Budget Preparation Training Manual
Revised - 2010
Table of Contents
a. User Security
b. Log In
2. Main Menu
b. Options Link
3. Reporting Events
a. Reporting Events Overview
b. Event Codes
c. Budget Form Packages
i. Budget Summary Form
1. State/Contract & Grant template
ii. Payroll Form Template
1. Payroll Form Instructions
2. Benefits Adjustments
3. Lump Sum Adjustments
4. Opening/Activating Payroll Form
a. Reports Overview
b. Baseline Report Instructions
c. Employee Report Instructions
a. Workflow Overview
b. My Workflow Link
6. Completing Reporting Events
a. Completing Reporting Events Overview
b. Email Message
c. Pending Completion Status
7. Completed Events
1.a. Security Access
Complete ER System Security Request Form
located on the Budget Office website:
Information needed to complete form:
UTD Net ID
Level of Security to Reporting Events
Event 01 – Departmental Input
Event 01 – Director/Department Head
Event 02 – School/Division
Event 03 – Provost/VP
Events may shift according to structure of
Approver has authority to complete an
Event which sends to next Level and Event.
See 5. Workflow for further details.
1.b. Security Access
Access Budget Horizon at the following web address:
User Name – UTD Net ID
User Password –For new Users please call
Budget Office for initial password (once
initial password is received, change
password in Options – located on Main
2. a. Main Menu
• Reporting Events
(Budget Form Packages)
• Completed Events
Password Change 2
• Exit System
4. Drop Down Links
• Provides another option to
access Events and accounts.
5. Display Browser 3
2.b. Main Menu
Access by clicking Options link
Settings are saved and applied
each time computer is used to
log on to the Web extension.
For new Users please call
Budget Office for initial
password .initial password
If you forget user password,
please contact the Budget
Office at x2663 and request
Budget Horizon password
change to reset.
3.a. Reporting Events
Access by clicking Reporting Events
Reporting Events Link displays list of
Budget Form Packages as determined by
Users security. Reporting
Budget Form Packages
Departmental accounts are grouped
based on funding type.
BA – Baseline (General University
Accounts) Budget Form Click on Budget Form package
NB - Non Baseline (Self Supporting) packages link to advance to next step
C&G – Contract & Grant
STUFEES – Student Fees (418xxx)
RESENH – Research Enhancement
New Account Requests- follow current
UTD New Account Request process.
The Budget Office will contact department
once the account(s)are ready to view and
3.b. Reporting Events
Access by clicking Budget Form Package
link on Reporting Events screen
Displays Budget Form
Starts the event process for the Budget Form Package selected
Event Code displayed depends on which
Event you are assigned to:
Event 01 – Departmental Input
Event 01 – Director/Department Head
Event 02 – School/Division
Event 03 – Provost/VP Click on Event Code
link to advance to next
Event Status Values:
Not Started - The event has been
defined, but the reporting unit has not
opened any forms.
Open – The reporting unit has opened
at least one form.
Reopened- The reporting unit has
chosen Completed for the event, but
the Approver has reopened the event.
Completed – The reporting unit has
filled in and stored and processed all
forms in an event.
3.c. Budget Form Packages
Access by clicking Event on
Event Code screen
Budget Form Packages contain two
Budget Summary -used to
budget revenue, operating costs,
transfer funds to other accounts,
project FY11 beginning balance,
close an account , and make
changes to the responsible
BUDGDR – Department
BUDGSD – School/Division
BUDGPV – Provost/VP
Payroll - used to make any
necessary adjustments to an
employee assignment. Click on account
link to advance to
Accounts that are attached to Budget
Form packages are displayed for each
Form Code under Form Name.
NOTE: If account has no payroll data
only the PAYROLL link will be visible
– see 3.c.ii.4. on details on how to
open(activate) account payroll form.
3.c.i. Budget Summary Form
Account Name, Responsible
Person and Close Account fields
Revenue – enter as a positive
Click Store number
(stores data) and ---------------------------------------
then Process –
NOTE: Be sure
BUDG(account #) Payroll amounts are populated
is in field before from Payroll Form
Operating Expenses – enter as a
Transfer In -populated if receiving
a transfer(s) from another account
Transfer Out – Enter account the
funds are being transferred to and
enter $ amount as a negative
Transfer Out (8330) for Budget
Current Year Adjustment- enter a
positive or negative amount to adjust
current fiscal year ending balance
3.c.i.1. Budget Summary Form
State/Contract & Grant Template
State and/or Contract
& Grants account
templates do not have
State accounts will
reflect a negative
3.c.ii. Payroll Form
Example of Current Employee
data entry line
Delete Assignment Box
Example of New Employee/Change
Assignment data entry line
When done with all changes be sure
account working on is in this field
before clicking Process
3.c.ii.1. Payroll Form
Changing Current Employee Adding New Employee
1. Only the following boxed fields can be updated on a In the Add Employee box
1. Enter job class
a) Override Rate
b) Allocation % Override a) Hit F2 for a drop down box of job classes.
c) Start/End Date b) Sub code defaults based on Job Class entered.
d) Medical, FT/PT, Retire Code 2. Enter UTD ID
a) Enter first four letters of last name and UTD ID# –
2. To delete an employee : SMIT12345678.
i. If last name is less than 4 letters put a zero in place
a) Put an X in the delete assignment box.
of letters – YI00.
i. Note: Employee will still appear on Payroll Form.
ii. If UTD ID is not in Budget Horizon contact Budget
b) Employees Total Salary/Comp will change to zero Office to have name added.
after clicking the store button. b) Note: Only numeric UTD ID will appear in the UTD ID
c) If you want to undelete the X from the box hit the column.
backspace button. c) Click Store button to have employee appear on
Employee Data entry field line.
3. To change Current Employees assignment other than 3. All boxed fields must be entered.
what is notated in 1 above. a) Note: FTE, Man Months, Total Salary, Total Fringe,
a) Put an X in the delete assignment box and add Total Comp are calculated fields.
employee in the Add Employee Box . b) Follow current UTD polices regarding personnel
i. Note: Employee will still appear on Payroll Form. appointments.
ii. Proceed to Adding New Employee section for 4. Senior Lecturers – cost will go to sub-code 1023 on Budget
further information. Summary Form.
5. Blank Positions: Use Z999 as the UTD ID. If adding more
4. Store data when complete with all employee changes. than one blank position with the same job class( within the
account) you will need to use Z999 for the first position,
Z998 for the second, Z997 for the third, etc.
5. Click Process to populate/update Budget Summary
Form. 6. Store data when complete with all employees changes.
7. Click Process to populate/update Budget Summary Form.
3.c.ii.2. Payroll Form
Benefit Calculations – calculated according to rates on Staff Benefit Rate sheet located on Budget
Office website http://www.utdallas.edu/budget/forms/.
a. The following are data entry fields(drop down fields):
i. Medical Code
iii. Retire Code
b. Other benefits are calculated in Total Benefits Cost based on employees rate.
i. FICA, UCI, Medicare, Vacation/SL
c. Note: For Baseline accounts no data entry needed –Benefits totals do not carry forward to
Budget Summary Form.
d. To add to Benefit budget amount use the Budget Benefit Adjustment field in the Account
Summary section (located on bottom right of Payroll form).
Benefit data entry fields
3.c.ii.3. Payroll Form
Lump Sum Adjustments
Wage(1050) Lump Sum Adjustment field:
Amount entered in this field is in addition to sub total 1051 salary cost.
At least one HRS position must be entered if budgeting wage lump sum amount.
Enter a negative amount to subtract from sub-total amount.
Faculty Sal-Lump budgets sub-code 1022.
Accounts that have Faculty allowable expenses only.
Longevity and Budget Benefits Adjustment fields:
Amounts entered in these fields are in addition to sub-total costs for Longevity and Benefits.
NOTE: Research Assistant(1032), Teaching Assistant(1031), Lecturers(1024) lump sum adjustments
• Currently no field is available to add to sub-total amount.
• To add to your sub-total cost create a Blank position for the job class you want to adjust .
• Make the cost the amount you want to add to your lump sum .
3.c.ii.4. Payroll Form
Opening/Activating Payroll Account Form
After clicking PAYROLL
link a Variable Dialog
Box will appear
from drop down
list to activate –
Access by clicking Reports link on Main Menu screen
Run at the School/Division level to ensure
you have budgeted within the appropriate
VERY IMPORTANT to complete prior to
completing your Baseline Budget Form
Listing of Employees on the following levels:
Budget Form Package
Export to Excel feature Baseline and Payroll_EMP links
Click excel button prior to running your
Be sure to unclick after exporting your
report or you will stay in excel mode each
time you run a report
Baseline Report Instructions
After clicking Baseline link you will be taken to Variable Dialog
Enter School or Division
Enter Y for Baseline(N for Non-Baseline accounts)
Enter 1101 for Budget Year
Enter B1 for Enter Budget Version
Allocation Total amount is
Employee Report Instructions
After clicking Payroll_EMP link you will be taken to
Variable Dialog Box
Enter -Either School/Division, Department, Budget Form
Report displays the following:
• UTD ID
Enter - 1101 for Budget Year
• Employee Name
Enter - B1 for Enter Budget Version
• Job Class
• FY2010 Rate
• FY2011 Rate
• Allocation %
• Start/End Date
• Merit Increase
The user workflow for Budget Horizon enables users to monitor and control the workflow of Budgets(Reporting
Events). The workflow includes an email function and a status overview which notifies both Approvers and
Contributors throughout the Budget Prep process.
Workflow is determined by who sees the Reporting Event 1st , 2nd , 3rd and so on. Budget Horizon calls this “Levels”.
Within each Reporting Event contains a Level opening for a Contributor and Approver.
A Contributor can perform all necessary account revisions. Once the Contributor completes their revisions,
they will press the ‘Finish’ button and an email will be sent to the Approver for that Event/Level.
An Approver has the same functional capabilities, in addition to being able to close the Reporting Event which
moves it to the next Event/Level.
Note : When the Approver closes the package it is no longer available for input.
Each Reporting Event Level of approval must accommodate these rules:
Option 1 - No users identified as Contributor or Approver (only applicable to Level 1)
Option 2 – Minimum of one user identified as an Approver (Levels 1, 2, & 3)
Option 3 – Identify a user as a Contributor and a different user as Approver (Levels 1, 2, & 3)
A User cannot be identified in different Events/Levels. For example, a School Fiscal Officer cannot be in
Event/Level 1 and 2.
My Workflow Link
Access by clicking My Workflow
My Workflow shows the current
status of each Budget Form Package
the User has security to. It will either
show a blank status (no action has
been taken) or a green check mark if
the Approver/Contributor has
completed their input or review
Example of Workflow configuration
for employee Usertest and Budget
Form package Unit 10999_NB: Designates a contributor.
A contributor cannot close Status – a green checkmark
Logged in as Usertest and clicked an Event – just notifies the designates that Level has been
on My Workflow
next Level they are finished completed
My Workflow with entry
a. User Test is Level 1 and has ER link
security for EVENT01. User Test
is designated as an Contributor.
b. Director Bob is Level 2 and has
ER security for EVENT01.
Director Bob is designated as a
c. School/Division Sue is Level 3
and has ER security for
EVENT02. School/Division Sue
is designated as an Approver.
d. Dr. Provost/VP Smith is Level 4
and has ER security for Event03.
Dr. Provost/VP Smith is
designated as an Approver.
6.a. Completing Reporting Events
Logged in as Usertest –
note Finish button. Once
Finish button is clicked an
email message will be sent to
the next person(Level) within
NOTE: If assigned as an
All accounts must be set to OK
Approver a Complete button
status, (as a result of processing
will be visible and once button
Budget forms) before clicking the
Finish or Complete button is clicked it will officially close
that Reporting Event(send to
6.b. Completing Reporting Events
Warning message asking: Are you sure you want
to Complete the Event?
Click Send Email
Click OK to go to next
Email Message Box
6.c. Completing Reporting Events
Pending Completion Status
For Levels 2 and 3 cannot
Finish/Complete Budget Form
Package until the Level before
has been completed.
7. Completed Events
Access by clicking Completed Events link
Once the Complete button is pushed on
the Reporting Event Package goes
to Completed Events. Completed Events
The user will have view only
status for the completed Budget
Note: FY10 Budget Form Packages are
also available to view.
Click Budget Form
Package to view package