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Budget Office

Budget Update Document Tips and FAQs

This page is categorized by sections of the Budget Update Document. Tips will be listed immediately following the section header followed by FAQs for that section.  Users may perform a search on this webpage by pressing the Ctrl and F key on their keyboard at the same time, and then entering a word to search for.

General

Tips
Why did I get an error message in *DEFINE when trying to access the BDL command?
I changed the fiscal year on the change desk/view screen, but the documents listed on the Create, Status, and Mass Approve Page are for a different year. Why?
I changed my desk and view, but I still get an error telling me I'm not on the right desk/view. Why?
I know the budget group number of my document. How do I view the document?
I created a document and it doesn't appear in my inbox. Where is it?
I am encountering errors in the document, where do I report these?
I selected several budget groups I want to create on the Create Page and then got the next listing of budget groups and selected several of them. After clicking the ‘Create Selected’ action, the first budget groups still appear as not created. Why?
I deleted a document by accident. How do I get it back?
What is the endowment payout rate?
How can I find the LTF units for a budget group?

Account Summary

I noticed that there is a reserve for salaries appropriation code and a merit pool appropriation code. What is the difference?
I cannot update my non-E&G transfer that is receiving funds from another account. Why?

Base Pay/Additional Pay (Position Information)

Tips
I have a filled position that loaded as vacant. What happened?
The 8/31 column for my vacant position isn’t the last incumbent’s rate. Why?
The 8/31 column changed. What happened?
I have a position that has Additional Pay, but the position did not load to my document. What happened?
I have an A&P position that only works for nine months (or summer only). There are no dates in the BUD. How do I adjust the allocation?
I have a faculty member that teaches during the long session and during the summer on their faculty position. How do I budget for their summer teaching assignment?

Actions

Tips
How do I return a document to a prior user?
How do I print?
How do I recall a document?

Reports

Tips

General:

Tips

  • Mozilla Firefox is the recommended web browser; ensure that you have the latest version.
  • Verify the document often. At first creation of the document it is recommended that all users perform the verify action. This will ensure that any behind the scenes calculations are updated. Additionally, as users proceed through the document they should verify to update calculations for changes in position information and/or non E&G transfers.

Why did I get an error message in *DEFINE when trying to access the BDL command?
A: The BDL command in *DEFINE is not available for fiscal years FY 10-11 and beyond. Users may only access 09-10 and prior year BDLs in *DEFINE. For FY 10-11 and beyond, users should use the web budget update document (BUD) accessed via https://utdirect.utexas.edu/budget/bud

I changed the fiscal year on the change desk/view screen, but the documents listed on the Create, Status, and Mass Approve Page are for a different year. Why?
A: The fiscal year on the change desk/view does not affect the BUD. Additionally, the fiscal years on the Create and Mass Approve pages are locked because these pages are only applicable to the next fiscal year.

I changed my desk and view, but I still get an error telling me I'm not on the right desk/view. Why?
A: After changing your Desk and View, click the button "Update Authorizations" and close the Change Desk/View window. You may need to reload/refresh your BUD page for the new Desk and View to take effect.

I know the budget group number of my document. How do I view the document?
A: You may enter the budget group in the search field at the top of the Budget Update Document, on the Home tab, the Budget Group Create tab, or on the Document tab.

I created a document and it doesn't appear in my in-box. Where is it?
A: The standard Electronic Document Inbox default is the ‘For Your Approval’ tab. You will need to select the ‘Created Documents’ tab.

I am encountering errors in the document, where do I report these?
A: UT Austin users can visit the BUD support page to find the Report an issue link.

I selected several budget groups I want to create on the Create Page and then got the next set of budget groups and selected several of them. After clicking the ‘Create Selected’ action, the first budget groups still appear as not created. Why?
A: After selecting the documents to be created, click Create Selected button before going to the next set of budget groups. The Create page does not remember which documents you've selected from a previous page.

I deleted a document by accident. How do I get it back?
A: If you delete a document, it can be re-created via the Create page. Your document will be recreated and any updates you made before deleting will have been saved.

What is the endowment payout rate?
A: The estimated payout rate for FY 12-13 is .3283. This rate is pending approval by the UTIMCO Board and the Board of Regents.

How can I find the LTF units for a budget group?
A: If the 57 account is known, use GB1 in *DEFINE and enter the 57 budget group with the 21 sub in the Account field and press enter. The LTF units will list in the bottom right of the screen. If the 57 account is not known, you can look it up by using the GBR command in *DEFINE. Enter the 30 budget group in the Account field and press enter. If the 30 budget has a related 57 account, it will list. This account can then be entered in the GB1 screen.

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Account Summary:

I noticed that there is a reserve for salaries appropriation code and a merit pool appropriation code. What is the difference?
A: The salary reserve appropriation codes (2C – faculty, 2D – A&P, and 2M – Classified) should be used when reserving a lump sum base pay or additional pay amount for a position or positions. The merit pool appropriation codes (2N – faculty, 1M – A&P, and 3M – classified) should only be used for budgeting merit pools.

I cannot update my non-E&G transfer that is receiving funds from another account. Why?
A: Non-E&G transfers can only be updated in the funding account BUD (has the transfer to appropriation code). Updates in the document will automatically update the recipient BUD (has the transfer from appropriation code).

Base Pay/Additional Pay (Position Information):

Tips

  • The BUD is a snapshot from HRMS as of the BUD position load date(s) – see the current year budget calendar for these dates. This means that the BUD will display position information and incumbent information (including hours and titles) that were effective on that date(s). Changes that are processed in HRMS after the BUD position load dates will not push to the BUD automatically. Additionally, changes to incumbent and reclassifications cannot be processed in the BUD. If changes made to a position in HRMS should update the BUD, the position can be deleted from the document and re-added.
  • When a position is added to a BUD, it always loads the most current information from HRMS.
  • Make sure all HRMS documents are final approved before adding new positions to the budget update document. Once a position is added to the document, it cannot be updated with HRMS information
  • Positions with 0 hours, 0% time, and/or $0 rate will not load to the Budget Update Document. Note: Rate is only applicable if the position is filled.
  • Hourly, retired, and non-tenured faculty position types are not budgeted.
  • Position allocation in the BUD is calculated using position hours x rate or FY baseline x funding distribution. The BUD does not use incumbent hours when calculating allocation.

I have a filled position that loaded as vacant. What happened?
A: The BUD looks at assignments that are active 9/1 of the next fiscal year to determine incumbent. Please check HRMS to see if the current assignment has an end date.

The 8/31 column for my vacant position isn’t the last incumbent’s rate. Why?
A: The 8/31 rate for a vacant position pulls from the current year baseline rate, which is different than the incumbent’s rate.

The 8/31 column changed. What happened?
A: The 8/31 column is the only item in the BUD that updates live as changes are made in HRMS.

I have a position that has Additional Pay, but the position did not load to my document. What happened?
A: The BUD only loads permanent additional pay types that are effective 9/1 of the next fiscal year. For faculty, the additional type is Salaried Supplement (Endowed) and for A&P, the additional pay type is Salary Supplement Permanent. Please check the Incumbent tab on HRMS to see if the additional pay type is one of these two types and that the additional pay exists on 9/1 of the next fiscal year (note: if the additional pay does not have an end date, it does exist on 9/1 of the next fiscal year).

I have an A&P position whose incumbent only works for nine months (or summer only). There are no dates in the BUD, how do I adjust the allocation?
A: Adjust the funding distribution.

  • For nine month A&P positions, if the position is only budgeted on 1 account, then the distribution is 75%. If the position is budgeted on 2 accounts, the distribution is 37.5% on each account.
  • For summer A&P positions, the base distribution is 25% if budgeted on 1 account and 12.5% if budgeted on 2 accounts.

I have a faculty member that teaches during the long session and during the summer on their faculty position. How do I budget for their summer teaching assignment?
A: Faculty positions can be budgeted up to 133.333% distribution. A summer assignment at 100% time is 33.333% distribution.

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Actions:

Tips

  • Verfiy the document often, especially if it has positions or non-E&G transfers.

How do I return a document to a prior user?
A: The RPA action allows a user to return the document to one of the previous approvers of the document.

How do I print?
A: The print to WebSpace action (PRW) is available in the actions pull-down on the Document Review & Approval tab. A print submitted via PRW will route to a user’s WebSpace account. For more information on WebSpace, go to WebSpace Instructions. The output will deliver in a single PDF document; the budget group number will be in the document name. If a user also has a PRT action available in the actions pull-down menu, a print submitted via this action will route to the user’s local TID printer.

How do I recall a document?
A: The recall function is not available in the BUD. Documents can only be returned by someone on the current desk of the document using the RPA action.

Reports: