Welcome and Announcements - Don Wallace, LBJ School of Public Affairs

Don Wallace opened the meeting with a few announcements.  Assistance is available to international students for help with taxes; schedules are available on the International Office website; www.utexas.edu/international/taxes. 

Tip of the Month: Egidio elaborated on the vendor ID numbers.  The State Comptroller’s Office now has a website to search for a vendor ID, searchable by several fields.  This is a fast, helpful way to get  vendor ID numbers.

Administrative Updates

  A.  Mary Knight, Assistant Director, Budget Office, Salary lapsing and budget process for 2001-2002.

In this last week, departments should expect a transaction to return funds to wages accounts for the months of November, December, and January.  These are the months that were not subject to the centralized lapsing.  Therefore, the funds are being moved out of Classified and A&P subaccounts to Wages to keep this funding from lapsing when centralized lapsing begins again.  You are free to move the funding from Wages to any other subaccount.  If you didn't see a transaction to transfer funds from Classified and A&P to Wages, it is because you didn't have any funds that would have lapsed during these three months.  Or, if your Vice President lapses salary funds, the lapses would have gone to the VP during these three months.  The Budget Office will again lapse E&G salary accounts centrally beginning the week of spring break.

The budget process is in status quo right now, with a deadline of March 28th for non academic departments.  UT is still in the legislative process so her office has no idea of what appropriations will be until mid to late May.  Hands-on workshops are scheduled for next week.  Check their website for the schedule.  You can just show up to get assistance with your own budget and will be able to log on and work on your own document with help.

  B.  Rich Burns, Asst. Director for Staffing and Recruitment. - The big job fair in January was intended to provide an opportunity for departments to meet the work force that’s available to fill current and future vacancies.  Over 1400 people (double the last fair) came to the fair. The Physical Plant hired over 23 people at the job fair at cost of less than $400, which amounted to less than $20 per hire, while national standard is $1200 per hire for a non-exempt employee.  They will continue using this format to engage departments in hiring. 

Future improvements:  It’s premature to discuss the ER3 at this time.  However there are other improvements.  They want to make entire ER process available on the web.  They also want to work with departments to web-enable the entire module, with the goal of making it intuitive, including cut and paste functions; summaries will be part of this, too.  The KSA application will change to become more streamlined for applicants.  They will restructure the recruitment area.  They want to engage hiring management to improve services like posting, applicant pool, time to fill, and cost for hire.  They need better indicators across the spectrum of how they’re doing and hope to share this with departments through employment reports and analysis, which will also help to improve compliance.  Retention is another concern.  They need more information about this in order to address those concerns and will create user-friendly reporting tools to facilitate reporting. 

For the ER3 recruitment summary, they will use pilot groups to refine the process.  They are looking for April/May time frame.

C.  Linda Millstone, Director, EEO Office - They will have training opportunity coming up with the Texas Commission on Human Rights, targeting supervisors and managers.  Under the Labor Code, they come to campus every two years.  Two sessions are scheduled (see handouts for dates), but very few slots are left.  Call their office 1-1849 to claim a spot.  The training is not mandatory in general, but it’s useful and helpful for all managers.

D.  Arthur McDonald, HUB Coordinator, FY 2000 update - UT finished #1 among top ten spending agencies, having 14.3% of all expenditures with HUBs, and 12.9% went to under-utilized HUBs.  In the usage of pro cards, they are now ready to make reports to GSC.  They have to determine what business went to HUBs through pro cards.  Please use the VP7 to alert them to which HUBs are used; they go through those manually.  A list of the top ten HUB vendors is available in the handouts.  High Ed, the Campus Computer Store, was the number one HUB vendor.  This vendor was reinstated last week.  As long as they are reinstated by 8/30, UT can claim them.  It would be helpful if departments would correct VP7s.  If you come across HUBs that need to be reactivated call 1-2852 or e-mail Arthurmc@mail.utexas.edu to let them know.

Q: What are over and under utilized HUBs?

A:  The State Comptroller's Office conducted a disparity study.  For example, if 15% of the businesses in commodities were owned by African-Americans, but 30% of UT's business went to African-Americans, then they are over-utilized.  But if African-Americans had 10% of businesses, but received only 1% of business, then they are under-utilized.  Both count as HUB vendors, though.

Q: What does non-responsive mean?

A: The GSC is required by legislation to send documents to HUB business,  which must respond to certain questions, including financial data, etc.  Being non-responsive means losing certification, but the businesses are  alerted to this status.  His office calls the GSC to find out what the specific problem is; then they call the business to facilitate getting the paper work in to correct the certification.

Q:  How do you indicate HUB status on the VP7?

A:  Look at VP7, space over moreable at far right, and store information. A second handout was distributed about a vendor fair 5/1 from 8-5.

E.  Rae Lender,  First Choice Program: - UT must prefer recycled products over virgin products. This is mandatory, including small POs and Procards.  Departments not complying must submit a letter saying why the recycled products can't be used.

Q:  Are recycled papers from UT Supply available?

A: Supply and Mail will stock both but departments must request it.  UT  Supply will not assume that departments want recycled materials.

Q: If virgin products are cheaper, is that a justification?

A: Yes, but departments must still submit the waiver.

Another reason could be that there isn't a correct amount of the material available.  Departments will need the waiver, even if the reason is legitimate.  Must have waiver  on file to complete purchase.

Q: What is the turnaround on waivers?  

A: Three to four days, from their office, to president, back to their office.

Q: What about special orders, one ream or so?

A: Yes, if it's a state-funded account.    Not mandatory on institutional funds.

Q: Should departments keep proof of the waiver on file?

A: It is recommended, because they will be audited on this.

Q: Is a waiver needed each time for recurring orders?

A: There are no blanket waivers; one is needed for each purchase.

Q: What is the timing of waivers and the purchase?

A: For POs and Procards, departments submit waiver, get it back, then make purchase.

Q: Is a faxed copy valid?

A: Yes, they're OK

Q:  Will the printing division use recycled materials by default?

A: Not necessarily.

Q: Is this process effective now?

A:  Yes, it has been in effect for two or three weeks now.

F.  Renee Wallace, Assoc. Director, Office of Accounting, Payroll: My Paycheck Profile - They will schedule web demos in March.   The second page of the handout is a printout of the cover sheet, in production in UT Direct.  You can see the current status of a paycheck profile.  Renee reviewed the handout.   There is a worksheet to help employees arrive at proper amount of withholding. Many functions can be performed on the web, including selecting direct deposit.  This is searchable by bank name to get routing number.   Employees can also use this site to update information for Payroll Office.  This is important to keep updated because they will use this more and more for contacting employees.  To get to a profile requires UT e-id, with high assurance.  This is something of a cultural change for new employees.  Please get new employees over to the ID center to activate an EID, and get high assurance going.  There will be basic instructions and help information built into the site.  Payroll contacts in departments need to be trained and her office can set up a special training if there is a need.  The contact name is on handout.

  Q: Is this a replacement for P08 form?

A: YES!  The printed form is still available.  But using the web minimizes timing and human errors.  Update will tell you when it takes effect.  The update aspect is not available,  but hopefully  will be by March. 

  Q: Does the update work for non-resident aliens?

A: Yes.  Even w/o I-9.  However, the update is not official until an I-9 is online, but they need it for the withholding status.

  Q:  No more paper P0-8s for new employees?

A:  Paper will always be available, but the more done over the web the better.

  Q:  Is there info from their office for new employees?

A:  The web site should provide that training, with an information and overview page, hints for navigating.  They want it to be intuitive and not need training.

  Q:  Does an employee need an appointment letter to get high assurance?

A:  It’s possible to set up a skeleton employee record, which is not activated and not paid until the P08 is on file.  Then employees can set up e ID even if their appointment is in process.  Print a paper copy of the screen to take along.

Q: What about employees without computers?

A: There will be computers in the Payroll office for people to use.  Her office will work with HR to make it part of orientation.

Q: Who can make changes?  And how often?

A: Only the employee can make changes.  As many times as they want, any time they want.

Q: Is high assurance automatic?

A:  I Don’t know?

Q: What about student workers?

A: They’re asked when they go through the  ID center.  Most already have it.

Q: Does this information feeds into the BIO section automatically?

A: Yes, the relevant parts.

Q: What about employees in other parts of state?

A:  Remote ability is in the EID suite.  Can be done via a notary document. 

Compliance verification system information is in the handout.  This will become the Control Verification System.  Fraud happens with problems in reconciliation and separation of duties, so the CVS is mandated to monitor these two areas.  They are developing a web based system.  The intention is not to be punitive.  Rather, it is an effort to gauge overall compliance, to increase awareness, and to supply training or change training and overhaul policy if necessary.   See handout  for further details about implementation.  See www.utexas.edu/administration/oic for entire questionnaire.

Q: Unit head and accounting contact will be notified at the same time?

A: Yes.

Q: Is this a one-time thing?

A: Will be annual and will be used for subsequent audits.  The report must accurately reflect what goes on in the office.  Only Y/N options.  Some compensating controls maybe in place.  There is a text box for this kind of explanatory information.

Q:  Who fills out what part?

A: Unit head decides and has ultimate responsibility for the questionnaire.

 

G.  Donna Hermance, Executive Director, University Services and Printing - They do have a number of recycled products and at least 2 grades of recycled paper.  The last page of the handout includes a UTALL message about invoices from University Printing. The GB1 screen is how they determine who gets the invoice.  Use e-mail to inform them of changes.  She indicated that they are looking for feedback on the form.

Q: Does this include Supply and Mail, and Central Duplicating?

A: Yes.  But these two don't use invoices.  They use an H ticket when they get job.  That is referenced on line. 

Q: Even if they're being IDT'd, will they receive an invoice?

A:  Yes.

Several concerns were voiced about tracking.  Donna stressed monitoring accounts, and reminded office managers to remind office workers to submit the pink work order copy from Duplicating to reference work orders and H tickets.

The comment/suggestion form is under revision.  Please direct any suggestions for new speakers or comments to Janice Bradley at j.bradley@mail.utexas.edu