This page lists some key resources to become familar with when assuming administrative staff duties and/or training new administrative staff. Please contact John if you have further questions, concerns, or suggestions for improvement.
Liberal Arts - Business Procedures Guide
Entertainment | Travel | Purchases | Object Codes | Budgets and Accouting | Conferences | Work Orders | Scholarships | UT Market | FRMS | Inventory | and this guide includes many more specific topics and procedures, so use it often!
Each area of the Dean's Office has additional resources and services, and some featured resources are:
Contracts and Grants Services | Course Scheduling Resources | HRMS News and Resources | Administrative Applications | Instructional Technology Services | Departmental Website (CMS) resources | Student Affairs | Faculty Affairs | | Ask Libby FAQ (Student Resource)
Business Affairs Procedures: Faculty HR (Orientation, Outside Employment, etc) | Faculty Leaves | Faculty Recruitment | Faculty Retention (Counter offers, etc) | Faculty Reviews (Governance, Post Tenure Review, Probation Policy, Third Year Review) | Faculty Separation
Subscribe to these lists if relevant to your duties
-Office of Accounting-Online Services Portal
includes links to balances, transactions, reports, purchasing, Statement of Accounts/Expense Account Certification, and many more services. For example, the Account Balances page and the Unit Balances page are useful to get short view of your accounts (see also in DEFINE GB1 and GB2 screens). The Expense Account Certification page is availbe for the Unit Head and the Ledger Sheet Contact (see OHS-Organizational Hierarchy system to assign a LSC)
Newly Improved! Handbook of Business Procedures (University Wide):
Business and Financial Administration | Fund Accounting | Budget | Fund Transfers | Sales of Goods and Services | Cash Handling | Purchasing | Business Contracts and Agreements | Expenditure Procedures (see also Accounts Payable) | Travel | Independent Contractors | Payroll Services | Scholarships and Fellowships| Student Accounting | Inventory Control and Property Management | Office of Sponsored Projects/Sponsored Projects Award Administration | |Risk Management | Records Management| Open Records | HUB/SADBO Office Small and Disadvantaged Business Organizations
Thes pages in UT Direct to perform many financial tasks, such as paying scholarships (SS1/SSA docs), inventory Updates, and purchasing goods and services from particular vendors. Specifice *DEFINE command authorizations are required to use these systems, so contact your departmental Office Manager if you cannot access these services.
* Inventory (Login) | Online Help
* Scholarships/Fellowships (Login) | Online Help
* UT Market (Login) | Online Help
The online help is available both within the FRMS system and the AskUs system.
DEFINE is the mainframe system used to create and approve most financial documents that aren't processed in FRMS system.
Getting Started with *DEFINE
DE 232-Introduction to DEFINE-Class Handout (PDF) - Videos
DEFINE Resources by Topic
DEFINE Command Handouts (PDF)
DEFINE class videos
DEFINE common useful screens
more DEFINE resources ...
Glossary of Common Business and Financial Terms
Accouting FAQs - AskUs
The "Ask Us" is a searchable frequently asked questions website and offers answers to many common accounting related questions, including, DEFINE, purchasing, HRMS and other university administrative systems. In addition to other campus resources, these frequently asked questions are useful to review often!