Finance and Administration
Quarterly Newsletter

March 1, 2010


In This Issue


Announcements by

·   Sharon Meyer

·   Budget Office

·   Contract Administration

·   Controller’s Department

·   Facilities Management

·   Facilities Planning and Construction

·   Materials Management

·   Human Resources

·   Print Shop

·   Property Management and Inventory

·   Purchasing Department

·   Special Events, Facilities & Services

·   Special Projects

·   Ticket Office

·   Travel Office

·   University Police


Important Dates

·   Effective Immediately
Yearly Inventory
Property Management and Inventory

·   Effective Immediately
New Purchasing Processes as a result of UBAT

·   Effective Immediately
JP Morgan Chase will no longer be State of Texas' service provider

·   Effective Immediately
Baseball and Softball Season has begun
Ticket Office

·   March 1, 2011
Staff Performance Reviews
Human Resources




For an Online copy of this and previous newsletters, visit the Finance and Administration Web site

From the desk of Sharon Meyer, former Vice President of Finance and Administration


After a rewarding career of 46 years, I have decided to retire. Retirement comes with mixed emotions. On one hand, it will be great to do what I want when I want to do it. On the other hand, I will miss all the wonderful friends that I have made over the years. I don’t feel I will ever lose the friendships I have made because I tend to remain friends with folks I worked with over 40 years ago. But still not seeing everyone every day will probably is one of the most difficult things about the transition.


I cannot leave, however, without recognizing all of the wonderful people that I have worked with over the years. If I don’t specifically mention your name, it is not because I don’t value our friendship or recognize your contribution. It would take far too much space to mention everyone.


First, I want to thank Dr. Limbaugh for his friendship and collegiality. Working as a team is much more fun and successful for the institution than working in a silo. He allowed us to do that during his interim appointment as Provost and I am very thankful for that. I have to thank my immediate office staff, Justina Stark, Arlene Freatman, Maggie Pepper and my right hand, Angie Wright. All of these folks have done what was necessary to get the job done. I can never thank them enough. In addition all of the direct reports to the VPFA are probably among the most professional, hard-working people I have ever worked with in my career. They are James Adams, Denise Brodnax, Skip Bolding, Bill Cullins, Jay Halbert, John Russell, Greg Pecina, and Jennifer Lennon. They respond when necessary and always have the interest of the University in mind. They all bleed blue and gold.


I also want to thank the IT staff. Finance and Administration is heavily dependent on a good working relationship with IT. Doug Fox and his team (Brian, Jeanne, and Jeff) have always been there for us. I appreciate their work and their friendship. I don’t want to forget Curt who has put up with my lack of technology knowledge and fixed my phones, computer, and printer many, many times.


ASU is a dynamic institution that faces many challenges in the next few years. Working together I truly believe there is nothing that cannot be accomplished. My replacement, Mike Reid, is a very competent CFO. He will bring strong leadership to the university. Please welcome him.




Budget Office


The mission of the Budget Office is to support programs offered by the university through an integration of planning and budgeting. This office works with campus academic and administrative units in guiding the annual budgetary process, assessing ongoing budget and planning issues, and establishing and monitoring controls over fund allocations.


Latest Legislation and University Budget

The 82nd Legislative Session of Texas officially began on January 11, 2011. The Budget Office is responsible for coordinating analyzing and tracking bills that may affect Angelo State University filed in the House or Senate. As of February 4, 2011, we were tracking 213 of the 1,670 of the bills that had been filed. This is our chance to let legislatures know how these bill will affect our university. If we send you a request to provide an analysis of the bill, we appreciate your quick reply so that the university can respond in a timely manner. If you are interested in learning more about this process, you can access the Texas Legislature online at http://www.capitol.state.tx.us/.


Electronic Forms

In addition, the Budget Office, the Department of Human Resources, and the Office of Payroll Service are working with the Project Office to implement the final phase of the electronic forms project. We are working on implementing electronic time gathering for all benefits eligible staff who are still currently turning in a paper time sheet. The target for Go-Live is December 2011. Watch for more information on this project.





Contract Administration Office


This office is responsible for verifying that contracts to purchase goods and services are in compliance with Texas state laws and in accordance with State of Texas Contract Management guidelines while evaluating institutional risks. Also, the Contract Administration Office must ensure contracts are satisfactorily performed by both the contractor and ASU, so that contract responsibilities are clearly defined and can be properly discharged at the completion of contracts.


Contract Requirements at a Glance

Written contracts should be executed whenever ASU enters into a binding agreement with another party that involves any amount, and for any purpose between ASU and other parties. Other parties include but are not limited to:

·         Federal Agencies

·         State Agencies

·         Local Agencies

·         Non Profit Organizations

·         Private Businesses

·         Partnerships

·         Individuals


Following are some examples of provisions that ASU, as a state institution, does not have the authority to agree to. In these instances, the Contract Administration Office must contact the other party to negotiate contract terms:

·         Attorney’s Fees

·         General Liability Insurance

·         Confidential Information

·         Indemnification of any party

·         Arbitration

·         Workers Compensation

·         Warranties


An individual executing a contract on behalf of a state agency without the authority to do so or agreeing to terms that ASU as a state institution does not have the authority to agree to may be personally liable for damages flowing from repudiation of the contract.


Please refer to the Contract Administration Operating Policies 30.01 to 30.04 for more information and review the PowerPoint presentation on the website.





Controller’s Department


The Controller’s Department provides business and financial services to internal and external customers of the university including general ledger accounting, accounts payable, student accounts, receivables, investments, and grants accounting. It is comprised of the Accounts Payable office, the Student Accounts office, and the Controller’s office (Controller, Director of Accounting, Investments/Grants Accountant, and Billing Receivables Accountant).


Form 1098-T information available for students

The 2010 Form 1098-T Tuition Statements have been mailed. They are also available online. For more information, visit http://www.angelo.edu/services/controller/1098T.html, email mailto:1098t@angelo.edu, or call the Controller’s Office at (325) 942-2014. Please be advised that Angelo State University cannot give legal, tax, or accounting advice or determine if students qualify for a tax credit or deduction. Please consult a tax professional, the IRS at (800) 829-1040, or the IRS Publication 970 Tax Benefits for Education.


Did you know about Student Outreach?

The Student Accounts Office has implemented Student Outreach as of December, 2010. Student Outreach is an automated program which sends a voice message to the student’s permanent phone number reminding them of bill availability, drop schedule, and installment due dates. Students will still receive an email to their ASU email address but postcard reminders will no longer be mailed to the students. Students are encouraged to contact the Student Accounts Office if they would like to update their permanent phone number or if they have a new permanent mailing address.


Have you checked in RamPort?

The Controller’s channel in RamPort has helpful information about Banner forms and instructions on how to use them, as well as, a link to the online Chart of Accounts. Check back often for more additions!





Facilities Management


Facilities Management provides daily maintenance to all E&G buildings, Junell Center, University Center and Sports Facilities. Normal office hours are 8 AM through 5 PM – Monday through Friday. Emergencies outside of the normal work hours should be reported to University Police at 942-2071. Facilities Management typically has technicians on campus from 4 AM each morning until 6 PM – Monday through Friday.


After Hours/Weekends/Holiday Emergencies

Business operations for Facilities Management are Monday – Friday from 8:00am – 5:00pm. For emergencies for after business hours/weekends/holidays, please contact the University Police Department at (325) 942-2071.


A Little FYI About How Facilities Management Maintenance is Organized

Facilities Management services are organized in four areas: Mechanical Services, Building Services, and Grounds/Custodial/Special Services, and Locksmith. Mechanical Services includes Energy Controls, Heating, Ventilation & Air Conditioning (HVAC), Utility, and Plumbing. Building Services includes Building Maintenance, Electrical, and Paint. Grounds/Custodial/Special Services includes Groundskeeping, Mechanic Shop, and Custodial. Our Locksmith shop controls and manages keys that allow access to buildings and space on campus.


Why Should I Use FAMIS?

Facilities Management has a software system called FAMIS that allows you, our customer, to enter information regarding the service you require quickly and accurately. It also allows you to track and check the status of your request. For any issues regarding the services mentioned above, we strongly suggest that you first submit your request online through self service. This can be done by clicking on this link, FAMIS Self Service Login. Our administrative service continuously monitors and immediately schedules every request during our normal business hours. Using self service is the most effective and reliable way to make your request so that we can meet your need.





Facilities Planning and Construction


FP&C are responsible for the real estate, construction activities on campus, and rental space either leased on campus or leased off campus. They manage projects that range from $5,000 to $50,000,000. Please contact the FP&C office if your department desires major modifications to space. Keep in mind that code and compliance issues can cause delays in the completion of projects.


Construction on Plaza Verde

ASU and the design team have scheduled 2 phases of construction for new student housing at this northeast section of campus. In this first phase, the contractor will construct four dorms with 416 beds and a clubhouse. This initial phase is scheduled for completion in July of this year. The steel framework for the first dorm is now in place at the Plaza Verde Student Housing project. The second phase is being coordinated with the planned abatement and demolition of Concho Hall. These dorms will add an additional 505 beds for the ASU Residence Life department.


CHP Update

The new recreation addition to the Center for Human Performance will provide students, faculty and staff with a new 22,000 square foot exercise facility with a 30’ climbing wall that will be located on the west end of the addition. A new jogging track will go around the perimeter of the facility on a second level. Construction began Spring 2010 and will be completed late Spring 2011. In addition, the baseball locker room will be completed this summer. The exterior finishes for this addition should be completed


ASU Lake House Modifications

The architect has completed design and plans for a renovation at the ASU lake facility. ADA upgrades for the existing bathrooms are planned as well as new sidewalks that connect the building, boat house and basketball area. The contractor has completed pricing and this project will be scheduled with University Recreation because of down time needed during remodeling.


Norris Baseball Clubhouse

The metal structure is complete and the contractor has interior walls framed at this time. Mechanical units have been set and all ductwork is installed. The plumbing and electrical rough-in work will be finished this week so that drywall work can commence. Subcontractors have installed sidewalks and mowstrips along the outside. The electric provider set power poles to the building last week. The project is scheduled for completion in March.


Campus Green

Last year, ASU and the design team began working on plans to create an improved recreation area near the remaining high rise dorm and east end of the mall. The scope of work includes new exterior lighting and sidewalks at the mall, relocated volleyball courts, a dry creek bed, a jogging path, outdoor Wi-Fi and seating areas. At this time, the contractor is forming and pouring the south mall sidewalk. The north side was finished during the Christmas break. Electricians are trenching and installing conduit for the new mall lighting.

The concrete subcontractor has formed and poured the last handicap ramp adjacent to Van Buren. They also placed concrete for the curved sidewalks that will intersect at the pedestrian bridge. Site and landscaping work will be ongoing through February.





Materials Management


Materials Management is responsible for managing, organizing, directing and coordinating support for all materials management for the University including purchasing, contract administration, property management, central receiving and supply, mail services, print shop, travel and the HUB program.




If your department needs assistance with understanding the operating policies or processes for the Offices of Purchasing, Contract Administration, Travel, or Property Management, please contact Jennifer Lennon at extension 2591 to set-up a training session. Please give us the opportunity to tailor a training session to meet your departmental needs.





The Office of Human Resources


Human Resources’ mission is to nurture and maintain a positive workforce environment and to support the strategic mission and direction of Angelo State University. The Office of Human resources is responsible for the following major areas: recruitment and employment, benefits and retirement counseling, compensation administration, training and development for staff employees, legal and policy compliance, employee relations and communication, policy development.


Performance Reviews

The Staff Performance Reviews are scheduled to begin on March 1st, 2011 and end on April 1st, 2011. Staff employees are reminded that your supervisor will schedule time with you to review your performance during the calendar year 2010. Please take some time to write down your performance, accomplishments and areas for improvement prior to your review. This will give you and your supervisor an opportunity to reinforce performance that meets expectations and to identify performance areas that need improvement.


The performance review process is key to reviewing and ensuring that work performance is within your supervisor’s expectations. It is also an opportunity for you and your supervisor to discuss performance and future plans for your career development. Supervisors will have the opportunity to attend training on the theory and application of the performance review process, as well as the specifics of the performance review process at Angelo State University prior to March 1st, 2011. Communication pertaining to the schedule and sign-up process for this training will be sent to supervisors later this week.


The electronic version of the performance review can be found on the HR Website at http://www.angelo.edu/services/training_development/manager_toolkit.html. Please note that the date at the top of the review is for 2010. This date indicates the review period and not the current year.





Print Shop


The Print Shop is located in the General Service Building and offers a wide array of printing services including color printing as well as color copies. The Print Shop strives to provide excellence in customer service, as well as offer competitive pricing on all services.


The Print Shop has recently won Gold and Silver in the ADDY Awards, which are awarded by the American Advertising Federation. To use they’re award winning services, please visit the new website at http://www.angelo.edu/services/print_shop/index.html.





Property Management and Inventory


The mission of the Property Manager is to properly track, cost, and identify fixed assets campus wide for the state, as well as the University according to the Rules and Regulations prescribed by state law. The Property Manager is located in the Administration Building, 2601 W. Avenue N, Room 110.


Surplus Furniture Pick-up

The yearly inventory is coming up during the beginning of March. If departments have items that need to be transferred or sent to salvage, please do so soon so these changes will be reflected on the ending inventory.






Purchasing Department


Purchasing has the responsibility and sole authority to obligate funds for procurements. Our objective is to procure goods and services to support the educational and research requirements of the University. The Purchasing Office is also the designated pick-up site for overnight or 2nd Day packages being sent via United Parcel Services (UPS).


The following provides details on some of the purchasing processes that have been modified as a result of the strategic sourcing approved by UBAT to be effective January 1, 2011.


1.    Office supply ordering: The Purchasing Office will be submitting the online orders for office supplies to the following vendors; West Office Supply, Longhorn Office Products/Concho Business Solutions, PDME and Total Office Solutions on the 6th and 20th of each month. If these days fall on a weekend then the orders will be placed the next business day. To make the process run smoothly each office coordinator may place only one request for office supplies by the 4th and 18th of each month. This will allow us time to get purchase orders and invoices processed before the end of the month. The $250 dollar threshold per request will not apply for office supplies since the Purchasing Office will be combining requests to create purchase orders over the designated limit. An online request can be expensed to more than one Fund/Org., as long as it is detailed in the “Notes” section of the request.


2.    Copier paper, Promotional Items, Printer Toner: The Purchasing Office is in the process of gathering information on these items so that Requests for Pricing can be obtained. We will work diligently to gather this information as quickly as possible but the process does take time. The plan is to have all of the ordering instructions for these items in place so that the new ordering methods can begin March 1st, if not sooner.


3.    Office furniture approval: The following months have been designated for the purchase of office furniture that has been approved by the appropriate vice president after consideration of all office furniture available within the surplus warehouse: January, April, July and October of each fiscal year. The third week of each of these months will be the designated ordering time. More information will be forthcoming on the approved furniture brands





Special Events, Facilities and Services


The Special Events Office is home to academic and auxiliary space reservations on campus. Included in this responsibility are the assignment of rooms and labs for classes; reservation of space for student, faculty, staff, University and community guest events; and the reporting of the facilities inventory information to the Texas Higher Education Coordinating Board. Registered students, faculty/staff, and student organizations may reserve facilities for authorized meetings, programs, and other events through the Special Events Office.


Reservation Services

Remember all reservation requests for space on campus are submitted through the online ASU Reservations system. The shortcut to the site is reservations.angelo.edu. We’d like to welcome Anna Martinez to our scheduling team, and either Anna or Shayna are happy to help you with any reservation needs!


We will offer a series of Reservations Workshops in May for anyone who is interested in attending. Watch incoming everyone emails for the upcoming dates and times and instructions for signing up to attend! Also new this year, we will offer a series of Facilities Inventory Workshops in the month of May! More information is soon to come.


Should you have any questions or need additional information, please feel free to contact Special Events Office at (325) 942-2021.





Special Projects


The Special Projects department within Finance and Administration is tasked with managing projects that are not directly finance or construction related. These projects may be short-term or may be something that Special projects “incubates” for several years and then hands off to a permanent owner. Some of these projects originate as state or federal mandates (example: the Wellness program and Business Continuity planning), while other are related to supporting on-going division/university initiatives such as strategic and operations planning, SACS preparation, and community engagement.


Administrative Services Survey

This is a major annual assessment that measures customer satisfaction related to the services provided by Finance and Administration departments.  The goal of this assessment is to determine how well we are supporting the academic mission of the university, based on feedback from ASU faculty, staff, students, and community members.   Data from the survey are currently being evaluated and compiled into a summary report to be presented to F&A managers and the University community.  Areas needing improvement will be identified, and action steps will be recommended for the next year to insure that the division is on a continuous improvement track. The report will be completed in early March 2011.


Business Resource Center (BRC)

Special Projects has provided technical and project management support for the BRC project beginning with the initial planning in 2007. This economic development project is now moving forward, with an estimated completion date of January 2012.  When completed, the 17,000 square foot BRC will be housed in the former Coca-Cola building in downtown San Angelo, and will house ASU’s Small Business Development Center, the city’s Development Services staff, and multiple related partners representing the Chamber of Commerce, Downtown San Angelo, and the Workforce Development Board.


Fitness and Wellness (ASUFit)

Special Projects staff manage all aspects of the ASUFit program, to include fitness activities, Brown Bag luncheons, health fairs, a comprehensive web site, weekly email updates, and a monthly newsletter. Thus far in FY 2011, ASUFit has organized five weekend fitness events, a health fair, and multiple Brown Bag luncheons with speakers. Staff are currently collaborating with student groups to plan additional events, and working with community organizations to bring fitness and wellness activities onto the ASU campus. A draft wellness policy for ASU based on HB 1297 has also been developed and submitted to HR for review.  


Community Engagement projects

Department staff are involved in several community projects to include economic development activities with the Chamber’s Economic Development Council and the continued implementation of a P-16+ Educational Partnership.   The role of Special Projects in these community initiatives is to support efforts and to provide technical expertise where applicable. 


Strategic Planning

Special Projects staff continue to support strategic planning and related initiatives, to include the Strategic Planning On-Line portal (SPOL) efforts, the development of the annual operations plan for the F&A division, the University’s Strategic Planning Council, and efforts to help prepare for the next SACS accreditation cycle.


F&A marketing

Currently, the Special Projects Department has facilitated Web site enhancements for 5 F&A departments. If your F&A department is looking to revamp their Web site, please let us know by contacting katherine.garrison@angelo.edu.


Technology Support and Training

At the beginning of the fall semester, Special Projects purchased equipment to record and edit video for F&A events and training. The purposes of this technology have already been used to record all of this year’s ASUFit Brown Bag events, but also to create video tutorials, using screen capturing software, to discuss SPOL and Microsoft SharePoint.





Ticket Office


The ASU Ticket Office is located in the Junell Center/Stephens Arena, room 201, and we provide ticketing services to all ASU Athletic events as well as concerts and many rental events. We also sell faculty/staff activity cards and facility use cards. Call 942-2583 FMI.


Just a reminder to all Angelo State athletic fans that both baseball and softball seasons have started! As usual, we expect to have outstanding teams this year and hope to see you at some of their games. Baseball will be played at Foster Field and softball is played at the ASU Softball Complex located on Victory Lane.


Single game ticket prices are:

·         Adults: $6.00

·         Students/Seniors (65+)/Military/ASU Alumni Association Members: $4.00


Upcoming games:

·         Baseball: ASU vs. Southeastern Oklahoma March 4th at 7pm and a double header March 5th at 1pm

·         Softball: ASU vs. Texas A&M International double header March 6th at 1pm


If you have any questions or need additional information, please feel free to contact the ASU Ticket Office at (325) 942-2583.





Travel Office


The Travel Office processes travel authorizations and reimbursements in accordance with state of Texas Travel guidelines and ASU operating policies. The Travel Office can also assist with making travel reservations.


It’s a New Year and the Travel Office is ready to help our travelers plan ahead, prepare for trips, and SAVE MONEY! Please check out our website at http://www.angelo.edu/services/travel_office/ for helpful tips on planning your travel and step-by-step instructions for completing your pre and post-travel paperwork.


Some things to be aware of concerning travel:

·         BTA/Travel Cards: JP Morgan Chase will be terminating their existing contract with the State of Texas effective February 28, 2011. We are hoping to already have Citibank cards in place by that time, however there is a possibility that BTA services might not be available during the transition period. Also, the Travel Office will notify those of you with travel credit cards when your new Citibank card has arrived.


·         VP Approval Required on ALL TARs: To help avoid delays, please acquire all necessary signatures on Travel Authorization Request (TAR) forms prior to sending them to the Purchasing/Travel Office. Keep in mind that all travel now requires appropriate Vice President approval in accordance with the current UBAT initiatives.


·         New Rental Car Procedures: Enterprise now offers a direct bill method for renting vehicles (in and out-of-state). Please contact the Travel Office for more information. NOTE: When dropping rental vehicles off at the University Police Dept., it is the responsibility of the traveler to contact Enterprise and let them know the vehicle’s location (extra charges may be applied at the expense of the traveler if Enterprise is not notified of the drop-off location).


·         Hotel Overage Memos: Please remember that all Hotel Overage Memos require appropriate VP approval prior to travel. It is the responsibility of the department to acquire all necessary signatures prior to sending documents to the Travel Office.


Easy ways to trim your travel budget:

·         Hotels: Visit the Hotel Directory at http://portal.cpa.state.tx.us/hotel/hotel_directory/index.cfm to find out which hotels are under State of Texas contract to help avoid hotel overages. Click on the current fiscal year, state you are traveling to, first letter of the destination city, and then select the city in which you wish to stay (or try a nearby city to save money as well). If you are able to share a room with another employee – please remember to keep your costs separate and have the hotel split the bills showing each person’s individual payments.


·         Airfare: Plan ahead! Airfare gets more expensive the closer to the departure date that you purchase it. It is best to purchase airfare at least two weeks prior to departure for US travel, and six weeks for International travel. Be sure to start your paperwork well in advance to ensure the lowest possible price. (When flying in-state, compare mileage and rental car rates to see which is most cost-effective).


·         Cars: Compare mileage vs. rental car when deciding which method to use. The current mileage rate is $0.50 per mile – visit http://www.randmcnally.com/ to calculate mileage (remember to do round-trip mileage). For state contract rental car rates you can visit the travel website and click on the “Car Rental Rates” link at http://www.window.state.tx.us/procurement/prog/stmp/stmp-rental-car-contract/vendor-comparison/ – remember to keep in mind fuel cost when pricing rental cars.


·         Meals: Be aware that “per-diem” is the maximum allowed rate for reimbursement – it is not a given amount. Meal reimbursements should be based on actual expenses not to exceed the maximum allowed amount. Only claim what you actually spend on meals and it will save you’re your department money.





University Police Department


The University Police Department is service-oriented and tailored to meet the needs of a progressive institution. We provide crime prevention and control, criminal investigations, traffic and parking supervision, emergency first-aid, the maintenance of public order, patrol and other related services.


Decreased Crime Rates

The University Police Department is committed to providing the best service possible. The police department’s effectiveness is broadly measured by annual crime rates, calls for service, clearance rates and special programming provided.


Overall crime rates have fallen 2% over the last five years. Likewise, overall calls for polices services have also decreased. The decreases can be attributed to stronger partnerships with campus departments like residential programs and increased proactive patrolling of the campus by police officers. Despite all technological advances in law enforcement, visible uniformed police officers remain the best deterrent to crime.


The criminal investigation division logged an overall clearance rate of 47.6% in calendar year 2010. The clearance rate for the FBI's Uniform Crime Report (UCR) was 26.2%. According to the Department of Justice, the national average UCR clearance rate is 18-21%. The police department’s clearance rate for crimes reported and investigated is well above the national average.


In addition, the police department has increased its crime prevention programming and outreach by 62% since 2008. The police department remains committed to maintaining a campus environment that makes ASU a great place to work, learn and live.