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.

Use the box below to search for training, or browse available materials based on topic. Note: some training may require your UTD Net ID and password. 

 

Managing Departmental Finances
Resource Type / Location Description Department
eMerit Application Detail Guide Opens in a new tab. PDF This document outlines how to use the eMerit application, which replaces excel workbooks and BPM merit functionality.  Budget & Financial Planning
eMerit Teams Training Opens in a new tab. Video This recorded training sessions walks through the new eMerit application and how to use it.  Budget & Financial Planning
FY25 Budget Development Process Manual Opens in a new tab. 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
FY25 BPM Checklist Opens in a new tab. Microsoft Excel This checklist is provided to assist with budget development. For more information, please see Budget Development. Budget & Financial Planning
Alternate User Setup Quick Guide Opens in a new tab. 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 Detail Guide Opens in a new tab. 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 Quick Guide Opens in a new tab. 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 Transfers Quick Guide Opens in a new tab. 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 Quick Guide Opens in a new tab. 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
Available Fund Balance Overview Quick Guide Opens in a new tab. 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 Reconciliation Procedure Opens in a new tab. PDF This document 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
Balance Sheet Reconciliation Quick Guide Opens in a new tab. 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
Inter/Intra Departmental Transfers Procedure Opens in a new tab. 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 Detail Guide Opens in a new tab. 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 Quick Guide Opens in a new tab. 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. Accounting & Financial Reporting
Account Reconciliation – Quick Guide Opens in a new tab. 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
ARA Attachments – Quick Guide Opens in a new tab. PDF This is a quick guide for viewing and adding attachments in the Account Reconciliation Application (ARA). For more information, please see Cost Center Reconciliation. Financial Management Services
Cost Center Approval Notification Set Up – Quick Guide Opens in a new tab. PDF This is a quick guide for setting up approval notifications related to cost centers that are ready for approval in the ARA (Account Reconciliation Application). For more information, please see Cost Center Reconciliation. Financial Management Services
Student Financials in ARA – Quick Guide Opens in a new tab. PDF This is a quick guide for viewing student financial transactions in the ARA (Account Reconciliation Application). For more information, please see Cost Center Reconciliation. Financial Management Services
Cost Center Request Detail Guide Opens in a new tab. PDF This guide provides instructions for the Cost Center Request form in PeopleSoft. For more information, please see Cost Center Reconciliation. Financial Management Services
Cost Center Naming Standards Opens in a new tab. PDF This guide provides a reference for how cost centers are named. For more information, please see Cost Center Reconciliation. Financial Management Services
JIRA Request Quick Guide Opens in a new tab. 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. OBF Information Technology Services
LOR – Cost Center Owner Quick Guide Opens in a new tab. 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
LERR Overview Opens in a new tab. PDF This overview provides 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 Overview Opens in a new tab. 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 Similar Programs Overview Opens in a new tab. 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
Sponsored Programs Accounting Procedure Opens in a new tab. PDF This document outlines the procedures involved for financial reporting and award closeout of sponsored programs. For more information, please see Sponsored Projects Accounting. Receivables & Sponsored Accounting
Use of Funds Guide (Excel) Opens in a new tab. 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

Managing Employee Payroll
Resource Type / Location Description Department
FY25 Fall Payroll Instructions Opens in a new tab. Microsoft Word This guide outlines Fall payroll instructions. For more information, please see Managing Employee Payroll. Payroll & Tax Services
Payroll Deadlines Reference Aid Opens in a new tab.  PDF This handout lists payroll deadlines for Monthly and Semi-Monthly payroll. For more information, please see Managing Employee Payroll or Time & Labor. Payroll & Tax Services
ePAR Quick Guide FY24 Opens in a new tab. PDF This quick guide from the Central Business Office provides a brief one-page overview. For more information, please see ePAR / ePUR. Central Business Office
Two year DBT ePAR Quick Guide Opens in a new tab. PDF This guide explains how to use the Two Year DBT feature of ePAR. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Change Funding Source Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR to change funding source. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – End of Assignment Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR to end an assignment. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Job Attribute Change Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR to change job attributes. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Leave of Absence Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR for a leave of absence. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – New Appointment Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR to begin a new assignment. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Retirement Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR for a retirement. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Return from Leave of Absence Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR for a return from leave of absence. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Supplemental Pay Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR for supplemental pay. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Supplemental Pay Recurring Payments Quick Guide Opens in a new tab. PDF This quick guide explains how to complete an ePAR for supplemental pay with recurring payments. For more information, please see ePAR / ePUR. Budget & Financial Planning
ePAR – Termination Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR to for a termination. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePAR – Transfer Detail Guide Opens in a new tab. PDF This guide explains how to complete an ePAR for a transfer. For more information, please see ePAR / ePUR. Payroll & Tax Services
ePUR Quick Guide Opens in a new tab. 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
Direct Deposit Quick Guide Opens in a new tab. PDF This guide outlines how to set up Direct Deposit. For more information, please see Employee Self-Service. Payroll & Tax Services
W-2 Consent Quick Guide Opens in a new tab. PDF This guide outlines how to consent to receive an electronic W-2. For more information, please see Employee Self-Service. Payroll & Tax Services
Self-Service Options in FLUID Opens in a new tab. Microsoft PowerPoint This guide (from Human Resources) outlines self-service options in the FLUID interface. For more information, please see Employee Self-Service. Payroll & Tax Services
Time & Labor Process Manual Opens in a new tab. PDF This handbook provides an overview of Time & Labor, including UTD policies and procedures. For more information, please see Time & Labor. Payroll & Tax Services
Faculty Timesheet Entry – Quick Guide Opens in a new tab. PDF This quick guide provides a brief overview of timesheet entry for faculty. For more information, please see Time & Labor. Payroll & Tax Services
Faculty Timesheet Entry – Detail Guide Opens in a new tab. PDF This quick guide provides a more detailed overview of timesheet entry for faculty. For more information, please see Time & Labor. Payroll & Tax Services
Staff Exempt Timesheet Entry – Quick Guide Opens in a new tab. PDF This quick guide provides a brief overview of timesheet entry for exempt staff. For more information, please see Time & Labor. Payroll & Tax Services
Staff Nonexempt Timesheet Entry – Quick Guide Opens in a new tab. PDF This quick guide provides a brief overview of timesheet entry for nonexempt staff. For more information, please see Time & Labor. Payroll & Tax Services
Staff Timesheet Entry – Detail Guide Opens in a new tab. PDF This quick guide provides a more detailed overview of timesheet entry for staff. For more information, please see Time & Labor. Payroll & Tax Services
Hourly Worker Timesheet Entry – Quick Guide Opens in a new tab. PDF This quick guide provides a brief overview of timesheet entry for hourly workers. For more information, please see Time & Labor. Payroll & Tax Services
Hourly Worker Timesheet Entry – Detail Guide Opens in a new tab. PDF This quick guide provides a more detailed overview of timesheet entry for faculty. For more information, please see Time & Labor. Payroll & Tax Services
Supervisor Timesheet Approval – Detail Guide Opens in a new tab. PDF This guide provides an overview of timesheet approval for supervisors. For more information, please see Time & Labor. Payroll & Tax Services
Time Administrator and Payable Approver Detail Guide Opens in a new tab. PDF This quick guide provides an overview of reviewing time and managing approvers for payable approvers and time administrators. For more information, please see Time & Labor. Payroll & Tax Services

Managing Reimbursements
Resource Type / Location Description Department
Reimbursements Reference Aid Opens in a new tab. PDF This guide provides a brief overview of out of pocket reimbursement guidelines. For more information, please see Travel Reimbursement or Business Reimbursement. Treasury & Payment Services
PeopleSoft Missing Receipt Form Quick Guide Opens in a new tab. PDF This guide provides instructions for completing the Missing Receipt Form in PeopleSoft. For more information, please see Travel Reimbursement or Business Reimbursement. Treasury & Payment Services
Travel & Expense (T&E) Process Manual. Opens in a new tab. PDF This guide provides a detailed overview of the Travel & Expense module in PeopleSoft. For more information, please see Travel Reimbursement.  Treasury & Payment Services

Paying Research Participants
Resource Type / Location Description Department

GalaxyPay User Guide Opens in a new tab.

 PDF This gives a broad overview for using the Vincent platform. For more information, please see Paying Research Participants. Treasury & Payment Services

GalaxyPay Cardholder FAQ (English) Opens in a new tab.

 PDF Frequently Asked Questions for Cardholders (in English). For more information, please see Paying Research Participants. Treasury & Payment Services

GalaxyPay Cardholder FAQ (Español) Opens in a new tab.

 PDF Frequently Asked Questions for Cardholders (en Español). For more information, please see Paying Research Participants. Treasury & Payment Services

Arrange Travel
Resource Type / Location Description Department
Travel Reference Aid Opens in a new tab. PDF This reference aid provides a one-page overview of University travel guidelines. For more information, please see Arranging Travel. Treasury & Payment Services
How to Book a Flight in Concur Opens in a new tab. Video This video from Concur explains how to book a flight. For more information, please see Planning Your Trip. Treasury & Payment Services
How to Book a Hotel in Concur Opens in a new tab. Video This video from Concur explains how to book a hotel. For more information, please see Planning Your Trip. Treasury & Payment Services
How to Book a Rental Car in Concur Opens in a new tab. Video This video from Concur explains how to book a rental car. For more information, please see Planning Your Trip. Treasury & Payment Services
Booking Guest Travel in Concur – Quick Guide Opens in a new tab. PDF This guide takes the travel arranger through the steps to book guest travel in Concur. For more information, please see Planning Your Trip. Treasury & Payment Services
Travel Advance Card Request Quick Guide Opens in a new tab. PDF This guide provides detailed instructions for requesting a Travel Advance Card (TAC). For more information, please see Planning Your Trip. Treasury & Payment Services

Buying Goods & Services
Resource Type / Location Description Department
Purchasing Process Manual Opens in a new tab. PDF This process manual outlines key considerations for campus when working with the Purchasing department. For more information, please see Buying Goods and Services. Purchasing
One Card Process Manual Opens in a new tab. PDF This process manual provides complete information regarding the One Card program. For more information, please see One Card Program. Treasury & Payment Services
One Card Detail Guide Opens in a new tab. PDF This guide explains how to obtain a One Card as well as acceptable use. For more information, please see One Card Program. Treasury & Payment Services
One Card Application Quick Guide Opens in a new tab. PDF This document explains how to apply for a One Card using the PeopleSoft form. For more information, please see One Card Program. Treasury & Payment Services
One Card Application Approver Quick Guide Opens in a new tab. PDF This document explains how to approve a request for a One Card. For more information, please see One Card Program. Treasury & Payment Services
One Card Reference Aid Opens in a new tab. PDF This reference aid provides a brief overview of how to use the University One Card. For more information, please see One Card Program. Treasury & Payment Services

Approving a One Card Statement – Quick Guide Opens in a new tab.

 PDF This guide provides instructions on how to approve One Card transactions. For more information, please see One Card Program. Treasury & Payment Services

Updating a One Card Statement – Quick Guide Opens in a new tab.

 PDF This guide provides instructions on how to update a One Card statement for Cardholders and reconcilers. For more information, please see One Card Program. Treasury & Payment Services
PeopleSoft Missing Receipt Form Quick Guide Opens in a new tab. PDF This guide provides instructions for completing the Missing Receipt Form in PeopleSoft. For more information, please see One Card Program. Treasury & Payment Services

eProcurement Business Justification Quick Guide Opens in a new tab.

 PDF This quick guide provides instructions for adding the purchase category and business justification in eProcurement. For more information, please see One Card Program. Purchasing
eProcurement UI Quick Guide Opens in a new tab. PDF This guide provides brief overview of the eProcurement user interface. For more information, please see eProcurement Resources. Purchasing

Purchase Category Quick Guide Opens in a new tab.

 PDF This guide provides guidance on determining purchase category. For more information, please see eProcurement Resources. Purchasing
eProcurement Non-Catalog / Contractors Quick Guide Opens in a new tab. PDF This guide provides step-by-step instructions for submitting a Non-Catalog requisition. For more information, please see eProcurement Resources. Purchasing
eProcurement Non-Catalog / Contractors Training Video Opens in a new tab. Video This video goes over how to complete the eProcurement Non-Catalog / Contractors form. For more information, please see eProcurement Resources. Purchasing
Splitting Costs Between Cost Centers Quick Guide Opens in a new tab. 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
eProcurement Receiving Quick Guide Opens in a new tab. PDF This guide provides information for how to enter a cost or quantity receipt in eProcurement. For more information, please see eProcurement Resources. Treasury & Payment Services
eProcurement Approvals Quick Guide Opens in a new tab. PDF This quick guide provides step-by-step instructions for approving pending requisitions in eProcurement. For more information, please see eProcurement Resources. Purchasing
eProcurement Email Approval Quick Guide Opens in a new tab. PDF This quick guide provides step-by-step instructions for setting up email approval in eProcurement. For more information, please see eProcurement Resources. Purchasing
Supplier Search in eProcurement – Quick Guide Opens in a new tab. PDF This guide provides step-by-step instructions for searching for suppliers in eProcurement. For more information, please see Supplier Management. Financial Management Services
PaymentWorks Campus Training  Opens in a new tab. Video This video provides an overview of onboarding a supplier and other functions in PaymentWorks. For more information, please see Supplier Management. Financial Management Services
PaymentWorks Campus Training Presentation Opens in a new tab. Microsoft PowerPoint This presentation provides an overview of onboarding a supplier and other functions in PaymentWorks. For more information, please see Supplier Management. Financial Management Services
PaymentWorks Profile Detail Guide Opens in a new tab. PDF This quick guide provides an overview of profile management in PaymentWorks. For more information, please see Supplier Management. Financial Management Services
Sending a PaymentWorks Invitation – Quick Guide Opens in a new tab. PDF This quick guide provides instructions on sending a supplier invitation in PaymentWorks. For more information, please see Supplier Management. Financial Management Services
eProcurement Requisition Export Quick Guide Opens in a new tab. PDF This guide shows how to export requisition information in eProcurement. For more information, please see Supplier Management. Financial Management Services
PaymentWorks Supplier Onboarding Status – Quick Guide Opens in a new tab. PDF This guide demonstrates how to track the status of a new supplier in PaymentWorks. For more information, please see Supplier Management. Financial Management Services
Merge Documents by Combining Files in Acrobat – Quick Guide Opens in a new tab. PDF This guide provides step-by-step instructions for merging documents into a single PDF file in Acrobat. For more information, please see Supplier Management. Financial Management Services
Invoice Status Quick Guide Opens in a new tab. PDF This job aid provides step-by-step instructions for viewing invoices in eProcurement. For more information, please see eProcurement Resources. Treasury & Payment Services
Contract Management Process Manual Opens in a new tab. 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 Opens in a new tab. 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
Disbursement Process Manual Opens in a new tab. PDF This document is intended to guide the campus community in understanding the protocol and services.  Treasury & Payment Services

Buying Goods & Services
Resource Type / Location Description Department
Marketplace Refunds – Quick Guide Opens in a new tab. Microsoft PowerPoint This presentation outlines the steps for issuing a refund via Marketplace. For more information, please see Accepting Payments. Treasury & Payment Services
Marketplace Reports – Quick Guide Opens in a new tab. Microsoft PowerPoint This presentation outlines the steps for pulling CSV reports of products and revenue in Marketplace. For more information, please see Accepting Payments. Treasury & Payment Services
Marketplace Orders – Quick Guide Opens in a new tab. Microsoft PowerPoint This presentation outlines the steps for finding and viewing specific transactions in Marketplace. For more information, please see Accepting Payments. Treasury & Payment Services

Electronically Sign Documents
Resource Type / Location Description Department

DocuSign Orientation Video Opens in a new tab. 

 Video This video covers logging in, the DocuSign “Home” and “Manage” screens, sending an envelope, viewing the status of an envelope in progress, and the completed document. For more information, please see Electronically Sign Documents. Contracts Administration

DocuSign Templates Video Opens in a new tab.

 Video This video covers preparing a document, creating a template, sending a test envelope, sharing templates, and template security. For more information, please see Electronically Sign Documents. Contracts Administration

DocuSign Bulk Send Video Opens in a new tab.

 Video This video covers the bulk send feature, including downloading and using a CSV template and additional options. For more information, please see Electronically Sign Documents. Contracts Administration