How do I get authorization to access the BUD?

Authorization for the BUD is managed through the Electronic Office Management (EOM) System, and access depends on the environment (e.g., Quality Assurance, QUAL, for training). Your electronic office manager must assign you to an authorized electronic desk for the budget document (command 'BDL') in the EOM system.

How do I get access to the BUD for fiscal years 10-11+?

The BDL command in *DEFINE is only available for fiscal years 09-10 and earlier. For fiscal years 10-11+, access budget updates through the Web Budget Update Document (BUD) at https://utdirect.utexas.edu/budget/bud.

Why can I create a budget, but my coworker cannot, even though we’re on the same desk?

Check your desk access settings. To review and adjust authorizations, contact your Electronic Office Manager.

I changed the fiscal year on the Change Desk/View screen, but the documents on the Create, Status, and Mass Approve pages show a different year. Why?

The fiscal years on the Create, Status, and Mass Approve pages are locked and only display information for the upcoming fiscal year.

I changed my desk and view, but I still get an error saying I’m not on the right desk/view. Why?

After updating your Desk and View, click "Update Authorizations," close and reload the Change Desk/View window or refresh the BUD page for the changes to take effect.

How can I view a budget document if I know the budget group number?

At the top of the Budget Update Document, accessible on the Home tab, the Budget Group Create tab, or the Document tab, enter the budget group number in the search field.

I created a document, but it doesn’t appear in my inbox. Where can I find it?

By default, the Electronic Document Inbox shows the 'For Your Approval' tab. To locate created documents, switch to the 'Created Documents' tab.

I’m encountering errors in the document. Where should I report these?

UT Austin users can report issues through the BUD Issue Submission page.

I selected several budget groups to create on the Create Page, selected more on the next page, and clicked 'Create Selected.' Why didn’t the first set get created?

Selections don’t carry over across pages. To ensure all budget groups are created, click ‘Create Selected’ on each page before moving to the next.

I accidentally deleted a document. How can I recover it?

If you accidentally deleted a document, you can recover it through the Create Page. Don’t worry–any updates made before deletion will still be there when the document is re-created.

What is the endowment payout rate?

The estimated payout rate for FY 25-26 is $0.4332, pending approval by the UTIMCO Board and the Board of Regents.

How can I find the LTF units for a budget group?

1. If you know the 57 account:
   1. In *DEFINE, use the GB1 command
   2. Enter the 57-budget group with the 21 sub-account in the Account field
   3. Press Enter.
   4. The LTF units will appear at the bottom right.
2. If you don’t know the 57 account:
   1. In *DEFINE, use the GBR command
   2. Enter the 30-budget group in the Account field
   3. Press Enter
   4. If a related 57 account exists, it will display, and you can then enter it in the GB1 screen.

What’s the difference between the reserve for salaries appropriation code and the merit pool appropriation code?

The following salary reserve appropriation codes are used to reserve a lump sum base pay or the earnings amount for specific positions.

The following merit pool appropriation codes are used exclusively for budgeting merit pools.

Why can’t I update my non-E&G transfer that receives funds from another account?

Non-E&G transfers can only be updated in the funding account's BUD (the account with the "transfer to" appropriation code). Any changes made there will automatically update the recipient BUD (the account with the "transfer from" appropriation code).

Data Extraction

Position Restrictions Costing Allocations

For budget planning, Salary and Earning information are extracted from Workday for positions in Position Management (PM) supervisory orgs. Employees must have a Salary or No Base Pay compensation plan in order to be eligible.

Different information is extracted depending on the status of the position.

For Filled Positions:

• The worker’s annualized compensation amount is extracted.

For Unfilled/Vacant Positions:

• The Default Compensation amount is extracted.

Worker Position Earnings Extraction

For workers in PM supervisory orgs, Worker Position Earnings information is extracted for compensation plans such as:

• Faculty Endowed Supplement
• Faculty Endowed Supplement-2
• Permanent Supplement, Permanent Supplement-2
• Academic Administrator Supplement
• Regental

Only earnings valid for the full budget fiscal year (9/1 – 8/31) are included.

Exclusions and Calculations

Excluded Positions

1. Positions not loaded into the Budget Update Document (BUD) include:
   1. Positions with 0 hours, 0% time, or a $0 rate. (Note: The rate exclusion applies only to filled positions.)
   2. Non-Budgeted Position Types
      1. The following positions are not loaded to the BUD:
         1. Hourly staff
         2. Retired faculty
         3. Non-tenured faculty

Allocation Calculation in BUD

Position allocations in BUD are determined by:

Formula: [(Position hours x rate or fiscal year baseline) x (funding distribution)] Exclusions: Incumbent hours are not used in BUD allocation calculations.

Initial Position Load and Updates:

Initial Position Load

The Initial Position Load from Workday to BUD runs monthly from September through February or March, with a final load just before BUD opens to Campus Support Units (CSUs).

Daily Updates after BUD Opens

• Once BUD is open to CSUs, the BUD-Workday Refresh process runs daily.
• Records are extracted from Workday and compared to records in BUD. Any differences are flagged in the Position Restrictions Costing and Worker Position Earnings sections within the BUD.

Why isn’t a PRCA starting on 9/1 but ending before 8/31 included in the BUD?

A PRCA must be valid for the entire budget fiscal year (9/1 – 8/31) to be included in the BUD.. Only records meeting this full-year requirement are loaded into the BUD or included in the daily BUD-Workday Refresh process.

What does the circular icon next to a position in the BUD mean?

This indicates a discrepancy between the BUD record and the corresponding Workday record. Click on the icon to open a window showing the BUD and Workday value tables. If you have update access in CSUs, you will see an 'Update' button to apply the changes.

How do I add a new funding record from Workday to the BUD?

Option 1:

• Look for the 'Add New' icon (➕)
  • When a new funding record is added in Workday, the 'Add New' icon (➕) appears in the BUD.
• This indicates that a new or modified record is available.
  • Click the icon to display Workday record values.
  • If you have update access in CSUs, you will see an 'Add to BUD' button to add the record and recalculate salary totals.

Option 2:

• If you have update permissions in the BUD, you can use the ‘Add New Record from Workday’ feature.
  • Enter a position ID, click Find Position, and the system queries Workday in real time to retrieve the position.
  • If found, position information appears in a pop-up window. From there, you can review and update details before adding the position to the BUD.

How can I find which positions have a Refresh Action available for my unit?

In *DEFINE BRD, run the BDJGUPRE report.

How can I view Budgeted Position Restriction Costing Allocations for my unit?

Run the BDJGUWCA report from *DEFINE BR1 or BRD.

Why didn’t a certain position load to my BUD, and why isn’t it listed in the BUD-Workday Refresh Records?

To load into the BUD, positions must have:

• Position Restrictions Costing Allocations (PRCA) effective for the entire budget fiscal year
• A budgeted cost center/account

Should hourly positions be included in the BUD?

No–the system is designed to automatically delete hourly positions if they are identified.

Can we move a position from one budget group to another directly in the BUD?

Yes, there are three options:

1. Update the PRCA in Workday and wait for the next BUD-Workday Refresh to pull it in.
2. Use the 'Add New Record from Workday' form to locate the position in Workday and load it into the BUD.
3. Add the salary allocation to the Reserve line in the BUD, and manually update the PRCA in Workday.

I have new positions with October hire dates that didn’t load into the BUD. What should I do?

If positions aren’t loaded before the BUD opens to CSUs, use the BUD-Workday Refresh or the 'Add New Record from Workday' form to add them.

For a position to be loaded when you refresh, it must:

1. Be in a PM supervisory org
2. Have a monthly pay type
3. Have valid PRCA for the fiscal year and a budgeted FTE % as of 9/1
4. Be in one of the following categories:
   1. Tenured/Tenure-track faculty
   2. Administrative & Professional
   3. Classified

Can I reduce the budget for faculty who have been given notice of termination?

Yes, you can reduce the budget in the reserve line for terminated faculty members with confirmation from EVPP on the optimal approach.

If I process a faculty termination effective 8/31, will it show up in the BUD and reduce the budget?

Yes, if processed for 8/31, it will appear in the BUD-Workday Refresh and trigger an error. The error will suggest deleting the position from the BUD as it ends before the new budget year.

Why is a position not showing up in the BUD even after PRCA was added in Workday?

Possible reasons include:

• Missing sequence number in the BUD
• Early End Date: Workday record has an end date before the budget year
• Outdated PRCA effective dates

A confirmed position in Workday shows a $0 salary in BUD. Why?

In such cases, the Budget Office overwrites the funding sub-account in BUD based on the job category, aligning funding across certain pooled positions.

How do I replace staff in the BUD if they’ve moved to other accounts?

You can add new staff positions to the BUD using the 'Add New Record from Workday' feature.

To add the position:

1. Enter the position ID
2. Click Find Position

Why don’t I see the ‘Add New’ icon to add positions in the BUD?

The Add New icon only appears if the position has PRCA data in Workday. Ensure each position has PRCA data, then wait for the next BUD-Workday Refresh.

Can I add a position directly in the BUD, or must it be processed in Workday?

To add a position, use the Add New Record from Workday form in the BUD. Ensure PRCA is updated in Workday, as the daily refresh process will flag any new costing allocations.

Does the effective date affect the BUD integration process?

Yes, the integration selects records effective as of 9/1 as well as records with date ranges covering the entire budget year (9/1–8/31).

I have a filled position that loaded into the BUD as vacant. Why?

The BUD includes positions with active assignments as of 9/1. To resolve this, check Workday to confirm that the current assignment has an end date.

Why is the 8/31 rate for a vacant position different from the last incumbent’s rate?

The 8/31 rate reflects the current year’s default compensation amount, which might not match the rate of the last person in the position.

A position with Additional Pay did not load. What happened?

The BUD only loads certain worker position earnings effective as of 9/1 of the next fiscal year. Check Workday that the Additional Pay type matches what was loaded by the BUD.

Does a position need PRCA in Workday to be added in the BUD?

No, but only positions that meet specific criteria can be added. After budget approval, PRCA from the BUD will be loaded into Workday via an EIB.

Valid positions for the BUD include:

• Active positions as of 9/1 of the budget year
• Positions in PM supervisory organizations and in the job family groups of:
  • Academic
  • Classified
  • Administrative & Professional
  • Tenure/Tenure-Track positions for Academic faculty
• Valid compensation plans of:
  • Salary
  • Academic Salary
  • No Base Pay Salary Plans

How is the Budgeted Position FTE used?

The Budgeted Position FTE field tracks the FTE % of a PM position in the budget, independent of the worker’s FTE. For consistency, FTEs across BUDs must match, though distribution percentages may vary by account.

When will the longevity forecasts be available?

In *DEFINE BRD, run the BDJGUGAD using the BRD command in *DEFINE. Longevity and Hazardous Duty Pay reports are typically available by the time the BUD opens to CSUs. Data for the reports is pulled from Workday around February or March of the current fiscal year (FY).

To run the report:

• Enter the unit code for the desired Dean/VP unit.

On the submission screen, the current fiscal year is displayed by default.

The forecasts are based on calculated state service months for the BUD FY and align with the pay schedules outlined in the Longevity Pay and Hazardous Duty Pay policies in the Handbook of Operating Procedures.

Why am I only seeing Hazardous Duty Pay or Longevity Pay, but not both, in BDJGUGAD?

The BDJGUGAD output includes two separate spreadsheets: one for Hazardous Duty Pay and another for Longevity Pay. Make sure to check both spreadsheets to for the information you need.

Why does the report show workers who have recently left the department?

The reports are intended as forecasts or estimates–they are based on a snapshot of Workday data gathered on a specific date.  Be sure to review and account for any personnel changes that may have happened since the data was collected.

How do I calculate a forecast for a salaried position on an account that is charged fringe and the administrative fee?

• Calculation 1:
  Salary $50,000 * 1.348 (30.9% Fringe + 5% Admin Fee) = $67,400

• Calculation 2:
  Salary $50,000 * 1.309 (Fringe) = $64,900
  $64,900 * 1.05 (Admin Fee) = $68,145

Correct Answer: Calculation 2 is correct. The fringe expense must be combined with the salary expense before applying the administrative service charge.

For updated fringe rates, visit Payroll's Fringe Benefits website.

Should icons under the Flag column in the salary portion of the budget clear automatically upon approval?
No, the 'Change' icon highlights differences between the BUD and Workday records. These changes may  come from either Workday or the BUD. If a change was intentionally made in the BUD, you can ignore the flag. For more information, check the Icon Legend Details popup on the BUD position listing screens.

Should Faculty Merit Promotions be budgeted?
Make sure to check with the EVPP (Provost's Office) to find out whether Faculty Merit Promotions should be included in the budget.

Is it okay to increase a position's funding beyond what we expect to pay since HR may adjust Workday later?
Yes, this is acceptable. The BUD data loads into Workday’s Position Restrictions Costing Allocations (PRCA) and Default Compensation but does not directly impact how much employees are paid. CSUs[1]  may budget differently from actual payment practices. As long as the total budgeted funding does not exceed 100%, a position may be paid from multiple accounts but budgeted entirely in one budget group. .

Who budgets and pays fringe benefits for positions in my office?

• If a budget group has a CFF report code, fringes are charged to the budget group but reimbursed with central funds.

• If a BUD is a 14 or 20 account, it is assumed to have centrally funded fringes even without a CFF report code.

Why did I receive an error message when trying to create a transfer in the BUD between accounts in different units?
Example Error Message: 

Error creating offset transfer: Audit errors from BDNPBACA, cannot add offset transfer.

Transfers involving accounts from different units generate this error. The Budget Office can handle these transfers, either by creating the transfer in the BUD or by adding a commitment to the BUD for the units involved.

Will a transfer between two E&G budget groups become permanent and appear in next year’s BUD?
Yes, once a transfer or commitment is added to a BUD, it becomes permanent. For E&G accounts, the transfer line itself won’t show in next year’s BUD, but the amount will carry forward as part of the allowable budget.

Why can’t I itemize a transfer on the "Transfer To" account?
Itemization can only be done on the Transfer From account, not the Transfer To account. For example, if you itemize a transfer on account 19-1xxx-xx, the corresponding itemization should automatically reflect on account 19-2xxx-xx. If it doesn’t appear, check the BUD to confirm the itemization is applied correctly.

Do I need to enter an appropriation code for transfers on 14 accounts?
No, transfers on E&G BUDs (14 and 20 accounts) do not require an appropriation code. To add a transfer, use the BUD Navigation Menu, select Account Transfers, and click the + icon.

Why am I receiving this error message when adding a transfer sub-account to a new budget group?
Error Message: Transfer budget group does not have a valid sequence number. Please contact the Budget Office to have a sequence number assigned.

To request a sequence number for the budget group, send an email to bd.help@austin.utexas.edu. Your budget contact will notify you once it’s been assigned.

Does the current year end balance need to match or exceed the beginning balance (BB) in the BUD?
Yes, the current year-end balance must be at least equal to the beginning balance (BB). If you anticipate additional revenue or savings to meet the BB requirement, include those funds under an income estimate line and adjust the BB to align with realistic expectations.

Can I budget a beginning balance (BB) in a 14 account to cover a salary?
No, beginning balances cannot be budgeted in E&G accounts (14 accounts). Instead, reduce the distribution of the budgeted position.

Training

Where can I find training materials for the BUD?

Training materials are available on the Budget Office website: Budget Office Training Resources.

Why am I not seeing the "Add to BUD" option in the Commitment System?

The Add to BUD option is available for transaction groups in the Budget Items section if they have a fiscal year selected for the currently updatable budget. 

Here’s how it works:

1. Click Add to BUD to update the Reconciliation section of E&G BUDs for both the From and To accounts.
2. For non-E&G accounts, Commitment information will ber in the Reconciliation section.
3. Once the Commitment is in the Reconciliation section, it can be itemized or transferred as needed.
4. To modify a transaction group that has been added to the BUD, you mustfirst remove it from the BUD.
5. To remove a transaction group, click Remove from BUD. This will delete the Commitment from the Reconciliation section for both the From and To accounts.

How do I set up a new account?
Visit this link for instructions on requesting new accounts: Account Creation and Control – Financials at UT.

Is it necessary to verify the document?
Yes, verifying is essential.

• Use the Verify button is in the Document Actions section on the Document Review & Approval tab.

• It’s a good idea to verify the document often, especially if it has positions or non-E&G transfers.

How do I return a document to a prior user?
On the Document Review & Approval tab, select the RPA (Return to a Prior Approver) action from the dropdown menu. This lets you return the document to one of its previous approvers.

How do I print a document?
Printing options are available in the dropdown menu on the Document Review & Approval tab. You can

• Send the document to your eReports folder on Austin Disk as a single PDF. The budget group number will appear in the document name. For more information, visit ITS Green Output.

  • Print to Green Output (PRW)

• If available, you can send the document to your local TID printer.

  • Print to Local Printer (PRT)

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

Why am I seeing a "Document needs more approvals before final processing" error?
BUDs require at least two approvers before they can be routed to the Budget Office.

• Forward the BUD to someone in your CSU for review and approval using the FYA function.

• Once approved, the document will route to the Budget Office for final processing.

Visit the BUD Report Info page before approving documents forward.