THE UNIVERSITY OF TEXAS AT EL PASO
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1 THE UNIVERSITY OF TEXAS AT EL PASO DIVISION OF BUSINESS AFFAIRS UTEP Aware May 2, 2008
2 University of Texas at El Paso Organizational Chart VICE PRESIDENT FOR BUSINESS AFFAIRS Cynthia Vizcaíno Villa VP INFORMATION RESOURCES AND PLANNING Stephen Riter EXECUTIVE VP FOR ADVANCEMENT & OVERSIGHT Richard Adauto Diana Natalicio President PROVOST & VP FOR ACADEMIC AFFAIRS Richard Jarvis VP STRATEGIC INITIATIVES Jose Riojas INTERCOLLEGIATE ATHLETICS Bob Stull
3 The University of Texas at El Paso Division of Business Affairs Beverley Chapman Assistant to the Vice President Cynthia Vizcaíno Villa Vice President for Business Affairs Victor Pacheco Assistant Vice President J. Carlos Hernandez Associate Vice President/ Comptroller Greg McNicol Associate Vice President - Facilities Services
4 Departments/Functions Accounting and Financial Reporting Budget Student Business Services Purchasing and General Services Payroll Accounts Payable Travel Management Real Estate Facilities Services Planning and Construction Grounds Maintenance Mail Services Central Receiving and Delivery Contracts & Grants Accounting Print Shop Copy Center Recycling and Surplus Property Special Facilities Management Key Shop Operations Motor Pool Miner Gold Card University Bookstore Food Services Parking and Transportation Shuttle Services Risk Management Special Events Ticketing Business Contract Management Texas Public Information Act
5 Office of the Vice President for Business Affairs SERVICES Provides leadership in developing and implementing effective and efficient administrative and financial processes Responsible for prudent stewardship of UTEP s financial, physical and human resources Serves as an interface to The University of Texas System on business matters Responds to Texas Public Information Act (Open Records) requests
6 Office of the Vice President for Business Affairs SERVICES (CONTINUED) Manages tort claims made against the University Provides assistance in monitoring, negotiating and monitoring business contracts Administers property and liability insurance programs and oversees risk management activities Real Estate Management
7 Real Estate Management Hilton Garden Inn Indio Ranch Research Station South El Paso Trust Properties Rentals UTEP East Side Bookstore Satellite Miner Store Stanton Professional Building Las Palmas Medical Center Castner Range Site Northeast El Paso Potential Sales/Purchases/Leases
8 Texas Public Information Act Texas Government Code, Chapter 552 All State Agencies UT System Policy 139 Public Information Officer Cynthia Vizcaíno Villa Public Information Coordinator Beverley Chapman Requests submitted by third parties for documents of any type created in the normal course of business are subject to release All requests handled in the VPBA office
9 Financial Services Vision: To be the model of excellence and innovation in the delivery of financial services that exceed our diverse customers expectations. Payroll Accounts Payable Budgeting Contracts and Grants Accounting Student Business Services Accounting and Financial Reporting Purchasing and General Services
10 Financial Services Payroll Processes emergency payroll payments On-line Earning Statements Non-Resident Foreigner Tax Compliance General Employment Tax Compliance Accounts Payable Expense Reimbursements Vendor Payments Travel Management Services
11 Financial Services Budget Annual operating budget Biennial Legislative Appropriation Request Executes budget adjustments and transfers of funds Financial forecasting and analysis Accounting and Financial Reporting Preparation of federal Facilities and Administrative Rate Proposal (Indirect Cost) Prepares Annual Financial Report and a myriad of required financial reports during the year Inventory Control Bank and state appropriation reconciliations
12 Financial Services Student Business Services Processes all billings to and payments from students for tuition and fees Coordinates third party billing arrangements for employers Cashes employees personal checks up to $50 or University checks up to $300 Central deposit point for University departments Coordinates all University collections for delinquent debts Contracts and Grants Accounting Cost sharing monitoring and reporting Preparation of financial reports and billings to awarding agencies Monitors expenditure activity to ensure compliance with grantor terms
13 Financial Services Purchasing and General Services Purchasing Procures supplies, equipment, services and construction for the University Central Receiving Coordinates receipt of ordered goods and delivery to departments on a timely basis Print Shop Provides printing services in small and bulk quantities Mail Services Provides intercampus and out-going mail services Copy Center Provides copy services and faculty course packs Records Management Provides advisory services for complying with state records retention requirements and provides archiving services
14 Auxiliary Enterprises Service units that sustain operations through selfgenerated revenue streams University Bookstore Contracted to Follett Higher Education Group Special Events Concerts Game Management Cinema Novo Food Services - Contracted to Sodexho Ticket Center Ticketing Services for all UTEP and Non-UTEP Events. Parking and Transportation Services Shuttles Sun Metro Express Route
15 Miner Gold Card Office Official University identification card Access to University services such as Library, Swimming and Fitness Center, Counseling Services, etc. Secured access to selected University facilities Campus Gate Access Registration and employment validation Stored value and declining balances Food Services Bookstore Vendors Banking Services
16 Facilities Management Facilities Services Custodial Services Grounds Maintenance Building Maintenance Surplus Property Management Recycling Program Utilities and Energy Management
17 Facilities Management Facilities Services Custodial Services Grounds Maintenance Building Maintenance Surplus Property Management Recycling Program Utilities and Energy Management
18 Facilities Management Facilities Services Custodial Services Grounds Maintenance Building Maintenance Surplus Property Management Recycling Program Utilities and Energy Management
19 Facilities Management Facilities Services Custodial Services Grounds Maintenance Building Maintenance Surplus Property Management Recycling Program Utilities and Energy Management
20 Facilities Management Facilities Services Custodial Services Grounds Maintenance Building Maintenance Surplus Property Management Recycling Program Utilities and Energy Management
21 Facilities Management Planning and Construction Campus Master Planning Space Management Project Management Construction Services Design Services Furniture Procurement
22 Facilities Management Planning and Construction Campus Master Planning Space Management Project Management Construction Services Design Services Furniture Procurement
23 Facilities Management Planning and Construction Campus Master Planning Space Management Project Management Construction Services Design Services Furniture Procurement
24 Facilities Management Major Projects Chemistry and Computer Science Complex
25 Facilities Management Major Projects College of Health Sciences/School of Nursing
26 Facilities Management Major Projects Biosciences Research Building
27 Facilities Management Major Projects New University Bookstore
28 Facilities Management Major Projects Foster and Stevens Basketball Complex
29 Facilities Management Between Construction and Design, UTEP is currently managing $234,877,600 of Capital Improvement Projects. In addition to the major projects shown above, UTEP has 8 other projects underway: Central Thermal Plant Upgrades Engineering Annex Kelly Hall Remodeling New Child Care Facility Swimming and Fitness Center Union West Renovations College of Business Roof Replacement Expansion of food service venues
30 Major Projects/Activities The Paul Foster and Jeff Stevens Basketball Complex Practice Facility and Ticket Center College of Health Sciences / School of Nursing Planning and construction of: Physical Sciences/Engineering Building New University Bookstore Renovations in Engineering Complex and Physical Sciences Acquisition of Schuster Properties - New Child Care facility RFP for development of Rudolph Property site
31 Major Projects/Activities, Cont. Glory Road Transit Terminal and Parking Garage Planning for development of the campus outer loop road Expansion of food service venues WOW, Einstein Bagels Paperless Payroll System Data Warehouse Financial Data Preparation of Facilities and Administrative Rate Proposal
32 Helpful Resources: Business Procedure Guidelines Handbook of Operating Procedures Traveler s Guide Business Contract Guidelines Texas Public Information Act
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