The Office of Budget and Finance

Training Materials

 

Welcome to the one-stop resource for how-to materials and training from the Office of Budget and Finance. We are always growing. Please email us if you didn’t find what you need.

 

Managing Departmental Finances
Resource Type / Location Description Department
FY 21 Budget Development Training Manual PDF This handbook explains the budget process and how to use the budget planning module in PeopleSoft. For more information, please see Budget Development. Budget & Financial Planning
FY 21 BPM Checklist Microsoft Excel This checklist is provided to assist with budget development. For more information, please see Budget Development. Budget & Financial Planning
Alternate User Setup PDF This document shows how to select an alternate user to receive the items in your workflow if you will be out of the office. For more information, please see Budget Development. Budget & Financial Planning
Budget Control Training Guide PDF This training guide provides a summary of PeopleSoft Budget Exceptions and step-by-step exception resolution. For more information, please see Budget Development. Budget & Financial Planning
Budget Journal Training PDF This document shows how to process a budget journal to increase or decrease expenses and revenue budgets. For more information, please see Budget Development. Budget & Financial Planning
Budget Transfer Training PDF This document shows how to process a budget transfer to move budget between two cost centers. For more information, please see Budget Development. Budget & Financial Planning
Budgets Overview Training PDF This training provides a quick guide for creating a Budget Overview Inquiry page for operating, project and plant cost centers.For more information, please see Budget Development. Budget & Financial Planning
Pre-encumbrance FAQs PDF This document answers many common questions about pre-encumbrances. For more information, please see Budget Development. Budget & Financial Planning
Available Fund Balance Overview PDF This job aid explains how to use the Available Fund Balance Overview page in PeopleSoft to provide a snapshot of funds available for a selected cost center. For more information, please see Accounting References. Accounting & Financial Reporting
Balance Sheet Procedure PDF provides guidance on the process followed to periodically reconcile the University’s asset and liability account balances. For more information, please see Accounting References. Accounting & Financial Reporting
Inter/Intra Departmental Transfers Procedure PDF This guide provides detailed instructions on the procedure for processing an IDT journal. For more information, please see Accounting References. Accounting & Financial Reporting
Inter/Intra Departmental Transfers Quick Guide PDF This guide provides step-by-step instructions on how to create an IDT journal. For more information, please see Accounting References. Accounting & Financial Reporting
Ledger Inquiry Procedure PDF This document contains steps for using Ledger Inquiry screens to view transactions posted to the general ledger as well as specific journal lines and attachments. For more information, please see Accounting References. Financial Management Services
Balance Sheet Reconciliation Guide PDF This guide provides step-by-step directions on reconciling and approving reconciliation of University’s asset and liability account balances. For more information, please see Accounting References. Accounting & Financial Reporting
ARA Summary PDF This is a quick guide for using the ARA (Account Reconciliation Application) Summary Page. This page will provide you with an easy method to obtain financial reconciliation status information. For more information, please see Cost Center Reconciliation. Financial Management Services
Account Reconciliation-Quick Guide PDF This guide provides an overview of the cost center reconciliation process and its purpose. For more information, please see Cost Center Reconciliation. Financial Management Services
Flagging Transactions PDF This quick guide explains how to use the ARA (Account Reconciliation Application) functionality to flag transactions for future follow-up. For more information, please see Cost Center Reconciliation. Financial Management Services
Account Reconciliation-Excel Basics PDF This guide provides an overview of some basic excel features that can be useful in the cost center reconciliation process. For more information, please see Cost Center Reconciliation. Financial Management Services
Cost Center Request User Guide PDF This guide provides a list of cost center and change request forms and how they can be used. For more information, please see Cost Center Maintenance. Financial Management Services
Procedures for Cost Center Closeout PDF This guide provides procedures for closing out cost centers. For more information, please see Cost Center Maintenance. Financial Management Services
JIRA Request User Guide PDF This guide explains how to use JIRA to request access to cost centers as well as report issues and request enhancements. For more information, please see Cost Center Maintenance. Financial Management Services
LOR PeopleSoft Guide for Cost Center Owners PDF This guide explains how to complete the LOR for a cost center owner. For more information, please see Letters of Representation. Financial Management Services
LOR PeopleSoft Guide for Deans and Division Heads PDF This guide explains how to complete the LOR for a school or division, after all cost center owner LORs have been completed. For more information, please see Letters of Representation. Financial Management Services
Agency Funds Procedure PDF This document provides guidance to departmental sponsors for requesting, accounting for and managing agency cost centers. For more information, please see Special Funding Sources. Accounting & Financial Reporting
LERR Guidelines PDF These guidelines provide a summary of the program and examples of allowable and unallowable transactions. For more information, please see Special Funding Sources. Accounting & Financial Reporting
Faculty Startup Program Guide PDF These guidelines provide a summary of roles and responsibilities and examples of included and excluded expenses. For more information, please see Special Funding Sources. Central Business Office
STARs and UTRIP Guidelines PDF These guidelines provide a summary of the programs and examples of allowable and unallowable transactions. For more information, please see Special Funding Sources. Central Business Office
Financial Reporting and Award Closeout for Sponsored Projects Procedure PDF This document outlines the procedures involved for financial reporting and award closeout of sponsored projects. For more information, please see Sponsored Projects Accounting. Accounting & Financial Reporting
Chart of Accounts Overview PDF This guide outlines the University’s Chart of Accounts, which consists of all chartfield values used to record accounting transactions (Cost Center, Fund, Account, Function, Department, Program, Project, and Activity.) For more information, please see Chart of Accounts. Financial Management Services
Use of Funds Guide (Excel) Microsoft Excel This spreadsheet provides a listing of fund groups with their related purpose, source, and use limitations. For more information, or to use the web-based version of this tool, please see Use of Funds Guide. Budget & Financial Planning
Fund Codes with Centrally Funded Benefits PDF This is a list of fund codes with centrally funded benefits. For more information, please see Use of Funds Guide. Budget & Financial Planning

Managing Employee Payments
Resource Type / Location Description Department
ePAR Approver Quick Guide PDF This quick guide will show how to approve an ePAR. For more information, please see ePAR / ePUR. Payroll & Tax Services
Two year DBT ePAR Quick Guide PDF This guide explains how to use the Two Year DBT feature of ePAR. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePUR Quick Guide PDF This quick guide provides instructions and helpful tips for the ePUR –Position Update/Request form. For more information, please see ePAR / ePUR. Budget & Financial Planning
Change Funding Sources ePAR Microsoft Powerpoint This presentation shows how to enter a Change Funding Sources ePAR which is used to update current funding information for an employee’s regular wages.For more information, please see ePAR / ePUR. Payroll & Tax Services
End of Assignment ePAR Microsoft Powerpoint This presentation shows how to enter an End Assignment ePAR which is used to end an employee’s current assignment(s). For more information, please see ePAR / ePUR. Payroll & Tax Services
Job Attribute Change ePAR Microsoft Powerpoint This presentation shows how to enter a Job Attribute Change ePAR which is used to change an employee’s current job information. For more information, please see ePAR / ePUR. Payroll & Tax Services
Leave of Absence ePAR Microsoft Powerpoint This presentation shows how to enter a Leave of Absence ePAR which is used to place a current employee on leave. For more information, please see ePAR / ePUR. Payroll & Tax Services
New Appointment – Secondary Assignment ePAR Microsoft Powerpoint This presentation shows how to enter a New Appointment – Secondary Assignment ePAR which is used to enter a secondary assignment for an employee. For more information, please see ePAR / ePUR. Payroll & Tax Services
Retirement ePAR Microsoft Powerpoint This presentation shows how to enter a Retirement ePAR which is used to retire an eligible employee from UTD. For more information, please see ePAR / ePUR. Payroll & Tax Services
Return From LOA ePAR Microsoft Powerpoint This presentation shows how to enter a Return From LOA ePAR which is used to return an employee currently on leave to active employment status. For more information, please see ePAR / ePUR. Payroll & Tax Services
Supplemental Pay ePAR Microsoft Powerpoint This presentation shows how to enter a Supplemental Pay ePAR which is used to add a new supplemental pay, change an existing supplemental pay, or end an existing supplemental pay for an employee. For more information, please see ePAR / ePUR. Payroll & Tax Services
Termination ePAR Microsoft Powerpoint This presentation shows how to enter a Termination ePAR which is used to terminate a current employee. For more information, please see ePAR / ePUR. Payroll & Tax Services
Transfer ePAR Microsoft Powerpoint This presentation shows how to enter a Transfer ePAR which is used to transfer a current employee from one UTD department to another. For more information, please see ePAR / ePUR. Payroll & Tax Services
Time & Labor Procedures Handbook PDF This handbook provides an overview of Time & Labor, including UTD policies and procedures. For more information, please see Time & Labor. Payroll & Tax Services
Time Administrators Training PDF This training provides step-by-step instructions on enrolling employee approvers, viewing active employees, running queries and reports, and more. For more information, please see Time & Labor. Payroll & Tax Services
Time Administrators Quick Guide PDF This quick guide provides short instructions for enrolling employee approvers, viewing employee timesheets, running reports, setting up new hires, and processing timesheets for departing employees. For more information, please see Time & Labor. Payroll & Tax Services
Backup Approvers Training PDF This training provides step-by-step instructions for approving timesheets for backup approvers. For more information, please see Time & Labor. Payroll & Tax Services
Faculty Manager Quick Guide PDF This quick guide provides short instructions for reviewing and approving timesheets for faculty managers. For more information, please see Time & Labor. Payroll & Tax Services
Payable Approvers Training PDF This training provides step-by-step instructions on the duties of payable approvers and how to approve comp time payment requests. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Comp Time Overview PDF This training provides step-by-step instructions for earning, checking, and using comp time for monthly employees. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Manager Training PDF This training provides step-by-step instructions for reviewing and approving timesheets, designating an alternate manager, approving absence and other requests, viewing employee history, and more. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Quick Guide for Faculty PDF This quick guide provides short instructions for reporting “NTR” or absences for faculty. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Quick Guide for Managers / Backup Approvers PDF This quick guide provides short instructions for reviewing and approving timesheets for managers and backup approvers. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Quick Guide for Monthly Exempt Employees PDF This quick guide provides short instructions for timesheet entry, absence requests, and time reporting codes for monthly exempt employees. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Quick Guide for Monthly Nonexempt Employees PDF This quick guide provides short instructions for reporting worked hours and absences for monthly nonexempt employees. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Quick Guide for RAs & TAs PDF This quick guide provides short instructions for reporting “NTR” for RAs and TAs. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Quick Guide for Semi-Monthly Employees PDF This quick guide provides a short description of timesheet entry and web clock for semi-monthly employees. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Training for Monthly Exempt Employees PDF This training provides step-by-step instructions for timesheet entry, absence requests, and time reporting codes for monthly exempt employees. For more information, please see Time & Labor. Payroll & Tax Services
Time & Labor Training for Semi-Monthly Employees PDF This training provides step-by-step instructions for timesheet entry and web clock for semi-monthly employees. For more information, please see Time & Labor. Payroll & Tax Services
One-page Reimbursement Guidelines PDF This guide provides a one page overview of out of pocket reimbursement guidelines. For more information, please see Employee Reimbursements. Payment Services
Direct Deposit Instructions PDF This quick guide explains how to set up Direct Deposit through the PeopleSoft form. For more information, please see Payment Options. Payroll & Tax Services

 

Paying Research Participants
Resource Type / Location Description Department
ClinCard Site Coordinator FAQ PDF This document answers many common questions site coordinators may have about ClinCard payments. For more information, please see ClinCard. Contracts Administration
ClinCard Cardholder FAQ PDF This document answers many common questions cardholders may have about ClinCard payments. For more information, please see ClinCard. Contracts Administration
GalaxyPay Program Introduction PDF This gives an overview of the GalaxyPay application and payment process. For more information, please see GalaxyPay. Contracts Administration
GalaxyPay Quick Start Guide – Creating a Payee PDF This quick guide shows how to create a payee (typically a research participant) in GalaxyPay. For more information, please see GalaxyPay. Contracts Administration
GalaxyPay Quick Start Guide – Making a Payment PDF This quick guide shows how to make a payment to a payee in GalaxyPay. For more information, please see GalaxyPay. Contracts Administration

Arrange Travel
Resource Type / Location Description Department
One-page Travel Guidelines PDF This guide provides a one page overview of University travel guidelines. For more information, please see Arranging Travel. Payment Services
Concur Travel Quick Start Guide PDF This guide takes you step-by-step through booking travel on Concur (for yourself or another UT Dallas employee). For more information, please see Planning Your Trip. Payment Services
How to Book a Flight in Concur Video This video from Concur explains how to book a flight. For more information, please see Planning Your Trip. Payment Services
How to Book a Hotel in Concur Video This video from Concur explains how to book a hotel. For more information, please see Planning Your Trip. Payment Services
How to Book a Rental Car in Concur Video This video from Concur explains how to book a rental car. For more information, please see Planning Your Trip. Payment Services
Quick Guide for Booking Guest Travel in Concur PDF This guide takes the travel arranger through the steps to book guest travel in Concur. For more information, please see Planning Your Trip. Payment Services
Checklist for Booking Guest Travel in Concur PDF This optional form is to aid travel arrangers in booking guest travel. For more information, please see Planning Your Trip. Payment Services
Adding a Global Entry or Known Traveler Number to Concur Profile PDF If you have signed up for TSA Pre-Check, you should add your known traveler number to your Concur profile to avoid potential additional security screening. This guide takes you through the process. For more information, please see Planning Your Trip. Payment Services
Adding an Arranger to your Concur Profile PDF If someone assists you in booking travel, they should be added to your Concur profile as an arranger. This guide takes you through the process. For more information, please see Planning Your Trip. Payment Services
Travel Advance Card Citibank Instructions PDF This quick guide outlines how to use the pre-set User ID and Password provided in the Travel Advance Card Envelope to access your transactions in Citibank. For more information, please see Planning Your Trip. Payment Services
Travel Advance Card Printing Report Instructions PDF This guide provides step by step instructions for printing the expense report. This Expense Report must be printed, fully signed and attached to the Travel Advance Card Reconciliation Form along with itemized receipts by the 10th business day after the Travel End Date. For more information, please see Planning Your Trip. Payment Services

 

Buying Goods & Services
Resource Type / Location Description Department
One Card Program Guide PDF This handbook explains how to obtain a One Card as well as acceptable use. For more information, please see One Card Program. Payment Services
One Card PS Application Guide PDF This document explains how to apply for a One Card using the PeopleSoft form. For more information, please see One Card Program. Payment Services
One Card PS Application Guide for Approvers PDF This document explains how to approve a request for a One Card. For more information, please see One Card Program. Payment Services
One Card Box.com Job Aid PDF Box.Com should be the electronic storage for all One Card expense reports, receipts, and other documentation. This Job Aid explains how to use it. For more information, please see One Card Program. Payment Services
One Card Guide PDF This guide provides a one page overview of how to use the University One Card. For more information, please see One Card Program. Payment Services
One Card Guide for Cardholders PDF This quick guide for cardholders explains how to add the cost center, account number, and details to One Card transactions in Citibank. For more information, please see One Card Program. Payment Services
One Card Guide for Reviewers PDF This quick guide for reviewers explains how to add the cost center, account number, and details to One Card transactions in Citibank. For more information, please see One Card Program. Payment Services
One Card Guide for Approvers PDF This quick guide explains how to approve One Card transactions in Citibank. For more information, please see One Card Program. Payment Services
One Card Printing Expense Report-Cardholder PDF This quick guide explains how to print expense reports as a cardholder. For more information, please see One Card Program. Payment Services
One Card Printing Expense Report-Reviewer PDF This quick guide explains how to print expense reports as a reviewer. For more information, please see One Card Program. Payment Services
One Card Printing Expense Report-Approver PDF This quick guide explains how to print expense reports as an approver. For more information, please see One Card Program. Payment Services
One Card – Digitally Signing Reports PDF This guide demonstrates how to digitally sign an expense report. For more information, please see One Card Program. Payment Services
One Card: Split Transactions in Citibank PDF This job aid shows you how to split One Card transactions into more than one cost center or account number in Citibank. For more information, please see One Card Program. Payment Services
ePro UI Quick Reference PDF This guide provides an orientation to the recent user interface (UI) changes to eProcurement. For more information, please see eProcurement Resources. Purchasing
ePro Non-Catalog Job Aid PDF This guide provides step-by-step instructions for submitting a Non-Catalog requisition. For more information, please see eProcurement Resources. Purchasing

Splitting Costs Between Cost Centers

PDF This guide outlines how to distribute the cost of your purchase to more than one cost center. For more information, please see eProcurement Resources. Purchasing
ePro Receiving Job Aid PDF This guide provides information for how to enter a cost or quantity receipt in eProcurement. For more information, please see eProcurement Resources. Payment Services
ePro Approval Job Aid PDF This job aid provides step-by-step instructions for approving pending requisitions in eProcurement. For more information, please see eProcurement Resources. Purchasing
ePro Email Approval Job Aid PDF This job aid provides step-by-step instructions for setting up email approval in eProcurement. For more information, please see eProcurement Resources. Purchasing
Supplier Search in eProcurement Job Aid PDF This job aid provides step-by-step instructions for searching for suppliers in eProcurement. For more information, please see Supplier Management. Purchasing
Invoice Status Quick Guide PDF This job aid provides step-by-step instructions for viewing invoices in eProcurement. For more information, please see eProcurement Resources. Payment Services
Creating a Requisition for Copier Payments & Fees – Job Aid Microsoft Powerpoint This job aid provides step-by-step instructions for creating a requisition for copier lease payments and usage fees in eProcurement. For more information, please see eProcurement Resources. Purchasing
New Workflow for Business & Travel Reimbursements – Job Aid PDF This job aid provides instructions for handling business and travel reimbursements with supervisor review. For more information, please see eProcurement Resources. Payment Services
Contract Management Handbook PDF Detailed handbook regarding purchasing and contracting processes and checklists. For more information, please see Purchasing Contracts. Contracts Administration
Summary of Contracts Requiring Board Approval PDF Used to identify contracts that must be sent to the Board of Regents for approval. For more information, please see Purchasing Contracts. Contracts Administration

 

Buying Goods & Services
Resource Type / Location Description Department
Petty Cash/Change Fund Year-end Reconciliation Microsoft PowerPoint This presentation explains how to complete the Petty Cash / Change Fund Year-end reconciliation process. For more information, please see Accepting Payments. Financial Management Services
Petty Cash/Change Fund Authorization Microsoft PowerPoint This presentation explains how to renew Petty Cash / Change Funds for a new fiscal year. For more information, please see Accepting Payments. Financial Management Services
Marketplace FAQs Microsoft PowerPoint This presentation answers many frequently asked questions about Marketplace. For more information, please see Accepting Payments. Financial Management Services
Marketplace User Overview Microsoft PowerPoint This document outlines many common topics for using Marketplace. For more information, please see Accepting Payments. Financial Management Services
Processing a Refund in Marketplace Microsoft PowerPoint This presentation outlines the steps for issuing a refund via Marketplace. For more information, please see Accepting Payments. Financial Management Services
Pulling a Report in Marketplace Microsoft PowerPoint This presentation outlines the steps for pulling CSV reports of products and revenue in Marketplace. For more information, please see Accepting Payments. Financial Management Services
Search for and View an Order in Marketplace Microsoft PowerPoint This presentation outlines the steps for finding and viewing specific transactions in Marketplace. For more information, please see Accepting Payments. Financial Management Services
Submitting a Marketplace Application Form Microsoft PowerPoint This presentation provides guidelines for how to complete and submit the Marketplace Application Form in PeopleSoft. For more information, please see Accepting Payments. Financial Management Services
Submitting Changes to a Marketplace Store Microsoft PowerPoint This presentation provides guidance for how to complete and submit change requests for Marketplace stores using the PeopleSoft form. For more information, please see Accepting Payments. Financial Management Services