Welcome to the one-stop resource for how-to materials and training from the Office of Budget and Finance. 

Task-specific guides, overviews, and job aids for all OBF functional areas are available, including Budget, Accounting & Financial Reporting, Payment Services, Payroll & Data Management, and Purchasing. 

Use the box below to search the table, or browse a department’s content. Note: some training may require your UTD Net ID and password. 

We are always growing. Search Ask Yoda for Frequently Asked Questions (FAQs) or email us if you didn’t find what you need. 

 

Accounting & Financial Reporting
ResourceType / LocationDescriptionDepartment
Available Fund Balance OverviewPDFThis 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 GuidePDFThis 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 Quick GuidePDFThis guide provides step-by-step instructions on how to create an IDT journal. For more information, please see Accounting References.Accounting & Financial Reporting
LERR GuidelinesPDFThese guidelines provide a summary of the program and examples of allowable and unallowable transactions. For more information, please see Sponsored Projects Accounting.Accounting & Financial Reporting
Operating Reports Handbook – 2nd EditionPDFThis handbook explains the types of reports available and how to access them.Accounting & Financial Reporting
STAR’s and UTRIP GuidelinesPDFThese guidelines provide a summary of the programs and examples of allowable and unallowable transactions. For more information, please see Sponsored Projects Accounting.Accounting & Financial Reporting

Budget & Financial Planning
ResourceType / LocationDescriptionDepartment
BPM – An introductionVideoThis tutorial explains the BPM module. This video is available through the Galaxy portal, under My Galaxy Training > Gemini Financials. For more information, please see Budget Development.Budget & Financial Planning
BPM – Attach a DocumentVideoThis tutorial shows how to attach a document to your BPM workbook. This video is available through the Galaxy portal, under My Galaxy Training > Gemini Financials. For more information, please see Budget Development.Budget & Financial Planning
BPM – Transfers TabVideoThis tutorial shows how to add a transfer to your BPM workbook. This video is available through the Galaxy portal, under My Galaxy Training > Gemini Financials. For more information, please see Budget Development.Budget & Financial Planning
Budget ControlMicrosoft PowerPointThis presentation provides an overview of Budget Controls and how to handle Budget Exceptions. For more information, please see Budget Development.Budget & Financial Planning
Budget Control Training GuidePDFThis 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
Build a Budget Overview Page-Quick GuidePDFThis guide provides a quick guide for creating a Budget Overview Inquiry page. For more information, please see Budget Development.Budget & Financial Planning
Fund Codes with Centrally Funded BenefitsMicrosoft ExcelThis is a list of fund codes with centrally funded benefits. Budget & Financial Planning
FY 20 BPM ChecklistMicrosoft ExcelThis checklist is provided to assist with budget development. For more information, please see Budget Development.Budget & Financial Planning
FY 20 Budget GuidelinesMicrosoft WordThese guidelines are provided to assist with budget development. For more information, please see Budget Development.Budget & Financial Planning
FY 20 Budget PresentationMicrosoft PowerPointThis presentation outlines the budget development process and timeline. For more information, please see Budget Development.Budget & Financial Planning
FY20 Budget Development Training ManualMicrosoft WordThis 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
Pre-encumbrance FAQsPDFThis document answers many common questions about pre-encumbrances. For more information, please see Budget Development.Budget & Financial Planning
Pre-encumbrance Training PresentationMicrosoft PowerPointThis presentation gives an overview of pre-encumbrances, how updates are processed, and related tools. For more information, please see Budget Development.Budget & Financial Planning
Use of Funds Guide (Excel)Microsoft ExcelThis 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

Contracts Administration
ResourceType / LocationDescriptionDepartment
ClinCard Cardholder FAQAsk YodaThis saved search answers many common questions that recipients may have about ClinCard payments. For more information, please see ClinCard Payments.Contracts Administration
ClinCard Site Coordinator FAQPDFThis document answers many common questions site coordinators may have about ClinCard payments. For more information, please see ClinCard Payments.Contracts Administration
Contract Management HandbookPDFThis handbook explains the process for managing University contracts. For more information, please see Contracts’ Resources and Templates.Contracts Administration

Financial Management Services
ResourceType / LocationDescriptionDepartment
Account Code DefinitionsPDFAn account is a five digit code assigned to each accounting transaction in order to categorize activity for reporting purposes. A PeopleSoft query can also be used to refer to all available accounts; the query is available in the Galaxy portal, under Gemini Financials > Main Menu > General Ledger Custom > CC Queries > Account Values. For more information, please see Chart of Accounts or Cost Center Reconciliation.Financial Management Services
Account Reconciliation-Excel BasicsPDFThis 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
Account Reconciliation-Quick GuidePDFThis 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 SummaryPDFThis 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
Chart of Accounts OverviewPDFThis 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
Chartfield Naming Standard DefinitionsPDFThis guide includes descriptions of cost centers, fund codes, and other chartfield values. For more information, please see Chart of Accounts.Financial Management Services
Cost Center Request User GuidePDFThis 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
Flagging TransactionsPDFThis 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
Function Code DefinitionsPDFFunction codes are expense classifications established to report expenses in financial statements and to categorize expenses for calculating indirect cost reimbursement rates on sponsored projects for Indirect Cost Proposals. This document outlines UTD’s function code definitions. For more information, please see Chart of Accounts.Financial Management Services
Fund Group DefinitionsPDFThe fund group identifies and categorizes the source of funding for a Cost Center. This document outlines UTD’s fund group definitions. For more information, please see Chart of Accounts.Financial Management Services
JIRA Request User GuidePDFThis 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
Ledger InquiryPDFThis 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 PeopleSoft Information.Financial Management Services
LOR PeopleSoft Guide for Cost Center OwnersPDFThis 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 HeadsPDFThis guide explains how to complete the LOR for a school or division, after all cost center owner LORs have been completed. Letters of Representation.Financial Management Services
Marketplace FAQsMicrosoft PowerPointThis presentation answers many frequently asked questions about Marketplace. For more information, please see Accepting Payments.Financial Management Services
Marketplace User OverviewMicrosoft PowerPointThis document outlines many common topics for using Marketplace. For more information, please see Accepting Payments.Financial Management Services
Payroll Budgetary and Expense AccountsPDFThis documents lists all of the 5-digit payroll expense accounts and their associated 4-digit roll-up parent budgetary account. For more information, please see Chart of Accounts.Financial Management Services
PeopleSoft Add to Favorites-Quick GuidePDFThis guide provides instructions on how to set up Favorites in PeopleSoft. This feature allows users to bookmark frequent utilized pages. For more information, please see PeopleSoft Information.Financial Management Services
PeopleSoft Hot Keys-Quick GuidePDFThis guide provides a list of PeopleSoft Hot Keys used as keyboard shortcuts within PeopleSoft Financials. For more information, please see PeopleSoft Information.Financial Management Services
PeopleSoft UniversityIn-Person trainingPeopleSoft University is a program to enhance the University of Dallas staff with a certificate program that promotes functional knowledge of the university’s ERP system. For more information, please see PeopleSoft Information.Financial Management Services
Petty Cash/Change Fund AuthorizationMicrosoft PowerPointThis presentation explains how to renew Petty Cash / Change Funds for a new fiscal year. For more information, please see Accepting Payments.Financial Management Services
Petty Cash/Change Fund Year-end reconciliationMicrosoft PowerPointThis presentation explains how to complete the Petty Cash / Change Fund Year-end reconciliation process. For more information, please see Accepting Payments.Financial Management Services
Processing a Refund in MarketplaceMicrosoft PowerPointThis presentation outlines the steps for issuing a refund via Marketplace. For more information, please see Accepting Payments.Financial Management Services
Pulling a Report in MarketplaceMicrosoft PowerPointThis 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 MarketplaceMicrosoft PowerPointThis 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 FormMicrosoft PowerPointThis 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 StoreMicrosoft PowerPointThis 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
Unclaimed Comet Cash ProcedureMicrosoft WordThis document is intended to describe all the steps required for handling unclaimed Comet Cash and other similar card balances. The Property Code, starting with section 74.001, defines the applicability and requirements associated with holding property that is presumed abandoned by the owner.Financial Management Services
User Guide for PeopleSoft Cost Center Request FormsPDFThis guide provides step-by-step instructions on how to use the PeopleSoft forms for requesting and modifying cost centers. For more information, please see Cost Center Maintenance.Financial Management Services

Payment Services
ResourceType / LocationDescriptionDepartment
Adding an Arranger to your Concur ProfilePDFIf 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 Travel.Payment Services
Adding a Global Entry or Known Traveler Number to Concur ProfilePDFIf 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 Travel.Payment Services
Concur Travel Quick Start GuideMicrosoft WordThis guide takes you step-by-step through booking travel on Concur (for yourself or another UT Dallas employee). For more information, please see Travel.Payment Services
Hotel Reference SheetPDFLocal hotel information, special rate and contact information. Use a One Card for all charges. For more information, please see Travel.Payment Services
How to Book a Flight in ConcurVideoThis video from Concur explains how to book a flight. For more information, please see Travel.Payment Services
How to Book a Hotel in ConcurVideoThis video from Concur explains how to book a hotel. For more information, please see Travel.Payment Services
How to Book a Rental Car in ConcurVideoThis video from Concur explains how to book a rental car. For more information, please see Travel.Payment Services
Invoice Status Quick GuidePDFThis Quick Guide explains how to view invoices and understand invoice status.Payment Services
One Card GuidePDFThis guide provides a one page overview of how to use the University One Card. For more information, please see One Card.Payment Services
One Card Guide for ApproversPDFThis quick guide explains how to approve One Card transactions in Citibank. For more information, please see One Card.Payment Services
One Card Guide for CardholdersPDFThis 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.Payment Services
One Card Guide for ReviewersPDFThis 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.Payment Services
One Card Printing Expense Report-ApproverPDFThis quick guide explains how to print expense reports as an approver. For more information, please see One Card.Payment Services
One Card Printing Expense Report-CardholderPDFThis quick guide explains how to print expense reports as a cardholder. For more information, please see One Card.Payment Services
One Card Printing Expense Report-ReviewerPDFThis quick guide explains how to print expense reports as a reviewer. For more information, please see One Card.Payment Services
One Card Program GuidePDFThis handbook explains how to obtain a One Card as well as acceptable use. For more information, please see One Card.Payment Services
One Card PS Application GuidePDFThis document explains how to apply for a One Card using the PeopleSoft form. For more information, please see One Card.Payment Services
One Card PS Application Guide for ApproversPDFThis document explains how to approve a request for a One Card. For more information, please see One Card.Payment Services
One Card: Split Transactions in CitibankPDFThis 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.Payment Services
Other Reimbursement Guide             PDFThis guide provides a one page overview of out of pocket reimbursement guidelines.Payment Services
Quick Guide for Booking Guest Travel in ConcurPDFThis guide takes the travel arranger through the steps to book guest travel in Concur. For more information, please see Travel.Payment Services
Receiving by Cost (Quick Guide)PDFThis quick guide explains how to create a cost receipt. For more information, please see Payments.Payment Services
Receiving by Quantity (Quick Guide)PDFThis quick guide explains how to create a quantity receipt. For more information, please see Payments.Payment Services
Travel Advance Card Citibank InstructionsPDFThis 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 Travel.Payment Services
Travel Advance Card Printing Report InstructionsPDFThis 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 Travel.Payment Services
Travel GuidePDFThis guide provides a one page overview of University travel guidelines. For more information, please see Travel.Payment Services

Payroll & Data Management/caption>
ResourceType / LocationDescriptionDepartment
Backup Approvers TrainingPDFThis training provides step-by-step instructions for approving timesheets for backup approvers. For more information, please see Time & Labor.Payroll & Data Management
Change Funding Sources ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
Direct Deposit Quick GuidePDFThis quick guide explains how to set up Direct Deposit through the PeopleSoft form. For more information, please see Direct Deposit.Payroll & Data Management
End Assignment ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
ePAR Approver Quick GuidePDFThis quick guide will show how to approve an ePAR. For more information, please see Payroll Information.Payroll & Data Management
Faculty Manager Quick GuidePDFThis quick guide provides short instructions for reviewing and approving timesheets for faculty managers. For more information, please see Time & Labor.Payroll & Data Management
Fiscal Year 2020 InstructionsMicrosoft WordThis guide gives you an overview of the payroll process for new and existing employees for FY2020.  Payroll & Data Management
Job Attribute Change ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
Leave of Absence ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
New Appointment – Secondary Assignment ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
Payable Approvers TrainingPDFThis 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 & Data Management
Retirement ePARMicrosoft PowerpointThis presentation shows how to enter a Retirement ePAR which is used to retire an eligible employee from UTD. For more information, please see Payroll Information.Payroll & Data Management
Return From LOA ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
Spring Payroll Instructions handoutMicrosoft WordThis guide how to add Research Assistants, Teaching Assistants, Lecturers, and Faculty for spring employment.Payroll & Data Management
Summer Payroll Instructions handoutMicrosoft WordThis guide how to add Research Assistants, Teaching Assistants, Lecturers, and Faculty for summer employment.Payroll & Data Management
Summer Payroll Instructions presentationMicrosoft PowerPointThis presentation outlines the process for adding Research Assistants, Teaching Assistants, Lecturers, and Faculty for summer employment.Payroll & Data Management
Supplemental Pay ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
Termination ePARMicrosoft PowerpointThis presentation shows how to enter a Termination ePAR which is used to terminate a current employee. For more information, please see Payroll Information.Payroll & Data Management
Time & Labor Comp Time OverviewPDFThis training provides step-by-step instructions for earning, checking, and using comp time for monthly employees. For more information, please see Time & Labor.Payroll & Data Management
Time & Labor Manager TrainingPDFThis 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 & Data Management
Time & Labor Quick Guide for FacultyPDFThis quick guide provides short instructions for reporting “NTR” or absences for faculty. For more information, please see Time & Labor.Payroll & Data Management
Time & Labor Quick Guide for Managers / Backup Approvers. PDFThis quick guide provides short instructions for reviewing and approving timesheets for managers and backup approvers. For more information, please see Time & Labor.Payroll & Data Management
Time & Labor Quick Guide for Monthly Exempt EmployeesPDFThis 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 & Data Management
Time & Labor Quick Guide for Monthly Nonexempt EmployeesPDFThis quick guide provides short instructions for reporting worked hours and absences for monthly nonexempt employees. For more information, please see Time & Labor.Payroll & Data Management
Time & Labor Quick Guide for RAs & TasPDFThis quick guide provides short instructions for reporting “NTR” for RAs and TAs. For more information, please see Time & Labor.Payroll & Data Management
Time & Labor Quick Guide for Semi-Monthly EmployeesPDFThis quick guide provides a short description of timesheet entry and web clock for semi-monthly employees. For more information, please see Time & Labor.Payroll & Data Management
Time & Labor Training for Monthly Exempt EmployeesPDFThis 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 & Data Management
Time & Labor Training for Semi-Monthly EmployeesPDFThis training provides step-by-step instructions for timesheet entry and web clock for semi-monthly employees. For more information, please see Time & Labor.Payroll & Data Management
Time Administrators Quick GuidePDFThis 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 & Data Management
Time Administrators TrainingPDFThis 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 & Data Management
Time & Labor Procedures HandbookPDFThis handbook provides an overview of Time & Labor, including UTD policies and procedures. For more information, please see Time & Labor.Payroll & Data Management
Transfer ePARMicrosoft PowerpointThis 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 Payroll Information.Payroll & Data Management
Two year DBT ePAR quick guideMicrosoft WordThis guide explains how to use the Two Year DBT feature of ePAR. Payroll & Data Management