Financial Budgeting
The Financial Budgeting Resources below provide the tools, training, and scheduling needed to plan, implement, and maintain operating budgets and financial plans that support the mission and goals of The University of Texas at Arlington and of the UT System and to prepare legislative appropriation requests. The Resources below also meet compliance requirements and provide useful information to the University's department/cost center managers.
Fiscal Year 2022-2023 Budget Process
FY2023 Budget Process Calendar
FY2023 Budget Process Communication
EPM Department Users Report Listing
Allocation Form EG-DT-MF Process
Reconciliation of Changes - Academics
Reconciliation of Changes - Other
Budget Development Class Powerpoint
Step by Step Guide to PBCS Budget Processing
Other CC Budget Process Check List
Planning Budget from Salary Roster Instructions
FY22 Cost Centers with Fund Code Changes
FY22 Cost Centers with Fund Code Changes
UT Share Budget Information
Budget Exception Errors and Possible Solutions
Will all Positions be shown?
Will the hiring freeze affect the budget entries?
The hiring freeze itself does not affect Hyperion and budgets should be prepared as if the hiring freeze did not exist.
Vacant positions filled, new approved positions, terminations, etc., after the UT Share pull date need to be budgeted correctly for the fiscal year.
On Maintain Position Data is "annual " the base salary for faculty even though they are paid for nine months?
How does new faculty with a signed offer letter get entered into Hyperion?
What does "endowment cost center" on the Maintain employees by position - Allocations tab mean?
What happens if the endowment cost center was entered incorrectly/differently from Salary Department and Salary Cost Center?
Why doesn’t the position and employee data talk to each other?
Which Hyperion GL account is used for clinical and non-tenure track positions that are not budgeted positions?
If positions move from one cost center to another do UTA Flow forms have to be completed?
If I transfer a position out to another Department/Cost Center in error how do I transfer it back?
How can Departments tell whether a position funding change was completed in UT Share before the positions were loaded into Hyperion?
How are supplements budgeted?
Enter the amount on the appropriate salary reserve account – A&P account #51109, Faculty account #50109, Classified account #51209.
Supplements are not budgeted on the position or employee directly.
How are employees with two positions handled (Professor and Chair)?
Only one position will show as budgeted and should be the 100% allocation position.
Supplements are budgeted on the appropriate salary reserve account.
If a vacant position’s salary has been reduced for whatever reason, do I make the change in Hyperion?
How are position changes handled after the load into Hyperion from UT Share?
Adding a new position has specific steps to follow including the Approval step.
Does split funding on a position always need to total 100% on allocations?
Yes, if the position is fully budgeted.
If the position is partially paid from a non-budgeted cost center, project or grant then the allocation will only be the percentage amount that is ‘budgeted’.
Which option do Departments use for faculty promotions?
How does a Department handle a position with an employee who is retiring before the end of the current fiscal year?
Budget the position. You will not budget for partial years.
If a faculty position, check with the Provost office for clarification on Institutional Research (IR).
Changes effective after Sept 1st will be updated in UTShare.
If I have changes to an FTE what do I do?
Contact your Budget Resource and let them know so they can change the FTE for you. Do not attempt to change an FTE on your own.
Be prepared to provide the Department, Cost Center, Position Number, Employee Name and Number and what the issue is with the FTE.
How do I terminate or delete an employee from a position?
How will positions in Hyperion get updated after I complete my budget process work?
Position updates need to continue to be made in UT Share with UTA Flow forms.
Once the position data is loaded into Hyperion from UT Share, additional position changes will be those the departments enter based on their knowledge of the future fiscal year.
Fringe Benefits Questions
Do the fringe benefits have to be manually calculated?
For all cost centers (except E&G) the fringe benefits will need to be calculated and entered on the appropriate form and appropriate expense account number.
The fringe benefits estimates are located on the Budget Office web page.
How are E&G fringe benefits budgeted?
Fringe benefits for salaries paid from E&G funds (cost centers beginning with a “2”) are budgeted centrally for the entire University. Departments do not budget fringe benefits on E&G cost centers.
Budget transfers are processed monthly to allocate out the fringe benefit funds to each E&G cost center.
General Questions
Does Hyperion have an option to switch the view to a future month?
How will supervisors view budget information?
How do Departments see all of their budgeted cost centers in Hyperion?
How do I know what my Department and Cost Center numbers are?
The Department budget administrator should have a list of budgeted cost centers.
Review UT Share for your Department and Cost Center numbers.
The Hyperion Security spreadsheet lists budgeted Departments and Cost Centers.
Are Growth Funds now being budgeted instead of transferring the funds after 9/1?
Are we Editing or Creating budgets in Hyperion?
Why are we budgeting at the GL expense account number now?
Is there a prompt to save changes?
Will the password set up in class be my password in production?
No, passwords reverted back to ‘password’. Users need to reset it.
Refer to the job aid to reset your password.
Will password change every year?
No. The password users set now is what it will be until you change it again.
Passwords do not update in Hyperion when prompted to change passwords in UT Share.
Will current budget be shown in Hyperion?
Yes, under the current fiscal year.
Can users have two windows open and make changes to position and employee side at same time?
No
Will ‘Preferences’ in training be in Production or do I have to reset them?
Preferences in Production will have to be re-entered.
How will budget changes be handled in Hyperion after the Departments are finished?
Email your budget resource and depending on the change they will determine whether it can be entered or if it will have to be handled after the start of the new fiscal year 9/1.
If there is a budget reduction how will that be handled?
Depending on the timing of the notification, either the Departments or the Budget Office will make adjustments.
What is the deadline date for ………
Review the Budget Process Calendar on the Budget Office web page.
Fields/areas in Hyperion where we are not to enter any data, do we have access to them?
Yes. Please refer to the training powerpoint for areas you should not be using or entering data that you have access to.
There are some fields on the Summary Forms where you are not allowed to enter data since those fields are sub-totals or totals
I have a new cost center to budget but it is not in Hyperion. What do I do?
Email your budget resource so they can request it be added to Hyperion.
BUDGET TRANSFERS AND TRANSFER WORKSHEET
Does the transfer worksheet take the place of the UTA Flow budget transfers?
No. The transfer worksheet is used during budget development to identify ‘original’ budget transfers. This worksheet has nothing to do with the regular transfers processed throughout the year.
Do I need to record a transfer into my Department/Cost Center from the Dean’s Office?
Yes, all transfers in and out of a Department/Cost Center must be recorded on a transfer worksheet. In this example, the receiving Department/Cost Center records the ‘transfer in’ and the sending Department/Cost Center records the ‘transfer out’ on each of the worksheets.
Communication among Departments/Cost Centers is necessary to ensure the amounts are recorded exactly the same – transfer in and transfer out.
Do the budget transfer worksheets have to be approved by someone before submitting to the Budget Office?
The budget office does not require approvals before submitting. Each Department should have their own approval process in place to ensure all budget data submitted to the budget office is accurate
How do transfers show in Hyperion?
Transfers appear on the summary forms based on the funding transferred.
Designated Tuition transfers will show on the “TRNSFR in Designated Tuition” account line.
Transfers from another Department/Cost Center will show on the “70400 Tran IntraFund In” account line.
How do transfers show in Hyperion?
Transfers appear on the summary forms based on the funding transferred.
Designated Tuition transfers will show on the “TRNSFR in Designated Tuition” account line.
Transfers from another Department/Cost Center will show on the “70400 Tran IntraFund In” account line.
Calendar
