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Fiscal Accountability and Stewardship of University Resources

Effective: 12/15/09 Approved By: Sr. Associate Vice President for Financial Affairs and Deputy CFO
Revised: 04/16/19

Purpose/Scope

To provide guidance on the stewardship of university resources and the related roles and responsibilities for employees.

Authority

UTS142.01

University Guidelines

Table of Contents
  1. Overview
  2. Roles and Responsibilities
    1. Vice President for Business Affairs
    2. Department Managers
  3. Compliance Training
  4. Certifications and Sub-Certifications
    1. Management Certification and Fiscal Management Sub-Certification
    2. Other Certifications

A. Overview

Stewardship refers to processes and structures that manage, allocate, and monitor resources critical to the mission of The University of Texas at San Antonio (UTSA). Stewardship of UTSA's financial resources includes (but is not limited to) fiscal accountability; compliance with laws, regulations and policies; sufficient transparency; and appropriate internal controls to prevent excessive financial commitments and overspending.

B. Roles and Responsibilities

Stewardship of UTSA's resources is the responsibility of all employees. Various administrators have specific responsibilities:

1. Vice President for Business Affairs

The Vice President for Business Affairs (VPBA) has primary responsibility for control over UTSA's financial and physical resources. As the chief financial officer, the VPBA is responsible for establishing and communicating policies and procedures to help ensure the proper and efficient use of UTSA resources in compliance with applicable laws and regulations, UT System Board of Regents' Rules and Regulations, and sound business practices.
The following areas report to the VPBA and have key roles in monitoring, controlling and safeguarding UTSA's financial resources:

  • Financial Affairs
  • Human Resources
  • Facilities
  • Business Contracts
  • Business Information Services
  • Purchasing
  • Budget and Financial Planning
  • Public Safety
2. Department Managers
Department Managers are responsible for all financial aspects of UTSA funds allocated under their authority and serve as financial stewards of UTSA resources by conducting the following:
  • Learning, following and upholding all financial policies and procedures established by UTSA. Periodic internal reviews must be performed to ensure continued compliance with UTSA's financial policies and accounting procedures
  • Maintaining adequate records as required by UTSA's Records Retention Schedule and external regulatory agencies
  • Expending or committing funds within approved UTSA budgets using appropriate financial, accounting and procurement procedures to ensure that purchased goods and services are necessary to UTSA operational requirements and obtained at the best available price
    • Expenditures and revenues must be reviewed and reconciled regularly to ensure appropriateness
    • All budget changes must comply with guidelines and instructions issued by UTSA's Budget and Financial Planning office consistent with UT System budget rules and procedures
  • Reconciling time and effort reports to ensure correct payment of salaries and wages to employees, and verifying that leave administration records are accurate and compliant with UTSA policy and all applicable laws
  • Reviewing internal controls for proper segregation of duties
  • Correcting any internal control weakness that could lead to waste, misuse or destruction of assets (including data)
  • Identifying potential conflicts of interest and taking effective action to prevent them. For further information, see HOP1.33
  • Reporting any suspected or known misuse or destruction of assets (including data) and/or conflicts of interest
  • Maintaining and safeguarding sensitive information as required
  • Ensuring the security of institutional data and other UTSA records

C. Compliance Training

UTSA employees are required to complete training to ensure understanding of the compliance issues that impact their work. For information on compliance training, review the Institutional Compliance and Risk Services website.

D. Certifications and Sub-Certifications

1. Management Certification and Fiscal Management Sub-Certification

Department Managers are required to complete the Management Certification and Fiscal Management Sub-Certification each fiscal year for all of their Cost Centers/Project IDs with $3,000 or more of activity. Detailed guidance on Management Certification is available in the MAT.utsa. For more information, see fmog.1.4.3.utsa.

2. Other Certifications

UTSA's Chief Administrative Officer (the President), Chief Financial Officer (the VPBA), Financial Reporting Officer, and Chief Audit Executive will certify to UT System Administration that the financial statements are fairly presented, are materially accurate, and that any significant deficiencies and material weaknesses in the internal controls and all known frauds have been reported and addressed. In addition, the Financial Reporting Officer will certify that the Monitoring Plan for Segregation of Duties and Reconciliation of Accounts was completed as approved. For more information on certifications, see UTS142.01

Related Forms

None at this time.

Revision History

Date Description
04/16/19 Updates to header section and section B. Updates to section D based on UTS 142.1. Editorial amendments throughout.
01/03/17 Updated section D. Updated Definitions list.
11/16/16 Updated section A, B, and D. Updated Definitions list.