Budget Coding FAQ

What are our missions?
- Clinical - Improving health in our community as a model for the nation and evolving new models of person-centered, multidisciplinary care that reward value.
  - Expenses related to faculty clinical time, clinical equipment, UTHealth Austin expenses and revenue.
- Administration - Redesigning the academic health environment to better serve society; providing support to those serving the other missions
  - Expenses related to Dean’s Office, Business Affairs, centralized operational costs and non-mission specific administrative time in each department
- Research - Advancing innovation from discovery to outcomes.
  - Expenses related to faculty & staff research salary and fringes, research equipment and supplies, clinical trials, start-up laboratory costs, overhead, etc.
- Education - Educating leaders who transform health care.
  - Expenses associated with Undergraduate Medical Education (UME), Graduate Medical Education (GME), and Continuing Medical Educations (CME).
Why we are coding?
- Tracking and reporting of domains, initiatives and mission areas
- Manage actual to budget performance
- Align expenses to appropriate funding and revenue sources
What we are coding?
- Clinical (CLI)
- Education (EDU)
- Research (RES)
- Administrative (ADM)
- Facilities (FAC)
- Clinical Admin (ACL)
- Education Admin (AED)
- Research Admin (ARA)
What will be coded Facilities (FAC)?
- Operating expenses specific to the Health Learning Building (HLB), Health Transformation Building (HTB), Health Discovery Building (HDB), and the Dell Pediatrics Research Institute (DPRI).
Who will manage the coding?
- Each department will have a delegate through which all requests should route before it reaches Dell Med Finance. To find department delegate for your department, please contact dellmedfinance@austin.utexas.edu.
Is the departmental signature approver the same as the coding delegate?
- The coding delegate cannot give approval for expenses, but the departmental signature approver can. The coding delegate’s task is to oversee all departmental expenses to assure there are codes assigned to every transaction. For certain departments, the departmental signature approver is the same individual as the coding delegate. Dell Med Finance will still refer to the Approval Matrix as we process a request.
What are we using to Code?
- DEFINE code 1 field
- Dell Med Finance will be responsible for keying the actual codes into DEFINE, but the Departmental Delegate is responsible for identifying codes at submission.
What are the intake coding portals?
- Human Resources Management System (HRMS) for all salary, wages, and fringes.
- Request Forms System for all Travel Authorizations, Travel Reimbursements, Entertainment and Payment Requests.
- Point Plus, UT Market, and Purchase Order Requests for all purchases.
- Procard logs should have a code column when submitting month-end reconciliations.
Can we have multiple codes for a single individual?
- In some cases, salary codes are associated with their funding source. We can have multiple codes for individuals based on their percent allocations by budget groups in HRMS.
How do we code transfers, internal and external to Dell Medical School?
- Dell Med Finance will add codes when creating a budget transfer.
- For Interdepartmental Transfers (IDT), Dell Med Finance will send bi-weekly reports to the Departmental Delegate to identify budget codes.
What if departments forget to add mission codes when submitting a request?
- Dell Med Finance is conducting reviews and will return the request if Code 1 does not have a three letter mission code.
- Dell Med Finance will send departments bi-weekly transaction reports to catch all missing codes.
What is the difference between a mission and a mission plus administrative code? (For example, Clinical vs. Clinical Admin.)
- An easy system to differentiate between Mission vs Mission Administration is by the type of expenses. Mission Admin is typically for an individual/effort. For example:
  - A faculty’s time spent in the IPUs are coded Clinical (CLI).
  - A stethoscope would be coded Clinical (CLI).
  - A biller for the clinic would be Clinical Admin (ACL).
What about expenses that include multiple missions?
- There can only be one code per transaction so the delegate will have to make a decision to assign the expense to the most appropriate mission code.
What about mission areas that are not included in the coding scheme above, such as Community Service?
- At this time, Dell Med is not reporting any other missions other than the eight stated above. If you have questions regarding this, please contact dellmedfinance@austin.utexas.edu.
What about professional development costs for faculty and staff?
- The allowance for professional development should be coded based on type of expense. For example, if the expense is related to a mission-specific conference, membership or registration, the code would be the mission area (CLI, RES, EDU).
How will departments be able to view monthly breakdowns of mission spending?
- Dell Med Finance will provide monthly statements (post-departmental-reconciliation) to report department spending by mission areas.
What are specific examples for mission code: Clinical (CLI)?
- License to Texas Medical Association
- Contract with Clinical Partner
- Colposcope for Integrated Practice Unit
What are specific examples for mission code: Administration (ADM)?
- Business Affairs Finance Office
- Coffee for Departments
- Quarterly Departmental Retreats
What are specific examples for mission code: Research (RES)?
- Salary of a Researcher
- Shipping for lab equipment
- Contract with ARA for Clinical Studies
What are specific examples for mission code: Education (EDU)?
- Student Affairs Interview Days
- Affiliated Contracts for Academic Mentors
- Software for HLB Standardized Patient Rooms
What are specific examples for mission code: Clinical Administration (ACL)?
- Access Center Employees Salary & Fringes
- Biller/Coder Salary & Fringes
What are specific examples for mission code: Educational Administration (AED)?
- Medical Education Associates Salary & Fringes
- Librarian Salary & Fringes
What are specific examples for mission code: Research Administration (ARA)?
- Sr. Research Program Coordinator Salary & Fringes
- Grants and Contracts Specialist Salary & Fringes