Getting Started in DEFINEv - University of Texas at El Paso
Contents
1. This screen is just to let you know that you have logged on successfully The other information on your screen will be helpful later when you receive electronic mail and process electronic documents WEJYR has logged on successfully Help Desk 471 8866 Hardware Problems 471 6636 Last valid logon was in FISCAL on 65 26 2663 2 15 PM at UTXTCP62 Last invalid logon attempt FISCAL on 65 19 2663 3 58 PH at UTX4956 Press lt ENTER gt or enter a new command below IT Training amp Page 11 Financial Services Revised 8 29 2003 No input is necessary for this screen Press enter to advance to the COM PASS screen 14 26 49 TID 1635 FISCAL User WEJYR 65 26 63 COM PASS Suspended Programs Program Services Electronic Mail TXMAIL TXINFO TXINFO UT AUSTIN SVSTEM TEL TXTELE DP User System DPUSER available TXCALN ACCT EMPL PAYROLL DEFINE Enter Input LU Name UTXTCP62 HC TID Recall Language 661 Devtype 3276 U Device Suspend PA1 Case UPPER Lines 24 Key PA2 Jump NO NO Columns 88 This is known as the COM PASS screen and is used to let the system know which application you wish to access Every application listed under the heading Program Services has a shortcut key listed under the ID column Notice that the DEFINE application has F assigned as its shortcut key Type F under the Enter Input field and press enter The next screen you will see will welcome you int2. and then press ENTER to clear the typing on a line These shortcuts will enable you to maneuver across each screen more quickly BIS is not case sensitive Capitalizing commands or text is unnecessary in the BIS system because the database is not upper lower case sensitive When a screen is updated all text entered becomes capitalized automatically Misc Field Many commands in DEFINE use the MISC or miscellaneous field in some way or another For instance the GTD command screen needs a starting date in the MISC field if only certain transactions need to be viewed Another example is when the AL2 command screen needs an employee s last name or starting point to provide a listing Online Traffic Getting from one screen to another sometimes takes longer than usual because of heavy traffic on the system When enter is pressed to update a screen or go to another command the message XSYS X will appear on the bottom of your screen while the database is being accessed The system may take a while to remove this message but DO NOT PRESS ENTER UNTIL IT S GONE IF XSYS X remains on your screen for more than a minute or two call the Help Desk for additional assistance IT Training amp Page 8 Financial Services Revised 8 29 2003 A Look at Getting Started in DEFINE The Starter Package for DEFINE was designed to provide the departmental user with a good start to mastering the entire application With
3. 18261666 __ Misc NTSD NETWORK amp OPER TELECOMMUNICATIONS Ca Ty PI Expend Income Total Budget Bud Adj 4 660 66 16 660 66 16 566 66 133 538 66 966 66 471 744 08 305 8094 88 312 888 88 1 675 439 66 988 641 66 2 298 715 66 1 316 674 66 BF TR DI IN 2 922 62 3 162 24 95 564 50 471 744 66 276 367 43 199 291 13 1 875 439 00 638 240 79 2 112 406 06 1 474 165 27 65 6163 895 68 133 750 31 68 133 758 31 Year 62 63 Honth MAY Scr 1 of 9 Free Balance 37 973 565 900 66 34 726 57 112 768 87 216 649 968 186 308 94 29 748 96 The first column of amounts combines the original budget for that account and any budget adjustments The second column represents balance forward amounts transfers in and out of the account all expenditures and all income in that account The third column combines material encumbrances salary encumbrances and asset liability activity payable and receivables The last column represents the free balance for each account POP ee ee eer ree eee ee ee To view screen 2 tab to the screen 1 of 9 field type a 2 and press enter A DEF INE ACCOUNT INFO BUDGET GROUP GB2 Year 02 63 Command ffB2 Account 18261666 __ Misc 656163 Month HAY NTSD NETWORK amp OPER TELECOMMUNICAT IONS Balance Forward Transfers Scr 2 of 9 Free Balance 14 339 08 218 666 66 1 228 66 33 918 68 2 384 72 27 6
4. Above is view 6 of 7 and below if view 7 of 7 Notice the different fields and how they are organized kun nnmmuzunnmuuz nn na nm nn ma If vou wish to have a different view in vour VB2 box than vour current view press F5 and this window will appear In Box Selection Criteria View Number Form _ F or _ same as command line Creator Desk or _ same as PF1 Arrival Date thru M DDVVVV Form Specific Data thru Mark here to list your approval documents in order of DESK FORM Form Specific Data Z ARRIVAL DATE Mark here to list your approval document in order of DESK ARRIVAL DATE FORM Mark here to turn your VB2 profile OFF for this session Mark here to save this VB2 profile for future sessions Type the desired view in the View Number field then place an X beside Mark here to save this YB2 profile for future sessions and press enter This view will now appear every time you use the YB2 command Use the IT Training amp Page 25 Financial Services Revised 8 29 2003 other criteria in this window to affect how documents are sorted in your YB2 box and which documents to include or exclude from your view Type an x beside Mark here to turn your YB2 profile OFF for this session and press enter to temporarily override your settings The YI3 Command The YI3 command is used to play what if games with your paycheck By changing your health insurance plan annuities tax wi
5. If your computer system is running Windows 8 as its operating system you should have a desktop with a BIS icon on it If you do not have a BIS icon please contract the help desk and have it installed To connect to the BIS double click on the BIS icon and the logon screen will appear If you computer system is running an earlier version of Windows your BIS icon will be located in your Internet program group From the Program Manager open your Internet program group from the Window menu Double click on the BIS icon and the logon screen will appear When you arrive at this screen disregard the information and telephone numbers surrounding the U T Austin tower symbol in the center of the screen This information applies to users at U T Austin only Connect Close Exit Edit Print Screen Setup Help The University of Texas at Austin Administrative Computing Services Systems KKM x Systems Available KX XX Help Line numbers x UTACCESS Public Information Information Center 471 8866 System gt UTCAT Library xx Information Sustems ka ka MARKI EEHEEHE Unauthorized use is prohibited Usage may be subject to security testing and monitoring If you logon to this computer system you acknowledge your awareness of and concurrence with Policy memorandom 6 362 on Computer Security Type the name of the system UTACCESS or UTCAT and press ENTER Type fiscal or fi at the bottom of the screen and
6. YB2 box By tabbing to the Logon ID field and inserting another person s logon ID and pressing enter you can view all documents residing in that individual s YB2 box Also you may use the Misc field to start at a certain type of document by typing the document type PRO VP1 VT5 and pressing enter Again other views may be preferable to you depending on the usage of your YB2 box To change the view in your YB2 box tab to ihe view 1 of 7 field This gives you the option of entering numbers 1 7 depending on the view you choose to use Just type the number and press enter LT LEELEE gt gt Please select the documents you wish to review lt lt DEF INE DOCUMENT IN BOX DOCUMENT LISTING VB2 Vear 82 83 Command VB2 Logon ID WEJVR Misc 656163 To review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 166 View 2 of 7 Document ID FY Creator Summary P2UE5997996 62 63 WEJYR DOCUMENT IN PROGRESS C Command VB2 Logon ID WEJYR Misc 656163 To review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 166 View 3 of 7 Document ID Creator Summary Created P2UE5997996 WEJYR DOCUMENT IN PROGRESS 65 26 2663 C Above is view 2 of 7 and below is 3 of 7 Notice the different fields and how they are organized z z T DEF I NE DOCUMENT IN BOX DOCU
7. be able to identify when the check was printed To view screen 3 tab to the Screen 2 of 6 field type a 3 and press enter If you wish to return to the main transaction screen just press enter Screen 3 will display purchasing and central receiving information this transaction was a travel reimbursement not a purchase so no data appears This screen will be helpful to view vendor information for a purchase transaction To view screen 4 tab to the Screen 3 of 6 field type a 4 and press enter If you wish to return to the main transaction screen just press enter Screen 4 will display information about the payment voucher that created the transaction Items of note include voucher comments and invoice information This data will be helpful when specific detail is needed for a transaction To view screen 5 tab to the Screen 4 of 6 field type a 5 and press enter If you wish to return to the main transaction screen just press enter Screen 5 displays information that has already been displayed but in a different order Some of the detail screens in BIS will often have similar data that is displayed differently but in any case they might be useful in the tracking process To view screen 6 tab to the Screen 5 of 6 field type a 6 and press enter If you wish to return to the main transaction screen just press enter Screen 6 provides line item detail about the purchase order that
8. enter to reveal the transaction s detail IT Training amp Page 32 Financial Services Revised 8 29 2003 Troubleshooting Problems Q was in the BIS system and somebody turned my PC off without logging me out of BIS Now when type my password and press enter receive a message saying I m already logged on What s wrong A Because you didn t properly log off before your PC was turned off the BIS system still thinks you re logged on BIS needs about 15 30 minutes to reset your logon ID Wait awhile and try to log on later Q We lost power while was logged onto BIS will be able to log on right after the power outage A The system will still think that you are still logged on it will take from 15 30 minutes before you can logon again Q am in BIS and have a message on my screen saying There has been an error in DEFINE and you are not responsible for this error What s wrong A This is a problem with the database at U T Austin Whatever command or screen you re trying to access is not functioning properly or is being repaired in Austin Press enter to remove this screen from your PC and contact the Help Desk at 4357 Q It s been a while since logged on to BIS and forgot my password What should do A Contact the Help Desk at 4357 and state your problem They will contact a member of the BIS Support Group who will reset your ID and give you a temporary password which you must change the first tim
9. initiated the transaction again this transaction example was a travel reimbursement so line item data does not appear This screen is helpful when purchase order data needs to be tracked and analyzed This is the last detail screen for this transaction The next page will show you how to travel to the electronic document that created this transaction Press enter from this screen to return to the main transaction screen _ Quite often it may be helpful to view the actual electronic document that created a particular transaction This command will come in handy when you don t know why a transaction is being charged to a certain account and you would like to view the details of the transaction in question To travel to the cover screen of the document that created a transaction tab to the transaction place a 2 P beside it and press enter IT Training amp Page 16 Financial Services Revised 8 29 2003 DEF INE PURCHASE ORDER PAYMENT REQUEST UP1 Command UP1 Account 1826166656 Misc 656163 Status APPROVED Voucher Nbr L492316 Date 651463 Document ID P2UP1993682 Action __ Summary BORDER STATES INDUSTRIES INC Notes Format ALL Created 65 69 63 by WEMM MORENO MARTHA H P O Nbr 260603A65628 Type 5 Yr 62 ID 8 Part Complete C DRN TL3168 Vendor ID 14502750046005 BORDER STATES INDUSTRIES INC Address DEPT 1165 Sep Ck X Ck Dist U DENVER CO 862911165 Ck Nbr _ Goods Service Received Begin
10. press enter The next screen that appears will require that you input your user ID and password You are now at the font door of the BB system To continue your BIS ID and password are needed When typing your password the letters will not appear on your screen due to security concerns Password NOTE To change your password enter a new one below before pressing the lt ENTER gt key New password Please be aware thatthe system will force you to change your password every 45 days IT Training amp Page 10 Financial Services Revised 8 29 2003 To enter a new password after one has already been established see How to Change My Password SPREE ERP RRR ERE R RR PRR RRR Ree Type your user ID in the corresponding field then tab to the next field enter your password and press enter If this is the first time you have logged in you will need to read the Austin Security Policy Press enter until you reach the end of the policy and type in your BIS Logon ID to confirm the acceptance of the policy University of Texas at El Paso Security Policy Please be aware that all BIS users must also adhere to the University s security policy which reads like I understand that this administrative office staff account is assigned to me at the request of the Department Head to be used only in connection with my assigned duties as an employee of UTEP and may be revoked without notice upon the request of this administrator I understand a
11. to the cover sheet of the amp LJ document The GB1 Command The GB1 command may prove to be one of the most helpful tools in managing your department s funds All departmental account balances can be viewed with GB1 including a breakdown of those balances With a little practice and some accounting terminology you ll be using and understanding the GB1 command with the same confidence as our Accounting staff From any Command field in DEFINE type GB1 and press enter A blank GB1 screen will appear Tab to the Account field type in the 10 digit you will be viewing without dashes and press enter 5 m walata aa mala malg eee rere ea Pear mma bu a aa login aa a min tala ala tel ala rea Por IT Training amp Page 17 Financial Services Revised 8 29 2003 NTSD NETWORK amp OPER TELECOMMUNICATIONS MAINTENANCE AND OPERATION Administrator CARDONA ELIZABETH F INFORMATION TECHNOLOGY Phone 747 7872 456 604 1487 Mail 60766 Acct Unit Code 7671 666 jther Authorized Signers More ADAUTO RICARDO III ASS T PRESIDENT x Use GBS Command for Electronic Signers xx Acct Ct ARELEE SEPULVEDA WEARS 747 5171 Dept Ct ELIZABETH F CARDONA WEEFC 747 7872 Address NETWORKING amp TELECOMM Mail Code 88546 B Dare J f ff AZA Beg Bal Trsf Adj Budg Adj Appr Bud Income Expend Invest Asset Li Misc Enc Sal Enc Sch Enc Free Bal 15 841 57 Appr 0D 66 Pool Bal 102 941 30 Po
12. update your personal information on your employee record In the Information Release section you can specify whether or not you do not want personal information released to the University s community You can keep such information as your SSN home address family information and home phone number private Lhless you have recently undergone a sex change operation or have discovered some new information about your ethnic background do not change the sex or ethnicity fields To go to the next section press enter Home Addresses This screen allows you to update your employee address on your employee record These changes will not affect any other record you have with the University such as student applicant etc If you have recently changed your home address you can enter your new address in the appropriate fields and press enter If your working location has changed within UTEP you may update the Bldg1 and Roomi fields to reflect your new location Your E Mail address can also be changed by modifying the Internet field If you do not want your home address released place an X next to the DO NOT release Home address field To go to the next section press enter NOTE You are required to go through Human Resources to make adjustments to your mail code no exceptions Work Addresses This screen allows you to update your home and campus phone numbers You can also enter your fax and pager numbers if you have any If you do not want your ho
13. view current and previous appointments for an employee tab to the field beside that employee s name place an a in the blank and press enter DEF INE Command ALt Name RAMIREZ JESSE View 1 of 4 Employee Comp 2 P08 8 I 9 Y 99 99 99 App Status Co Account Department Title Beg Date End Date Hrs Wk JobC Job Description MH WS SS Yr Rate MZH Rate Allocation Time 661 CANCEL 2 18 2536 3616 IT ACCT BILLING SERV 69 61 62 666666 46 666 9366 SOFTWARE SYS SPEC III W aS 100 09 662 ACTIVE 2 18 2626 1616 ADMIN APPLICATIONS 69 61 62 68 31 63 46 666 9871 HELP DESK SUPER H n 100 00 The SSN and salaried information is purposely grayed out for security reasons From this appointment screen you can place one of the following commands beside the appointment and press enter to access the information below B to view biographical information on the employee Dto view more detail of the appointment selected F to view the budget source of funds H to view historical information on the appointment Rto view special remarks about the appointment N to view the document that created the appointment Eto view detailed employment information T to view the appointment update document asic Again to access a help screen just type in a to bring up a menu of options See IT Training amp Page 13 Financial Services Revised 8 29 2003 1 To get out of a pop up screen simply press enter from this screen to return to the employee li
14. 641663 End 842903 Scheduled Date 858983 Invoice Receive Date 632863 Payment Due Date 652963 State Local L Requested Payment Date 656963 Req Payment Reason NORMAL VENDOR PHT TERMS __ Voucher Description IT BOLTS 3 X1 4 TOGLE BOLTS CUTTER BOLT CUTTER E Sections X _ 1 comments ref X _ 2 Trans 1 568 94 Uchr Total AMOUNT D C OBJ ACCOUNT DTN PURP 11 24 C EN 6266 1826166656 This is the cover sheet or first screen of the payment voucher document that created the selected transaction Items of note on this screen are the creator of the document the vendor s ID number and the status of the document Other screens from this document may also be viewed MARA ARA aa To view this document s detail tab to the Sections 1 amp 2 fields place an x beside 1 amp 2 and press a enter To return to the transaction screen replace the VP1 command with GT1 and press enter gt gt You may view but not update voucher items lt lt Action ___ Begin at acct M826108850 Document ID P2UP1993682 Voucher Date 651463 Voucher Nbr L492316 Entries 12 I AMOUNT D C OBJ ACCOUNT DTN PURPOSE RECEIVE BEG END INU RECU INVOICE NBR INTEREST FLAG REASON DUE I 11 24 C EN 6266 1826166656 I 641663 642963 6328 63 Pas 852903 11 24 D EX 1443 18261666560 _ E 641663 642963 6328 63 92912967 631863 __ ry taa 052903 LI Press enter to view the second detail screen and enter again to return
15. 99 86 182 936 27 32 499 25 1 980 49 115 047 08 2 125 18 Once you are in screen 2 the first column of amounts on this screen shows all balance forward activity The second column shows all transfer activity in and out of the account The third column combines all expenditures and all income activity within each account Again the last column provides a free balance for each account To view screen 3 tab to the screen 2 of 9 field type a 3 and press enter siattietta aa mai ma a teresa era ete Pa eta a Vee mi aerate evar Tota IT Training amp Financial Services Page 21 Revised 8 29 2003 TSD NETWORK amp OPER TELECOMMUNICAT IONS Scr 3 of 9 a Ty PI Material Encumb Salary Encumb Scholar Encumb Assets Invest 9 666 66 115 616 88 1 926 66 1 333 39 EX 81 EX 61 943 97 3 771 57 MON ovmoemg s mm a x oo Na DDDDDDDDDD The first column of amounts on this screen shows all material encumbrance activity for each account The second column shows all salary encumbrance activity for each account The information in the third column is not used by the university The last column combines all asset and liability activity payables and receivables for each account To view screen 4 tab to the screen 3 of 9 field type a 4 and press enter The first column of amounts on this screen combines all balance forward transfer original budget and budget adjustme
16. E Rec Date Voucher Description Obj AC RT Amount S Document ID DTN P 0 Number Chk Nbr T Code Prc Date Account 85720703 TELECOM CABEL RUN INSTALL 1784 DI DI 88 808 A P2UT7998461 185626 _ 05 62 03 10676657 REQ SC 3065 DHC 54 1443 DI DI 826 07 C P2UT7998611 MAT CHG 1616 65 66 63 65 62 03 1676657 REQ TL3663 ITSD 1443 DI DI 9 84 C P2UT7998611 MAT CHG 1018 65 66 63 65 62 63 0185111 BORDER STATES INDUSTRIES 6266 EN EN 11 24 C P2PX0999637 2063A65 628 6266 65 62 63 _ 65 65 63 L496973 BORDER STATES INDUSTRIES 6266 EN EN 332 19 C P2UP1993488 2603061625 6266 65 65 63 All transactions involving this account will begin appearing on your screen starting with the first day of the month in which you are currently in Press enter to poceed through each month s transactions To limit your transaction search tab to the Misc field enter the date format mmddyy from which you would like to begin viewing transactions and press enter All transactions after that date will now appear on your screen BRP PPR Some of the information on this transaction screen may seem intimidating at first but all this information 4 will be verv useful in understanding the make up of a particular account balance H There are several detail screens for each transaction some vou mav use some vou mav not based on vour level of authorization These detail screens provide considerable information that is not listed on this screen 4 To view more detail for a transacti
17. E HE HE FE FE FE FE HE HEHE HE FE FE FE FE FE FE HE HE HE FE FE FE FE HEHE HE HE EE Insurance Monthly Insurance 4 Tupe Premium Coverage 4 Health 862 37 Plan 2 UT Select BCBS j Coverage 4 EMPLOVEEZFAMILV 4 Dental 17 97 Plan U Fortis Dental j Coverage EMPLOVEE SPOUSE j Non smoker _ 4 kl Term Life 1 28 Emp Life 106006 8 X 44616 88 4 Dep Life j q Accident 6 15 Emp Acci 18088 d Dep Acci i Disability 6 66 3678 06 3 Vision 6 66 Plan aa 4 Coverage 4 7T EI Total Ins Expense 881 77 i Notice that this emplovee has Plan Z health coverage Once it is changed to Plan A higher premiums the net pay will decrease To see how different health plans affect your net pay type a or b a different plan in the Plan field and press enter For more information on health plan options contact the Human Resources Department u LKETTLTI The net pav is now different because of the changes made to the health plan Trv changing the other fields on the insurance screen to see how net pav is affected Vou ve now seen examples of screens that can be updated as well as screens that can oniv be viewed See the next page for a complete listing of the different options in the VI3 command IT Training amp Page 27 Financial Services Revised 8 29 2003 Screens that can Screens That can Be Updated Be Viewed Only Lon Haz Pay if you qualify f
18. EF INE ACCOUNT INFO ACCOUNT GB1 YEAR 62 6 Command GB1 Account 1826166656 Misc 656163 Month HAY ena eee gt gt gt Press ENTER for next page lt lt lt NTSD NETWORK amp OPER TELECOMMUNICATIONS M amp O I Acct 18 2616 6656 Account Status A Expend 6 08 Obj Ob Code Ty Title APRIL Balance Month Activity HAY Balance _ 1275 EX REGISTR FEE 3 385 66 3 385 66 _ 1361 DI PROF MEM DUE 46 8B 46 66 _ 1311 EX EXPRESS SHIP I _ 1314 DI FRT DEL SUCS 43 67 43 67 _ 1461 DI CONS OFF SUP 103 62 103 62 _ 1461 EX CONS OFF SUP 119 99 119 99 _ 1462 DI CONS SUP N 0 224 91 224 91 _ 1462 EX CONS SUP N 0 77 84 77 84 _ 1436 DI FUEL LUBRIC 408 58 408 58 _ 1435 DI DO NOT USEt 1 357 40 1 357 40 _ 1435 EX DO NOT USEt I _ 1446 DI PARTS F amp E 103 44 103 44 To look for any transactions for this month that help make up the amount shown type an x in the field onthe left and press enter IT Training amp Page 19 Financial Services Revised 8 29 2003 DEFINE ACCOUNT INFO ACCOUNT GB1 YEAR 62 63 ommand GB1 Account 1826160656 Misc 858183 Month MAY SE a are eee ca ee a ee A gt gt End of list there were 3 transactions Please enter next request lt lt Starting Date MMDDYY 656163 Transaction Status E Rec Date Voucher Description Obj Ty Amount Document ID DTN P O Number Chk Nbr Prt Date Prc Date Account l a amo amo ama ame am
19. MENT LISTING YB2 Year 02 03 Command VB2 Logon ID WEJYR Misc 656163 To review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 166 View 4 of 7 Document Type Creator Summary User s Level _ RTA WEJYR DOCUMENT IN PROGRESS CREATOR IT Training amp Page 24 Financial Services Revised 8 29 2003 DEFINE DOCUMENT IN BOX DOCUMENT LISTING VB2 Year 62 63 ommand VB2 Logon ID WEJYR Misc 656163 o review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 166 View 5 of 7 Document ID Summary Created Cur Desk P2UE5997996 DOCUMENT IN PROGRESS 65 20 2663 c Above is view 4 of 7 and below is view 5 of 7 Notice the different fields and how they are organized DEF INE DOCUMENT IN BOX DOCUMENT LISTING VB2 Year 62 63 Command VB2 Logon ID WEJYR Misc 656163 To review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 166 View 6 of 7 Document ID Summary Arrived Status P2UE5997996 DOCUMENT IN PROGRESS 65 26 2663 CREATED DEF INE DUCUMENTI IN BUX DUCUMENT LISTING YBZ Year UZ Logon ID WEJYR Misc 656163 To review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 108 View 7 of 7 Form Summary Form Data Arrived Status Sh
20. atabase that retains the information necessary to conduct these responsibilities actually resides in a mainframe computer at U T Austin Through sophisticated telecommunication equipment all PC s connected to the on campus network can access the database in Austin The interface between what U T Austin does with the system and what we do with the system lies within UTEP s BIS Support Group whose function is to provide the best system support possible to all BIS users El Paso All About DEFINE DEFINE is one of several modules within BIS which is used by UTEP UTEP uses DEFINE to process financial transaction throughout all the departments across campus This module gives departments the ability to process accounting payroll and purchasing transactions These transactions may include purchase requisitions under 1000 voucher payments vacation and sick leave IDTVs and budget transfers There are several advantages to using DEFINE worth mentioning Your first exposure to DEFINE will consist of the on line viewing of your department s account balances account detail and transaction detail All current and previous appointment information can be viewed for every employee fulltime or part time in your department Later on you will learn the advanced commands in DEFINE that will allow you to prepare purchase orders on line create electronic re appointment forms design informative reports and maintain an on line bookkeeping system fo
21. been changed and you will be able to log on using the usual procedures onal MNNMNNNNNNNEN Viewing Previous Vear s Information There mavbe times when vou need to view BIS information from previous vears The database manages UTEP s data as far back as fiscal year I990 0000000000 Comment Mark what year should this be changed to To change to a previous fiscal year you must be on any screen in DEFINE that has the year field in the upper right hand corner Tab to that field type the fiscal year last 2 digits you wish to view and press enter Also change the month field if necessary m LI m LI Pe Mann mummu nl IT Training amp Page 31 Financial Services Revised 8 29 2003 Quick Reference Q How do find out how many available funds are in an account A Go to the GB1 command type the account in the account field and press enter The free balance tells what expendable funds are available from this account The pool balance tells how many expendable funds are available from the entire account pool Q How do find the hire date of a certain employee A Go to the AL2 command type the last name of the employee in the Misc field and press enter Then type an e beside the employee s name and press enter Employment information relating to this person will appear on your screen including his or her hire date Q How can I view all of the line items from a part
22. breviation for the month and press enter DEF INE ACCOUNT INFO ACCOUNT GB1 YEAR 62 63 Command B14 Account 1826166656 Misc 656163 Month MAY NTSD NETWORK amp OPER TELECOMMUNICAT IONS Scr 1 of 4 MAINTENANCE AND OPERATION E n A A A A A A IA A A A a LANZA ZA A Although this GB1 command seems like too much information to digest at once manv users oniv view a selected number of the GB1 screens available With some practice you ll be able to determine what information is critical to your needs z 7 MEMMNEMMMMUNEMEOMUONNMMMMU NN The GB2 Command The GB2 command is merelv a sister of the GB1 command and provides additional account balance information to the user GB2 breaks down a budget group between expenditures transfers income encumbrances etc As you become more comfortable with university accounting terminology the GB2 screens become easier to comprehend and will prove to be a powerful tool for your department From any command field in DEFINE type GB2 and press enter This blank GB2 screen will appear Once a budget group is chosen each account s balance and detail from that group can be viewed To view a breakdown of a budget group type the amp digit account number in the account field and press enter IT Training amp Page 20 Financial Services Revised 8 29 2003 gt gt All records have been displayed lt lt ACCOUNT INFO BUDGET GROUP GB2 DEF INE Command B2 Account
23. ce as you begin to understand the YI3 command that some fields can be updated so you can look at net pay changes and other fields are for viewing only For example tab to the State Paid OAST field type an x and press enter a nnnmmumnt OASI Old Age and Survivor s Insurance Gross Pay 3678 66 Additions Long Haz Duty Pay Other Taxable Additions Deductions UTFLEX Med Dent UTFLEX Dep Care UTFLEX Premium Redirect Room Board Pretax Parking 48 00 6 66 84 00 6 66 262 45 6 66 Employee Paid OASI Gross 3371 55 IT Training amp Page 26 Financial Services Revised 8 29 2003 This window is for viewing only and cannot be updated it merely shows you how the state paid OASI amount is calculated and how much has been paid to date A ee Te Terrie ieee iit k n Press enter to return to the main YI3 screen d sisa ana aN a er a tala alaa sr Vg sa YY lata a a ara ia a TVs ala TEGO ee Now vou will go to a screen that can be updated and mav be used to make imaginarv changes to vour health and life insurance Such changes will show how vour net pav would be affected if vou actuallv did change vour insurance coverage li a l k RC a al eR alta d To view and update insurance deductions type an x in the insurance field and press enter d m a a sia mrarai site atalatetet gia taiu 3 E 3E E FE FE HE IE IE FE FE FE FE FE IE HE HE FE FE FE FE FE RA HE HE FE FE FE KARMA HE HE FE FE FE FE FE FE H
24. d you want to update to view the definition of that IT Training amp Page 29 Financial Services Revised 8 29 2003 status Read the definition carefully and make sure that you qualify before selecting that particular status To select any of the veteran statuses place an X next to the appropriate field and press enter To go to the next section press enter History of YI8 Updates This screen allows you to look at your history of YI8 updates To view a history of any changes you have made to your employee record place an X to the left of the appropriate field and press enter To return to the YI8 menu screen press enter Logging off BIS From any main screen in DEFINE press F8 to arrive at this COM PASS screen From this screen tab to the Enter Input field type U and press enter to log off of BIS You will then have the UNET menu on your screen Press your ESC key twice to leave both UNET menu screens and return to a C prompt IT Training amp Page 30 Financial Services Revised 8 29 2003 Additional Information How to Change My Password To change your BIS password from this screen type your current password in the password field and DO NOT PRESS ENTER Now tab to the New Password field type your new password 4 or more letters and press enter For verification purposes BIS will ask you to re type that same password Re type of the password and press enter Your password has now
25. e accounting entities for different purposes or activities For example UTEP s plant funds are used for the acquisition and management of long term fixed assets while its general fund is used specifically to finance the operating budget Some funds are treated as nonprofit while others called Auxiliary Funds operate on a profit or loss basis This different treatment as well as special guidelines imposed by external parties and the stae amp federal government is the focus of this type of accounting Although it s not very important to know all about fund accounting to learn the BIS system there will be terms and concepts that will be helpful to know For instance the university uses an 8digit account number to represent a budget group Two digits are added on at the end of the 8 digit account number to designate different budget categories maintenance and operation equipment salary etc So when you enter an account number in BIS you will use a 10 digit number to represent a specific budget category and an 8 digit number to solely identify a budget group or groups of accounts These accounts are given a specific balance from UTEP s entire original budget 8 balance forwards commitments or surpluses carried over from the previous fiscal year Account balances are reduced throughout the year either by expenditures similar to expense and income activity IT Training amp Page 6 Financial Services Revised 8 29 2003 Description of a
26. e you try to log on to BIS Q I was logged on to BIS and viewing different screens when my PC locked up and now won t do anything the XSYS X message is on the bottom of my screen What s wrong A Sometimes the traffic in the BIS system gets heavy and it takes longer to change from one screen to another or there could be a problem with the database at Austin Wait for about five minutes and if the problem still persists call the Help Desk at 4357 and they will contact the BIS Support Group which will attempt to address your problem Q I m logged on to BIS and I m trying to view an account balance but I m getting a message on the top of my screen saying that am not authorized to view this account What s wrong A You are trying to access an account that you don t have BIS authorization for Check the account number to make sure it is correct If it is correct and you are supposed to have authorization for this account call the Help Desk at 4357 and they will contact the BIS Support Group They will correct the problem and contact you as soon as possible Q thought knew my password and after several attempts to log on received a message saying that I ve had too many invalid log on attempts What should I do A Call the Help Desk at 4357 and they will alert the BIS Support Group of your problem They will reset your ID and if you still remember your password you can log on again If you ve forgotten your pas
27. esausuccoucecneccuccssauarscuuaucsscencecoucecovscarsssaunsy Any amounts in these fields mean BS a tal malta ESANA ta mia miafa ai mia tala tafala m alattta a aatatala er al minisia la a mtela tu Free Bal This is the expendable amount available from this account Appr OD This is the amount of overdraft that has been approved for this account Pool Bal This is the expendable amount available from the pool of accounts that this account is connected to When a field on this screen has no balance beside it either this tvpe of activitv doesn t applv to this account or the account has vet to have anv of this kind of activitv this vear a To view detail of an activity type tab to a field that has an amount beside it type an x and press enter f g ama ema eae aoe Pete eae Pe Pee PoP eae aa mara aa raa taa Pe N NTSD NETWORK amp OPER TELECOMMUNICATIONS Scr 1 of 4 MAINTENANCE AND OPERATION i a a a Administrator _ Beg Bal 2 125 18 CARDONA ELIZABETH F 456 604 1487 _ Trsf Adj INFORMATION TECHNOLOGY Mail 66766 Budg Adj Phone 747 7872 _ Appr Bud 47 660 06 Acct Unit Code 7671 666 _ Income ther Authorized Signers More _ x Expend 27 699 86 This screen indicates what makes up the amount shown on the first screen in this case 27 699 86 If there are any transactions as in the GT1 command for this month that contribute to this amount you can view the individual transactions on the next screen D
28. icular purchase A Go to the GT1 command type an account in the account field and press enter Then find the purchasing transaction you re looking for Type a 6 in the field beside the transaction and press enter Line item information for that purchase will appear on your screen Q How do find the sum of all funds encumbered from a certain account A Go to the GB2 command type a budget group first 8 digits of an account in the account field and press enter Tab to the screen 1 of 9 field type a 3 and press enter All encumbrances for each account will appear on your screen Q How can find the amount of accrued vacation and accrued sick leave for a certain employee A Go to the AL2 command type the employee s last name and press enter Then type an e beside the employee s name and press enter Employment information relating to this person will appear on your screen including the amount of accrued vacation and sick leave hours Q How can I see the difference between an account s expenditures and its original budget and budget adjustments A Go to the GB2 command type the budget group first 8 digits of the account in the account field and press enter Tab to the screen 1 of 9 field type an 8 and press enter This screen will show you the budget plus any adjustments actual expenditures encumbrances and an over under amount for each account Q How can fi
29. in IT that helps us keep that commitment is our Help Desk Using call tracking software the Help Desk Representatives keep an electronic log of all problem calls or user requests All calls that cannot be handled immediately are then automatically assigned to the employee that can most easily resolve the user s concern This electronic Help Desk not only reduces response time but ensures that your problem or request doesn t fall through the cracks Now that you re a BIS user it s more important than ever to know that you can rely on the Help Desk when you need assistance So whether your PC isn t operating properly you need help with your Octel phone service or you just can t understand the information on your screen give our Help Desk a try at extension 4357 or HELP You ll be glad you did LP IT Training amp Page 5 Financial Services Revised 8 29 2003 Before You Begin The Fund Accounting Basics The type of accounting that the university uses to manage its financial affairs is called fund accounting see insert Fund accounting is the procedure by which resources are classified into funds according to specified activities or donor objectives for financial accounting and reporting purposes The classification is according to donor specifications or regulations restrictions or limitations imposed by sources outside the University or with directives issued by the Board of Trustees or delegate Funds are separat
30. iture and cash activitv for each account The last column provides a free balance which in this case is the sum of the three previous columns To view screen 8 tab to the screen 7 of 9 field tvpe an 8 and press enter A The first column of amounts on this screen combines the original budget with budget adjustments for each account The second column shows all actual expenditures and income activity for each account The third column combines all encumbrances and accruals for each account The last column subtracts column 2 amp 3 from column 1 to provide an over or under budget amount IT Training amp Page 22 Financial Services Revised 8 29 2003 To view screen 9 tab to the screen 8 of 9 field type a 9 and press enter s 1 This last detail screen is identical to screen 7 The only amount that will change relates to plant fund accounts and will provide a year to date amount for those accounts You should take some time and get acquainted with all the screens in this command BREE ERR REE RRR ERR RRR ERR RRR Ree A few things to remember about GB2 If there are more accounts for a budget group that can fit on one screen press enter to view the remaining accounts For every detail screen if there is expenditure and income activity in the same column a breakdown of each will appear below the accounts Also you can change the month you re viewing refer to the section on GB1 The YB2 Command The YB2 command i
31. jj Introduction To Define BIS Welcome to the BIS Dear New BIS User Before you read this user manual we d like to welcome you aboard and introduce you to UTEP s Business Information System BIS Once your department begins working with the system the way you conduct your daily operations will never be the same You ll immediately notice that you re making fewer and fewer phone calls to processing departments Accounting Payroll Human Resources etc because the information you need will be right there at your fingertips The BIS Support Group has developed several training packages which will gradually introduce your department to all the working advantages that BIS provides This starter package is an excellent way for you to get your feet wet and more importantly to find out which BIS commands are most useful to your department BIS is one of the many systems that UTEP uses to strive towards the latest in telecommunication technology We re glad your department is able to share in this advancement We ve always known that the people here at UTEP are the lhiversitvis greatest asset and with BIS we will become an ever better team So again welcome and good luck with BIS Sincerely Cynthia Villa Vice President for Finance amp Administration All About BIS UTEP s Business Information System BIS is the computing tool used to carryout the University s financial and administrative responsibilities The d
32. me phone number released place an X next to the DO NOT release Home Phone Number field To go to the next section press enter Telephone numbers This screen allows you to enter the names of people whom you would like contact in the event of an emergency Once you have entered this information press enter To go to the next section press enter Emergency Contacts This screen allows one to update educational information If you have recently been awarded a diploma certificate or degree place an X next to the field that describes your award and press enter If the educational information is incorrect place an X next to the highest degree certificate or diploma that you have received and press enter To go to the next section press enter Education This screen allows you to indicate any higher education teaching experience that you have acquired in the past If you have any higher education teaching experience enter the number of years of experience to the right of the Total Years Teaching Experience field and press enter If your teaching experience includes teaching at UT Austin enter the total number of years you taught there to the right of the Total Years Teaching Experience at UT Austin and press enter To go to the next section press enter Veteran Status Information This screen allows you to update your veteran status Before you make any changes to your veteran status place a next to the fiel
33. n Account Number 1 9 0206 5050 The first 2 digits represent The next 6 digits represent the budget group and The last 2 digits the fund group For where the account is placed in the account represent the budget example 19 stands for structure category designated funds For example 50 stands for Maintenance and Operation M amp O Every account that you will see in BIS will have transaction activity within t Types of transactions that will appear include budget set ups budget adjustments encumbrances commitments against funds to be distributed later expenditures income for those funds that generate income transfers in and out of an account to another UTEP account and employee salary activity both encumbrances and expenditures It will be important to distinguish between these different types of transactions when analyzing the make up of a particular account balance For all of the transaction activity just mentioned the BIS system uses electronic documents created by BIS users to disseminate transactions to the appropriate account For instance when a payment voucher document is created an expenditure transaction is created into an account which will then cut a check to pay a particular vendor An electronic purchase order will encumber set monies aside funds from an account which will be paid later with a payment voucher An interdepartmental voucher will transfer expenses between accounts when something is pu
34. nd accept the following terms and conditions gt Tamaware that passwords are the first line of security on BIS or Goldmine Banner I agree not to reveal my password nor allow anyone to use the account assigned to me Lam responsible for any changes made to the database under my user name I agree to abide by the Family Education Rights and Privacy Act of 1974 FERPA regulations Under this act nformation about current and former UTEP students is legally designated as private I agree to refer all outside requests for student information to the Office of the Registrar unless I have been authorized by the Registrar to release predestinated information I must maintain the confidentiality of any and all data that I retrieve from BIS or Goldmine Banner in the course of my job duties including data that I use for reporting purposes of in other software products Access to administrative data will be determined by the requirements of my job and therefore I am only authorized to retrieve this data on a need to know basis gt Iagree to comply with all UTEP policies on security computer access and confidentiality of data data entry standards and data integrity I am aware that any violation of these policies may lead to the immediate suspension of mv computer privileges I understand that unauthorized release of sensitive or restricted information is a breach of data security and may be cause for disciplinary action which could include dismissal
35. nd out which person created the electronic appoi ntment or reappointment document for a certain employee A Go to the AL2 command type an employee s name in the Misc field and press enter Type an a beside the employee s name and press enter to reveal all appointments for that employee Tab to the appointment in question type an n beside it and press enter The cover sheet of the electronic appointment document will appear and in the middle of the screen it will show who created this document along with that person s phone number Q How can find out how many funds have been transferred in and out of an account A Go the GB2 command type a budget group first 8 digits of an account in the account field and press enter Then tab to the screen 1 of 9 field type a 2 and press enter A screen showing a transfer total combining in and out will appear on the screen Q How can find detail on a transaction that occurred last fiscal year A Go the GTI command tab to the year field upper right of screen and change the year to last fiscal year and press enter Then type the account in the account field change to the month field upper right of screen and change the month to indicate the month in which the transaction you are looking for occurred and press enter When vou ve found the transaction tab to place the cursor beside it type an x in the blank field next to the transaction and press
36. nfidential information about employees within your department All appointments employment contracts on BIS previous or current can be viewed in detail with AL2 It will also be helpful to look up biographical information on an employee such as hire date birth date education and mailing address An employee s accrued vacation and sick leave can also be viewed with the AL2 command With just a little practice on this command you ll learn to find the information you need with only a few keystrokes You can access AL2 from any command field in DEFINE simply type AL2 in the command field and press enter A blank AL2 screen will appear By placing an employee s last name or the beginning letters of an employee s last name in the Misc field and pressing enter the system bring up an appointment listing beginning with that name Note Only those employees with a 2 in the Cmp column have UTEP appointments gt gt Select an employee press ENTER to page forward or enter a name in Misc DEF INE LIST EMPLOYEES BY NAME AL2 Year 62 63 Command AL2 SSN Misc RAMIREZ JESSE_ Account Primary P08 Name SSN Cmp Campus Mail Address Phone Time 8 RAMIREZ JESSE 2 INFORMATION TECHNOLO 747 8654 166 66 8 RAMIREZ JESSE 2 EMPLOYEE TERMINATE 747 6611 666 66 RAMIREZ JESSE G 3 458 4266 666 66 RAMIREZ JESSE G 8 666 68 RAMIREZ JESSICA 2 666 66 x7 he SSN is purposely grayed out for security reasons To
37. nt activitv for each account The second column combines all expenditure and income activitv for each account The third column combines all encumbrances and asset liabilitv payables and receivables activity for each account Again the last column will provide a free balance for each account munzzuammmnunzamnmnnzammmnznzaannann nanna ae ee ee ee ee eee i eee eee eT To view screen 5 tab to the screen 4 of 9 field type a 5 and press enter A BER PPR RR PRR Ree The first column of amounts on this screen shows all balance forwards for each account The second column shows all transfers in and out of each account The third column shows the original budget for each account The last column will show all budget adjustments for each account To view screen 6 tab to the screen 5 of 9 field type a 6 and press enter 4 H T The first column of amounts on this screen shows all investment activity for each account The second column combines all balance forward transfer expenditure and income activity for each account The third column provides a free balance for each account The information in the last column is not used by the university To view screen 7 tab to the screen 6 of 9 field type a 7 and press enter a The first column of amounts on this screen combines all balance forward transfer income original budget and budget adjustment activitv for each account The second column combines all expend
38. o DEFINE DEF INE THE DEPARTMENTAL FINANCIAL INFORMATION NETWORK Year 62 63 Command fin Account Misc Month MAY SSN Dept Req Nbr Purch Ctr VERSION MESSAGE DATED 65 26 2663 ee HHH HH HH HN HX ATTENTION H HH HH HH HR HR The Office of Accounting will be performing maintenance on its files between 4am and 8am on Memorial Day Monday May 26 2803 This downtime will effect all UT System components that use DEFINE Web systems that relate to these functions will also be unavailable including PointPlus and voucher approvals from the UT Direct inbox For a list of the commands which may be affected please see the HH6 Bulletin Board article PARTIAL DEFINE CLOSURE Please be aware that you might be assigned different DEFINE desks depending on your access To view the desk that you are currently working on hit F1 place a in the desk field and press enter The system will provide you with a list of desks that are available for your use Enter the desk number that you would like to work on in the Select a New Desk View field You can also type in YS1 on the command line and use that screen to switch your desk In YS1 just type in the number of the desk and place an S in the action field The AL2 Command IT Training amp Page 12 Financial Services Revised 8 29 2003 Please make sure that you are practicing the utmost confidentiality of information when using BIS The AL2 command provides importantco
39. o amo ame ame am am ame amo amo amo ame ems ame amS G MS GMD lt M GMS GMD MMD GMD GMD SND eS GMD MD GND GMD GMD GMD GMS GMD GHD GMS GMS SMS SHS GS GNS GMS SIMS SMS HD HD SHD SHS SED SED cmp ame ame amo amo ama ame amo ama ame emo amo amS cm ams amS l _ 05 62 03 T070657 REQ SC 3005 DHC 54 1443 DI 826 07 C P2UT7998611 MAT CHG 65 06 63 18 2616 6656 65 62 63 T870657 REQ TL3663 ITSD 1443 DI 9 84 C P2UT7998611 MAT CHG 65 66 63 18 2616 6656 _ 05 14 63 L492316 BORDER STATES INDUSTRIES 1443 EX 11 24 C P2UP1993 682 2003A05028 1861325 65 14 03 18 2616 6656 This line of information should be familiar if you ve already looked at the account s transactions using the GTI command From this screen you can either view the detail of the transaction placing an x and pressing enter or you can travel to the document itself placing a t and pressing enter After vou ve viewed this document tab to the command field type GB1 returning you to the first account balance screen or any other command and press enter to leave this screen The last important item to mention about the GB1 command is how to view account balances from different months of the year Return to the main GB1 screen by typing GB1 in the command field and pressing enter r unu mmun ul To look at the ending account balance of a particular month tab to the month field in the upper right side of the screen tvpe the 3 letter ab
40. o classify a transaction by its specific type and purpose so that internal and external reporting can be facilitated Original Budget The budgeted funds for an account as determined by the university s administration Payables A commitment to pay for goods or services mainly used by the university s auxiliary departments Payment Voucher The document used to pay for goods and services to parties outside the university Plant Funds Resources used to finance the acquisition of long lived plant assets and associated liabilities Pool Balance The expendable balance for a specific pool of accounts Premium Re direct The amount to be paid by the employee after the Premium Sharing from the state has been applied to the emplovee s total health amp life insurance premiums Purchase Order The document used to encumber funds from an account for the purpose of purchasing goods and services outside the university Purchase Requisition The document used by departments to request purchases from the Purchasing Department Receivables A commitment whereby an outside party owes a department for goods or services these are mainly used by the university s auxiliary departments Restricted Funds Funds available for specific operating purposes only The purpose is restricted by an external party Revolving Funds Funds used for current operating purposes which have no original budget Salary Spread The process by which faculty who are not appoin
41. ol 2 47 066 66 27 699 86 1 333 39 Items of note that appear on this screen include the account title amp description the administrator of the account and their mail code authorized signers area experts amp telephone numbers account breakdowns a free balance and pool balance Note Explaining the GB1 command requires several accounting terms you may be unfamiliar with therefore a periodic review of the glossary may be necessary to follow along COCs The following will provide a description of the fields to the right of the screen po eeeesnecesscrcauarscenancescucusccucecnescuccsouuasscunaucrscencssousecsvacaressaunsy This Field Provides This Detail Screen b ea eae tater at tate tata tata lata ata tra Pere Pert eee Sera a Beg Bal Account balance carried forward from last vear Trsf Adi All transfers and adjustments to the account Budg Adj All budget adjustments made to the account Appr Bud Account balance carried forward from last year Income All income activity for this account Expend All expenditure activity for this account Invest All investment activity for this account Asset Li All asset and liability activity for this account Misc Enc All income activity for this account Sal Enc All salary encumbrance activity for this account Sch Enc This field is not being used by the university IT Training amp Financial Services Page 18 Revised 8 29 2003 po eeeeenemeaecssauasscunanc
42. on tab to the space next to the transaction you would like to view place an x in that field and press enter B gt gt Press ENTER for detail on next transaction or for main list lt lt Screen 1 of 6 Accounting Status COMPLETED Voucher 18760657 Departmental Status PROVISIONAL Doc ID P2UT7998611 Rec Date 65 62 63 PO Nun Creator WEEC Susp Date DTN z MAT CHG Posted By UT Account Obj T Cde AC RT St Ob Amount Prc Date 18 2616 6656 1443 1818 DI DI 7328 826 87 65 66 63 Invoice Date Payment Due Date GL Recap 18 4166 GL Offset 18 1111 Desc REQ SC 3005 DHC 54 St T Code VID Tax SSN Client Key Source Purpose Code Cash account Cash Amt 826 07 Fund CC A Print Date Service Beg 65 62 63 FY 62 End 65 62 63 Month 5 Some of the items that were not on the GT1 transaction screen will appear here For example the Vendor ID number general ledger accounts that are affected Check Date amp Document creator s ID IT Training amp Page 15 Financial Services Revised 8 29 2003 Some of the other detail screens may be of some benefit To view these screens tab to the Screen 1 of 6 field type a 2 and press enter If you wish to return to the main transaction screen just press F enter Screen 2 will display the date that a check was printed This screen may be useful when determining whether or not a check has arrived for a vendor or for your department Using this screen you will
43. on this main appointment screen can be presented differently by pressing enter This H will allow vou to view all the pages related to the main appointment screen You should take some time and get acquainted with all the screens in this command The GT1 command The GT1 command is used to view detailed transactions within an account These transactions make up the account s balance Transactions can be anything from payment vouchers to interdepartmental transfers to salary payments The detail provided for each transaction includes the document s creation date a short description of the transaction any check numbers P O numbers or document I D s and transaction type This command is generally used when it becomes necessary to analyze transaction detail in order to reconcile an account s balance GT1 is one of the more commonly used commands in the entire BIS system From any Command field in DEFINE type GT1 and press enter A blank GT1 screen will appear TOC eee ees Tab to the Account field type in the account you will be viewing without dashes and press enter a tear teat Peart Vat atta Patera teers Oates neat seer mses eter eas Varta eee aa Paar IT Training amp Page 14 Financial Services Revised 8 29 2003 DEF I NE TRANSACTIONS BY ACCT DATE DIRECT ONLY GTI Year 62 63 Command BT Account 1826166656 Misc 656163 Month MAY NTSD NETWORK amp OPER TELECOMMUNICAT IONS MN 860 Transaction Status
44. or longevity and or State Paid OASI hazardous duty Premium Sharing Insurance Other Additions Annuity Def Comp if you currently have an annuity or deferred compensation plan Withholding UT FLEX Deductions OASI Other Deductions only if you currently have special Retirement deductions set up Retirement Ins Code Fields on this screen that will influence the net pay amount are Tax Marital Status Withholding Allowance Additional Withholding Three fields in the upper right portion of the screen can be updated to affect the net pay amount Tax Marital Status Withholding Allowance and Additional Withholding To see an effect from a withholding allowance change type a new number of dependents in the Withholding Allowance s field and press enter Again notice how the increase in withholding allowances affects the net pay amount It is important to remember that no updates to this and other YI3 screens actually affect official payroll and tax information You must contact the Human Resources Department to make desired changes Finally to reset any changes you made tab to the Reset to initial values field type an x and press enter From this point you can begin to try other ways to affect your net pay amount The YI8 Command The YI8 command was designed to allow employees to update their biographical information on their employee record No special authorization is required to
45. over Process by which original operating budget is loaded onto the system Classified employee A salaried employee who is not on hourly pay a professor or an individual on an administrative and professional designation Current Funds Funds used for the daily operations of the university Designated Funds Funds that are only used for a specific purpose by the university Encumbrance Commitments pertaining to contracts for goods or services that have not yet been performed or paid for Endowment Funds Funds that have purpose stipulated by the donor of those funds Endowments are typically established for fund scholarships loans or specific academic programs Expenditure A transaction that involves a financial outflow Free Balance The expendable balance available from an account General Funds The operating fund of the university supported by general revenues HUB vendor A vendor that has been designated by the state as a Historically Under utilized Business The state of Texas now mandates that all state organizations make an attempt to do business with a certain percentage of HUB vendors Interdepartmental Transfers Transfers from one account to pay for goods or services from another department within the university IT Training amp Page 34 Financial Services Revised 8 29 2003 Loan Funds Funds provided by donors to be held for the purpose of making loans to students faculty or staff Object Code The code used t
46. r your department Now that you have a better feel for what DEFINE all about you can probably think of several ways that it can help you perform your job in a quicker and more efficient way IT Training amp Page 3 Financial Services Revised 8 29 2003 All about the University Network Now that you are becoming familiar with the BIS system and the DEFINE application within BIS it might be of interest to know how your PC is able to communicate with a mainframe in Austin Also noteworthy is the fact that with the University Network you have access to applications throughout the campus and even around the world The campus network is the communication device that allows us to use BIS and other computer applications This connection is accomplished with a network card inside your PC that connects to a network port connection in the wall To use the BIS system your PC first connects to the campus network and then uses data lines between El Paso and Austin with a few stops in between to reach the mainframe computer at U T Austin To learn about applications other than BIS that are available through the campus network call 4357 or HELP for a free brochure IT Training amp Financial Services BIS Intranet Internet Goldmine Page 4 Revised 8 29 2003 All About The Help Desk UTEP s Information Technology IT is committed to providing the highest level of on campus user support possible One area with
47. rchased from another department on campus As a BIS user you will become very familiar with electronic documents and the types of transactions they create Eventually you will be involved in the creation of these electronic documents for your own department Finally if there are any terms that you see in BIS or this manual check the glossary of terms section for a ketter understanding If the glossary of terms does not answer your question please call the Help Desk at 4357 identify yourself as a BIS user and they will connect you with someone who can answer your question IT Training amp Page 7 Financial Services Revised 8 29 2003 Helpful Tips For DEFINE Here are some tips that will help you navigate through DEFINE and the BIS system Remembering these helpful hints may save you a lot of time On line Help After you ve logged onto DEFINE there are two different sources of on line help Pressing F6on many of the screens will provide a description of that particular command as well as how to use it Additional on line help can be viewed on your screen when you place a on any unprotected field and press enter This will explain what the field means or what is needed in the field to continue Quick Shortcuts By using the TAB key on your keyboard you can advance to the next field on the screen Also press SHIFT TAB to place the cursor at the previous field When processing documents you can type in the minus sign
48. s and press F3 A z ee E A ee Cee E O A eee E a For a listing of available actions type a in the ACTION field and press enter Note Actions will varv depending on the status and tvpe of document B Mt ata att aa eretta taa A E at When you choose to view more than one document at a time from your YB2 box a message will appear on the lower left of each document indicating how manv selections are left Once vou view or approve the document press F3 to retrieve the next document To return back to vour VB2 box tvpe VB2 in the command field and press enter a LI LI m pT RURE TT COUCETOTOCETOCOCEOTIOCECTTOCOUCE TCT OCECTTOCUCTICORCETOOUCELOTOSECTICOUCTT OC OCGE TT IT Training amp Page 23 Financial Services Revised 8 29 2003 There are currently 7 different views or ways you can have documents appear in your YB2 box This view 1 of 7 provides the document type creator the document s summary line and a status far right Status codes A This document is waiting for your approval C You will not see this status in your YB2 box N This is just an informational copy that stays in your YB2 box after it is approved To remove this copy retrieve the document by typing an x next to it and press enter Type dis in the action field and press enter again This action will discard the document from your YB2 box The YB2 command also gives you the capability to view another users
49. s considered your electronic in box within BIS When you are ready to approve electronic documents PRO VP1 AD1 etc you can retrieve the documents using the YB2 command Also when a document is forwarded to someone within your department for approval they may access the document using the YB2 command So if you hear the phrase the document is sitting in your YB2 box you will know that you must use the YB2 command to retrieve that specific document From any command field in DEFINE type YB2 and press enter All documents residing in your YB2 in box will appear ease selec e documents you wish to review DEF INE DOCUMENT IN BOX DOCUMENT LISTING VB2 Year 82 63 Command VB2 Logon ID WEJYR Misc 656163 To review documents 1 Mark any documents you wish to select and press PF3 OR 2 Press PF2 to select all documents maximum 166 View 2 of 7 Document ID FY Creator Summary P2UE5997996 62 63 WEJVR DOCUMENT IN PROGRESS c To view anv document on vour screen place an x in the field beside the appropriate document and press F3 You will immediately advance to the cover sheet of that document You can then begin reviewing that document Once you have finished reviewing your document you must type APP in the ACTION field of the document and press the enter key to approve it and route it to the next signer To view more than one document at a time type an x beside those document
50. sting a LI 1 n n KULT XN N TTINA XITA TTANIN IIIA TTINA TITI ANN TI ANN TIT IAN TINNI TITTI TI ANKE III EX If you choose d from the main appointment screen and press enter an employment detail screen will appear TOPPER ees Simply press enter from this screen to return to the employee listing LI If you choose h from the main appointment screen and press enter this historical appointment screen will appear which shows summary information about the electronic document that created the original appointment UNMMMUNEUMENMNNENNNENENNMENNENNNENENNNEMENENENNNENNNNNENNNNNNNNNNNUNUMEUMENENNMNONENNMNM A a Simply press enter from this screen to return to the employee listing LI If you choose R from the main appointment screen and press enter this appointment remarks screen will appear This screen mav show special information about the emplovee s appointment litem e i a a cl aa ela La Simply press enter from this screen to return to the employee listing s H If you choose e from the main appointment screen and press enter this employment tail screen will appear le ee a a ee a ee A na ee ee ee eee ee ee ee ee ce ee ee ee Re ei i ee L Simply press enter from this screen to return to the employee listing 4 s H If you choose n from the main appointment screen and press enter you will proceed to the cover screen of the electronic document that created the appointment z The information
51. sword they will have to issue you a temporary password and you must change to a new one the first time you try to log on to BIS IT Training amp Page 33 Financial Services Revised 8 29 2003 Glossary of Terms Transaction and Account Types SA a salary transaction or account EX an external expenditure transaction or account Dl an internal expenditure within UTEP transaction type EN an encumbrance transaction type RP a temporary reverse payable transaction created when a payment voucher is created and approved CA a cash transaction or account IN an income transaction or account Agency Funds Funds held in custody on behalf of groups related to the university such as student organizations Annuity An investment whereby an employee has a monthly amount deducted from his or her paycheck Appointment The designation of an individual as an employee of the university Appropriation A lump sum of funds given to the university by the state government Auxiliary Enterprises Includes all activities such as food services printing press and the bookstore that usually operate on a self supporting basis That is revenues generated by the activity that usually equal or exceeds its expenses Balance Forward Expendable balances and outstanding encumbrances that are carried over from a prior fiscal year Budget adjustments Monetary adjustments that are made to the original budget of an account or budget group Budget Roll
52. ted throughout the year can have their salary spread evenly across the fiscal year State paid OASI The portion of employees social security tax that is paid by the state of Texas which is limited to 965 25 Transaction Code The code in the system that designates which general ledger accounts the transaction will affect IT Training amp Page 35 Financial Services Revised 8 29 2003
53. the commands that were selected for this introductory level of DEFINE several time consuming tasks are minimized to just a few keystrokes Here s exactly what the Starter Package offers AL2 This command allows a BIS user to look up an employee by name and view detailed biographical or employment information Such information includes the employee s current and previous appointments salary detail accrued vacation amp sick leave and hire dates GB1 8 GB2 These commands are used to view account balance information Such information includes expenditures against the account free balances and authorized signatures of an account GTI amp GTD These commands are used to view detailed transactions for a particular account on any given date IT Training amp Financial Services YI3 This command allows a user to play what if games with their paycheck Tax data insurance and other deductions can be altered to raise or lower your net pay This is for speculation only and doesn t affect your real paycheck YB2 The YB2 command is your electronic in box and is used to retrieve documents that have been forwarded to you for approval YI8 The YI8 command was designed to allow employees to update their biographical information on their employee record No special authorization is required to use YI8 to update or view your own information Page 9 Revised 8 29 2003 How to Log On to BIS
54. thholding and other check deductions you can view what effect those changes would have on your net pay Keep in mind that changes you make with the YI3 are for analysis only and do not affect your actual paycheck To make the official changes that you may have decided on you will need to speak to a Human Resource Representative So feel free to make whatever changes to your paycheck you d like without worrying about losing the original data From any Command field in DEFINE type YI3 and press enter The system will take 510 seconds to accumulate your payroll information then this screen will appear with your paycheck detail ark an 7X7 next to the addition deduction tor an expanded view lt lt DEF INE PERSONAL MONTHLY PAYROLL NET ESTIMATE VI3 Year 62 63 Command 13 SSN Misc 058103 Month MAY Name iii Reset to initial values Gross Pay z W 4 P08 Information Tax Marital Status ADDITIONS TO GROSS PAY Withholding Allowance s _ Long Haz Pay 46 66 Additional Withholding Premium Sharing 619 32 Retirement Ins Code _ Other Additions 8 88 BRP included in Gross Pay Check Distribution DEDUCTIONS FROM GROSS PAY Withholding B 263 69 W 2 Address OASI 257 92 2216 HIBBERT PL Insurance l 881 77 EL PASO Retirement H 237 96 TX 79963 Annuity Def Comp 6 68 Campus Mail Address UTFLEX Deductions 84 68 INFORMATION TECHNOLOGY Other Deductions 6 668 667 66 Net Pay H 2 612 58 You will noti
55. use YI8 to update or view your own information Please note that any changes made on the VI8 screens will be reflected on your employee record only These changes will not be made on any other type of records you may have with the University student applicant etc The YI8 command will be useful in saving you time by not having to go through Human Resources to specify changes to your personal information To enter the YI8 Module simply type YI8 in the Command field in DEFINE and press enter To update the biographical information for any of the sections listed simply mark the field next to that section with an X and press enter IT Training amp Page 28 Financial Services Revised 8 29 2003 DEF I NE EMPLOYEE INFORMATION SYSTEM VIS Year 62 63 Command VI8 SSN M Misc 656163 l Month MAY Employee Name JW SECTIONS E 1 lt If you don t know what to do please mark here 2 Personal Information 3 Home Addresses US Mail W2 Address 4 Work Addresses Mail Code Bldg E mail _ 5 Telephone Numbers Home and Work xOptional gt 6 Emergency Contacts 7 Education 8 Teaching Experience ficademic Information xOptional gt 9 Veteran Status Information _ 16 History of YI8 Updates You may update this info on the web at https utdirect utexas edu pnbiog o view the UT Privacy Statement go to http www utexas edu policies privacy Personal Information This screen allows you the ability to
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