Frequently Asked Questions

Frequently asked questions are grouped into the following areas:

General

Q: I am having trouble signing on to the Galaxy Portal, or, I keep getting kicked out of the system; what can I do?
A: According to Oracle, most access issues can be resolved by clearing the cache of your Internet browser. You can usually find this option under the Tools menu, with a name like "Clear Recent History."

The standard keyboard shortcut CTRL+SHIFT+DELETE also normally launches the Clear History dialogue box.

For detailed instructions on clearing your cache and cookies, follow this link - How do I clear my cache and cookies?

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eProcurement

Q. What if I can’t find the item I want on a catalog? 
A. Open a non-catalog order by either:
  1. Clicking on the Non-Catalog tab on the Shop/Home page
  2. Click on the New Vendor/Best Need Vendor Icon
  3. Click on the form Non-Catalog Vendor
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Q. What if I can’t find my supplier or don’t know the supplier for a non-catalog order?
A. Follow these steps to request a new vendor be added:
  1. Enter "New Vendor" or "Need Vendor" in supplier search
  2. In the internal notes, provide as much information about your suggested vendor (if known, otherwise, say "Vendor Unknown")
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Q. When I click on a catalog vendor, what is the difference between a hosted catalog and a punch out?
A.
  • Hosted is a catalog of products maintained on the UT Dallas eProcurement site and is typically a limited number of items specific to UT Dallas needs
  • Punch Out refers to leaving the UT Dallas eProcurement site (electronically) and entering a vendor site. This typically yields more content and a wider range of products.
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Q. How do I see the products available on a hosted catalog? 
A. Typically, you click on View Information and then click on View Available Product Categories.
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Q. Do requestors need to put their names on the Attention line in the shipping address, or can they simply mention their departments?
A. The name of the departmental person to receive the order is recommended but not required.
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Q: How can I search for carts/requisitions created?
A. Before the requestor submits the cart into workflow, the shopper can find the cart under "Cart" > "Draft Carts". Once submitted to workflow, the shopper can search for the requisition under "History" > "PR History" > check the filter box > select "My Orders" > click "Search". The requestor can search for the requisition under "History" > "PR History" > check the filter box > select "My Submitted Orders" > click "Search".
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Q: My requisition has been pending for a long time. Who can move it forward?
A. Use "History" page to locate the requisition. Go to "PR Approvals" tab for workflow information to find out what stage the requisition is pending in. If there is a PRV issue, contact Jene Janich. If it is pending at a review stage, click "View Approvals" and find out who owns the step and contact them.
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Q: I am an Approver, how do I approve/reject a requisition?
A. On the left side of "Home/Shop" page, find "Action Items". Click on "View Approvals" and then on "Carts assigned to me". When on Approvals page, select "Assign" to assign the requisition to yourself and the requisition shows up in "My PR Approvals" folder. Click on the req. number for details, then in "Available Actions" drop-down menu, select "Approve/Complete" or "Reject the Entire Requisition", and click "Go."
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Q: My approver cannot see my carts to approve in the action items list.
A. If you are a shopper, assign the cart to an authorized requestor. The requestor will submit cart to workflow at which time the approver will see it in their action items list.
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Q: The approver listed in the SciQuest workflow list is incorrect. Who do I contact to correct?
A. The departmental fiscal officer should contact Stephanie Williams or Diane Rozek.
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Q. Is there a limit to the amount that Approvers can approve? For example, can Deans approve any dollar amount while  Officers can approve carts only if they are under $2,000?  
A. Approvers are limited by amount of budget available.
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Q. After I fill out a form, in eProcurement, what do I do?
A. Assign the cart to your department's requestor so he or she can begin the workflow. There is a searchable field for assignees or you can select from profile values if you have set this up.
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Q. Is anyone assigned to the Budget Checking steps of the workflow in eProcurement?
A. The budget steps are automated steps that the system performs.
Q: My requisition is rejected and it shows there is no budget in the account on the history tab, but I believe there is budget available. What should I do?
A. Check your budget in PeopleSoft. If you cannot do this, contact you administrative assistant or departmental fiscal officer to assist you.
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Q: My requisition is rejected at Initial Budget Check and the error shows vendor not found in PeopleSoft. What should I do?
A. Contact Accounts Payable at 972-883-2300 to verify that the vendor is set up in PeopleSoft for proper use.
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Q: How can I find out which Cost Centers are assigned to me in eProcurement?
A. "Profile" > "Purchasing" > "Accounting Codes" > "Speedchart Key", click "Edit" and view Cost Center assignment.
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Q: My Cost Centers are not correct. How can I get them fixed?
A. The departmental fiscal officer should contact Stephanie Williams or Diane Rozek.
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Q. How do we pay for professional services?
A. Use the "Authorization for Professional Services" form. Then attach a purchase voucher when a payment must be made. Send this to AP
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Q. How do I provide a refund to a student in the School of Management Executive Education program?
A. Use the Request for a Check Form, which can be found at the eProcurement Home/Shop page link titled "forms" in the Go to: section near top of page. Be sure to attach all documentation to the Request for Check form.
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Q. What special steps do I need to take when copying a Requisition?
A. If you are correcting a rejected Requisition, or copying a previous requisition, you must delete the original accounting information. This way, the system populates all required accounting codes with the most current PeopleSoft data. Follow these steps:
  1. Copy the requisition to a new cart.
  2. Proceed to checkout.
  3. Edit the accounting codes.

Please note that any time you copy a cart, the accounting codes information remains the same, unless you update the information.

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Q. How are we notified about direct deposits of reimbursed business expenses?
A. An email is generated and sent when a reimbursement (for a travel or business expense) has been processed via EFT.  This process was not working initially but has been running smoothly for about the past week or two.
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Finance

Q: How can I look up my PeopleSoft cost center number?
A: The PeopleSoft application provides a custom lookup page that translates FRS account numbers into PeopleSoft cost center numbers and vice versa. Below is how to navigate to the page and a screenshot of the page:

Main Menu > General Ledger custom > UTD Chartfield Crosswalk

Once at the UTD Chartfield Crosswalk page, you can enter the FRS account number in the Account field and hit the search button to get the corresponding PeopleSoft cost center number. You can also enter the PeopleSoft cost center number in the Cost Center field to get the corresponding FRS account number. Finally, you can enter the PeopleSoft project number in the Project field to get the corresponding PeopleSoft cost center number and the corresponding FRS account number.

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Q: How can I make revenue or expense adjustments to my cost center?
A: You can still use Inter Departmental Transfers (IDTs) to make revenue or expense corrections to your cost centers. The PeopleSoft application provides an electronic IDT form that replaces the paper IDT form. Below is how you navigate to the IDT form and a screenshot of an IDT form.

Main Menu > General Ledger custom > IDT Journal Entry

If you need help with IDTs please check the Gemini training website and register for an IDT class. You can also call Stephanie Williams at x5471 or Tracey Tatum at x2602 if you have questions.

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Q: How can I check my cost center's available budget online?
A: The PeopleSoft application provides two pages to review budget activities and determine available budgets. Below is the navigation and screenshots of the two pages.

Main Menu > Commitment Control > Review Budget Activities > Budgets Overview

Main Menu > Commitment Control > Review Budget Activities > Budget Details

If you need help with using Budgets Overview and Budget Details, please check the Gemini training website and register for the Commitment Control class. You can also call Stephanie Williams at x5471 or Gary Brem at x2617 if you have questions.

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Q: How can I adjust the budgeted amount for my cost center?
A: Budget Adjustment Forms (BAFs) are replaced by the PeopleSoft Budget Journals and Budget Transfers. Below is the navigation and screenshots of the budget adjustment pages in PeopleSoft.

Main Menu > Commitment Control > Budget Journals > Enter Budget Journals

Main Menu > Commitment Control > Budget Journals > Enter Budget Transfer

The Budget Transfer page allows transfers between cost centers within the same department or across different departments. You can transfer amounts only between budgets within a single Ledger Group and Business Unit combination.

The Budget Journal page used to increase or decrease the expense and revenue budget for a ChartField string.

If you need help with Budget Transfers or Budget Journals, please check the Gemini training website and register for the Commitment Control class. You can also call Mary Trimble at x6343 or David Gaarder at x6374 if you have questions.

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Q: Are Auto JEs going to be used with PeopleSoft?
A: PeopleSoft Spreadsheet Journals replace the old FRS Auto JEs. If you need access to Spreadsheet Journals or have questions about Spreadsheet Journals, please contact Gary Brem at x 2617.  
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Q. How do I request a new cost center?  
A. The Request for New Account form (RNA) is being replaced with the electronic Request for New Cost Center form (RNCC). The form will be available through eProcurement forms starting Monday 02/28/2011. For the week of 02/21/2011, the forms below should be filled out and emailed to Stephanie Williams.

If you need help with the process of requesting a new cost center or have questions about the form, please call Stephanie Williams at x5471 or Gary Brem at x2617.

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Q. PeopleSoft won't let me transfer funds, why?
A. First, check your balance - PeopleSoft checks for available funds before allowing any financial transactions.

Any expenditures against or budget transfers from project or operations budgets without sufficient available funds will no longer pass budget checking. It is possible that you have budget line items that are already negative based on the FRS data that was converted.

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Human Resources/Benefits

Q: I have completed the training and am looking for the time reporting option and cannot find it.  Where is the Time Reporting Link?
A: Time Reporting in Gemini has been postponed to allow time to check the configuration, complete testing and to complete training the campus. At this time a target date to begin time reporting has not been established. Please check back for updates.
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Q: Why is my dependent listed as not being a student, a smoker or is listed as single?
A: UT Dallas does not track any of these fields.
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Q: My life insurance, Accidental Death and Dismemberment insurance and retirement plans say I have not designated any beneficiaries.
A: UT Dallas does not track beneficiaries.  They are kept on file with the vendors of the specific plans.
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Q: When I click on the link that says "fund allocations" for my retirement programs, it doesn’t show anything or let me do anything.
A: UT Dallas does not track these.  You would need to contact your retirement vendor to discuss your fund allocations.
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Q. Why did the premium for my spouseís life insurance change?
A. In a limited number of cases, the system used incorrect age brackets to set premium rates. We believe this to be a COBOL issue we will address with ORACLE. The correct amount, and any adjustment, will appear on the next paycheck after the problem is resolved.
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Q. Why did the premium for my dependent ADD insurance premium change?
A. We had 2 issues with Dependent ADD. The system incorrectly charged for both spouse and children instead of just spouse coverage, and there was a rounding issue. The correct amount, and any adjustment, will appear on the next paycheck after the problem is resolved.
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Q. I waived the medical coverage and my premium sharing changed this month. Why?
A. We discovered that, for those individuals who waive medical coverage, the delivered process for premium sharing did not correctly forfeit the excess credits. The correct amount, and any adjustment, will appear on the next paycheck after the problem is resolved.
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Q. Why arenít my leave balances on my paystub?
A. Your leave balances wonít appear on your paystub from now on. Instead, you will be able to review your balances either on your timesheet or your absence balances page in Gemini. Those balances will be available as soon as the time sheets can be viewed in Gemini.
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Travel & Expense

Q. When I submit a travel voucher or expense report for reimbursement, can I receive the reimbursement by direct deposit?
Q. You will receive your reimbursement the same way you receive your paycheck. The most efficient method is direct deposit (EFT), and that is strongly recommended.
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Updated: May 31, 2013




Highlights

The Galaxy Portal has launched and Gemini is live! For information about training, be sure to check out the Training page. Several online presentations are available for immediate viewing. You can also sign up for instructor-led classes. Tools, such as conversion reference tables, are also available. If you have a general question about Gemini, eProcurement, or other topics, check out the FAQ page. Additionally, more training materials are available on the Galaxy Portal, in the My Galaxy Training section.

I recently sent an email to one of the Gemini team members with a question; I expected a long wait for a response. To my surprise, I received a response within five minutes! Thank you for not only working hard to set us up for success, but for remembering that there is more to success than quality technology. ó Lauren Clark, Development Associate, Office of Development and Alumni Relations