Relevant policies and descriptions
Policy Description
UTDBP3108: Agency Funds This policy explains responsibilities and acceptable use of agency funds.

 

The Agency Acknowledgement Form Opens in a new tab. is used in the process of requesting an agency cost center on behalf of external entities.

Faculty Startup are funds provided for expenses incurred in support of new faculty member’s transition to the university and transfer of research and scholarly activities from his/her previous institution. The Provost Office identifies faculty who qualify for the program and the Central Business Office facilitates and administers the funds for the faculty’s exclusive use. Costs charged to the Faculty Startup funds include salary and fringe benefits for research assistants, post docs and other personnel recruited to participate or enhance the faculty’s research, and the costs incurred as part of faculty’s research. The Faculty Startup Overview Opens in a new tab. provides a summary of roles and responsibilities and examples of included and excluded expenses.

 

Roles and Responsibilities when CBO assists with administration of faculty startup funds.
Service What Does My Department Do? What Does the CBO Do?
Purchasing
Non-Catalog Purchases Create a non-catalog cart in eProcurement, attach any applicable quotes, with correct account code and business justification and assign cart to your CBO representative. Review, approve, and submit to workflow.
Catalog (Punch Out) Purchases in eProcurement For any standard purchase through one of the punch-out catalogs in eProcurement, create a shopping cart with correct account code and business justification and assign to your CBO representative. Review, approve, and submit to workflow.
One Card (For Purchases) One Card Holder completes One Card Reconciliation in Galaxy by uploading all receipts to the related charge and updating account code information.

CBO will review charges in receipt.
Travel / Business Expenses
Travel Reservations Coordinate all travel reservations. None.
Domestic Travel Authorization Complete Travel Authorization following department procedure. None.
International/Student/Group Travel Authorization Complete Travel Authorization following department process. Route for normal approvals as usual. None.
Travel Reimbursement Complete Employee Travel Voucher in eProcurement with receipts, correct account code and business justification. Assign to your CBO representative. Review, approve, and submit to workflow.
One Card (For Travel) One Card Holder completes One Card Reconciliation in Galaxy by uploading all receipts to the related charge and updating account code information.

CBO will review charges in receipt.

Non-Travel Reimbursement

 Complete Employee Non-Travel Reimbursement form in eProcurement with original receipts, correct account code and business justification. Assign the cart to your CBO representative.  Review, approve, and submit to workflow.
Accounts Payable
Payment of Invoices and Suppliers Complete a request for check in eProcurement with correct account code and business justification. Assign the cart to your CBO representative. Review, approve, and submit to workflow.
Human Subject Payments Coordinate human subject payments (GalaxyPay) with the Office of Post Award Management. Contact us at CBO@utdallas.edu for information. Assist the department and OPM to make sure payments are expensed from the correct cost center.
HR / Payroll
Hire RA, Student Assistant or Post-Doctoral Fellow Manage the entire hiring process as usual. HR will enter the ePAR for Post Docs, and department will enter the ePAR for any RA. Please attach a copy of the offer letter to the ePAR for reconciliation back up. Review and approve ePar.
Change of Funds Enter and route the ePAR as usual. Please attach any applicable backup to the ePAR for reconciliation. Review and approve ePar.
Terminate Employees Enter and route the termination ePAR as usual. Please attach any applicable backup to the ePAR for reconciliation. Review and approve ePar.
RA Tuition Payments Obtain pre-approval from CBO by emailing faculty’s request, RA name, and amount. Complete process as normal after approval is received. Review and pre-approve.
Budget
Annual Budget Preparation None. Work with the Budget Office to ensure leftover funding is budgeted for the upcoming fiscal year.
Continual Budget Monitoring None. Ensure that any budget issues are resolved in a timely fashion.
Budget and Transaction Reporting Generate reports from the Reporting Console as needed. Email cbo@utdallas.edu to request access.  Deliver all requested reports. Provide reporting access to appropriate personnel.
Accounting
Account Reconciliation Provide necessary backup documentation when requested. Reconcile all cost center activity at the close of every month.
Monitoring Expiration None. Monitor and notify the faculty member and department of the expiration of awarded funds as stated in the faculty member’s award letter.
Incorrect Charges Notify CBO of any expenses that need to be charged or moved to the Faculty Startup cost center. Correct any erroneous charges and move the authorized expenses to the correct cost center.
Other
eShip Global or Other Shipments Complete the process as usual and place receipt(s) in Box.com folder. None.
Media Services Complete the process as usual and place receipt(s) in Box.com folder. None.
Work Orders Complete the process as usual and place receipt(s) in Box.com folder. None.

The Library, Equipment, Repair and Rehabilitation (LERR) program is funded with restricted use resources. The LERR Overview Opens in a new tab. provides a summary of the program and examples of allowable and unallowable transactions. 

To request a new construction project, please complete the Plant Funding Request Form. This form can be accessed from the Galaxy portal, through Gemini > Gemini for Departments > Forms > Budget & Accounting > Plant Funding Request. As with most PeopleSoft forms, you will need to select “Add new value.”

The Faculty Science and Technology Acquisition and Retention (STAR’s) program funded by PUF bond proceeds supports the recruitment and retention of the best‐qualified faculty at both academic and health institutions by providing additional resources to build and enhance research infrastructure. The STAR’s program and the University of Texas System Research Incentive Program (UTRIP) are funded with restricted use resources. The STAR’s and Similar Programs Overview Opens in a new tab. provide a summary of the programs and examples of allowable and unallowable transactions. Because the STARs program is funded in the same manner as LERR, the same guidelines apply and each item must have a useful life of more than one year. STARs funds are available for laboratory renovation and equipment purchases; however, faculty and other staff salaries cannot be paid from STARs funds.

There are three related program goals that form the basis of the STARs program:

  • Recruit senior faculty with national prominence
  • Improve the quality of new faculty and research capacity of the institutions by augmenting the start‐up packages for tenure and tenure‐track faculty
  • Retain high quality faculty who have had offers from another research institution or have the potential to leave because of limited access to quality equipment or laboratories

STARs funds are generally intended for use with:

  • Major repair and rehabilitation of buildings and other permanent improvements
  • Acquiring capital equipment

STARs funds may NOT be spent on the following:

  • Consumables – Items that have an expected useful life of less than one year, such as chemicals, gases, paper, staplers and other office supplies, toner cartridges, medical supplies, disposal services, or laboratory supplies
  • Employee Salaries, Training, or Travel 
  • Software Maintenance (Initial development expenses are permitted; ongoing licensing and maintenance are not)