Instructions for the Non Budgeted Positions Workbook
This workbook is for each department to use for validation and updating non-budgeted
employee information. This data will be uploaded into PeopleSoft. Non budgeted positions are:
Lecturers I, II, and III
Student workers
Research Assistants
Miscellaneous Student Positions
Teaching Assistants
Temporary Positions
Undergraduate Assistants
Casual Labor Employees
Each workbook includes all employees with the above position types that were on the University
payroll as of May 1, 2013.
The worksheet functions like the Payroll tab on the budget workbooks. Please use the Enter
Employee Add-Ins menu when adding a new line item for an existing or returning employee.
This helps assure that we have all necessary information.
PLEASE NOTE: A brand new employee to the university may not be added to the
workbook. A PAF document is required.
The workbooks are to be completed by Friday, August 16, 2013.
The Budget and Resource Planning Team is available to help you and answer questions.
Lynne Culverhouse, Budget Director
[email protected]
Ext. 6375
David Gaarder, Assistant Budget Director
[email protected]
Ext 6374
Barbara Manzi, Manager of Budget Systems [email protected]
Ext 6344
Danielle Wilborn, Assoc. Financial Analyst
[email protected]
Ext 2664
Bryan Howard, Financial Analyst
[email protected]
Ext 4819
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Non-Budgeted Position Worksheet
Use the Non-Budgeted Position Workbook to make adjustments to an employee
assignment. The workbook can be found in your department secure drop box and is named
P4_YourDept_FY14NonBudPos09JUL13.

DELETING: Do NOT delete any rows on this page. If someone is no longer employed
or will not be returning, please mark as terminated.

SORTING and FILTERING: It is permissible to sort and/or filter the information to make
it easier to work with.

If an active employee is missing from the worksheet, follow the steps in the New Positions
section that follows to add the employee back to the budget for FY14.

Only NON-budgeted employees should appear on this worksheet. These include
Lecturers I, II, and III
Student workers
Research Assistants
Miscellaneous Student Positions
Teaching Assistants
Temporary Positions
Undergraduate Assistants
Casual Labor Employees
Do not use this workbook for work study students.

All assignments for an employee will appear on the worksheet even if the assignments are
in another department. This is indicated when “missing from summary page” appears in the
cost center field and alerts fiscal officers to the need to coordinate pay rates and FTEs with
the employee’s other department. Only the costs for the assignments related to the
departmental workbook will be included into the summary worksheets.
Terminate Employee/End Assignment
Select the appropriate action from the drop down boxes in column G as needed.

Terminate: Select this option if the employee will not be employed by the University in
any capacity for FY14.

End Assignment: Select this option if this particular assignment is to be ended but the
employee will be appointed to another assignment.
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Terminate
End Assignment
NOTE: The cost for the assignment automatically updates to $0 when one of these options are
selected, and the line changes color.
Funding Changes

Use the cost center override field in column AJ to change the cost center for an
existing employee. A drop down menu is available for your use. Do NOT make any
changes to the FY13 cost center information.

If additional funding lines are required, use the Enter Employee into Payroll form.
Refer to the New Positions section for more details on using the Enter New
Employee button.
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New and Vacant Positions
Please use the Enter Employee add in when adding a new line item for an existing or returning
employee. This helps assure that we have all necessary information.
PLEASE NOTE: A brand new employee to the university may not be added to the
workbook. A PAF document is required.
Follow the steps in this section when budgeting for new positions, vacancies, or when adding
additional funding lines for an existing employee.
To add new positions to the worksheet:
1. Click on the Add-Ins menu.
2. Click on the Enter employee into Payroll button.
This form will appear:
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Follow the guidelines below when entering information. There are drop down menus in several
fields to help in your selections.
Name: Vacant is the default, but a name can be entered, if known. DO NOT LEAVE THIS
FIELD BLANK.
UTD Employee ID: You must enter the valid ID number for this person.
Department ID: If you choose from the drop down menu, the name will automatically
appear in the description.
Position Number: Enter this number if known; enter “New”, or some other description, if
the number has not been assigned yet.
FTE: This is the percent of time and should equal the total FTE for this employee including all
salary splits. Enter a number between 0.01 and 1.0.
Pay group:
Monthly Pay Groups
Description_______________________
MOA
Monthly Contract with ENP or the 9 over 12 programs
MOC
Monthly Contract – Paid over 9 months
MON
Monthly Non-Exempt
MOE
Monthly Exempt
HRN
Hourly
MTA
Monthly Teacher Assistants – Paid over 9 months
MRA
Monthly Research Assistants – Paid over 12 months
Pay Rate at 100% or Hourly Rate. For faculty, enter the 9-month academic rate at 1.0
FTE. For temporary classified and A&P staff, and students, enter the hourly rate of pay, with
2 decimal places (ex. $10.00).
Compensation Rate Frequency: This is based on the Pay Group selected.
Monthly Teacher Assistants and lecturers = 9
Monthly Research Assistants = 12
Students, Temporary = H
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Job Start and End Dates: All jobs should start September 1, 2013. The end date will be
05/31/2014 for nine month employees, and 08/31/2014 for 12 month staff. Note: You may
override the start date for student hourly employees only who will begin work in August AND
who do not have a current appointment through 08/31/2013. Hourly/Student workers MAY
be appointed on annual basis (through 08/31/2013) if desired. It is not necessary to appoint
by semester basis. Hourly/Student workers will NOT be encumbered for FY14.
Account Code: Enter the appropriate salary account code.
51024
Lecturers
51031
Teaching Assistants
51032
Research Assistants
51051
Students, Temporary A&P and Classified
Distribution Percent: Enter a number between 0.01 and 1.0. This is the cost allocation
share for the employee working under this cost center. Total Distribution must equal 1.0 or
100%.
Example:
1.0 = 100%
0.5= 50%
Fund Code: This will automatically be filled in, based on the cost center selected.
Once all information is entered, click on the orange Add Employee button. The form will
close on its own once all of the hidden formulas have been copied to the new row. This
process takes a few seconds.
The new payroll record or funding line will be added to the bottom of the list and is
highlighted in green.
Submitting the Workbook: When your workbook is complete, please name it as
P4_YourDept_FY14NonBudPos09JUL13 – FINAL. Then place it in your secure drop box.
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