. Other
financial or personnel transactions, as appropriate
(Note that the above is not an all-inclusive list. Refer to the Texas State Records Retention Policy.)
04.02 Each
month, the account manager should verify all accounting and budget transactions
reflected on-line by accessing their accounts via the Budget to Actual Report
(or other reports) in SAP.
04.03 The
account manager or designee should send a memo to the General Accounting Office
if an error is identified. E-mail directed to the Director of Accounting is
acceptable.
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).
a.
Budget
Transfer: The account manager is responsible for requesting budget
adjustments to the account through the appropriate administrative channel by
use of the “Budget Adjustment” form available on-line.
Account
managers or their assistants may initiate transfers within a single fund
between fund centers according to their security authorization through the SAP
FMBB transaction. Once the budget transaction has been initiated (pre-posted) by the account manager, it
will automatically be forwarded to the Budget Office for review and
approval. FMBB transaction instructions are located under Training on the Budget Office website.
Account
managers may also request budget transfer by emailing a request to the Budget
Office at budget@txstate.edu. The
request should include the sender and receiver account numbers, dollar amount,
and the purpose of the request.
Transfers
between funds within the Method of Finance fund group must be initiated by the
Budget Office.
b.
Budget
supplements: Fund managers may request a budget supplement by e-mailing the
Budget Office at budget@txstate.edu.
The request should include the full account number, dollar amount, and the
purpose of the request.
04.05 The
account manager will submit a Personnel Change Request (PCR) 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 COOL privileges being revoked or an account manager’s 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 Accounting, with the Director of Budget’s concurrence, may revoke
an account manager’s and their cardholder’s p-card or COOL privileges. The
Associate Vice President for Financial Services, with the
05.03 An
account manager may appeal the suspension or revocation of access privileges
through administrative channels to the account manager's vice president.
05.04 The AVPFS, the VPFSS, or 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
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