Adding a Department

In order for a user to have access to submit invoices, IDT bills, or letter bills, or to have permission to search as a credit or debit department, that user's department must be on to the Department list.

Onboarding of a department is a manual entry of Department Name and Unit Code via the Admin page. This list of departments is also utilized to update users in the Billing accounts to allow them to utilize the search page.

BFS Admin Supervisors access the Admin page via the Admin tab on the Tracker home page. The list of departments includes all departments entered in UT Tracker.

Before adding a new department, begin by searching to see if the Department and Unit Code already exist. If they do not, follow these steps.

1. Under Core, select Departments.

2. Select ADD DEPARTMENT +

3. Enter Department Name using this format [Division Name Prefix – Department Name]. For example, MSB - Accounting.

4. Enter Department Unit Code provided by TRecs. Please reference the Department Table to find the Division Code. For example, BFS is Division Code 1.

5. Select Active. 

6. Save.

Caution: When editing or inactivating departments, take into consideration invoices in progress and historical data. If a department becomes inactive, the submission may not be searchable by the department and if edits must be made post-submission, another department must be selected.

Inactivated departments no longer display on the Invoice Submittal department drop-down list when users create or edit invoices. An inactivated department's Billing Accounts will remain active until manually inactivated.

To edit or inactivate a department:

1. Under Core, select Departments.

2. From the list Search for the department or select it from the list.

3. Make desired edits to Name or Active status. No other fields are editable.

4. Save.