DDCE Units’ Financial Reports and Resources

(Restricted to DDCE Business, Budget, and Leadership Contacts)

Office of the Vice President Executive Leadership Committee Executive Budget Committee Executive Development Committee Academic Diversity Initiatives Advise Texas Asian & Asian American Staff Assoc Black Faculty & Staff Assoc Center for Community Engagement Chief of Staff Administration Community Integrated Health Initiative DDCE Communications DDCE Information Technology Disability and Access Disability Cultural Center Explore Law Fearless Leadership Institute First Generation Equity Gender and Sexuality Center Global Leadership and Social Impact Hispanic Faculty & Staff Association Heman Sweatt Center for Black Males Hogg Foundation for Mental Health Inclusive Campus Support Inclusive Innovation and Entrepreneurship Latina/x Indigenous Leadership Institute Longhorn Center for Academic Equity Longhorn Center for School Partnerships

Monarch Student Program Multicultural Engagement Center Neighborhood Longhorns Program Office for Inclusion and Equity Pride & Equity Faculty & Staff Assoc Project MALES Rio Grande Valley Familia Supplier Diversity Institute TRIO: McNair Scholars, Longhorn Link Program University Charter School System University Elementary School University Interscholastic League Women in STEM Youth Engagement Centers – Austin Youth Engagement Centers – Dallas Youth Engagement Centers – Houston Youth Engagement Centers – Rio Grande Valley Youth Engagement Centers – San Antonio Youth Protection Program

Report Availability:
By the 15^th of each month, MFRs will be uploaded at the above units’ UTBoxes.

UTBox Access Issues:
For help with your unit’s MFR UTBox access issues, contact ddce-finance@utlists.utexas.edu.

DDCE Financial and Business Services Resource Guide
For links to video tutorials, templates and step-by-step processes for the below including:

1.   Administration & Security Management
A.  Staff Introductions & Org Chart
B.  e-Reports Setup
C.  DDCE IT Desktop Support Ticket Requests
D.   Building Access Control System (BACS)
E.   Commonly Used UT Mainframe Applications
F.    Electronic Office Management (EOM)
G.   Office Key Requests
H.   UTDriver System
I.    DDCE SUV Check Out Process
J.    UTBox – DDCE Units’ Reports Access
K.   Financial & Business Listservs and e-Mail Lists
L.    University Department System
M.   Bank Info
N.   What I Owe
O.   My Inbox
P.   Financial Summary
Q.   Organizational Hierarchy System (OHS) Contacts System
R.   Handbook of Business Procedures
S.   Qualtrics Survey Tool
T.   Open Records
U.  Media Requests

2.   Budget Administration
A.  5-Year Budget Simulations & Forecasting
B.  Annual Budget Planning Process
C.  VP DDCE Supplemental Funding Request Guidelines
D.  VP DDCE Lapsed Funding Guidelines
E.  Types of Accounts/Funds Groups
F.  Budget Commitments System
G.  DDCE Unit Budget Meetings
H. Budget Adjustments & Transfer of Funds (VTA/VTC)
I.  New Account Requests (Budget Group)
J.  Unit, Account, and Subaccount Update Requests

3.  Financial Planning & Reporting
A.  Fiscal Operating Calendar
B.  DDCE Chart of Accounts Maintenance
C.  Monthly Financial Report (MFR) Analysis
D.  Financial Report Inventory
E.   Cognos Reports, Cubes & Financial Data Warehouse
F.   Account Reconciliation Process
G.  Accounting, Reporting, & Transaction Types
H.  Monthly Closeout Checklist
I.   Expense Account Certification
J.   UTBox Locations for DDCE Reporting Unit’s Financial Reports
K.  Austin Disk (Green Output)

4.   General Accounting
A.  *DEFINE Account & Administrative systems
B.  Commonly Used *DEFINE Commands
C.  Object Codes
D.  Financial Resource Management System (FRMS)
E.  Workday HR/Payroll & Financials
F.  TXShop
G.  Secure Reporting System (SRS)
H.  Electronic Documents (E-Docs)
I.   Image Retrieval System
J.   AskUs
K.  University Salary & Payroll Services
L.  University General Accounting Reports

5.  Departmental Accounting
A.  Departmental Accounting Ledger Maintenance
B.  Departmental Transaction Codes
C.  Report Writer Module (IFM) Commands
D.  Departmental *DEFINE Screens
E.  DDCE *DEFINE Code Hierarchy (Field 5)
F.  DDCE *DEFINE Codes Legend (Prefixes to the 8-digit *DEFINE Codes)
G.  Monthly Financial Report Code Types-Departmental vs. Accounting
H. DDCE *DEFINE Code Hierarchy (Field 5)
I.   Comparison of Department vs. Accounting Financial Reports

6.  Risk Management, Internal Audit, Internal Controls
A.  Sub-Certification Process
B.  DDCE Internal Control & Risk Assessment Questionnaire
C.  DDCE Separation of Duties Guidelines
E.  DDCE Cash, Check & Credit Card Handling Guidelines
F.  Workmen’s Compensation
G.  UTDriver

7.  Sponsored Contracts & Grants Management
A.  Grantors’ Financial Reporting for grant applications and renewals
B.  DDCE Sponsored Grants Internal Review Process
C.  Expiring Grant Accounts closeout checklist
D.  Routine Account Reconciliation

8.  Taxes
A.  Sales & Use Tax
B.  Occupancy Tax
C.  Unrelated Business Income Tax
D.  International Tax Compliance
E.  IRS Educational Tax Credits & Deductions
F.  Tax Exemption Information
G.  International Tax Treaties
H.  Tax Forms

9.  Event Planning and Meetings
A.  DDCE Event Planning Guide
B.  DDCE Event Budget Template
C.  Campus Meeting Room Reservation System

10.  Gifts, Endowments, & Sponsorships
A.  DDCE Gifts & Endowments Stewardship Guide
B.  VIP System
C.   ECHO Endowment Compliance System
D.  UTIMCO System

11. Inventory, Facilities, & Fleet Management
A. DDCE Inventory Management Guide
B.  Space Management
C.  Annual Equipment Insurance System
D.  UTDriver System
E.  DDCE Vehicle Management
F.  Facility Work Orders

12. Records Management
A.  DDCE Records Management
B.  DocuSign Administration

13.  Travel Management
A. DDCE Domestic & International Travel Guide
B.  Staff Travel Credit Card
C.  Student Travel Credit Card
D.  Where’s My Traveler
E.  Texas Global

14. Purchasing, Payment services & Vendor Management
A.  Purchase Orders
B.  General Business Contracts/Agreements
C.  Contracts+ Management system
D.  DDCE Procard Management
E.  UT Market
F.  Amazon Business Prime
G.  HUB Administration
H.  Request Form System
I.  Vendor Management
J.  State versus Local
K.  Vendor Payments
L.  Voucher Adjustments and Corrections
M.  Interdepartmental Transfers (IDT)
N.  Where’s My Check
O.  Annual ITS Billing Review
P   Scholarships, Cash Prizes, Fellowships & Tuition Reduction Benefit (TRB ) Processing

15.  Accounts Receivable & Cash Management
A.  *DEFINE Deposits Voucher (VCM)
B.  Wire Transfers and Bank Drafts
C.  Accounts Receivable Past Due Collections Per University Guidelines
D.  Cash Advances for Travel
E.  Electronic Funds Transfers

16.  Website Maintenance
A. Word Press Website Web Content Management System
B. DDCE Finance Website