Relevant policies and descriptions
Policy Description
UTDBP3108: Agency Funds This policy explains responsibilities and acceptable use of agency funds.

 

The Agency Acknowledgement Form Opens in a new tab. is used in the process of requesting an agency cost center on behalf of external entities.

Faculty Startup are funds provided for expenses incurred in support of new faculty member’s transition to the university and transfer of research and scholarly activities from his/her previous institution. The Provost Office identifies faculty who qualify for the program and the Central Business Office facilitates and administers the funds for the faculty’s exclusive use. Costs charged to the Faculty Startup funds include salary and fringe benefits for research assistants, post docs and other personnel recruited to participate or enhance the faculty’s research, and the costs incurred as part of faculty’s research. The Faculty Startup Workflows Opens in a new tab. provides a summary of roles and responsibilities and examples of included and excluded expenses.

CBO will review and approve these items after they are submitted to the workflow:

  • ePAR/ePUR Forms
  • eProcurement Purchases
  • Travel and Expense Forms

CBO will review these transactions during account reconciliation:

  • One Card Transactions
  • University Direct Billed Items
    • Such as: Work Orders, Shipping, VCB Utility Bills, UTD Cleanroom lab Bills, Concur, Uber Business
  • eProcurement Purchases
  • Salary and Benefits
  • Human Subject Payments

CBO will manage these items and contact the school with any questions:

  • Annual Budget Preparation
  • Account Reconciliation
  • Faculty Startup and STARs Cost Center Setup and Close
  • Monitoring Expiration

CBO will coordinate with the school to support these transactions as requested:

  • Budget Transfers (including quarterly reviews to address account line deficits)
  • Incorrect Charges (IDT)
  • Purchase Order Closures
  • Budget and Transaction Reporting
  • Budget Monitoring and Annual Preparation

Services that are fully directed and managed within the individual departments:

  • Travel Reservations
  • International / Student / Group Travel Authorization
  • eShip Global or Other Shipments
  • Media Services
  • Work Orders

Please contact cbo@utdallas.edu with any questions.

The Library, Equipment, Repair and Rehabilitation (LERR) program is funded with restricted use resources. The LERR Overview Opens in a new tab. provides a summary of the program and examples of allowable and unallowable transactions. 

To request a new construction project, please complete the Plant Funding Request Form. This form can be accessed from the Galaxy portal, through Gemini > Gemini for Departments > Forms > Budget & Accounting > Plant Funding Request. As with most PeopleSoft forms, you will need to select “Add new value.”

The Faculty Science and Technology Acquisition and Retention (STAR’s) program funded by PUF bond proceeds supports the recruitment and retention of the best‐qualified faculty at both academic and health institutions by providing additional resources to build and enhance research infrastructure. The STAR’s program and the University of Texas System Research Incentive Program (UTRIP) are funded with restricted use resources. The STARs and Similar Programs Overview Opens in a new tab. provide a summary of the programs and examples of allowable and unallowable transactions. Because the STARs program is funded in the same manner as LERR, the same guidelines apply and each item must have a useful life of more than one year. STARs funds are available for laboratory renovation and equipment purchases; however, faculty and other staff salaries cannot be paid from STARs funds.

There are three related program goals that form the basis of the STARs program:

  • Recruit senior faculty with national prominence
  • Improve the quality of new faculty and research capacity of the institutions by augmenting the start‐up packages for tenure and tenure‐track faculty
  • Retain high quality faculty who have had offers from another research institution or have the potential to leave because of limited access to quality equipment or laboratories

STARs funds are generally intended for use with:

  • Major repair and rehabilitation of buildings and other permanent improvements
  • Acquiring capital equipment

STARs funds may NOT be spent on the following:

  • Consumables – Items that have an expected useful life of less than one year, such as chemicals, gases, paper, staplers and other office supplies, toner cartridges, medical supplies, disposal services, or laboratory supplies
  • Employee Salaries, Training, or Travel 
  • Software Maintenance (Initial development expenses are permitted; ongoing licensing and maintenance are not)