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
Resource Type / Location Description Department
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 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
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
LERR Guidelines PDF These 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 Edition PDF This handbook explains the types of reports available and how to access them. Accounting & Financial Reporting
STAR’s and UTRIP Guidelines PDF These 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
Resource Type / Location Description Department
BPM – An introduction Video This 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 Document Video This 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 Tab Video This 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 Control Microsoft PowerPoint This 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 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
Build a Budget Overview Page-Quick Guide PDF This guide provides a quick guide for creating a Budget Overview Inquiry page. For more information, please see Budget Development. Budget & Financial Planning
FY 20 BPM Checklist Microsoft Excel This checklist is provided to assist with budget development. For more information, please see Budget Development. Budget & Financial Planning
FY 20 Budget Guidelines Microsoft Word These guidelines are provided to assist with budget development. For more information, please see Budget Development. Budget & Financial Planning
FY 20 Budget Presentation Microsoft PowerPoint This presentation outlines the budget development process and timeline. For more information, please see Budget Development. Budget & Financial Planning
FY20 Budget Development Training Manual Microsoft Word 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
Pre-encumbrance FAQs PDF This document answers many common questions about pre-encumbrances. For more information, please see Budget Development. Budget & Financial Planning
Pre-encumbrance Training Presentation Microsoft PowerPoint This 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 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

Contracts Administration
Resource Type / Location Description Department
ClinCard Cardholder FAQ Ask Yoda This 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 FAQ PDF This document answers many common questions site coordinators may have about ClinCard payments. For more information, please see ClinCard Payments. Contracts Administration
Contract Management Handbook PDF This handbook explains the process for managing University contracts. For more information, please see Contracts’ Resources and Templates. Contracts Administration

Financial Management Services
Resource Type / Location Description Department
Account Code Definitions PDF An 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 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
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
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
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
Chartfield Naming Standard Definitions PDF This 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 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
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
Function Code Definitions PDF Function 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 Definitions PDF The 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 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
Ledger Inquiry 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 PeopleSoft Information. 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. Letters of Representation. 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
Payroll Budgetary and Expense Accounts PDF This 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 Guide PDF This 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 Guide PDF This 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 University In-Person training PeopleSoft 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 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
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
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
User Guide for PeopleSoft Cost Center Request Forms PDF This 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
Resource Type / Location Description Department
Concur Travel Quick Start Guide Microsoft Word This 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 Sheet PDF Local 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 Concur Video This video from Concur explains how to book a flight. For more information, please see Travel. 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 Travel. 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 Travel. Payment Services
Invoice Status Quick Guide PDF This Quick Guide explains how to view invoices and understand invoice status. 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. 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. 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. 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. 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. 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. Payment Services
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. 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. 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. 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. 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 Travel. Payment Services
Receiving by Cost (Quick Guide) PDF This quick guide explains how to create a cost receipt. For more information, please see Payments. Payment Services
Receiving by Quantity (Quick Guide) PDF This quick guide explains how to create a quantity receipt. For more information, please see Payments. 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 Travel. 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 Travel. Payment Services

Payroll & Data Management/caption>
Resource Type / Location Description Department
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 & Data Management
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 Payroll Information. Payroll & Data Management
Direct Deposit Quick Guide PDF This 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 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 Payroll Information. Payroll & Data Management
ePAR Approver Quick Guide PDF This quick guide will show how to approve an ePAR. For more information, please see Payroll Information. Payroll & Data Management
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 & Data Management
Fiscal Year 2020 Instructions Microsoft Word This guide gives you an overview of the payroll process for new and existing employees for FY2020.   Payroll & Data Management
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 Payroll Information. Payroll & Data Management
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 Payroll Information. Payroll & Data Management
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 Payroll Information. Payroll & Data Management
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 & Data Management
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 Payroll Information. Payroll & Data Management
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 Payroll Information. Payroll & Data Management
Summer Payroll Instructions handout Microsoft Word This guide how to add Research Assistants, Teaching Assistants, Lecturers, and Faculty for summer employment. Payroll & Data Management
Summer Payroll Instructions presentation Microsoft PowerPoint This presentation outlines the process for adding Research Assistants, Teaching Assistants, Lecturers, and Faculty for summer employment. Payroll & Data Management
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 Payroll Information. Payroll & Data Management
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 Payroll Information. Payroll & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 & Data Management
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 Payroll Information. Payroll & Data Management
Two year DBT ePAR quick guide Microsoft Word This guide explains how to use the Two Year DBT feature of ePAR.  Payroll & Data Management

Purchasing
Resource Type / Location Description Department
Job Aid for FY20 Orders PDF This guide will show you how to set up a requisition to purchase goods and services in FY2020 in eProcurement starting August 1, 2019.  Purchasing